Wellness Event Coordinator Services

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July15, 2026
RAMP ID #230947

July 15, 2026
Prospective Consultants:
SUBJECT: REQUEST FOR PROPOSALS FOR WELLNESS EVENT COORDINATOR
SERVICES
The City of Los Angeles Harbor Department (Harbor Department) invites the submittal of
proposals to coordinate a Wellness Week event. These services shall commence after a contract
is approved by the Executive Director of the Harbor Department.
Instructions and forms to be used in preparing the proposal are found in the information
included in the Request for Proposals (RFP).
The schedule for this RFP will be as follows:
Request for Proposals Published Wednesday, July 15, 2026
Questions Due Thursday, July 23, 2026 by 3pm
Response Posted Thursday, July 30, 2026
Proposals Due Thursday, August 13, 2026 by 3pm
If your firm cannot agree to the requirements exactly as set forth in this RFP, please
do not submit a proposal.
For questions regarding this RFP, please contact Tanisha Herr by email at
THerr@portla.org. Questions must be submitted by 3pm on Thursday, July 23, 2026. Responses
will be posted on the Harbor Department's website and the Regional Alliance Marketplace for
Procurement (RAMP), at www.rampla.org, on Thursday, July 30, 2026. It is the responsibility of all
proposers to review both websites for any RFP revisions or answers to questions prior to
submitting a proposal in order to ensure their proposal is complete and responsive.
In addition to providing information requested in this RFP, it should be noted that there are
administrative documents that must be submitted with the proposal. Please refer to the Business
Enterprise Programs and Contract Administrative Requirements section of this RFP. In order for
your proposal to be deemed responsive, these documents MUST be included with your
proposal.
All consultants and subconsultants must be registered on RAMP at the time proposals are
due. If selected for award, for-profit companies and corporations must comply with RAMP's
demographic reporting requirements, per the Mayor's Executive Directive 35.
Sincerely,
TRICIA J. CAREY
Director, Contracts and Purchasing Division
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TABLE OF CONTENTS
1. INTRODUCTION ..................................................................................................................... 5
1.1 Brief Overview of the Project ............................................................................................................ 5
1.2 The Port of Los Angeles ................................................................................................................... 5
1.3 The Risk Management Division ........................................................................................................ 5
2. PROJECT DESCRIPTION ...................................................................................................... 6
2.1 Project Scope of Work ...................................................................................................................... 6
3. PROPOSAL REQUIREMENTS ............................................................................................... 7
3.1 Proposal Questions .......................................................................................................................... 7
3.2 Proposal Submission ........................................................................................................................ 7
3.3 Evaluation Process and Selection Criteria ....................................................................................... 7
3.4 Proposal Content .............................................................................................................................. 8
3.5 Checklist for RFP Submittal Requirements .................................................................................... 12
4. STANDARD CONTRACT PROVISIONS ............................................................................... 13
4.1 Affirmative Action ............................................................................................................................ 13
4.2 Small/Very Small Business Enterprise Program ............................................................................ 13
4.3 Business Tax Registration Certificate ............................................................................................. 13
4.4 Indemnity and Insurance Requirements ......................................................................................... 14
4.5 Conflict of Interest ........................................................................................................................... 18
4.6 Compliance with Applicable Laws .................................................................................................. 18
4.7 Governing Law / Venue .................................................................................................................. 18
4.8 Termination Provision ..................................................................................................................... 18
4.9 Proprietary Information ................................................................................................................... 19
4.10 Trademarks, Copyrights, and Patents ............................................................................................ 19
4.11 Confidentiality ................................................................................................................................. 20
4.12 Notices ............................................................................................................................................ 20
4.13 Termination Due to Non-Appropriation of Funds ............................................................................ 20
4.14 Taxpayer Identification Number ...................................................................................................... 21
4.15 Service Contractor Worker Retention Policy and Living Wage Policy Requirements .................... 21
4.16 Wage and Earnings Assignment Orders/Notices of Assignments ................................................. 21
4.17 Equal Benefits Policy ...................................................................................................................... 21
4.18 State Tidelands Grants ................................................................................................................... 21
4.19 Contract Solicitations Charter Section 470 (c) (12) ........................................................................ 22
4.20 Recordkeeping And Audit Rights .................................................................................................... 22
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ATTACHMENTS / EXHIBITS
Exhibit A - Affirmative Action Program Provisions
Exhibit B - Small/Very Small Business Enterprise Program
Exhibit C - Business Tax Registration Certificate (BTRC) Number
Exhibit D - Equal Benefits Ordinance
Exhibit E - RFP Selection Evaluation Form
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1. INTRODUCTION
1.1 Brief Overview of the Project
The Risk Management Division is soliciting proposals from qualified consultants to
oversee, manage, plan, and execute a fiveday Wellness Week event for Harbor
Department staff, consisting of both inperson and online activities that promote employee
health and wellness.
