City of Laredo Ionwave #Informal RFP Legislative Trip Meetings and Event

City of Laredo seeks turnkey meeting and event application platform for legislative trips

The City of Laredo, through its Laredo Convention & Visitors Bureau (LCVB), is seeking proposals for a turnkey meeting and event application platform to support legislative trips and related events. - Government Buyer: - City of Laredo, Financial Services, Public Works - Laredo Convention & Visitors Bureau (LCVB) - OEMs and Vendors: - No specific OEMs or vendors are named; open to all qualified providers of event application platforms - Products/Services Requested: - Turnkey meeting and event application platform (Event App Standard Package) - Must support registration, scheduling, communication, document access, notifications, and other event functions - Event management tools: web page generation/hosting, badge design, check-in, live polling, speaker center - Session attendance management: session cap, ticket verification - Minimum 10 shared documents for organizers - Minimum 2 surveys per event - Application setup, creative development, implementation, training, technical support, hosting - Administrative portal, chat, push notifications, maps, speaker profiles, document upload - Pricing per event and other associated fees - Quantities: - Platform must support up to 100 users per event - Approximately 1-2 events per year, each lasting 3-7 days - Unique/Notable Requirements: - Solution must be accessible on iOS and Android devices - Includes training and technical support - Contract term is 11 months with up to five one-year extensions - Local vendor preference ordinance applies (5% preference for local vendors) - Application delivery deadline and biennial event schedule - Proposals must be submitted electronically or by hand delivery; no mail, telegraph, or fax - Required attachments: proposal and conflict of interest questionnaire (Form CIQ) - Evaluation based on best value; City reserves right to reject proposals and waive minor irregularities

Description

This solicitation is an informal bid issued by the City of Laredo for legislative trip meetings and events. The procurement involves the Legislative Trip Meeting and Event Application Platform for the Laredo Convention and Visitors Bureau (LCVB). Bidders are encouraged to submit proposals electronically via Cit-E-Bid or by hand delivery; mailed, telegraphic, or facsimile bids will not be accepted. The City has a local vendor preference ordinance providing a 5% preference for local vendors and reserves the right to reject any or all proposals and waive minor irregularities.

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