Region 9 Arts Council Strategic Cultural Plan

ST. TAMMANY PARISH
MICHAEL B. COOPER
PARISH PRESIDENT
NOTICE OF REQUEST FOR PROPOSALS
ST. TAMMANY PARISH
St. Tammany Parish Government is seeking responses for the following project:
RFP# 26-1-3-Region 9 Arts Council Strategic Cultural Plan
Responses will be received by the Department of Procurement until 2:00 p.m., Thursday, April
30, 2026. Prices shall not be read. Each response will be evaluated by designated Parish personnel
after the submission deadline.
This RFP is available online at: LaPAC - Louisiana Procurement and Contract
Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1
85. It is the Proposer's responsibility to check the LaPAC website frequently for any possible
addenda that may be issued. The Parish is not responsible for a proposer's failure to download
any addenda documents required to complete an RFP.
Each Response must be sealed. The outside of the envelope, box, or package shall be marked with
the Proposer's Name and Address, the Proposal Name, the RFP #, and the Proposal Opening Date.
Responses will be received at the St. Tammany Parish Government Department of Procurement
Office, 21454 Koop Dr., Suite 2F, Mandeville LA., 70471 from each Respondent or his agent, or
by certified mail with return receipt requested.
The Procurement Department can be contacted by telephone at (985) 898-2520 or via e-mail at
Procurement@stpgov.org. St. Tammany Parish Government reserves the right to reject any or all
quotes and to waive informalities.
PROCUREMENT DEPARTMENT
P.O. BOX 628 | COVINGTON, LOUISIANA | 70434 | PROCUREMENT@STPGOV.ORG 985-898-2520
WWW.STPGOV.ORG
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REQUEST FOR PROPOSAL
ST. TAMMANY PARISH GOVERNMENT
REGION 9 ARTS COUNCIL STRATEGIC CULTURAL PLAN
RFP Number: 26-1-3
Proposal Opening Date: Thursday, April 30, 2026
Proposal Opening Time: 2:00 PM CST
March 5, 2026
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TABLE OF CONTENTS
PART I: OVERVIEW.................................................................................................................... 1
1.1 Background/Purpose ........................................................................................................ 1
1.2 Definitions ....................................................................................................................... 1
1.3 Schedule of Events ........................................................................................................... 1
1.4 Proposal Submittal ........................................................................................................... 2
1.5 Proposal Response Format ............................................................................................... 3
PART II: SCOPE OF WORK/SERVICES .................................................................................... 5
2.1 Scope of Work/Services ................................................................................................... 5
2.2 Period of Agreement ........................................................................................................ 7
2.3 Price Schedule .................................................................................................................. 7
2.4 Deliverables ..................................................................................................................... 7
2.5 Location ........................................................................................................................... 7
PART III: EVALUATION ............................................................................................................ 8
PART IV: PERFORMANCE STANDARDS ............................................................................... 8
4.1 Performance Requirements .............................................................................................. 8
4.2 Performance Measurement/Evaluation ............................................................................ 8
PART V: GENERAL PROVISIONS ............................................................................................ 9
5.1 Legibility/Clarity ............................................................................................................. 9
5.2 Confidential Information, Trade Secrets, and Proprietary Information ........................... 9
5.3 Proposal Clarifications Prior to Submittal ..................................................................... 10
5.3.1 Pre-proposal Conference ........................................................................................... 9
5.3.2 Proposer Inquiry Periods......................................................................................... 10
5.3.3 Blackout Period........................................................................................................10
5.4 Errors and Omissions in Proposal .................................................................................. 10
5.5 Performance Bond ......................................................................................................... 12
5.6 Changes, Addenda, Withdrawals ................................................................................... 12
5.7 Withdrawal of Proposal ................................................................................................. 12
5.8 Material in the RFP ........................................................................................................ 12
5.9 Waiver of Administrative Informalities ......................................................................... 11
5.10 Proposal Rejection ......................................................................................................... 11
5.11 Ownership of Proposal ................................................................................................... 11
5.12 Cost of Offer Preparation ............................................................................................... 12
5.13 Non-negotiable Contract Terms ..................................................................................... 13
5.14 Taxes .............................................................................................................................. 13
5.15 Proposal Validity ........................................................................................................... 13
5.16 Prime Provider Responsibilities ..................................................................................... 13
5.17 Use of SubProviders ...................................................................................................... 13
5.18 Written or Oral Discussions/Presentations .................................................................... 14
5.19 Acceptance of Proposal Content .................................................................................... 14
5.20 Evaluation and Selection ............................................................................................... 14
