Firm_Experience_.pdf

This is a Firm Experience Qualifications form issued by the City of Palo Alto for the Special Events Coordinator procurement (RFP #RFP195235). The City seeks a qualified vendor to plan and execute its largest annual employee engagement event serving 500-600 staff members over a three-year contract term. The scope of work encompasses comprehensive event planning services including venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts. The proposal submission deadline is October 21, 2025, at 3:00 pm, with the RFP release date of September 29, 2025. Evaluation will occur in two phases, with the second phase scoring proposers on four equally weighted criteria (25% each): planning and organization, creativity and vision, communication and responsiveness, and vendor and venue coordination.

The contract will be structured as a Fixed Fee arrangement with a maximum "not to exceed" fee to be negotiated with the City, utilizing a provided Excel spreadsheet for cost proposal submission with annual pricing considerations across the three-year term. Proposers must demonstrate financial stability through audited financial statements, reviewed financial statements, or a letter of good standing from a financial institution. Comprehensive insurance requirements mandate Worker's Compensation, Employer's Liability, General Liability, Automobile Liability, and Professional Liability coverage with specific minimum limits, naming the City of Palo Alto as an additional insured; insurance companies must maintain an AM Best's Key Rating of A-:VII or higher and be licensed in California. No specific set-aside designations or incumbent information were identified. The opportunity is open to qualified event planning firms with proven industry experience and demonstrated reliability.