SPPD25027_QA_Doc_5.8.26.pdf

5/8/2026

LCI - Public

RFQ# SPPD25027: Catalyst Convenings, Event Planning and Project Management

Question & Answers (QA)

# QUESTION ANSWER

1. Who pays for the AV? The contractor is responsible for securing and paying for event space and associated costs such as A/V.

2. Was there a previous budget? Yes. SGC and LCI each had event contracts to support past regional Catalyst Convenings, each within the 140,000-200,000 budget range.

3. How many people are to be hosted at each event site?

100 – 150

4. Did/does the event planner need to rent equipment (i.e. tables, chairs, AV, etc) previously?

The contractor is responsible for securing and paying for event space and associated costs (A/V, parking, tablecloths, etc).

Historically, event spaces have included tables and chairs.

5. What kind of expenses were/are to be undertaken by the contractor?

Contractors incur expenses related to the management and execution of the scope of work.

6. We will more than likely need subcontractors for various items (i.e. signage, equipment, printing, etc.), but until we know the regions that the events will be held, there is really no way to identify them now. Can we just put in generic line items and then give more specificity when we know more?

Printing, signage, equipment (needs prior agency approval) should be quoted under Direct Costs (other than Labor) / other Equipment and Supplies (Itemized).

7. Does the contractor have to pay for venue or does LCI do that?

The contractor is responsible for securing and paying for event space and associated costs (A/V, parking, etc)

8. What portions of the project are expected to be completed remotely versus onsite?

All planning and coordination meetings leading up to each of the convenings can be done remotely. Most of the convenings will occur in person, which typically requires the attendance of 1-2 contractor staff. There is a possibility that 1-2 convenings will be remote.

9. What portions of the project are expected to be completed remotely versus onsite?

All planning and coordination meetings leading up to each of the convenings can be done remotely. Most of the convenings will occur in person which typically requires the attendance of 1-2 contractor staff. There is a possibility that 1-2 convenings will be remote.

4/29/2026

10. For planning, coordination, outreach, agenda development, materials preparation, and post-event synthesis, can these tasks be performed fully remotely?

Yes. All planning and coordination meetings leading up to each of the convenings can be done remotely.

11. Will regular check-in meetings with LCI, SGC, and project partners be held virtually, in person, or a mix of both?

Yes. All planning and coordination meetings done remotely.

12. If in-person coordination meetings are required, approximately how often should the contractor expect to attend meetings at the LCI Sacramento office?

None. All planning and coordination meetings done remotely.

13. Will the contractor be required to attend all nine regional convenings in person, or will some convenings allow for remote support depending on the event format?

Most of the convenings will occur in person which typically requires the attendance of 1-2 contractor staff. There is a possibility that 1-2 convenings will be remote.

14.

For hybrid, virtual, or livestreamed events, will remote production support be acceptable, or is onsite presence required for AV/vendor coordination?

Most of the convenings will occur in person which typically requires the attendance of 1-2 contractor staff. There is a possibility that 1-2 convenings will be remote. Convenings have not historically been hosted in a hybrid format but in-person events require the attendance of 1-2 contractor staff.

15. Does LCI have a preferred remote collaboration platform for meetings, file sharing, document review, and version control?

Yes. Historically, sharepoint or google drive have been used for remote collaboration.

External project management tools can also be considered.

16. Will the contractor be given access to State systems, shared drives, document repositories, or project management tools while working remotely?

Yes. Historically, sharepoint or google drive have been used for remote collaboration.

External project management tools can also be considered.

17. Since services are listed as occurring during LCI business hours, 8:00 AM to 5:00 PM PST, Monday through Friday, are contractors expected to be available during that full window, or only for scheduled meetings and project deadlines?

Only for scheduling meetings and project deadlines. There is potential for event planning activities to our occur outside of typical working hours. For example, event set-up may occur occasionally earlier than 8:00am.

18. For travel to regional convenings, will time spent traveling be considered billable project time, or only reimbursable as approved travel expenses?

The contractor may include travel expense estimates in the proposed budget for reimbursement through the invoicing process.

4/29/2026

19. For budgeting purposes, can LCI clarify the anticipated balance between remote work, Sacramento-based onsite work, and travel to regional convening locations?

All planning and coordination meetings leading up to each of the convenings can be done remotely. Most of the convenings will occur in person, which typically requires the attendance of 1-2 contractor staff. There is a possibility that 1-2 convenings will be remote.

20. Is DVBE participation mandatory? No. LCI is soliciting to certified Small Businesses only.

21. I am checking in to confirm whether the response should follow the format of the Best Value Scoring Criteria or if those criteria will be applied to just the cost sheet and resumes submitted along with attachments. In other words, I want to be clear about whether we are submitting anything outside of the attachments.

The evaluation for this RFQ will follow the Best Value method, meaning proposals will be assessed not only on cost but also on the overall value they offer to the State based on critical project factors. Proposers must provide supporting documentation that demonstrates their understanding of the scope, clarity of approach, and ability to meet project goals. This includes evidence of a well-organized proposal, a feasible and detailed methodology, and a clear work plan aligned with the project’s objectives, timeline, and coordination needs.

In addition, proposers must justify how their qualifications, team experience, and technical capabilities meet the listed criteria, including facilitation expertise, event management, vendor coordination, strategic communications, design, budget management, and proficiency with digital tools that support ADA-compliant deliverables. A detailed and reasonable cost proposal is required, showing alignment between the budget, deliverables, and the overall work plan while adhering to the $249,999.99 cap. Supporting documentation should clearly demonstrate that the proposed schedule, budget allocation, and methods for tracking progress are both practical and effective in meeting the State’s objectives.