Venue_&_Event_Management_Software_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL RFP TDD 77-26

VENUE & EVENT MANAGEMENT SOFTWARE

ISSUE DATE: Friday, August 28, 2026

LAST DAY FOR QUESTION: Thursday, September 10, 2026 at 3:00 pm

OPENING DATE & TIME: Friday, September 25, 2026 at 3:00 pm.

NOTE: PROPOSALS RECEIVED AFTER THE RESPONSE OPENING DATE & TIME WILL NOT

BE CONSIDERED

Okaloosa County, Florida solicits your company to submit a response on the above referenced goods or services.

All terms, specifications and conditions set forth in this solicitation are incorporated into your response. A response will not be accepted unless all conditions have been met. All responses must have an authorized signature in the space provided below. All responses must be submitted electronically by the time and date listed above.

Responses may not be withdrawn for a period of ninety (90) days after the response opening unless otherwise specified.

Venue & Event Management Software

NOTICE

RFP

REQUEST FOR PROPOSALS

Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 3:00 pm on Friday, September 25, 2026 for the Venue & Event Management Software.

Interested respondents desiring consideration shall submit their response online at OpenGov through the link provided below:

https://procurement.opengov.com/portal/myokaloosa

Unless otherwise stipulated in the proposal description, all responses must be submitted using OpenGov only. No other means of submission of responses will be accepted. Responses will be accepted by OpenGov until 3:00 pm at which time all timely submitted responses will be opened and reviewed.

The County reserves the right to award to the highest ranked, responsive respondent(s) and to waive any irregularity or technicality in responses received. Okaloosa County shall be the sole judge of the responses and the resulting Agreement(s) that is in its best interest, and its decision shall be final.

For solicitation information, please contact:

CeCelia VandenBroeck Purchasing Agent I cvandenbroeck@myokaloosa.com

(850) 689-5960

DeRita Mason Purchasing Manager

OKALOOSA COUNTY

BOARD OF COUNTY COMMISSIONERS

ROBERT A. "TREY" GOODWIN III, CHAIRMAN

https://procurement.opengov.com/portal/myokaloosa

INTRODUCTION

The purpose of this RFP is to receive proposals from qualified contractors for services for venue and event management software for the Okaloosa County Tourism Department. The County owns and operates several venues of varying sizes and operational complexity:

Destin-Fort Walton Beach Convention Center provides 32,000 square feet of multi-use indoor space, including a 21,200-square-foot grand ballroom plus additional meeting rooms ranging from 425 to 1575 square feet. There is also 30,000 square feet of functional outdoor space along with several terraces. Food and beverage services are provided via an exclusive catering contractor.

The Rigdon Center offers nearly 50,000 square feet of flexible event space across indoor and outdoor venues, making it a go-to location for a wide variety of gatherings from large-scale festivals and consumer expos to sporting tournaments, trade shows, and, of course, the annual fair.

Baker Recreation & Equestrian Center spans 50 acres with two arenas, 150+ horse stalls, RV hookups, and concession area, perfect for rodeos, barrel races, and dog shows.

The Northend encompasses 40 acres of open green fields, woods, and a beautiful lake view, showcasing an enclosed barn that can accommodate up to 200 guests, an open-pole barn, and two cabins to host weddings, reunions, celebrations, and community events with ease.

Two additional properties are coming online soon: Shoal River Preserve and Highway 98 Venue

PROCUREMENT SCHEDULE (ANTICIPATED)

RFP Advertised & Posted on Website: August 28, 2026

Deadline for Questions: September 10, 2026, 3:00pm

RFP Response Due Date: September 25, 2026, 3:00pm

GENERAL CONDITIONS

ADDENDUM

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County

Administrator, Commissioners, County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed via OpenGov.

All questions or inquiries must be received no later than Thursday, September 10, 2026 at 3:00 pm. Any addenda or other modification to the solicitation will be issued by the County five (5) days prior to the date and time of closing, as a written addenda distributed to all prospective Respondents by posting to the County's

OpenGov portal at https://procurement.opengov.com/portal/myokaloosa/projects/289903.

