Pasadena Walktober 2026 Event Planning and Management

The City of Pasadena is seeking proposals from qualified consultants to plan, coordinate, promote, and implement Walktober 2026.

Walktober is the City’s annual month-long walking program held each October. Through a series of community walking events held throughout Pasadena, Walktober encourages residents and visitors of all ages and abilities to explore neighborhoods, parks, business districts, cultural destinations, and public spaces on foot. Guided walks and community activities promote health, active transportation, civic engagement, environmental awareness, and community connection.

The selected Consultant shall provide project management, event planning and implementation, marketing and outreach services, and produce a summary report documenting the successful delivery of Walktober 2026.

Project Details

• Reference ID: 2026-Informal-0392
• Department: Transportation Department
• Department Head: Joaquin Siques (Director)

Important Dates

• Questions Due: 2026-07-09T19:00:00.000Z

Evaluation Criteria

• Proposed Solution (20 pts) —

  Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.

• Experience and References (30 pts) —

  Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub-Consultants (if allowed) to perform the work. Points will be assigned based on references that named professionals are responsive to requests for analyses and information, have met or exceeded all performance expectations, and would be contracted with again. Nature and quality of completed work for other governmental agencies.

• Project Management and Implementation Plan (15 pts) —

  Points will be assigned based on the proposed staffing plan, including the allocation of personnel, assignment of responsibilities, availability of key staff, and the firm's capacity to successfully complete the required services. The proposal shall also include a work plan, preferably in the form of a Gantt chart, identifying key tasks, milestones, deliverables, and anticipated completion dates.

• Cost Proposal (25 pts) —

  Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

  With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

  Lowest Price / Evaluated Price X maximum points available = Awarded Points

  Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.

  ( $100,000 / $125,000 ) X 30 = 24 points

• Local Pasadena Business (5 pts) —

  To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this Solicitation is posted on the City’s Website.

• Small or Micro-Business (5 pts) —

  To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Submission Requirements

• Acknowledgements
• Proposal Certification (required) —

  By submitting this bid the proposer hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Pasadena Walktober 2026 Event Planning and Management due on ThursdayThursday, July 23, 2026 are true and correct to the best of my knowledge at the time of the proposal’s submission.

  By confirming, the vendor is acknowledges the following:

  • We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.
  • The representations herein are made under penalty of perjury.
  • We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.
• Data Security for Printers/Copiers/Scanners (required) —

  In order to comply with the section named “Data Security for Printers/Copiers/Scanners,” My company will:

• Delivery of Materials and Supplies (required) —

  Please confirm that the materials and supplies can be delivered in 3 business days of being ordered. Delivery Location: TBD.

• Contents of Proposal —

  The entire proposal must be formatted on standard-size 8½”x11” pages; minimum 10 point font. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of NO VALUE combined.

• Mandatory Content (required) —
  • Cover Letter
  • Table of Contents
  • Required Certifications AND Forms (see items in this Checklist)
  • Technical Proposal
  • Price Proposal
  • Statement of Qualifications and/or Experience
  • Additional Data (if required)

  Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

  • Request for Tax Payer Identification Number and Certification (IRS Form W-9)
  • Pasadena Business License (If Required)
  • Any Required Licenses or Certifications

  • All Insurance Required by this Solicitation (If Required) #Insurance Requirements

• Cover Letter and Table of Contents (required) —

  COVER LETTER shall be a maximum one-page letter including the name and address of the organization submitting the proposal; whether the proposing firm is an individual, partnership, corporation or joint venture; and the name, mailing/e-mail addresses, and telephone/fax numbers the contact person who will be authorized to make representations for the organization. 

• Separate Technical Proposal Only - Proposal Submittal (required) —

  TECHNICAL PROPOSAL should demonstrate the Proposer's full understanding of the SCOPE OF WORK and the effort needed to complete the Project on time and within the budget through the submittal of a proposed work plan including project deliverables (identify specifically and thoroughly for each portion of and phase). No pricing shall be included in this section.

  The TECHNICAL PROPOSAL shall include a proposed work schedule to indicate duration and completion dates, including the dates of Deliverables/Milestones and estimates of the amount of time to be spent with City Staff during each phase of the project.

  The entire proposal must be formatted on standard-size 8½”x11” pages; minimum 10 point font. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of NO VALUE combined.

• Separate Price Proposal Submittal (required) —

  PRICE PROPOSAL shall be submitted in this upload apart from the proposal. 

  Reference SAMPLE PRICE PROPOSAL.

  1. Specifies, at a minimum, the level of effort and hourly rate for Proposer’s key personnel/project position and a detailed breakdown of fees for each sub-consultant as an attachment.
  2. Estimated reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the Project scope of services. The proposed estimated reimbursable cost schedule shall include a detailed listable of reimbursables.

  A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

  Each Proposer must submit a PRICE PROPOSAL containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

  1. All designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);
  2. Performance of each and every portion of the work
  3. All costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;
  4. All costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;
  5. All taxes, duties, permits, and other fees or royalties incident to the performance of the SCOPE OF WORK;
  6. Payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;
  7. Compensation for all risks, liabilities, and contingencies assigned to the Proposer; and
  8. All other costs needed or incurred to complete the Project.
• Additional Data (If Necessary) (required) —

  ADDITIONAL DATA shall include any other data the Proposer deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

  The entire proposal must be formatted on standard-size 8½”x11” pages; minimum 10 point font. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than a grand total of NO VALUE combined.

