EDUC1_Meeting Planning

The California Institute for Regenerative Medicine (CIRM) is seeking qualified meeting planning organizations to provide end-to-end event management services for its EDUC1 Program under a Master Services Agreement (MSA) with individual Scopes of Work (SOWs) issued for specific conferences. This solicitation, numbered 26CM000413, is open for proposals until June 18, 2026, and is structured as a best-value procurement, meaning the award will be based on an integrated assessment of experience, proposed approach, personnel qualifications, cost reasonableness, execution capability, and commitment to inclusive engagement—not simply the lowest price. The MSA will have a one-year initial term, renewable at CIRM’s discretion, with an annual ceiling of $2,000,000 across all events, though no minimum obligations are guaranteed. Each SOW will define unique parameters such as event type, location, budget, deliverables, and attendance targets, including support for hybrid, virtual, or in-person meetings like the annual ReMIND conference. Contractors must comply with a comprehensive set of state-specific requirements outlined in CIRM’s General Terms and Conditions and related exhibits, including adherence to California’s Fair Employment and Housing Act, nondiscrimination mandates, and data privacy obligations under the California Information Practices Act. Mandatory insurance coverage includes general, professional, automobile liability with MCS90 endorsement if transporting hazardous materials, and workers’ compensation—all with minimum limits of $1,000,000. Contractors must assign all deliverables, including digital content, recordings, and reports, to CIRM as works made for hire, and flow down IP, nondiscrimination, and audit compliance clauses to subcontractors. Proposals must include signed certifications of good standing, a completed STD 204 Payee Data Record, and an acknowledgment of public disclosure under the California Public Records Act. Key personnel must be identified, including a lead and backup, with demonstrated experience managing comparable scientific events. Financial proposals must be submitted separately in Excel, while narrative sections are limited to specific page counts and aggregated into a single PDF with required exhibits. Performance will occur at various locations across California, with inspections and acceptance controlled solely by CIRM based on compliance with outlined deliverables and post-event reporting standards.