Annual Grants Program Coordinator

The City is seeking quotes or proposals for the Cultural Affairs Division Annual Grants Program Coordinator as outlined in this solicitation. The Contractor may need to meet other certain minimum qualifications to propose on this specification. The Annual Grants Program Coordinator is responsible for the outreach, training, scheduling, and coordination of all Grants Program related events and grant management; the budget for this project is $19,500. Please submit a one-page letter of interest and a summary of related experience.

Background

The Annual Grants Program supports the creative life of Pasadena by expanding public access to the arts in our community. Each year, through an application process, awards are made to eligible applicants to fund diverse programming that benefits the work of the individual artist, the creative process in the classroom, the programs of our cultural institutions, and aids in long-term planning for the greater Pasadena community. All applicants are given the opportunity to attend Technical Assistance Grant Writing workshops and Pasadena-based organizations may attend a Cultural Equity and Inclusion workshop.

Modifications to Guidelines and Applications are made each year based on best practices and findings from previous years.

Project Details

• Reference ID: 2026-Informal-0232
• Department: Planning & Community Development Department
• Department Head: Jennifer Paige (Director)

Important Dates

• Questions Due: 2026-07-02T21:00:00.000Z

Evaluation Criteria

• Experience (35 pts) —

  Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES.

  Proposers should have six or more years of experience, specifically in large-scale cultural event production with a public agency. The "Statement of Qualifications and Experience" section of the proposal should describe how many years' experience the applicant has working with large-scale cultural event production and in what capacity.

• Cost Proposal (35 pts) —

  Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

  With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

  Lowest Price / Evaluated Price X maximum points available = Awarded Points

  Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.

  ( $100,000 / $125,000 ) X 30 = 24 points

• Local Pasadena Business (5 pts) —

  To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this Solicitation is posted on the City’s Website.

• Proposed Solution (25 pts) —

  Points will be assigned for "Functional and Technical Merit" based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for "Completeness of Proposed Solution" based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK. The proposal's narrative should describe an understanding of the job duties; range in use of communication skills (negotiation, conflict resolution, and diplomacy}; understanding of city ordinances/codes/permit requirements; understanding of Grant Program management.

Submission Requirements

• Acknowledgements:
• Vendor certifies they have read this Informal Solicitation, viewed any Attachments/Exhibits (if applicable), and are authorized to submit this quote on behalf of their organization. Vendor further understands this is not a Formal Solicitation. A contract may or may not be formed from this request. (required)
• Net 30 (required) —

  Regarding your bid pricing, and/or proposal: Please acknowledge that our organization operates on Net 30 payment terms for all invoices. By submitting a bid or proposal, and entering into a contract with us, you agree to abide by these payment terms.

• Confirmation, if You are the Recommended Company (required) —

  Subsequent to the closing of this solicitation, but prior to contract award, the recommended company will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

  Please confirm that you will provide the following per these instructions.

  • Request for Tax Payer Identification Number and Certification (IRS Form W-9)
  • Taxpayer Protection Amendment Disclosure (if Required)
  • Pasadena Business License
  • Any Required Licenses or Certifications

  • All Insurance Required by this Solicitation (If Required)

• Data Security for Printers/Copiers/Scanners (required) —

  In order to comply with the section named “Data Security for Printers/Copiers/Scanners,” My company will:

• Delivery of Materials and Supplies (required) —

  Please confirm that the materials and supplies can be delivered in 3 business days of being ordered. Delivery Location: TBD.

• Forms and/or Licenses:
• Disclosure of Contracts with the U.S. Department of Homeland Security (DHS) (required) —

  Disclosures:
  Respondents are invited to disclose any current contracts, subcontracts, or agreements with DHS, including any related data-sharing arrangements.  If provided, respondents may include:

  • DHS agency or sub-agency (if applicable)
  • General description of services
  • Whether data-sharing with third parties is involved

  If no such relationships exist, respondents may indicate “No.”
  
  Questions related to the disclosure shall be asked and answered through the solicitation Question and Answer process. The completed disclosure form will be reviewed by and shared with the City Manager’s office.  Please upload this form as part of the submittal checklist and email a copy to CMOContractsAssessement@cityofpasadena.net.

• Forms AA1; and Licenses & Certificaitons (required) —

  The following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable.

  • VENDOR QUESTIONNAIRE
    • AA1; AA2; and AA3 (Optional)

  Subsequent to the closing of this solicitation, the selected vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

  • Request for Tax Payer Identification Number and Certification (IRS Form W-9)
  • Pasadena Business License (if required)
  • Any Required Licenses or Certifications

  • All Insurance Required by this Solicitation (If Required) #Insurance Requirements

• Taxpayer Protection Amendment Disclosure —

  Please download the below documents, complete, and upload.

  ADDITIONAL REQUIREMENT

  For RFP/RFQ where the selected vendor/contract will require City Council approval (check with City project manager for clarification), the following requirement applies:

  • TAX PAYER PROTECTION ACT – PROPOSER SUBMITS A COPY OF THE COMPLETED TPA FORM TO THE CITY CLERK’S OFFICE

  E-MAIL: OfficialRecords-CityClerk@Cityofpasadena.net

• Relevant Experience Form (required) —

  Please download the below documents, complete, and upload.

