Event Planning and Management Services

Opportunity Home San Antonio (formerly the Housing Authority of the City of San Antonio, Texas) has issued Request for Quotes (RFQ) 2602-5648 for comprehensive event planning and management services. The procurement covers pre-event planning, vendor management, logistics coordination, and on-site event management for events ranging from 0 to 500+ anticipated attendees. Contractors must provide project-based fixed fees for six event size categories (0-50, 51-100, 101-200, 201-300, 301-400, and 401-500+ attendees) and hourly rates for planning team members. Required deliverables include initial consultations, event concept development and timeline creation, vendor identification and evaluation, logistics coordination, on-site setup and execution, and post-event evaluation reports. Contractors must maintain a local office in San Antonio with demonstrated understanding of the local community and established relationships. The RFQ was issued on January 30, 2026, with a closing deadline of February 20, 2026, at 2:00 p.m. CST, and written questions must be submitted through the Bonfire E-Procurement portal at least eight days prior to the closing deadline. Award will be made to the responsive and responsible contractor offering the best value based on 100 evaluation points distributed across Qualifications and Experience (20 points), Proposed Staff Qualifications (20 points), Quality Assurance Plan (15 points), Price Proposal (40 points), and Strength of SWMBE Utilization Statement (5 points).

The contract includes Section 3 compliance requirements with benchmarks of 25 percent of total labor hours for Section 3 workers and 5 percent for Targeted Section 3 workers, or demonstration of good faith efforts if benchmarks cannot be met. Contractors must submit a SWMBE Utilization Statement detailing subcontracting efforts with small, women, and minority-owned business enterprises. All insurance requirements must be maintained, including Professional Liability ($1,000,000), Business Automobile Liability ($500,000), Workers Compensation (statutory with $500,000 employer's liability), and Commercial General Liability ($1,000,000 per accident, $2,000,000 aggregate). All fees must be all-inclusive of related costs including wages, benefits, travel, overhead, profit, licensing, and insurance, and bidders must hold prices for a minimum of 90 days. The contract will be issued as a Purchase Order or executed contract with a standard term and 30-day net payment terms. HUD mandatory contract clauses apply, and contractors must comply with all federal, state, and local regulations including the Fair Labor Standards Act, Davis-Bacon Act where applicable, and non-boycott of Israel provisions. No specific budget range or award value was disclosed in the procurement documentation.