Conference and Event Planning Services

Request for Proposals (RFP)
for Consultant Services
Title: Conference and Event Planning Services
Bid No. LR 2605
RFP Issue Date: Tuesday, September 15, 2026
RFP submittal Deadline: Friday, October 23, 2026, 5:00 pm PST
Contract Administrator: Emily Lemei
Address: Northern California Power Agency
651 Commerce Drive
Roseville, CA 95678
Phone: (916) 781-4293
Email: emily.lemei@ncpa.com

REQUEST FOR PROPOSALS (RFP) LR2605
FOR CONSULTANT SERVICES
TITLE: Conference and Event Planning Services
Table of Contents
1. INTRODUCTION .................................................................................. 1
2. SCOPE OF SERVICES ........................................................................... 1
3. INSTRUCTIONS TO RESPONDENT .................................................... 3
4. TENTATIVE TIMELINE ......................................................................... 6
5. PROPOSAL FORMAT REQUIREMENTS .............................................. 7
6. CONTRACT TYPE AND METHOD OF PAYMENT ............................... 10
7. EVALUATION PROCESS ...................................................................... 11
ATTACHMENTS
A. RESPONDENT INFORMATION FORM ............................................. A-1
B. FORM CONSULTING SERVICES AGREEMENT ............................. B-1
Section 4. Insurance Requirements ........................................ B-3
Exhibit A - Scope of Services .................................................... B-13
Exhibit B - Compensation Schedule and Hourly Fees ........... B-14

1. INTRODUCTION
The Northern California Power Agency ("NCPA" or "Agency") is a joint powers agency, a
public entity established under California Government Code sections 6500 et seq. NCPA was
established in 1968 by a consortium of locally owned electric utilities to make joint
investments in energy resources that would ensure an affordable, reliable, and clean supply
of electricity for customers in its member communities. NCPA members include
municipalities, a rural electric cooperative, and other publicly owned entities for which the
not-for-profit agency provides such services as the generation, purchase, aggregation,
scheduling, and management of electrical energy. NCPA Members are: the Cities of
Alameda, Biggs, Gridley, Healdsburg, Lodi, Lompoc, Palo Alto, Redding, Roseville, Santa
Clara, Shasta Lake, and Ukiah, the Plumas-Sierra Rural Electric Cooperative, the Port of
Oakland, the San Francisco Bay Area Rapid Transit District, and the Truckee Donner Public
Utility District (individually referred to as "Member" or collectively as "Members"
hereafter).
Over the past five decades, NCPA has constructed and today operates and maintains a fleet
of power plants that provide electricity to more than 700,000 Californians. In addition to
operating and maintaining power plants, NCPA provides members a variety of power
management services, including scheduling resources into the California ISO markets. Most
relevant to this solicitation, NCPA also advocates in state and federal policy arenas on
behalf of members and assists members in meeting a number of statutory and regulatory
compliance obligations. As part of this advocacy function, NCPA hosts a number of policy-
focused conferences each year for its members and the statewide public power community.
2. SCOPE OF SERVICES
NCPA is soliciting proposals from an individual or a firm ("Consultant") to provide
conference and other event planning services for meetings and programs held throughout
the year for the next five years (2026-2031). Agency intends to execute enabling
agreement(s) with successful Respondent(s) to provide conference and event planning
services to NCPA and its Members on an as-needed basis.
In this role, the Consultant will:
* Manage event planning and onsite event management for five conferences per year.
* Attend conferences and travel both in and possibly out of state to preview venues
and support NCPA programs.
* Handle all logistics for an annual state legislative staff tour throughout Northern
California.
* Make arrangements for other NCPA member events throughout the year, as
needed.
* Provide innovative design assistance for events in various venues, including the
design of themed events and activities.
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* Identify potential venues for NCPA member events.
* Negotiate contracts with meeting venue representatives, subject to internal agency
review and approval.
* Serve as NCPA's point of contact for all hotel and other meeting venue
arrangements for NCPA meetings, including overseeing meeting room setups and
catering/menu arrangements, arranging for audio/visual equipment, and related
activities.
* Ensure adequate staffing support for on-site event management needs.
* Source event-related supplies and promotional materials, as needed.
* Oversee event registration, as needed.
