RFP_195235_Costing_Sheet.xlsx

The document is an Excel-based RFP Costing Sheet (RFP #195235) for the City of Palo Alto's Event Coordination & Planning Services, issued by the Human Resources Department. The procurement seeks a Special Events Coordinator to plan and execute the city's largest annual employee engagement event over a three-year contract term. The event will accommodate 500-600 staff members and requires comprehensive event planning services including venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts. Proposals are due by October 21, 2025, at 3:00 pm, with the project initially released on September 29, 2025. The evaluation will occur in two phases, scoring proposers on four equally weighted criteria: 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. Proposers must demonstrate financial stability through audited or reviewed financial statements or a letter of good standing from a financial institution. Comprehensive insurance requirements mandate coverage types including Worker's Compensation, Employer's Liability, General Liability, Automobile Liability, and Professional Liability, with specific minimum coverage limits. Insurance policies must name the City of Palo Alto as an additional insured, and insurance companies must have an AM Best's Key Rating of A-:VII or higher and be licensed to transact insurance business in California. No specific set-aside designations or incumbent vendor information was provided, and the opportunity appears open to qualified event planning firms with proven industry experience.