SAM #RFP-ACT-SACT-26-67

NATO HQ SACT Solicitation for COTS Event Management Software Platform and Support Services

NATO Headquarters Supreme Allied Commander Transformation (HQ SACT) is seeking proposals for a Commercial-Off-The-Shelf (COTS) Event Management Software Platform. - The platform must support: - Event planning, registration, attendee engagement, abstract management, e-commerce/payment processing, reporting, and administrative control - Central event registration for up to 15,000 annual registrations - Attendee hub access for 3,000 and 6,000 users per event - On-site event badging and check-in for 3,000 and 5,000 attendees - E-commerce/payment gateway capability (2 gateways) - Abstract management and payment processing platform - Implementation, migration, onboarding, and training services - Optional event-day support, including on-site support and hardware rental (scanners/printers) - The contract is firm fixed price with a base year starting January 1, 2027, and four one-year option periods (through December 31, 2031) - No specific OEMs or vendors are named; the opportunity is open to all qualified suppliers of COTS event management platforms - Key requirements include security, auditability, and supportability throughout the contract term - Quantities and pricing are annual or per event/day as applicable - Optional support tiers (basic/premium) and hardware rental are available - The procurement is managed by NATO HQ SACT Purchasing and Contracting Section, Office of Budget and Finance

Description

Headquarters, Supreme Allied Commander Transformation (HQ SACT) requires a Commercial-Off-The-Shelf (COTS) event management software platform to support planning, registration, attendee engagement, event application functionality, abstract management, e-commerce/payment processing, reporting, and administrative control for HQ SACT conferences and events. The requirement is intended to preserve continuity of service while allowing the market to propose compliant enterprise solutions.

Current operational use includes a central event registration capability, an attendee mobile/web hub, on-site arrival/check-in capability, abstract management, e-commerce gateway/payment functionality, and administrative support for users across the command. The selected supplier shall provide a complete, auditable, secure, and supportable solution capable of sustaining these functions throughout the contract term.

Prospective bidders should seek clarification at their earliest convenience. Any explanation regarding the meaning or interpretation of this RFP, terms, clause, provision or specifications, shall be requested in writing. All Contracting Officers listed in this RFP must receive such requests via email for clarification no later than 31 August 2026.

Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 17 September 2026, 0900 hours. No bids shall be accepted after this date and time. No hard copy proposals will be accepted. Please see the RFP for more details.

REQUEST FOR PROPOSAL

Please see attached. 

BIDDING PROCEDURE

A Declaration of Eligibility is NOT required for this opportunity. Do NOT submit your proposal to the Department of Commerce. Please submit your proposal directly to HQ SACT using the contact information provided in the RFP.  

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