* Report to the NCPA Assistant General Manager for Legislative and Regulatory
Affairs.
NCPA events this Consultant will support include, but are not limited to:
* NCPA Strategic Issues Conference-three-day program, including opening dinner,
one full day of formal presentations, reception, banquet, and Commission meeting.
This conference is held in January each year in Sacramento. Attendance is
approximately 100 people.
* Capitol Day-one-day grassroots lobbying event involving approximately 40 NCPA
member representatives. This conference is held at the end of January or early
February each year in Sacramento. Event planning responsibilities include arranging
meeting space for member briefings, meals, lodging, and other related activities.
* NCPA Federal Policy Conference-four-day program, including opening dinner event,
one full day of formal presentations, banquet, and other member events. This
conference is held in April each year in Washington, D.C. Attendance is
approximately 50 people.
* NCPA State and Federal Legislative Staff Tour-three-day tour to destinations
throughout Northern California including but not limited to NCPA member
communities and districts as well as generating facilities. Event planning
responsibilities include arranging transportation, lodging, meals, and other related
activities. This tour is held each year in July. Attendance is approximately 50 people.
* NCPA Annual Conference-three-day program, including a day and a half of formal
presentations, opening reception, and banquet dinner. This conference is held in
September at locations within Northern California. Attendance is approximately 250
people.
Agency intends to execute one or more agreements with successful Respondent(s). Agency
seeks proposals for a term of five years, with an estimated start date in December 2026.
Agency reserves the right, in its sole discretion, to consider proposals or execute contracts
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with successful Respondents for an agreement term that is greater than or less than that
potential five years, which may or may not be structured to include options to extend the
terms of the Agreement.
The form Consulting Services Agreement is included as Attachment B. Services provided
under the agreement may include services directly to the Agency or, as requested by the
Agency, to NCPA Members, Southern California Public Power Authority (SCPPA), or SCPPA
Members. Respondents should thoroughly review the agreement in its entirety.
3. INSTRUCTIONS TO RESPONDENT
Any Respondent who submits a Proposal agrees to do so without legal recourse against
Agency, their Commissions, managers, agents, Consultants or Members for rejection of any
response(s), for failure to execute an agreement for any reason, or for any costs relating to
the Proposal including the costs of preparation. Agency shall not be liable to any
Respondent or party at law or in equity for any reason whatsoever for any acts or omissions
arising out of or in connection with this RFP.
By submitting its Proposal, each Respondent waives any right to challenge any valuation by
Agency of any responses of any Respondent or any determination of Agency to select or
reject any response of any Respondent or to take any action contemplated by this RFP,
including any right of a Respondent to intervene in any governing body proceeding for the
purpose of protesting the selection or rejection of any Respondent, any other decision of
Agency contemplated by this RFP or any resulting agreement related to a selected
Respondent. Each Respondent, in submitting its response, irrevocably agrees and
acknowledges that it is submitting its Proposal subject to and in agreement with the terms
of this RFP and agrees that Agency shall be entitled to specific performance of their rights
hereunder and injunctive relief.
3.1 Public Nature of Proposal
All Proposals submitted in response to this RFP become the exclusive property of
Agency. All Proposals received in response to this RFP become a matter of public
record and shall be regarded as public records, except as noted herein. If the
Respondent so specifies and clearly identifies portions of its response as
"PROPRIETARY AND CONFIDENTIAL", Agency will make reasonable efforts to treat the
marked portions as confidential information ("Confidential Information"). Agency
reserves the right to release such Confidential Information to its agents, Consultants,
or Participating Members for the purpose of evaluating a Proposal. Such agents,
Consultants and Participating Members will be required to observe the same care
with respect to disclosure as Agency. Under no circumstances will Agency, their
Commission, managers, agents, Consultants or Participating Members, be liable for
any damages resulting from any disclosure of Respondent's Confidential Information
during or after this RFP process.
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Although the California Public Records Act recognizes that certain confidential trade
secret, proprietary and similar information may be protected from disclosure, Agency
may not agree that Confidential Information that a Respondent submits is indeed
confidential under California law. If a request is made for Confidential Information
and Agency do not agree that it is confidential under California law, Agency shall
provide the Respondent who submitted the Confidential Information with reasonable
notice to allow the Respondent to seek protection from disclosure by a court of
competent jurisdiction.
