Request for Quotes
2005 Benefits Fair Coordination

The City of San Jose requests quotes for consultant and coordinating services for its 2005 Benefits Fair for employees. This event would be one in which the selected vendor would manage and coordinate the annual benefits fair, which occurs as a kick-off to the open enrollment period at the end of October/ beginning of November.

Interested vendors should review the attached Scope of Services and then respond by entering the information requested in the Request for Quotes document.

All proposals must be received no later than 5:00 p.m. PDT on Wednesday August 3, 2005. Three (3) hard copies of the written proposals must be mailed or hand-delivered to the Benefits Fair Coordinator:

Employee Services
Attn. Rhonda Schmidt, Benefits Analyst
City of San Jose
200 East Santa Clara St.
San Jose, CA 95113

An electronic version of the proposal should be sent by e-mail to Rhonda Schmidt at rhonda.schmidt@sanjoseca.gov no later than 5:00 p.m. PDT on Wednesday, August 3, 2005. Any proposals submitted after the designated deadline and/or not meeting the minimum requirements specified in the Evaluation Criteria of this document will be deemed non-responsive and will not be considered further.

All RFQ-related communication with the City prior to the award of an agreement must be through Rhonda Schmidt ONLY, and must be in writing by e-mail, personal delivery or U.S. mail. Proposers who do not meet these communication guidelines may forfeit consideration to their RFQ submittal.

The City of San José is subject to the California Public Records Act, California Government Code Section 6250 et seq. Upon award of an agreement, this proposal will be deemed a public record subject to disclosure under the Act.

The City reserves the right to reject any or all proposals.

The quotes will be evaluated based on the following two criteria:

• Experience—A vendor will be considered only if the vendor has a proven capacity to accommodate the City’s volume and administration needs. In part, the vendor must demonstrate the following:
• Experience managing a fair with 20 or more exhibitors and approximately 2,000 or more employees passing through within a 3 hour timeframe.
• Experience providing consulting services in planning, organizing and administering a fair.
• Experience managing correspondence and marketing for the fair to include confirming letters and assistance with flyers and posters.
• Experience being responsible for all event logistics, including event planning and layout, coordination of equipment, and set-up for all support functions including food, entertainment and demonstrations; and for ensuring that the fair is conducted in a professional manner.
• Experience providing management reporting, evaluation of the fair and recommendations regarding future fairs.

• Price—The City could choose the lowest responsible price quote, assuming the vendor proves its ability to meet the above Capacity criterion.

It is the policy of the City of San Jose to encourage local and small business activity. Effective June 18, 2004, the City adopted Ordinance 27136, which established a Local and Small Business Preference Policy for the procurement of supplies, materials, equipment, general services and consulting services. In order for your company to be eligible for local and/or small business preference, you must complete Attachment 3, "Contracting Preference for Local and Small Businesses" form. If you fail to complete this form and submit it with your proposal, your company will be denied consideration for local/small business preference. This information cannot be submitted later.

The following is the selection process schedule:

• Proposals must be submitted by Wednesday, August 3, 2005.
• Proposals will be reviewed and rated by Monday, August 15, 2005.
• Proposers will be notified of the selection by Monday, August 15, 2005.
• An agreement should be approved between the City and the selected vendor by Friday, August 19, 2005.

Initial meeting and preparations for the fair will begin in August after the agreement has been finalized.

RFQ FILES AVAILABLE FOR DOWNLOAD

Scope of Services - in Adobe PDF format (file size 7.1 kb)
Request for Quotation - in MS Word format (file size 50.5 kb)
Attachment 1 - in Adobe PDF format (file size 11.3 kb)
Attachment 2 - in Adobe PDF format (file size 8.5 kb)
Attachment 3 - in MS Word format (file size 47.0 kb)

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