PREPARATION OF RESPONSES

All response forms are included with the proposal documents. Additional copies may be obtained from the

County. The respondent shall submit originals and bid forms in accordance with the public notice.

All blanks in the documents shall be completed electronically in both words and numbers with the amounts extended, totaled and the proposal signed. A proposal price shall be indicated for each section, proposal item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Proposal”, “No

Change”, or “Not Applicable” entered. No changes shall be made to the phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the numeric figures, the written amount shall govern. Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice inviting proposals may be rejected.

A response submitted by a corporation shall be executed in the corporate name by the president or a vice president or other corporate officer who has legal authority to sign.

A response submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A response submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A response submitted by an individual shall show the respondent’s name and official address.

A response submitted by a joint venture shall be executed by each joint venture in the manner indicated on the response form. The official address of the joint venture must be shown below the signature.

All signatures shall be submitted electronically - All names shall be typed or printed below the signature.

The response shall contain an electronic acknowledgement of receipt of all Addenda.

The address and telephone number for communications regarding the proposal shall be listed in the vendor's profile.

https://procurement.opengov.com/portal/myokaloosa/projects/289903

If the respondent is an out-of-state corporation, the response shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida in accordance with Article

3. A state contractor license # for the State of Florida shall also be included on the proposal form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

INTEGRITY OF SOLICITATION DOCUMENTS

Respondents shall use the original Solicitation documents provided by the Purchasing Department and enter information only in the spaces where a response is requested. Respondents may use an attachment as an addendum to the Proposal documents if sufficient space is not available. Any modifications or alterations to the original proposal documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original proposal documents.

SUBMITTAL OF RESPONSE

All responses shall be submitted electronically no later than Friday, September 25, 2026 at 3:00 pm. All documents should be uploaded in the Vendor Questionnaire Section of this solicitation. The responses submitted should be one (1) completed document, unless otherwise specified within the document.

MODIFICATION & WITHDRAWAL OF RESPONSE

A response may be modified or withdrawn in the County's OpenGov portal prior to the date and time for the opening of responses.

If within 24 hours after responses are opened any respondent files a duly signed written notice with the County and promptly thereafter demonstrates to the reasonable satisfaction of the County that there was a material substantial mistake in the preparation of its response, that respondent may withdraw its response, and the response security may be returned. Thereafter, if the work is re-response, that respondent will be disqualified from

A. further purposing on the work, and

B. doing any work on the contract, either as a subcontractor or in any other capacity.

RESPONSES TO REMAIN SUBJECT TO ACCEPTANCE

All responses will remain subject to acceptance or rejection for ninety (90) calendar days after the day of the response opening, but the County may, in its sole discretion, release any response and return the proposal security/bid bond prior to the end of this period.

IDENTICAL TIE BIDS

In cases of identical procurement responses, the award shall be determined either by lot or on the basis of factors deemed to serve the best interest of the County. In the case of the latter, there must be adequate documentation to support such a decision.

CONDITIONAL & INCOMPLETE RESPONSES

Okaloosa County specifically reserves the right to reject any conditional response and responses which make it impossible to determine the true amount of the response.

CONTRACT FOR SERVICES

A copy of the County’s standard agreement for professional services such as the ones being procured herein is attached to this procurement. The selected respondent will be required to enter into the County’s standard agreement. It is the responsibility of the Respondent to raise any objections to the terms and conditions of the standard agreement at the time of submitting its response to this solicitation. Failure to do so will be considered a waiver of respondent’s right to raise it later in the process or during negotiations. In the evaluation and negotiation processes the County has the right in its sole discretion to consider any objections raised by

Respondent as part of the determination of most responsible and responsive proposer.

ADDITION/DELETION OF ITEM

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

APPLICABLE LAWS & REGULATIONS

All applicable Federal and State laws, County and municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over the projects and services shall apply to the solicitation throughout, and they will be deemed to be included in the contract the same as though they were written in full therein. Further, from time to time the County may be eligible to obtain State of Federal grant funding for some of the services provided hereunder the requirements of the grants will be applicable to the services rendered.

DISQUALIFICATION OF RESPONDENTS

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its response:

A. Submission of more than one response for the same work from an individual, firm, agency, or corporation under the same or different name.

B. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

C. Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

D. Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

E. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of responses.

F. Default under previous contract.

G. Listing of the respondent by the Federal Government on its barred/suspended vendor list.

AWARD OF CONTRACT

Okaloosa County Review - Okaloosa County appointed selection committee, shall review all responses and will participate in the recommendations to the Board of County Commissioners. The Board of County

Commissioners shall make final determination on any award of Contract.

The contract shall be awarded to the responsible and responsive respondent(s) whose proposal is determined to be the most advantageous to the County, taking into consideration the price and other criteria set forth in the request for proposals. The County reserves the right to reject any and all proposals or to waive any irregularity or technicality in proposals received. The County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Okaloosa County reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County.

Okaloosa County specifically reserves the right to reject any conditional proposals and proposals which make it impossible to determine the true amount of the proposal.

PAYMENTS

The respondent shall be paid upon submission of invoices and approval of acceptance by Okaloosa County

Board of County Commissioners, Finance Office, 101 E James Lee Blvd, Rm 108 Crestview, FL 32536, for the prices stipulated herein for services rendered. All invoices must show the Contract #. Invoices for fees or other compensation must be submitted in sufficient detail to demonstrate compliance with the terms of this procurement and resulting contract.

DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

PUBLIC ENTITY CRIME INFORMATION

Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

CONFLICT OF INTEREST

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their responses the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

RECYCLED CONTENT INFORMATION

In support of the Florida Waste Management Law, respondents are encouraged to supply with their response any information available regarding recycled material content in the products response. The County is particularly interested in the type of recycled material used (such as paper, plastic, glass, metal, etc.) and the percentage of recycled material contained in the product. The County also requests information regarding any known or potential material content in the product that may be extracted and recycled after the product has served its intended purpose.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

REORGANIZATION OR BANKRUPTCY PROCEEDINGS

Responses will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

INVESTIGATION OF RESPONDENT

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the Owner any additional information and financial data for this purpose as the County may request.

CONE OF SILENCE

The Okaloosa County Board of County Commissioners has established a solicitation silence policy (Cone of

Silence Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the

County Purchasing Department. The period commences from the date of advertisement until award of contract.

All communications shall be directed to the Purchasing Department.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

COMPLIANCE WITH FLORIDA STATUTE 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent:

A. Keep and maintain public records;

B. Provide the public with access to public records on the same terms and conditions that the public agency would provide the records;

C. ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and

D. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

PROTECTION OF RESIDENT WORKERS

The Okaloosa County Board of County Commissioners actively supports the Immigration and Nationality Act

(INA) which includes provisions addressing employment eligibility, employment verifications, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United

States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the

Employment Eligibility Verifications. The respondent shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request documentation showing compliance with the requirements.

Respondents doing construction business with Okaloosa County are required to use the Federal Government

Department of Homeland Security’s website and use the E-Verify Employment Eligibility Verifications System to confirm eligibility of all employees to work in the United States.

SUSPENSION OR TERMINATION FOR CONVENIENCE

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period of time as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

FAILURE OF PERFORMANCE/DELIVERY

In case of default by the respondent, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the respondent responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the contract and removal of the respondent from the proposal list for duration of one (1) year, at the option of the County.

AUDIT

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this contract from the date of the contract through three (3) years after the expiration of contract.

EQUAL EMPLOYMENT OPPORTUNITY; NON-DISCRIMINATION

Respondent will not discriminate against any employee or an applicant for employment because of race, color, religion, gender, sexual orientation, national origin, age, familial status or handicap.

NON-COLLUSION

Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute

838.22.

UNAUTHORIZED ALIENS/PATRIOT’S ACT

The knowing employment by respondent or its subcontractors of any alien not authorized to work by the immigration laws is prohibited and shall be a default of the contract. In the event that the respondent is notified or becomes aware of such default, the respondent shall take steps as are necessary to terminate said employment with 24 hours of notification or actual knowledge that an alien is being employed. Respondent’s failure to take such steps as are necessary to terminate the employment of any said alien within 24 hours of notification or actual knowledge that an alien is being employed shall be grounds for immediate termination of the contract. Respondent shall take all commercially reasonable precautions to ensure that it and its subcontractors do not employ persons who are not authorized to work by the immigration laws.