5.21 Contract Negotiations .................................................................................................... 14
5.22 Contract Award and Execution ...................................................................................... 15
5.23 Acknowledgment and Waiver of Protest Rights ............................................................ 15
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5.24 Notice of Intent to Award .............................................................................................. 15
5.25 Insurance Requirements ................................................................................................. 16
5.26 SubProvider Insurance ................................................................................................... 16
5.27 Indemnification and Limitation of Liability .................................................................. 16
5.27.1 Duty to Defend ...................................................................................................... 15
5.27.2 Provider Liability .................................................................................................. 15
5.27.3 Force Majeure ................................................................................................................. 16
5.27.4 Indemnification ..................................................................................................... 16
5.27.5 Intellectual Property Indemnification ....................................................... 16
5.28 Fidelity Bond Requirements .......................................................................................... 17
5.29 Payment ......................................................................................................................... 17
5.29.1 Payment for Services .............................................................................................. 17
5.30 Termination .................................................................................................................... 17
5.30.1 Termination of the Contract for Cause ................................................................... 17
5.30.2 Termination of the Contract for Convenience ........................................................ 18
5.30.3 Termination for Non-Appropriation of Funds ........................................................ 18
5.30.4 Default of Provider..................................................................................................18
5.31 Assignment .................................................................................................................... 18
5.32 No Guarantee of Quantities ........................................................................................... 19
5.33 Audit of Records ............................................................................................................ 19
5.34 Civil Rights Compliance ................................................................................................ 19
5.35 Record Retention ........................................................................................................... 19
5.36 Record Ownership ......................................................................................................... 19
5.37 Content of Contract/ Order of Precedence ..................................................................... 19
5.38 Contract Changes ........................................................................................................... 19
5.39 Substitution of Personnel ............................................................................................... 20
5.40 Governing Law .............................................................................................................. 20
5.41 Anti-Kickback Clause .................................................................................................... 20
5.42 Clean Air Act ................................................................................................................. 20
5.43 Energy Policy and Conservation Act ............................................................................. 20
5.44 Clean Water Act ............................................................................................................. 21
5.45 Anti-Lobbying and Debarment Act ............................................................................... 21
5.46 Veteran Initiative and Hudson Initiative Program..........................................................22
Attachment "A" - Pricing Sheet and Specifications
Attachment "B" - Sample Contract
Attachment "C" - Acknowledgment and Waiver
Attachment "D" - Insurance Requirements
Attachment "E" - Affidavits
Attachment "F-1" - Sample Scoring Matrix
Attachment "F-2" - Vendor Scoring Matrix
Attachment "G" - Sample Corporate Resolution
Attachment "H" - Sample Certificate of Insurance
Attachment "I" - Federal Clauses
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REQUEST FOR PROPOSAL
FOR
REGION 9 ARTS COUNCIL STRATEGIC CULTURAL PLAN
PART I: OVERVIEW
1.1 Background/Purpose
The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified Proposers
who are interested in providing an art and culture plan for the Region 9 Arts Council,
encompassing St. Tammany, St. Bernard, and Washington Parish. Submittal of a proposal does
not create any right or expectation to a contract with the Parish.
1.2 Definitions
A. Shall - The term "shall" denotes mandatory requirements.
B. Must - The term "must" denotes mandatory requirements.
C. May - The term "may" denotes an advisory or permissible action.
D. Should - The term "should" denotes a desirable action.
E. Provider - A Proposer who contracts with the Parish.
F. Parish - St. Tammany Parish Government.
G. Discussions- For the purposes of this RFP, a formal, structured means of conducting written
or oral communications/presentations with responsible Proposers who submit proposals in
response to this RFP.
H. RFP - Request for Proposal.
I. Proposer - Person or entity responding to this RFP.
J. Agreement - A contract between the Provider and the Parish.
K. Evaluation Committee - Committee established for the purposes of evaluating proposals
submitted in response to this RFP.
1.3 Schedule of Events
Date Time (CT)
1. RFP Available March 25, 2026 8:00 AM
2. Pre-Proposal Conference (if required):* N/A
3. Deadline to receive written inquiries April 21, 2026 2:00 PM
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4. Deadline to answer written inquiries April 27, 2026 2:00 PM
5. Proposal Opening Date April 30, 2026 2:00 PM
(deadline for submitting proposals)
6. Oral discussions with proposers, if applicable TBD
7. Notice of Intent to Award to be mailed TBD
8. Contract Initiation TBD
NOTE: The Parish reserves the right to revise this schedule. Any such revision will be
formalized by the issuance of an addendum to the RFP.