The duration of the contract awarded as a result of this RFP is expected to be one
year from the date of execution of the agreement.
1.2 The Port of Los Angeles
The Port of Los Angeles is America's Port(R), the nation's premier gateway for
international commerce and the busiest seaport in the Western Hemisphere. Located in
San Pedro Bay, 25 miles south of downtown Los Angeles, the Port encompasses 7,500
acres of land and water along 43 miles of waterfront.
The Port features both passenger and cargo terminals, including cruise, container,
automobile, breakbulk, dry and liquid bulk, and warehouse facilities that manage billions of
dollars' worth of cargo each year. One of the world's busiest seaports and leading gateway
for international trade in North America, the Port of Los Angeles has ranked as the number
one container port in the United States each year since 2000. In 2025, the Port handled a
total of 10.2 million container units.
The Port of Los Angeles is a department of the City of Los Angeles (also known as
the Los Angeles Harbor Department) and is governed by the Los Angeles Board of Harbor
Commissioners, a panel appointed by the Mayor of Los Angeles. Although the Port is a
City department, it is not supported by City taxes. Operating as a landlord port with more
than 200 leaseholders, the Port instead generates its revenues from leasing and shipping
service fees. The Port's jurisdiction is limited to the Harbor District, which includes property
in San Pedro, Wilmington, and Terminal Island.
1.3 The Risk Management Division
Risk Management plans, directs, and coordinates the insurance programs of the
Harbor Department to control risk and loss. This includes the classification of risk,
measurement of financial impacts of that risk, selection of techniques to manage loss,
negotiations of insurance coverage, and implementation of safety, loss prevention, and
wellness programs.
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2. PROJECT DESCRIPTION
2.1 Project Scope of Work
The Event Coordinator shall:
1. Plan, oversee, manage, and execute a fiveday Wellness Week event for Harbor
Department staff, consisting of both inperson and online activities that promote
employee health and wellness. This includes supplying a dedicated planning team
to develop the event schedule, managing logistics, and working closely with Risk
Management throughout the planning and implementation process. The Harbor
Department has approximately 1,000 employees, and Wellness Week typically
draws an estimated 300 participants each year.
2. Plan and execute all inperson activities, including lunchtime fitness sessions such
as group walks and gym classes, as well as a comprehensive employee Health Fair
featuring informational wellness vendors, health screenings, workshops, flu shot
services, chair massage services, and fitness challenges. Attendance for in-person
activities generally ranges from 25 to 50 participants per session.
3. Recruit, secure, and manage all required exhibitors and vendors, including fitness
instructors, workshop facilitators, webinar presenters, health screening providers,
food suppliers, open enrollment partners, and chair massage therapists, ensuring all
compliance and documentation requirements are met. The Event Coordinator will
also recruit and manage all webinar presenters for nightly virtual sessions covering
topics such as nutrition, fitness, meditation, stress management, personal and
professional development, cooking, and other wellnessrelated themes. Services
must support staff located across Harbor Department facilities in the Los Angeles
Harbor area, including San Pedro and Wilmington.
4. Procure, curate, and furnish all necessary equipment, supplies, and materials,
including swag bags and their contents. This includes receiving procured items,
inspecting shipments for damage, itemizing and organizing materials, and
assembling completed swag bags for participant distribution. The Event Coordinator
will also provide onsite staff to support registration, exhibitor assistance, participant
engagement, event setup and cleanup, and overall event operations.
5. Secure and manage all technology platforms required to operate the event's
inperson and online elements, including registration, email tools, attendee
engagement features, and communication channels. The Event Coordinator is
responsible for ensuring these systems are safe, accessible, reliable, and
userfriendly to support a positive participant experience.