FINANCIAL STABILITY

In the case of Federal and/or Florida State funded procurements, prior to awarding this contract, the top respondents will be required to submit to a soft credit pull for purposes of the County's Risk Assessment consideration; objections by any respondent will disqualify them from consideration. Bad credit indicating you are a high risk may impact your application. Responses will not be considered from respondents who are currently involved in official financial reorganization or bankruptcy proceedings.

CERTIFICATE OF GOOD STANDING FOR STATE OF FLORIDA

Florida Statute 607.1501 requires that all vendors who wish to do business in the State of Florida be licensed to do business through the Department of State of Florida and be in good standing with the State of Florida. As such, to do business with Okaloosa County a vendor must provide a Certificate of Good Standing with their bid/proposal package to the County. For more information on doing business in the State of Florida, please refer to the Florida Department of State. The website to register is https://dos.myflorida.com/sunbiz.

Vendors shall upload a copy of their certification in the Vendor Questionnaire section of this solicitation.

AUTHORITY TO PIGGYBACK

All respondents submitting a response to this solicitation agree that such response also constitutes a proposal to other Florida local governments under the same conditions, for the same contract price, and for the same effective period, should the respondent feel it is in their best interest to do so.

Each governmental agency desiring to accept this proposal and make and award thereof shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of the solicitation. This provision in no way restricts or interferes with the right of any governmental agency to independently procure any or all items.

BYRD ANTI LOBBYING (31 U.S. C. 1352)

The Certification regarding Lobbying executed by Contractor and attached as part of Attachment “A” to the

Agreement is hereby acknowledged and made part of the Agreement by reference.

Note: For respondent's convenience, this certification form is available in the Vendor Questionnaire

Section of this solicitation.

WORK HOUR AND SAFETY STANDARDS (40 U.S.C. 3701-3708)

https://dos.myflorida.com/sunbiz

The Certification regarding Work Hours and Safety Standards executed by Contractor and attached as part of

Attachment “A” to the Agreement is hereby acknowledged and made part of the Agreement by reference.

SYSTEM OF AWARD MANAGEMENT (SAM.GOV)

If grant funded, all vendors must be registered in SAM in order to do business with the County. In order to be considered for the project, the vendor must be registered prior to submitting a bid/proposal with the

County. Failure to show proof of SAM.gov registration at time of submitting a bid/proposal may deem the vendors bid/proposal unresponsive. You can register for SAM at the below link: https://sam.gov/content/home. Note it can take some time for a vendor to get registered for the System of

Award Management and as such it is important to start the process as soon as possible to qualify as a responsive vendor.

SUBCONTRACTING

The Contractor shall comply with this requirement and ensure its subcontracts issued under this Agreement, if any, impose this requirement, in writing, on their subcontractors.

For fixed-price (vendor) subcontracts, the following provisions shall apply: The Contractor may award, on a competitive basis, fixed-price subcontracts to consultants/contractors in performing the work described in the

SCOPE OF WORK/SERVICES. Invoices submitted to County for fixed price subcontracted activities shall be supported with a copy of the subcontractor’s invoice and a copy of the tabulation form for the competitive procurement process (e.g., Invitation to Bid, Request for Proposals, or other similar competitive procurement document) resulting in the fixed-price subcontract. The Contractor may request approval from the County to award a fixed-price subcontract resulting from procurement methods other than those identified above. In this instance, the Contractor shall request the advance written approval from County of the fixed price negotiated by

Contractor. The letter of request shall be supported by a detailed budget and Scope of Services to be performed by the subcontractor. Upon receipt of the County’s approval of the fixed-price amount, the Contractor may proceed in finalizing the fixed-price subcontract.

If the procurement is subject to the Consultant’s Competitive Negotiation Act under section 287.055, F.S. or the

Brooks Act, the Contractor must provide documentation clearly evidencing it has complied with the statutory or federal requirements.

