2025_Art_of_Recovery_Production_Partners_RFP.pdf

CITY OF SANTA MONICA

2025 ART OF RECOVERY PRODUCTION PARTNERS RFP

Recreation and Arts

RELEASE DATE: October 9, 2025

DEADLINE FOR QUESTIONS: October 16, 2025

RESPONSE DEADLINE: November 20, 2025, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

2025 Art of Recovery Production Partners RFP

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - CSA Template

C - CSA_Insurance_Template

2025 Art of Recovery Production Partners RFP

1 Introduction

1.1 Summary

The City of Santa Monica, ("the City”) is inviting proposals from organizations, arts and cultural producers, collectives, groups, and individuals interested to collaborate with the City and artists to create and implement art projects or events in the city of Santa Monica as part of its Art of Recovery (AoR) grant initiative.

1.2 Background

The Art of Recovery initiative launched in November 2020 as part of the City of Santa Monica’s Economic Recovery during the COVID-19 pandemic. The goal of the initiative at the time was to harness the arts to play a major role in the recovery efforts while highlighting Santa Monica as a place of culture and unique experiences. Inspired by the Works Progress Administration (WPA)-era’s Federal Art Project, Art of Recovery put artists to work to implement projects and events that focused on the four critical areas that arose during COVID: Economic Recovery, Racial Justice & Cultural Equity, Wellbeing & Public Health, and Community Connectedness. The initiative provided artists and arts Producers with the necessary space and support to develop and implement creative solutions that addressed these crucial areas.

In 2023, City Council adopted five strategic priorities and Art of Recovery evolved its priorities to align with these which include:

• Clean & Safe: Helping the city to maintain and enhance an atmosphere marked by clean and safe public spaces and neighborhoods.

• Addressing Homelessness: Advocating for regional capacity to address homelessness.

• Economic Growth & Cultural Vitality: Cultivating economic opportunity and recovery and investing in amenities and programs for all community members.

• Justice, Equity & Diversity: Advancing racial equity, justice and social diversity to improve the wellbeing of people who live, work, learn, play and do business here.

• Sustainable & Connected: Enhancing our resources, preventing and remedying harm to natural environment and human health, and benefiting the social and economic wellbeing of the community.

2025 Art of Recovery Production Partners RFP

The Art of Recovery initiative is aligned with the City’s strategic priorities while also advancing its own specific goals, which include:

• responding to and being able to pivot to address emergency impacts

• supporting the city’s artists and economy by:

o employing artists and arts producers o working with and supporting business activity throughout the city o enlivening public spaces, including parks, streets, or other areas o producing new artworks or events that strengthen and connect artists and Santa Monicans

Since its launch in November 2020, the Art of Recovery initiative has:

Provided Project Support for:

• 82 projects

• 144 in-person events

• 32 exhibitions and installations

• 17 street activations

• 27 media projects

• 18 online activations

Contributed to the Creative Workforce Paying:

• 575 artists

• 217 arts Producers and other creatives

• 792 total creatives

Facilitated 297 Partnerships with:

• Non-profits

• For-profit businesses

• Business Improvement Districts

• City Divisions/Departments

• Neighborhood Associations

• Arts Producers

2025 Art of Recovery Production Partners RFP

Provided/Facilitated Funding Contributions of:

• $1,486,667 from the City of Santa Monica

• $539,966 from Partners

• $2,026,633 total funding

Art of Recovery continues to support artists and artmaking at all times, while also being designed to pivot and respond to emergencies as needed. Recognizing the vital role of art in difficult moments, the program enables artists to create, and the community to experience art.