6. Maintain, retain, and organize all records and documentation associated with
Wellness Week in a clear, accurate, and compliant manner through a centralized
system with proper labeling, categorization, and secure storage. The Event
Coordinator shall track and verify attendance records, registration data, surveys,
vendor agreements, and event summaries to ensure all documentation is complete,
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accurate, and filed in accordance with Harbor Department requirements.
3. PROPOSAL REQUIREMENTS
3.1 Proposal Questions
All questions regarding this RFP must be submitted, in writing, exclusively to
Tanisha Herr, the Contract Administrator, at THerr@portla.org by no later than 3:00 p.m.
on Thursday, July 23, 2026.
Attempts to contact any other Harbor Department employee or members of the
Board of Harbor Commissioners, either directly or through third-parties acting for or on the
proposer's behalf, may be presumed to constitute efforts to bias or influence the
competitive process with information not detailed in the RFP and not available on an equal
basis to all proposers. Accordingly, such attempts shall constitute grounds to disqualify
the proposer undertaking them. Any information provided by the Contract Administrator to
one proposer in response to questions shall be provided to all proposers.
3.2 Proposal Submission
One (1) digital copy of your proposal must be submitted by 3:00 p.m. Pacific
Standard Time on Thursday, August 13, 2026 to Tanisha Herr at Therr@portla.org.
Proposers solely are responsible for the timeliness of their submittals. Proposers
are cautioned to budget adequate time to ensure that their proposals are electronically
delivered (not just sent) before the deadline set forth above.
By submitting a proposal, proposers certify that such proposal constitutes their full
and complete written response to the RFP and evidences their acknowledgement that
additional written material outside of such proposal shall not be considered by the City in
connection with this RFP, unless the City provides a written request that they submit
additional written materials. Absent such written request, proposers are instructed to not
submit to the City written or other materials outside of the proposal, either in a subsequent
interview or otherwise.
3.3 Evaluation Process and Selection Criteria
All proposals meeting the requirements of this RFP shall be reviewed and rated by
an evaluation committee according to the following criteria: 1) firm qualifications,
experience, and references; 2) project organization, personnel, and staffing; 3) project
approach, work plan, management, and timeline; 4) rates, fees, and budget control; and 5)
clarity and comprehensiveness of the proposal. See Exhibit E.
Selected proposers may be contacted to arrange in-person interviews with the
evaluation committee. The evaluation committee will make the final recommendation for
selecting the consultant. All recommendations are subject to the approval of the Director
of Risk Management Division and the Executive Director of the Harbor Department.
Proposers are advised that all documentation submitted in response to this RFP will
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be considered property of the Harbor Department and may become available to the public
as a public record and be released without further notification. Any information that the
proposer considers confidential should not be submitted with the proposal.
The right to reject any and all proposals shall, in every case, be reserved, as shall
the right to waive any informality in the proposal when to do so would be to the advantage
of the City.
3.4 Proposal Content
The following items shall be included in your proposal:
1. Cover Transmittal Letter
Provide a narrative which introduces the firm and team highlighting the special
strengths of the firm to perform the work requested in this RFP. The letter should be
signed by an authorized principal of the proposing consulting firm.
2. Firm Qualifications, Experience and References
Provide a narrative describing the firm's qualifications to perform the proposed
project and requested services, including past (relevant) experience and at least three
client references, with contact names and information. Include information regarding your
firm's experience involving the size and level of complexity of the proposed project.
Qualifications and experience for proposed subconsultants should also be included.
Identify any members of your proposed team, including proposer's firm and any
subconsultant firms, who are former Commissioners, officers or employees of the Harbor
Department. Provide their name, proposed team position, and their past position and
years of employment/appointment with the Department. If your proposed team does not
have any such members, please include a statement in your proposal so stating.
Proposers are advised that it is a proposer's obligation to determine whether any
conflicts of interest exist for their team members and the extent to which those conflicts
need to be resolved or disclosed prior to engaging in business with the Department.
3. Project Organization, Personnel and Staffing
Provide a brief description of all key personnel and technical staff (including
vendors, partners or subconsultants) to be involved and their relationship to the services to
be provided.
Include names, titles, licenses, certificates, fields of expertise, and relevant experience
for all proposed personnel and staff.
Identify the Project Manager for the proposed services.
Provide a project organization chart which depicts the organization of the project team,
including reporting relationships to the Department's Project Manager and supervision
of project team staff.
