Event Management and Registration System

UPDATES: 1/30/2026 - ADDENDUM #1 TO THE RFP HAS BEEN PUBLISHED. --------------------------------------- SUNY UPSTATE MEDICAL UNIVERSITY (“UPSTATE”) IS SEEKING SEALED BIDS FROM QUALIFIED VENDORS FOR THE PROVISION OF AN EVENT MANAGEMENT AND REGISTRATION SYSTEM. Complete requirements and specifications are described in Request for Proposal (“RFP”) S-1540 which is available on Upstate’s website: http://www.upstate.edu/bid/, and by clicking on Public Bids. The vendor must be able to meet all of the minimum bidder qualifications listed in section 3(A), Minimum Bidder Qualifications & Technical Requirements of the RFP document. The vendor must also review, understand and accept all the terms and conditions in the RFP. Questions and requests for clarification are due by Friday, January 23, 2026, at 2:00 PM ET. Proposals are due Monday, February 16, 2026, at 2:00 PM ET. In accordance with New York State (“NYS”) Lobbying Law §139 requirements, effective immediately, this procurement is in a "Restricted Procurement Period." This restricted period will be in effect until an award for this product and/or service has been fully executed. As this procurement is subject to NYS Finance Law §139 –j & –k, also referred to as the Lobbying Law, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed in this advertisement and in the RFP document. Failure to comply with this requirement can range from no contract to debarment from doing business with other NYS agency. Please refer to the OGS website at https://ogs.ny.gov/acpl/procurement-lobbying-law for more information on the Lobbying Law. NYS Small Businesses and businesses certified pursuant to Article 15-A of the NYS Executive Law and Article 3 of the New York State Veterans Service Law are encouraged to submit bids. If you have any technical problems accessing the documents online, please e-mail the designated contacts listed on this advertisement. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: EventsAir, Cvent Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%