Program Producers reported positive impacts through participating in Art of Recovery in the following areas:

• Capacity-building

• Financial improvements

• Business growth

• Social and emotional well-being enhancements

The City is committed to advancing racial equity and social diversity by addressing systemic disparities, fostering an inclusive environment, and ensuring that all individuals—regardless of race, class, gender, disability, or other identities—have the opportunity to thrive. Applications from individuals of all backgrounds, cultures, and experiences to ensure a diverse and inclusive collaboration are encouraged to apply.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797 Department:

Recreation and Arts

Department Head:

Jenny Rodgers Director Recreation and Arts mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

2025 Art of Recovery Production Partners RFP

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date October 9, 2025

Question Submission Deadline October 16, 2025, 3:00pm

Question Response Deadline October 30, 2025, 3:00pm

Proposal Submission Deadline November 20, 2025, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of Three (3) years, with Two (2) for renewal of One (1) each, to be exercised at the City’s sole discretion.

3 Scope of Work

Producers will build an ecosystem of support for artists and projects, offering resources, learning, networking, and opportunities for artists to work across sectors. This helps to build capacity and sustainability among local arts producers and provide more community access to artistic experiences. This second round of Art of Recovery Production Partners will continue to grow this ecosystem.

Producers shall support the implementation of Art of Recovery projects or events by providing space, facilitating the use of space and/or offer production services.

Art of Recovery project ideas may be submitted by Producers, artists, and organizations. Projects are selected through a panel review process to ensure alignment with program criteria. Once approved, artists and Producers are matched based on project needs and available resources, with Cultural Affairs staff facilitating partnerships and implementation as needed.

3.1 Scope of Work

Scope of Work

Producers Responsibilities shall include, but not limited to:

2025 Art of Recovery Production Partners RFP

A. Provide space and/or production support for temporary art installations and events

B. Subcontract with artists or other arts producers and serve as a fiscal pass through, including providing necessary insurance

C. Submit ideas for and/or support the production of art projects and events in Santa Monica

D. Collaborate with artists across disciplines, cultural perspectives, and local businesses or organizations

E. Work with the City to secure permits, contracts, and resources as needed

F. Participate in meetings with City staff to coordinate project implementation

G. Assist in evaluation and documentation activities

H. Attend matchmaking meetings between artists and Producers

I. Collaborate on marketing efforts and ensure proper credit for the Art of Recovery

Production Partner Expectations

A. Use City-approved systems (e.g., Microsoft Teams, SharePoint) for project management and collaboration

B. Be flexible and proficient in at least one area: providing and managing physical space, supporting artists with resources, event production, and/or marketing

C. Have experience in project management and working with diverse stakeholders

D. Be committed to supporting artists' success and creative goals

E. Offer guidance, make connections, and create opportunities for artists

F. Maintain an inclusive and welcoming approach

G. Possess excellent communication skills with a focus on transparency, openness, and fairness

H. Be highly collaborative and skilled at building and nurturing partnerships

I. Have experience in community outreach and engagement

J. Adapt to challenges with flexibility and creative problem-solving

K. Maintain a solutions-oriented mindset

L. Incorporate the City’s commitment to racial equity and social diversity by fostering inclusion and addressing systemic disparities in all project work

Art of Recovery Goals

Support local artists and economy by employing artists, collaborating with businesses, enlivening public spaces, and creating events or artworks that connect the community.

2025 Art of Recovery Production Partners RFP

Project Requirements:

A. Must take place in Santa Monica, be promoted to residents, workers, and visitors, and be accessible to the public.

B. Must address one or more of the following:

C. Be responsive to current issues (e.g., natural disasters).

D. Address racial justice and support diverse arts producers.

E. Encourage civic engagement and community connection.

F. Draw people to Santa Monica and foster connections.

G. Be innovative and artistically strong.

H. Build networks and sustainability among local arts producers.

Project Alignment Requirements All Art of Recovery projects must demonstrate alignment with both the City of Santa Monica’s strategic priorities and the initiative’s specific program goals, as outlined below:

City Strategic Priorities

A. Clean & Safe: Contribute to clean and safe public spaces and neighborhoods.

B. Addressing Homelessness: Support efforts that advance regional capacity to address homelessness.

C. Economic Growth & Cultural Vitality: Cultivate economic opportunity, recovery, and access to amenities and programs for the community.

