Santa_Monica_Airport_Artist_Studios:_Programming_&_Artist_Relations_Management_(Addendum_#2_Revision).pdf

CITY OF SANTA MONICA

SANTA MONICA AIRPORT ARTIST STUDIOS: PROGRAMMING

& ARTIST RELATIONS MANAGEMENT

REQUEST FOR PROPOSALS

Recreation and Arts Department

RELEASE DATE: July 1, 2024

DEADLINE FOR QUESTIONS: July 15, 2024

RESPONSE DEADLINE: August 12, 2024, 3:00 pm

APPROVED FOR ADVERTISEMENT

CITY CONTACT:

Allison Ostrovsky

City of Santa Monica

Request for Proposals Santa Monica Airport Artist Studios: Programming & Artist Relations

Management

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_Insurance_Template

C - Sample_CSA

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

1 Introduction

1.1 Summary

The City of Santa Monica (the “City”) invites proposals from qualified individuals or organizations to provide Arts Programming and Artist Tenant Relations Management (“Management”) for the Santa Monica Airport Art Studios, located at 3026 Airport Avenue, at the Santa Monica Airport (the “Airport”.) The initial contract is one year, with the possibility to renew four additional years.

1.2 Background

The Airport has a rich history as the former home of the Douglas Aircraft Company and the birthplace of the DC-3, and has been home to notable artists dating back to the 1950s. The Airport now houses the largest concentration of artists in Santa Monica, comprising 60 art studios and creative spaces across four airplane hangars. These studios are a cultural asset to the city, ensuring artists can continue to have a presence in the city and creating an arts campus that draws local and regional visitors through open studios, art walks, lectures, and exhibits throughout the year.

Prior to 2019, there were two leasing arrangements for artist studios. Artists in three hangars leased directly from the Airport Administration, while artists in the fourth hangar, located at 3026 Airport Avenue, subleased from a tenant who also provided programming for the space. In 2016, City Council prohibited subleasing of the Airport studios, leading to a change in leasing arrangements for the 3026 hangar.

Subsequently, 3026 hangar artists started leasing directly from the Airport Administration and the City issued an RFP for management of programming of the building.

For additional context about the history, opportunities and challenges, and recommendations that were made for the future management of the Airport Artist Studios, proposers can read the Findings & Recommendations from the May 2018 Airport Artist

Studios Planning Process: http://bit.ly/AirportArtStudiosRecommendations.

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.

http://bit.ly/AirportArtStudiosRecommendations

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

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

Department Head:

Jenny Rogers Director of Recreation and Arts Department

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date July 1, 2024

Question Submission Deadline July 15, 2024, 3:00pm

Question Response Deadline July 19, 2024, 3:00pm

Proposal Submission Deadline August 12, 2024, 3:00pm

2 Term

The City is seeking a firm-fixed contract with an initial contract term of One (1) year , with Four (4) options for renewal of One (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Scope of Work

Management will oversee programming and artist tenant relations:

• Site is located at 3026 Airport Avenue which contains:

o 34 artist studios mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

▪ 13 studios are between 200 - 357 sq ft

▪ 19 studios are between 374 - 488 sq ft

▪ 2 studios are between 760 - 925 ft o a gallery space o one office o two restrooms o a communal kitchen o two corridors that run the length of the building and that have entrances on either end, the corridor walls are also gallery space o Approximately 45 parking spaces

• And any other arts spaces at the Airport as appropriate

Management will report to the Cultural Affairs Division and will coordinate with both Cultural Affairs and the Airport Administration.

This scope of work excludes property management (such as administration of the individual leases and building maintenance), which will be handled by the Airport Administration.

Management will be provided with office space on-site. Additional space can be discussed and negotiated if needed.

The Airport campus and/or provided office space/s will not be a satellite site for Management’s organization, nor will Management's name be listed on any of the artist studio buildings.

For 3026 Airport Avenue, current gallery hours are Monday and Wednesday through Friday, from 11am to 5pm, Tuesday, from 2pm to 5pm, Saturday, from12pm - 5pm and closed Sundays. Current office hours are Monday through Friday, from 10am - 5pm.

Currently, there is no charge for parking or admission fee to visit the studios.

