NATO ACT – COTS Event Management Software Platform (RFP-ACT-SACT-26-67)

Summary

HQ Supreme Allied Commander Transformation (HQ SACT / NATO Allied Command Transformation, Norfolk, Virginia, USA) is procuring a commercial-off-the-shelf (COTS) event management software platform to support HQ SACT conferences and events. The platform must cover event planning, registration management (unique registration pages, workflows, waitlists, reporting), an attendee mobile/web application (Attendee Hub: agendas, speakers, push notifications, surveys), on-site check-in/badging, abstract management, an e-commerce and payment processing portal, and reporting and analytics. Requirements include, among others, an annual capacity of 15,000 registrations (scalable), role-based user management, data hosting preferably in NATO countries, MFA, encryption, audit logs and data export upon contract termination. The procurement is a firm-fixed-price (FFP) service contract. Period of performance: base year 1 January–31 December 2027 plus four option years (2028–2031). Eligibility: bidders must be established in a NATO member country and key personnel must be nationals of NATO countries; partial bids are not permitted. Proposals (separate technical and price proposals, by email) must be submitted no later than 17 September 2026 at 0900 EST; clarification requests by 31 August 2026. Proposal validity: 120 days. Evaluation: technical/price 70/30, with technical scoring on a 100-point matrix (functionality 35, security 20, implementation 15, payment processing 15, support/training 15). AI-generated proposals will not be accepted. Note: the RFP refers to the HQ SACT General Terms and Conditions (15 January 2026), which contain additional terms not reflected in this summary.

Attachments

• rfp026067.pdf
• rfp026067_pricing.xlsx