RFP 27-02TM Ticketing System
| Bidders ID: | NBD13559687095695243 |
|---|---|
| Due Date: | Jun 17, 2026 |
| Posted Date: | Jun 1, 2026 |
| Level of Government: | State & Local |
| State: | Virginia |
| Agency: | City of Hampton |
| Category: |
|
| Solicitation Number: | RFP 27-02TM |
| Source: | Members Only |
| Bid Number: |
RFP 27-02TM
|
| Bid Title: |
RFP 27-02TM Ticketing System
|
| Category: | Entity: City |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS – NON-PROFESSIONAL SERVICES
ISSUE DATE: May 26, 2026
DATE/TIME OF CLOSING:
June 17, 2026 @ 11:00 AM EST
RFP #:
27-02
BUYER NAME:
Tammy Martin
NGIP CODE:
60033
COMMODITY:
Ticketing System
THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO FURNISH, OPERATE
AND MAINTAIN AN EVENT TICKETING SYSTEM
ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A
B
C
D
ACKNOWLEDGE RECEIPT OF ADDENDUM (S): 1
2
3
4
(Please initial)
(Please initial)
Pre-Proposal Conference – N/A
OFFEROR NAME:
COMPETITIVE NEGOTIATION. This Request for Proposals (“RFP”) is subject to the competitive negotiation provisions outlined
in Virginia Code §2.2-4302.2. In addition, the City requires that proposals be sealed. Sealed proposals will be received in the
Issuing Office until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids
will also be received electronically only via DemandStar (www.demandstar.com). Proposals received by telephone, email,
facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not responsible for late delivery
by the United States Postal Service or any other courier. All inquiries for information regarding this RFP are to be directed to the
Issuing Office as defined herein.
THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as “the City”, reserves the right to accept or reject any and all
proposals in whole or in part and waives any informality in the competitive negotiation process. Further, the City reserves the right to
enter into any one or more contracts deemed to be in its best interest. The entire contents of the RFP, and addenda, offeror’s proposal
and negotiated changes shall be incorporated by reference into any resulting contract.
The City of Hampton does not discriminate against faith-based organizations or against a bidder or offeror because of race,
religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in
employment in the performance of its procurement activity.
Offeror Information:
Name of Offeror:
Address:
Phone Number:
Fax Number:
Email Address:
State Corporation Commission ID: ______________________
City of Hampton Business Prof. License Tax No.:
Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________
NOTE: Numbers identified as social security numbers will be redacted in public documents.
Business Classification:
Is Offeror a “minority” business? Yes No
African American
Hispanic American
Native American
Asian American
Other; Please Explain: ______________________________________________________
Is Offeror Woman Owned? Yes
No
Is Offeror a Small Business? Yes No
Is Offeror a Faith-Based Organization?
Yes No
Is Offeror a Disabled Veteran Business? (for informational purposes only)
Yes
No
Check One: INDIVIDUAL
PARTNERSHIP
CORPORATION
LLC
State in which Registered or Incorporated _____________________________
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above,
in the Proposal Terms and Conditions, and General Terms and Conditions as described in Attachment A.
Authorized Signature:
Date:
Printed Name:
Title:
Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:
Tammy Martin, Senior Buyer, CPPB
Consolidated Procurement Division
1 Franklin Street, Suite 345
Hampton, Virginia 23669
Phone: 757-727-2205
Email: tmartin@hampton.gov
Wherever used in this Request for Proposal, the City Contract Administrator will be:
Jody Madaras, Artistic Director
Hampton Coliseum/CHTVA Center
22 Lincoln Street
Hampton, Virginia 23669
Phone: 757-727-3200
Email: jody.madaras@hampton.gov
I. BACKGROUND
Hampton, Virginia
Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering the
Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is water, with a
total population of more than 137,000.
The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is home of
the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes nearly $4 billion
a year to the regional economy. NASA Langley Research Center, where America’s first astronauts were trained, is a
major center for aviation research. In addition, the National Institute for Aerospace, run by a consortium of universities,
conducts research on both manned and unmanned systems. The most recent research center is Huntington Ingalls, which
located its Unmanned Systems Center of Excellence in Hampton to focus on military and business applications for
underwater drones. Virginia Tech has an expanded research center focused on seafood and aquaculture and opened an
office and lab space as part of its Center for Coastal Studies.
In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-eminent
HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s Peninsula
Center; and Bryant & Stratton College.
The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s
Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer treatment, centers
affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’ Daughters, as well as military
and retiree care at the Langley base.
Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec, Measurement
Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point National Bank, VersAbility
Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton location (in addition to the Unmanned
Center). Tourism is also an important economic driver.
The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport and the
smaller Newport News/Williamsburg International Airport.
Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with
populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest
metropolitan region in the nation.
The American Theatre is a privately owned and municipally operated performing arts theatre in
Hampton, housing a 388-seat theatre, a studio theatre, a dance studio, and a lecture all and gallery.
Built in 1908 as a “high class motion picture and vaudeville house”, the Theatre has enjoyed a colorful
and varied history. After an extensive renovation, the performing arts theatre re-opened in June 2000
and has since become one the favorite venues of an ever increasing and loyal audience from
throughout the Hampton Roads region. Each year, the theatre hosts a season of dance, music,
children’s and theatrical performances. The American Theatre has an annual activity level of
approximately 140 event days and an average annual attendance of approximately 12, 000.
The Charles H. Taylor Visual Arts Center is a privately owned and municipally operated visual arts
center in Hampton, housing three unique art galleries, and upstairs arts education classroom. Built in
1925 as “Hampton’s Library”, the Arts Center enjoys robust community participation, sales of
artwork, educational offerings, and an annual schedule of exhibitions which are mainly free and open
to the public throughout the year.
