2025-2027 Better Building by Design Conference Event Planning & Management Request for Proposal
| Agency: | Vermont Energy Investment Corporation (VEIC) |
|---|---|
| State: | Vermont |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17632014837566357 |
| Posted Date: | Mar 13, 2024 |
| Due Date: | Apr 19, 2024 |
| Solicitation No: | 2025-2027 |
| Source: | Members Only |
2025-2027 Better Building by Design Conference Event Planning & Management Request for Proposal
Date03/13/2024
Efficiency Vermont, a statewide Energy Efficiency Utility, is seeking proposals from professionals or organizations for event planning and management services for the 2025-2027 Better Building by Design conference.
Responses to this Request for Proposals (RFP) must be delivered electronically to VEIC by 5 p.m. EDT on Friday April 19, 2024. Efficiency Vermont will not accept responses submitted after 5 p.m. EDT. Please submit your response electronically via e-mail to: afode@veic.org with RFP Submittal for "BBD Event Planning and Management" in the subject line.
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2025-2027 Better Building
by Design Conference
Event Planning &
Management
Request for Proposal
RFP Release Date: 3/13/2024
Bidder Questions Due: 4/5/2024
Answers Posted: 4/12/2024
Proposals Due: 4/19/2024
Summary
Efficiency Vermont, a statewide Energy Efficiency Utility, is seeking proposals from professionals
or organizations for event planning and management services for the 2025-2027 Better Building
by Design conference. Responses to this Request for Proposals (RFP) must be delivered
electronically to VEIC by 5 p.m. EDT on Friday April 19, 2024. Efficiency Vermont will not
accept responses submitted after 5 p.m. EDT. Please submit your response electronically via e-
mail to: afode@veic.org with RFP Submittal for “BBD Event Planning and Management” in
the subject line.
VEIC will respond to individual questions regarding this RFP only as follows: VEIC will accept
questions regarding requirements and scope of work up to 5 p.m. EDT Friday April 5th, 2024,
via e-mail only, to afode@veic.org with “BBD Event Planning and Management Question”
in the subject line. When appropriate, please refer to the RFP page number and Section
Heading for ease of navigation and response. Efficiency Vermont will post answers on the
Efficiency Vermont website https://www.veic.org/requests-for-proposals no later than Friday
April 12th, 2024. VEIC will not address questions submitted after Friday April 5th, 2024.
Background
Vermont Energy Investment Corporation
Vermont Energy Investment Corporation (VEIC) is a mission-driven, nonprofit organization
dedicated to reducing the economic and environmental costs of energy use. It carries out its
mission, in part, by designing and implementing innovative energy efficiency and renewable
energy programs. Founded in 1986, VEIC is nationally and internationally recognized for
2025-2027 Better Building by Design Conference Event Planning & Management 1
advancing energy efficiency, energy conservation, and renewable energy programs and projects
across the United States, Canada, and Europe. VEIC employs 280 professionals and is
headquartered in Winooski, Vermont. It has offices also in Washington, DC, and Ohio. For
additional information, please see: VEIC Website: www.VEIC.org
VEIC is a Just-labeled organization, committing itself to corporate transparency on social justice
and equity indicators. We’ve also adopted the Social Vulnerability Index across our entire
organization to measure the impact our work has on underserved communities. With ongoing
employee engagement in social and energy justice principles, justice and fairness are
embedded in everything we do. We see opportunities everywhere to create new tools that
can help us build the kind of company—and the kind of society—we want to see.
Efficiency Vermont
Launched January 1, 2000, Efficiency Vermont helps ratepayers reduce energy costs, strengthen
the local economy, and protect the environment by making homes and business energy
efficient. Efficiency Vermont provides technical assistance, rebates, and other financial incentives
to help Vermont households, businesses and other institutions—such as K-12 schools—reduce
their energy costs with energy-efficient equipment, lighting, and approaches to construction
and major renovation. Efficiency Vermont partners extensively with contractors, suppliers, and
retailers of efficient products and services throughout the state.
VEIC operates Efficiency Vermont under an Order of Appointment issued by the Vermont Public
Service Board. For additional information, please see the Efficiency Vermont website:
www.efficiencyvermont.com
Scope of Work and Schedule
RFP and Implementation Schedule
Table 1. Efficiency Vermont will attempt to adhere to the following schedule but reserves the
right to adjust the below schedule as-needed.
RFP release
Bidders Questions Due
Answers posted
RFP responses due
Bidder selected
Contract negotiations and signature
Performance Period
Performance Period and Location
March 13, 2024
April 5, 2024
April 12, 2024
April 19, 2024
May 3, 2024
May 31, 2024
July 1, 2024 to June 30, 2027
2025-2027 Better Building by Design Conference Event Planning & Management 2
Performance period is from July 2024 through June 2027. Conference planning will take place
either virtually or at Efficiency Vermont offices at 20 Winooski Falls Way, 5th Floor, Winooski, VT
05404.
