Event Coordination & Planning Services

The City of Palo Alto is seeking a Special Events Coordinator through RFP #RFP195235 to plan and execute its largest annual employee engagement event over a three-year contract term. The procurement, issued by the Human Resources Department, requires a vendor capable of comprehensive event planning for 500-600 staff members, including venue selection, vendor coordination, event design, rentals management, setup and breakdown, lunch provision, and staff appreciation gifts. Proposers must submit both technical and cost proposals by October 21, 2025, before 3:00 pm, with the project initially released on September 29, 2025. The evaluation process will occur in two phases, with the second phase scoring proposers on four equally weighted (25% each) criteria: planning and organization, creativity and vision, communication and responsiveness, and vendor and venue coordination. Proposers must demonstrate financial stability through audited financial statements, reviewed financial statements, or a letter of good standing from a financial institution. The contract will be structured as a Fixed Fee arrangement with a maximum "not to exceed" fee to be determined and negotiated with the City.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly stated in the documents. The opportunity appears open to qualified event planning firms with proven industry experience. While no incumbent vendors were mentioned, the contract includes comprehensive insurance requirements mandating coverage types such as Worker's Compensation, Employer's Liability, General Liability, Automobile Liability, and Professional Liability, with specific minimum coverage limits. Insurance policies must name the City of Palo Alto as an additional insured, and insurance companies must have an AM Best's Key Rating of A-:VII or higher and be licensed to transact insurance business in California. The costing sheet suggests a three-year contract with annual pricing considerations, though specific budget ranges were not disclosed in the provided documents. Proposers will be required to use the provided Excel spreadsheet to submit cost information, indicating a structured approach to financial proposal submission.