001_RFP_26CM000413_EDUC1_Meeting_Planning_RFP.pdf

REQUEST FOR PROPOSAL

Meeting Planning & Logistics Services for CIRM EDUC1 Program Meetings

RFP Number: 26CM000413

RFP Release Date: May 6, 2026

RFP Due Date/Time: June 18, 2026, at 5:00 PM (PT)

Submission Method: Email (refer to Section 6)

Scope of Work

1. About CIRM

The mission of the California Institute for Regenerative Medicine (CIRM) is to accelerate world-class science to deliver transformative regenerative medicine treatments in an equitable manner to a diverse California and world. CIRM advances its mission by funding foundational research, advancing the preclinical and clinical development of regenerative medicine therapies, building infrastructure, and supporting education and workforce development. Achieving this mission requires intentional, timely, and high-impact scientific and programmatic convenings that bring together awardees, experts, stakeholders, and/or other partners to address complex challenges across the regenerative medicine ecosystem.

2. Purpose and Objectives

CIRM is seeking proposals from qualified meeting planning organizations

(“Organizations”) to support end-to-end meeting planning, logistics, and execution of

CIRM-sponsored program meetings and conferences for the EDUC1 Program.

The selected Organization is expected to (i) partner closely with CIRM to design and implement meetings responsive to CIRM needs; (ii) provide consistent, high-quality planning and onsite execution that adheres to CIRM’s Business Meeting Policies (Policy will be provided upon award); and (iii) support strong attendee experience, operational rigor, and post-meeting reporting. The Organization will have primary responsibility for planning, directing, and executing the proposed event(s), while working closely with CIRM to ensure meeting objectives are met.

In addition to logistical execution, these meetings often involve coordination across multiple external stakeholders, including academic investigators, industry partners, and other organizations. The selected Organization should demonstrate the ability to operate effectively in this multi-stakeholder environment, supporting coordination across parties and enabling the successful execution of CIRM-led scientific and programmatic agendas.

RFP Number: 26CM000413 EDUC1 Meeting Planning

Operating model: CIRM anticipates awarding an umbrella/master services agreement

(MSA) and issuing conference-specific Scopes of Work (SOWs) over the term of the agreement for individual meetings/events. Event-specific requirements, dates, locations, budgets, and deliverables will be specified in each SOW.

3. Scope of Services Required

Services listed below represent the universe of potential requirements. Specific services applicable to each event will be identified in the applicable Scope of Work (SOW), and the Organization shall only be responsible for those services expressly included in the

SOW.

The selected Organization will provide meeting planning and logistics services across the lifecycle of each CIRM event, generally including:

3.1 Direct meeting logistics (planning and vendor management)

• Regular planning calls with CIRM; support meeting structure and agenda development coordination

• Venue and site selection; negotiation support as needed

• Hotel block planning and management

• Food and beverage planning at CIRM allowable rates1

• Floor plan and site planning for all rooms/spaces

• Speaker and panelist coordination and logistics

• Develop/manage contracts or service agreements with vendors/service providers

• Coordinate additional sponsorship solicitation/management, if applicable

3.2 Pre-conference logistics (registration, materials, readiness)

• Website and/or conference app support, including online registration, abstract submission during registration, and (as applicable) CV/resume upload/management

• Preparation of digital and/or printed attendee directory/abstract booklet

• Poster session planning and management (including rental logistics as needed)

• Coordination of travel, parking, and housing logistics as needed

• Management of AV/IT requirements, livestreaming/recordings as required

• Signage planning/coordination

• Safety and emergency response plan development

1 All food and beverage planning shall comply with CIRM’s Business Meeting Expenditure policy. Policy will be provided upon award.

https://www.cirm.ca.gov/wp-content/uploads/archive/files/about_cirm/BusinessMeetingExpenditurePolicy092116.pdf

3.3 Meeting-day requirements (onsite operations)

• Venue setup and onsite registration management

• Onsite hotel/venue coordination for food/beverage and logistics

• AV/IT management during sessions

• Photography and videography management during the event

• Session/workshop logistics support and run-of-show coordination

• Track attendee participation in sessions (as required)

• Security management (as required)

