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
Official Record (Efiles)
Impact Statement
Purpose of Proposed Legislation and Background Information
The City's decision to actively redefine its model for Arts service delivery is a strategic and forward-thinking move. By awarding these agreements the City ensures its ability to adapt to the expanding role of Arts and Culture in the community. This authorization not only enables the efficient and responsive management of Arts services but also plays a crucial role in preventing potential service disruptions in the Portland-Metro's Arts economy.
Financial and Budgetary Impacts
This authorization does not change the adopted City Arts Program budget. Funds will be made available in the programs FY2024-2025 Budget, through the Office of Management and Finance.
This solicitation awarded $1,380,000 of the $23,000,000 authorized in Ordinance 191523. To date, $1,380,000 has been allocated.
Community Impacts and Community Involvement
We anticipate between 200-300 aritsts and arts organizations in Portland will be directly served as a result of these new agreements. In the weeks and months ahead, the Office of Arts & Culture will communicate the timeline, criteria, and application instructions for these new small grant programs through newsletters, social media posts, and direct emails to past grant recipients.
100% Renewable Goal
- These contracts will neither increase nor decrease the City’s total energy use.
- These contracts will neither increase nor decrease the City’s renewable energy use.
Financial and Budget Analysis
Analysis provided by City Budget Office
On November 29, 2023, Council approved Ordinance Number 191523 authorizing a competitive solicitation for Arts-related services for grantmaking to individual artists and arts organizations for an estimated amount of $23 million over three years. The Notice of Intent to Negotiate and Award in March and April of 2024 awarded price agreements to three organizations for a total of $1.38 million. Funds will be made available in the City Arts program's FY 2024-25 Budget.