REQUEST FOR PROPOSAL #015-8201 Ticketing Agent
1. Introduction
The 26th edition of the Canada Games will be hosted in the City of Winnipeg from July 28 to August 13, 2017. Featuring 16 sports and a major cultural festival, the Games will be one of the largest events in Winnipeg’s history and its first Canada Games.
The Canada Games are now this country’s largest multi-sport competition for young athletes. Held every two years, alternating between summer and winter, they are a key event in the development of Canada’s young athletes. More than 4,000 are expected to compete in Winnipeg in 2017, along with more than 400 media and broadcasters, 500 VIPs, 500 officials, and thousands of visitors.
The Games offer a unique opportunity to the city and the province, given that the 2017 event will mark the 50th anniversary of the first Canada Games held in Quebec City in 1967 but also this country’s 150th birthday. It’s a chance to celebrate the history of the Games and our country while showcasing this region as a fine place to live, work, and play.
This proposal is being issued by 2017 Canada Games Host Society which is headquartered in Winnipeg.
2. Request for Proposals
The 2017 Canada Summer Games Host Society Inc. is requesting proposals from ticketing agents to provide all aspects of the ticket sales cycle for the 2017 Canada Summer Games being held in the summer of 2017.
3. Services to Be Provided and Time
Services will be carried out between October 2016 to August 2017. It is our intent to have the ticket sales start in October 2016, followed by various other on-sale dates and times.
2 4. Scope of Work
The selected ticketing agent will provide the following: Ticket Reservation and Distribution System
● Provide on-site box office (service and staff) during games at 12 sport venues.
● As requested by customer, print and delivery of tickets via Canada Post or courier of tickets. ● Be responsible for advance sale of gold package pass, weekly passes (sport pass) and daily
passes (medal and non medal)
● Printing of all tickets to include gold package pass, weekly passes (sport pass) and daily passes (medal and non medal). Tickets will be printed on regular “spitter” style of ticket stock by ticketing agent
● Supply a file in Excel or CSV format to a third party printer that will print some of the passes required
● Provide established ticket sales channels, including online sales (Internet), charge by phone via toll free number and in person sales and pickup
● Provide a secure environment for payment using a credit or debit card ● Ticketing system to use barcode for authentication and access control. ● Consultation on ticket release schedule
● Consultation on available ticket packages
● Ensure tickets and ticket agency (box office staff) is represented in both official languages, English and French
On-Line Reporting ● Direct Host Access ● On-line reporting.
● The agency will provide inventory management and revenue collection of event sales up to and during the Games, including:
● Advance ticket sales overview
● Breakdown on the number of weekly passes, medal round games,
● Games Time Ticketing – sales and inventory management during the Games
3 The individual or group will adhere to the following financial and reporting procedures
▪ Budget update
▪ Ticket sales and monthly cash deposited to account ▪ Information on audit trail process
▪ Taxation reporting process
▪ Cash management and report process
● Final Report will be due on or before September 1, 2017 and will include: o Final ticket sales overview
o An evaluation of final product and procedures versus initial plans o Revenue report
This list is not intended to be all-inclusive. 5. Ticketing Information
● Ticketing services is required for ten (10) different sporting events being held in twelve (12) venues.
● All sport events are general admission
● Each sporting event will require a ticket or a pass for entry.
● Some sports occur in different venues on the same day, therefore the ticket or pass for these sports must allow entry/exit for the entire day.
● Passes sold such as the Gold package and sport week passes that will include a number of events that are associated to those passes
● There will also be a number of individual events that will be sold
● Some of the venues are remote and may not have permanent internet connectivity which may pose some unique challenges in regards to access control, POS terminals, and barcode scanning.
Types of tickets/passes
● Gold package includes the Open and Closing Ceremonies plus the following sporting events; Baseball, Basketball, Soccer, Softball, Beach Volleyball, Indoor Volleyball, and Wrestling
● Sport Pass week one includes Baseball, Basketball, Soccer (Women), Softball (Men) and Beach Volleyball
4 ● Sport Pass week two includes Soccer (Men), Softball (Women), Indoor Volleyball, and
Wrestling
● Single sport day pass includes individual sport sold as a Day pass allowing entry/exit all day long. Some sporting events will include multiple venues
● Single sport medal day pass includes individual sport medal day sold as a pass allowing entry/exit for that day. Each team sport medal round game will be sold separately See attached Appendix A for more detail on ticketing information/requirements Note: There are three (3) venues that are not part of the RFP as the ticketing services are bound by venue contract. These venues are MTS Centre - Opening Ceremonies, Investors Group Field – Closing Ceremonies, and Shaw Park – Baseball.
