Active SLED Opportunity · CALIFORNIA · SANDAG
AI Summary
SANDAG seeks consulting services for coordination, logistics, and program development of Board of Directors Retreats from 2027 to 2029, with extension options through 2031. This is a formal RFP with electronic bid submission due August 17, 2026.
The San Diego Association of Governments (SANDAG) is seeking consultants for Coordination, logistics, and program development of SANDAG’s Board of Directors Retreats for calendar years 2027 to 2029 with options to extend for calendar years 2030 and 2031. **Solicitation Type**: RFP - Request for Proposal (Formal) **Source ID**: PU.AG.USA.1309051.C10479401 **Piggyback Contract**: No **Question Acceptance Deadline**: 08/04/2026 07:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic Bid Submission **Solicitation Number**: SOL1638672 **Reference Number**: 0000431118 **Pricing**: In attached document **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Bid Documents | Documents defining the proposal | Yes | No | **Questions and Answers**: | Question | Answer | |---|---| | Is the Estimated Range of $300,000-$350,000 for the initial base period of three (3) years? Or is the Estimated Range inclusive of the base three (3) years AND the two (2) one-year optional extensions? | The Estimated Range of $300,000-$350,000 includes the initial base period of three (3) years and the two (2) one-year optional extensions. | | Is the Estimated Range of $300,000-$350,000 only for professional fees and related smaller expenses? Does SANDAG anticipate a separate budget for venue rental, hotel accommodations for board members, food/refreshments, and speakers, among other hard costs? Or should those hard costs be estimated alongside professional fees within the total budget of $300,000-$350,000? | The Estimated Range of $300,000-$350,000 includes Direct Labor Costs (including overhead, fringe benefits and general administrative expenses), and Other Direct Costs (ODCs) such as cost of rentals, speaker/facilitator, graphic materials, food, venue, and overnight accommodations. The estimated amount for ODCs should be included in the Cost Proposal, as listed. All ODCs will be reimbursed at the actual cost incurred by the Consultant, as supported by receipts, and will not exceed the maximum amounts allowable for state employees, as indicated on the Cal HR website: https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Cost of venue rental, lodging, meals, and refreshment shall not exceed the maximum GSA per diem amounts for San Diego: https://www.gsa.gov/travel/plan-book/per-diem-rates. | | Should the cost proposal estimate for the base three (3) period only or include the two (2) one-year extension options as well? | Detailed cost proposal should be provided for the base three (3) years and the two option years. Please see Addendum No. 1 for the revised Cost Proposal Form. Please also see section V. E. Detailed Cost Proposal for details. | | Does the estimated budget identified in the RFP include hard costs for the retreats, or is the budget for consultant fees only? | The Estimated Range of $300,000-$350,000 includes Direct Labor Costs (including overhead, fringe benefits and general administrative expenses), and Other Direct Costs (ODCs) such as cost of rentals, speaker/facilitator, graphic materials, food, venue, and overnight accommodations. | | Could you please confirm the total number of room nights expected, as well as the number of tracks and speakers for the event? Additionally, please let us know whether filming and live-streaming services will be required or if media will be handled internally, and if this will be a fully paperless event or if physical binders need to be prepared. Lastly, sharing the two-day agendas from previous years would be extremely helpful for our planning reference. | Room nights: The total number of room nights anticipated is one (1). Tracks and speakers: We anticipate one to three (1–3) concurrent tracks, all of which will be led by SANDAG staff. We currently expect the dinner keynote speaker to be an external presenter. Filming and live-streaming: Live-streaming services will be required to comply with the Brown Act. SANDAG's internal Production team will oversee the live stream; however, the consultant will be expected to coordinate closely with both the Production team and the venue to develop a technology plan and ensure all necessary equipment is available on site or brought to the venue as needed. Printed materials: This will not be a paperless event, but physical binders will not be required. SANDAG will print all meeting materials internally. The consultant will be responsible for ensuring these materials are included on the event packing list and assisting with transportation to the venue, if needed. Agendas from previous years: Agendas from previous meetings are available on SANDAG website at https://www.sandag.org/meetings-and-events/board-of-directors. Please see below for the direct links to the 2026 Board Retreat agendas: https://pub-sandag.escribemeetings.com/FileStream.ashx?DocumentId=12718 https://pub-sandag.escribemeetings.com/FileStream.ashx?DocumentId=12727. | **Addendums**: | Addendum | Date | Note | |---|---|---| | Addendum No. 1 | 07/28/2026 04:40 PM EDT | |
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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