RFP-25-006 Professional Registered Parliamentarian (PRP) Services

The California Arts Council (CAC) issued Request for Proposal RFP-25-006 on March 13, 2026, seeking a Professional Registered Parliamentarian (PRP) to provide on-call advisory and procedural consulting services supporting the Council's governance and compliance with Robert's Rules of Order. The solicitation is open to California-based independent contractors, individuals, sole proprietors, partnerships, California Certified Small Businesses, Disabled Veteran Business Enterprises, 501(c)(3) nonprofit organizations, private for-profit organizations, and entities with joint powers agreements. The primary scope of work includes pre-meeting consultation for up to eight scheduled Council meetings occurring between April 20, 2026, and December 11, 2026, with one additional meeting scheduled for 2027 with dates to be determined; attendance and live support at up to three Council meetings; and on-call support between meetings for procedural questions and governance issues. The contractor must hold Professional Registered Parliamentarian credentials through either the National Association of Parliamentarians (NAP) or be a Certified Professional Parliamentarian from the American Institute of Parliamentarians (AIP), demonstrate expertise in Robert's Rules of Order and the Bagley-Keene Open Meeting Act, possess experience serving as a parliamentarian for public bodies or commissions, and maintain current equipment, technology, and internet connectivity to provide remote services. The evaluation process follows a two-phase approach: Phase One confirms administrative responsiveness and compliance with RFP requirements, and Phase Two awards to the responsive and responsible bidder with the lowest cost. Written questions were due by March 20, 2026, at 12:00 PM with answers posted by March 23, 2026, and proposals are due by March 27, 2026, at 5:00 PM to Procurement@arts.ca.gov; the Notice of Intent to Award is scheduled for March 30, 2026, with a protest period from April 1-7, 2026, and anticipated contract award and execution on or about April 8, 2026.

The solicitation does not include a mandatory small business participation requirement; however, California Certified Small Businesses may claim a 5 percent preference, and non-small businesses may claim preference with 25 percent certified small business subcontractor participation, while Disabled Veteran Business Enterprise (DVBE) participation is optional and eligible for incentive points based on confirmed participation levels ranging from 1 percent to 5 percent. All contractors must meet mandatory business requirements including California registration, valid business licenses, proof of liability insurance naming CAC as an additional insured, workers' compensation certification or exemption documentation, compliance with tax delinquency prohibitions, and completion of required certifications addressing nondiscrimination, drug-free workplace standards, conflict of interest restrictions, and Americans with Disabilities Act compliance. Travel expenses are the responsibility of the contractor and must be included in the bid amount; reimbursement follows California state travel rates. The RFP does not specify an award value or budget range, requiring bidders to submit their own cost proposals using the Cost Proposal Worksheet in Excel format, with all pricing including hourly rates for consulting and advisory services, meeting rates, on-call support rates, and itemized travel costs. CAC reserves the right to retain up to 10 percent of all payments until satisfactory completion of contract deliverables, and contractors providing services valued at $5,000 or more will receive a performance evaluation within 60 days of contract completion using form STD 4, with unsatisfactory evaluations reported to the Department of General Services Office of Legal Services.