B26FC04926-Request for Proposals Event Planning Services for Five Years

The Chicago Transit Authority is soliciting proposals from qualified firms to perform event planning services. The CTA seeks firms that have the experience, capability, and financial ability to perform the event planning services as needed by CTA's Red Line Extension Project (RLE) outreach meetings and events. These services must be performed in a timely, cost-efficient manner. The awarded firm must be experienced in performing the services required and be able to accommodate the scope of services described herein.

Consultant(s) will provide event management services as requested and directed by CTA:

• Consultant will be responsible for event management and coordination for public and private meetings related to RLE.
• Consultant will be responsible for retaining, scheduling and coordinating any third-party services required for meetings as identified by CTA.

The Project area extends longitudinally from 95th Street to 134th Street and laterally from Ashland Avenue to Stony Island Avenue, including segments east of Interstate 94 (I-94).

The Consultant will be responsible for coordinating the following types of meetings:

• Large Public Outreach Meetings. Meetings for up to 300 attendees. Up to 10 meetings in 2026 and up to 10 each subsequent year through 2030.
• Stakeholder Meetings. Meetings for up to 50 attendees. Up to 24 meetings in 2026 and up to 24 each subsequent year through 2030.
• Emergency Stakeholder Meetings. Meetings for up to 30 attendees. Up to 5 meetings in 2026 and up to 5 each subsequent year through 2030.

Consultant will be responsible for event management and coordination including, but not limited to, the following services:

• Schedule meetings and organize all meeting logistics.
• Oversee and coordinate room setup and room takedown.
• Provide (setup and takedown) on-site signage to guide attendees to meeting space.
• Schedule and coordinate photographer identified by CTA.
• Schedule and coordinate videography identified by CTA.
• Schedule and coordinate translation services identified by CTA.

The Consultant will provide an Event Log on a weekly basis that includes all events planned for the next 2 weeks and events held in the past 2 weeks. The Consultant will provide a Monthly Progress Report that documents all events held for the Reporting Month and planned for the next Reporting Month.

The Consultant will attend up to 26 bi-weekly meetings each year with CTA in person, via teleconference or via videoconference, and any other meetings as requested by CTA.

**Submission method:** Proposal packages are to be delivered through Electronic Submission to the Bid Office's E-Procurement Platform https://transitchicago.bonfirehub.com/portal/?tab=openOpportunities. Proposals submitted in hard copy will not be accepted. Proposals must be received no later than **3:30 p.m. Chicago time** on **November 23, 2026**.

Each proposal is to consist of five parts, each to be submitted separately:

• Part 1 - Technical Proposal
• Part 2 - Price Proposal
• Part 3 - Bidders List
• Part 4 - Financial Background
• Part 5 - CTA Certifications, Forms and Disclosures

**Proposal guarantee:** NONE

Proposers shall provide firm-fixed flat rates as specified on the Price Proposal (Appendix A). All proposals are to be valid for a period of at least 120 days from the due date of the proposal.

The CTA will consider the following factors, which are listed in the order of their relative importance, beginning with the most important:

1. The Firm's ability to meet CTA's needs and approach to provide these services per the Scope of Services.
2. Firm and key personnel qualifications and experience for projects of a similar size and nature.
3. Price Proposal.

The contractor will be required to furnish certified copies of any and all Insurance Policies required in relation to this contract prior to CTA's execution.

$50,000 (estimated) of contract value is itemized for the Event Management Services Allowance for the term of the Contract inclusive of all exercised options.