Event Ticketing System

Project Overview St. Cloud State University is requesting proposals for a cloud or vendor-hosted ticketing solution capable of supporting a wide range of ticketing activities, including Athletics and Student Life events. The solution should be scalable, flexible, and able to integrate with existing university systems. Technical/Functional Requirements Supplier requirements include, but are not limited to, the ability to: Integrate with university systems, including credit card transaction processing Build and manage a points/ranking system Handle season ticket and package sales, including renewals Support single-game and special package ticket sales Manage ticket distribution Facilitate fundraising and donation collection Integrate and collect parking fees Provide CRM (Customer Relationship Management) capabilities Support email marketing operations Offer robust accounting and reporting tools Vendor applicants should look to address specific scope of work areas such as the following: Platform & Technology General platform and operating system compatibility Browser and mobile support (online/website) Configurability and customization options Integration capabilities with third-party systems Authentication and authorization mechanisms Application and data security System administration tools Functional Capabilities Online/website ticketing functions CRM features Sales and ticketing operations Ticket pricing and packaging options Donation management Venue management Marketing tools Accounting and payment processing Reporting and analytics Implementation & Support Implementation timeline and methodology Training resources and onboarding support Ongoing technical support and maintenance Accessibility and usability compliance Compliance & Performance PCI compliance and certification Cloud performance and availability Cloud security measures Pricing Overall pricing structure Per-transaction fees Any additional or optional costs Selection Process The selection process includes Holly Schreiner, Director of Athletics; Derrick Winn, Assistant Athletic Director for Ticketing & Promotions; Nora Lieser, Associate Athletic Director for External Operations and Phil Thorsen Director of IT Information Systems. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 10 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 10 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 30 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 10 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 34 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 6 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective December 31, 2025 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be five (5) years. The term of the resulting agreement may exceed 5 years if SCSU receives appropraite approvals and if vendors provide a significant discount. If Minnesota State and Respondent are unable to negotiate and sign a contract by December 31, 2025, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.