RFP Secondary #CV25-107 - California Service Corps Swearing In Ceremony

The State of California is seeking a qualified contractor with demonstrated event planning and execution experience to organize and manage a high-profile Swearing-in Ceremony for California Service Corps members, with the primary location in Sacramento and satellite participation across the state. The event is anticipated to host approximately 600 in-person attendees in early October, including state government officials and service members, with at least three virtual satellite locations statewide to accommodate remote participation. The contractor's primary responsibilities include comprehensive event planning and execution, procuring cost-effective transportation for approximately 300 service members from the greater Sacramento region to and from the event venue, coordinating the in-person ceremony for Sacramento-based attendees, and facilitating virtual participation for members from other regions. The event is expected to span five to six hours with all attendees remaining on-site throughout the duration, and provisions for food and beverages are permitted. The proposal submission deadline is April 17, 2026, with the RFP posted on March 11, 2026, and an addendum issued on March 16, 2026 clarifying food and beverage allowances. Contractors should possess significant experience in managing large-scale, multi-location events and demonstrate capability in logistics coordination and virtual event integration.

This procurement requires a minimum of three percent participation by a Disabled Veteran Business-Owned Enterprise (DVBE) and a minimum of twenty-five percent participation by a Small Business, with both designations mandatory for proposal submission. No incumbent vendors or existing contractors are identified in the solicitation materials. The award amount is up to $2,500,000, providing substantial funding for comprehensive event planning, vendor coordination, transportation logistics, facilities management, catering, technology infrastructure for satellite locations, and associated operational expenses. Prospective bidders must carefully review all attachments and notice documents, particularly regarding compliance with the DVBE and Small Business participation requirements, to ensure proposal eligibility and competitiveness.