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HomeMy WebLinkAboutItem 4.02 Arts Center RFP (2) 6 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 25, 1991 SUBJECT: Livermore-Amador Valley Multipurpose Arts Center Committee - Request for Proposal (RFP) to conduct a Needs Assessment Study (Report Prepared by: Lou Ann Riera-Texeira, Assistant to the City Manager) EXHIBITS: 1 . Letter from Dave Adams, Assistant to the City Manager, City of Livermore and Committee Liaison Person // 2 . Draft RFP RECOMMENDATIOd-_'�'r"Review and approve the RFP. FINANCIAL Each of the Tri-Valley cities, including the City of IMPACT: Dublin, along with the South County Community College District have approved up to $20, 000 each to fund the study. Sufficient funds have been included in the FY 1990-91 budget. DESCRIPTION: In October of 1989, the City of Dublin joined with the cities of Livermore and Pleasanton and with the South County Community College District to participate in a valleywide performing arts center feasibility study committee. Vice Mayor Jeffery, along with five Dublin representatives and City staff were appointed to represent the City of Dublin on the Committee. During the Fiscal Year 1990-91 budget hearings, the Dublin City Council along with the other participating agencies, approved a contribution to fund a needs assessment study to evaluate the feasibility of developing an arts facility in the Tri-Valley area. The Council agreed to contribute up to 25% of the cost of the study, not to exceed $20,000. In addition to financial support, the City of Dublin also agreed to contribute staff time necessary to assist with the development of a Request for Proposal (RFP) . For the past several months a subcommittee of the group has worked to prepare a Request for Proposal (RFP) . The proposal seeks to employ a consulting firm to conduct the needs assessment study. The study will assess the need for and feasibility of establishing a multi-purpose arts center in the Livermore-Amador Valley. A copy of the RFP along with a cover memo from Dave Adams, Committee Liaison Person, is attached to the staff report. All participating agencies are being asked to review and approve the RFP. Briefly, the RFP contains the following components: A. A study to determine if there is a need for a valley-wide multi-purpose arts center. The study should include an assessment of existing facilities in the valley and should identify those individuals, groups and organizations that would benefit from a valley-wide facility. ------------------------------------------------------ COPIES TO: �� n ITEM NO. B. Additional studies relevant to the center itself. C. A financial and management/administrative study to include: 1 . Projections of potential operating budgets 2 . Evaluation of administrative issues 3 . Capital cost estimates 4 . Projections of community support for capital costs D. Corresponding documentation. While Dublin representatives have assisted in developing the RFP, there remains one concern which has not been addressed in the draft RFP. As indicated above, one of the components of the RFP includes conducting a financial and management/administrative study. This element involves identifying costs related to facility operating budgets, capital costs, projections of community support, etc. The concern is that until specific facility "needs" have been assessed and identified in the study, the financial component appears to be premature. While it may not be necessary to modify the existing RFP, it is recommended that this concern be addressed in the actual contract with the selected consulting firm. One option would be to separate out the financial and management/administrative study. Also, the consultant should be required to present to the Committee the initial needs assessment before receiving authorization to proceed with the financial phase of the study. Staff recommends that the City Council review and approve the RFP. Once all participating agencies have approved the RFP, the Committee will solicit proposals. It is expected that a subcommittee will then review the proposals and present the City Council with a recommendation regarding the consultant and with the proposed agreement in June of 1992. Following approval and award of the contract, the needs assessment study will commence. ADMINISTRATION BUILDING 1052 South Livermore Avenue Livermore, CA 94550 (415) 373-5100 FAX (415) 37* 5135 , 9CEIVED FEB s is9, February 7, 1991 CITY OF DUBLIN ' i i Mr. Rich Ambrose, City Manager 1. City of Dublin j P. O. Box 2340 i Dublin, CA 94568 Dear Rich: i For the past several months a subcommittee of the Livermore-Amador Valley Multipurpose Arts Center Committee has been working on a j Request for Proposal (RFP) for a consultant to complete a Needs Assessment Study. Your agency' s representatives on that subcommittee were Linda Jeffrey and Lou Ann Texeira. Each of the Tri-Valley Cities and the South County Community ; College District have not only approved up to $20, 000 each to fund i this study, but have also encouraged the participation of their appointees in developing the RFP. I The enclosed RFP is the end product of this Committee' s work. I am forwarding this to you and respectfully request that this item be placed on the next available City Council agenda for approval. Once all four agencies have approved the RFP, we will solicit submittals