RFP-274-PRCR-RACCSP2026-Arts_Community_Creative_Spaces 1.pdf

Request for Proposals #274-PRCR-RACCSP2026

Title: Raleigh’s Arts Community Creative Spaces Plan

Issue Date: Wednesday, August 19, 2026

Due Date: Friday, September 25, 2026 no later than 5:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Parks, Recreation, & Cultural Resources

Direct all inquiries concerning this RFP to:

Bekah Torcasso Park Planner Email: Bekah.Torcasso@raleighnc.gov mailto:Bekah.Torcasso@raleighnc.gov

Table of Contents

1 INTRODUCTION

1.1 PURPOSE

1.2 BACKGROUND – ABOUT RALEIGH

1.3 BACKGROUND – PROJECT CONTEXT

2 SCOPE OF SERVICES

2.1 WORKING WITH RALEIGH ARTS

2.2 GUIDING PRINCIPLES

2.3 GENERAL REQUIREMENTS

2.4 PART 1: DEVELOP PROJECT FRAMEWORK:

2.5 PART 2: RESEARCH, ASSESSMENT, AND ANALYSIS

2.6 PART 3: STRATEGIC PLANNING

2.7 PART 4: SHARING THE PLANNING PROCESS AND PLAN: COMMUNICATION & DOCUMENTATION

3 REQUST FOR PROPOSAL PROCESS

3.1 REQUEST FOR PROPOSAL (RFP) TIMELINE

3.2 PRE-PROPOSAL CONFERENCE

3.3 PROPOSAL QUESTIONS

3.4 PROPOSAL SUBMISSION REQUIREMENTS AND CONTACT INFORMATION

4 PROPOSAL REQUIREMENTS

4.1 REQUEST FOR PROPOSALS REQUIRED DOCUMENT FORMAT

4.2 RFP DOCUMENTS

5 PROPOSAL EVALUATION

5.1 PROPOSAL EVALUATION CRITERIA (STAGE 1)

5.2 INTERVIEW/DEMONSTRATION (STAGE 2)

5.3 FINAL SELECTION

5.4 NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS

5.5 CONTRACT TERM

6 ADDITIONAL TERMS AND CONDITIONS

6.1 BUSINESS ENGAGEMENT & OPPORTUNITIES

6.2 RIGHTS TO SUBMITTED MATERIAL

6.3 COMMUNICATIONS

6.4 LOBBYING

6.5 CONFLICTS OF INTEREST

6.6 PROPOSER EXPENSES

6.7 PROPOSER ACCEPTANCE

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is soliciting proposals from one or more firms with which to contract for the development of Raleigh’s Arts Community Creative Spaces Plan.

This long-range plan will provide a roadmap of goals, objectives, strategies and tools, including policy recommendations to realize the vision set forth in the Raleigh Arts Plan

– Art Everywhere, by Everyone – via the built environment. The plan should result in Raleigh’s Arts Community’s access to a robust mix of inclusive, sustainable and affordable creative spaces across the city for artmaking, for sharing that work through performances, exhibitions and other activities, as well as for arts education, both now and as the city grows over the next 10 years.

The City is seeking proposals that demonstrate expertise in strategic planning, research and data analysis, thoughtful and inclusive constituent and key stakeholder engagement, municipal planning processes, arts and cultural facility assessment, and project management to effectively carry out this project as described in Sections 1.2 and 1.3: Background – About Raleigh and Project Context and Section 2: Scope of Services.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Rebekah Torcasso bekah.torcasso@raleighnc.gov

The budget for this scope of work shall not exceed $250,000, inclusive of all expenses and fees.

1.2 Background – About Raleigh

Arts & Culture in Raleigh Raleigh is the state capital and home to a vibrant community of nonprofit arts and cultural organizations, major statewide cultural institutions, and many community-based groups and collaboratives. There is also a robust and growing community of individual artists ranging from student to avocational to professional, from beginner to nationally acclaimed. Raleigh residents value all arts and cultural experiences, from the rigor of the North Carolina Symphony to the vibrancy of the African American Cultural Festival, to informal participatory street bluegrass jam sessions during the Raleigh Wide Open Music Festival and Community Music School’s $1 lessons for families with economic constraints.

