12-001298 Event Management

The North Carolina Office of State Fire Marshal is requesting quotes for event management services to administer registrations, payments, attendee check-in, and badge printing for two annual conferences — the Fire Life Safety Educator Conference and the NC Safe Kids Conference — with quotes due September 10, 2026 at 2:00 p.m. Eastern Standard Time. This is an RFQ with no set-aside or preference program.

The vendor must design and deploy registration websites with custom branding, integrate email campaign tools for attendee communications, create surveys with automated reporting, process secure payments through multiple methods (credit card, e-check, invoice), provide on-site check-in systems with badge printing capability, and deliver comprehensive financial and attendance reporting. The vendor must process at least 600 attendees per conference and manage registration operations beginning in October 2026.

The contract term is two years from final execution with no renewal options. Pricing is structured as a flat project fee for Year One and Year Two, submitted on Attachment A. The state reserves the right to make separate awards to different vendors for individual line items or cancel the solicitation if deemed advantageous.

Award will be made to the responsive quote offering the lowest price that meets all specifications. Vendor qualifications include financial stability (Certification of Financial Condition, Attachment G), a minimum of three customer references (Customer Reference Form, Attachment E), and verification of worker location (Attachment F). Selected vendor personnel may be required to undergo background checks at vendor expense. The vendor must designate a contract manager and customer service point of contact.

Written questions are due September 2, 2026, with state responses by September 4. All quotes must be submitted electronically through the Ariba Sourcing Tool; late submissions are automatically disqualified regardless of cause.