SECTION 287.05701, FLORIDA STATUES

Pursuant to section 287.05701, Florida Statutes, the County will not request any documentation of or consider a proposer’s social, political or ideological interests when determining if the proposer is a responsible proposer.

The County will not give a preference to a proposer based upon the proposer’s social, political, or ideological interests.

UNITED STATES-PRODUCED IRON AND STEEL (s. 255.0993, Fla. Stat.)

Any iron or steel product permanently incorporated into the project must be produced in the United States.

REQUIRED SUBMISSION ITEMS

The following documents and certifications are to be submitted in the Vendor Questionnaire section of this solicitation. Failure to provide any of the required forms or certifications may result in contractor disqualifications.

https://sam.gov/content/home.

Certifications:

A. Drug Free Workplace Certification

B. E-Verify Certification

C. Cone of Silence Certification

D. Indemnification and Hold Harmless Certification

E. 31 U.S.C. 1352 Lobbying Certification

F. Government Debarment & Suspension Certification

G. Scrutinized Companies Certification

H. Grant Funding

Forms:

A. Conflict of Interest Disclosure (if needed)

B. List of References

C. Public Entity Crimes Sworn Statement

D. Anti-Human Trafficking Affidavit

INSURANCE REQUIREMENTS

CONTRACTORS INSURANCE

A. The Contractor shall not commence any work in connection with this Agreement until he has obtained all required insurance and the certificate of insurance has been approved by the Okaloosa County Risk

Manager or designee.

B. All insurance policies shall be with insurers authorized to do business in the State of Florida and having a minimum rating of A, Class X in the Best Key Rating Guide published by A.M. Best & Co. Inc.

C. All insurance shall include the interest of all entities named and their respective officials, employees & volunteers of each and all other interests as may be reasonably required by Okaloosa County. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional

Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance.

D. With the exception of Workers’ Compensation policies, the County shall be shown as an Additional

Insured with Endorsement for each policy on the Certificate of Insurance.

E. The County shall retain the right to reject all insurance policies that do not meet the requirement of this

Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the Contractor.

F. The County reserves the right at any time to require the Contractor to provide copies (redacted if necessary) of any insurance policies to document the insurance coverage specified in this Agreement.

G. Any subsidiaries used shall also be required to obtain and maintain the same insurance requirements as are being required herein of the Contactor

H. Any exclusions or provisions in the insurance maintained by the Contractor that excludes coverage for work contemplated in this agreement shall be deemed unacceptable and shall be considered breach of contract.

COMMERCIAL GENERAL LIABILITY INSURANCE

A. The Contractor shall carry Commercial General Liability insurance against all claims for Bodily Injury, Property Damage and Personal and Advertising Injury liability caused by the Contractor.

B. Commercial General Liability coverage shall include the following:

1. Premises & Operations Liability

2. Bodily Injury and Property Damage Liability

3. Independent Contractors Liability

4. Contractual Liability

5. Products and Completed Operations Liability

C. Contractor shall agree to keep in continuous force Commercial General Liability coverage for the length of the contract.

Limit

$1M each occurrence for Bodily Injury & Property Damage $1M each occurrence Products and completed operations

$1M each occurrence Personal and Advertising Injury

NOTICE OF CLAIMS OR LITIGATION

The Contractor agrees to report any incident or claim that results from performance of this Agreement. The

County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the Contractor’s knowledge. In the event such incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the same day the Contractor becomes aware of the incident or claim followed by a written detailed report within ten (10) days of verbal notification.

INDEMNIFICATION & HOLD HARMLESS

To the fullest extent permitted by law, Contractor shall indemnify and hold harmless the County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this contract.

CERTIFICATE OF INSURANCE

A. Certificates of Insurance indicating the project name, number, and evidencing all required coverage and if applicable any State of Florida approved Workers’ Compensation Exemption must be submitted not less than 10 days prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County BCC, 5479A Old Bethel Road, Crestview, Florida, 32536.

B. The contractor shall provide a Certificate of Insurance to the County with a thirty (30) day prior written notice of cancellation; ten (10 days’ prior written notice if cancellation is for nonpayment of premium).

