Pre-Proposal_Meeting_Attendance_Report_.xlsm

The provided file is a Pre-Proposal Meeting Attendance Report for the Southwest Ohio Regional Transit Authority (SORTA), documenting participants in a non-mandatory pre-proposal meeting for the Event Planning Services for 2025 Golden Bus Awards (Procurement #112-2025RFPL). The meeting occurred on October 6, 2025, lasting 48 minutes and 3 seconds, with 12 total attendees including internal SORTA staff and external representatives from Elevation Group and Procter & Gamble. The pre-proposal meeting was part of a procurement process for comprehensive event planning services for SORTA's annual Golden Bus Awards, scheduled for March 6, 2026, at the Cincinnati Museum Center, with key procurement dates including a solicitation release on September 30, 2025, and proposal submissions due by November 5, 2025, at 2:00 pm.

The procurement will be evaluated using a point-based system with three primary categories: Project Approach (450 points, 45%), Firm and Staffing Qualifications (325 points, 32.5%), and Price (225 points, 22.5%). While no specific budget range is detailed, the event is designed to recognize employees across seven award categories and accommodate approximately 375 guests. SORTA has established a MetroMAX Small Business Participation Plan that encourages diversity and inclusion, though no formal small business participation goal is specified for this solicitation. The contract is designated as "Upon Completion," with SORTA reserving the right to select the most advantageous proposal based on the comprehensive evaluation criteria.