Raleigh strongly values its sense of community. Residents often note that Raleigh has an unusually open culture, with less hierarchy than other regions and a broadly shared sense https://evp.nc.gov/ mailto:bekah.torcasso@raleighnc.gov of community and civic engagement. The overall demand for arts activities within the city is very strong and significantly higher than national averages. As a result, there are often fewer steps between beginners, amateurs and professional artists, between teaching artists and eager students, between arts appreciators, performers and creators. And there is a commitment to decreasing the number of steps between each of them by extending the arts throughout the city while connecting already well-established arts and culture nodes.

The Raleigh Arts Plan The Raleigh Arts Plan, a community cultural plan, sets the creative vision for the capital city as “a community connected through arts and culture, where every person is empowered to lead the creative life they envision.” It is rare for a community to focus so directly on the cultural interests of all of its residents. Ahead of its time when approved in 2016 and unique across the South, this vision puts equity and inclusion at the heart of Raleigh Arts’ work and sets its strategic direction.

Parks, Recreation & Cultural Resources Department Raleigh Arts is part of the City of Raleigh’s Parks, Recreation and Cultural Resources Department’s (PRCR) Resources Division. The department plays a key role in supporting access to a high quality of life for all Raleigh residents and adding to the character and charm of the Capital City. PRCR is responsible for 120 miles of greenway trails, 10,000 acres of land, and 1.3 million square feet of facilities, including community centers, theatre facilities, visual art centers, cultural centers, and historic sites. PRCR offers a wide range of creative programming opportunities, all year long, that promote social, cultural, mental and physical well-being. The City’s vision for its parks, recreation and cultural resources system is “bringing people to parks and parks to people.”

Raleigh Arts Raleigh Arts administers the programs of the Raleigh Arts Commission and the Public Art and Design Board, as well as managing Pullen and Sertoma Community Arts Centers and facilitating arts programming across other City departments. Current Raleigh Arts programs include:

• Raleigh Arts Partner Program, which partners with over 40 Raleigh-based nonprofit organizations to actualize the Raleigh Arts Plan’s Creative Life Vision via annual funding ($2.7 million in FY27), capacity building, technical assistance, multi-year lease agreements and other resources.

• Community art programs and awards, including Neighborhood Arts Funds, Community-Initiated Public Art Projects, Poet Laureate Program, and the Raleigh Medal of Arts.

• Public art initiatives focused on highlighting the histories, stories and cultures of Raleigh’s many communities through its Percent for Art Program, Raleigh Municipal Building visual art exhibitions, the Municipal Art Collection and temporary public art initiatives.

• Individual Artist Support through public art initiatives, paid artist residencies, Municipal Art Collection purchases and paid exhibition opportunities.

• Universal Access and the Arts Program, which takes a universal design approach to engaging people with disabilities in Raleigh’s arts and cultural life via exhibitions by disabled artists, incorporating accessibility into public art projects such as audio versions of printed text and audio description of visual art, prioritizing universal design in the current Sertoma Arts Center renovation, and running a nationally-recognized annual capacity building program for arts and cultural organizations.

• Collaborative arts programs across City departments, as well as with other arts councils and community groups.

Documentation

• Raleigh Arts

• Raleigh Arts Plan

• Public Art Strategic Plan

1.3 Background – Project Context

To fully understand this long-range planning project, it is helpful to have some additional information and context.

Project Impetus Local nonprofit arts organizations and artists have been increasingly unsuccessful in obtaining and maintaining creative spaces, a problem not uncommon to fast growing municipalities. If the root causes of the problem are not found and solutions developed to resolve them, it is likely that Raleigh will lose arts organizations and artists as they move to other communities or close. It is also likely that Raleigh will not be able to grow new, healthy, local arts organizations and artists in addition to the ones we already have at a rate that matches the city’s overall growth rate.

Project Goal The goal of this planning project is to help the Raleigh Arts Community flourish across the city by addressing and resolving issues related to obtaining and maintaining creative space in ways that are authentic to Raleigh. Therefore, this project’s goal is to develop long-term, sustainable solutions and a roadmap to address:

• growing adaptive challenges faced by the Raleigh Arts Community in terms of inclusive, sustainable and affordable creative spaces; and

• disparities in the geographic distribution of artmaking, art sharing (performance, exhibition, events), and arts education sites across the city.

