RFP-CSF-23-1215 Press and Community Outreach Management

The California Exposition & State Fair (Cal Expo) has issued a Request for Proposal (RFP-CSF-23-1215) for Press and Community Outreach Management services covering the 2024 California State Fair, which will be held from July 12 through July 28 at Cal Expo in Sacramento. The procurement seeks a contractor/consultant with expertise in community outreach, marketing, press, and community relations disciplines to provide comprehensive support for the annual state fair. Key deliverables include coordinating and attending community events, planning pre-events and awards programs, developing crisis management strategies, and organizing media and opening day activities. The proposal must demonstrate highly developed communication skills and meet minimum qualifications outlined in the RFP. The contract is set to commence on January 1, 2024, or upon contract approval, with a term through September 30, 2024, and potential options for two additional one-year extensions. Proposals are due by November 30, 2024, and will be evaluated based on a scoring system that assesses the quality and comprehensiveness of the proposed approach, with the award going to the highest-scored responsible proposal.

The RFP explicitly encourages participation from Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies, indicating a commitment to supporting diverse business participation. The procurement includes a Small Business Preference program, which may provide advantages to qualifying small businesses during the evaluation process. While specific budget ranges are not explicitly detailed in the provided documentation, the comprehensive scope of work suggests a substantial contract value commensurate with the complex community outreach and management responsibilities. Proposers will be required to complete a cost sheet as part of their submission, which will be factored into the overall evaluation. The RFP provides detailed information on proposal submission requirements, evaluation criteria, and award protest procedures, demonstrating a structured and transparent procurement process designed to select the most qualified and capable vendor for managing press and community outreach for the California State Fair.