Event and Venue Ticketing Software

REQUEST FOR INFORMATION

RFI-3624-13-NJ

Event and Venue Ticketing Software

RESPONSES DUE:

April 16

, 2013 prior to 3:30 P.M.

250 N. 5

Street

City Clerk’s Office, Room #111

Grand Junction, CO 81501

Purchasing Representative:

Nicholas C Jones

Buyer

Phone: (970) 244-1533

250 N. 5th _{Street, Room #245, GRAND JUNCTION, CO 81501 P[970] 244 1533 F[970] 244 1427 www.gjcity.org}

Overview and Information Introduction

The City of Grand Junction’s (City) Purchasing Division on behalf of multiple Division’s throughout the City of Grand Junction is soliciting capabilities and rough cost information from professional event and venue ticketing software providers regarding the development of a comprehensive Event and Venue Ticketing Software System custom to the City’s needs. The City will evaluate responses to this RFI to establish budgetary and functional requirements for an anticipated future procurement. Only those that respond to this RFI shall be considered for

possible future procurement on this project.

NOTE: This is not an Invitation for Bid or a Request for Proposal

The purpose of this Request for Information (RFI) is to gather information. No contract or award

will be made based on the results of this process.

The City of Grand Junction is located in Mesa County, Colorado on the western slope of the Rockies, midway between Denver, Colorado and Salt Lake City, Utah. Grand Junction is a full service City operating under a Council-City Manager structure. It is the County Seat and is the largest city on the western slope of Colorado with a population of approximately 55,000 within City Limits and approximately 135,000 county-wide.

The City of Grand Junction operates and holds events that require ticket sales at the Avalon Theatre, the Two Rivers Convention Center, Suplizio Baseball Field, Stocker Stadium, as well as many non-facility events throughout the year. Examples of non-facility events held is the Pork and Hops Challenge and the Southwest Arbor Fest.

The Avalon Theatre operates year round hosting events such as films, dance and theatrical shows, and currently seats more than 900 people. Two Rivers Convention Center holds events daily such as trade shows, concerts, banquets and conferences of various sizes, and can accommodate groups in excess of 2,000 people. Suplizio Baseball Field has a capacity of 12,000 while Stocker Stadium has an 8,000 seat capacity. The attendance of the non-facility events can range from several hundred to a few thousand. A rough estimate of total ticket sales would be in the range of 40,000 tickets sold annually.

Project Goals

1. The intent of this project is to introduce to a comprehensive and all-inclusive web-based

software system for selected facilities and events. The system would be used for online ticket sales and in-person ticket sales such as box office type ticketing. It is requested that the software be versatile to provide pre-sold tickets as well as day-of ticket sells and also provide capabilities to sell general tickets, and tickets by seat number/location. The software should have the capabilities of adding more events, facilities, and organizations, and any price breaks that might occur as a result.

2. Prices submitted as a result of this Request for Information will be used to establish a base

price for budgetary purposes only.

Information Requirements

Our desire, at this stage of the process, is to minimize the need for you to make assumptions about our equipment, current infrastructure, and installation needs when you respond to our future RFP. So, we are seeking your input into our process. Please address each one of the following points in your response. Include any major or minor items of information, even if not specifically requested, that would normally and reasonably be provided. Responses should be labeled and

addressed as seen below. Responses shall include, but are not limited to, the following

information:

1. Please provide information and descriptions for the following:

a. General System Features • Web based

• Hosted or non-hosted

• System requirements to utilize software • Workflow management options

• Physical security of data • Capabilities

i. Ability to pre-sell tickets ii. Ability to sell day-of tickets

iii. Multi-pricing abilities (VIP, General Seating, Youth, Senior, etc.) iv. Ability to comp tickets and track comp tickets

v. Mobile Scanning Station Options vi. Fixed Scanning Station Options vii. Barcode Scanning Capabilities

viii. Ability to record sales to multiple revenue centers and events ix. Ability to sale tickets by seat number/location.

x. Ticket Printing Capabilities

xi. Smartphone Scanning/Application or Mobile Options xii. Upgrade Capabilities

xiii. Reporting xiv. Support

xv. Marketing Capabilities b. Reporting

• Viewing of reports • Ad-hoc reporting system • Custom reporting options:

i. Pre/Post Sales

ii. Sales by Unit

iii. Sales by Terminal

iv. Etc.

• Exporting options into different formats such as Excel or New World Financial system.

c. Support

• Support services including options, hours of operation, and 24-7 emergency services

• Training and webinar opportunities

• Upgrading and hot-fix process including frequency, description of rollout, and down time

d. Pricing

• Licensing costs, transaction fees, online transaction fees, credit card processing fees, training fees, upgrading fees, support services fees, marketing fees, and all other applicable fees.

• Mobile Scanning Stations • Fixed Scanning Stations • Ticket Printers/Printing

• Automatically updated electronic pricing boards e. Marketing

• Email and text messaging capabilities • Mobile app opportunities

• Variety of discount capabilities (2 for 1, family discounts, incentive pricing, etc.)

• Coupon capabilities

• Ticket customizing options such as advertisements, company logos, etc. f. Customer Online Registration

• Website customization capabilities • Website proxy policy

• Responsibility for website customization g. Other

• Software Administrator options and capabilities. • PCI compliancy

• Required marketing via third party?

Administrative Requirements and Instructions

1. Request for Information package: The original information package and one hard

copy and one electronic copy on a CD or USB Thumb Drive format shall be sealed and delivered per instructions no later than date and time listed below. Any information

package received after this time shall not be considered and will be returned unopened to the submitter at the submitter’s expense.

2. Delivery of Information Packages: Sealed Request for Information packages will only be

considered when submitted with the enclosed Signature Form, signed by a legal agent of the firm and submitted in a sealed envelope clearly marked: “RFI-3624-13-NJ, Event and

Venue Ticketing Software” and shall be received prior to April 16th, 2013 at 3:30 PM in

the office of the City Clerk, 250 N. 5th Street, Room #111, Grand Junction, CO 81501.

Facsimile (fax) or e-mail submissions will not be accepted.

3. Public Opening: At the date and time specified, all information packages that have been

timely accepted by the City will be formally opened and accepted for consideration. The names of the firms submitting information packages will be read aloud and recorded. No other information will be provided at the Public Opening.

4. Questions Concerning RFI: Any questions concerning this project shall be directed to:

Nicholas C Jones at the City of Grand Junction, Colorado 250 N, 5th Street, Grand Junction,

Colorado 81501, E-mail [email protected].

5. Confidential Material: All materials submitted in response to this RFI shall become public

record and will be subject to inspection after contract award. “Proprietary or Confidential

Information” is defined as any information that is not generally known to competitors and

which provides a competitive advantage. Unrestricted disclosure of proprietary information places it in the public domain. Only submittal information clearly identified with the words “Confidential Disclosure” and placed in a separate envelope shall establish a confidential, proprietary relationship. Any material to be treated as confidential or proprietary in nature must include a justification for the request. The request will be reviewed and either

approved or denied by the City Purchasing Supervisor. If denied, the respondent will have the opportunity to withdraw its entire response, or to remove the confidential or proprietary restrictions. Neither cost nor pricing information nor the total response will otherwise be considered confidential or proprietary.

Signature Form

Date: _________________________

_____________________________________ ____________________________________

Company Name – (Typed or Printed) Authorized Dealer Agent – (Typed or Printed)

____________________________________ ____________________________________

Authorized Signature of Dealer or Agent Signature Title

____________________________________ ____________________________________

Address of Firm City, State, and Zip Code

_____________________________________ ____________________________________

Phone Number Fax Number

_____________________________________________________________

E-mail of Agent or Sales Contact