Primary Project Constituents – Raleigh’s Arts Community For this planning project, Raleigh’s priority is cultivating a vibrant, flourishing, and expansive arts ecosystem of nonprofit organizations, collaboratives, avocational and professional artists. Therefore, Raleigh’s Arts Community is this planning project’s primary constituency and focus.

Raleigh’s Arts Community Definition: For this planning project Raleigh’s Arts Community comprises only arts groups and artists who struggle to obtain and sustain facilities on their own. Specifically, we are talking about nonprofit arts organizations, collaboratives and grassroots or community-based groups with budgets up to about $2 million.

Individual artists, whether part-time or full-time, who are in the process of growing their career but are not yet at a point to afford studio, rehearsal or other spaces on their own, are also considered members of Raleigh’s Arts Community.

https://raleighnc.gov/raleigh-arts https://raleighnc.gov/arts/services/raleigh-arts-plan https://raleighnc.gov/arts/services/about-raleigh-arts/public-art-strategic-plan

What is “Creative Space”?

“Creative space”, for the purposes of this project, includes any built structure or portion thereof in which artmaking, sharing via performances/ exhibitions, learning, and/or convening can occur. Anecdotally we know that Raleigh’s Arts Community struggles to find a wide range of spaces, such as rehearsal and classroom space, studio space, performance and exhibition spaces, as well as storage, office and meeting spaces. We chose the term Creative Spaces for this project to be open-minded about the ways and types of structures that could address Raleigh’s arts community’s space needs.

2 SCOPE OF SERVICES

The awarded Firm shall provide services, all as set forth in this RFP and more particularly described in this Section 2.

2.1 Working with Raleigh Arts

Raleigh Arts is typically an active and collaborative thought partner on projects. In addition, staff will help with introductions to City and community leaders, obtaining City plans and other documentation for review, booking City meeting sites and helping with logistics, etc.

A steering committee comprising Raleigh Arts Commissioners, representatives of Raleigh’s Arts Community, City staff and community members with expertise in key project areas will also partner on this project. The Firm can expect to engage with City staff across multiple departments as well.

2.2 Guiding Principles

Guiding principles for this planning project include

• Creative Space as City Infrastructure: Developing a wholistic, vision for embedding arts and culture across the city via the built environment is key to this planning project.

• Authentic to Raleigh: The final plan should be a road map for addressing Raleigh’s Arts Community needs that provides strategies that are authentic to Raleigh, leveraging Raleigh’s unique assets and strengths while addressing gaps.

• Social Cohesion: Given the collaborative and collegial culture of Raleigh’s Arts Community and the extensive turnover in community members due to the pandemic, the planning process should incorporate strategies to regrow community connective tissue across key stakeholder groups and other project participants.

• Inclusive Design: Understanding that universal design makes things better for everyone, the City values embedding inclusive design throughout the planning process and in the final plan itself.

• Non-Displacement: This project seeks to improve the quality of life for Raleigh residents currently living in the City. Creative space strategies that will have a ripple effect of shifting the socio-economic mix of a neighborhood making it unaffordable for current community members are not acceptable.

2.3 General Requirements

General responsibilities include but are not limited to:

• Work collaboratively with City staff, the Raleigh Arts Commission, Public Art &

Design Board, and other key stakeholders.

• Consult on project scope and schedule through the Parks, Recreation and Cultural

Resources project manager and other staff or departments, as needed.

• Attend meetings and prepare meeting summaries, as needed and required, with City staff and other applicable groups.

• Review existing documents, plans, studies and policies, and other pertinent information regarding arts programming produced by Raleigh’s arts community and by the City.

• Work closely with City staff to design, lead and facilitate an equitable and inclusive constituent & key stakeholder engagement plan that engages Raleigh’s Arts Community members and other key stakeholders in substantive and strategic ways.

An inclusive and meaningful engagement process recognizes that those who are affected by decisions have a right to be involved in the decision-making process and ensures that City strategic and long-range plans are shaped by the people they are intended to serve.

