RFP No. 44-046 Special Events Coordinator (LAPL)

The Los Angeles Public Library is seeking a qualified entity to serve as a Special Events Coordinator for a three-year term. The selected contractor will provide professional and technical services to plan, direct, and manage a wide range of special events at the Central Library and 72 branch libraries on an as-needed basis. Key responsibilities include coordinating personnel, staffing, equipment, and vendor services such as catering and floral arrangements, maintaining a master events calendar, and conducting site inspections. The coordinator is also required to provide twice-yearly reports tracking event metrics, costs, and attendee numbers, and must communicate any post-event facility damages or cleaning issues within 48 hours. Proposals are due by November 8, 2026, and must be submitted as a single, searchable OCR PDF via Google Drive. Evaluation is based on a weighted scoring system focusing on qualifications and experience (40 points), proposed fees (30 points), references (20 points), and the ability to meet the scope of work (10 points). The award process involves a recommendation from a panel of experts to the Board of Library Commissioners. Contractors must adhere to extensive City of Los Angeles compliance requirements, including the Living Wage Ordinance, the Contractor Responsibility Ordinance, and the Americans with Disabilities Act. Mandatory submissions include a non-collusion affidavit, child support compliance certification, and specific insurance coverages for general liability, workers' compensation, and automobile liability. Payment terms are set at 60 days following the receipt of satisfactory invoices, which must be submitted monthly or within 30 days of service. Preference may be given to certified local businesses through the Local Business Preference Program.