SR-012208-1C~~
~;tYo, City Council Report
Santa Monica
City Council Meeting: Date
Agenda Item: ]~G
To: Mayor and City Council
From: Barbara Stinchfield, Director of Community and Cultural Services
Subject: Appropriation of Funds and Production Services for the Santa Monica
Festival
Recommended Action
Staff recommends that the City Council:
1) authorize the City Manager to negotiate and execute a professional services
agreement with Community Arts Resources (CARS) in the amount of $111,000
annually to produce the Santa Monica Festival in 2008 with options in 2009 and
2010; and
2) Appropriate $15,000 from the General Fund balance to 01560.566550
Executive Summary
The Santa Monica Festival has taken place annually since 1991. Each spring the City
of Santa Monica works with an event production company to present the Festival at
Clover Park. Through the performing and visual arts, the Festival honors the cultural
richness of Santa Monica as well as the environmental resources that sustain it. This
report requests appropriation of an additional $15,000 for FY07l08 and approval of an
agreement with CARS to produce the event for 2008 with extensions for 2009 and 2010
contingent upon the continued budgeted of funds in future City Budgets.
Discussion
In September 2007, City staff solicited proposals for an event production team for the
Santa Monica Festival for three years beginning in 2008. Requests for Proposals were
sent to production companies in the greater Los Angeles area, all members of the
California Presenters a-mail list, the list of professional production consultants
assembled by the Los Angeles County Arts Commission and individuals and
corporations who have expressed an interest in the production of the festival in the past.
One production company, CARS, submitted its qualifications. The last three festivals
have been successfully produced by CARS, who have increased community
1
participation each year. Staff has evaluated the CARS proposal and recommends that
they be selected as the festival producer for the following reasons:
• CARS has the ability to address multi-cultural and environmental issues within the
festival theme;
• CARS has the ability to meet both artistic and production standards desired for the
Santa Monica Festival (including advance planning, content development and on-
site management) as evidenced by past events produced by CARS including the
International Festival of Masks, the Getty Museum Family Days events, Yiddishkayt,
as well as past Santa Monica Festivals.
The proposed scope of work for CARS requires that they:
Provide all necessary production for the Santa Monica Festival
• Attend regular meetings with the City of Santa Monica staff
Outreach to diverse communities to enlist a broad range of participating groups
Coordinate all infrastructure needs for the Festival, in collaboration with city
organizations
Contract with all necessary performers, artists and vendors
• Produce the Festival's two stages
Coordinate all booths (community, vendors, food booths and environmental)
Financial Impacts & Budget Actions
Funds for the 2007 Festival are available in the following accounts:
Cultural Affairs Division:
Environmental Programs Div:
TOTAL
01560.566550 $ 64,000
31662.555060 32 000
$ 96,000
An additional appropriation of $15,000 is requested at account 01560.566550 for a total
of $111,000. Future year appropriations will be included in the City budgets for those
years, contingent upon availability of funds.
2
Prepared by:
Jessica Cusick, Cultural Affairs Manager
Approved:
r~ ~
Barbara Stinchfield
Director, Community & Cultural Services
Department
Forwarded to Council:
it Ewe
ager
3
Reference Contract
No. 8878 (CCS).