Request for Proposal - City Public Art Pilot Program Administrator

Agency: City of Vallejo
State: California
Type of Government: State & Local
  • U - Education and Training Services
Posted Date: Nov 9, 2018
Due Date: Dec 14, 2018
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Request for Proposal - City Public Art Pilot Program Administrator Closing Date:


Invitation For Proposals

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Request for Proposals
City of Vallejo Public Art Pilot Program Administrator
5:00 P.M. PST
December 14, 2018
(via e-mail)
Submit Proposals to:
City of Vallejo
ATTN: Will Morat
555 Santa Clara Street, 3rd Floor
Vallejo, CA 94590
City of Vallejo
RFP –City of Vallejo Pilot Public Art Program Administrator
Submission Deadline: December 14, 2018
Page 2
I. Invitation
The City of Vallejo (hereinafter “City”) hereby solicits a Request for Proposals (RFP) for the administration
and implementation of a City Public Arts Pilot Program.
This RFP describes the general rules for preparing and submitting proposals and the City’s requirements.
Proposer shall submit a written proposal, which presents the Proposer’s qualifications and demonstrates
how it meets the specific needs of the City. The proposal should be prepared in a clear and concise
manner and should provide all the information that is considered pertinent to developing a clear
implementation strategy.
Unnecessarily elaborate proposals are not desired. The emphasis of the proposal should be placed on
accurate responses to the needs of the City as outlined in this RFP.
Failure to comply with the requirements or to provide the requested information may result in rejection of
a proposal.
II. Inquiries
If any proposer has any question regarding the meaning of any part of this RFP, or finds discrepancies
in or omission from this RFP, the proposer shall submit a written request (electronic mail is sufficient) for
an interpretation or clarification to the City contact:
Will Morat
City of Vallejo
555 Santa Clara Street, 2nd Floor
Vallejo, CA 94590
City’s responses to questions will be included in an Addendum to this RFP, if necessary, which will be
issued and posted to the Bids & Proposals page on the City website:
III. Objective
The City requires a qualified, experienced arts administrator to implement a Public Art Pilot Program
utilizing one-time funding of $50,000 allocated in the Fiscal Year 2018-19 budget. The Pilot Program
should be implemented in coordination with the City’s Commission on Arts & Culture (CAC), and aligned
with City Council goals and intent. The Pilot Program will support individual projects, artwork, events,
festivals, non-profit organizations, or other art and culture-related activities that stimulate and sustain
participation in and community support for the visual and performing arts, cultural celebrations, and
Vallejo’s diverse stakeholders.
IV. Scope of Work and Project Bid
The proposed scope of work and project bid should be provided with the proposer’s submittal which
outlines the services, tasks and costs anticipated to successfully meet the City’s requirements. The
precise scope of services to be incorporated into the Agreement will be based upon the submitted
proposal and may be the subject of negotiations between City and the successful proposer.
A scope of work and bid should include:
A. Coordination with Commission on Arts & Culture
1) Coordination with the Commission on Arts & Culture (CAC) at its regularly monthly
meetings (4th Monday of the month) as well as any special meetings and/or ad-hoc
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City of Vallejo
RFP –City of Vallejo Pilot Public Art Program Administrator
Submission Deadline: December 14, 2018
Page 3
committees, which will identify themes, types of projects, locations, restrictions,
preferences, and number of projects to be implemented with one-time funding of $50,000.
2) Objective presentation of proposals to the CAC for funding determinations
B. Outreach & Engagement
1) Outreach plan to solicit interest, bids, artwork submissions, idea submissions, concepts
and proposals from the Vallejo community in response to any CAC-identified projects.
2) Networks, websites, list-serves, word-of-mouth, in-person outreach, and other strategies
to communicate and disseminate information regarding call for artists and proposers for
CAC-identified projects.
C. Contract Management
1) Contract directly with artists, event organizers, non-profit organizations or other entities
directly selected for grant funding by the CAC.
a) NOTE: City will not be a party to these contracts.
2) Develop project deliverables and timelines/schedules for contract with artists/entities
aligned with CAC selection and direction.
3) Ensure insurance, business licensing, and other requirements are maintained by
contracted artists and entities, at City’s discretion.
4) Ensure deliverables are met according to timelines/schedules, and that work product is at
a quality expected by the CAC and the City.
5) Track receipts, invoices, and requests for payment and ensure records are available for
City review upon request.
6) Ensure timely funding is available to ensure artists/entities are paid upon successful
implementation of agreed-upon deliverables, with accompanying tax filings as required by
a) NOTE: City will not pay artists/entities directly, but will provide funding to
administrator for disbursement.
D. Total cost required for administration, implementation, and monitoring of grant(s) by successful
1) Include the percentage of the total funding amount ($50,000) required for
2) Include the maximum number of individual projects that could be implemented with
required funding.
F. Full schedule and milestones for implementation
G. Resumes of proposer and all proposed consultants, partners or key project leaders
H. Brief narrative of experience of proposer and all project leaders working with non-profit
organizations, arts & cultural organizations, communities, artists, and event organizers, especially
within Vallejo, on similar projects.
I. Brief statement acknowledging the proposer’s willingness to accept the attached City’s standard
Consultant and Professional Services Agreement, including insurance and indemnification as is,
without modifications.
V. Submission of Proposals
DUE: December 14 @ 5:00 p.m. PST
