RFP 370 - Ticketing & Point of Sale System

The Jekyll Island Authority, a state-owned entity in Georgia, issued RFP 370 on August 16, 2022, for a comprehensive ticketing and point-of-sale system, with proposals due September 15, 2022. Vivaticket was selected as the apparent finalist following competitive interviews on January 13, 2023, pending contract negotiation and legal review. No set-aside, preference program, or local-vendor requirement applies.

The scope consolidates current operations across ResortSuite, Ticketleap, and Shopify into a single integrated platform supporting general admission and timed ticketing, event and camp registration, memberships, retail inventory management, point-of-sale functionality, web store capabilities, customer account management, resource scheduling and management, and reporting. The system must support a minimum of 37 concurrent standard/enterprise users and 5 concurrent retail-only users across 10 physical locations (Summer Waves Water Park, Georgia Sea Turtle Center, Mosaic Jekyll Island Museum, Jekyll Island Mini Golf & Bikes, Jekyll Island Tennis Center, Jekyll Island Guest Information Center, two retail locations, Great Dunes Golf, and back-office operations). JIA operates 20 existing POS terminals with 64-bit Core i5-6400 processors, Windows 10 Pro, Citizen CT-S651 receipt printers, Ingenico Lane 8000 and VeriFone MX900-02 credit card terminals, and mixed iOS and Android mobile devices. The vendor must integrate with existing systems including Bank of America/First Data payment processing, Sage 100 accounting, Shopify ecommerce, Mailchimp, and IDSS, and support offline operation during internet outages. JIA anticipates purchasing at least five ticketing kiosks. The Authority processes approximately 214,000 ticketing transactions annually (194,000 online), with fiscal year 2019–2022 revenue of $10,078,082 in general admission, $682,600 in memberships, $41,060 in events and camps, and $10,156,000 in retail.

Implementation must begin in Winter 2022 with completion before Winter 2023, though JIA is willing to consider an expedited two- to three-month timeline or extended rollout. The contract includes installation plus three years of service and subscription, billed in phases with setup and training upfront and annual software and maintenance thereafter. The Authority reserves the right to make split awards if advantageous. Proposers must carry Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate and comply with Georgia work authorization requirements.