Award contracts related to grantmaking management services for individual artists and arts organizations

TO THE COUNCIL: On November 29, 2023, Council approved Ordinance Number 191523 authorizing three competitive solicitations for Arts-related services for a not-to-exceed amount of $23 million over three years in accordance with PCC 5.33. The solicitations authorized were related to grantmaking management services for individual artists and arts organizations, Public Arts services, and Strategic Initiatives resulting from the 2024 “Our Creative Future” Cultural Plan. On December 18, 2023, the Chief Procurement Officer advertised RFP No. 00002224 related to grantmaking management services for individual artists and arts organizations. Eight (8) proposals were received and opened on February 1, 2024: Two (2) proposals were submitted for Service Area 1 – Large Scale Grants Distribution (up-to $1 Million annually). Six (6) proposals were submitted for Service Area 2 – Mid-Scale Grants Distribution (up-to $100,000 annually). One (1) proposer was deemed non-responsive and not evaluated. No (0) proposals were submitted for Service Area 3 – Small-Scale Grants Distribution (up-to $50,000 annually). This component of the RFP was subsequently canceled on March 14, 2024. On March 14, 2024, a Notice of Intent to Negotiate and Award was issued for Service Area 1 awarding services to the Regional Arts & Culture Council (RACC). No protests were received. On March 14, 2024, a Notification of Intent to Short List was issued for Service Area 2. Subsequent to Phase II evaluations, a Notification of Intent to Negotiate and Award was issued on April 17, 2024, for Service Area 2 awarding services to Friends of IFCC and MusicOregon. No protests were received. Awards were made for a one-year period with the option to extend for up-to an additional two (2) years. Each Contractor will distribute grants up-to the amounts listed below with administrative fees. Service Category Awarded Firm Pass-Through Grant Amount Administrative Cost Total Awarded Large Scale Grants Distribution Regional Arts & Culture Council Up-to $1 Million Up-to $200,000 $1,200,000 Mid-Scale Grants Distribution Friends of IFCC Up-to $100,000 Up-to $20,000 $120,000 Mid-Scale Grants Distribution MusicOregon Up-to $60,000 Up-to $12,000 $72,000 One-Year Award $1,160,000 $232,000 $1,392,000 All awarded firms are 501(c)(3) community non-profit organization and are ineligible for COBID certification. All Contractors hold current City of Portland Business Tax Registrations and are in full compliance with all City contracting requirements. Procurement Services recommends that Council accept this Report and authorize the Chief Procurement Officer to execute Contracts with the awarded Contractors. Recommended by: Kathleen Brenes-Morua Interim Chief Procurement Officer KBM:TS