C. In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the contractor to provide the proper notice. Such notification shall be in writing by registered mail, return receipt requested, and Addressed to the Okaloosa County Purchasing Department at 5479-A Old Bethel Road, Crestview, FL 32536.

D. In the event the contract term goes beyond the expiration date of the insurance policy, the contractor shall provide the County with an updated Certificate of insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The County reserves the right to suspend the contract until this requirement is met.

E. The certificate shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claims-made form, the certificate will show a retroactive date, which should be the same date of the initial contract or prior.

F. All certificates shall be subject to Okaloosa County’s approval of adequacy of protection.

G. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the Contractor’s full responsibility.

H. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR.

GENERAL TERMS

Any type of insurance or increase of limits of liability not described above which, the Contractor required for its own protection or on account of statute shall be its own responsibility and at its own expense.

Any exclusions or provisions in the insurance maintained by the contractor that excludes coverage for work contemplated in this contract shall be deemed unacceptable and shall be considered breach of contract.

The carrying of the insurance described shall in no way be interpreted as relieving the Contractor of any responsibility under this contract.

Should the Contractor engage a subcontractor or sub-subcontractor, the same conditions will apply under this

Agreement to each subcontractor and sub-subcontractor.

The Contractor hereby waives all rights of subrogation against Okaloosa County and its employees under all the foregoing policies of insurance.

EXCESS/UMBRELLA INSURANCE

The Contractor shall have the right to meet the liability insurance requirements with the purchase of an

EXCESS/UMBRELLA insurance policy. In all instances, the combination of primary and

EXCESS/UMBRELLA liability coverage must equal or exceed the minimum liability insurance limits stated in this Agreement.

PROFESSIONAL LIABILITY and/or ERRORS AND OMMISSIONS LIABILITY

Coverage must be afforded for Wrongful Acts, errors or omissions committed by the CONSULTANT or its employees in performing its professional services under this contract. CONSULTANT must keep insurance in force until the third anniversary of expiration of this agreement or the third anniversary of acceptance of work by the County.

Professional Liability (E&O) $1M each claim

CYBER LIABILITY

The Contractor shall carry Cyber Liability insurance coverage for third party liability. Coverage will include ID Theft Monitoring, Credit Monitoring (if necessary) & Notification. Coverage must be afforded for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

$1M each claim

SCOPE OF WORK

Scope of Services

Responses to this RFP must include a thorough description of all functions, installation of all components, training for all components, technical support and future upgrades, as well as appropriate deployment assistance to ensure the system is properly implemented. The software must support the full lifecycle of event and client management, including sales, booking, contract administration, event execution, financial tracking, and reporting. The contractor shall install a complete and functional system including hardware, software, network installation, all necessary cabling, all data conversion from the existing computerized system, and all future updates to the system. Provide all required technical support for customization of received validations, management reports, file formats, and conversion of existing data saved on the current system. The vendor must develop a reliable check method to ensure that all data from these export files is passed to the new system.

A minimum of four (4) weeks of testing shall be conducted by the County’s representative before final acceptance.

A response is required for every item listed in each section. Responses indicating ‘not applicable’ must include an alternative solution.

Any item listed that is not included in the offered package, note availability and fee.

Database Architecture:

• Describe the functionality/benefits of the system.

• Does the system purge data? If so, after what timeframe?

• Does the system have data limitations?

• How is data stored?

• Can mobile devices and tablets be utilized to access the system? Explain.

• Can system generate individual contract templates for venues? If not, explain options.

• Can individual logos be utilized on templates? If not, explain options.

• Does the system support Outlook, Microsoft Word and Excel?

System Requirements:

• Enterprise-grade software capable of supporting 7 or more venues. If limited, explain.

• Is system hosted or SaaS? Explain.

• Is the system accessed via hyperlink or icon? Explain.

• Integrate seamlessly with Workday (County’s financial system), Docusign (client contracts) and

Bluepay (payment processing)

• Customizable.

• Team dashboards. Explain.

• Multi- Venue Calendars filtered by venue, event status and date.

• Task Completed Tracker per event

• Ability to separate all revenue per venue

Application Security:

• Methods for identification and authentication.

• Audit trails.

