Venue & Event Management Software
Closed State & local contract opportunity
- Solicitation number
- RFP TDD 77-26
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
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- 80100000 Management advisory services
- 81140000 Manufacturing technologies
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- 43232105 Charting software
- 43232108 Calendar and scheduling software
- 43232620 Risk management data and analysis software
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- 43232300 Data management and query software
- 43232301 Categorization or classification software
- 43232305 Data base reporting software
- 43232306 Data base user interface and query software
- 43232307 Data mining software
- 43232311 Object oriented data base management software
- 43232912 Gateway software
- Point of contact
-
- CeCelia VandenBroeck cvandenbroeck@myokaloosa.com (850) 689-5960
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
Okaloosa County Board of County Commissioners is requesting proposals for venue and event management software to serve the Okaloosa County Tourism Department, with proposals due September 25, 2026 at 3:00 p.m. and the final question deadline September 10, 2026. This is a federally grant-funded procurement requiring vendors to register in SAM.gov prior to submission and comply with applicable federal grant requirements.
The County operates six venues spanning multiple event types and scales: Destin-Fort Walton Beach Convention Center (32,000 square feet indoors, 30,000 outdoors); Rigdon Center (50,000 square feet); Baker Recreation & Equestrian Center (50 acres with two arenas and 150+ horse stalls); Northend (40 acres with barn, pole barn, and two cabins); and two properties coming online—Shoal River Preserve and Highway 98 Venue. The software must support the complete event and client management lifecycle, including sales, booking, contract administration, event execution, financial tracking, and reporting.
The initial contract term is three years with the option for two additional one-year renewals. Pricing proposals must itemize costs for hardware (if applicable), software, implementation and data migration, training, and annual maintenance and support for years one through three, with budgeting estimates for years four and five. A minimum of four weeks of testing by County representatives is required before final acceptance. Respondents must remain subject to acceptance or rejection for 90 calendar days after opening.
Evaluation criteria are proposer qualifications and experience (25 points), completeness of the proposed solution (50 points), fees (20 points), and references (5 points). A minimum of three references from organizations currently using the proposed solution are required, including at least one public sector client, organizations operating multiple venues, those that have completed data migrations, and those live on the system for at least one year. The selected contractor must carry Workers' Compensation (state statutory limits), Commercial General Liability ($1 million per occurrence), Professional Liability ($1 million per claim), and Cyber Liability ($1 million per claim). Proposals must be submitted electronically through OpenGov.
Opportunity text
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
Files
| File | Type | Posted |
|---|---|---|
| Venue_&_Event_Management_Software_(Addendum_#1_Revision).pdf | ||
| DraftAgreement.77-26.cv_(5).docx | DOCX document |
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