Proposer shall prepare and submit one (1) electronic copy to:
Page 3 of 7
City of Vallejo
RFP –City of Vallejo Pilot Public Art Program Administrator
Submission Deadline: December 14, 2018
Page 4
Will Morat
City of Vallejo
555 Santa Clara Street, 2nd Floor
Vallejo, CA 94590
Time is of the essence, and any proposal received after the announced time and date for submittal,
whether by mail or otherwise will not be considered. However, nothing in this RFP precludes the City
from requesting additional information at any time during the proposal evaluation.
VI. Qualifications
The successful proposer shall be one who provides a clear bid and scope of work that meets or exceeds
the needs of the City set forth in this RFP. The proposer must also demonstrate in their proposal the
qualifications of their company and references for past successes in similar projects. The successful
proposer must demonstrate they have sufficient resources available to successfully complete the project.
VII. Review and Evaluation of Proposals
After proposals are received by the City, the City shall review and evaluate all proposals for
responsiveness to the RFP in order to determine whether the proposer possesses the qualifications
necessary for the satisfactory performance of the services required. The City may also investigate
qualifications of all proposers to whom the award is contemplated, and the City may request clarifications
of proposals directly from one or more proposers.
An interview of one or more of the proposers may be scheduled to facilitate evaluation of each proposer.
The proposal with the lowest price will not necessarily be selected; however, price is a component of the
evaluation. The City will select the proposal that is most advantageous to the City. Proposals will be
evaluated on the following criteria:
The familiarity, ability, expertise, experience, references and
demonstrated past performance, including experience
working with non-profit organizations and arts & cultural
organizations and communities in Vallejo, in administering a
public art grant program of similar size, scope and
complexity, which includes experience with fiscal
sponsorship, managing subcontractors, and issuing calls for
artists/requests for proposals, and implementing community
outreach campaigns.
Includes organizational structure, staff levels, volunteer
capacity, education, certifications, fiscal stability and
management of the proposers and its agents, employees
and sub-consultants/contractors in administering a public art
grant program of similar size, scope and complexity.
Fiscal Impact
Feasibility of the proposed scope of work to meet the City’s
needs and the reasonableness of the total cost, and the
proposed timeline and schedule that meets the City’s need
for timeliness.
Page 4 of 7
City of Vallejo
RFP –City of Vallejo Pilot Public Art Program Administrator
Submission Deadline: December 14, 2018
Page 5
VIII. Right of the City to Reject Proposals
The City of Vallejo reserves the right to reject any or all proposals based on its sole discretion, or to waive
any minor defects or irregularities in any proposal or in the proposal process, or to solicit new proposals
on the same project or on a modified project which may include portions of the original proposed project
as in the best interest of the City.
IX. Award of Agreement
The City reserves the right to negotiate the terms of the Agreement for this project with one or more
proposers. Upon completion of the review/evaluation, the City shall notify those proposers who will be
considered for further evaluation and negotiation. All proposers so notified shall negotiate in good faith
in accordance with direction from the City. Any delay caused by proposer’s failure to respond to direction
from the City may lead to rejection of the proposal.
If the City determines, after further evaluation and negotiation, to award the contract, an Agreement shall
be sent to the successful proposer for the proposer’s signature. No proposal shall be binding upon the
City until the Agreement is signed by duly authorized representatives of the selected proposer and the
Award of this agreement is contingent upon funding allocated through the City’s budget process. The
City reserves the right to withdraw its solicitation at any time if funding is not allocated or unavailable for
any reason.
X. Cost of Preparation of Proposal
The City will not pay costs incurred by the proposer in the proposal preparation, printing or negotiation
process. All such costs shall be borne by the proposer.
XI. Notification of Withdrawal of Proposal
Proposals may be modified or withdrawn at any time prior to the date and time specified for proposal
submission by an authorized representative of the proposal and by formal written notice. Proposals
submitted will become the property of the City of Vallejo after the proposal submission deadline.
XII. Prevailing Wage
In accordance with the provisions of Section 1770 of the Labor Code of the State of California, the Director
of the Department of Industrial Relations has determined the general prevailing rate of per diem wages
applicable to the work to be done, and a current copy of said prevailing wages is on file with the City
Clerk. Should the minimum Federal Wage Rate be higher than the rate determined by the Director of the
Department of Industrial Relations, then the Federal Wage Rate Determination shall govern.
In addition, the City Charter of the City of Vallejo requires that the Contractor and all his/her
subcontractors shall pay their employees on said work a salary or wage at least equal to the prevailing
salary or wage for work of similar character in the locality in which the public work is performed.
XIII. Public Record and Non-Disclosure Agreements
Each proposer is hereby informed that, upon submittal of its proposal to the City in accordance with this
RFP, the proposal is the property of the City.
A. Unless otherwise compelled by a court order, the City will not disclose any proposal while the City
conducts its deliberative process in accordance with the procedures identified in this RFP.
However, once the Agreement is fully negotiated with the successful proposer, or the City rejects
all proposals, the City shall consider each proposal subject to the public disclosure requirements
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