EDUC1_Meeting Planning

The California Institute for Regenerative Medicine (CIRM) is issuing Request for Proposal 26CM000413 to procure comprehensive meeting planning and logistics services for the EDUC1 Program. CIRM seeks qualified organizations to provide end-to-end planning, coordination, and execution of CIRM-sponsored program meetings and conferences through an umbrella master services agreement with event-specific Scopes of Work to follow. The procurement encompasses full-service meeting planning capabilities including venue selection and negotiation, hotel block management, food and beverage coordination, speaker logistics, website and registration support, attendee management, audiovisual and information technology coordination, on-site event operations, and post-meeting evaluation and financial reporting. Qualified proposers must demonstrate a successful track record hosting comparable meetings or events involving complex external coordination, experience managing multi-stakeholder convenings, identified lead and backup personnel with proven event management experience, the ability to execute California-based events, and sufficient staffing capacity to manage concurrent timelines. Proposals are due June 18, 2026, at 5:00 PM (PT), submitted via email to businessservices@cirm.ca.gov, with an anticipated award date of August 5, 2026. The initial contract term will be one year from full execution with potential renewal at CIRM's discretion. Proposers must submit organizational qualifications (4 pages), proposed approach and workplan (2 pages), key personnel and resources information, representative event timelines, cost proposals using a clear pricing model appropriate for multiple events (such as menu of services, per-event fixed fees, or hourly rates), sample comparable projects with at least two client references, Good Standing Certification, Public Release Notice signature, and completed Payee Data Record (STD 204).

The procurement requires compliance with California's Small Business and Disabled Veteran Business Enterprise participation requirements, though no specific set-asides or restrictions limiting eligible bidder types are identified. No incumbent vendors or existing contractors are noted in the procurement documents. Individual event budgets shall not exceed $500,000, with a total annual cost cap of $2,000,000 per fiscal year, as detailed in the Budget and Payment Provisions exhibit. Payment terms are structured on a NET 45-day basis in accordance with California Government Code Chapter 4.5, Section 927. Contractors must maintain mandatory insurance coverage including Commercial General Liability of at least $1,000,000 per occurrence and Professional Liability of $1,000,000 per occurrence with $2,000,000 aggregate where applicable. All contractors are classified as independent contractors and must comply with CIRM's General Terms and Conditions, including indemnification obligations, intellectual property assignment to CIRM, maintenance of records for a minimum of five years subject to state audit, conflict of interest provisions, nondiscrimination requirements under California Fair Employment and Housing Act, and confidentiality requirements regarding CIRM proprietary information.