Gaston County RFQ# 2026-002 - Full Service 5K Event Management & Timing Company
Gaston CountyCounty · Gastonia, NC- Due
- Jun 19, 2026
- Deadline passed
- Posted
- Jun 8, 2026
- Primary contact
- Shiloh Keuler
The 30-second brief
Gaston County Department of Health & Human Services-Social Services Division (DHHS) is soliciting qualifications for a full-service 5K event management and timing company under RFQ# 2026-002. The selected vendor will provide comprehensive services including event venue coordination, permitting and government coordination, online registration platform management (Race Roster, RunSignUp), participant communications, event promotion, and fundraising campaign administration. Additional requirements include packet pickup management, volunteer coordination, race timing services at one standard location, racecourse design and measurement, hydration station management, and on-site event day management. Qualifications must be submitted via email to Shiloh Keuler by June 19, 2026.
Venue layouts, Event site maps, Permit applications, Online race registration, Participant informational emails, Race instructions, Targeted social media advertising, Volunteer staffing plan, Race results, Racecourse maps, Traffic control layouts, Race-day operations schedule, Run-of-show document
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Summary
Gaston County Department of Health & Human Services-Social Services Division (DHHS) is soliciting qualifications for a full-service 5K event management and timing company under RFQ# 2026-002.
The selected vendor will provide comprehensive services including event venue coordination, permitting and government coordination, online registration platform management (Race Roster, RunSignUp), participant communications, event promotion, and fundraising campaign administration. Additional requirements include packet pickup management, volunteer coordination, race timing services at one standard location, racecourse design and measurement, hydration station management, and on-site event day management. Qualifications must be submitted via email to Shiloh Keuler by June 19, 2026.
REQUIRED DELIVERABLES
13- Venue layouts
- Event site maps
- Permit applications
- Online race registration
- Participant informational emails
- Race instructions
- Targeted social media advertising
- Volunteer staffing plan
- Race results
- Racecourse maps
- Traffic control layouts
- Race-day operations schedule
- Run-of-show document
REQUIRED STAFFING
event operations coordinator, timing personnel
- Submit to
- [email protected]
Questions about this RFQ
How do I respond to this RFQ from Gaston County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is June 19, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: [email protected]. For questions, contact Shiloh Keuler.
Can small businesses or minority-owned firms bid on this RFQ?
Most government agencies, including Gaston County in NC, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFQ submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Shiloh Keuler. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: event operations coordinator, timing personnel. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Venue layouts, Event site maps, Permit applications, Online race registration, Participant informational emails, Race instructions, Targeted social media advertising, Volunteer staffing plan, Race results, Racecourse maps, Traffic control layouts, Race-day operations schedule, Run-of-show document. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from Gaston County?
All active and historical solicitations from Gaston County are tracked and searchable. As a county agency, Gaston County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFQ?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Gaston County for the complete list.