RFP JB-205710 Game Management and Event Ticketing Platform

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 561920 - Convention and Trade Show Organizers
Posted Date: Dec 18, 2019
Due Date: Jan 16, 2020
Solicitation No: RFP JB-205710
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Contact information: Please Login to View Page
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RFP JB-205710 Game Management and Event Ticketing Platform

Closing Date: 1/16/2020

Closing Time: 2:00 P.M.

Bid Package: JB-205710 Game Management & Event Ticketing Platform

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

Attachment Preview

Receipt/Opening Time and Date:
January 16, 2020 @ 2:00 PM CT
Issue Date: December 18, 2019
Page 1 of 45 Pages
RFP #JB-205710
“Game Management and Event Ticketing
Platform”
Request for Proposal (RFP)
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is soliciting offers for the products, goods, or services per the
specifications stated in this document. Offers shall be submitted in a sealed envelope marked on the outside with the Offeror’s name,
address, solicitation number, and title “Game Management and Event Ticketing Platform” to:
Dallas ISD
Attn: Procurement Services
9400 North Central Expressway, Suite 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the receipt/opening
date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor any other delays
encountered by hand delivery of Offers. Offers received after the receipt/opening time and date may not be considered. FAX
proposals or e-mailed proposals will not be accepted.
Questions concerning this solicitation document should be addressed, in writing, to John Blythe: jblythe@dallasisd.org. Questions
should be submitted not later than January 7, 2020, to allow sufficient time for responses prior to receipt/opening date/time.
Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an addendum to
the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting contract
unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return original signed Offer, one (1) hard copy, and six (6) labeled USB thumb drives to Dallas ISD, Attn: Procurement
Services. All forms included as part of this solicitation must be completed and returned with Offeror’s response.
This solicitation is for a multi-year requirement as noted elsewhere in this solicitation.
Contract(s) will be put into effect by means of a Letter of Acceptance, or some other written notification of Acceptance by The District,
within ten (10) days of acceptance by the District. The document of Acceptance, the solicitation, the Offeror’s Offer, and other
pertinent documents will comprise the Contract Documents. See “Contract Documents and Order of Precedence” in General Terms
and Conditions.
Signature below represents that Offer is submitted.
OFFER MUST BE SIGNED
Company Name:
Address:
Email Address:
Submitter’s Signature:
Submitter’s Name/Title:
City, State and Zip Code:
Telephone No.
Date:
1
STATEMENT OF WORK
JB-205710
Game Management and Event Ticketing Platform
TABLE OF CONTENTS
I. Background Information/Basic Requirements
II. Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
Proposal Timeline (Estimated)
Issue RFP
RFP Due
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
Approval/Award
December 18, 2019
January 16, 2020
December 18 & 25, 2019
N/A
January 7, 2020
January 10, 2020
Week of January 27 – 31, 2020
March 26, 2020
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SECTION I: BACKGROUND INFORMATION/BASIC REQUIREMENTS
1. Dallas ISD is seeking Offers for qualified vendors to submit proposals for an online data collection, ticketing and
event management, and a reporting platform for the Dallas Independent School District Athletics department.
The platform should provide financial accountability through data collections, reporting and analytics, online,
credit card and cash ticketing, marketing and social media integration, and sponsorship opportunities to
maximize revenue and offset costs.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this solicitation.
3. The resulting Contract award, if any, is for a multi-year requirement;
This is a one-year Contract, but may be extended/renewed in additional one-year periods up to a maximum of
three years (i.e., two one-year extensions) at the discretion of the District, and mutual agreement, based on
factors such as, but not limited to, unit prices, delivery satisfaction, compliance with terms/conditions, and needs
of the district. To exercise each option to renew, the District must give written notice to the Offeror of its election
to renew for one (1) additional year within forty-five (45) days of the expiration of the then current term of the
Agreement/Contract. If the District fails to timely exercise any of the options to renew, all remaining options to
renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas ISD’s Board
of Trustees or designated representative. In some cases, the Effective Date and the date for start of services
are separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of 6.5 million
people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles and encompasses the
cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of Carrollton, Cedar Hill, DeSoto,
Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park, Hutchins, Lancaster and Mesquite.
a. The district is the second-largest public-school district in the state, and the 14th-largest district in the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working students
and committed parents and volunteers. The District serves approximately 155,000 students in pre-
kindergarten through the 12th grade, in 230 schools, employing nearly 20,000 dedicated professionals.
6. Requirements: Please ensure that your hard copy response is printed/typed and organized in a binder, with
clearly labeled corresponding tabs, numbered pages and Specified Sections as outlined below.
Section 1: Ticketing Options
A.
Paper and Online; Booklets, Rolls, etc.
B.
Season Passes
C.
Customization
D.
Event Details
E.
Order Process
F.
Other options
G. Samples
3
Section 2: Financial Accountability
A.
Reporting & Analytics
B.
Scanning & Game Management
C.
Cash Reconciliation
D.
Payment Options
E.
Samples
Section 3: Revenue and Costs to the District
A.
Maintenance Fees to website, equipment description, and cost of the equipment
B.
Revenue to the District with transaction fee
C.
Merchant service rates
D.
Annual fees and Monthly Fees to Dallas ISD
E.
Credit Card Transaction Fees to Dallas ISD
F.
Interchange cost/tiered privacy to Dallas ISD
G. Bank transmittal fees to Dallas ISD
H.
Timeline of fees and revenue due deadlines
7. Pricing Requirements: Please provide your pricing for the items listed above in Section 3. Also, be
sure to complete and return the pricing pages found on pages 20 and 21 of this RFP.
4
Section II: INSTRUCTIONS AND REQUIREMENTS for OFFER SUBMITTAL
Offeror shall furnish to the District, all such information and data requested by the District to determine the Offeror’s
qualifications and responsibility. The requested information must be placed on the forms provided or other separate pages
where indicated--do not make reference to other documents. All answers must be complete and stand-alone. Failure to
follow directions using the outline below or not using the forms attached may result in the Offeror’s Offer being disqualified or
not considered for further evaluation.
Offerors shall familiarize themselves with existing conditions in the material and labor markets prior to submission of an offer.
The fact that an Offer (bid/proposal) is submitted will be construed by the District to indicate that the Offeror has familiarized
itself with existing or future market conditions and agrees to perform in full accordance with the specifications and other
contract documents notwithstanding existing material and labor markets’ conditions.
Offeror must comply with any insurance, bid bond or liability requirements of District as noted elsewhere in this solicitation
document.
Offeror must include pertinent literature/documentation for the proposed products or goods.
If Offeror requires a credit application or similar documentation in order to conduct business with Dallas ISD after award of
Contract/Agreement (if any), these documents must be submitted at the time of Offer submission.
In addition to a detailed response to the solicitation, the following forms must be completed, executed, and returned with the
Offer:
Company Information
Representation and Certification (including CIQ)
Form CIQ *
Certificate of Interested Parties Form 1295 *
Felony Conviction Notice
Subcontractor
References
Notification of no Response
Price Offer Summary
Detailed Price Affidavit
Exceptions to Terms, Conditions, and/or Statement of Work
W-9
Criminal Background Checks and Badging
M/WBE Documentation **
Interlocal Agreement (“Rider”) Consent Form
Antitrust Certification Statement
EDGAR Certification
Addendum (if applicable)
* Form CIQ and Form 1295 must be obtained by potential Offerors from the Texas Ethics Commission’s website
(www.ethics.state.tx.us), completed, and returned with Offer.
** Failure to complete and sign the M/WBE documentation will result in Offer being deemed “Non-responsive.”
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