EGB FY26 Vendor Planner Permitting Roundtable FR 12175825

The Governor’s Office of Information Technology (OIT) is seeking proposals from qualified vendors to provide professional meeting planning, stakeholder engagement, and facilitation services for a series of "Broadband Permitting Roundtables." The objective is to organize and execute these meetings to gather feedback from local, state, and federal government representatives, utility providers, pole owners, industry representatives, and other local officials on how the State can assist in streamlining permitting processes, reducing administrative burdens, and improving economic competitiveness. The work to be performed under the Main Task Order Contract awarded from this solicitation will include an Initial Phase (approximately five in-person meetings) and an Ongoing Support Phase (additional in-person meetings and/or virtual roundtables). • The Initial Phase will consist of five in-person meetings distributed geographically across the state to ensure regional representation. • The Ongoing Support Phase will include virtual roundtables executed via individual task orders as needed. • The awarded Vendor shall not proceed with any work until a valid Task Order has been executed. • The contract will consist of an Initial Phase and an Ongoing Support Phase. • The Vendor shall provide all labor, supervision, materials, and equipment necessary to perform the tasks. • The Vendor shall perform the following tasks for the Initial Phase and the Ongoing Support Phase. • Task 1: Stakeholder Engagement, Outreach, and Work Plan. • Task 2: Venue Selection & Logistics (In-Person meetings). • Task 2a: Venue Selection & Logistics - Virtual Roundtables (On-going Support Phase). • Task 3: Roundtable Facilitation. • Task 4: Post-Meeting Support & Reporting. • Deliverables and Schedule (In-Person Meetings) and Deliverables and Schedule (Virtual). • The Vendor shall adhere to the agreed-upon scope of work and notify the State immediately of any potential delays or deviations. • The State may assess an awarded Vendor's performance and take action as outlined in the Main Task Order Contract. • The Vendor shall provide regular status reports to the State, at a frequency specified in the awarded Main Task Order Contract and any resulting Task Order(s). • The Vendor shall establish a clear communication protocol approved by the State for updates, issues, and inquiries. • The Vendor shall promptly respond to State inquiries and communications within 1 business day. • The Vendor shall address and resolve non-critical issues raised by the State within 3 business days. • The Vendor shall escalate issues to the CBO Service Owner and Vendor Account Executive, OIT Escalation Manager, and CBO Supervisor as necessary. • The Vendor shall obtain affirmative written acceptance from the State for all Work and Deliverables. • The Vendor shall submit a summary of all completed Work and Deliverables performed under the Main Task Order Contract and each Task Order. • The Vendor shall certify, in writing, that all Work is completed in accordance with Contract requirements. • The Vendor shall adhere to all quality assurance standards and procedures outlined in the awarded Main Task Order Contract and any resulting Task Order(s). • The Vendor shall perform regular quality checks throughout the performance of work and address any identified issues promptly.