SR-6D (48)
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CAD MLdeH hs c wpwm/councll/festcon 98 Santa Momca, California OCT 2 8 1997
Council Meeting October 28, 1997
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute
a Three Year Contract for $60,000 with Community Arts Resources (CARS)
to Produce the Santa Monica Festival A Celebration of Community Roots,
authorize the City Manager to amend this contract, not to exceed an
additional $30,000, In the event additional funds are raised for the festival,
and authorize the City Manager to make correspond Ing budget
appropnatlons (revenues and expenditures) at such time as funds are raised
Introduction
This report recommends that the City Council authonze the City Manager to negotiate and
execute a contract In the amount of $60,000 with Community Arts Resources (CARS) to
produce the Santa MOnica Festival for the years 1998. 1999, and 2000, authonze the City
Manager to amend this contract, not to exceed an additional $30,000, In the event
additional funds are raised for the festival, and authorize City Manager to make
corresponding budget appropnatlons (revenues and expenditures) at such time that
additional funds are raised
Backaround
In August 1997, City staff solicited proposals for an event production team for the Santa
MOnica Festival for three years beginning In 1998 Requests for proposals were sent to
twenty production companies In the greater Los Angeles area for festivals budgeted at
$60,000, the amount of funds dedicated to the 1998 festival In the approved FY 1997-98
CoD
OCT 2 8 1997
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City Budget, and at $90,000, a figure which Includes $30,000 In funds which City staff
anticipates receiving from outside sources This list was complied by staff based on
recommendations from the City of Los Angeles Cultural Affairs Department, Los Angeles
Community Redevelopment Agency, the Los Angeles County Arts CommIssion, the Long
Beach Public Corporation for the Arts, and the City of Manhattan Beach Cultural Affairs
DIvIsion As a result of that request, three production companies submitted proposals
whIch were evaluated by members of the Santa Momca Arts CommissIon wIth expertise
In the performmg arts and by Cultural AffaIrs DIvIsion staff CARS was recommended as
the festival producer for the follOWIng reasons'
. CARS has the ability to address multi-cultural and environmental Issues
WIthin the festival theme, "A Celebration of Our Community Roots,"
. Artists and other profeSSionals Will be paid fees commensurate With their
abilities,
. The cost proposal was wlthm the City's project budget, and
. CARS has the ability to meet both artistiC and production standards desired
for the Santa MOnica Festival as eVIdenced by past events produced by
CARS Including the InternatIonal Festival of Masks, Los Angeles MusIc
Center's Festival for Families, the Sklrball Cultural Center Grand Opening
Celebration, and events at the J Paul Getty Museum as well as past Santa
MOnica Festivals
Budget/Financial Impact
Funds are available for thiS contract In Cultural Affairs DIVISion account no 01-400-560-
00000-6655-00000 ($30,000) and Environmental Programs DIvIsion account no 31-500-
662-00000-5506-00000 ($30,000) As In years past, the addItional $30,000 Will be raIsed
from outSide sources such as the Callforma Arts Council, private nonprofit foundations and
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corporate sponsorships The contract will specify that the additional $30,000 In payment
IS only available when, and If, those funds are raised
In antiCipation ofthe fundralslng, staff requests that the Santa Momca Festival revenue line
Item (01-400-560-00000-0485-10000) be budgeted at $30,000 The Festival expendIture
account (01-400-560-00000-6655-00000) should be Increased by $30,000 as well
Recommendation
It IS recommended that the City Council authorize the City Manager to negotiate and
execute a contract with CARS to produce the 1998,1999, and 2000 Santa Momca Festival
In the annual amount of $60,000 The City Manager will also be authorized to amend the
contract, not to exceed $30,000, to Include additional services for expanded festival
programming In the event that additional funds are raised In addItion, It IS recommended
that the Council approve the budget changes Indicated above contingent upon receipt of
additional revenues
Prepared by Barbara Stinchfield, Acting Director, Commumty and Cultural Services
Maria LUisa de Herrera, Cultural Affairs Administrator
Hamp Simmons, Administrative Analyst
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