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SR 06-25-2019 3T City Council Report City Council Meeting: June 25, 2019 Agenda Item: 3.T 1 of 4 To: Mayor and City Council From: Karen Ginsberg, Director, Community & Cultural Services Subject: Second modification of contract for production of COAST Open Streets Festival Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a second modification to agreement #10443 (CCS) in the amount of $120,000 with Community Arts Resources, a California-based company, to add additional scope for production of the City’s COAST Open Streets Festival. The modification will reduce the total multi-year contract amount’s not to exceed from $1,560,000 to $1,511,404 and decrease the length of the contract term to four years. Future year funding will be contingent on Council budget approval; and 2. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report; and 3. Authorize the City Manager to appropriate $150,000 of Measure R funds to fund COAST 2019 and COAST 2020 outlined in the Financial Impacts & Budget Actions section of this report. Summary COAST is the City of Santa Monica’s annual open streets event. On Sunday, September 15, 2019, more than two miles of Santa Monica streets will become a communal gathering space for strollers, bikers, and rollers alike to come together and build a more people-powered and sustainable Santa Monica. For this year, its fourth iteration, COAST will celebrate all the ways people get around without cars and will showcase the self-expression and creativity of participants. In order to streamline the production of this event by consolidating the event expenses within the production team’s budget rather than having staff contract directly with separate vendors, staff is recommending a $120,000 increase in the annual authorized contract amount for the COAST producer, Community Arts Resources, Inc (CARS). This will result in an annual authorized contract amount of $432,000 for 2019 COAST and $441,000 for 2020 COAST. Staff is recommending an appropriation of $150,000 from eligible Measure R 2 of 4 funds to partially support the production of this event over the next two years with the balance of the funding from accounts identified in the Financial Impacts and Budget Section of this report. The amended contract with CARS will cover the production of COAST through 2020, at which point the event will be evaluated for continuation per City Council’s directive in 2018. Recommendations from the evaluation will be brought to Council for consideration. Discussion Following the 2017 & 2018 COAST events, staff identified services that were not initially included in the scope of services in the agreement with CARS. These services included, but were not limited to, additional K-Rail street barrier (which is used at intersections to block cars from entering the street) installation for street closures the Santa Monica Police Department required, street banners that marketed the event, and additional advertisement purchases. Because they were not defined in the original contract, City staff was responsible for procuring these services directly, an inefficient use of resources. As a result, staff is recommending this modification to the COAST contract so that CARS can manage these aspects of the event. This will result in an expanded scope of work for the contract and additional budget to include the additional services that were previously managed by City Staff. Further, this will create efficiencies in the production of the event by centralizing all the services with the producer instead of having various divisions and staff managing and coordinating individual tasks. The additional services and materials CARS will be responsible for will be procurement of the K -Rails and water barricades needed to create a strong barrier between the traffic and the route, street banners to advertise the events in the weeks preceding the event, additional overnight security guard services to ensure the route setup is kept safe the night preceding the event, rentals of tables, chairs, and street barriers for the various event zones, traffic monitoring services to gather data on crowd size and event flow, additional media buys to advertise the event, signage to demarcate the various event zones and activities, graphic design services, flyer distribution, and pedicab services. 3 of 4 Past Council Actions Meeting Date Description March 28, 2017 Contract to produce the first COAST Open Streets Festival (Attachment A) February 13, 2018 Authorization to hold the COAST Open Streets Festival annually through 2020. Evaluate the event at the five-year mark (2020) for continuance and location. This evaluation will be informed by the updated Cultural Plan for the City, which will assess strategies for citywide events. (Attachment B) Financial Impacts and Budget Actions Staff seeks authority to approve funding from the General Fund and Measure R funds to increase the annual amount of contract #10443 with Community Arts Resources for additional scope in order to produce COAST Open Streets Festival. Award of the contract requires the following budget change s: FY 2018-19 Budget Changes Release Funds Appropriate Funds Account Number(s) Amount Account Number(s) Amount 27.102295 (Measure R) $150,000 C2704720.689120 $150,000 Total $150,000 Total $150,000 Agreement # Request Amount FY 18/19 Account # Total FY 18/19 Revised Contract Amount 10443 (CCS) $100,000 01500003.552010.92151 $32,000 01400027.555570.92151 $75,000 