Skip to content
Go to News

Request for Proposal for Event Planner: TOPP Program

Transition to Organic Partnership Program (TOPP): Request for Proposal for Event Planner   West/Southwest Regional TOPP Partner Gathering

Submission Deadline:

August 8, 2025, 5pm PST

Send submissions and questions to:

jparr@ccof.org

————————————————–

1. Summary

CCOF, the lead organization for the West/Southwest Regional Center under the USDA Transition to Organic Partnership Program (TOPP), is seeking a consultant to organize a three-day, four-night West-Southwest Regional partner gathering in Central California. Interested parties must submit a proposal addressing the criteria outlined below by August 8, 2025, 5:00 p.m. PST to jparr@ccof.org.

2. Background

The USDA Transition to Organic Partnership Program (TOPP) was launched in the fall of 2022 to provide technical assistance and support for transitioning and existing organic farmers, and to a limited extent processors and handlers. TOPP is a collaborative national effort involving partners working together toward a common goal of transitioning conventional producers to organic production. The TOPP network covers six regions: the Mid-Atlantic/Northeast, Southeast, Midwest, Plains, Northwest, and West/Southwest. In each geographic area there is one “Regional Lead” responsible for program coordination and forming partnerships with organizations to serve transitioning and existing organic farmers. Find more information about the TOPP on USDA’s website and on the TOPP website. TOPP is funded by the United States Department of Agriculture (USDA), overseen by the National Organic Program.

3. Project Information

CCOF will lead a regional gathering of all West/Southwest TOPP partners the week of November 17 on the Central Coast of California. CCOF seeks a contract project manager or event planner to work with the existing contracted event venue (which provides all meals) to organize three full days of programming and transportation for between 50-75 people.

This contractor will organize all aspects of the event, including but not limited to coordination with the event venue for scheduling, lodging, and meals, managing one day of conference-style programming, and finding and booking farm tours, field trips, workshops, and transportation.

CCOF will support with agenda planning, on-site facilitation, budgeting, and expense reimbursement for all participants and subcontractors.

The contractor will attend the gathering and organize logistics on-site, arriving Monday, November 17th, and leaving Friday, November 21st.

           Project Timeline

The project will begin on or before , and will be completed by December 1, 2025.

4. Budget  

Total costs for the contract are limited to $15,000. Proposal pricing should be inclusive of contractor travel (per USDA guideline amounts) to and from the event.

5. Proposal Guidelines and Requirements

This is an open and competitive process to vendors within the United States, including Puerto Rico and the Virgin Islands.

          Proposal Timeline
  • Proposals will be accepted until August 8, 2025, 5:00 p.m. PST, late proposals will not be considered.
  • Proposals will be evaluated immediately thereafter; we may require interviews (via videoconference).
  • The start date of the project and announcement of our chosen consultant will be on or before August 15, 2025.
  • All other candidates will be notified once a candidate/firm has been chosen.
  • The completion and delivery dates of the project and its phases will be mutually agreed upon prior to signing a contract.
         Proposal Guidelines

The budget and proposal must include:

  • Summary
  • Company Overview and Team: describe your company, length of business, your relevant experience. Describe the team who will work on this project. Include name, title/role, and brief background/experience of each. Provide contact information.
  • Communication and Project Management. Describe your project management process including how you will track project status.
  • Timeline: describe the project timeline and associated milestones. Detail the time required for each major step or phase of the project. This will be evaluated and will be part of the contractual agreement, a realistic timeframe for completion is essential.
  • Budget: provide a summary of pricing for the proposed services and products.
  • References: provide a list of two references who can speak to the services requested in this RFP. Please include contact information and a brief description of the work done for those clients.
  • Terms and Conditions: include any contract terms and conditions.
  • Description of previous similar projects.

6. Evaluation Criteria

CCOF will evaluate proposals based on the following criteria:

  • The proposal meets the needs and criteria set forth in the RFP.
  • The proposal is presented in a clear, logical manner, is well-organized and has the appropriate information as described in the RFP.
  • The candidate has successfully completed similar projects and has the qualifications necessary to undertake and be successful with this project.
  • The candidate has familiarity with the food and agriculture sector, and preferably understands organic agriculture.
  • The candidate firm has an appropriate number of staff and the necessary expertise to be successful.
  • The price is appropriate for the value being offered.

7. Questions and Contact Information

Please send your proposals and questions to jparr@ccof.org