Dept of Management Services Florida #RFP TDD 77-26

Okaloosa County seeks enterprise venue and event management software for multiple venues

Okaloosa County Tourism Department is seeking an enterprise venue and event management software solution for multiple venues. - Government Buyer: - Okaloosa County Tourism Department, under the Board of County Commissioners, Florida - Venues include Destin-Fort Walton Beach Convention Center, The Rigdon Center, Baker Recreation & Equestrian Center, The Northend, Shoal River Preserve, and Highway 98 Venue - Products/Services Requested: - Enterprise-grade venue and event management software (SaaS preferred) - Hardware (if required for installation and operation) - Installation, network setup, and migration of ten years of event data - Minimum five days onsite training, plus ongoing training - Technical support, customization, upgrades, and annual maintenance - OEMs and Vendors: - No specific OEMs or vendors named; current system is Ungerboeck/Momentus, but County seeks a new solution - Unique/Notable Requirements: - Must support full event lifecycle management: sales, booking, contract administration, event execution, financial tracking, and reporting - Integration with Workday (financial), Docusign (contracts), Bluepay (payments) - Multi-venue coordination, centralized reporting, inventory management, exhibitor order processing - Migration of ten years of event data - Compliance with SOC 2 Type II and PCI-DSS standards - Hosted SaaS solutions owned and operated by the service provider are acceptable; outsourcing proposals are not - Respondents must provide references from multi-venue clients and detail prior data migrations - Itemized costs required for software, installation, training, maintenance, and support - Insurance requirements: workers compensation, general liability, professional liability, cyber liability - Compliance with nondiscrimination and public records laws; prohibition on contracting with scrutinized companies

Description

Okaloosa County Tourism Department is soliciting proposals for venue and event management software to support multiple venues including convention centers, recreation centers, and upcoming properties. The software should be enterprise-grade, improve operational efficiency, reduce costs, support migration of 10 years of event data, and provide meaningful reporting. Proposals for hosted solutions are acceptable, but outsourcing proposals are not. The contract term is anticipated to be five years with a detailed scope covering installation, training, support, and integration with existing systems.

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