• Technical Questionnaire Form —

  This form is only required for the purchases of technology. If selected, proposers will be required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the #Attachments. When completing the questionnaire, please note:

  • Section 4.0 must be completed for externally hosted/SAAS applications; and
  • Section 5.0 must be completed for City hosted/on-premises software
• License Requirement (required) —

  Provide a copy of the required license or certification

• California State Licensing Board Number (required) —

  Please enter your license number with the CSLB for: TBD

• DIR Registrations (required) —

  Please upload a copy of all required DIR registrations for the prime and all subcontractors.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at www.dir.ca.gov/Public-Works/.

• California Department of Industrial Relations Registration (required) —

  Please enter your Public Works Contractor Registration Number. This will be verified against the state database for the Department of Industrial Relations Registration.

• HUD
• HUD Forms (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid:

  Non-Section 3

  FEDERAL FUNDING PROJECT COMPLIANCE FORMS PROVIDED (ALL BIDDERS):

  • Worker’s Compensation Certification

  • Federal Lobbyist Certification
  • Non-Segregated Facilities Certification
  • Past Performance Certification
  • Notice of Equal Employment Opportunity
  • List of Proposed Subcontractors
• Preferences (If Applied)
• Is your company currently certified with the State of California Department of General Services (DGS) as a Small or Micro Business? (required)
• Please upload a copy of your Current California DGS Certification
• Able to provide 24/7 live contact detailed in the specifications? (required)
• Able to provide additional “Garagekeeper’s Insurance” per estimated value of risk exposure specified in the scope of services? (required)
• Include service warranty? (required) —

  Indicate actual warranty terms in months and mileage

• Includes parts warranty? (required) —

  Indicate actual warranty terms in months and mileage

• Are you located within the City of Pasadena (required)
• Please upload a copy of your Company's Pasadena Business License
• Qualifications
• Statement of Qualifications and/or Experience (required) —

  The Statement of Qualifications should highlight your company’s most applicable products, services, and experience.

• Required Certifications (Forms)
• Relevant Experience Form (required) —

  Please download the below documents, complete, and upload.

• AA1; AA2; AA3; SIGNATURE & LEGAL STATUS; AND DECLARATION OF NON-Collusion (required) —
  • Each PROPOSER must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless PROPOSER has an approved form on file with the City.
  • Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000.
  • Form AA-3 is Optional. (Copies attached)
  • A completed and signed "Declaration of Non-Collusion." (Copy attached)
  • SIGNATURE & LEGAL STATUS (Copy attached)

  • Evidence of certification by State of California as a small or micro-business, if claiming such preference – https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

• Federal Requirements
• CERTIFICATION REGARDING LOBBYING (required) —

  Please download the below documents, complete, and upload.

• Unique Entity Identifier (required) —

  Please download the below documents, complete, and upload.

• Federal_Required_Certification (required) —

  Please download the below documents, complete, and upload.

• Taxpayer Protection Amendment Disclosure (required) —

  ADDITIONAL REQUIREMENT

  For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:

  • TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE

  E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net

• Funding
• How is this Procurement Funded? (required) —

  Select a general funding source. If the procurement is even partially funded by a grant, select one of the non Local sources. In addition, you must obtain all required forms, and instructions from the grantor to be added to this solicitation document.

• Please include the full name of the funding agency (not the program): (required) —

  For Example: "Homeland Security"

• Federal-Aid Project No. (required) —

  Do not erase the text below. Enter the number after the text that reads "FEDERAL-AID PROJECT NUMBER:"

• Additional Federal Attachments —

  Below is a list of potential attachments that may or may not apply to your procurement.  Please review the attachments in the section named "Attachments" to ensure they are relevant and appropriate.

• Setup & Requirements
• Does this procurement include buying a public work? (required) —

  Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds. It can include preconstruction and post-construction activities related to a public works project.  For additional information on SB 854 please refer to the following link: www.dir.ca.gov/public-works/PublicWorksSB854FAQ.html

• How will the Winner be Chosen? (required)
• License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the Contractor License or Certification needed for this procurement. For example, "C33 - Painting and Decorating, OR Class A – General Engineering with Asbestos Certification, OR class B – General Building with Asbestos Certification".

• Is this a License from the State of California Licensing Board? (required)
• Does this procurement include any of the following (check all that apply)
• Has DoIT approved your specifications? (required)
• Type of Technology Included (required) —

  Goods/Equipment, Services, SAAS, Printers, Copiers/Scanners)

• Has BSFMD approved your specifications?
• HR Compliance with AB 339 (When buying a service or labor) —

  If any of the following items apply, please contact HR (Jaime Arellano, jarellano@cityofpasadena.net; (626) 744-7301) for approval before you proceed.  DO NOT SUBMIT BEYOND THIS POINT UNTIL YOU HAVE OBTAINED APPROVAL FROM HUMAN RESOURCES.

• Is experience required to be eligible to compete on this solicitation? (required)
• Is delivery of materials or supplies required? (required)
• Enter the maximum number of business days (Monday through Friday) allowed for delivery. (required) —

  Enter a numeric response only. For example "3"

• Delivery Address (required) —

  Provide a complete and specific address for the location of the delivery of the materials or supplies

• Specify the individual authorized to order products or services for this solicitation (required)
• Enter full name, job title, email, and phone number (required) —

  For example: John Doe, Superintendent, jdoe@cityofpasadena.net; 626-###-####

• PO Contract Term
• PO Contract Start Date (required) —

  Please enter a specific date for the following "The Contract resulting from this proposal is scheduled to start ##/##/####. "

• PO Contract End Date (required) —

  Please enter a specific date for the following "The Contract resulting from this proposal is scheduled to end ##/##/####."

• Verification Questions
• Include Verification Questions?
• Select the Questions for the Vendors to Answer (required)