EfficiencyVermontRFP_BBDEventManagement.pdf

2028-2030 Better Building by Design Conference Event Planning & Management 1

2028-2030 Better Building by Design Conference Event Planning & Management

Request for Proposals

Summary Efficiency Vermont, a statewide Energy Efficiency Utility, is seeking proposals from professionals or organizations for event planning and management services for the 2028-2030 Better Building by Design conference. Responses to this Request for Proposals (RFP) must be delivered electronically to VEIC by 5 p.m. EST on Tuesday December 1st, 2026. Efficiency Vermont will not accept responses submitted after 5 p.m. EST. Please submit your response electronically via e-mail to: afode@veic.org with RFP Submittal for “BBD Event Planning and Management” in the subject line.

VEIC will respond to individual questions regarding this RFP only as follows: VEIC will accept questions regarding requirements and scope of work up to 5 p.m. EST Monday November 9th, 2026, via e-mail only, to afode@veic.org with “BBD Event Planning and Management Question” in the subject line. When appropriate, please refer to the RFP page number and Section Heading for ease of navigation and response. Efficiency Vermont will post answers on the Efficiency Vermont website https://www.veic.org/requests-for-proposals no later than Monday November 16th, 2026. VEIC will not address questions submitted after Monday November 9th, 2026.

Background Vermont Energy Investment Corporation Vermont Energy Investment Corporation (VEIC) is a mission-driven, nonprofit organization dedicated to reducing the economic and environmental costs of energy use. It carries out its mission, in part, by designing and implementing innovative energy efficiency and renewable

RFP Release Date: 10/20/2026 Bidder Questions Due: 11/9/2026 Answers Posted: 11/16/2026 Proposals Due: 12/1/2026 mailto:afode@veic.org mailto:afode@veic.org https://www.veic.org/requests-for-proposals

2028-2030 Better Building by Design Conference Event Planning & Management 2 energy programs. Founded in 1986, VEIC is nationally and internationally recognized for advancing energy efficiency, energy conservation, and renewable energy programs and projects across the United States, Canada, and Europe. VEIC employs 400 professionals and is headquartered in Winooski, Vermont. It has offices also in Washington, DC, and Ohio. For additional information, please see VEIC Website: www.VEIC.org

Efficiency Vermont Launched January 1, 2000, Efficiency Vermont helps ratepayers reduce energy costs, strengthen the local economy, and protect the environment by making homes and business energy efficient. Efficiency Vermont provides technical assistance, rebates, and other financial incentives to help Vermont households, businesses and other institutions—such as K-12 schools—reduce their energy costs with energy-efficient equipment, lighting, and approaches to construction and major renovation. Efficiency Vermont partners extensively with contractors, suppliers, and retailers of efficient products and services throughout the state.

VEIC operates Efficiency Vermont under an Order of Appointment issued by the Vermont Public Service Board. For additional information, please see the Efficiency Vermont website:

www.efficiencyvermont.com

Scope of Work and Schedule RFP and Implementation Schedule

Table 1. Efficiency Vermont will attempt to adhere to the following schedule but reserves the right to adjust the schedule as needed.

RFP release October 20, 2026 Bidders Questions Due November 9, 2026 Answers posted November 16, 2026 RFP responses due December 1, 2026 Bidder selected December 18, 2026 Contract negotiations and signature January 29, 2027 Performance Period July 1, 2027 to June 30, 2030

Performance Period and Location

Performance period is from July 2028 through June 2030. Conference planning will take place either virtually or at Efficiency Vermont offices at 20 Winooski Falls Way, 5th Floor, Winooski, VT 05404.

Scope of Work http://www.veic.org/ http://www.efficiencyvermont.com/

2028-2030 Better Building by Design Conference Event Planning & Management 3

By submitting a response to this RFP, the Bidder acknowledges understanding and acceptance of this Scope of Work, and agrees to fulfill all of its terms in the event of a contract award. The Contractor will perform all of the services described in this Scope of Work, and provide all the deliverables specified below.

Efficiency Vermont is seeking event planning and management services for the 2028, 2029 and 2030 Better Building by Design conference. The conference is the region’s premier design and construction conference, which features interactive learning about building durability, efficiency, and value for both residential and commercial projects. Due to the Covid-19 pandemic, for the first time the 2021 conference was held virtually. The 2022 conference offered a modified hybrid format, and returned to an in-person only format for the 2023 conference. Efficiency Vermont continues to evaluate potential changes to the conference to meet workforce and other needs, including but not limited to changes to the conference format, time of year, event schedule, and venue. Bidders should reflect in their proposals their ability to adapt to such changes. If Efficiency Vermont decides to make significant changes to the conference, the selected Contractor will be expected to negotiate in good faith any corresponding modifications that may be needed to the Contract.