C2704720.689120 $75,000 01100001.532330.12044 $150,000 01800004.553140 $432,000 Current Amount Authorized Actuals for COAST 2017 & 2018 Requested 2019 Authorized Amount Requested 2020 Authorized Amount Total 4 Year Amount $1,562,000 $638,404 $432,000 $441,000 $1,511,404 4 of 4 Future year funding is contingent on Council budget approval. Prepared By: Anne Deasey, Executive Administrative Assistant Approved Forwarded to Council Attachments: A. A: March 28, 2017 Staff Report B. B: February 23, 2017 Information Item C. 2018 Oaks Initiative Disclosure (CARS) D. C: February 13, 2018 Staff Report Information Item 1 February 23, 2017 To: Mayor and City Council From: David Martin, Director, Planning and Community Development Karen Ginsberg, Director, Community and Cultural Services Subject: Coast Open Streets Festival 2017 Introduction Santa Monica enjoys many special events every year, including a handful of signature events that engage the entire community. Many of these events have become anticipated moments in the year, and are special opportunities for community members to engage with people and civic life. Events in Santa Monica are guided by an adopted Events Policy that is administered by the Community Events Office, which also processes the required event permits. Events are special opportunities to meaningfully engage people but also require careful planning, skilled implementation and adequate resourcing. Planning for many of Santa Monica’s annual events for 2017 are underway. Response to the 2016 Coast Open Streets event was so positive, and so many requests to repeat it were received, that it has been considered for continuation and plans for the ongoing Coast Open Streets event are detailed in this Information Item. Background Coast, Santa Monica’s first open streets event, was held on Sunday, June 5, 2016, as the hallmark community celebration of the opening of Expo Light Rail and the Colorado Esplanade. An estimated 50,000 participants enjoyed activity zones focusing on the arts, sustainability, and mobility with additional activities programmed along the approximately two-mile route. The opening up of streets to pedestrians and bicyclists enabled participants to experience Santa Monica in a new way, while also enjoying Expo Light Rail and investments that Santa Monica has made to serve pedestrians and 2 cyclists. The event was catalyzed initially by a Metro grant offer to fund temporary open streets throughout LA County, and was pursued with encouragement from local bicycle and pedestrian advocates. The timing worked out well to celebrate landmark changes in Santa Monica with the opening of the light rail, bike share, and streetscapes. Event participants enjoyed these special openings, but also communicated how satisfying it was to walk and bike freely in the middle of Santa Monica streets like Main Street. Artists and performers along the route created opportunities to enjoy music, dance and visual art, and hubs engaged thousands of people in activities and discussions around mobility, art, sustainability and current issues such as the Downtown Community P lan. And everyone got a chance for spontaneous conversation with neighbors, friends, fellow community members, and elected and appointed officials along the route. The 2016 Coast event was funded by multiple sources, including a grant from Metro, funds from the Santa Monica Festival, and the Office of Communications. Because the Santa Monica Festival, which occurs annually in May, was so close to the scheduled Coast event, in 2016 the decision was made to host Coast in lieu of the Festival, in order to maximize staff and financial resources. Coast was a successful pilot event, which benefitted from the combined energy and resources of staff typically allocated to the Santa Monica Festival, in addition to grant resources and special event planning. Discussion Due to the event’s popularity, over the past six months an interdepartmental staff committee has been evaluating the feasibility of continuing Coast. When considering this possibility, the committee analyzed the City’s existing event calendar, a s well as available staff and financial resources. Based on feedback received from community participants and stakeholders, staff recommends holding the Coast Open Streets event annually each fall and merging the Santa Monica Festival into Coast. The energy of Coast Open Streets pairs well with the Santa Monica Festival, in being a community- focused event that encourages people to participate locally in an active environment that is both fun and educational. The 2016 Coast Open Streets pilot provided hubs o f 3 activity that would merge well with the activities characteristic of the Santa Monica Festival. It would be challenging, and possibly duplicative, to produce both an annual open streets and festival event. Combining the events would create efficiencies in the staff and community resources needed for both events. Staff solicited feedback before, during and after the Coast open streets event. One of the primary concerns raised by stakeholders following the event was the already busy schedule in early June due to school graduations, summer weather, and holiday travel. Staff’s consultation with the business community—particularly those along the Coast route—indicated a preference for fall, since the summer is already incredibly busy; staff is focusing on October as a potential month for the event. While Coast is being proposed here as an annual event, its