Annual Grants Program Coordinator

The City of Pasadena is seeking proposals for an Annual Grants Program Coordinator under an informal selection process, with proposals due July 7, 2026 at 2:00 p.m. and a question submission deadline of July 2, 2026 at 2:00 p.m. A 5% local Pasadena business preference applies where applicable.

The scope encompasses outreach, training, scheduling, and coordination of all grants program–related events and grant management for arts and cultural organizations and individual artists in Pasadena, including application review process management, technical assistance workshops, panelist selection and scoring oversight, awardee database maintenance, and compliance with grant funding requirements. Proposers must demonstrate a minimum of six years of experience in municipal grant management, preferably with local municipality experience, and provide references from past clients demonstrating successful grant management projects. The Relevant Experience Form requires documentation of five previously completed projects of similar scope and size with complete owner contact information.

The contract value is $19,500 for a one-year term running July 1, 2026 through June 30, 2027, with potential for extension. Pricing proposals must include all costs—labor, materials, and incidental expenses. The contract falls below the $25,000 Pasadena Living Wage Ordinance threshold.

Evaluation criteria are experience (35 percent), cost proposal using a ratio method (35 percent), proposed solution quality (25 percent), and local Pasadena business preference (5 percent). Required submissions include Form AA-1 for equal employment opportunity compliance, the Relevant Experience Form, proof of a Pasadena business license if applicable, insurance documentation, IRS Form W-9 if selected, and a Unique Entity Identifier from SAM.gov. Contractors must certify compliance with federal lobbying restrictions under 31 U.S.C. Section 1352 and may need to submit Standard Form-LLL Disclosure of Lobbying Activities. All responses must be submitted electronically through the City's eProcurement Portal. The procurement is funded by the City of Pasadena General Fund.