Annual Grants Program Coordinator

The Annual Grants Program Coordinator position supports the City of Pasadena’s mission to expand public access to the arts through a structured annual grant-making process that benefits individual artists, educational programming, cultural institutions, and long-term community development. The role encompasses managing the full lifecycle of the grants program, including coordinating panel reviews for the 2027–2028 funding cycle, evaluating applications, finalizing grant closeouts for the prior cycle, and ensuring strict compliance with local ordinances and state regulations such as the Pasadena Municipal Code on living wage, minimum wage, and equal employment opportunity, as well as California’s Public Contract Code provisions on recycled content. Offerors must demonstrate at least six years of experience in large-scale cultural event production in collaboration with public agencies, and proposals are evaluated under a trade-off method weighing experience and cost each at 35%, with the proposed solution at approximately 25% and a pass/fail preference for businesses with a physical address in Pasadena at 5%. Awards are based on best value, not lowest price, and the City retains the authority to select the vendor it determines best meets its needs. The contract period runs from July 1, 2026, to June 30, 2027, with performance required at the City’s headquarters in Pasadena, CA, and all vendor deliverables subject to inspection and acceptance by the City. Proposers must submit a complete package via the OpenGov eProcurement Portal by July 7, 2026, including mandatory documentation such as a Unique Entity Identifier from SAM.gov, IRS Form W-9, a valid Pasadena Business License, insurance certificates meeting specific coverage and insurer rating standards, and compliance forms related to taxpayer protection, workforce utilization, and socioeconomic self-identification. Vendor invoicing is exclusively handled through the City’s electronic portal, and all submissions must be digitally filed with no hard copies accepted. Additional compliance obligations include adherence to the Levine Act for political contribution disclosures and ongoing reporting if the vendor qualifies as a small or minority-owned business under local certification standards. Failure to meet any required certification or document submission renders a bid non-responsive, and the City may terminate coverage if insurance lapses or if contractors fail to maintain required standards.