1.4 Proposal Submittal
This RFP is available online at: LaPAC - Louisiana Procurement and Contract
Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1
85
NOTE: LaPAC is the State's online electronic solicitation notification system on the Office of
State Procurement website. LaPAC provides an immediate e-mail notification to subscribing
vendors of a STPGOV solicitation and any addenda posted. To receive the e-mail notification,
vendors must register in the LaGov portal. Registration is intuitive at the following link:
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg
It is the Proposer's responsibility to check the LaPAC website frequently for any possible addenda
that may be issued. The Parish is not responsible for a proposer's failure to download any
addenda documents required to complete an RFP.
All proposals shall be received by the Procurement Department no later than the date and time
shown in the Schedule of Events.
Important - - Clearly mark outside of the sealed envelope, box or package with the following
information and format:
Name and Address of Proposer
Proposal Name: REGION 9 ARTS COUNCIL STRATEGIC CULTURAL PLAN
RFP #: 26-1-3
Proposal Opening Date: THURSDAY, APRIL 30, 2026
Proposals may only be sent via certified mail, hand-delivery or courier service to our physical
location at:
St. Tammany Parish Government Procurement Department
21454 Koop Drive, Suite 2F
Mandeville, Louisiana 70471
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Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries
to our physical location. The Parish is not responsible for any delays caused by the proposer's
chosen means of proposal delivery.
Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal
opening date and time shall result in rejection of the proposal.
If the Proposer has not done business with the Parish, the Proposer should submit a W-9 with
their response.
1.5 Proposal Response Format
Proposals submitted for consideration should follow the format and order of presentation
described below:
A. Cover Letter: The cover letter should exhibit the Proposer's understanding and
approach to the project. It should contain a summary of Proposer's ability to
perform the services described in the RFP and confirm that Proposer is willing to
perform those services and enter into a contract with the Parish.
ATTENTION: Please indicate in the Cover Letter which of the following applies to
the signer of this proposal. Evidence of signature authority shall be provided upon
the Parish's request.
1. The signer of the proposal is either a corporate officer who is listed on the
most current annual report on file with the secretary of state or a member
of a partnership or partnership in commendam as reflected in the most
current partnership records on file with the secretary of state. A copy of
the annual report or partnership record must be submitted to the
Parish before contract award.
2. The signer of the proposal is a representative of the Proposer authorized
to submit this proposal as evidenced by documents such as, corporate
resolution, certification as to corporate principal, etc. If this applies, a
copy of the resolution, certification or other supportive documents
must be submitted to the Parish before contract award.
The cover letter should also:
1. Identify the submitting Proposer and provide its federal tax identification
number;
2. Identify the name, title, address, telephone number, fax number, and email
address of each person authorized by the Proposer to contractually
obligate the Proposer; and
3. Identify the name, address, telephone number, fax number, and email
address of the contact person for technical and contractual clarifications
throughout the evaluation period.
B. Table of Contents: Organized in the order cited in the format contained herein.
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C. Proposer Qualifications and Experience: History and background of Proposer,
related services provided to government entities, existing customer satisfaction,
volume of merchants, etc. Proposer should specifically provide a description of all
relevant consulting assignments similar to the Project requested herein which have
been completed by the Proposer within the last three (3) years ("Recent Projects").
The description of any such Recent Projects should include the following:
1. Name of the client;
2. Year of the assignment and length of time to complete the project;
3. Nature of the services rendered; and
4. Professionals assigned to the project who are also proposed to serve on
this assignment.
D. Proposed Solution/Technical Response: Illustrating and describing proposed
technical solution and compliance with the RFP requirements.
E. Innovative Concepts: Presentation of innovative concepts, if any, for
consideration.
F. Project Schedule: Detailed schedule of implementation plan. This schedule is
to include implementation actions, timelines, responsible parties, etc.
G. Financial Proposal: Proposer's fees and other costs, if any, shall be
submitted on Attachment "A". Prices proposed shall be firm for the duration of
the contract. This financial proposal shall include any and all costs the Proposer
wishes to have considered in the contractual arrangement with the Parish.
H. References: Proposer should provide names, addresses, telephone numbers
and contact persons for five (5) other public jurisdictions for which comparable
services have recently been rendered, including a description of the services
provided.
I. Customer Service: Each Proposer should submit a provision for customer
service, including personnel assigned, toll-free number, and account inquiry, etc.
J. Resumes: Each Proposer should submit resumes for account manager,
designated customer service representative(s) and any other key personnel to be
assigned to this Project, including those of subProviders, if any.
K. Additional Information: Each Proposer should submit any other information
deemed pertinent by the Proposer including terms and conditions which the
Proposer wishes the Parish to consider.
L. Acknowledgment and Waiver: Proposer shall execute and have notarized an
Acknowledgment and Waiver (Attachment "C" hereto).
