Security Awareness Day

Fairfax County, Virginia is issuing Request for Proposal 2000004324 for Security Awareness Day Planning and Execution services through competitive negotiation. The County seeks a qualified contractor to plan and execute an annual one-day cybersecurity awareness event held in October during Cybersecurity Awareness Month, with delivery available onsite, virtually, or in hybrid format. The scope of work includes agenda development, securing keynote and breakout session speakers, coordinating 5-10 vendor and exhibitor participants, arranging comprehensive catering (breakfast, boxed lunches, and an invitation-only AISC luncheon), managing audio/visual support, designing promotional materials and signage, procuring speaker gifts and event merchandise (approximately 300 event t-shirts and 20 business casual dress shirts), and providing on-site support staff with post-event analysis. The event historically attracts over 300 County employees and requires detailed cost proposals itemizing labor, overhead, materials, catering, and all associated expenses. Evaluation criteria consist of firm qualifications and personnel experience (25 points), detailed response to the statement of need and virtual conference capabilities (45 points), preliminary work plan detail (10 points), and reasonableness of cost proposals (20 points). Proposals must be submitted electronically through the Bonfire portal by April 27, 2026, at 2:00 p.m. Eastern Time, with the deadline for submitting questions set for April 13, 2026, at 4:30 p.m. Eastern Time. The contract term is three years from the date of award, structured as a firm-fixed price agreement for the first 365 days with potential price adjustments in subsequent years limited to five percent based on the Consumer Price Index All Items or other relevant indices.

Fairfax County does not restrict bidding to any specific set-aside designations or disadvantaged enterprise categories; however, offerors may voluntarily self-identify their business classification as micro, small, large, or non-profit organizations, with optional designations for minority-owned, women-owned, service-disabled veteran-owned, or employment services organizations. All offerors must comply with mandatory contractual provisions including Virginia State Corporation Commission registration requirements, non-discrimination and equal employment opportunity requirements, drug-free workplace compliance, Immigration Reform and Control Act authorization, and must maintain professional liability insurance of $1,000,000 per claim, commercial general liability insurance of $1,000,000 per occurrence/$2,000,000 aggregate, workers' compensation insurance of $1,000,000, and automobile liability insurance of $1,000,000, with the County named as additional insured on all liability policies. No incumbent vendors or current contractors are identified in the solicitation documents. The RFP does not specify an exact budget ceiling or award value; instead, pricing is submitted as a firm-fixed price proposal by each bidder using the standardized cost proposal template provided in Exhibit A, which organizes costs into four primary categories: Agenda Development and Advanced Planning, Support/Logistics and Materials, Event Conclusion Tasks, and Other Miscellaneous Costs. The County reserves the right to make multiple awards and will conduct reference checks during negotiations, with contractor obligations to make payments during subsequent fiscal years dependent upon appropriations by the Board of Supervisors.