2.4 Part 1: Develop Project Framework:

The Firm will work with City staff to develop the project framework. The framework will outline the project objectives and outcomes, guiding principles, and lines of communication with the City, identify known stakeholders, define constituent and key stakeholder efforts, design the research path, chart a project communications plan, confirm deliverable reports, and finalize the project timeline.

2.5 Part 2: Research, Assessment, and Analysis

Research, analysis and assessment of historic states, current conditions, and anticipated changes over the next 10 years are required to provide adequate context and a strong foundation upon which to ground the strategic planning process.

Research focus areas include:

• Raleigh’s Arts Community health and capacity to obtain/maintain creative spaces

• Raleigh’s Arts Community creative space usage, inventory, needs, and geographic disbursement

• Local private and public philanthropic ecosystem, including arts and capital support, and in comparison with other municipalities with flourishing arts communities

• Evaluation of Raleigh real estate landscape – public and private

• Identify relevant City of Raleigh policies, practices, plans, development ordinances, building codes, and other relevant regulations that impact access to, development and affordability of creative spaces

In collaboration with City staff, the Firm will design key research questions then develop appropriate data-driven research, analysis and assessment strategies to answer them.

The Firm will then carry out those strategies, which should include substantive and intentional engagement with Raleigh’s Arts Community members.

2.6 Part 3: Strategic Planning

The Firm shall design and facilitate a collaborative group planning process to engage City staff and steering committee members in the development of key objectives, goals, outcomes and strategies to achieve this project’s overarching goal and incorporate them into the final Raleigh’s Arts Community Creative Spaces Plan.

Elements include:

1) Ensuring City staff and steering committee members start work with an understanding of the project’s overarching goals and foundational context developed in Section 2.5: Research, Assessment, and Analysis.

2) Engaging these key stakeholders in an ideation process to develop key objectives, goals and strategies for the final plan.

3) Checking the viability of those results via benchmarking, precedent research, and/or other assessment mechanisms.

4) Looping back with results to City staff and steering committee members to further refine the plan’s key objectives, goals and strategies until consensus is reached.

5) Drafting the initial strategic plan for City staff and steering committee review and revision.

2.7 Part 4: Sharing the Planning Process and Plan: Communication & Documentation For successful implementation, multiple constituencies must understand Raleigh’s Arts Community Creative Spaces Plan, how it is meaningful to them and their roles in achieving its goals. Those constituencies include Raleigh Arts staff, departmental and city leadership, elected officials, Raleigh Arts Commissioners, Raleigh’s Arts Community members, and the community at large. As a result, it is expected that a universal design approach will be taken with all project documentation and reports.

General Communications Responsibilities Include:

• Developing all documentation, reports, slide decks, presentations, graphics, images and other materials using a universal design approach that incorporates communications and design best practices for people with disabilities.

Deliverables: Research, analysis and assessment report that highlights key findings, summarizes research results overall, and provides a historical look at key focus areas, articulates current conditions, and identifies continued city growth and development trends that will impact Raleigh’s Arts Community over the next decade.

Deliverables: Draft strategic plan that provides a plan overview, articulates plan components, includes an implementation timeline and outlines the strategic planning process used.

• Understanding the different communication styles and needs of the multiple stakeholder and constituent groups to be engaged in this project, as well as the community at large, and developing communications tools and documentation to meet those specific needs.

• Developing and implementing a communications plan to ensure key stakeholders are kept informed and engaged throughout the project.

• Preparing presentation documents and materials in formats suitable for public meetings and other constituent and key stakeholder activities.

• Developing draft written report and/or plan documents as specified for each project part.

• Incorporating document revisions after review by City staff and presentations to the Raleigh Arts Commission, Public Art & Design Board, and other key stakeholder groups.

• Preparing final report and/or plan documents for publication and distribution, including graphic design elements.

Final Strategic Plan Report:

The Firm will write and design the Final Strategic Plan Report including:

• An executive summary

• Strategic plan, including goals, strategies and timeline, etc.

• research, assessment and analysis methodology description

• research, assessment and analysis results

• strategic planning process, methodology, and results

Deliverables: Communications strategy, meeting materials, documentation and reports as needed for the planning process.