Subject to possible modifications as described in the preceding paragraph, the Contractor will provide, at a minimum, the following services in support of the Better Building by Design Conference:

Event Planning and Management Services

• Pre-Conference Planning including assessment of virtual, in-person, or hybrid conference options o Serve as a member of the Coordinating Committee and attend all meetings by phone or in-person at Efficiency Vermont’s main office in Winooski, VT;

o Work collaboratively with VEIC’s Contract Manager and members of the Coordinating Committee to develop plans and supporting materials as it relates to the Conference’s schedule, agenda, and conference logistics including space planning and general flow;

o Work collaboratively with VEIC’s Contractor Manager and members of the Coordinating Committee to determine ways to reduce conference costs and identify efficiencies, where possible.

• Marketing Services and Project Management

2028-2030 Better Building by Design Conference Event Planning & Management 4 o Contractor shall work with VEIC’s Contract Manager to provide marketing, project management and production oversight services as it relates to all approved marketing materials supporting the Conference.

o Contractor shall work with VEIC’s Contract Manager to review the list of all Conference marketing materials and deliverable timelines and oversee the timely and accurate production of all approved materials.

o Materials include and may not be limited to pre-conference postcard, sponsor brochure, email blasts (including call for presentations, attendee registration, and sponsor/exhibitor registration), Conference program, Continuing Education forms, event signage, and website updates.

• Speaker Recruitment, Coordination, and General Support o Contractor shall assist VEIC’s Contract Manager with coordinating and providing general support services to the estimated 75 or more guest speakers and conference presenters, and as requested shall assist with recruiting guest speakers and conference presenters.

• Facility Planning and Management, provided conference is held in-person, or a combination of virtual and in-person, o Contractor shall work collaboratively with staff at selected venue to plan and execute the Conference.

o Work collaboratively with the venue management and staff to develop and manage the Conference event plan.

• Virtual Platform Planning and Management, provided conference is held virtually, or combination of virtual and in-person, o Work with the Contract Manager to select virtual platform that meets the needs of event participants (speakers, attendees, sponsors and VEIC staff) o Develop virtual platform by serving as a liaison with virtual platform and VEIC.

o Work collaboratively with the selected Platform vendor to develop and manage the Conference event plan.

• Decor Planning and Management

2028-2030 Better Building by Design Conference Event Planning & Management 5 o Contractor shall work with venue conference decorator to create and execute a decoration plan

• Exhibitor, Sponsor, and Partner Recruitment, Planning and Management o The Contractor shall coordinate and manage all activities in support of the Conference exhibitors, sponsors, and Conference partners

• Attendee Registration and Management o Contractor shall provide registration services for conference attendees including on-line registration, payment services and supporting tasks

• Financial Management o Contractor shall provide financial management and reporting services for the Conference.

o Contractor shall negotiate with subcontractors for best services to meet conference needs at the most reasonable cost.

o Contractor shall make recommendations to VEIC to adjust service requests to reduce expenses to optimize available funds for the highest value and impact needs.

• Post Conference Evaluation o The Contractor shall provide VEIC’s Contract Manager with administrative support as it relates to the post conference evaluations and as it relates to Session evaluations, post-conference registration evaluation with attendees, and post-conference registration evaluation of sponsors and exhibitors.

Preparing and Delivering a Proposal For ease and efficiency of review, Efficiency Vermont has specified the requirements for submitting a proposal to this RFP. Bidders must follow, and be responsive to, ALL requirements of this RFP. Proposals should be clear and concise, presented in the form of a written response with sections and sub-headings. Proposals that are not in the required format or are incomplete may be disqualified at Efficiency Vermont’s sole discretion.

Bidders are required to propose, and will be scored upon, the individual criteria summarized in Table 2. Every bidder is required to include a Bid Summary Table based on Table 2 below with the specific value or information they propose for each of the listed criteria. The Bid Summary Table shall be presented as part of the narrative summary.

2028-2030 Better Building by Design Conference Event Planning & Management 6

Table 2: Response Summary, Evaluation Criteria and Points

Scoring Category/Criteria Max Points Responsiveness to RFP 20 Qualifications and experience in type of work 25 Cost of services 25 Vermont-based organization or individual 15 Completed Contract Compliance document 15

TOTAL POINTS AVAILABLE 100

Response Requirements A. Company Info: Name of the business, contact person, and contact information including full legal name, address, telephone, mobile telephone number, e-mail address, and website address, as applicable.

B. Company profile: a brief company profile, not exceeding 500 words, including any subcontractors.

C. Statement of ownership: the type of business entity (sole proprietorship, corporation, LLC, or other), and state of organization.

D. Narrative and Bid Summary Table: A narrative outlining the bidder’s approach to the Scope of Work, addressing the specific tasks. Please include proposed values or summary information for each of the scoring criteria listed in Table 2 above. (The values that the bidders provide in the bid summary table are its proposed values, which will not be binding on Efficiency Vermont. Efficiency Vermont in its sole discretion will determine the final values to be awarded to each bidder.)