M. Multiple Copies of Response: Each Proposer shall submit one (1) signed
original response. Four (4) additional copies of the proposal should be provided
and one (1) electronic copy via USB.
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PART II: SCOPE OF WORK/SERVICES
2.1 Scope of Work/Services
I. General:
The Proposer shall develop a five-year strategic plan for the Louisiana Region 9 Arts Council
(RAC9). RAC9 consists of St. Tammany, St. Bernard, and Washington Parishes. The plan should
include a strong and concise vision statement, findings from a broad and inclusive community
engagement process, clear and attainable goals and objectives, a comprehensive regional
marketing plan, and strategies to sustain and grow funding for the arts.
II. Background:
The mission of RAC9 is to enrich the lives of the citizens of our region by nurturing, sustaining,
and enhancing the arts. RAC9 is operated and managed by the St. Tammany Parish Government
Department of Grants (DOG) with the support and oversight of the St. Tammany Commission on
Cultural Affairs (STPCCA). A grant from the National Endowment for the Arts, the Louisiana State
Arts Council, the Louisiana Division of the Arts, the Office of Cultural Development, and the
Department of Culture, Recreation, and Tourism supports activities of RAC9. RAC9's purpose is
to be a support system for the arts and culture community by connecting creatives and
organizations to resources and opportunities, expanding access and exposure to the arts through
programs, workshops, and community programs. RAC9 believes the arts are essential to
education, economic vitality, and community identity, and that access to creative expression
should not depend on geography, income, or background. RAC9 provides coordination,
investment, and advocacy so that the arts can continue to be accessed, enjoyed, and sustained.
Provider shall perform required services, as stated, according to the scope of work and
specifications. Work shall include, but not limited to:
IV. Scope of Work:
I. Preparation and Research - In preparation and throughout the planning process, the
consultant will create a project workplan; review past arts and culture work of the RAC9
from previous years; and conduct interviews with the executive director and other RAC9
leaders to codify RAC9 values around arts and culture as part of the agency's overall work.
Lead a data gathering process to evaluate the state of and baseline assessment of the
need, and identify challenges/opportunities/major changes that will impact the strategic
plan. This may include, but is not limited to, a regional and/or statewide survey, small group
data gathering sessions, or one-on-one interviews.
Deliverables:
a. Project Work Plan and Schedule
b. Establish a database of creatives and organizations for Art and Culture in the Region.
c. Compile and provide an analysis of economic data to define the strength and scope of
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RAC9 creative industries on a regional and statewide level
d. Provide an analysis of RAC9 in comparison to other art councils in the state and possibly
some examples nationally.
e. Create a value statement and goals for RAC9 and the strategic plan.
II. Community Input - Consultant will identify and conduct interviews with key stakeholders
and partners in the community to gather their input on the arts and culture plan. These
stakeholders will be reflective of the region's community: demographically diverse,
including representatives from all 3 parishes, parish administration and leadership,
tourism, past STCCA commissioners, Presidents' Arts Awards recipients, arts leaders,
economic development, art creators and arts organizations, business leaders, and
regional leaders with an arts connection. Interviews will be conducted one-on-one or in
small focus groups. In addition to the above meetings, the consultant will design and
facilitate 4-6 larger public meetings around the region on how RAC9 can provide
leadership and address the arts and culture community's needs. The consultant will be
responsible for designing the meetings to be dynamic and to encourage creative thinking
about possible RAC9 goals and work areas related to arts and culture. To spark the
conversation, participants could be sent and/or have website access to information about
what RAC9 currently does, examples of how arts and culture have been used in other
communities, and a charge to do some thinking before they walk into the room. Although
the meetings will be open to the public, RAC9 will work to send personal invites to its
current database and on social media avenues. Subject to consider: Cultural Districts, Art
and Culture Policy, % for Art as part of the permit requirement, art in education, creative
placemaking, 501c3, branding, communications strategy, updated by-laws, mission, and
vision statements.
Deliverables:
a. Report on output of stakeholder interviews
b. Report on each community meeting
III. Analysis - Consultant will facilitate a meeting with RAC9 to prioritize ideas and
suggestions from the community input phase.
Deliverables:
a. Report on output
IV. Synthesis - Consultant will lead the staff team through composing a mission, vision, and
goals for arts and culture at the RAC9. Consultant will develop a Final Report, inclusive of
all sections and an executive summary that describes the process, summarizes findings,
and outlines goals and recommendations. The plan should also include an implementation
roadmap so that once development of the Strategy is complete, the RAC9 can transition
smoothly to implementation. The plan should cover a five-year period and be attainable
with current resources but also acknowledge what the blue-sky options are for arts and
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