Ticketing Systems Solution for City Event Venues

The City of Daytona Beach's Arts & Entertainment Division has issued Request for Proposal #2501RFP seeking a qualified contractor to design, propose, execute, and implement a comprehensive ticketing system solution for two municipal venues: the Peabody Auditorium (2,529 seats, hosting over 75 events annually) and the Daytona Beach Oceanfront Bandshell and Park (5,000 capacity, hosting over 50 events annually). The procured solution must be a cost-effective, long-term, industry-proven ticketing platform that supports multiple sales channels including in-person, online, and mobile transactions with real-time inventory management and sales reporting. The system must integrate hardware, software, telecommunications equipment, and information technology infrastructure while supporting multiple client and venue databases within a single environment, comprehensive e-commerce functionality, marketing and distribution tools, robust reporting capabilities, advanced security features, and interfaces with third-party tools including customer relationship management platforms, seat mapping systems, dynamic pricing solutions, and stored-value ticketing. Minimum qualifications require bidders to maintain an active, permanent, and successful operation for at least three years prior to proposal submission, comply with E-Verify requirements, and maintain cyber liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate plus commercial general liability insurance of $1,000,000 per occurrence with the City named as additional insured. The evaluation will be conducted using a 100-point weighted scoring system: System Capabilities (30 points), Service Capabilities (20 points), Additional Services including E-Commerce and Marketing & Distribution (20 points), Proposer's Multi-Venue Experience (15 points), and Pricing Proposal (15 points), with 0-5 points allocated per criterion. Key dates include a pre-proposal meeting held on October 17, 2024, at 11:00 a.m. via Microsoft Teams, a question submission deadline of October 23, 2024, at 5:00 p.m., and a proposal submission deadline of October 30, 2024, at 2:00 p.m. EST via the OpenGov platform.

The City of Daytona Beach has established a Minority and Women-Owned Business Enterprise (MBE/WBE) participation goal of 10% for this contract. All proposals must be submitted electronically through the OpenGov platform with no paper submissions accepted. The award will be made to the proposer offering the best value to the City based on the weighted evaluation criteria rather than the lowest cost, with the City Commission retaining sole authority to bind the City to the contract terms and conditions approved in a public meeting. No specific incumbent vendors, current contractors, or budget range is identified in the procurement documents. The solicitation does not indicate an existing ticketing infrastructure requiring integration, suggesting the City may be implementing a new system or replacing an existing solution. Interested proposers should contact Amber Spears, Buyer, at spearsamber@codb.us or (386) 671-8081 for additional information regarding this opportunity.