D. Justice, Equity & Diversity: Advance racial equity, justice, and social diversity to improve community wellbeing.

E. Sustainable & Connected: Protect and enhance the natural environment, human health, and community wellbeing.

Art of Recovery Program Goals

A. Respond to and pivot as needed to address emergency impacts.

B. Support Santa Monica’s artists and economy by employing artists and arts producers.

C. Collaborate with and strengthen business activity throughout the city.

D. Enliven public spaces such as parks, streets, and other community areas.

Produce new artworks or events that connect artists with Santa Monicans and strengthen community ties.

2025 Art of Recovery Production Partners RFP

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Qualifications*

Provide a brief summary of Producer’s history and its recent relevant experience (last five years) in one or more of the following areas:

• temporary public art, performing arts, cultural, and art events, or event production

• collaborating with artists from diverse artistic disciplines and cultural backgrounds

• working with the City of Santa Monica or other municipalities/public agencies /large organizations

• working with businesses and/or supporting business activity

• producing or co-producing projects of varying complexity, scale and nature

2025 Art of Recovery Production Partners RFP

• collaborating with cross sector organizations and individuals

• Activating public spaces and/or creating places for community engagement

*Response required

5.1.3 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the contract. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.1.4 Access To Space*

Describe the producer's ability to identify and coordinate a site to host temporary public art/arts programs/events or note if you have available space(s) where productions can take place within the City of Santa Monica.

*Response required

5.1.5 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.6 Project Work Plan*

In one of the examples submitted as part of Qualifications 1.2 please provide an outline of the approach or methodology. Describe how you established an overall project plan, including a timeline, budget, collaboration and communication with artists, and other stakeholders. Your response should also identify any resources or support you required from other sources.

This outline should reflect your strategy for how Producer successfully managed this project or event from inception to completion.

*Response required

5.1.7 Cost Proposal*

Provide a budget outline to accompany the art project noted in 1.6. This budget should include all program or production costs, as well as indirect project costs (e.g., marketing and/or operations), profit and all personnel that would be involved in projects as part of this agreement. The budget should also indicate what percentage of the completed project was fulfilled by each team member.

*Response required

2025 Art of Recovery Production Partners RFP

5.1.8 Acceptance of understanding no guarantee of work*

Producers selected pursuant to this RFP are not guaranteed any funding. All work will be awarded and completed on an approved per-project basis. An approved project proposal and budget will be required for each project.

☐ Yes

☐ No

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations)