3.2 Rights of Agency
This RFP does not commit Agency, or any Participating Member, to enter into a
contract.
Agency reserves the right to:
* Make the selection based on its sole discretion;
* Enter into relationships with more than one Respondent;
* Reject any and all Proposals;
* Issue subsequent Requests for Proposals;
* Postpone opening for Agency's own convenience;
* Remedy technical errors in the Request for Proposals process;
* Approve or disapprove the use of particular sub-consultants;
* Negotiate with any, all, or none of the Respondents;
* Accept other than the lowest offer;
* Waive informalities and irregularities in one or more Proposals;
* Enter into an agreement with another Respondent in the event the originally
selected Respondent defaults or fails to execute an agreement with Agency;
* Utilize others to perform or supply work of the type contemplated by this RFP;
and/or
* Request proposals from others with or without requesting proposals from
contractors for work of the type contemplated by this RFP.
Evaluation of a Proposal does not constitute a commitment by Agency to acquire such
services from any source. Agency and Participating Members are not obligated in any
way to proceed with this RFP or consider or enter into any agreement or undertake
any liability to any Respondent in connection with this RFP and any and all Proposals,
whether qualified or not, may be rejected without any liability whatsoever to any
Respondent on the part of Agency or any Participating Member. Agency shall not be
responsible for any costs incurred by Respondent to prepare, submit, negotiate,
contract, or participate in this RFP process.
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3.3 Examination of Proposal
This RFP includes a description of the scope of services, proposal requirements, and
instructions for submitting a proposal. The submission of a Proposal shall be deemed
a representation and certification by the Respondent that the Respondent:
* Has carefully read and fully understands the information provided by Agency to
serve as the basis for submission of the proposal;
* Has the capability and qualifications to successfully undertake and complete the
responsibilities and obligations of the Proposal being submitted;
* Represents that all information contained in the Proposal is true and correct;
* Did not, in any way, collude, conspire to agree, directly or indirectly, with any
person, firm, corporation or other Respondent in regard to the amount, terms or
conditions of this Proposal; and
* Acknowledges that Agency have the right to make any inquiry they deem
appropriate to substantiate or supplement information supplied by Respondent,
and Respondent hereby grants Agency permission to make these inquiries, and
to provide any and all related documentation in a timely manner.
No request for modification of the Proposal shall be considered after its submission
on grounds that Respondent was not fully informed about any fact or condition.
3.4 Addenda/Clarifications
Questions or comments regarding this RFP must be put in writing and received by
Agency on Friday, October 2, 2026. Direct all inquiries regarding this RFP by electronic
mail to Emily Lemei at emily.lemei@ncpa.com.
Information provided by anyone other than the above contact may be invalid and
proposals which are submitted in accordance with such information may be declared
non-responsive. Responses from Agency will be communicated via email to all
recipients of this RFP. No oral representations or interpretations will be made to any
Respondent as to the meaning of this RFP.
In the event that it becomes necessary to revise any part of this RFP, written addenda
will be issued. Any amendment to this RFP is valid only if it is in writing and issued by
Agency. No oral interpretations or answers shall bind Agency unless confirmed by
Agency in writing. All addenda shall become a part of this RFP and shall be
acknowledged on the Respondent's Information Form (Attachment A).
3.5 Submission of Proposals
Responses to this RFP are due to Agency with the appropriate attachments by
electronic mail on Friday, October 23, 2026 by 5:00 PM PST. All proposals shall be
submitted to Agency at:
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Email: emily.lemei@ncpa.com
A hard copy of the response is not required. However, Respondents may also send a
hard copy of the response and/or other supporting documents to Agency by October
23, 2026, at:
Northern California Power Agency
ATTN: Emily Lemei
651 Commerce Drive
Roseville, CA 95678
Agency, in its sole discretion, may reject any late or incomplete response.
All materials submitted by the Respondent in response to this RFP will become the
property of Agency and may be used by Agency for the purpose of evaluating
qualifications, soliciting proposals, executing any agreements, regulatory hearings,
and administering any resulting definitive agreements.
3.6 Withdrawal of Proposals
A Respondent may withdraw its proposal at any time before the expiration of the
time for submission of proposals as provided in the RFP by delivering a written
request for withdrawal signed by, or on behalf of, the Respondent.
