EVENT MANAGEMENT SOFTWARE

Westchester County is seeking event management software through a competitive Request for Quotation (RFQ-WC250784) with proposals due on October 13, 2025. The procurement is specifically focused on acquiring a comprehensive software solution for managing events, with a requirement that all proposed equipment and software be new and meet stringent quality standards. Vendors must submit detailed quotes that demonstrate compliance with county procurement guidelines, including specific technical capabilities and performance expectations. The county will evaluate submissions based on factors such as functionality, compliance with procurement instructions, and alignment with county operational needs. Key submission requirements include providing documentation of product specifications, certification of fair bidding practices, and willingness to accept electronic funds transfer for payment. The procurement process allows the county flexibility in awarding contracts, potentially by individual items, grouped items, or entire lots, with the explicit right to reject any or all bids that do not meet their precise requirements.

The procurement opportunity demonstrates a strong commitment to supporting diverse business participation, with explicit encouragement of minority and women-owned business enterprise (MBE and WBE) involvement. Potential vendors must comply with federal, state, and county regulations, including providing lead-free certifications where applicable and meeting platform delivery standards. While specific budget ranges are not explicitly detailed in the available documentation, the county's comprehensive procurement instructions suggest a structured approach to vendor selection that prioritizes quality, compliance, and fair competition. The procurement appears designed to be inclusive, allowing various vendors to compete while maintaining strict standards for product quality, business ethics, and operational performance. Vendors will need to demonstrate technical proficiency, adherence to procurement guidelines, and a commitment to meeting Westchester County's specific event management software requirements.