RFP_195235_Costing_Sheet.xlsx

This is a costing sheet for RFP 195235, an event planning and coordination services procurement issued by the City of Palo Alto, California through its Human Resources Department. The City seeks a Special Events Coordinator to plan and execute its largest annual employee engagement event for a three-year contract term serving 500–600 staff members. Required services include venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts. Proposers must submit technical and cost proposals by October 21, 2025, at 3:00 pm, with the RFP released on September 29, 2025. The evaluation process occurs in two phases, with the second phase scoring proposers equally (25% each) on planning and organization, creativity and vision, communication and responsiveness, and vendor and venue coordination.

The contract is structured as a fixed fee arrangement with pricing submitted using the provided Excel costing sheet, which segments costs by year across the three-year term. No specific budget ranges were disclosed in the documentation. Proposers must demonstrate financial stability through audited or reviewed financial statements or a letter of good standing from a financial institution. Comprehensive insurance requirements apply, including Worker's Compensation, Employer's Liability, General Liability, Automobile Liability, and Professional Liability, with the City of Palo Alto named as an additional insured. Insurance carriers must maintain an AM Best's Key Rating of A-:VII or higher and be licensed in California. No specific set-asides for disadvantaged enterprises were stated, and no incumbent vendors were identified. The opportunity is open to qualified event planning firms with demonstrated industry experience and proven reliability.