2025 Art of Recovery Production Partners RFP shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required https://government-project.s3.us-west-2.amazonaws.com/47043/abd14927-fc28-4c52-b1d3-483bf17bebad_OAKS_INITIATIVE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LYA2KUQK%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQC5hyu2LwODoFxdQLLEKMxu39INkVI7LWZjcpVcMZNk7QIgMbbiWSxKoQSAI%2BvyXOWH9jUAz3UtVz8vePvSqHQnevkqkwUI1%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJGlcjYNvSpAlL7z0CrnBLROa4uLBtTPNw3ecfPYNgQjIlrCgY5KgcgLLilpR7bd6lkjZt%2BYnlf9hfXXj5tQAFjKBLk2T%2FhhlTgoLCBTZIGGfzK7x%2B0J9e74bIgQ4nc%2BUqhBaiuY3IvEbUqvFPOM1HzhrjA0%2BaueqQnk8%2B9fqvvPgNwq40tthueY5Bf%2FsbcuECE2BTOyrzZdrNVSUVDdd4P9LewyOJdKie%2F5K2Hleqa5w%2FmO%2FASX%2BpgwEunyHIuaZ6mkQGmqkbAOTHI%2FenId2H1e0Oe6L0G4iIjhGRBlwcrdplWkWjI43XgdRuq6PbxRzHOkcnzxynw735544lr8lbXtWjAqSJLKo%2BD%2F8tORIVeUXYMOoKTC6lS14ELQCg8kVW4C2dOJojYs1g%2B9UN1Q2Uyb1c2g4HVKNvt47npzdy5CWm1DH8oOSFlrP5YmvgmOzCtJThTfk4aUOq3Y9glWhEFi0NWUuNPnWnA5boc8IDKWZ6I%2BRdV01E8pusKz2KAHldclFkBbDbSW4lqtJ%2FD8OFJFoE0wVt5Rn0I3R4f%2FfEC9wl6rzenP8w80QtQxdNAVn0le7KJ%2FhEYFkNIwr2iuyeRSTkScn%2Buqy17uzGVV7Mepm1bwU9uTFaat14nIHGo%2BqlVCCYwY6CmyJe8j1SLWnYgFPhdPnq8SFp7n4aBgTC5pNqrIzn86ZUWs%2B8GIPz5LrQHXWvNAjfCJVbfCwKdir%2FraMVhAEEA764UJBEWCU3timncTD5xAMqaqABQx%2BJpmR8OttBrv8jhCVbHi8f19%2BM61%2BTuO684BjEEVspuLUjh7C6fhYfslVpulotidOUfU9MtUzIWZCzDA%2BJ7HBjqbAZTIPixH%2Fs5xpRIUA9Vzh2cf6ZNqF88MMc1PnAp4H1kKSAgErfBx1gyo5Fg%2FDlzxjcb%2BXAZ4MFOW2xtqsahCicOodkB1zWgwdSstsHo17yU9Fbuo4U0NMbiWvtiQ%2Fy%2F6kaepxa4%2BFgNgNRRGjNIIMcg6wN6DHlfwILUJibgpkXlPQYvp%2B8t1H7VZwkp8nZmMuqeXiKbwnZYY0DVL&X-Amz-Signature=a5627c067fff9f43d998fd3fa89620ee64f6ca57c40681ad491fdc961ab04887&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/3200d340-ceaf-43f6-8fdb-0244a0434690_OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LYA2KUQK%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQC5hyu2LwODoFxdQLLEKMxu39INkVI7LWZjcpVcMZNk7QIgMbbiWSxKoQSAI%2BvyXOWH9jUAz3UtVz8vePvSqHQnevkqkwUI1%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJGlcjYNvSpAlL7z0CrnBLROa4uLBtTPNw3ecfPYNgQjIlrCgY5KgcgLLilpR7bd6lkjZt%2BYnlf9hfXXj5tQAFjKBLk2T%2FhhlTgoLCBTZIGGfzK7x%2B0J9e74bIgQ4nc%2BUqhBaiuY3IvEbUqvFPOM1HzhrjA0%2BaueqQnk8%2B9fqvvPgNwq40tthueY5Bf%2FsbcuECE2BTOyrzZdrNVSUVDdd4P9LewyOJdKie%2F5K2Hleqa5w%2FmO%2FASX%2BpgwEunyHIuaZ6mkQGmqkbAOTHI%2FenId2H1e0Oe6L0G4iIjhGRBlwcrdplWkWjI43XgdRuq6PbxRzHOkcnzxynw735544lr8lbXtWjAqSJLKo%2BD%2F8tORIVeUXYMOoKTC6lS14ELQCg8kVW4C2dOJojYs1g%2B9UN1Q2Uyb1c2g4HVKNvt47npzdy5CWm1DH8oOSFlrP5YmvgmOzCtJThTfk4aUOq3Y9glWhEFi0NWUuNPnWnA5boc8IDKWZ6I%2BRdV01E8pusKz2KAHldclFkBbDbSW4lqtJ%2FD8OFJFoE0wVt5Rn0I3R4f%2FfEC9wl6rzenP8w80QtQxdNAVn0le7KJ%2FhEYFkNIwr2iuyeRSTkScn%2Buqy17uzGVV7Mepm1bwU9uTFaat14nIHGo%2BqlVCCYwY6CmyJe8j1SLWnYgFPhdPnq8SFp7n4aBgTC5pNqrIzn86ZUWs%2B8GIPz5LrQHXWvNAjfCJVbfCwKdir%2FraMVhAEEA764UJBEWCU3timncTD5xAMqaqABQx%2BJpmR8OttBrv8jhCVbHi8f19%2BM61%2BTuO684BjEEVspuLUjh7C6fhYfslVpulotidOUfU9MtUzIWZCzDA%2BJ7HBjqbAZTIPixH%2Fs5xpRIUA9Vzh2cf6ZNqF88MMc1PnAp4H1kKSAgErfBx1gyo5Fg%2FDlzxjcb%2BXAZ4MFOW2xtqsahCicOodkB1zWgwdSstsHo17yU9Fbuo4U0NMbiWvtiQ%2Fy%2F6kaepxa4%2BFgNgNRRGjNIIMcg6wN6DHlfwILUJibgpkXlPQYvp%2B8t1H7VZwkp8nZmMuqeXiKbwnZYY0DVL&X-Amz-Signature=f53a2956212da2bfab331636675442ff372f681e0e6f5359677c68770ecc78c4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

