Development of Arts and Cultural Policy Framework, Arts Policy, Cultural Policy, and Implementation
| Agency: | City of Ventura |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 4, 2025 |
| Due Date: | Dec 9, 2025 |
| Solicitation No: | P-130000853 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
P-130000853
|
| Bid Title: |
Development of Arts and Cultural Policy Framework, Arts Policy, Cultural Policy, and Implementation
|
| Category: | Professional Services |
| Status: | Open |
|
Attachment Preview
Request for Proposal No. P-130000853
Tuesday, November 4, 2025
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for Development of Arts and Cultural Policy Framework, Arts Policy, Cultural
Policy, and Implementation Plan, in accordance with this Request for Proposal.
Closing Time and Date
One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the
Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Representative must be submitted prior to:
Tuesday, December 9, 2025, at 4:00PM PST
Sealed proposals shall be delivered by courier, express mail, or in person to:
Purchasing & Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001
Copies of the proposal package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids.
Request for Proposal No. P-130000853
Development of Arts & Cultural Policy Framework
TABLE OF CONTENTS
1. Instructions to Bidders
1.1.
Request for Proposal Timeline
1.2.
Mandatory Pre-Bid Meeting
1.3.
Question and Answer Period
1.4.
Proposal Submission
1.5.
Elevated Consultant Interviews
1.6.
Proposal Format
1.7.
Contract
1.8.
Insurance Requirements
1.9.
Agreement Prices
1.10. Subcontracting
1.11. California Public Records Act
1.12. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1.
Introduction
2.2.
Scope of Services
2.3.
Cost Proposal
3. Proposals
3.1.
Evaluation
3.2.
Proposal Format and Requirements
3.3.
Required upon Successful Award of Bid
3.4.
Special Requirements
3.5.
Proposal Authorization Form
ATTACHMENTS
• Attachment A – General Provisions for Standard Form Contracts
• Attachment B – Professional Services Agreement
EXHIBITS
• Exhibit A – Professional Services Agreement (SCOPE OF SERVICES) Left blank
intentionally
• Exhibit B – Professional Services Agreement (SCHEDULE OF COMPENSATION) Left
blank intentionally
• Exhibit C – Professional Services Agreement (INSURANCE REQUIREMENTS)
1. INSTRUCTIONS TO BIDDERS
1.1 Request for Proposal Timeline
Release of Request for Proposal
Optional Pre-Bid Meeting
Questions to be submitted via Email
Addendum to be Issued, if required
Proposal Submission Deadline
Request for Proposal No. P-130000853
Development of Arts & Cultural Policy Framework
Tuesday, November 4, 2025
Wednesday, November 12, 2025, at 11:00 AM PST
Thursday, November 13, 2025, at 2:00 PM PST
Monday, November 17, 2025
Tuesday, December 9, 2025, at 4:00 PM PST
1.2 Optional Pre-Bid Meeting
An optional pre-bid meeting will be held on Wednesday, November 12, 2025, at 11:00 AM
PST via Microsoft Teams. Please RSVP to the Purchasing Representative, Nicole Supan, at
nsupan@cityofventura.ca.gov to reserve your spot in the meeting.
1.3 Question and Answer Period:
All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole
Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Thursday,
November 13, 2025, at 2:00 PM PST. Any questions submitted after the deadline shall be
rejected. All questions will be answered in the form of an addendum.
1.4 Proposal Submission:
To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the
Responder’s responsibility to ensure that its/their proposal arrives on or before the specified
time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with
the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov. If discrepancies are found
between the hard copy and the PDF, the hard copy will provide the basis for resolving such
discrepancies. If no document can be identified as the original, proposal may be rejected at
the discretion of the City.
No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be
considered in the absence of a hard copy sealed proposal.
Proposals received after the scheduled submittal deadline will be returned. Proposals
postmarked prior to submittal deadline, but received after the deadline, will be returned.
1.5 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.