Roles and Responsibilities

Management will create and run programming in alignment with the goal to strengthen the Airport’s identity as a cultural campus and enhance its engagement with the local and regional community. Management will employ effective communication with all artist tenants, and other Airport venues as necessary, along with the Airport Administration and Cultural Affairs Division. Management must have the capacity to have a dedicated staff person to oversee this program and be on site 35 hours a week.

In addition, Management will:

Artist selection:

• Develop and oversee a process for selecting new tenants for studios as they become available. The process should include:

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management o Specific criteria prioritizing artists actively pursuing their career/practice, increasing diversity, and a demonstrated need for workspace o An independent selection panel o Transparency to existing tenants o Coordination with the Airport Administration to onboard new tenants

Programming:

• Develop an annual programming schedule that supports and serves all artists of 3026 Airport Avenue, and that serves the general public

• Offer monthly programming to provide growth opportunities for all artist tenants, non-tenants and the general public that may include:

o Exhibitions of tenant artists in the gallery and opportunities for tenants to exhibit outside their studios o Public programming such as exhibits, lectures, artist talks, multidisciplinary performances, and open studios o Temporary artist residencies o Professional development such as workshops, peer-learning, and/or mentorship o Hands-on arts workshops for the public taught by both tenant and non-tenant artists o Other programming or opportunities that addresses the differing focuses of the studio artists such as community engagement or attracting buyers o Management shall pay state and/or federal prevailing wages when applicable

Marketing:

• Provide and implement a marketing strategy for the programs and ensure proper positioning across digital and physical platforms, including website

• Update Property signage and site map in accordance with new tenancies

Coordination:

• Lead efforts to coordinate with other arts tenants at the Airport, which may include:

o Planning and execution of an annual Airport Art Walk in coordination with Airport Administration and Cultural Affairs o Maintenance of a shared event calendar to avoid conflicting events and Parking/traffic challenges o Facilitation of regular gatherings to build community o Joint marketing

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management o Joint exhibits and workshops o Exploration of deeper partnerships with other arts tenants o Representing art studios and artist tenant's interests at Airport meetings o and gatherings

Tenant Relationships:

• Responsible for tenant relationships, communication, and notices

• Work with and engage all current tenants equally, avoiding preferential treatment

• Lead monthly meetings with tenants to discuss programming and opportunities and to gather feedback

• Resolve conflicts between or with tenants

• Encourage collaboration and self-organization among artists

• Work closely with Airport Administration to advocate for tenants and address building or other issues

• Coordinate regular tenant meetings

• Facilitate tenant participation in programming and meetings and provide tenant assistance

Accountability:

• Meet annually with Cultural Affairs to set shared goals, objectives, and deliverables

• Attend quarterly check-in meetings with Cultural Affairs and Airport Administration

• Provide quarterly written reports including progress toward goals and financial information

• Conduct biannual tenant surveys to gather feedback and share results with Cultural Affairs

3.2 Vendor Expectations

• Minimum five (5) years experience working with artist populations or in a similar setting, demonstrated understanding of artists’ issues, challenges and opportunities of individual and varying artists

• A clear and compelling vision for the future of the 3026 Airport Avenue building and the Airport’s cultural campus

• A demonstrated commitment to ensuring that artists thrive and reach their goals

• A demonstrated ability to adhere to all City rules and regulations

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

• Ability to offer guidance, make connections, and create opportunities for both tenant and guest non-tenant artists

• Inclusive and welcoming attitude

• Excellent communication skills and a passion for transparency, openness, and fairness

• Collaborative nature with a knack for sparking and nurturing partnerships

• Experience engaging in community outreach

• Proven Marketing experience

• Ability to have a consistent presence onsite with an “open door” policy

• Has viewed all six (6) site videos which are available here and confirm having viewed the videos in its entirety in Section 5, Vendor Questionnaire.

1. Building Location: https://drive.google.com/file/d/1dfxj60EUf8mNtw9qnBi9063- 5zCqxTuj/view?usp=sharing

2. North side of Building: https://drive.google.com/file/d/1NzJvCc9E7kdO- 1Zt_OlTD6hOk1_Ubz4V/view?usp=sharing

3. East side of Building:

https://drive.google.com/file/d/1bwmgd_4sWY1F7Yc51o4bWLHks9EuySH5/view ?usp=sharing

4. West side of Building:

https://drive.google.com/file/d/1Z1cGIY5TrNf3bY7MthD9rLeua5tewW4y/view?us p=sharing

5. Gallery, Offices, Restrooms + Kitchen:

https://drive.google.com/file/d/1_FElJ__L8RXFT8t- 35FIHIzSVFVTU7xE/view?usp=sharing

6. Hallways/Slipstream:

https://drive.google.com/file/d/14P5Whst4AzHiXDGD6iK1aF6SKUubHa72/view?

usp=sharing

The fee for services rendered is up to $250,000 annually and includes all programming costs and staff.