and review all potential consultants early this summer. We would bring back a recommendation on the choice of consultants and a proposed contract to your Council prior to awarding the contract and beginning the study. I thank you in advance for your cooperation and would encourage you to call me if you have any questions. Sincerely,, /� n DAVID F. ADAMS Assistant to the City Manager DFA/cm r cc: Dublin' s Arts Center Committee LIVERMORE-AMADOR VALLEY MULTIPURPOSE ARTS CENTER REQUEST FOR PROPOSAL I. INTRODUCTION The Cities of Dublin, Livermore and Pleasanton and the South County Community College District (Los Positas College) desire to employ a consulting firm to assess the need for and feasibility of establishing a Multipurpose Arts Center in the Livermore-Amador Valley. For the past two decades, many of the cultural arts groups within the Livermore-Amador Valley have believed that the Valley needs and would support a regional performing arts center. Several informal studies have resulted from this interest, but only recently has' a determined effort to establish such a center been undertaken. In early 1990, following a formal request from community organizations and individuals, elected officials from the agencies listed above agreed to allocate funds to hire a consulting firm to perform the study. Each agency designated up to five representatives and a staff person to form a committee with the purpose of developing this Request For Proposal. II. STUDY REQUIREMENTS The Multipurpose Arts Center is to be located within an area commonly referred to as the Livermore-Amador Valley, the southeastern portion of Alameda County which includes the agencies listed above and their spheres of influence. This area currently contains approximately 140, 000 residents, with projections of 83 , 000 new residents by the year 2005. The consultant selected as a result of this RFP will perform the following tasks: A. Prepare a study to determine if there is a need for a valley-wide multipurpose arts center. The study will include the immediate Livermore-Amador Valley and those surrounding areas that would be likely users or audiences for the Center. In this study, which must include a broad base of community involvement, the consultant will do the following: 1. Evaluate and assess existing facilities in the valley (performance, museum, churches, multipurpose rooms, exhibit halls, etc. ) 2 . Identify those individuals, groups, and organizations that would use or benefit from a valley-wide center. Include potential indirect income that would be generated for the communities (i. e. restaurants, shops, etc. ) B. The consultant will perform the following additional studies relevant to the center itself: 1. Establish goals, potential components and priorities for the facility. 2 . Identify the types of programming and events that would be presented at the center, including uses by for-profit, not-for-profit, professional and amateur groups, an estimate of the number of performances that would occur in a year, and the types and sizes of audiences. This study will also include needs of the cities themselves (for conferences, etc. ) and the special needs of the college, both theatrical (for large productions) and educational. 3 . Provide a recommendation for the number and types of facilities needed based on the results of the study specified above, including performance and exhibit halls, work rooms, rehearsal room, kitchen, etc. 4 . Provide an analysis of possible sites for the center, discussing : a) if the Center should be a single, multipurpose center located at one site or a number of smaller centers located in the several communities; b) if the Center should be centrally located (near restaurants, hotels, etc. ) ; c) if the Center should be located near transportation centers (freeways, transit stops, etc) . Possible sites will be listed in order of (1) desirability and- (2) probability of being funded by the citizens of the valley. 5. Provide a possible time schedule of milestones, with priorities, leading from awarding of the contract to construction of the facility. 6. Provide a comprehensive survey of community members to determine levels of community support for alternative methods of programming, funding (capitalization, on-going, levels of acceptable public subsidy) , and administration. C. The consultant will perform a Financial and Management/Administrative Study to include: 1. Projections of potential operating budgets, based on a. Event revenues; b. Building operating costs, including staffing and maintenance requirements. 2 . Evaluation of administrative issues including a. Capital and ongoing operational funding alternatives b. Management alternatives . c. Administration options for daily operations 3 . Capital cost estimates based on the following: a. Estimated size of the facilities (square feet) b. Cost per square foot c. Cost of equipment and furnishings d. Cost of site improvements e. Costs of architects, building specialists, etc. 4 . Projections of community support for capital costs in the Livermore-Amador Valley. D. Documentation: The consultant will provide an original and twelve copies of a written report containing the following elements: 1. A detailed inventory of local cultural/performing arts facilities. 2 . An assessment of the valley residents ' desires related to a valley-wide multipurpose arts center. 