RFP-25-002: 50th Anniversary Event Producer

The California Arts Council (CAC) is seeking an event producer for its 50th Anniversary Awards Ceremony through RFP-25-002, targeting businesses registered in California, including Small Businesses and nonprofit organizations with 501(c)(3) status. The event will be held in Sacramento in April 2026, accommodating up to 700 attendees and lasting 3.5 hours, with the primary objective of recognizing the impact and legacy of the Council's founding members, California artists, arts leaders, and organizations. Key deliverables include developing an event production timeline, creating a master plan, managing fiscal intermediary services, developing vendor lists, producing a run-of-show script, handling event invitations and RSVPs, collaborating with a publicist, overseeing event documentation, creating an in-memoriam video, managing event day production, and preparing a post-event summary report. The evaluation process will consist of three phases: Administrative (pass/fail), Technical (80 possible points), and Cost (20 possible points), with bidders assessed on proposal quality, past work experience, resource allocation, and overall presentation. Proposals must be submitted electronically by October 9, 2025, by 6 PM, with an anticipated contract award on October 23, 2025, and contract commencement around October 30, 2025.

The RFP is exempt from Disabled Veteran Business Enterprise (DVBE) requirements, though Small Business preference is available but not mandatory. Potential bidders must submit comprehensive documentation, including a project narrative, team descriptions, work examples, cost proposal worksheet, references, team member resumes, business certifications, liability insurance coverage, and various state-required forms such as the Darfur Contracting Act Certification and Commercially Useful Function (CUF) evaluation. The contract term runs from October 2025 to December 2026, with the contractor eligible to request up to 25% of the contract award amount as an advance, with remaining expenses reimbursed after approved deliverables. The total budget for the project is capped at $90,000, and bidders must demonstrate technical ability, cultural competence, and alignment with equity and human-centered approaches. Additional requirements include compliance with confidentiality protocols, workers' compensation certification, and potential disclosure of Generative AI usage in contract fulfillment.