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.

https://drive.google.com/file/d/1dfxj60EUf8mNtw9qnBi9063-5zCqxTuj/view?usp=sharing https://drive.google.com/file/d/1dfxj60EUf8mNtw9qnBi9063-5zCqxTuj/view?usp=sharing https://drive.google.com/file/d/1NzJvCc9E7kdO-1Zt_OlTD6hOk1_Ubz4V/view?usp=sharing https://drive.google.com/file/d/1NzJvCc9E7kdO-1Zt_OlTD6hOk1_Ubz4V/view?usp=sharing https://drive.google.com/file/d/1bwmgd_4sWY1F7Yc51o4bWLHks9EuySH5/view?usp=sharing https://drive.google.com/file/d/1bwmgd_4sWY1F7Yc51o4bWLHks9EuySH5/view?usp=sharing https://drive.google.com/file/d/1Z1cGIY5TrNf3bY7MthD9rLeua5tewW4y/view?usp=sharing https://drive.google.com/file/d/1Z1cGIY5TrNf3bY7MthD9rLeua5tewW4y/view?usp=sharing https://drive.google.com/file/d/1_FElJ__L8RXFT8t-35FIHIzSVFVTU7xE/view?usp=sharing https://drive.google.com/file/d/1_FElJ__L8RXFT8t-35FIHIzSVFVTU7xE/view?usp=sharing https://drive.google.com/file/d/14P5Whst4AzHiXDGD6iK1aF6SKUubHa72/view?usp=sharing https://drive.google.com/file/d/14P5Whst4AzHiXDGD6iK1aF6SKUubHa72/view?usp=sharing

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

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

5.2 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

5.3 Qualifications*

Provide a brief summary of your company’s history, its capabilities and qualification including professional licenses and certifications.

*Response required

5.4 Key Personnel*

Describe the project team composition and include resumes of key personnel. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.5 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

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

5.6 Project Work Plan*

Create a sample monthly calendar of events for one year, including exhibits, public programs, artist-in-residence activities, professional development opportunities, art workshops, open studios, and a campus-wide arts event. Additionally, describe your approach to creating this calendar: explain how the schedule, the frequency of events, and the overarching concept that informed it were determined.

*Response required

5.7 Experience*

Provide recent relevant experience (last five years). Also, describe demonstrated experience with similar projects with public agencies.

*Response required

5.8 Cost Proposal*

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.

*Response required

5.9 Vendors are required to view all six (6) site videos. Confirm viewing of all six (6) site videos.*

☐ Please confirm

*Response required

5.10 Other Required Responses

5.10.1 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?

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

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.

5.10.2 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) 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

5.10.3 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

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management 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

5.10.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 23/24 – July 1, 2023 through June 30, 2024)