2025 Art of Recovery Production Partners RFP

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26– July 1, 2025 through June 30, 2026)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY25-26_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required https://government-project.s3.us-west-2.amazonaws.com/189630/c1d3b340-6e3f-4b13-9a73-504fb0a028e9_FY25-26_Living_Wage_Certification_Fillable_6-3-25.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LYA2KUQK%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQC5hyu2LwODoFxdQLLEKMxu39INkVI7LWZjcpVcMZNk7QIgMbbiWSxKoQSAI%2BvyXOWH9jUAz3UtVz8vePvSqHQnevkqkwUI1%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJGlcjYNvSpAlL7z0CrnBLROa4uLBtTPNw3ecfPYNgQjIlrCgY5KgcgLLilpR7bd6lkjZt%2BYnlf9hfXXj5tQAFjKBLk2T%2FhhlTgoLCBTZIGGfzK7x%2B0J9e74bIgQ4nc%2BUqhBaiuY3IvEbUqvFPOM1HzhrjA0%2BaueqQnk8%2B9fqvvPgNwq40tthueY5Bf%2FsbcuECE2BTOyrzZdrNVSUVDdd4P9LewyOJdKie%2F5K2Hleqa5w%2FmO%2FASX%2BpgwEunyHIuaZ6mkQGmqkbAOTHI%2FenId2H1e0Oe6L0G4iIjhGRBlwcrdplWkWjI43XgdRuq6PbxRzHOkcnzxynw735544lr8lbXtWjAqSJLKo%2BD%2F8tORIVeUXYMOoKTC6lS14ELQCg8kVW4C2dOJojYs1g%2B9UN1Q2Uyb1c2g4HVKNvt47npzdy5CWm1DH8oOSFlrP5YmvgmOzCtJThTfk4aUOq3Y9glWhEFi0NWUuNPnWnA5boc8IDKWZ6I%2BRdV01E8pusKz2KAHldclFkBbDbSW4lqtJ%2FD8OFJFoE0wVt5Rn0I3R4f%2FfEC9wl6rzenP8w80QtQxdNAVn0le7KJ%2FhEYFkNIwr2iuyeRSTkScn%2Buqy17uzGVV7Mepm1bwU9uTFaat14nIHGo%2BqlVCCYwY6CmyJe8j1SLWnYgFPhdPnq8SFp7n4aBgTC5pNqrIzn86ZUWs%2B8GIPz5LrQHXWvNAjfCJVbfCwKdir%2FraMVhAEEA764UJBEWCU3timncTD5xAMqaqABQx%2BJpmR8OttBrv8jhCVbHi8f19%2BM61%2BTuO684BjEEVspuLUjh7C6fhYfslVpulotidOUfU9MtUzIWZCzDA%2BJ7HBjqbAZTIPixH%2Fs5xpRIUA9Vzh2cf6ZNqF88MMc1PnAp4H1kKSAgErfBx1gyo5Fg%2FDlzxjcb%2BXAZ4MFOW2xtqsahCicOodkB1zWgwdSstsHo17yU9Fbuo4U0NMbiWvtiQ%2Fy%2F6kaepxa4%2BFgNgNRRGjNIIMcg6wN6DHlfwILUJibgpkXlPQYvp%2B8t1H7VZwkp8nZmMuqeXiKbwnZYY0DVL&X-Amz-Signature=7077317cf238cd5d5d629c47640d9fedb86e363f611a6564d0ae75a2218b1529&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22FY25-26_Living_Wage_Certification_Fillable_6-3-25.