4. TENTATIVE TIMELINE
The proposed timeline is as follows:
RFP Issued September 15, 2026
Deadline for questions, clarifications October 2, 2026
Proposals Due October 23, 2026
Review of Responses October 26-November 6, 2026
Selection of Respondent(s) November 9, 2026
Contract preparation November 9-20, 2026
Agency approval of contracts December 3, 2026
Work commences December 2026
Solicitation timeline is subject to change. Any updates to the timeline will be posted as an
addendum.
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5. PROPOSAL FORMAT REQUIREMENTS
These instructions outline the guidelines governing the format and content of the proposal
and the approach to be used in its development and presentation. The intent of the RFP is
to encourage responses that clearly communicate the Respondent's understanding of the
NCPA's requirements and its approach to successfully provide the products and/or services
on time and within budget. Only that information which is essential to an understanding
and evaluation of the proposal should be submitted. Items not specifically and explicitly
related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be
considered in the evaluation.
All proposals shall address the following items in the order listed below and shall be
numbered 1 through 8 in the proposal document.
5.1 Respondent Information Form
Include a completed Respondent Information Form, which is provided as Attachment
A to this solicitation.
The Respondent Information Form shall be signed by an official legally authorized to
bind the Respondent:
* Proposals submitted on behalf of a Partnership shall be signed in the firm name
by a partner or the Attorney-in-Fact. If signed by the Attorney-in-Fact, there
shall be attached to the proposal a Power-of-Attorney evidencing authority to
sign proposals, dated the same date as the proposal and executed by all partners
of the firm.
* Proposals which are submitted on behalf of a Corporation shall have the correct
corporate name thereon and the actual signature of the authorized officer of the
corporation written (not typed) below the corporate name. The title of the
office held by the person signing for the corporation shall appear below the
signature of the officer.
* Proposals which are submitted on behalf of a Limited Liability Company ("LLC")
shall be signed by the person or persons authorized to bind the LLC under the
LLC's articles of organization.
* Proposals which are submitted by an Individual Doing Business under a firm
name ("dba") shall be signed in the name of the individual doing business under
the proper firm name and style.
5.2 Proposal Summary
Discuss the highlights, key features, and distinguishing points of the Proposal. A
separate sheet shall include a list of individuals and contacts for this Proposal and how
to communicate with them. This section should be limited to three (3) pages including
the separate sheet.
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5.3 Profile of the Proposing Respondent(s)
Include a brief description of the Respondent's firm size, as well as the proposed local
organization structure. Include a discussion of the Respondent firm's financial
stability, capacity and resources. Include all other firms participating in the Proposal,
including similar information about the firms.
Additionally, this section shall include a listing of any lawsuit or litigation and the
result of that action resulting from (a) any public project undertaken by the
Respondent or by its subcontractor where litigation is still pending or has occurred
within the last five (5) years or (b) any type of project where claims or settlements
were paid by the Respondent or its insurers within the last five (5) years.
5.4 Qualifications of the Respondent
Include a brief description of the Respondent's and any subcontractor's qualifications
and previous experience on similar or related projects. Provide in a table format
descriptions of pertinent project experience with other publicly-owned electric
utilities, investor-owned electric utilities, local governments, or other public agency
entities that includes a summary of the work performed, the total project cost, the
percentage of work the firm was responsible for, the period over which the work was
completed, and the name, title, and phone number of client's to be contacted for
references. Give a brief statement of the firm's adherence to the schedule and
budget for the project. NCPA may, at its discretion, contact any or all of the
references provided.
5.5 Approach & Work Plan
Present a well-conceived service plan. Include a full description of major tasks and
subtasks. This section of the proposal shall establish that the Respondent understands
the Agency's objectives and work requirements and Respondent's ability to satisfy
those objectives and requirements. Succinctly describe the proposed approach for
addressing the required services and the firm's ability to meet the Agency's schedule,
outlining the approach that would be undertaken in providing the requested services.
Respondent should provide samples of past design, which may include but is not
limited to: social media, bill inserts, customer outreach materials, public education
materials, advocacy materials, brochures, newsletters, signage, event materials,
report design, and promotional items.
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