Consultant to Plan and Conduct Community Events During Walktober 2023

The City of Pasadena Transportation Department is seeking a qualified consultant to plan and conduct public community events during Walktober 2023, a month-long initiative featuring engaging community walks for residents of all ages and abilities. The project requires developing approximately ten public walking events, including the national Walk & Bike to School Day on October 4th and district-specific walking tours with City Councilmembers highlighting local landmarks. Key deliverables include creating promotional materials, developing a Walktober 2023 webpage, and submitting a comprehensive final report summarizing event outcomes and improvement recommendations. Proposers must have a minimum of five years of experience in similar service delivery. The solicitation was released on July 31, 2023, with questions due by August 3, 2023, and proposal submissions required by August 10, 2023. The contract will commence upon purchase order issuance and conclude on December 31, 2023. Proposals will be evaluated using a 100-point system: proposed solution (20 points), project experience (30 points), company staffing (15 points), cost proposal (25 points), with additional points for local Pasadena businesses (5 points) and small/micro-businesses (5 points).

The procurement appears to have preferences for local Pasadena businesses and small/micro-businesses, with 10 total points allocated to these categories in the evaluation criteria. The contract opportunity includes several administrative requirements, such as completing a Unique Entity Identifier (UEI) form, submitting a Disclosure of Lobbying Activities form, and providing workforce demographic information through optional AA forms. Potential bidders must complete an Equal Opportunity Employment & Non-segregation Affidavit, demonstrating commitment to non-discriminatory hiring practices. While specific budget details are not explicitly stated, the solicitation indicates the contract value will be within the Transportation Director's authority to award, suggesting a moderate-sized municipal contract. The project includes additional administrative documentation, such as a Relevant Experience Form requiring bidders to document five previous projects demonstrating capability in community event planning. The contract appears to be funded directly by the City of Pasadena, with no indication of external funding sources or incumbent vendors.