• Describe the process to identify and address system vulnerabilities.

• Provide most recent SOC 2 Type II report

• Provide PCI-DSS Attestation of Compliance (AoC)

• Affirm all primary and backup data will reside in CONUS (Contiguous US)

• Define RTO (Recovery Time) and RPO (Recovery Point) targets

• Provide Breach Notification within 48 hours of discovery

• Provide Certified Data Destruction at end of contract term

User Accounts and Authentication:

• Define the process to support identification and authentication.

• Does the solution allow for single sign-on (SSO)?

• Define how the solution assigns user accounts. Does the system allow for shared accounts?

• Expiration of user accounts after a defined period of inactivity.

• Please provide a detailed explanation of the licensing model and explain any differences in pricing of users (e.g., a user who needs read only access vs. a user who creates and modifies data).

• Does the system have a limit on number of users? If so, provide fee schedule for additional users.

• Is activating or deactivating users controlled in house or by tech support/representative?

Access Control:

• Does the solution support different user roles?

• Define who creates/assigns user roles/profiles, and how they are maintained.

• Define how the system will handle varied access and approval levels.

• Describe how the system reacts to several users accessing the same record at the same time.

• Ability to set user permissions for creating, editing, approval, and sending documents

• Ability to schedule future pricing changes and sales tax (effective dates).

• Ability for authorized staff (non-technical users) to modify templates without assistance

Auditing Capabilities:

• Describe the systems audit capabilities for all modules and data records. What level of audit information is provided?

• Does the system allow for customized audit rules that can be defined by the system administrator?

• What is the process for viewing audit logs?

• Can audit logs be downloaded? What file types/formats are available?

• Does the system archive historical audit log data?

• Are audit logs encrypted or masked to protect sensitive data?

• Please describe how the system tracks changes as part of the audit process.

• Describe how the system monitors system usage.

• Does the solution include time stamp and user ID as part of the audit log information and/or throughout the system?

• How does the system track session times and actions?

• Improve forecasting capabilities (revenue, attendance, utilization) per venue and organization.

• Support billing, invoicing, and revenue tracking tied to events

• Ability to create and manage multiple price lists, including venue rental rates (hourly, daily, multi-day), equipment, package and bundle pricing, per venue. If not, options?

• Ability to adjust pricing, tax and credit card convenience fee.

• Ability to create and maintain a centralized inventory

• Ability to prevent overbooking of equipment and resources per venue

• Ability to update inventory status based on work order completion

• Ensure data accuracy and auditability across financial transactions

System Administration

• Does the solution provide a separate administration function to perform the following administrative security maintenance? Access control maintenance (add/modify/delete user permissions). Monitor/maintain audit log.

• Does the system provide security to prevent non- administrators from completing administration tasks?

• Does the system provide a single level of administrative control, or does it allow for separation of duties? Please describe.

• Describe the system's search capabilities to find users or accounts.

• Ability to store electronic documents (e.g., emails, client RFPs, Word documents, Excel spreadsheets, PDF) as a permanent part of the client/event record.

• Ability to email directly from system.

• Support for branding elements including logos, formatting, and standardized language

• Does the system allow multi-logins with same user ID?

• Explain the process for testing patches and new releases of applications.

• Does the solution provide a testing site?

• Does the system allow formula creation? (excel)

• Does the system have drag & drop interface for document upload?

Sales and Marketing

• Ability to create, track, and maintain client database.

• Ability to project potential event revenue and create a pipeline of potential events.

• Ability to enter call notes and set up follow-up reminders.

• Ability to create and track sales goals per salesperson.

• Ability to generate sales reports on goal vs. actual.

• The system must support multi-venue coordination, shared resources, and centralized reporting.

• Multi-venue calendar option or comparable solution

• Ability to generate contracts for individual venues

• Auto populates onto contract (event ID, service orders, space, room access date and times)

• Provide accurate, real-time reporting and dashboards per team

• Lead creating and tracking

Event Scheduling

• Ability to create and maintain a database of master venues.

• Ability to create and maintain multiple rate schedules for various authority locations.

• Ability to book new events and re-book events from existing events. (copy)

• Ability to assign a booking commitment level to each event.