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/294f31b8-a812-425c-9a19-649387ed2d22_Certification_of_Compliance_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4LYA2KUQK%2F20251009%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251009T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQC5hyu2LwODoFxdQLLEKMxu39INkVI7LWZjcpVcMZNk7QIgMbbiWSxKoQSAI%2BvyXOWH9jUAz3UtVz8vePvSqHQnevkqkwUI1%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJGlcjYNvSpAlL7z0CrnBLROa4uLBtTPNw3ecfPYNgQjIlrCgY5KgcgLLilpR7bd6lkjZt%2BYnlf9hfXXj5tQAFjKBLk2T%2FhhlTgoLCBTZIGGfzK7x%2B0J9e74bIgQ4nc%2BUqhBaiuY3IvEbUqvFPOM1HzhrjA0%2BaueqQnk8%2B9fqvvPgNwq40tthueY5Bf%2FsbcuECE2BTOyrzZdrNVSUVDdd4P9LewyOJdKie%2F5K2Hleqa5w%2FmO%2FASX%2BpgwEunyHIuaZ6mkQGmqkbAOTHI%2FenId2H1e0Oe6L0G4iIjhGRBlwcrdplWkWjI43XgdRuq6PbxRzHOkcnzxynw735544lr8lbXtWjAqSJLKo%2BD%2F8tORIVeUXYMOoKTC6lS14ELQCg8kVW4C2dOJojYs1g%2B9UN1Q2Uyb1c2g4HVKNvt47npzdy5CWm1DH8oOSFlrP5YmvgmOzCtJThTfk4aUOq3Y9glWhEFi0NWUuNPnWnA5boc8IDKWZ6I%2BRdV01E8pusKz2KAHldclFkBbDbSW4lqtJ%2FD8OFJFoE0wVt5Rn0I3R4f%2FfEC9wl6rzenP8w80QtQxdNAVn0le7KJ%2FhEYFkNIwr2iuyeRSTkScn%2Buqy17uzGVV7Mepm1bwU9uTFaat14nIHGo%2BqlVCCYwY6CmyJe8j1SLWnYgFPhdPnq8SFp7n4aBgTC5pNqrIzn86ZUWs%2B8GIPz5LrQHXWvNAjfCJVbfCwKdir%2FraMVhAEEA764UJBEWCU3timncTD5xAMqaqABQx%2BJpmR8OttBrv8jhCVbHi8f19%2BM61%2BTuO684BjEEVspuLUjh7C6fhYfslVpulotidOUfU9MtUzIWZCzDA%2BJ7HBjqbAZTIPixH%2Fs5xpRIUA9Vzh2cf6ZNqF88MMc1PnAp4H1kKSAgErfBx1gyo5Fg%2FDlzxjcb%2BXAZ4MFOW2xtqsahCicOodkB1zWgwdSstsHo17yU9Fbuo4U0NMbiWvtiQ%2Fy%2F6kaepxa4%2BFgNgNRRGjNIIMcg6wN6DHlfwILUJibgpkXlPQYvp%2B8t1H7VZwkp8nZmMuqeXiKbwnZYY0DVL&X-Amz-Signature=9dfddab7ee330f1aac2a2ee71e0fb6819fa3f2754a9df2ca8880146be5326424&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_of_Compliance_Form.pdf%22&x-id=GetObject

2025 Art of Recovery Production Partners RFP

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience Up to 40 points may be awarded based on the evaluation of Producer’s prior experience of work for similar engagements or work that reflects the ability and experience of project management, collaboration and implementation of successful projects.

Points Based 40 (40% of Total)

2. Site, Support, Other Resources Up to 30 points may be awarded based on the evaluation of the Producer’s ability to provide space, production support and/or other resources.

Points Based 30 (30% of Total)

3. References Up to 20 points may be awarded upon an evaluation of Producer’s work from at least three references from organizations that Producer has worked with on projects of varying size and scope.

