Request for Offers (RFO) 781-4-02393 - Event Management Software Solution (CVENT)

The Texas Higher Education Coordinating Board (THECB) is issuing a Request for Offers (RFO) for an Events Management Software Solution. The primary objective is to identify and contract with a vendor that can provide a comprehensive event management platform to streamline the registration, payment, and online management of THECB's annual conference and other events. The required platform must offer features such as registration management, attendee communication, scheduling, payment processing, and online session hosting and recording to support in-person, hybrid, and virtual events. Respondents must have a minimum of 5 years' experience providing similar services and demonstrate expertise in the events management software space. Proposals are due by May 15th, 2024, and the initial contract term is for 1 year with two optional 1-year renewal periods. THECB will evaluate proposals based on factors such as the proposed work plan, timeline, pricing, and best value to the state.

The RFO encourages participation from Historically Underutilized Businesses, and the contract will be awarded to the most qualified respondent. The pricing must be all-inclusive, covering software, licensing, implementation, personnel, and other necessary costs. THECB will make payments in accordance with the Texas Prompt Payment Laws upon receipt of approved invoices. The RFO does not identify any incumbent vendors or current contractors, and there are no specific budget ranges provided.