The city’s public school system has been recognized nationally, and the city’s government has been recognized for its
flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen engagement.
Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and culture –
but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest continually occupied
city in the original 13 Colonies) and has a rich history. Approximately half of the residents are African-American, and
37% are white, with the remainder split among multiple races and other categories. About 6% of the population is
Hispanic. Additional demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics
II. PROPOSAL TERMS AND CONDITIONS
A. Contract Documents. This RFP, its addenda(s), Offeror’s proposal, any additional information requested, negotiated
changes, and the final awarded contract will constitute the final contract hereafter referred to as the “Contract”.
These documents will be incorporated by reference into the City Purchase Order(s) that award the Contract. The
Contract shall be governed by the contract documents in the following order of precedence:
1. The final negotiated Contract
2. The RFP, its attachments, and its addenda
3. Any negotiated changes to the foregoing documents
4. Offeror’s proposal
In the event that there is a Conflict between this RFP, its attachments and addenda, Bidder’s Bid, or any related
documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.
B. Copies of Contract Documents. If Offeror is awarded the Contract, Offeror will receive electronic copies of all
documents. All original documents will be maintained at the Issuing Office. If Offeror requires a certified copy of
any document to which Offeror is entitled, the Issuing Office will accommodate that request.
C. Proposal Binding for One Hundred Twenty (120) Days. Offeror agrees that its proposal shall be binding and may
not be withdrawn for a period of one hundred twenty (120) calendar days after the scheduled closing date of this RFP.
D. Proprietary Information/Non-Disclosure. Offeror is advised that the Virginia Public Procurement Act (Section
2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Offeror.
• Offeror may invoke the protections of §2.2-4342 of the Code of Virginia to protect trade secrets, proprietary
information and other confidential information provided by the Offeror:
i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.
ii. Provide a statement that identifies the data or other materials to be protected and that states the
reasons why protection is necessary.
iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope
clearly marked “PROPRIETARY”.
iv. References to the proprietary information may be made within the body of the proposal; however,
all information contained within the body of the proposal shall be public information in
accordance with State statutes.
v. An all-inclusive statement that the entire proposal is proprietary is unacceptable. A statement that
Offeror’s costs and/or proposal pricing are to be protected is unacceptable. Offeror will be
requested to remove any such statement(s) in order to be eligible for further consideration.
• The City reserves the right to submit such information to the City Attorney for concurrence of the Offeror’s
claim that it is in fact proprietary. Information submitted that does not meet the above requirements will be
considered public information in accordance with the VFOIA.
D. Offeror Obligation. Offeror shall carefully examine the contents of this RFP and any subsequent addenda(s).
Failure to do so shall not relieve the Offeror of its obligation to fulfill the requirements of any contract awarded as
a result of this RFP.
E. Conditions of Work. Offeror shall inform itself fully of the conditions related to services required herein.
Failure to do so will not relieve an Offeror of the obligation to furnish all goods and/or services necessary to carry
out the provisions of the Contract.
F. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other
Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly
with the Contractor(s) awarded the Contract(s). The City of Hampton acts only as the issuing agent and is not
responsible for placement of orders, payment or discrepancies of other participating Public Bodies.
G. Offeror Representations and Acknowledgements. The attached “Offeror Representations and
Acknowledgements” at Attachment C to this RFP, shall be executed by Offeror and is to be submitted with
Offeror’s Proposal. The requirements set forth on said form shall be considered to be binding terms and
conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not
signed the Offeror Representations and Acknowledgements.
SCOPE OF CONTRACT.
This Request for Proposal (RFP) is issued for the purpose of obtaining a Ticketing System to furnish, operate
and maintain
The City of Hampton is requesting proposals to furnish, operate and maintain an Event Ticketing/CRM/POS system
for the Hampton Arts department which includes The American Theatre and the Charles H. Taylor Visual Arts
Center. Proposals will only be accepted from established event ticketing and point of sale system companies with
extensive experience in box office, retail, concessions and CRM operations for performing and visual arts centers.
Specific Service Requirements
• At a minimum, the Event Ticketing/CRM/POS system/platform must encompass the
following modules:
• Ticketing/CRM module:
• Capable of creating and integrating events and selling single, multi-day, and season tickets:
ability to track sales by events and by purchaser; offer multiple price levels and unlimited
price points; ability to purchase specific seat locations or best available; ability to add upsell
items to purchase; ability to easily purchase multiple events in one transaction at the box
office, online and optimized mobile; multi-channel availability; hard and digital tickets.
▪ Provide user-friendly CRM capabilities that capture customer data and tracks sales per event
and per customer.
▪ Provide cloud-based access control system, fully compatible with in-house wireless
networks, and scanning devices.
▪ Allow acceptance and processing of all methods of payment through the system including,
but not limited to cash, debit cards, and credit cards.
▪ Provide direct email and marketing service including: marketing services for events thought
special offers, announcements, post-event surveys, and the like by distributing information
to provider’s ticket purchaser database. Provide email marketing platform, with direct
access to purchaser database that includes templates, surveys, sign up forms, statistical
reporting, etc.
▪ Provide automated settlement of funds to designated accounts.
▪ Reporting: must have robust real-time reporting and analytics which includes: daily
attendance, daily monthly and fiscal year reporting.
o Registration module:
For class and workshop registration, which includes the ability to define schedules, fees, and
prices, limits, and the ability to change sign up size, as well as attach relevant documents.
Registration should be optimized for mobile use, and the module should provide the capabilities
of containing pertinent participant information.
o Event POS module:
▪ System must provide secure Point-Of-Sale (POS) module for use in online and in-person,
optimized mobile retail & concessions sales. Item setup must be flexible, and have the
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