City of Hayward - Event Planning and Production Services for Hayward Amplified 2.0 Program - RFP 27-015 (2026)
City of HaywardCity · Hayward, CA- Due
- Dec 9, 2026
- 28 days left
- Posted
- Nov 9, 2026
- Primary contact
- Daniel Mao
- (510) 583-5543
The 30-second brief
The City of Hayward seeks proposals from qualified firms or consultant teams to provide comprehensive event planning, coordination, marketing, and production services for the Hayward Amplified 2.0 Program. The project consists of a coordinated series of approximately six to ten smaller-scale public events and commercial-area activations during spring and summer 2027 in Hayward, California. Services include program planning, concept development, partner coordination, permitting and logistics, marketing and promotion, vendor management, event-day production, evaluation, and reporting. Proposals are due by December 9, 2026, at 12:00 pm via the City's eProcurement Portal. The selection process evaluates relevant experience, project understanding and approach, project team capacity, work plan, and cost and overall value.
Relevant Experience and Qualifications 20%, Project Understanding and Approach 20%, Project Team and Capacity 20%, Work Plan and Community Coordination 20%, Cost and Overall Value 20%
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Summary
The City of Hayward seeks proposals from qualified firms or consultant teams to provide comprehensive event planning, coordination, marketing, and production services for the Hayward Amplified 2.0 Program.
The project consists of a coordinated series of approximately six to ten smaller-scale public events and commercial-area activations during spring and summer 2027 in Hayward, California. Services include program planning, concept development, partner coordination, permitting and logistics, marketing and promotion, vendor management, event-day production, evaluation, and reporting. Proposals are due by December 9, 2026, at 12:00 pm via the City's eProcurement Portal. The selection process evaluates relevant experience, project understanding and approach, project team capacity, work plan, and cost and overall value.
EVALUATION CRITERIA
5- Relevant Experience and Qualifications 20%
- Project Understanding and Approach 20%
- Project Team and Capacity 20%
- Work Plan and Community Coordination 20%
- Cost and Overall Value 20%
REQUIRED ATTACHMENTS
4- Non-Collusion Affidavit
- Nondiscriminatory Affirmative Action Cert Statement
- Non-nuclear
- City of Hayward business license
- Submit to
- https://secure.procurenow.com/portal/hayward-ca
- Scope location
- Hayward, CA
Questions about this RFP
How do I respond to this RFP from City of Hayward?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 9, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://secure.procurenow.com/portal/hayward-ca. For questions, contact Daniel Mao.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Hayward in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Daniel Mao at (510) 583-5543. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Relevant Experience and Qualifications 20%, Project Understanding and Approach 20%, Project Team and Capacity 20%, Work Plan and Community Coordination 20%, Cost and Overall Value 20%" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Hayward?
All active and historical solicitations from City of Hayward are tracked and searchable. As a city agency, City of Hayward regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of December 9, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Non-Collusion Affidavit, Nondiscriminatory Affirmative Action Cert Statement, Non-nuclear, City of Hayward business license. Review the full document from City of Hayward for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Hayward, CA. Review the full solicitation for detailed scope requirements.