Event Coordinator for ArtNight Pasadena

The City of Pasadena is soliciting proposals for an Event Coordinator to oversee the development, implementation, and coordination of ArtNight Pasadena events scheduled for October 2026 and March 2027, with proposals due August 31, 2026 and questions due August 24, 2026. A 5-point local Pasadena business preference applies.

The scope encompasses coordinating approximately 24 partner organizations, supervising approximately 12 contractors and 60–90 volunteers, managing vendor relations with approximately 15 vendors, coordinating transportation for 11,000–15,000 participants, and overseeing all phases of event planning from pre-event through post-event activities across seven defined phases. Respondents must demonstrate a minimum of five years of experience planning and implementing large-scale cultural events with a public agency and must provide evidence of two similar projects via a Relevant Experience Form. Pricing proposals must price each of the seven phases separately; all costs are included in the single proposal price.

The contract period runs September 1, 2026 through June 30, 2027, with provisions allowing price increases not to exceed the Consumer Price Index rate for the preceding twelve-month period. The City operates on Net 30 payment terms. The contract is subject to the City of Pasadena's Living Wage Ordinance (Pasadena Municipal Code Chapter 4.11), requiring contractors to pay no less than the City's Living Wage to all employees providing labor or services. Contractors must obtain a Pasadena Business License if performing work within the City more than ten times annually, submit an IRS Form W-9, and provide proof of required insurance prior to contract award. Minimum insurance includes Commercial General Liability and Automobile Liability of $1,000,000 per occurrence and Workers' Compensation with Employer's Liability coverage of $1,000,000 per accident.

Evaluation is weighted as follows: experience (35 points), cost proposal using a ratio method where the lowest cost receives maximum points (35 points), local Pasadena business preference (5 points), and proposed solution/functional merit (25 points). Delivery shall not exceed 90 days after receipt of the City purchase order. The procurement is an informal selection funded by the City of Pasadena.