SUBJECT/RECOMMENDATION:
Title
Authorize an Agreement with Saffire LLC. (Saffire) of Austin, TX to provide cloud-based software services that enable customer access and online ticket purchases for City of Clearwater events, for the term August 7, 2025 through August 6, 2026, with three, one-year renewal options pursuant to RFP 04-25 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On March 28, 2025, the City issued Request for Proposal (RFP) 04-25, Event Ticketing Services, to identify a qualified provider capable of delivering a comprehensive electronic ticketing solution for city-hosted events. Seven proposals were received by the due date of April 29, 2025. A team of city staff reviewed each of the submittals received from the seven qualified firms. Each submittal was ranked on the RFP criteria and overall responsiveness to the RFP requirements and shortlisted three firms (Etix, EventSprout, and Saffire) for further consideration. Following vendor presentations, the Selection Committee recommended awarding the contract to Saffire based on several factors, including, but not limited to, their high client retention rate, favorable revenue-sharing model, robust support services, and flexibility in adjusting pricing as needed.
Staff is requesting approval to enter into an agreement with Saffire for the provision of proprietary cloud-based ticketing services, along with options to purchase or lease associated hardware and related products used for ticket sales and scanning. These services will support various city-sponsored special events held throughout the year.
Under this agreement, Saffire will manage the collection and processing of all ticketing revenue through its cloud-based platform, remitting the proceeds to the city net of applicable processing fees, which vary by sales method. For online ticket sales, a processing fee of 10% per ticket will apply, capped at $2.99 per ticket. For tickets sold on-site at the box office, the fee will be $0.25 per ticket. Additionally, under a profit-sharing provision, if annually ticketing revenue exceeds $25,000.00, Saffire will return 25 percent of the profit earned above that threshold to the city.
As part of the agreement, Saffire will also provide the city with up to 50,000 stock tickets annually, two fully equipped point-of-sale (POS) systems,12 scanners, and six days of on-site support services for the duration of the contract.
APPROPRIATION CODE AND AMOUNT:
N/A
No code is needed - receiving funds, not paying out
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the agreement supports several Strategic Plan Objectives, including:
• 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
