SR-04-09-2013-3GID
City Council Report
City of
Santa Monica
City Council Meeting: April 9, 2013
Agenda Item: 3 -0
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Service Agreement for Film Permit Coordination, Notification,
and Monitoring Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional service agreement with Film L.A., Inc., a California -based
company, to provide film permit coordination, notification, and monitoring services for
filming activities on public property, public right -of -way, and in City facilities, at no cost
to the City. This agreement would be for three years with two additional one -year
renewal options.
Executive Summary
In February 2012, the Council adopted new film permitting requirements, and in
September 2012, new Filming Guidelines went into effect to ensure compliance with the
new ordinance. In an effort to streamline the film permitting process and expand the
services provided to filmmakers and the community, a Request for Proposals was
issued in December 2012 for film permit coordination, notification, and monitoring
services. After reviewing the two proposals received, staff recommends Film L.A., Inc.
as the best bidder to provide the aforementioned services at no cost to the City.
Background
On February 28, 2012, the Council adopted Ordinance 2393 to update the City's film
permitting requirements which had not been reviewed since 2003. In September 2012,
new Filming Guidelines went into effect to ensure that filming activities are in
compliance with requirements in the ordinance and do not unreasonably interfere with
the public peace, health, and safety.
Currently, permits for commercial filming activities on public property, public right -of-
way, and in City facilities are issued by Public Works, with the exception of filming at the
Santa Monica Civic Auditorium or the Annenberg Community Beach House which have
1
their own permitting process. Approvals for film permits are coordinated by Public
Works staff with impacted City departments, including Community & Cultural Services,
Police, and Fire. Additionally, Public Works issues permits for filming activities in
downtown Santa Monica and on the Santa Monica Pier and coordinates approvals with
Downtown Santa Monica Inc. and Santa Monica Pier Corporation, respectively.
In FY 2011 -12, Public Works issued 750 permits for commercial filming activities on
public property, public right -of -way, and in City facilities such as the Airport, beach,
parks, the Pier, and on streets and sidewalks. Of the 750 film permits issued, 280 were
for still photography and 470 were for film /motion. Based on location and application
fees, which vary by site and type of activity, the City collected approximately $1.0 million
in revenues from film permits in FY 2011 -12, including fees for the cost of public safety
personnel assigned to film projects. With the new process, the City would continue to
collect film permit fees at the same rates, and projects receiving the same level of
revenue.
Discussion
Staff recommends streamlinining the film permitting process and expanding the services
provided to filmmakers and the community by centralizing the issuance of film permits,
providing consistent notification of proposed filming activities to the community, and
providing location monitors to ensure compliance with film permit terms and conditions.
Vendor Selection
In December 2012, the City issued a Request for Proposals (RFP) for film permit
coordination, notification, and monitoring services. The RFP was posted on the City's
online bidding site in accordance with City Charter and Municipal Code provisions. On
January 17, 2013, two proposals were received. The proposals were reviewed by staff
from Community & Cultural Services, Office of Pier Management, and Public Works.
Proposals were evaluated on direct experience providing permit services to other
municipalities, understanding of the scope, ability to perform services, and qualifications
2
of staff. Only one firm, Film L.A., Inc., was invited to an interview because they
demonstrated understanding of the scope of work and the capability to provide the
desired level of services. The other firm, Pacific Production Services, Inc., was not
interviewed because they lack experience providing film permit coordination services to
municipalities and their proposal did not demonstrate ability to provide required
services. Based on the aforementioned criteria, Film L.A., Inc. is recommended as the
best bidder to provide film permit coordination, notification, and monitoring services.
Film L.A., Inc. is a non - profit public benefit corporation that has been providing film
permit processing services to municipalities for more than 17 years. Film L.A., Inc. is
the film office for the County of Los Angeles, City of Los Angeles and eight other cities,
and seven school districts. All of the services Film L.A., Inc. provides are at a cost to
the film company based on the types of permits and /or services required.
Film L.A., Inc. would coordinate and issue permits for all public areas in the city and City
facilities, including the Santa Monica Civic Auditorium and Annenberg Community
Beach House, providing a consistent interface for the filmmakers and the community.
The role of existing Public Works staff responsible for processing film permits would
shift to coordinating permit approvals with Film L.A. and other City departments, as well
support the public counter with processing public right -of -way permits, collection of
various public works fees, and plan check - related support.
Film L.A., Inc. would provide the following services at no cost to the City. Additional
fees to filmmakers are listed with the services provided below:
1. Permit Coordination
Coordinate film permits through a centralized, online permit system designed to
meet the requirements of the City, and the needs of the community and the film
industry, which would also be in compliance with the City's guidelines. This
system would allow filmmakers to apply once, across jurisdictional lines, for up to
10 locations per permit. All permits would be approved by City staff prior to
issuance. The Film L.A. application fee for still photography is $60; student
K
permits range $25 -$90; and film /motion is $625 for up to 10 locations, even
across jurisdictional lines.
2. Neighborhood Notification
Deliver notices of proposed filming activities to affected residents and businesses
in advance of filming dates per City guidelines. Provide uniform, consistent
notification, maintain accurate records, and provide real -time tracking of notices
delivered. This would also build a database of locations, issues, and filming
acitivities for the City. The notification fee is $155 for a 250 -foot radius of the film
location.
3. Location Monitoring
Assign location monitors at the request of the City or the film company to ensure
compliance with film permit terms and conditions, such as hours of filming, street
parking, etc. Location monitors would respond to residents and businesses who
may have concerns and attempt to resolve any issues on the day of filming. City
staff would also continue to be available. Providing location monitors allows for
immediate responses on location and proactive enforcement of permit
requirements. Fees for monitors range from $30 -$60 per hour.
4. Fee Collection
Collect all applicable film permit fees, process refunds, and remit fees to the City
within 30 days. Film L.A., Inc. guarantees payment of all fees associated with
the permit process.
5. Marketing
Provide marketing services through rotating profiles on the Film L.A. website, and
by photographing and listing City properties on an online location library at
www.locoscout.com if the City chooses to profile targeted locations.
Next Steps
Following Council action, staff would begin working with Film L.A., Inc. to migrate the
City's film permit requiements onto the online permit system. The City's system is
currently not online. The next steps would be:
• Training City staff on the online permit system — May /June 2013
0 Implementation of new film permit coordination process — July 2013
El
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action. The City will continue to receive revenue for film permit fees in
the amounts established by Council Resolution 10686. Film permit fees are expected to
remain at current levels. The permit fees in Council Resolution 10686 are based on
cost recovery for current staff time spent processing permits. Staff will review current
fees six months after implementing the new permitting system and adjust as necessary.
Prepared by: Erika Bustamante, Sr. Administrative Analyst
Approved:
kiAOS &-
Martin Pastucha
Director of Public Works
:7
Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9725 (CCS)