1.6 Proposal Format:
Proposals must be submitted in the format described in the Proposal Format and
Requirements Section No. 3.2. Proposals must be complete in all respects as required in the
Request for Proposal No. P-130000853
Development of Arts & Cultural Policy Framework
Proposal Format and Requirements Section. Proposals are to be prepared in such a way as
to provide a straightforward, concise description of capabilities to satisfy the requirements of
the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary
or desired. Emphasis should be concentrated on conformance to the RFP instructions,
responsiveness to the RFP requirements, and on completeness and clarity of content. A
proposal may not be considered if it is conditional or incomplete.
1.7 Contract
A copy of the City of Ventura’s Professional Services Agreement, Attachment “B” is included
herein, as it will be the document executed into a final contract between the City and the
awarded Consultant. You do not have to return Attachment “B” with your proposal submission;
the sample Professional Services Agreement is provided for reference only and does not have
to be returned with the bid.
1.8 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “B” Professional
Services Agreement.
1.9 Agreement Prices:
At any time during the course of this anticipated contract the City may alter the Scope of Work,
making changes to the assignments and times indicated, and/or adding or deleting
assignments as deemed necessary. The City and firm will negotiate changes to the contract
pricing accordingly.
Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,
if allowed under this Contract, must be requested in writing and accompanied by the required
information to substantiate the request for price adjustment, as set forth in the Contract. No
price adjustment allowable under this Contract will be granted retroactively. The CITY must
also be given the benefit of any decline in prices. If any price increase is granted by the CITY,
the increase shall not be greater than the Consumer Price Index (CPI) of the current year.
1.10 Subcontracting:
No Subcontracting any portion of Consultant’s duties under this agreement without prior
written consent of the City.
1.11 California Public Records Act
All submissions will be considered public documents under applicable state law except to the
extent that portions of the submissions are otherwise protected under state law. Proposers
should segregate any proprietary or confidential material and provide an explanation as to why
such information should not be deemed a public record, citing the applicable portion of the
California Public Records Act.
1.12 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing
and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could
result in rejection of the proposal.
Request for Proposal No. P-130000853
Development of Arts & Cultural Policy Framework
2. SCOPE OF SERVICES
2.1 Introduction
City Background
The City of San Buenaventura (Ventura) is a California coastal community located along the
Pacific Ocean between Los Angeles and Santa Barbara. Surrounded by mountains and miles of
uncrowded beaches, Ventura is known for its remarkable year-round climate, numerous
historical sites, bike paths, and parks encompassing more than 800 acres of open green space.
Incorporated in 1866, Ventura is a full-service municipality serving nearly 110,000 residents
within its 32 square miles. The area was originally inhabited by the Chumash people prior to
Spanish settlement and the establishment of the San Buenaventura Mission. Over time, the
City’s growth and identity have been shaped by the industries of oil, agriculture, and tourism.
Ventura operates under a Council-Manager form of government, with seven elected City
Councilmembers representing districts for four-year terms. The City Council appoints the City
Manager and City Attorney as its two principal officers.
Project Overview
In October 2025, the City adopted its Arts & Culture Element within the General Plan. This
Element serves as a guiding framework for advancing arts, culture, and heritage citywide. As
part of its Strategic Priority setting process, the City Council directed staff to develop formal Arts
Policy and Cultural Policy documents. Funding was approved to engage a consultant to lead this
process and to develop an overarching Arts & Cultural Policy Framework that implements and
operationalizes the goals of the Element.
The selected consultant will translate the Element’s vision and goals into actionable frameworks
that strengthen Ventura’s creative and cultural ecosystem. The work includes updating three
existing grant programs and creating a sustainable implementation plan that aligns with the
City’s current staffing and financial resources.
2.2 Scope of Services
The consultant shall develop formal Arts Policy and Cultural Policy documents and an
overarching Arts & Cultural Policy Framework that aligns with the City’s recently adopted Arts &
Culture Element of the General Plan. The consultant will also update three existing grant
programs and provide a sustainable five-year implementation roadmap.
Note: All deliverables must be feasible within the City’s existing staffing and financial resources.
Stakeholder & Community Engagement
• Conduct inclusive outreach with arts and cultural organizations, the Arts & Culture
Commission, City Council, staff, and the broader community.
• Facilitate focus groups, workshops, interviews, and surveys.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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