ArtNight Docent Coordinator
Closed State & local contract opportunity
- Solicitation number
- 2024-Informal-0336
- State
- California
- Responses due
Opportunity facts
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- Point of contact
-
- Nicole Compeau ncompeau@cityofpasadena.net (626) 744-6761
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Pasadena's Planning & Community Development Department is seeking an ArtNight Docent Coordinator through an Informal Selection procurement process for two cultural events scheduled in October 2024 and March 2025. The selected contractor will be responsible for comprehensive docent management, including outreach, training, scheduling, and on-site coordination for events occurring from 6-10 pm at Pasadena City Hall. The project requires approximately 100 hours of work with specific deliverables including developing training materials, scripts, and post-event reporting. Qualified contractors must have at least 6 years of experience coordinating volunteers for arts/cultural events and must submit a one-page letter of interest and a one-page summary of related experience by August 13, 2024, at 2:00 pm through the City's eProcurement Portal. The proposal evaluation will be based on a points system: 50% for relevant experience, 45% for cost proposal, and 5% for being a local Pasadena business. The contract period runs from September 1, 2024, to June 30, 2025, with a total project budget of $8,500.
The procurement emphasizes equal employment opportunity and includes preferences for local Pasadena businesses and residents. Potential contractors must comply with various documentation requirements, including completing forms such as AA-1 (Vendor Questionnaire and Affidavit of Equal Opportunity Employment), providing a Unique Entity ID from SAM.gov, and meeting specific insurance requirements that include $1 million in Commercial General Liability and Automobile Liability coverage. Contractors must have insurers authorized to conduct business in California with an A.M. Best's rating of no less than A:VII. The city reserves the right to modify insurance requirements based on risk and specific circumstances. Additional compliance requirements include potential living wage regulations and submission of standard forms such as W-9 and a Disclosure of Lobbying Activities form. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the procurement process appears designed to encourage diverse participation through its evaluation criteria and documentation requirements.
Opportunity text
The ArtNight Docent Coordinator is responsible for the outreach, training, scheduling, and coordination of all ArtNight Docents for two ArtNight events; one each in October 2024 and in March 2025. Each event is from 6-10 pm. The Coordinator must have evening availability for Docent training sessions and must be onsite at Pasadena City Hall before, during, and after each ArtNight event. Estimate 100 hours of work to complete scope of services. The budget for this project is $8,500. Please submit one page letter of interest and one
page summary of related experience in.
Files
| File | Type | Posted |
|---|---|---|
| ArtNight_Docent_Coordinator.pdf | ||
| Insurance_Requirements_-_General_(Most_Contracts)_2020.1_-_$1M.pdf | ||
| Disclosure_of_Lobbying_Activities.pdf | ||
| Unique_Entity_ID_(SAM).pdf | ||
| DoIT_Technical_Questionnaire.xlsx | XLSX spreadsheet | |
| AAs_Updated_V4.pdf | ||
| RELEVANT_EXPERIENCE_FORM.pdf |
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