ArtNight Docent Coordinator

The City of Pasadena's Planning & Community Development Department is seeking an ArtNight Docent Coordinator through an informal selection process to recruit, train, and coordinate approximately 75-80 volunteers for two ArtNight events scheduled in October 2023 and March 2024. The selected contractor will be responsible for comprehensive docent management, including outreach, training, scheduling, and on-site coordination, with events running from 6-10 pm at Pasadena City Hall. Key qualifications include a minimum of 5 years of experience coordinating volunteers for arts/cultural events, with an estimated total workload of 100 hours. Proposal submissions were due by September 29, 2023, at 2:00 pm, with a contract period spanning from October 1, 2023, to June 30, 2024. The evaluation criteria for this opportunity includes 50% weight on experience, 45% on cost proposal, and 5% for local Pasadena business preference. Required submission materials include a one-page letter of interest, a one-page summary of related experience, and various supplementary forms such as vendor questionnaires and insurance documentation.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Proposers must complete several administrative forms, including a Vendor Questionnaire (Form AA-1), Project Workforce Utilization (Form AA-2), and a Unique Entity Identifier (UEI) from SAM.gov. The contract has a total budget of $8,500, with the City reserving the right to reject any proposals and select the firm that best meets its needs. While no incumbent vendor is mentioned, the opportunity requires detailed documentation of previous relevant project experience through a comprehensive Relevant Experience Form. Bidders must demonstrate their capability through a detailed record of five previous projects similar in scope and size, highlighting their project management and event coordination skills. The City of Pasadena's procurement approach emphasizes comprehensive evaluation of contractor qualifications, workforce diversity, and local business participation.