E. Binding Transmittal Letter (1 page maximum): Each proposal must include a binding transmittal letter signed by a party authorized to obligate the bidder to the services described in their proposal. The letter must clearly identify the person authorized to serve as the organization’s representative for future communications regarding the response. The letter must state that the proposal is valid for 90 days.

F. Budget (5 pages maximum): Each proposal must include a detailed budget. The budget for the Scope of Work shall not exceed sixty-five thousand dollars ($65,000) per conference and will be based on time and materials. Bidders should include hourly labor rates in the proposal, including any proposed annual increases in labor rates. Bidder must include in their proposal a description of any assumptions made regarding the

2028-2030 Better Building by Design Conference Event Planning & Management 7

Scope of Work that may have an impact on the budget. Labor rates may be attached as a separate appendix.

G. Qualifications and Team Experience: This section of the response must demonstrate the bidder’s team’s (including any subcontractors) knowledge, experience, and ability to successfully complete the Scope of Work. Bidder should include a description of direct event planning and management services, including virtual and in-person event management as well as areas of expertise and industry experience and other pertinent qualifications. Resumes may be attached as a separate appendix.

H. Proposal Exceptions Summary Form. A Proposal Exception Summary Form (see below) with exceptions to items in any section of this RFP or to Efficiency Vermont’s Standard Contract terms and conditions (Appendix A). Failure to note exceptions on the Proposal Exception Summary Form will be deemed to be acceptance of the terms of this RFP and Efficiency Vermont’s Standard Contract terms and conditions in Appendix A.

Efficiency Vermont will take these exceptions into consideration when evaluating responses. If exceptions are not noted in bidder’s proposal but raised during contract negotiations, Efficiency Vermont reserves the right to cancel the negotiations and award the project to other bidders.

RFP/ Contract Reference

Bidder’s Proposal Reference

Brief Explanation of Exception

(Reference specific outline point to which exception is taken)

(Page, section, items in bidder’s proposal where exception is explained)

(Short description of requested exception)

1.

2.

I. Certificate of Insurance. Bidder must supply a current Certificate of Insurance showing evidence of General Liability coverage. If awarded a Contract, bidder will also be required to provide a final certificate of insurance to show compliance with the minimum insurance requirements outlined in the successful bidder’s contract. Efficiency Vermont anticipates the minimum requirements to be as outlined below but will confirm final insurance requirements prior to issuance of a contract. The final certificate of insurance shall comply with the requirements outlined in Efficiency Vermont’s Standard Contract

2028-2030 Better Building by Design Conference Event Planning & Management 8

(Appendix A). Bidder must raise any questions about the insurance requirements by the Questions & Answers deadline set forth above and must identify any exceptions to the anticipated minimum requirements in its response.

Insurance Policies Limits

Commercial General Liability $1m per occurrence/$2m aggregate

Automotive Liability $1m per occurrence single limit for bodily injuries and property damage

Crime Insurance $1m per occurrence for dishonest acts of Subcontractor’s employees which result in a loss to the District or VEIC.

Workers’ Compensation Statutory mandates Employer’s Liability $500k per accident; $500k per disease; $500k policy disease limit Cyber Liability Insurance $1m per occurrence/$1m aggregate Umbrella or Excess Liability Insurance

$3m per occurrence/$3m aggregate (subcontracts under $100k will only be required to have $1m/$1m)

J. Disclosure of any pertinent litigation

K. A bidder must disclose any past or pending judgments, lawsuits, actions, bankruptcies or regulatory decisions or information that may adversely affect the bidder’s ability to meet any requirements of this RFP, the subcontract or the bidder’s proposal. A bidder agrees to provide a detailed description of any of the above events and the applicable case number in its proposal.

L. This disclosure obligation is an on-going material obligation that applies from the date of proposal submission through the expiration of any resulting subcontract award.

Failure to disclose pertinent litigation may result in the disqualification of Bidder’s proposal.

M. Information Security Requirements: Please review the Information Security Requirements in Appendix B (posted with this RFP) and submit the completed Information Security Questionnaire with your proposal. The Information Security

2028-2030 Better Building by Design Conference Event Planning & Management 9

Questionnaire is available at the following link:

https://forms.cloud.microsoft/r/VJgK5VRWNk. Any requested exceptions or proposed modifications to the Information Security Requirements should be clearly identified in the bidder’s response.

Limitation This RFP does not commit Efficiency Vermont to award a contract or to pay any costs incurred in the preparation or submission of proposals. Efficiency Vermont reserves the right to reject any or all proposals received in response to this RFP, to negotiate with any qualified bidder or to cancel in part or in its entirety the RFP, if any of these actions is deemed by Efficiency Vermont in its sole discretion to be in Efficiency Vermont’s best interest.

https://forms.cloud.microsoft/r/VJgK5VRWNk