The Host Society will supply a secure box office structure with power and Internet connectivity at each venue. Once the Host Society has finalized its plan, it will look to launch ticket sales in October 2016.
5. Submission Guidelines
Time and Date Set for the Final Receipt of Proposals
Proposals should be submitted via email in PDF format to [email protected] no later than 2:00 p.m. CST on Friday July 15th, 2016.
All questions in reference to this RFP should be directed to:
Pat Bradics
Procurement Officer
2017 Canada Summer Games Host Society 204.594.4256
[email protected] 6. Proposal Submission
A comprehensive submission must include the following: 1. Company/Organization
5 o Description of the firm and its expertise in management, consultation and
distribution of tickets.
o Description of the firm’s capability to meet the marketing, retail, distribution and financial capacity requirements to deliver ticket program including distribution, consultation and reports.
2. Ticket Reservation System
o Identify and describe the ticketing platform to be provided o Proven method(s) of purchasing tickets
o Ability to work within the Host Society’s established protocol, policies and procedures, with respect to reporting sales and finances
o Ability to provide services in both official languages of Canada – French and English
3. Ticket Distribution System
o Proven and reliable method to distribute tickets in a timely and efficient manner o Established location for in-person ticket purchase & pick up
4. Environmental Practices
o Please provide information with regards to initiatives you undertake to promote environmental and sustainable processes such as; maximize recyclability and use recycled content; reduce waste; conserve natural resources; materials and energy; increase durability; reduce toxicity and minimize packaging
5. Capability – Other Services
o Describe what services are included and what services will be additional charges.
o Provide an outline of any innovative concepts that can help to promote the Games and maximize ticket sales
6. Experience: Account Team
o Who will be involved in the project and what role will they play. o Describe the major Games / Event experience of the Account Team. 7. Experience: Past Clients
o Provide two past clients who have used your services and provide a brief description of the ticket services provided to these clients
6 o List similar events which have used or are using the ticketing system
8. Pricing
o Pricing per element in Appendix B using table attached o Box office staffing costs
o Any additional fees and disbursements to be charged (if applicable) ie: Equipment costs
o If applicable, GST & PST amounts should be listed separately o Currency quoted on bid
All costs incurred for preparation of Proposals submitted by Bidder are at the cost of the Bidder.
7. Contribution or Consideration for Sponsorship Rights
The 2017 Canada Summer Games is an incorporated non-profit organization. Proponents/ Bidders may provide, at their option, to the Host Society, a specified amount of contribution in consideration of the Host Society granting the successful Bidder the rights associated with the 2017 Canada Summer Games Sponsorship Program.
The contributions may be in the form of cash payments, in-kind supply or equipment, legacy options and/or labour; or other alternatives deemed as acceptable solely by the Host Society.
Consideration for sponsorship rights should be included in bid response and identified as follows:
Cash $_____________
Discount to Base Price Submitted ____% or $__________
Other (i.e. Legacy, In-kind), as detailed hereunder:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
7 8. Evaluation Criteria
The Evaluation of each Proposal will be based on the content of the submission and applicants are advised to present their information clearly and concisely. Scoring, bids and award shall be confidential and will not be disclosed to any of the applicants
.
The submission of a Proposal does not necessarily mean that the applicant will be invited to provide the goods covered under this request. 2017 Canada Summer Games retains the right to decide, at its sole discretion, which applicant shall be invited to provide goods. Also we retain the right to not award a contract/PO for goods at our sole discretion. The Host Society reserves the right to evaluate and negotiate separately with all Bidders for the base cost of any bid either separately or in conjunction with the consideration offered by the bidder in respect to the sponsorship rights
9. Clarification
Prior to the Award we reserve the right to seek clarification from one, some or all the Bidders should it be deemed necessary. To clarify this relates to information submitted by a Bidder in its submission to this RFP only. It does not allow for the addition of information that may have been omitted from the RFP submission.
