Request for Quote (RFQ) SPPD25027

The Governor's Office of Land Use and Climate Innovation (LCI) in partnership with the California Strategic Growth Council (SGC) has issued a Request for Quote (RFQ SPPD25027) for event planning and project management services to support nine regional Catalyst Convenings scheduled across California between 2027 and Spring 2028. The selected contractor will be responsible for comprehensive event planning and project management, outreach and engagement activities, on-site day-of support including audio/visual services, development and synthesis of meeting materials and notes, production of signage and branded materials, coordination with speakers and key stakeholders, and final reporting. Each convening is expected to host 100 to 150 participants and will connect local and regional government partners with state agencies, tools, and resources to advance equitable climate, energy, and land-use priorities. The contractor must secure all event space and associated costs, including audio/visual services, parking, equipment rental, furnishings, printing, and signage, with planning and coordination meetings conducted remotely and most convenings requiring in-person attendance by one to two contractor staff members. Evaluation will follow a best value methodology assessing proposals on cost, demonstrated understanding of scope and approach, proposer and team experience with multi-partner convening facilitation and large-scale event management, relevant state and local partner relationships, detailed work plans, methodology feasibility, cost proposal justification, and budget reasonableness. The solicitation is open until May 15, 2026, at 3:00 PM Pacific Standard Time, with two addenda issued: Addendum 1 on April 27, 2026, updating best value scoring criteria, and Addendum 2 on May 8, 2026, providing a Questions and Answers document. The contract term begins January 3, 2027, and continues through June 30, 2028, with an option for LCI to extend one additional year without additional funding.

This procurement is restricted exclusively to active and certified small business contractors, with Disabled Veteran Business Enterprise (DVBE) participation encouraged but not mandatory. Bidders must submit all required documentation including a proposed agreement and scope of work, conflict of interest and confidentiality statement, contractor cost worksheet, payee data record, bidder declaration, Darfur Contracting Act certification, DVBE declarations, contractor certification clauses, and a resume or curriculum vitae. Contractors must also disclose any intended use of Generative Artificial Intelligence as a deliverable or to complete deliverables that materially impact state system functionality, and must certify they are not targets of economic sanctions related to Russia's actions in Ukraine per Executive Order N-6-22. Additional requirements include compliance with ADA-compliant digital tools and California Civil Rights Act documentation if the contract exceeds $100,000. The maximum contract value is $249,999.99, with budget breakdowns and supporting documentation required for monthly or quarterly invoicing submitted in arrears, and previous regional Catalyst Convenings have operated within budget ranges of $140,000 to $200,000 per contract. All work products, including drafts and completed materials, become the property of LCI upon creation, and budget modifications within ten percent or $10,000 may be approved without formal amendment.