frequency may be evaluated in the future based on an assessment of all of Santa Monica’s annual events. The 2017 event will again celebrate the arts, sustainability and mobility. The Santa Monica Festival would not be held going forward; rather, features of it would be incorporated into the Coast Open Streets event. Specifically, Coast events would be expanded to create meaningful opportunities for community organizations to participate, a component that was not included in Coast 2016, but is a popular part of the Santa Monica Festival. Similarly, opportunities to engage creatively and actively with City representatives and services would be part of ongoing Coast events. Finally, staff proposes that the title of the event be changed to Coast: Santa Monica’s Open Streets Festival. The Coast Open Streets Festival would be a community event that brings together the energy of Santa Monica’s vibrant organizations, service providers, non-profits and interest groups. To be a successful event, it should be structured and organized to engage community energy wisely and productively. This will require careful planning and consistent attention from a core group of city staff and stakeholders. The planning of the 2017 Coast Open Streets Festival would have significant involvement from the 4 Cultural Affairs Division, Mobility Division and Office of Sustainability and the Environment, along with marketing and outreach assistance from the Office of Communications. The 2017 event is anticipated to take place on the same route as the June 2016 event, having Main Street (between Colorado Avenue and Marine Street), Colorado Avenue (between 4th Street and Ocean Avenue), and Ocean Avenue (between Wilshire Boulevard and Colorado Avenue) open to pedestrians and cyclists only. Automobile traffic would be able to cross the event on Main Street at Olympic Drive, Pico Boulevard and Ocean Park Boulevard. Fourth Street will remain open for all traffic. Staff will focus on activating Ocean Avenue in response to feedback from the 2016 event . Staff is committed to outreach, communication and collaboration with the community for the event. Staff will engage our business, community, non-profit and transit partners in the planning process and provide them with opportunities to participate in the programming and activations of the day, while leveraging their social and communication resources. Close coordination and cooperation from all departments is once again anticipated. The cost for Coast 2016 totaled $354,000. The funds came from a Metro grant, the Office of Communications, monies usually spent on the Santa Monica Festival by Cultural Affairs and the Office of Sustainability and the Environment, the GoSaMo initiative, and in-kind costs associated with staff and waived fees. A Metro grant was a significant part of the Coast 2016 budget, but is not available for 2017. Metro has already committed $149,000 in grant funds towards Coast in 2018. For Coast 2017, staff has increased the budget to $400,000 to allow for price inflation and contingencies. These funds will come from repurposing existing resources, such as those previously allocated for the Santa Monica Festival, the Pedestrian Action Plan Implementation CIP fund and other sources. In March, staff will be returning to Council 5 to seek approval to award a contract for the production of Coast 2017. Funds for Coast 2018 and beyond will be addressed in the upcoming two-year budget cycle. As noted previously, events require careful planning, skilled implementation and adequate resourcing. In an effort to maximize our staff and financial resources, an inter - departmental team has convened to start the process of assessing citywide events. The goal is to look at how the city should approach event production, frequency and funding, and for staff to make a recommendation. Prepared By: Beth Rolandson, AICP, Principal Transportation Planner Attachments: A. Coast Open Streets 2016 Fact Sheet 6 Attachment A FACT SHEET Marketing and Attendance  Attendance: 50,000  Total smgov.net/coast website visits: 24,944  Impressions on social media May 1 - June 6, 2016: 570,600  Posts to Instagram using #Coast2016: 542  Additional Facebook likes were garnered as a result of Coast : ~2000  Earned media placements: 37 Coast articles  Banner reach: 12.45MM  Seascape reach: 47k  Paid media o Facebook seen by over 75k, clicked by 1,345, 1943 responses/comments via ads o LA Times eblast: 50k o LA Weekly eblast: 75k o KCRW 5 things: 87k o Estimated total: 16MM Transportation  Total # of bikes valeted: 696  Number of Big Blue Bus riders: 11,888  Number of cars parked in downtown and Civic lots during event hours: 5,253  Money made from downtown and Civic lots: $51,350 o Compare to 1st Sunday in June 2015 which made $50,613 all day, including other lots 7 FACT SHEET CONTINUED Transportation continued  Number of Breeze bikes used: 1,546 (average Sunday in summer is between 1,000 – 1,300)  Transportation materials distributed at event: o GoSaMo/Transportation related giveaways distributed: 10,000+ o GoSaMo mobility kiosk engagements: 15k o GoSaMo email sign up in May/June: 850+ o TAP cards given away: 400 o BOGO purchases: 91 Business Participation  Number of outreach meetings prior to event: 63  Number of businesses that offered specials: 64  Business engagement/number of businesses along route: 251 Staff Involvement  Number of city staff supporting event day of: 193 Aaron Paley, Katie Bergin REFERENCE: Modified Contract No. 10443 (CCS)