• Ability to search for the best fit for an event by date, days of the week, square footage, etc.

• Ability to record a variety of event-related statistics. (economic impact, F&B etc.)

Event Management

• Ability to assign events to event services staff and keep a master calendar of assignments.

• Ability to generate event outlines which detail event-specific location activity for a given date and time and detail department-specific instructions.

• Ability to generate a two-week schedule of all event-related activity per venue.

• Ability to create and store narratives of event history for future use.

• Ability to create an event settlement document detailing all event-related client charges (e.g., rent, utility charges, equipment rental charges).

• Ability to create, upload, and manage floor plans for all venues, including indoor spaces (ballrooms, meeting rooms), outdoor spaces (fields, open areas, barns, arenas). If diagramming is not included, provide compatible options.

• Ability to define and label zones, sections, booths, and subspaces within a venue

• Drag-and-drop interface to place items on room diagram: tables, chairs, staging, booths, equipment and temporary structures (tents, fencing, etc.)

• Ability to generate payment reminders. Auto generate?

• Ability to code resources/inventory items with specific account codes. If not, options?

Exhibitor Orders

• Ability to create an equipment master for equipment and services offered to exhibitors.

• Ability to produce daily reports of a list of all exhibitor payments and services ordered.

• Ability to produce a list of all exhibitor payments that are still in reserve account.

• Ability to produce a summary view of an exhibitor including, but not limited to, booth information, payment information, and work order completion information.

• Ability to generate and email an exhibitor invoice.

• Ability to process all exhibitor information and seamlessly pass the data to the accounting system.

• Ability to process exhibitor orders and payments online portal.

• Integrate seamlessly with the County’s merchant services (BluePay)

• Ability to add client logos to portal

Work Orders

• Ability to create and issue work orders for tasks to be accomplished and track them for timely completion, assign labor, and maintain their schedules.

• Ability to view and maintain existing work orders.

• Ability to print the work order for any work order or group of work orders to issue them.

• Ability to track all equipment inventory items for a facility and view all use activity for a particular item.

• Ability to track all consumable inventory items for a facility and generate inventory replenishment reports.

• Ability to schedule automatic work order into real work orders and reset for future run.

• Ability to generate dashboard information on all work orders at a given point of time which can be used for future projections.

• Able to define forms and data files that will be used within operations.

• Have an internal operations administration feature to set parameters, access within operations.

Accounting

• Ability to define, maintain, and list the accounting funds, years, and chart of accounts for the unique set of financial data but share a common set of locations and calendars.

• Ability to define structure and characteristics of the accounts to be used.

• Ability to generate different accounting reports like ledger reports, monthly accounts totals, over/under reports, balance sheets, pace etc.

• Ability to create ledger entries into the accounting system by defining data input formats.

• Ability to create and track fiscal year budgets.

• Ability to perform accounts receivable functions to track invoices that have been sent to clients, exhibitors that owe money, statements, aging reports, etc.

• Ability to import/export or share data with the Workday, the County’s financial management system.

• Ability to separate receivables received by venue.

Reporting

• Ability to generate a chart or spreadsheet of all booked locations over a particular period of time.

• Food and beverage reports may be generated to identify all food and beverage needs/functions that are being utilized within a specified date range.

• Event status change reports may be generated to produce a list of events.

• Reports to identify and display events and/or calendar data in various formats. (booked space)

• Event schedule report may be generated to provide an overall view of the parameters of upcoming events.

• Event attendance report may be generated to get a quick view of the number of people to expect for the events selected.

• Calendar/schedule of events

• Ability to create charts and graphs (pivot tables, bar & circle graphs)

• Ability to generate pace, forecasting vs actual, and F&B within a specific date range.

Implementation

• Has your organization implemented the proposed solution in a multi-venue organization? If yes, please explain and provide references.

• Has your organization migrated data from other venue & event management software applications? If yes, please provide the name of the application, an explanation of the process and references from the venues where this migration occurred.

• Please provide a high-level project plan for implementation. Please describe the roles and responsibilities during the implementation process.

• Please provide an estimate of the time required to implement, from good requirements to running in production.