EVENT MANAGEMENT SYSTEMS

SANTA CLARA COUNTY OFFICE OF EDUCATION
1290 RIDDER PARK DRIVE, SAN JOSE CA 95131
NOTICE TO BIDDERS - REQUEST FOR PROPOSALS
RFP 09_25_26 - EVENT MANAGEMENT SYSTEMS
The Santa Clara County Office of Education (SCCOE) hereby invites qualified vendors to submit a Request for
Proposals (RFPs) to be received by the Purchasing Services Department at:
1290 Ridder Park Drive, MC 254
San Jose, California 95131-2304
Deadline for Submission: Wednesday, May 20, 2026 at 3:00 PM (PST)
Please note that there will be no formal public opening of the proposals. All submissions will be evaluated based
on pricing, compliance with specifications, and other relevant criteria, and may result in single or multiple
awards.
Proposals that are incomplete or noncompliant with the requirements outlined in the RFP package are subject
to rejection. All bidders are responsible for reviewing and adhering to the full instructions provided in the
proposal documentation.
It is the sole responsibility of each bidder to ensure that proposals are delivered to the address above by the
specified deadline. Proposals submitted via email or facsimile (FAX) will not be accepted. SCCOE is not liable for
delays in delivery by the U.S. Postal Service or any other carrier.
The Santa Clara County Office of Education (SCCOE) reserves the right to accept or reject all proposals, and to
waive any irregularities or informalities in the RFP or the proposal process. No proposal, in whole or in part, may
be withdrawn for a period of sixty (60) calendar days following the RFP submission deadline.
Contact Information:
General Information Technical Questions
Josephine Dy-Liacco Annie Ho
Manager Senior Executive Assistant
Purchasing Services Business Administration
Ph.: (408) 453-6858 Ph.: (408) 453-6932
jdy-liacco@sccoe.org anho@sccoe.org
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All inquiries regarding this RFP must be submitted in writing, no later than 3:00 PM on Wednesday, May 6,
2026, to Josephine Dy-Liacco at jdy-liacco@sccoe.org. Responses to questions will be shared with all known
prospective respondents to ensure equal access to information via an addendum to be published on
Wednesday, May 13, 2026. Any addenda or updates will be posted on the SCCOE website at:
http://www.sccoe.org/depts/bizserv/purchasing/Pages/Proposals-Posting-System.aspx. It is the responsibility of
all prospective respondents to monitor the website regularly for any amendments or addenda.
The Santa Clara County Office of Education (SCCOE) reserves the right to amend the RFP as necessary.
County Superintendent of Schools
Santa Clara County Office of Education
By: Josephine Dy-Liacco
Manager, Purchasing Services
1st Advertisement: April 15, 2026
2nd Advertisement: April 22, 2026
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SECTION 1 INTRODUCTION
The Santa Clara County Office of Education (SCCOE) provides leadership, services, and support to school
districts, educators, students, and the community throughout Santa Clara County, California. As a Class II
intermediate unit serving 32 K-12 districts and four community college districts, SCCOE partners with local
districts to enhance educational programs, ensure compliance with state and federal requirements, and
promote equitable access to high-quality learning opportunities.
Through innovative initiatives and specialized programs, the SCCOE supports students with diverse needs,
including those in special education, early learning, alternative education, migrant education, and career
technical education. The Office also offers direct instructional programs and a broad range of support services in
instruction, business, and personnel, enhancing districts' capacity to deliver quality education and aligning with
California Department of Education requirements.
The SCCOE is organized into six major units: Business, Facilities & Operations, Educational Services, Executive
Services, Instruction, Leadership and Innovation, Human Resources and Technology & Data Services, all working
collaboratively to support districts, educators, and students across the county.
SECTION 2 SCOPE OF WORK
The selected vendor will provide an Event Management System that meets the following functional and
technical requirements:
1. Event Setup & Customization
* Ability to create event websites with customizable templates, branding options, and custom domains.
* Drag-and-drop builders and modular configuration with easy on/off toggles for features.
* Mobile-optimized event pages (including options that do not require app downloads).
* Widgets and iFrame integration for embedding schedules and content on existing websites.
2. Registration & Forms
* Support for multiple registration types (attendees, speakers, exhibitors).
* Customizable forms with password protection, discount codes, and pre-approved lists.
* Application workflows for speakers/presenters, including self-service portals for profile and session
updates.
* Waitlist automation and QR code check-in (including per-session).
* Badge printing options (in-house or via managed services).
3. Attendee Engagement
* Intuitive attendee interface with customizable schedules.
* Virtual session capabilities, surveys, and gamification features.
* Email and campaign tools with templates and custom content options.
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4. Payment Processing & Financial Management
* Integration with multiple payment gateways; preference for compatibility with our current processor
(e.g., CyberSource).
