Project Information

Bid Title

Development of Arts and Cultural Policy Framework, Arts Policy, Cultural Policy, and Implementation

Issuing Agency

City of Ventura

Location

California

Published Date

Nov 4, 2025

Closing Date

Dec 9, 2025

Government Level

State & Local

Status

Closed

Ref. #

P-130000853

Original Source

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Bid Documents

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Project Description

Bid Number:	P-130000853
Bid Title:	Development of Arts and Cultural Policy Framework, Arts Policy, Cultural Policy, and Implementation
Category:	Professional Services
Status:	Open

Description: 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 Publication Date/Time: 11/4/2025 12:00 AM Closing Date/Time: 12/9/2025 4:00 PM Pre-bid Meeting: 11/12/25 at 11AM Related Documents: P-130000853 Arts and Cultural Policy Attachment A Attachment B

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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.

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541720Research and Development in the Social Sciences and Humanities
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 611430Professional and Management Development Training

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