RFP_195235_Costing_Sheet.xlsx

The file 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, targeting 500-600 staff members. Proposers are required to submit technical and cost proposals by October 21, 2025, before 3:00 pm, with the project initially released on September 29, 2025. The contract will involve comprehensive event planning services, including venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts.

The contract will be structured as a Fixed Fee arrangement with a maximum "not to exceed" fee to be negotiated. The evaluation process 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. Proposers must demonstrate financial stability through audited or reviewed financial statements or a letter of good standing. Comprehensive insurance requirements are mandated, including various liability coverages with specific minimum limits. The costing sheet indicates annual pricing considerations for a three-year term, with the City seeking a vendor with proven industry experience and the capability to deliver a memorable and well-organized employee engagement event.