• Technical Questionnaire Form —

  This form is only required for the purchases of technology. If selected, proposers will be required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the #Attachments. When completing the questionnaire, please note:

  • Section 4.0 must be completed for externally hosted/SAAS applications; and
  • Section 5.0 must be completed for City hosted/on-premises software
• License Requirement (required) —

  Provide a copy of the required license or certification

• California State Licensing Board Number (required) —

  Please enter your license number with the CSLB for: TBD

• DIR Registrations (required) —

  Please upload a copy of all required DIR registrations for the prime and all subcontractors.

  In 2014, the California legislature enacted several laws impacting public works contracting. Senate Bill 854 (SB 854) creates changes in the way DIR monitors prevailing wage requirements. All contractors and subcontractors must register with the DIR and meet DIR requirements before bidding on public works contracts in California. No contractor or subcontractor may be awarded a contract for public work or public works project unless registered with the DIR.  

  Public Work Contractors/Subcontractors can register with the DIR at www.dir.ca.gov/Public-Works/.

• California Department of Industrial Relations Registration (required) —

  Please enter your Public Works Contractor Registration Number. This will be verified against the state database for the Department of Industrial Relations Registration.

• HUD
• HUD Forms (required) —

  In addition to the items listed above, the following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. The following forms are required to be submitted with your bid:

  Non-Section 3

  FEDERAL FUNDING PROJECT COMPLIANCE FORMS PROVIDED (ALL BIDDERS):

  • Worker’s Compensation Certification

  • Federal Lobbyist Certification
  • Non-Segregated Facilities Certification
  • Past Performance Certification
  • Notice of Equal Employment Opportunity
  • List of Proposed Subcontractors
• Verification Question(s)
• Able to adhere to the response time detailed in the Specifications? (required)
• Able to provide 24/7 live contact detailed in the specifications? (required)
• Able to provide additional “Garagekeeper’s Insurance” per estimated value of risk exposure specified in the scope of services? (required)
• Able to provide current City of Pasadena business license? (required)
• Include service warranty? (required) —

  Indicate actual warranty terms in months and mileage

• Includes parts warranty? (required) —

  Indicate actual warranty terms in months and mileage

• Are you located within the City of Pasadena (required)
• Please upload a copy of your Company's Pasadena Business License (required)
• Insurance Requirements (required) —

  Please confirm that your company will satisfy the insurance requirements if selected.  Insurance Requirements

• Additional Data
• Additional Data (if necessary) —

  “Additional Data” shall include any other data the PROPOSER deems essential to the evaluation of the proposal, i.e., letter of reference, other related projects, etc., or other required documents.

• Funding
• How is this Procurement Funded? (required) —

  Select a general funding source. If the procurement is even partially funded by a grant, select one of the non Local sources. In addition, you must obtain all required forms, and instructions from the grantor to be added to this solicitation document.

• Please include the full name of the funding agency (not the program): (required) —

  For Example: "Homeland Security"

• Federal-Aid Project No. (required) —

  Do not erase the text below. Enter the number after the text that reads "FEDERAL-AID PROJECT NUMBER:"

• Additional Federal Attachments —

  Below is a list of potential attachments that may or may not apply to your procurement.  Please review the attachments in the section named "Attachments" to ensure they are relevant and appropriate.

• Setup & Requirements
• Does this procurement include buying a public work? (required) —

  Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds. It can include preconstruction and post-construction activities related to a public works project.  For additional information on SB 854 please refer to the following link: www.dir.ca.gov/public-works/PublicWorksSB854FAQ.html

• How will the Winner be Chosen? (required)
• License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the Contractor License or Certification needed for this procurement. For example, "C33 - Painting and Decorating, OR Class A – General Engineering with Asbestos Certification, OR class B – General Building with Asbestos Certification".

• Is this a License from the State of California Licensing Board? (required)
• Does this procurement include any of the following (check all that apply)
• Has DoIT approved your specifications? (required)
• Type of Technology Included (required) —

  Goods/Equipment, Services, SAAS, Printers, Copiers/Scanners)

• Has BSFMD approved your specifications?
• HR Compliance with AB 339 (When buying a service or labor) —

  If any of the following items apply, please contact HR (Jaime Arellano, jarellano@cityofpasadena.net; (626) 744-7301) for approval before you proceed.  DO NOT SUBMIT BEYOND THIS POINT UNTIL YOU HAVE OBTAINED APPROVAL FROM HUMAN RESOURCES.

• Is experience required to be eligible to compete on this solicitation? (required)
• Is delivery of materials or supplies required? (required)
• Enter the maximum number of business days (Monday through Friday) allowed for delivery. (required) —

  Enter a numeric response only. For example "3"

• Delivery Address (required) —

  Provide a complete and specific address for the location of the delivery of the materials or supplies

• Specify the individual authorized to order products or services for this solicitation (required)
• Enter full name, job title, email, and phone number (required) —

  For example: John Doe, Superintendent, jdoe@cityofpasadena.net; 626-###-####

• PO Contract Term
• PO Contract Start Date (required) —

  Please enter a specific date for the following "The Contract resulting from this proposal is scheduled to start ##/##/####. "

• PO Contract End Date (required) —

  Please enter a specific date for the following "The Contract resulting from this proposal is scheduled to end ##/##/####."

• Verification Questions
• Include Verification Questions?
• Select the Questions for the Vendors to Answer (required)