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 $19.73 per hour 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 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=ASIA47RIURE4MJB2NJQ5%2F20240808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240808T231723Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED8aCXVzLXdlc3QtMiJHMEUCIQDZ2NXRjy4GhQs8Lm5W6VtFfKK%2BLkPSi%2BabG9RDHd%2BaegIgRoqt5jQNJLdg1AdQ9tl6%2BifvcczvXL4YjQbnW8TtrgkqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDGlrI2GmpkK2x1dKtyrgBGglVe1IMrrBtqUn0Y6s1fSq5zL1FBd5aTXyGibBgDy03Zmz4WzcXwt6cuH2i5V1ukL0pqThQMTgS%2BRPeeey41Zl%2FwFCvoJQpEMVCGGyLvmo7Ks%2B5fYSp9WuNyp%2B2YAM%2FhrJQbMN05hg1p0XK8OMve7UUZuIF5DOyY3Nis3ISMGgNqqZ47%2Fjf%2Bvc4Z7eh5mbApYbY5lCNpIJpNUhuTz3YPmwcD4vwMFXLaprWAwLQO23b%2FELAovIxygP7f6IsDY%2FcPYlr7thrRrTe8S6K0GPWYB8VdCmfhwyw8yqrY44abAbFNK%2BEoko%2FA2m8RXRP0UlFEbfeLZ4ZeAIy4%2BrgxmND8CEPl6hCzD3uSu8BvN%2Bt4yX%2FWpgddY3OsD8ztTrgDQ0lEgbSyNyZtMhBpDc%2FHJKyCEbHzJ9Fmx54qhLCU6AQUgOf4dP8leAZ3uJ%2Bc7bCDhtPQJf29Cp4aChuAt0azpE1oql%2B4EmQdQyfbjd592EIRl26HMbeSPR6qwMXw2Dfn66pm5LPOeWYBCE0uuAmoFFhQQHzRo%2BshiFb1VHbu3Em%2BxSCH46F27s9Mn4VlHGr3m5fNCXEsNpC6qhB%2FFE8zSj%2BUFKeWFXxpT%2F7v7YXnTN9wi%2FMZSspPp33XNNCjs2UnjnKd0GERWxariy607cIfVv5YjqvytI2WcU3ZHVpPp8HETrtGY4ak4d%2Fe1PPpMYrombWkmNMpFHHoAL2KjrG%2FdpROLQ923gq85QOmB4mo%2FmPMuM2XhkkfP23lTkhowtacovULuqckkbefxht8ueZSvPCffOlRvgv3hxMdQmk4RzXjhCML%2BY1bUGOpsBPXJzng8Z2xmmPHZ0dSkP%2Fc4Qm32EY58uT8rJFmSf0fvstyrad8002dHoKn7OLbGIYDqQ24bSxmWGXqwll4EvEF5OzULPVtxQdpVj4YOfTglmivY3ml9eY5J3%2B9XArT9UntSxmC7Ga5hq7nWJpkd0MC3SzvrnncogsYX4p8wt%2FZD8M5zmxwqsMktN4x5gWUGFo7IA1tKgM%2Fv2HOg%3D&X-Amz-Signature=877d71be7aba8814b07b82359ba25575f4f3a4a7fbcd975f3bfdffcb87cd7fb3&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=ASIA47RIURE4MJB2NJQ5%2F20240808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240808T231723Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED8aCXVzLXdlc3QtMiJHMEUCIQDZ2NXRjy4GhQs8Lm5W6VtFfKK%2BLkPSi%2BabG9RDHd%2BaegIgRoqt5jQNJLdg1AdQ9tl6%2BifvcczvXL4YjQbnW8TtrgkqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDGlrI2GmpkK2x1dKtyrgBGglVe1IMrrBtqUn0Y6s1fSq5zL1FBd5aTXyGibBgDy03Zmz4WzcXwt6cuH2i5V1ukL0pqThQMTgS%2BRPeeey41Zl%2FwFCvoJQpEMVCGGyLvmo7Ks%2B5fYSp9WuNyp%2B2YAM%2FhrJQbMN05hg1p0XK8OMve7UUZuIF5DOyY3Nis3ISMGgNqqZ47%2Fjf%2Bvc4Z7eh5mbApYbY5lCNpIJpNUhuTz3YPmwcD4vwMFXLaprWAwLQO23b%2FELAovIxygP7f6IsDY%2FcPYlr7thrRrTe8S6K0GPWYB8VdCmfhwyw8yqrY44abAbFNK%2BEoko%2FA2m8RXRP0UlFEbfeLZ4ZeAIy4%2BrgxmND8CEPl6hCzD3uSu8BvN%2Bt4yX%2FWpgddY3OsD8ztTrgDQ0lEgbSyNyZtMhBpDc%2FHJKyCEbHzJ9Fmx54qhLCU6AQUgOf4dP8leAZ3uJ%2Bc7bCDhtPQJf29Cp4aChuAt0azpE1oql%2B4EmQdQyfbjd592EIRl26HMbeSPR6qwMXw2Dfn66pm5LPOeWYBCE0uuAmoFFhQQHzRo%2BshiFb1VHbu3Em%2BxSCH46F27s9Mn4VlHGr3m5fNCXEsNpC6qhB%2FFE8zSj%2BUFKeWFXxpT%2F7v7YXnTN9wi%2FMZSspPp33XNNCjs2UnjnKd0GERWxariy607cIfVv5YjqvytI2WcU3ZHVpPp8HETrtGY4ak4d%2Fe1PPpMYrombWkmNMpFHHoAL2KjrG%2FdpROLQ923gq85QOmB4mo%2FmPMuM2XhkkfP23lTkhowtacovULuqckkbefxht8ueZSvPCffOlRvgv3hxMdQmk4RzXjhCML%2BY1bUGOpsBPXJzng8Z2xmmPHZ0dSkP%2Fc4Qm32EY58uT8rJFmSf0fvstyrad8002dHoKn7OLbGIYDqQ24bSxmWGXqwll4EvEF5OzULPVtxQdpVj4YOfTglmivY3ml9eY5J3%2B9XArT9UntSxmC7Ga5hq7nWJpkd0MC3SzvrnncogsYX4p8wt%2FZD8M5zmxwqsMktN4x5gWUGFo7IA1tKgM%2Fv2HOg%3D&X-Amz-Signature=624f239c8d397687167d7bca76a7ed2665e5bf7d9414b501bda7ae80032cac6a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management 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.