Points Based 20 (20% of Total)

4. Alignment with City’s Strategic Priorities and Art of Recovery’s Goals Up to 10 points may be awarded based on the alignment of the Producer's goals/mission/project with the City’s strategic priorities and the Art of Recovery goals.

Points Based 10 (10% of Total) 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2025 Art of Recovery Production Partners RFP

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful

2025 Art of Recovery Production Partners RFP consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:

A. The training, credentials and experience of the person or firm;

B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;

C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay;

D. The sufficiency of the person’s or firm’s financial and other resources;

E. The character, integrity, reputation and judgment of the person or firm;

F. The ability of the person or firm to provide such future service as may be needed;

G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and

H. Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.

2025 Art of Recovery Production Partners RFP

8.2 Receiving Time / Late Proposals

It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.

Late proposals are not accepted.

8.3 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.4 Incurring Cost

Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.

8.5 Prime Consultant Responsibility

Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.

8.6 Sub-consultants

Use of sub-consultants must be clearly explained in the proposal, and major sub-consultants must be identified by name. Prime consultants shall be wholly responsible for the entire performance whether or not sub-consultants are used.

8.7 Amended Proposals

A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.

8.8 Proposer’s Rights to Withdraw Proposal

Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.

2025 Art of Recovery Production Partners RFP

8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.

8.10 Best and Final Offer

The City reserves the right to request Best and Final Offers from any or all proposers.

This will be the only opportunity to amend or modify proposals based on feedback from the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.

8.11 Living Wage Requirement

Any agreement issued as a result of this Request for Proposal may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

8.12 Disclosure of Proposal Contents

All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.

8.13 Notice Regarding Disclosure of Contents of Documents

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

8.14 No Obligation

This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.

2025 Art of Recovery Production Partners RFP

8.15 Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.

8.16 Sufficient Appropriation

Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer. The City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the selected proposer as final.

8.17 Errors and Restrictive Specifications

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately notify the City Contact designated in Section I, B. Without disclosing the source of the request, the City may issue a written addendum to clarify the ambiguity, or to correct the problem, omission, or other error.

If prior to the submission date, a proposer knows of or should have known of an error in the RFP but fails to notify the City Contact of the error, the proposer shall submit their proposal at his, her or its own risk, and, if awarded an agreement, shall not be entitled to additional compensation or time by reason of error or its later correction.

8.18 Legal Review

The City requires that all proposers agree to be bound by the General Requirements contained in this RFP.

8.19 Governing Law

This RFP, and any agreement entered into pursuant to this RFP, are governed by the laws of the State of California.

8.20 Oral Changes and Basis for Proposal

Proposers may not rely upon oral explanations. All changes and addenda will be issued in writing. Only information supplied by the City in writing through the City’s Contact, or in this RFP should be used as the basis for the preparation of proposals.

8.21 Agreement Terms and Conditions

The agreement between the City and the selected proposer(s) will follow the format specified by the City and contain the terms and conditions set forth in Attachment B, Contractual Services Agreement. However, the City reserves the right to negotiate with a successful proposer the final provisions or provisions in addition to those

2025 Art of Recovery Production Partners RFP contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful proposal will be incorporated into and become part of the agreement.

Should a proposer object to any of the City’s terms and conditions, as contained in this Section or in Attachment B, that proposer must propose specific alternative language in his, her, or its proposal. Proposer must provide a brief discussion of the purpose and impact, if any, of each proposed changed followed by the specific proposed alternate wording. The City may or may not accept the alternative language. General references to the proposer’s terms and conditions or attempts at complete substitutions are not acceptable to the City and may result in disqualification of the proposer.

8.22 Proposer’s Terms and Conditions

Proposers must submit with the proposal a complete set of any additional terms and conditions that they expect to have included in an agreement negotiated with the City.

8.23 Proposer Qualifications

The City may make such investigations as necessary to determine the ability of the proposer to adhere to the requirements specified within this RFP.

8.24 Right to Waive Minor Irregularities

The City…