Online Conference Registration System

Summary

The Association of Public Health Laboratories (APHL) is seeking proposals from qualified vendors for the design, development, and implementation of a robust and comprehensive event management technology system, including online conference registration, abstract management, continuing education management, speaker, exhibitor and sponsor management, event website creation, event marketing, appointment setting, mobile app and virtual meeting capabilities. The purpose of this system is to facilitate a seamless process for attendees, speakers, sponsors, and exhibitors to submit and obtain event information. The system should be user-friendly, scalable, secure, and easily customizable.

Eligibility

Eligible entities include all US online conference registration systems.

The eligible applicant must be able to contract directly with APHL or have an existing relationship with a third-party organization that can contract directly with APHL. Acceptance of the award means agreement with the compensation structure and amounts agreed upon with the awardee and APHL.

Recipients must be legally able to contract within the United States and not be disbarred or prohibited from contracting with businesses or the federal government.

Specific expectations regarding the methodologies to be used are outlined in Appendix A: Expectations.

All applicants are required to agree to the following minimum requirements as outlined in Appendix B: Minimum Requirements

Anticipated RFP Schedule

12/18/2024 - APHL issues RFP

Will be scheduled if needed - Informational teleconference to answer any questions (optional)

1/8/2025 - Required Letter of Intent Due to APHL by 5:00 pm EST, send an email to Jennifer.crouse@aphl.org

1/20/2025 - RFP Responses Due by 5:00 pm EST, submit proposal including exhibits via email to Jennifer.crouse@aphl.org

2/6/2025 - Proposal Review Completed (estimated date)

2/17/2025 - Follow-up interviews and updated proposals due (if needed)

2/28/2025 - Final Review completed and awardees notified (estimated date)

3/28/2025 - Estimated contract start date

3/27/2026 - Estimated contract end date (Note: APHL is unable to sign auto-renewal clauses)

APHL will communicate any modification to this anticipated schedule on APHL's procurement website (www.aphl.org/rfp) and via an email blast to public health laboratories (PHLs) if applicable.

Contact for Questions and Submissions

Please submit any questions via email to Jennifer.crouse@aphl.org.

Response Submittal

Confirmation of Intent to Respond, APHL requires that prospective applicants submit a brief email statement indicating an intent to submit a proposal. APHL must receive this email by no later than 5:00 pm EST, on the due date. To allow for appropriate review process planning, a letter of intent is required for consideration.

Final Response

APHL must receive complete responses by 5:00 pm EST, on the due date. Please see Proposal-Required Submissions section for items that must be included in the completed proposal.

APHL will send an email acknowledging the receipt of your application; if you do not receive an acknowledgement within 2 business days, please email the RFP point of contact to confirm receipt.

RFP Materials

The Official RFP Document will provide detailed information. APHL will post all RFP-related documents, current schedule information, and answers to submitted questions and clarifications on APHL's procurement site, www.aphl.org/rfp.

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