RFP- Wasatch Back Wildfire Summit

Summit County, Utah's Lands & Natural Resources Department is soliciting proposals from conference and event management firms to plan and run the inaugural Wasatch Back Wildfire Summit, scheduled for May 17-18, 2027, in Park City, Utah, with questions due November 6, 2026 and proposals due November 16, 2026 at 5:00 p.m. Summit County-based and veteran-owned companies each earn 5 bonus evaluation points, which are scoring bonuses rather than eligibility restrictions.

Scope covers speaker recruitment and program development, marketing and communications, event logistics and administration, volunteer and stakeholder coordination, conference merchandise and materials procurement, day-of event management, and post-conference reporting. Required deliverables include a project work plan, monthly progress reports, updated speaker and program schedules, marketing and communications plans, volunteer coordination plans, conference operations plans, day-of event management services, and a post-conference summary report. Firms must demonstrate experience planning conferences with 150+ attendees, speaker recruitment and program coordination, marketing and social media management, volunteer coordination, and project management and budgeting. Preference goes to firms familiar with natural resources, emergency management, or wildfire-related conferences. The County anticipates 100-200 attendees at the event at the Summit County PEAK Building. The selected proposer must carry general liability, automobile, and workers' compensation insurance and execute a written agreement compliant with state and federal law.

Evaluation weights are relevant experience (30%), project approach and understanding (30%), qualifications of key personnel (20%), fee proposal (15%), and references (5%).

Services run from contract execution through post-event deliverables. The County may extend the contract or cancel it with 30 days' written notice. Award is targeted for November 20, 2026, with a project kickoff meeting in the first week of December 2026.