Pasadena Walktober 2026 Event Planning and Management

The City of Pasadena is requesting proposals from qualified consultants to plan, coordinate, promote, and implement Walktober 2026, an annual month-long walking program held in October, with proposals due July 23, 2026 at 12:00 p.m. and questions due July 9, 2026 at 12:00 p.m.

The scope includes project management with kick-off meeting and schedule; coordination of approximately ten community walking events with anticipated attendance of 40–70 people per event (including National Walk & Roll to School Day, city council-themed walks, nature-focused walks, and community mobility walks); development of publicity and marketing materials including promotional posters, postcards, digital graphics, and website listings; and preparation of a final report with survey results and lessons learned. Proposers must demonstrate a minimum of five years of experience providing similar event planning and management services and submit five examples of relevant projects on the required experience form.

Evaluation weights are proposed solution (20 percent), experience and references (30 percent), project management and implementation plan (15 percent), and cost proposal using a ratio method with lowest-cost preference (25 percent). The City will award 5 points for local Pasadena business certification and 5 points for small or micro-business certification.

The contract runs September 1, 2026 through December 18, 2026, with no renewal options. Pricing must be submitted as lump-sum line items for project management, community engagement events, publicity and marketing materials, and final report and survey. Contractors are responsible for all costs including travel, lodging, and incidentals not separately reimbursed. If the contract exceeds $25,000, the awardee must comply with the Pasadena Living Wage Ordinance. Electronic submission through the City's eProcurement Portal is mandatory. Bidders must obtain a Unique Entity Identifier from SAM.gov and submit a Disclosure of Lobbying Activities form and Federal Required Certification (44 C.F.R. Part 18) with their proposals.