* Transparent fee structures (flat fees, per-ticket fees, or annual licensing).
* PCI compliance and in-system initiation of payments and refunds.
* Comprehensive sales and revenue reporting.
5. Roles & Permissions
* Multi-tiered access profiles (e.g., Super Admin vs. Event Admin) with granular permissions.
* Ability to segment accounts or teams within an umbrella organization.
* Clear details on admin seat limits versus unlimited admin options.
6. Integration & Data
* Calendar widgets and external program integrations.
* Ability to embed schedule components into existing websites.
* Analytics and reporting for attendance, engagement, and financials.
* Localization for date formats and regional settings.
7. Pricing & Licensing
* Transparent pricing models: annual licenses, attendee-based pricing, or flat commission per ticket.
* Options for unlimited events and tiered pricing for small events.
* Discounts for non-profit organizations.
* Clear details on included admin users, license caps, and mobile app access/fees.
8. Training & Support
* Comprehensive onboarding and live training sessions.
* Ongoing support and troubleshooting.
* Access to sandbox/trial environments for evaluation.
* Migration plan for transitioning current users from our existing platform.
In 2025, SCCOE hosted a total of 358 events. Of these, 24 were paid events, and only 18 utilized full end-to-end
event management support. Approximately 289 events required minimal to basic features, while about 51
events fell into the mid-range category, leveraging most event management capabilities. This distribution
underscores the need for a flexible platform that can scale from simple to complex event requirements without
overwhelming users.
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Anticipated Schedule and Implementation Planning
To support transition planning and staff training, the SCCOE may, at its discretion, engage in preliminary
planning activities by May 2026. Any such activities are for planning purposes only and do not constitute a
commitment, selection, or intent to award a contract. No vendor shall commence work or incur costs prior to
the execution of a fully executed contract authorized by the SCCOE.
Vendors should be prepared to support the anticipated evaluation timeline and, if awarded, participate in
implementation and training activities in accordance with the contract schedule.
SECTION 3 PROVIDER DUTIES
The selected provider must demonstrate the ability to deliver a secure, reliable, and scalable Event Management
System that meets the functional and technical requirements outlined in this RFP. In addition, the provider
should:
1. Experience and Expertise
* Proven experience implementing event management solutions for government, education, or public-
sector organizations.
* Provide examples of similar projects, including references from clients with comparable compliance and
reporting needs.
2. Compliance and Security
* Ensure the platform is PCI compliant and adheres to all applicable data privacy and security standards.
* Provide documentation on security protocols, data encryption, and user access controls.
* Comply with financial regulations and reporting requirements applicable to government and educational
institutions, including:
* Support for audit-ready financial reporting.
* Ability to generate transaction logs and reconciliation reports for internal and external audits.
* Integration with approved payment gateways that meet public-sector compliance standards.
3. Training and Support
* Offer comprehensive onboarding, including live training sessions for administrators.
* Provide ongoing technical support, including response times and escalation procedures.
* Include access to documentation, tutorials, and knowledge base resources.
4. Implementation and Migration
* Deliver a clear implementation plan, including timelines, milestones, and resource requirements.
* Provide a migration strategy for transitioning existing events and users from our current platform.
5. Service Level Commitments
* Define uptime guarantees, maintenance schedules, and disaster recovery protocols.
* Outline customer service availability (hours, channels, and response times).
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6. Trial and Evaluation
* Offer access to a sandbox or trial environment for SCCOE to evaluate the platform prior to full
deployment.
SECTION 4 PROPOSAL SUBMISSION REQUIREMENTS
The SCCOE requests that all bidders submit three (3) hard copies of their proposal. Proposals must be delivered in
sealed envelopes, clearly marked with the following information:
* Bidder's Name
* Bidder's Address
* Project Name for which the proposal is being submitted -
RFP 09_25_26 EVENT MANAGEMENT SERVICES
It is the sole responsibility of the bidder to ensure that the proposal is received by the designated deadline. Late
submissions will not be accepted and will be returned to the bidder unopened.
Responses to this RFP will be reviewed internally, and there will be no public bid opening.
PROPOSAL AND CONTRACT ELIGIBILITY
No proposal will be accepted from, nor will a contract be awarded to, any individual or firm that:
* is in arrears to the Santa Clara County Office of Education; or
* has been in default as a surety, contractor, or otherwise within the past twelve (12) months.
SIGNING OF PROPOSALS
All proposals must be signed in long-hand by an individual duly authorized to bind the bidder to a contract. The full
legal name of the bidding entity must be clearly stated in the proposal. By signing the proposal, the bidder
acknowledges and agrees to fulfill all obligations outlined therein.
ALTERATION OR VARIATION OF TERMS
It is mutually understood and agreed that no alteration or variation of the terms of this proposal or any resulting
purchase order shall be valid unless made in writing and signed by both parties.
