SR-02-11-2014-3DCity Council Meeting: 2/11/14
Agenda Item: -'D
To: Mayor and City Council
From: Karen Ginsberg, Director of Community and Cultural Services
Subject: Santa Monica Festival Production Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a two year professional services agreement with Community Arts Resources
(CARS), a California -based company, in the amount of $100,000 annually to produce
the Santa Monica Festival in 2014 and 2015 with options for three one year renewals, at
the same rate, for a total not to exceed amount of $500,000. Future funding is
contingent upon Council budget approval.
Executive Summary
The City has presented the Santa Monica Festival annually since 1991. Each spring
staff works with an event production company to present the Festival at Clover Park.
Staff recommends entering into an agreement with Community Arts Resources (CARS),
selected through an RFP process, to produce the event for 2014 and 2015 at an annual
cost of $100,000, with options for 2016, 2017 and 2018, contingent upon successful
completion of the required scope of services for the prior year, and the continued
availability of funds in future budget years.
Background
This year will mark the 20th anniversary of the Santa Monica Festival which started in
1991 on the Santa Monica Pier. It moved to its current location in Clover Park in 1994.
The Festival brings residents and visitors together to celebrate the community's
commitment to the arts, culture and the environment as well as the breadth and
diversity of local resources in these arenas. Through the performing and visual arts,
workshops, food and a range of creative family activities, the Festival honors the cultural
richness of Santa Monica as well as the environmental practices that sustain it.
Discussion
Contractor /Consultant Selection
In December 2013, staff solicited proposals for an event production team to produce the
Santa Monica Festival. Requests for Proposals (RFP) were sent to production
companies in the greater Los Angeles area. The RFP was also posted on Planet Bids.
Notice of the RFP was sent to professional production consultants in the Los Angeles
County Arts Commission database and producers who made inquiry to the City's
Cultural Affairs Division. Four production companies submitted proposals. The
interdepartmental review team, which included representatives from Community and
Cultural Services and the Office of Sustainability and the Environment, interviewed all
four firms.
Based on both the initial submittals and the interviews, staff is recommending that the
City contract with Community Arts Resources (CARS) for festival production. Their
qualifications include:
• Experience producing a broad array of community events which provides them
with a unique understanding of Santa Monica and the ability to create an event
that reflects the community.
• The ability to meet both the artistic and production standards set for the Festival
(including programming artists, curating vendors, site layout, working with the
City and onsite management) as evidenced by CARS' unmatched production
history, which includes the Getty Museum Family Festivals as well as the annual
California Endowment Healthy Neighborhood Festival and Chinatown Summer
Nights.
• A unique array of relationships with artists in a variety of media, an innovative
approach to marketing and outreach, and the ability to secure project - related
sponsorship.
• A remarkable track record with and understanding of community cultural events,
in particular how to implement interactive, engaging and relevant programming.
Financial Impacts & Budget Actions
The contract to be awarded to Community Arts Resources is for an amount not to
exceed $100,000 per year in FY 2013 -14 and FY 2014 -15, with options to renew for
three additional years at the same rate, for a total not to exceed amount of $500,000.
Funds are included in the adopted FY 2013 -14 budget in divisions 201 and 226, and
2
560, and in the approved FY 2014 -15 budget in divisions 201, 226, and 560. The
contract will be charged to the following accounts:
FY 2013 -14 FY 2014 -15
01201.579006 $50,000
$50,000
01226.555060 $35,000
$35,000
01560.566550 $15,000
$15,000
TOTAL $100,000
$100,000
Budget authority for subsequent years will be requested in each annual budget cycle for
Council approval. Future funding is contingent upon Council approval.
Prepared by: Jessica Cusick, Cultural Affairs Manager
Approved:
Karen Ginsberg Direct(
Community and,;Cultura
Director
3
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9870
(CCS)