Project Information

Bid Title

EVENT MANAGEMENT SYSTEMS

Issuing Agency

Santa Clara County Office of Education

Location

California

Published Date

Apr 15, 2026

Closing Date

May 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 09_25_26

Original Source

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Bid Documents

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Project Description

Bid Identifier: RFP 09_25_26
EVENT MANAGEMENT SYSTEMS
Additional Resources: RFP 09_25_26 - EVENT MANAGEMENT SYSTEMS Attachment A - Non-Collusion Declaration Attachment B - Certificate of Non-Discrimination by Seller Attachment C - Workers Compensation Certification Attachment D - Drug-Free Workplace Certification Attachment E - No-Student-Contact-PSA-with-W9
Awarded Vendor:
Awarded Date:
Awarding Agency:	PURCHASING SERVICES
Agency Contact:	JOSEPHINE DY-LIACCO
Phone (Agency):	4084536854
Piggybackable?	Contact Vendor
Issuance Date:	04/15/2026, 04/22/2026
Due Date/Time:	05/20/2026 3:00 PM
Bid Status:	Open
Note:

Attachment Preview

REQUEST FOR PROPOSAL

RFP 09_25_26

EVENT MANAGEMENT SERVICES

TABLE OF CONTENTS

Table of Contents

Schedule of Events

Notice to Bidders

Section 1 – Introduction

Section 2 – Scope of Work

Section 3 – Provider Duties

Section 4 – Proposal Submission Requirements

Section 5 - Proposal Response Requirements

Section 6 – Evaluation and Award Process

Bidding Questionnaire

Attachment A

Attachment B

Attachment C

Attachment D

Attachment E

Page 1

Page 2

Page 3-4

Page 5

Pages 5-6

Pages 7-8

Pages 8-11

Pages 11-12

Pages 12-13

Pages 14-15

Non-Collusion Declaration

Certificate of Non-Discrimination by Seller

Workers Compensation Certification

Drug-Free Workplace Certification

No-Student-Contact PSA with W9

NOTE: The Table of Contents shall be included as part of the bid, and Attachments A through F shall be incorporated into the

RFP packet.

Josephine Dy-Liacco

Manager, Purchasing Services

1

SCHEDULE OF EVENTS

RFP 09_25_26

EVENT MANAGEMENT SERVICES

RFP Issuance

Publication Dates

Pre-Bid Conference

Last Day to Submit Questions

Addendum for Answers to Questions

Sealed RFP Due to the SCCOE

RFP Evaluation (Internal)

Notice for Interviews

RFP Interviews (Top 3 based on Evaluation)

Award Notification (Purchasing)

Fully Executed Contract

Contract Start

Wednesday, April 15, 2026

Wednesday, April 15, 2026

Wednesday, April 22, 2026

Wednesday, April 29, 2026

Wednesday, May 6, 2026

Wednesday, May 13, 2026

Wednesday, May 20, 2026

Monday, May 18, 2026

Wednesday, May 20, 2026

Friday, May 22, 2026

Wednesday, May 27, 2026

TBA

July 1, 2026

Page 2 of 15

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

Josephine Dy-Liacco

Manager

Purchasing Services

Ph.: (408) 453-6858

jdy-liacco@sccoe.org

Technical Questions

Annie Ho

Senior Executive Assistant

Business Administration

Ph.: (408) 453-6932

anho@sccoe.org

Page 3 of 15

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:

2nd Advertisement:

April 15, 2026

April 22, 2026

Page 4 of 15

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.

Page 5 of 15

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers

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