ArtNight Docent Coordinator
Closed State & local contract opportunity
- Solicitation number
- 2026-Informal-0241
- State
- California
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
- 82110000 Writing and translations
- 80150000 Trade policy and services
- 72154063 Stopple or line stopping service
- 80101602 Regional or location studies for projects
- 94131800 Movements
- 94131801 Gay or lesbian or bisexual or transgender movements
- 93000000 Politics and Civic Affairs Services
- 81130000 Statistics
- 93100000 Political systems and institutions
- 93110000 Socio political conditions
Show all 39
- 93120000 International relations
- 78120000 Material packing and handling
- 81120000 Economics
- 90140000 Commercial sports
- 93170000 Trade policy and regulation
- 72121600 Offshore wind farm service
- 72121601 Offshore wind farm development and project management
- 72121605 Offshore wind farm operation, maintenance and service
- 72121606 Offshore wind farm decommissioning
- 94131805 Ethnic minorities cultural preservation services
- 94131804 Fraternal associations
- 92110000 Military services and national defense
- 83000000 Public Utilities and Public Sector Related Services
- 73130000 Food and beverage industries
- 78140000 Transport services
- 90120000 Travel facilitation
- 72121602 Offshore wind farm environmental survey
- 81162307 Human resource management process as a service
- 94131803 Women liberation movements
- 94000000 Organizations and Clubs
- 90000000 Travel and Food and Lodging and Entertainment Services
- 73140000 Fibers and textiles and fabric industries
- 71100000 Mining services
- 93150000 Public administration and finance services
- 72121603 Offshore wind farm geotechnical survey
- 72121604 Offshore wind farm installation and commissioning
- 72154062 Hot tapping service
- 80101511 Human resources consulting service
- 94131802 Anti racism movements
- 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 Cultural Affairs Office is requesting proposals for an ArtNight Docent Coordinator for FY2026-2027, with proposals due June 19, 2026 at 3:00 p.m. and questions due June 12, 2026 at 3:00 p.m. A 5% local Pasadena business preference applies.
The coordinator will oversee outreach, training, scheduling, and coordination of volunteer docents for two ArtNight events—October 2026 and March 2027, each running 6:00–10:00 p.m. at Pasadena City Hall. Responsibilities include developing recruitment materials, revising training documents, conducting training sessions, assigning docent routes, supervising volunteers and site managers during events, and preparing post-event reports. The coordinator must maintain evening availability for training and be onsite before, during, and after each event. Estimated scope is 100 hours of work. Minimum qualifications require at least six years of experience coordinating volunteers for arts or cultural events (though evaluation criteria state five years minimum). Proposers must submit a one-page letter of interest and one-page summary of relevant experience, plus five project reference pages demonstrating similar scope work.
The contract runs July 1, 2026 through June 30, 2027 with no renewal options. The City will evaluate proposals using experience (45%), cost proposal via ratio method (50%), and local preference (5 points). Pricing must be submitted electronically with detailed line-item breakdowns for outreach materials, training documents, training sessions, docent assignment coordination, event supervision, and final reporting. Oral clarification meetings may be held with the top three ranked firms.
Contractors must comply with the Pasadena Living Wage Ordinance if contract total exceeds $25,000 and maintain Commercial General Liability of at least $1 million per occurrence, Automobile Liability of $1 million per accident, and California Workers' Compensation insurance with Employer's Liability limits of $1 million per accident. The City and its officials must be named as additional insureds. Upon selection, contractors must provide proof of insurance, completed IRS Form W-9, Pasadena business license if required, and any required certifications within 10 calendar days. Federal required certifications regarding lobbying activities and disclosure of lobbying activities apply. A Unique Entity Identifier from SAM.gov is required. Delivery must occur no more than 90 days after receipt of the City purchase order. The City will not reimburse costs outside the scope of agreement not included in the proposal.
Opportunity text
The City of Pasadena Cultural Affairs Office is requesting proposals for an ArtNight Docent Coordinator for FY2026-2027.
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 2026 and in March 2027. 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. Please submit one-page letter of interest and one-page summary of related experience in art or cultural event volunteer coordination and training.
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