SR 09-11-2018 3C
City Council
Report
City Council Meeting: September 11, 2018
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Service Agreement for Film Permit Coordination, Notification, and Monitoring
Services for Filming Activities on Public Property, the Public Right -of-Way,
and in City Facilities
Recommended Action
Staff recommends that the City Council:
1. Award RFP Film Permit Coordination, Notification, Monitoring Complaint Referral
& Marketing Services to FilmL.A., Inc., a California-based company, to provide
film permit coordination, notification, and monitoring services for filming activities
on public property, the public right-of-way, and in City facilities for the Public
Works Department.
2. Authorize the City Manager to negotiate and execute an agreement with
FilmL.A., Inc. at no cost to the City over an initial term of three years with two
options of renewal of one year each to be exercised at the City’s sole discretion .
Summary
The City, through FilmL.A., issues permits to allow filming at various public locations
and City facilities within Santa Monica. FilmL.A. streamlines film permitting services to
filmmakers and the community by providing a centralized, online permit system
designed to meet the requirements of the City and the film industry. The City’s
agreement with FilmL.A., Inc. will expire in January 2019. Following a competitive
process, staff recommends entering into a new agreement with FilmL.A. for an initial
term of three years with two options for renewal of one year each to be exercised at the
City’s sole discretion. FilmL.A. charges its own processing fees directly to the applicant,
resulting in no cost to the City.
Discussion
FilmL.A., Inc. is a non-profit public benefit corporation that has provided film permit
processing services to municipalities for more than 17 years. All services FilmL.A.
provides are at a cost to the film company based on the types of permits and/or services
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required. As part of the recommended agreement, FilmL.A. would continue to
coordinate and issue permits for all public areas in the City as well as City facilities. In
addition, FilmL.A. would notify residents and businesses of filming, interface directly
with filming agencies on behalf of the City, coordinate fee collection, and maintain
permit records.
Film permitting has been outsourced to FilmL.A. since July 2013. Previously, all film
permits were issued by the City directly, which required significant staff time and
resources. FilmL.A. has provided a no-cost alternative to the City while still giving the
City the ability to approve or deny filming requests to ensure that they do not conflict
with other municipal activities.
In FY 16-17, filming and film-related activity generated approximately $1.8 million of
revenue for the City, including fees for the cost of public safe ty personnel assigned to
film projects. These fees were collected through FilmL.A.’s permitting system and are in
addition to fees charged by FilmL.A. for their own services.
Vendor Selection
RFP Data
RFP Posting Date RFP Posted
On
RFP Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date RFP
Opened
05/30/2018 City's Online
Bidding Site
Santa Monica Daily
Press 11 1 06/15/2018
Submittals Received Vendor Selection Recommendation
Film L.A. Municipal Code SMMC 2.24.072
Evaluation Criteria Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
Best and Only Bidder FilmL.A.
Additional Vendor Outreach & Justification for Award
The Civil Engineering Division conducted additional outreach to vendors who
downloaded the bid to see why they did not submit a bid . No responses were received.
FilmL.A. is an established industry leader in film permitting. In addition to the City of
Santa Monica, FilmL.A. provides film permitting services for the County of Los Angeles,
City of Los Angeles and 13 other cities, the Angeles National Forest, and seven school
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districts. In addition to film permitting, FilmL.A. assists with production planning,
neighborhood notification, community relations, and on -location monitoring. Given the
wide scope of services provided as well as experience providing film permitting services
in the City, FilmL.A. is recommended as the best and only bidder.
Past Council Actions
04/09/13
(Attachment A)
Original agreement with FilmL.A. to provide film permit
coordination, notification, and monitoring services for filming
activities on public property, the public right-of-way, and in City
facilities
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action. FilmL.A. would provide all necessary film permitting services at
no cost to the City. The City will continue to receive revenue for film permit fees in the
amounts established by Council. Staff will return to Council if specific budget actions are
required in the future.
Prepared By: Thomas Check, Civil Engineer Assistant
Approved
Forwarded to Council
Attachments:
A. April 9, 2013 City Council Minutes
B. FilmL.A. Oaks Initiative Disclosure Form
REFERENCE:
Agreement No. 10746
(CCS)