• FY23-24_Living_Wage_Certifi...

*Response required

5.10.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

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

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.10.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

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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=ASIA47RIURE4MJB2NJQ5%2F20240808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240808T231723Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED8aCXVzLXdlc3QtMiJHMEUCIQDZ2NXRjy4GhQs8Lm5W6VtFfKK%2BLkPSi%2BabG9RDHd%2BaegIgRoqt5jQNJLdg1AdQ9tl6%2BifvcczvXL4YjQbnW8TtrgkqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDGlrI2GmpkK2x1dKtyrgBGglVe1IMrrBtqUn0Y6s1fSq5zL1FBd5aTXyGibBgDy03Zmz4WzcXwt6cuH2i5V1ukL0pqThQMTgS%2BRPeeey41Zl%2FwFCvoJQpEMVCGGyLvmo7Ks%2B5fYSp9WuNyp%2B2YAM%2FhrJQbMN05hg1p0XK8OMve7UUZuIF5DOyY3Nis3ISMGgNqqZ47%2Fjf%2Bvc4Z7eh5mbApYbY5lCNpIJpNUhuTz3YPmwcD4vwMFXLaprWAwLQO23b%2FELAovIxygP7f6IsDY%2FcPYlr7thrRrTe8S6K0GPWYB8VdCmfhwyw8yqrY44abAbFNK%2BEoko%2FA2m8RXRP0UlFEbfeLZ4ZeAIy4%2BrgxmND8CEPl6hCzD3uSu8BvN%2Bt4yX%2FWpgddY3OsD8ztTrgDQ0lEgbSyNyZtMhBpDc%2FHJKyCEbHzJ9Fmx54qhLCU6AQUgOf4dP8leAZ3uJ%2Bc7bCDhtPQJf29Cp4aChuAt0azpE1oql%2B4EmQdQyfbjd592EIRl26HMbeSPR6qwMXw2Dfn66pm5LPOeWYBCE0uuAmoFFhQQHzRo%2BshiFb1VHbu3Em%2BxSCH46F27s9Mn4VlHGr3m5fNCXEsNpC6qhB%2FFE8zSj%2BUFKeWFXxpT%2F7v7YXnTN9wi%2FMZSspPp33XNNCjs2UnjnKd0GERWxariy607cIfVv5YjqvytI2WcU3ZHVpPp8HETrtGY4ak4d%2Fe1PPpMYrombWkmNMpFHHoAL2KjrG%2FdpROLQ923gq85QOmB4mo%2FmPMuM2XhkkfP23lTkhowtacovULuqckkbefxht8ueZSvPCffOlRvgv3hxMdQmk4RzXjhCML%2BY1bUGOpsBPXJzng8Z2xmmPHZ0dSkP%2Fc4Qm32EY58uT8rJFmSf0fvstyrad8002dHoKn7OLbGIYDqQ24bSxmWGXqwll4EvEF5OzULPVtxQdpVj4YOfTglmivY3ml9eY5J3%2B9XArT9UntSxmC7Ga5hq7nWJpkd0MC3SzvrnncogsYX4p8wt%2FZD8M5zmxwqsMktN4x5gWUGFo7IA1tKgM%2Fv2HOg%3D&X-Amz-Signature=49345f44abefb33ec7578222678976e8b78c97f3f4d1441f12632a004dd794d6&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_of_Compliance_Form.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/38578718-f7ba-4c5d-ad88-08ae33fdd4f7_Proposal_Forms_%2810%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4MJB2NJQ5%2F20240808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240808T231723Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED8aCXVzLXdlc3QtMiJHMEUCIQDZ2NXRjy4GhQs8Lm5W6VtFfKK%2BLkPSi%2BabG9RDHd%2BaegIgRoqt5jQNJLdg1AdQ9tl6%2BifvcczvXL4YjQbnW8TtrgkqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDGlrI2GmpkK2x1dKtyrgBGglVe1IMrrBtqUn0Y6s1fSq5zL1FBd5aTXyGibBgDy03Zmz4WzcXwt6cuH2i5V1ukL0pqThQMTgS%2BRPeeey41Zl%2FwFCvoJQpEMVCGGyLvmo7Ks%2B5fYSp9WuNyp%2B2YAM%2FhrJQbMN05hg1p0XK8OMve7UUZuIF5DOyY3Nis3ISMGgNqqZ47%2Fjf%2Bvc4Z7eh5mbApYbY5lCNpIJpNUhuTz3YPmwcD4vwMFXLaprWAwLQO23b%2FELAovIxygP7f6IsDY%2FcPYlr7thrRrTe8S6K0GPWYB8VdCmfhwyw8yqrY44abAbFNK%2BEoko%2FA2m8RXRP0UlFEbfeLZ4ZeAIy4%2BrgxmND8CEPl6hCzD3uSu8BvN%2Bt4yX%2FWpgddY3OsD8ztTrgDQ0lEgbSyNyZtMhBpDc%2FHJKyCEbHzJ9Fmx54qhLCU6AQUgOf