RFP-CSF-26-1095 - Press and Community Outreach Mgmt

The California Exposition & State Fair is requesting proposals for Press and Community Outreach Management services under RFP-CSF-26-1095, with proposals due September 23, 2026 at 4:00 p.m. Small Business and Disabled Veteran Business Enterprise (DVBE) companies are encouraged to bid; subcontracting is prohibited.

The contractor will provide comprehensive marketing, press, and community relations support for Cal Expo and the annual California State Fair throughout a three-year term running January 1, 2027 through December 31, 2029. Key responsibilities include coordinating community outreach events, serving as primary media spokesperson, managing crisis communications, organizing media day and opening day events, coordinating ticket giveaways, and developing marketing partnerships with local publications. The 2027 State Fair runs September 17 through October 3. Place of performance is 1600 Exposition Boulevard, Sacramento, California 95815.

Minimum qualifications require at least three years of state or county fair or local festival experience in marketing and press outreach within the last five years, demonstrated ability to manage multiple events simultaneously, and relevant coordination and budgetary skills. Required skills include proficiency with high-profile public events and crisis management, ability to coordinate volunteers and stakeholders, excellent interpersonal abilities, and strong timeline management capabilities.

The financial proposal carries 30 of 100 total evaluation points. Proposers must provide an annual price quote for all services over the three-year term; Cal Expo reserves the right to reject proposals that do not meet budget requirements. The contract includes standard California state terms and conditions, ADA compliance requirements, Megan's Law background checks, and comprehensive indemnification provisions. Questions were due September 14, 2026 at 5:00 p.m., with answers provided by September 17, 2026. Cal Expo Scoring Committee will review proposals on September 25, 2026, with an intent to award date of September 30, 2026.