About this opportunity
AI summaryThe University of Wyoming seeks proposals for a turnkey, cloud-based, multi-purpose event management software platform to execute large-scale university events. The platform must provide individualized participant schedules, communication tools, online registration, a mobile event app, and features for check-in, badging, attendee engagement, and grouping. Eligibility is restricted to onshore USA organizations performing work offsite from their own facilities. Suppliers must submit questions through BidNet by 2:00 p.m. MT on November 17, 2026, and full electronic proposals are due in BidNet by 2:00 p.m. MT on December 15, 2026.
Buyer and opportunity details
- Client
- University of Wyoming
- Solicitation No.
- KLW-2026-45
Scope of work
- Turnkey, multi-purpose event management software platform
- Individualized participant schedules and pre-event schedule loading
- Online registration and attendee communication tools
- Mobile device application for attendee schedule and logistics access
- Check-in, badging, and attendee engagement features
- Cloud-based/SaaS or on-premise deployment with specified technical architecture
- Software launch support and ongoing technical support
- Integration capabilities and participant data reporting in Excel
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Experience in higher education and adaptability of product to | 20 |
| Cost proposal | 20 |
| Documented past performance and references | 10 |
Minimum qualifications
- Must be registered on BidNet Direct
- Demonstrated experience in higher education or comparable organizations
- Current Wyoming residency certification on file with Wyoming Department of Workforce Services if claiming state preference
Documents to include with your response
- Title Page
- Table of Contents
- Company Information
- Work Plan
- Responses and supporting documentation for Scope of Work
- Completed Reference Form (3 references)
- Cost Proposal
- Completed and signed Exhibit A - Form of Proposal
- Signed Addenda copies
- Higher Education Community Vendor Assessment Tool (HECVAT) and VPAT or Section 508 accessibility statement
Key dates
- RFP Issued to BidNet
- Friday, November 6, 2026
- Supplier Questions Due In BidNet
- Tuesday, November 17, 2026 at 2pm MT
- Responses to Questions Posted to BidNet
- Thursday, November 19, 2026
- RFP Responses Due In BidNet
- Tuesday, December 15, 2026 at 2pm MT
- Supplier Demonstrations (tentative)
- January/February 2027
- Ready to begin implementation
- March 1, 2027
How to submit
- Method
- Electronic via BidNet Direct portal
- Instructions
- Upload response to www.bidnetdirect.com; maximum 50 pages single-sided including all visuals, white papers, and required signature pages; Form of Proposal must be signed in ink or digitally signed with authenticated certificate.
Contract details
- Insurance and bonding
- Commercial general liability; comprehensive auto liability minimum $1,000,000 per occurrence combined single limit; workers' compensation and employer's stop gap liability; cyber liability minimum $1,000,000; crime liability minimum $1,000,000 including computer fraud; University named as additional insured on applicable policies.