3.4 Post-meeting requirements (close-out and reporting)

• Attendee survey and evaluation

• Timely report to CIRM on meeting results, attendee satisfaction, and outcomes

• Provide event photos, videos, and recordings, and/or make content available via event website as specified

• Budget close-out and financial reconciliation

• Speaker reimbursement support/coordination, as applicable

3.5 Engagement and outreach considerations

If appropriate for the meeting audience and objectives, Organizations should describe an Engagement and Outreach Plan which specifies how they will support inclusive planning and broad perspectives in event development and execution (e.g., accessibility considerations, inclusive outreach practices, and operational approaches that support diverse participation). Where a meeting has a predefined or invitation-only audience, engagement and outreach responsibilities shall be limited to operational practices supporting accessibility and inclusion of confirmed participants.

4. Required Qualifications

CIRM expects a close working relationship with the selected Organization and requires demonstrated proficiency in comparable duties.

At minimum, proposers must demonstrate:

• A proven successful track record of hosting meetings, conferences, or comparable events that involve coordination with external individuals and institutions beyond the proposer’s own organization

• Experience supporting complex meetings or convenings that involve coordination across multiple external organizations (e.g., academic institutions, industry partners, consortia), including situations where stakeholders may have differing priorities or roles

• An identified lead and backup lead with demonstrated experience organizing comparable events

• Ability to execute events held in California and support California-based venue and vendor operations

• Sufficient staffing capacity and resources to manage concurrent event timelines

In addition, the Organization be in good standing. Certification of Good Standing will be required as mentioned in section 6.G.

Additional statutory and contracting requirements, including insurance requirements, are included in the standard contract terms referenced in Section 9.

5. Reporting and Evaluation

For each event and SOW, the Organization will be responsible for providing reporting and evaluation outputs, which may include:

• Status reporting cadence during planning (e.g., weekly/biweekly planning check-ins and action trackers)

• Post-event evaluation summary (survey results, attendance metrics, satisfaction, key operational learnings)

• Final close-out package and financial reconciliation (as specified per SOW)

6. Submission

Submit proposals via email to: businessservices@cirm.ca.gov

Email subject line: “RE: Proposal Submission for RFP 26CM000413 – EDUC1

Meeting Planning”

Due Date/Time: June 18, 2026, at 5:00 PM (PT), late submittals will NOT be accepted.

Provide the following components in a single PDF unless otherwise specified:

A. Organization Qualifications and Experience (4 pages maximum)

• Relevant experience demonstrating ability to successfully complete the scope described in Section 3

• Summary of comparable projects (ideally including California-based events and scientific or biomedical meetings) mailto:businessservices@cirm.ca.gov

• Cost proposal narrative to justify pricing and assumptions detailed in Section E:

Cost Proposal Worksheet and to demonstrate how the Cost Proposal provides competitive value to CIRM

B. Proposed Approach and Workplan (2 pages maximum)

• How the Organization will collaborate with CIRM

• How the Organization will manage vendors, timelines, risk/contingencies, and onsite execution

• How the Organization would approach engagement and outreach for meetings with broad audiences and where appropriate for the meeting agenda; or, conversely, how they would promote accessibility and inclusion for meetings with defined participants.

C. Key Personnel and Resources (no page limit)

• Roles, relevant experience, and availability of proposed personnel

• Resources available to the Organization, which may include existing vendor and subcontractor relationships, or other unique resources which may contribute to successful execution of the scope described in Section 3 and cost value

D. Timelines (one page per event type)

• A representative timeline for a typical event lifecycle (planning through closeout), with key milestones. Separate timelines should be provided for large events

(200+ attendees) and small meetings (30 or fewer attendees).

E. Cost Proposal Worksheet (Excel preferred)

• A clear pricing model appropriate for multiple events under an umbrella agreement (e.g., menu of services, per-event fixed fees, hourly rates by role, and/or not-to-exceed components), not to exceed $500,000 per event.

• Assumptions and pass-through cost handling (e.g., third-party vendor costs)

• A sample per-event budget format aligned to anticipated CIRM event needs.

Please refer to Exhibit D: Scope of Work for the Annual ReMIND Meeting.

