City of Laredo Ionwave #Informal RFP Global Trade Summit Program

Professional planning and event operations for the Port Laredo Global Trade Summit

The City of Laredo, through Port Laredo, seeks a professional-services team to plan and support its Global Trade Summit and related international market activities. - Government buyer: City of Laredo; Port Laredo is the Summit owner and lead agency. Purchasing Division, Public Works. - Scope: Strategic planning, program development, speaker and stakeholder engagement, exhibitor coordination, event operations and onsite support, and post-event reporting. Planned market activities include Monterrey and Mexico City. - Services: Project management; trade-program research; speaker, moderator, and panelist coordination; stakeholder engagement; exhibitor recruitment; confirmed-sponsor benefit fulfillment; event-platform, venue, and production coordination; VIP and dignitary logistics; onsite operations; and an After Action Report. - Decision authority and exclusions: Port Laredo retains final authority over the program, speakers, exhibitors, sponsorships, and official representation. Contractor sponsorship prospecting, sales, pricing, and negotiation are excluded; audiovisual equipment is not expected unless separately authorized. - Commercial requirements: Proposals must provide a fixed, not-to-exceed professional-services fee and separately identify anticipated reimbursable expenses. No product quantities or part numbers are specified. - OEMs and named vendors: No product OEMs or prospective contractors are identified. Cit-E-Bid is named as the proposal-submission platform; the event-management platform provider is unspecified.

Description

The City of Laredo is seeking a qualified professional services team to support the strategic development, planning, coordination, and execution of the 2027 Port Laredo Global Trade Summit, scheduled for May 26–28, 2027, in Laredo, Texas. Services include summit project management, program and speaker development, stakeholder engagement, exhibitor coordination, event operations, onsite management, and post-event reporting. The contractor will also support planned market activations in Monterrey and Mexico City, while sponsorship sales and several final decision-making and approval responsibilities remain with Port Laredo or the City. Proposals must include a fixed, not-to-exceed professional services fee and required proposal materials.

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