4dP8leAZ3uJ%2Bc7bCDhtPQJf29Cp4aChuAt0azpE1oql%2B4EmQdQyfbjd592EIRl26HMbeSPR6qwMXw2Dfn66pm5LPOeWYBCE0uuAmoFFhQQHzRo%2BshiFb1VHbu3Em%2BxSCH46F27s9Mn4VlHGr3m5fNCXEsNpC6qhB%2FFE8zSj%2BUFKeWFXxpT%2F7v7YXnTN9wi%2FMZSspPp33XNNCjs2UnjnKd0GERWxariy607cIfVv5YjqvytI2WcU3ZHVpPp8HETrtGY4ak4d%2Fe1PPpMYrombWkmNMpFHHoAL2KjrG%2FdpROLQ923gq85QOmB4mo%2FmPMuM2XhkkfP23lTkhowtacovULuqckkbefxht8ueZSvPCffOlRvgv3hxMdQmk4RzXjhCML%2BY1bUGOpsBPXJzng8Z2xmmPHZ0dSkP%2Fc4Qm32EY58uT8rJFmSf0fvstyrad8002dHoKn7OLbGIYDqQ24bSxmWGXqwll4EvEF5OzULPVtxQdpVj4YOfTglmivY3ml9eY5J3%2B9XArT9UntSxmC7Ga5hq7nWJpkd0MC3SzvrnncogsYX4p8wt%2FZD8M5zmxwqsMktN4x5gWUGFo7IA1tKgM%2Fv2HOg%3D&X-Amz-Signature=98d88f8dc3a3ecee7dceae8e56e61cd4ee9274c621197e5c4886a7dfb49d9315&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Proposal_Forms_%2810%29.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/029e03b7-b15f-489c-aca1-50a376b035d1_Levine_Act_Disclosure_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4MJB2NJQ5%2F20240808%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240808T231723Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED8aCXVzLXdlc3QtMiJHMEUCIQDZ2NXRjy4GhQs8Lm5W6VtFfKK%2BLkPSi%2BabG9RDHd%2BaegIgRoqt5jQNJLdg1AdQ9tl6%2BifvcczvXL4YjQbnW8TtrgkqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDGlrI2GmpkK2x1dKtyrgBGglVe1IMrrBtqUn0Y6s1fSq5zL1FBd5aTXyGibBgDy03Zmz4WzcXwt6cuH2i5V1ukL0pqThQMTgS%2BRPeeey41Zl%2FwFCvoJQpEMVCGGyLvmo7Ks%2B5fYSp9WuNyp%2B2YAM%2FhrJQbMN05hg1p0XK8OMve7UUZuIF5DOyY3Nis3ISMGgNqqZ47%2Fjf%2Bvc4Z7eh5mbApYbY5lCNpIJpNUhuTz3YPmwcD4vwMFXLaprWAwLQO23b%2FELAovIxygP7f6IsDY%2FcPYlr7thrRrTe8S6K0GPWYB8VdCmfhwyw8yqrY44abAbFNK%2BEoko%2FA2m8RXRP0UlFEbfeLZ4ZeAIy4%2BrgxmND8CEPl6hCzD3uSu8BvN%2Bt4yX%2FWpgddY3OsD8ztTrgDQ0lEgbSyNyZtMhBpDc%2FHJKyCEbHzJ9Fmx54qhLCU6AQUgOf4dP8leAZ3uJ%2Bc7bCDhtPQJf29Cp4aChuAt0azpE1oql%2B4EmQdQyfbjd592EIRl26HMbeSPR6qwMXw2Dfn66pm5LPOeWYBCE0uuAmoFFhQQHzRo%2BshiFb1VHbu3Em%2BxSCH46F27s9Mn4VlHGr3m5fNCXEsNpC6qhB%2FFE8zSj%2BUFKeWFXxpT%2F7v7YXnTN9wi%2FMZSspPp33XNNCjs2UnjnKd0GERWxariy607cIfVv5YjqvytI2WcU3ZHVpPp8HETrtGY4ak4d%2Fe1PPpMYrombWkmNMpFHHoAL2KjrG%2FdpROLQ923gq85QOmB4mo%2FmPMuM2XhkkfP23lTkhowtacovULuqckkbefxht8ueZSvPCffOlRvgv3hxMdQmk4RzXjhCML%2BY1bUGOpsBPXJzng8Z2xmmPHZ0dSkP%2Fc4Qm32EY58uT8rJFmSf0fvstyrad8002dHoKn7OLbGIYDqQ24bSxmWGXqwll4EvEF5OzULPVtxQdpVj4YOfTglmivY3ml9eY5J3%2B9XArT9UntSxmC7Ga5hq7nWJpkd0MC3SzvrnncogsYX4p8wt%2FZD8M5zmxwqsMktN4x5gWUGFo7IA1tKgM%2Fv2HOg%3D&X-Amz-Signature=910d51f2ea7ba39773388b97e624ddc9bdcaf331d24111d452aa324e9e94b499&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Levine_Act_Disclosure_Form.pdf%22&x-id=GetObject 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Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Value Add/Breadth of Service Points may be awarded based on the consultant’s ability to provide insight and information, industry best practices and the ability to effectively communicate information to management and provide technical training or resources.