• Cost proposals should include time- or milestone-based planning phases (e.g., initiation, venue contracting, registration launch, onsite execution, close-out) to support event-specific invoicing under applicable SOWs.

F. Sample Comparable Projects and References (no page limit)

• Append to your application representative work products (which may include an event plan, timeline/task trackers, run-of-show or master agendas, budget summaries, registration materials, venue sourcing summary, AV/IT plan, safety and emergency response plan, and post-even report) from at least two prior events comparable in scope to this RFP. Applicants may redact confidential client information.

• At least two client references

G. Certification of Good Standing

Organizations, in order for your proposal to be considered, you must complete and sign

Exhibit G, CIRM’s Good Standing Certification, and return it to CIRM, along with your proposal.

7. Selection

The purpose of the proposal evaluation process is to (1) assess compliance with minimum qualifications and submission requirements, and (2) identify Organizations with the highest probability of satisfactorily performing services at Best Value. “Best

Value” means the optimal combination of experience, approach, personnel, and cost, and does not necessarily represent the lowest proposed price.

Evaluation will include consideration of:

• Relevant experience and ability to perform services requested

• Responsiveness to project requirements and demonstrated client service quality

• Qualifications and availability of proposed personnel

• Value, including reasonableness and justification of proposed costs

• Resources and execution plan, including ability to manage vendors, timelines, and onsite delivery

• Engagement and outreach approach supporting broad perspectives and inclusive participation

8. Key Action Dates

• RFP available to prospective Organizations: May 6, 2026

• Final date for proposal submission: June 18, 2026, by 5:00 PM PT

• Anticipated award date: August 5, 2026

Dates may be changed based on the needs of CIRM.

9. Contract Terms

CIRM’s standard contract terms are expected to apply, and the selected Organization will be required to comply with those terms, including insurance requirements. Please review contract terms (Exhibit C) before submitting a proposal.

CIRM anticipates the selected Organization will be able to start as soon as possible after agreement execution to execute anticipated meetings in Exhibit D: SOW for the

Annual ReMIND Meeting.

The initial MSA term will be one (1) year from the date of full execution, which may be renewed at CIRM’s sole discretion. Total compensation shall not exceed $2,000,000 per contract year, subject to amendment.

10. Additional Information

A. A proposal may be rejected if it is conditional or incomplete, or if it contains alterations of form or other irregularities. CIRM may waive immaterial deviations.

B. CIRM may reject any or all proposals.

C. Proposal development costs are the responsibility of the proposer and shall not be charged to CIRM.

D. Withdrawal and modification rules will follow the final RFP instructions; proposals may not be modified after submission.

E. CIRM may modify the RFP prior to the submission deadline by posting an updated RFP on its website.

F. To ensure a fair and transparent procurement process, CIRM will not conduct individual consultations with prospective applicants. All applicant questions must be submitted in writing to the contact identified in this RFP by the deadline specified in the final RFP. If CIRM determines that a response is necessary, clarifications will be issued in writing and made available to all prospective applicants.

11. Public Release of Proposals

All documents submitted in response to this RFP will become the property of CIRM and will be regarded as public records under the California Public Records Act (Government

Code Section 6250 et seq.) and subject to public review. Exhibit E to this RFP (Notice

Regarding Public Release of Proposals) contains important details about the California

Public Records Act and requirements for submitting any information in support of your proposal that you believe may legally be withheld from public disclosure. In order for your proposal to be considered, you must review and sign Exhibit E and return it to

CIRM, along with your proposal.

12. Payee Data Record (STD 204)

A completed Payee Data Record (STD. 204) must be obtained from a supplier prior to executing any procurement if the supplier is not a government entity. The STD.

204 provides, among other data, a supplier’s taxpayer identification number and is used to determine when the payment(s) to the supplier is reportable and is needed in order to process payments of invoices. you must complete and sign Exhibit F and return it to

CIRM, along with your proposal.

Attachments:

Exhibit A: RFP Master Service Agreement

Exhibit B: Budget and Payment

Exhibit C: Terms and Conditions

Exhibit D: SOW for the ReMIND annual meeting

Exhibit E: Notice Regarding Public Release of Proposals (signature required)

Exhibit F: STD 204, Payee Data Record

Exhibit G: CIRM Good Standing Certification https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf