Project Information

Bid Title

[CP] Event Management

Issuing Agency

County of San Mateo

Location

California

Published Date

Jun 3, 2026

Closing Date

Jun 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: [CP] Event Management

Addenda: 0

Release Date: 6/3/2026

Due Date: 6/29/2026

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[CP] Event Management

Request for Proposals

Sustainability

96234

Release Date: Wednesday, June 3, 2026

· Due Date: Monday, June 29, 2026 11:55pm

Posted Wednesday, June 3, 2026 3:00pm

All dates & times in Pacific Time

Draft Response Events RSVP No Bid26 days, 5 hours, 26 minutes

Post Information

Posted At:Wed, Jun 3, 2026 3:00 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The County of San Mateo, CA is seeking the services of a professional event planning company to support the planning and hosting of public-facing and stakeholder-focused events to increase participation in sustainability programs and activities.

Background

The County of San Mateo, CA is seeking the services of a professional event planning company to support the planning and hosting of public-facing and stakeholder-focused events to increase participation in sustainability programs and activities related to waste, carbon pollution, climate resilience, and schools and youth programs hosted by the County and/or other partners. The selected vendor will be responsible for supporting the County in delivering polished, well-organized, and accessible events that aim to educate and engage the public, build relationships, and encourage attendees to take advantage of publicly funded programs and resources.

The vendor will work with the County and its partners to attract diverse audiences. Different events may attract different audiences, including public agency staff, real estate professionals, trades people, small businesses owners, educators, homeowners, and apartment owners, as well as the general community, to events that may include, but are not limited to:

• Summits, retreats, and networking events
• Cooking classes or demonstrations
• Trainings for professional audiences
• Workshops to promote programs
• Focus groups or forums
• Open houses, home tours
• Listening sessions
• Pop-up outreach events
• Community meetings, fairs and festivals
• Town halls
• Neighborhood meetings
• Ribbon cuttings and grand openings
• Youth events

A successful proposal will demonstrate the following capabilities:

• Experience in planning and executing events.
• Strong project management skills, including the ability to manage multiple activities and vendors simultaneously and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to work effectively with County staff, vendors, and community stakeholders.
• Proficiency in using event management software and tools, including online registration platforms and marketing automation tools.
• Commitment to diversity, equity, and inclusion, with a focus on creating accessible and inclusive events for all community members.

The County anticipates establishing a five-year on-call contract with the selected vendor with a not-to-exceed amount. The County will create task orders with the vendor to work on individual events during the contract period.

Timeline

RFP Released:

June 3, 2026

Pre-Proposal Meeting (Non-Mandatory):

June 3, 2026, 12:00am

There will be no pre-proposal meeting

Deadline for Questions and Comments:

June 16, 2026, 3:00pm

Deadline for Contract Exceptions:

June 19, 2026, 12:00am

Proposal Due Date and Time:

June 29, 2026, 11:55pm

Interviews (tentative):

July 14, 2026

Anticipated Contract Award Date:

July 17, 2026

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers

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