Event Planning and Management Services

Opportunity Home San Antonio, formerly the Housing Authority of the City of San Antonio, is seeking an independent contractor for comprehensive event planning and management services supporting its assisted housing communities. The Request for Quotes (RFQ) solicits services that encompass pre-event planning, vendor management, logistics, operations, and on-site event management for events ranging from 0 to 500+ anticipated attendees. Evaluation criteria will be applied across five key areas: Qualifications and Experience (20 points), Proposed Staff Qualifications (20 points), Quality Assurance Plan (15 points), Price Proposal (40 points), and Strength of the Contractor's SWMBE Utilization Statement (5 points), totaling 100 points. The solicitation was posted on December 19, 2025, with proposals due on January 14, 2025, at 2:00 PM CST, though Opportunity Home reserves the right to extend the deadline. Contractors must submit project-based fixed fees and hourly rates stratified by anticipated attendee counts, with all-inclusive pricing covering wages, benefits, travel, overhead, insurance, materials, supplies, and equipment.

The procurement includes specific compliance requirements, particularly around HUD guidelines, with mandates for Section 3 employment goals (25% Section 3 workers and 5% Targeted Section 3 workers based on labor hours) and professional services subcontracting goals of 3% with Section 3 Business Concerns. Respondents must submit proposals through the Bonfire E-Procurement portal and provide various certifications, including conflict of interest questionnaires, HUD forms, local business licensing, state licenses, and proof of insurance with specified coverage limits: Commercial General Liability of $1,000,000 per accident/$2,000,000 aggregate, Professional Liability of $1,000,000, Business Automobile Liability of $500,000, and Workers' Compensation at statutory limits. The contract may be issued as a purchase order or formal agreement, with Opportunity Home retaining termination rights with 30 days' written notice. Standard payment terms are net 30 days processed electronically, with contractors required to submit invoices within 60 days of service delivery. While a specific contract value is not explicitly stated, the comprehensive requirements suggest a substantial and potentially ongoing service engagement.