No oral agreements or understandings not expressly incorporated into this document shall be binding. Any
modifications or amendments must be confirmed in writing and executed by the authorized representatives of both
parties to be enforceable.
ASSIGNABILITY
The contract shall not be assignable by the Consultant, either in whole or in part, without the prior written consent of
the other party. This contract shall be binding upon and shall incur to the benefit of the respective parties, as well as
their heirs, executors, administrators, successors, and authorized assignees.
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COMPLIANCE WITH STATUTE
The Consultant hereby warrants and represents that all applicable Federal and State statutes, regulations, and local
ordinances will be fully complied with in the delivery of the services provided under this agreement.
PRICE, TERMS AND CONDITIONS
The price, terms, and conditions outlined in this proposal shall remain valid for sixty (60) days from the date of the
proposal opening, unless the party provides written confirmation allowing for a longer period.
MODIFICATIONS
Any changes, additions, or alterations to the Proposal Form-including alternative proposals, recapitulations of the
work bid upon, or any other modifications not explicitly requested in the contract documents-may result in the
rejection of the proposal as non-responsive.
No oral or telephonic modifications will be considered. Telegraphic modifications will only be considered if evidence
shows that written confirmation, signed by the bidder, was mailed prior to the proposal opening.
ERASURES
All proposals must be free of erasures, interlineations, or other corrections unless each correction is properly
authenticated. To properly authenticate a correction, the initials of the individual signing the proposal must be affixed
in the margin immediately adjacent to the correction.
WITHDRAWAL OF PROPOSALS
Bidders may withdraw their proposal at any time prior to the scheduled closing time for receipt of proposals.
Withdrawals may be made in person, by written request, or by telegraphic request, provided that the telegraphic
request is confirmed as specified above.
EVIDENCE OF RESPONSIBILITY
Upon request by the Santa Clara County Office of Education (SCCOE), a bidder whose proposal is under consideration
for the award may be required to submit, promptly and to the satisfaction of the SCCOE, evidence demonstrating the
bidder's:
* Professional licenses or certificates
* Financial resources
* Experience
* Organizational capacity to perform the contract
LISTING SUBCONTRACTORS
Each bidder must disclose any subcontractors, partners, or third-party vendors proposed to perform work for this
project, including system implementation, integration, training, or support. All such parties must be identified in the
proposal, along with a description of their role and qualifications.
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The SCCOE reserves the right to review and approve any subcontractors or third-party partners prior to contract
execution. Failure to disclose any subcontracted work may result in rejection of the proposal or termination of the
contract.
INDEMNIFICATION
As part of each and every agreement arising out of this RFP, the successful vendor shall agree to indemnify,
defend, and hold SCCOE and the LEAs harmless from any and all liabilities including, but not limited to, litigation
costs and attorney's fees which it may incur as a consequence of the agreements and from any and all claims
and losses to anyone who may be injured or damaged by reason of the vendor's willful misconduct or negligent
performance of the agreements.
INSURANCE
Without in anyway limiting the selected vendor's liability pursuant to the "Indemnification" section of the
contract, the selected vendor, at its sole expense, shall self-insure or maintain the following insurance from
insurers with an AM Best rating of A-VII of higher.
Each insurance policy required by this section shall be endorsed to state that coverage shall not be suspended,
voided, canceled, or reduced in limits except after thirty (30) days prior written notice has been given to SCCOE.
The selected vendor shall furnish SCCOE with certificate(s), additional insured endorsement(s), and waiver(s) of
subrogation evidencing compliance with the insurance requirements for review and approval at the time of
signing the contract. The certificates shall clearly indicate that the selected vendor has obtained insurance of the
type, amount and classification required by these provisions, in excess of any pending claims at the time of
execution of the contract.
If the selected vendor maintains broader coverage and/or higher limits than the specified minimums shown
below, SCCOE shall be entitled to the broader coverage and/or the higher limits maintained by the selected
vendor.
REQUIREMENTS
Commercial General Liability insurance with coverage in an amount not less than two million dollars
($2,000,000) per occurrence and four million dollars ($4,000,000) aggregate for bodily injury, personal
injury, and property damage, including contractual liability.
Each and every General Liability policy and endorsement shall include the following:
- Name as Additional Insured the Santa Clara County Office of Education, its Board, officers,
employees, interns, volunteers, agents and representatives and invitees.
- State that such policy is primary insurance to any other insurance available to the Additional
Insured, with respect to any claims arising out of this Agreement and that such policies apply
separately to each insured against who claim is made or suit is brought.
- If any policies are written on a claims-made form, CONTRACTOR agrees to maintain such
insurance continuously in effect for three years following completion of this Agreement or
extend the period for reporting claims for three years following the completion of this
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