Final Raleigh’s Arts Community Creative Spaces Plan report and documentation that clearly articulates the plan and provides guidance for multiple constituencies, including Raleigh Arts staff, departmental and city leadership, elected officials, Raleigh’s Arts Community members, and the community at large.

3 REQUST FOR PROPOSAL PROCESS

3.1 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and time

Solicitation Date Wednesday, August 19, 2026

Pre-Proposal Meeting (not required)

Friday, August 28, 2026

Join using this Microsoft Teams Meeting Link

*Please RSVP via this Microsoft Form link or by email to Bekah Torcasso (Bekah.Torcasso@raleighnc.gov)

Deadline for written questions Friday, September 4, 2026

City Response to Questions (anticipated) Friday, September 11, 2026

Proposal Due Date and Time Friday, September 25, 2026, by 5:00 p.m. EST

Evaluation Meeting (anticipated) Mid October 2026

Interviews (if required) Late October 2026

Selection Announcement (tentative) Late 2026 / Early 2027

3.2 Pre-Proposal Conference

Pre-Proposal Conference attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Please register and submit written questions in advance via this link or by email to Bekah Torcasso (Bekah.Torcasso@raleighnc.gov).

3.3 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in Section 3.1: RFP Timeline for the submittal of written inquiries. The firm’s failure to request clarification and submit questions by the https://teams.microsoft.com/meet/221569405937490?p=eNScCuxwOoZSvYHWVY https://teams.microsoft.com/meet/221569405937490?p=eNScCuxwOoZSvYHWVY https://forms.cloud.microsoft/g/cZxDEWcM0R mailto:Bekah.Torcasso@raleighnc.gov https://forms.cloud.microsoft/g/cZxDEWcM0R mailto:Bekah.Torcasso@raleighnc.gov date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposer’s responsibility to ensure that all addenda have been reviewed and, if required, signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Rebekah Torcasso bekah.torcasso@raleighnc.gov

3.4 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in this Section 3: REQUEST FOR PROPOSAL PROCESS, and be addressed and submitted as follows:

Option 1: Electronic Submission via Email The preferred submission method is electronic. Electronic proposal packages must be addressed and submitted as follows:

DELIVERED BY EMAIL

Subject Line: [Firm Name] - Raleigh Arts Community Creative Spaces Plan RFP Email Address: bekah.torcasso@raleighnc.gov

City Contact Name: Bekah Torcasso

Note: Maximum attachment size for Electronic Submissions via Email is 24MB.

Electronic submissions with attachments larger than 24MB may not be received and will be considered unresponsive. For larger file size submissions, see Option 2 below.

Proposers must submit one (1) signed electronic version of the submittal package, including appendices and all other required documentation.

The electronic version of the submittal package must be submitted as a viewable and printable Adobe Portable Document File (PDF). Note: for security purposes the City will not accept or follow links to download files from external storage sites.

Electronic versions must be received by the City on or before the RFP due date and time provided in Section 3.1: RFP Timeline. Proposals received after the RFP due date and time will not be considered and will be returned unopened to the original sender.

Option 2: Submission via US Postal Service Mail or Other Delivery Services

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DELIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Bekah Torcasso ATTN: Bekah Torcasso

222 West Hargett Street 222 West Hargett Street

Suite 601 Suite 601

Raleigh NC 27601 Raleigh NC 27601

RFP No. 274-PRCR-RACCSP2026 RFP No. 274-PRCR-RACCSP2026

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. One (1) signed hard-copy original submittal package, including completed appendices and all other required documentation;

B. One (1) electronic version of the signed submittal on a USB flash drive, including appendices and all other required documentation.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in Section 3.1: RFP Timeline.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in Section 3.1: RFP Timeline. Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in Section 3.1: RFP Timeline.

4 Proposal Requirements Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

4.1 Request for Proposals Required Document Format

Proposals should be no longer than 75 pages and follow best practices for accessible reading (font sizes, formatting, and graphics).

Digital PDF proposals should be formatted as 8-1/2” x 11” (A4-sized) pages and separated into segments as outlined below.

