RFP_195235_Costing_Sheet.xlsx

This is a costing sheet for RFP 195235 issued by the City of Palo Alto, California, seeking a Special Events Coordinator to plan and execute the City's largest annual employee engagement event. The procurement requires a vendor to provide comprehensive event planning services for 500-600 staff members, including venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts. The technical and cost proposals were due by October 21, 2025, at 3:00 pm, with the RFP initially released on September 29, 2025. The contract term is three years, with evaluation conducted in two phases based on four equally weighted criteria: planning and organization (25%), creativity and vision (25%), communication and responsiveness (25%), and vendor and venue coordination (25%).

The costing sheet is structured as an Excel spreadsheet requiring vendors to submit pricing for Year 1, Year 2, and Year 3, with a combined three-year total. The contract will be structured as a fixed fee arrangement with a maximum "not to exceed" fee to be negotiated with the City, though specific budget ranges were not disclosed. Vendors must demonstrate financial stability through audited financial statements, reviewed financial statements, or a letter of good standing from a financial institution. Comprehensive insurance requirements include 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 to transact insurance business in California. No specific set-aside designations for disadvantaged enterprises were stated, and no incumbent vendor information was provided.