Indicate the on-site availability for project manager as well as other staff during the
lifetime of the project.
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4. Project Approach and Work Plan
Provide a narrative which shows your firm's understanding of the project's
requirements and documents a logical technical approach to the project scope of work.
Include a general work plan as well as the proposed approach to undertaking the scope of
work described earlier in this RFP.
Using the scope of work presented in this RFP, propose a work plan detailing major
tasks and subtasks and the work to be conducted in each. For each task, detail the
number of hours by staff level and the hourly rate for each staff level. Extrapolate the
total cost for each major task and for each staff level for a total project cost.
If specific project team members or vendors are critical to specific tasks, identify where
they will be utilized and/or committed.
Include the results and deliverables expected from each major task.
Identify appropriate assumptions and considerations that could impact the scope and
timeline for completing each task.
Provide a detailed equipment list for each application area with associated costs.
Provide a detailed list of estimated expenses by category. Identify related
considerations and assumptions for these expenses.
5. Project Management
Describe how your firm intends to manage all aspects of the work to be performed,
including schedules for completion of tasks/subtasks, procedures for scheduling and cost
control. The Project management proposal must include:
Project kick off meeting
Regularly scheduled project team meetings
Written progress reports
Issue/risk management techniques
6. Timeline
Based upon the proposed project approach and work plan, provide a detailed
project schedule that illustrates the duration of each task/subtask and identifies results and
deliverable milestones.
7. Cost
Provide pricing and cost information for the project. Include hourly rates for all
proposed team members and a total project cost. Also provide pricing for any proposed
equipment, software, or hardware costs and any other related expenses for the project.
Discuss any budget control measures of your firm and proposed subconsultants.
8. Business Enterprise Programs and Contract Administrative Requirements
In order for your proposal to be deemed responsive, the following documents
MUST be included with your proposal:
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A) SMALL/VERY SMALL BUSINESS ENTERPRISE (EXHIBIT B)
Provide with your proposal the Small/Very Small Business Enterprise Consultant
Description form (Exhibit B), fully filled out for your firm and any proposed subconsultants.
Please refer to Exhibit B for detailed information relative to these programs and
instructions on completing the forms.
Although there is no Small Business Enterprise (SBE) participation requirement,
proposers are still required to complete the form.
Firms must be certified as SBEs or Very Small Business Enterprises (VSBE)
through RAMP at the time proposals are due. Firms will only receive credit for
SBE/VSBE certifications reflected on their RAMP profile, and the status of those
certifications must be shown as "Verified". If they qualify, firms may certify as SBE
(Proprietary) and VSBE (Harbor) by completing the SBE (Proprietary) application available
here. Please refer to the Road Map for a listing of agency certifications that may be
accepted in lieu of completing the application. If your firm is already certified by one of the
listed agencies, review the "Certification on RAMP" instructions on the Support tab of the
RAMP website. For VSBE certification, you must complete the application or be certified
as a Micro-business through the State of California Department of General Services
(DGS). Applications should be mailed to the following address referencing the RFP:
CITY OF LOS ANGELES
DEPARTMENT OF PUBLIC WORKS
Bureau of Contract Administration
Office of Contract Compliance - Centralized Certification Administration
1149 S. Broadway, Ste. 300
Los Angeles, CA 90015
B) INSURANCE VERIFICATION LETTER
Provide a letter from your firm indicating that the insurance requirements for this
project as described in this RFP are presently part of your insurance coverage, or that your
firm will be able to obtain such coverage should you be selected for award. The proposer
must be aware of the indemnification requirements also set forth in this RFP. Proposers
are not required to purchase the required insurance in order to respond; however, all
required insurance will need to be submitted at the time of contract award.
ACORD(R) Certificate of Liability Insurance sheets will not be accepted. Proposals
submitted without an insurance verification letter, as described above, will be
deemed non-responsive.
C) CITY ETHICS COMMISSION (CEC) FORMS 50 and 55
Proposers who submit a response to this solicitation (proposers) are subject to
Charter section 470 (c) (12) and related ordinances. As a result, proposers may not make
campaign contributions to and or engage in fundraising for certain elected City officials or
candidates for elected City office from the time they submit the response until either the
contract is approved or, for successful proposers, 12 months after the contract is signed.
The proposer's principals and subcontractors performing $100,000 or more in work on the
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