Physical, hard-copy proposals should be submitted on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into segments using tabs to easily identify and separate each segment as outlined below.

Segment 1: Cover Letter

Provide an introduction letter summarizing the unique qualifications of the Proposer’s firm to meet the needs of this project. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

Segment 2: Corporate Background and Experience Include background information on the Proposer’s firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past five (5) number of years, accompanied by at least three (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

Segment 3: Project Manager Experience Provide information as to the qualifications and experience of the project manager to be assigned to this project, including a resume citing experience with similar projects and a description of the role and responsibilities the project manager will handle on the project.

Segment 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in Section 2: Scope of Services section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

Segment 5: Constituent / Key Stakeholder Engagement Experience and Proposed Strategy Provide information as to the Proposer’s experience working with key constituent and stakeholder groups on similar projects, including proposed group process strategies, facilitation tools, techniques for building social cohesion, etc. Given that Raleigh Arts has a collaborative work culture and building social cohesion within primary constituent and key stakeholder groups will be project features, provide information as to the Proposer’s experience in those areas. Describe the specific engagement approach and strategy(ies) proposed for this project or note where they can be found in the response to Section 4.1: Request for Proposal Required Document Format, Segment 4 above (Project Understanding, Approach and Schedule).

Segment 6: Team Experience and Certifications/Qualifications This segment must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific team chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

Segment 7: Financial Information Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy of a commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: “CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS

PURPOSE OF PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

Segment 8: Cost In a separate sealed envelope, or a separate file if submitting electronically, provide a minimum of three (3) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

4.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

5 PROPOSAL EVALUATION

5.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score

Firm Background and Experience 15

Project Manager: Experience and Qualifications 15

Project Understanding and Approach 30 Constituent & Key Stakeholder Engagement Experience and Proposed Strategy 10

Team Experience and Qualifications 15

Submission Package Quality 5

Financial Stability 5

Cost 5

Total Score (without Interview)

Interview (1-5 points)

Final Score (with Interview)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

5.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

5.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 5.1: Proposal Evaluation Criteria. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process. If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

5.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

5.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract will be stated in the contract issued by the City. See Appendix IV for a sample version of the City’s contract for services.

6 ADDITIONAL TERMS AND CONDITIONS

6.1 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

6.2 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

6.3 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1: Purpose, prior to the deadline provided in Section 3.1: RFP Timeline. Violation of this provision may result in the firm’s proposal being removed from consideration.

6.4 Lobbying

By responding to this RFP, the firm certifies that it has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

6.5 Conflicts of Interest

City of Raleigh contracts are controlled by three (3) conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

6.6 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

6.7 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so.

Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

APPENDIX I

Proposal Cost Form

RFP #274-PRCR-RACCSP2026

Arts, Culture & Community Infrastructure Strategic Plan

Awarded Contractor shall perform the services to be performed as set forth in this RFP and more particularly described in Section 2: Scope of Services for a not to exceed total amount of

Proposer shall attach proposal cost breakdown to this Appendix I Proposal Cost Form.

Firm Name: ____________________________________________________________

Authorized Signature: ______________________________Date: __________________

Signed by: _____________________________________________________________ [Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

Proposer Questionnaire Form

The following questions must be answered, and data given must be clear and comprehensive.

If necessary, questions may be answered on separate sheets.

The Proposer may submit any additional information desired.

Proposer Information

Company Name:

d/b/a (if applicable):

Street / PO Box:

City: State: Zip:

Phone: Fax:

Email:

Website (if applicable):

Business Type: Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS #:

Are you registered with the North Carolina Secretary of State to conduct business (if required)?

YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal Government and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable:

ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS

Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax:

E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

References

List at least three (3) references for which you have provided these services (same scope/size) in the past three (3) years - preferably government agencies.

Do not include City of Raleigh as a reference to meet the requirement of listing at least three (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax:

E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax:

E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax:

E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax:

E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax:

E-Mail:

Describe Scope of Work:

Signature

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

Reference Questionnaire (Instructions)

RFP #274-PRCR-RACCSP2026

Raleigh's Arts Community Creative Spaces Plan

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the Reference Questionnaire Form (the following two pages) to each business reference listed…