Points Based 20 (20% of Total)

2. Project Team Assign points that may be awarded for relevant experience of key personnel based upon the resumes and experience narratives submitted. Assign points that may be earned by any proposer based upon qualifications of the project team, effective communication and understanding of the project goals, experience with similar projections, and the quality of responses to questions.

Points Based 15 (15% of Total)

3. References Assign points for references will be awarded upon an evaluation of proposer’s work for previous clients receiving similar products and services to those proposed by the proposer for this project. Evaluation will be based on documented experience on similar projects. The consultant’s work shall be such as to ensure that the distinctive goals established for each component are met. Brief descriptions of previous project experiences should be used as examples of how quality control was achieved with former clients

Points Based 5 (5% of Total)

4. Experience Assign points that may be awarded based on evaluation of the proposer’s experience including all sub-consultants. Evaluation will be based on documented experience on similar projects. Assign points that may be awarded for Record/Financial Stability/Quality

Level of the firm’s previous projects of comparable complexity, scale and nature;

training and proven expertise in the area of work required; Efficiency and timeliness in completion of projects. Experience in projects completed for public entities.

Review of sub-consultants.

Points Based 20 (20% of Total)

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

5. Demonstration of general understanding of the project and goals.

Assign points that may be earned by any proposer based upon qualifications of the project team, effective communication and understanding of the project goals, experience with similar project, and the quality of responses to questions.

Points Based 20 (20% of Total)

6. Cost Up to 20 points may be assigned for cost.

Points Based 20 (20% of Total)

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

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management 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 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;

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

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.

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.

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management

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.

8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety (90) 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

Request for Proposals

Santa Monica Airport Artist Studios: Programming & Artist Relations Management 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.

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…