3 . A listing of possible sites for a regional center, including the rationale for the various locations. 4 . An estimate of both capital and operating costs. 5. A discussion of possible funding mechanisms. 6. A proposed time schedule for milestones leading from awarding the contract for assessment to construction of a facility. 7 . A listing of options for joint administration of the facility. III. SUBMITTAL REQUIREMENTS The proposal must include the full name and address of the organization and, if applicable, the branch office or other subordinate element that will perform or assist in performing the work, including the names and phone numbers of personnel authorized to negotiate the proposed contract. In addition, the proposers should submit the following information: . A. Qualifications of personnel Each proposer shall submit a written proposal which includes the following: 1. Current resumes of key personnel and identification of personnel who will be responsible for the project, including designation of the Project Manager. 2 . Work history of the firm on similar projects a. Names, addresses and phone numbers of client representatives. b. Brief summary of project, including the specific role of the firm in the project. c. Examples of completed projects similar to that identified above. d. Relationship of key personnel identified above to the project. B. Documentation Proposers shall submit a final reproducible draft copy and twelve copies of the proposal. C. Cost and Price Analysis The information described in this section is required to support the reasonableness of the proposer' s quotation and is for internal use only. The data will be held in confidence and will not be revealed or discussed with competitors. 1. Labor Costs: The following must be itemized for each category of personnel a. Category (project manager, interviewers, etc. ) b. Estimated hours c. Rate per hour d. Total cost for each category and for all personnel needs. 2 . Cost of Supplies and Materials 3 . General and Administrative overhead 4 . Transportation Costs: Travel and lodging costs must be broken down by purpose and must show basis for computation 5. Total Price Bid of Project D. Submission of Proposals Proposals must be received prior to 5: 00 pm on Monday June 3 , 1991 in the City Managers Office, City of Livermore, 1052 South Livermore Avenue, Livermore, CA 94550, Attention: Dave Adams. Proposals must be submitted in a sealed envelope addressed as indicated above and labeled on the outside, "Request For Proposals for Livermore Amador Valley Multipurpose Arts Center" . Prior to submission of the proposals, requests for further information should be directed to Dave Adams, Assistant to the City Manager, at (415) 373-5143 . After the proposals have been received, the agencies will enter into a selection and negotiation process to identify the most desirable proposal and to obtain the required services. The product of those negotiations will be a contract to provide the specific services agreed upon between the agencies and the contractor. IV. SELECTION CRITERIA The selection of a consultant will depend primarily on the following criteria: A. Experience and qualification of the principals and associates who will perform the study and prepare the required reports. B. The consultant's description of how he proposes to accomplish the project objectives and provide the required service. C. The costs associated with the service to be provided. Although fee will be a consideration, quality will not be sacrificed in favor of the least expensive proposal. V. SELECTION PROCESS A. All proposals will be reviewed by a panel of persons appointed by the agencies for that purpose. A standard review format will be applied to all proposals and each will be rated according to the same set of criteria. B. Those firms with the highest rated proposals will be asked to make an oral presentation to the panel . The final ranking will be decided at that stage of the process. All decisions made by the agencies on the choice of the firm are subject to the approval of the three City Councils and Community College Board of Trustees. C. Appropriate representatives of the agencies will enter into a process of negotiations with the top ranked prospective firm and the contract will result from that process. The agencies anticipate selecting a contractor by early Summer of 1991; a contract will be signed shortly thereafter. Performance of the contracted services will commence as soon as practical, and dates for completion of projected tasks will be specified in the contract instrument. The Needs Assessment Study should be completed by the early fall of 1991. VI. ADDITIONAL CONTRACT REQUIREMENTS A. Neither the sponsoring agencies nor their representatives are liable for any costs incurred by contractors prior to issuance of the proposal. B. No preagreement or proposal costs may be included. C. The contractor must be willing to work on a reimbursement basis. D. The contract may be terminated by any of the sponsoring agencies at any time if it is determined that the contractor has defaulted in performance of the contract. E. All material collected for purposes of conducting this study will become the property of the sponsoring agencies. F. The contractor must be willing to meet periodically with the sponsoring agencies ' representatives to review progress at mutually agreed upon times.