Scope of Work
Efficiency Vermont is seeking event planning and management services for the 2025, 2026 and
2027 Better Building by Design conference. The conference is the region’s premier design and
construction conference, which features interactive learning about building durability, efficiency,
and value for both residential and commercial projects. Due to the Covid-19 pandemic, for the
first time the 2021 conference was held virtually. The 2022 conference offered a modified hybrid
format, and returned to an in-person only format for the 2023 conference. As the conference
evolves to meet workforce need, adaptability to conference format should be anticipated and
reflected in submitted proposals.
By submitting a response to this RFP, the Bidder acknowledges understanding and acceptance of
this Scope of Work, and agrees to fulfill all of its terms in the event of a contract award. The
Contractor will perform all of the services described in this Scope of Work, and provide all the
deliverables specified below.
The Contractor will provide, at a minimum, the following services in support of the Better
Building by Design Conference:
Event Planning and Management Services
• Pre-Conference Planning including assessment of virtual, in-person, or hybrid
conference options
o Serve as a member of the Coordinating Committee and attend all meetings
by phone or in-person at Efficiency Vermont’s main office in Winooski, VT;
o Work collaboratively with VEIC’s Contract Manager and members of the
Coordinating Committee to develop plans and supporting materials as it
relates to the Conference’s schedule, agenda, and conference logistics
including space planning and general flow;
o Work collaboratively with VEIC’s Contractor Manager and members of the
Coordinating Committee to determine ways to reduce conference costs and
identify efficiencies, where possible.
• Marketing Services and Project Management
2025-2027 Better Building by Design Conference Event Planning & Management 3
o Contractor shall work with VEIC’s Contract Manager to provide marketing,
project management and production oversite services as it relates to all
approved marketing materials supporting the Conference.
o Contractor shall work with VEIC’s Contract Manager to review the list of all
Conference marketing materials and deliverable timelines and oversee the
timely and accurate production of all approved materials.
o Materials include and may not be limited to pre-conference postcard, sponsor
brochure, email blasts (including call for presentations, attendee registration,
and sponsor/exhibitor registration), Conference program, Continuing
Education forms, event signage, and website updates
• Speaker Recruitment, Coordination, and General Support
o Contractor shall assist VEIC’s Contract Manager with recruiting, coordinating,
and providing general support services to the estimated 75 or more guest
speakers and conference presenters.
• Facility Planning and Management, provided conference is held in-person, or a
combination of virtual and in-person,
o Contractor shall work collaboratively with staff at selected hotel venue to plan
and execute the Conference.
o Work collaboratively with the hotel management and staff to develop and
manage the Conference event plan.
• Virtual Platform Planning and Management, provided conference is held virtually, or
combination of virtual and in-person,
o Work with the Contract Manager to select virtual platform that meets the
needs of event participants (speakers, attendees, sponsors and VEIC staff)
o Develop virtual platform by serving as a liaison with virtual platform and VEIC.
o Work collaboratively with the selected Platform vendor to develop and
manage the Conference event plan.
• Decor Planning and Management
o Contractor shall work with hotel conference decorator to create and execute a
decoration plan
2025-2027 Better Building by Design Conference Event Planning & Management 4
• Exhibitor, Sponsor, and Partner Recruitment, Planning and Management
o The Contractor shall recruit, coordinate, and manage all activities in support
of the Conference exhibitors, sponsors, and Conference partners
• Attendee Registration and Management
o Contractor shall provide registration services for conference attendees
including on-line registration, payment services and supporting tasks
• Financial Management
o Contractor shall provide financial management and reporting services for the
Conference.
o Contractor shall negotiate with subcontractors for best services to meet
conference needs at the most reasonable cost.
o Contractor shall make recommendations to VEIC to adjust service requests to
reduce expenses to optimize available funds for the highest value and impact
needs.
• Post Conference Evaluation
o The Contractor shall provide VEIC’s Contract Manager with administrative
support as it relates to the post conference evaluations and as it relates to
Session evaluations, post-conference registration evaluation with attendees,
and post-conference registration evaluation of sponsors and exhibitors.
Preparing and Delivering a Proposal
For ease and efficiency of review, Efficiency Vermont has specified the requirements for
submitting a proposal to this RFP. Bidders must follow, and be responsive to, ALL requirements
of this RFP. Proposals should be clear and concise, presented in the form of a written response
with sections and sub-headings. Proposals that are not in the required format or are incomplete
may be disqualified at Efficiency Vermont’s sole discretion.
Bidders are required to propose, and will be scored upon, the individual criteria summarized
in Table 2. Every bidder is required to include a Bid Summary Table based on Table 2
below with the specific value or information they propose for each of the listed criteria. The
Bid Summary Table shall be presented as part of the narrative summary.
Table 2: Response Summary, Evaluation Criteria and Points
2025-2027 Better Building by Design Conference Event Planning & Management 5
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For more information, please visit the Publication URL Web page.
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