HomeMy WebLinkAboutItem 7.1 MuntipurposeArtCenter (2)
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: February 24, 1992
SUBJECT:
Livermore Amador valley Multipurpose Arts Center Study
EXHIBITS:
1. Letter from Dave Adams, Assistant to the city
Manager, city of Livermore and Committee Liaison
Person
2. Draft Study Proposal SUbmitted by Grant Thorton
International
RECOMMENDATIo~:nsider whether or not the City of Dublin will
continue to participate in the Livermore Amador
'. Multipurpose Arts Center study.
Valley
FINANCIAL
STATEMENT:
In May of 1990, the City of Dublin, along with the
cities of Livermore and P1easanton and the south
county Community college District, approved up to
$20,000 each to fund the Arts Center study. These
funds have been included in the Fiscal Year 1991-92
budget. However, during the mid-year financial
review, the City agreed to defer/delete this expense
from the 1991-92 budget due to reduced revenues.
participation in the study during FY 1991-92 may
impact the City's ability to end the year with a
balanced budget.
DESCRIPTION: In october of 1989, the City of Dublin joined with the
cities of pleasanton and Livermore and with the south county community
college District to participate in a valleywide performing arts center
feasibility study committee. The original concept was to conduct a
needs assessment study to .evaluate the feasibility of establishing a
Tri-Valley arts facility. Councilmember Jeffery, along with five Dublin
representatives and City staff were appointed to represent the City of
Dublin on the Committee.
To date, each participating agency has committed time and effort to
accomplish the following:
· Develop a Request for Proposal to solicit a consulting firm to conduct
the needs assessment study
· Screen the proposals received
· Interview and select a consulting firm
On December 18, 1991, representatives from each participating agency met
with the chosen consulting firm; Grant Thorton International, to fine
tune the proposal. The principal changes to the proposal include
modifications to the "Major Project Tasks, Workproduct and
Responsibilities" as outlined on page 9 of the attached draft proposal.
However, one major component - a survey of the general public - is not
included in the proposal.
COPIES TO:
CITY
FILE
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ITEM NO. J.J
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The cities of Pleasanton and Livermore along with the South County
Community College District have expressed approval of the modified
proposal. Prior to receiving formal approval from their respective
governing bodies, the committee requests a decision by the City of
Dublin as to whether or not Dublin wishes to continue to participate in
the study (see attached letter from Dave Adams).
Should the City of Dublin choose to discontinue participation in the
study, the remaining agencies will work with the consultant to scale
down the proposal to meet the reduced budget of $60,000.
Should the City of Dublin choose to continue participation in the study,
it is recommended that the City Council approve the proposal submitted
by Grant Thorton and agree to the release of the allocated funds. It is
estimated that the study will take approximately 90-120 days to
complete. Thus, most of the funds would be probably be expended during
FY 1991-92.
It is recommended that the City council consider whether or not the City
of Dublin will continue to participate in the Livermore Amador Valley
Multipurpose Arts Center study and advise staff accordingly.
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ADMINISTRATION BUILDING
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1052 South Livorrnmo A'Jerll.;e
LiIJRrmore, CA 94550
(415) 373·51 GO
FIIX (415) 373-013';
February 11, 1992
Mr. Rich Ambrose
city Manager
City of DUblin
100 Civic Plaza
Dublin, CA 94568
"r:c EIVi:D
FEB 1 í 1992
,.......~~v f"""'...... i\! :r'q .!,N
Dear Rich:
I am writing to update you on the progress of the Livermore Amador
Valley Multipurpose Arts Center study. We are at a key point in
the process, namely that a consultant has been selected and is
ready to begin work in the near future on the Feasibility Study.
The three remaining agencies (Livermore, Pleasanton and the College
District) are anxious to proceed with the study and would like to
verify if the city of Dublin will be able to participate. The
group's feeling is that any type of a regional study without the
participation of Dublin would be seriously impaired, yet the group
is sensitive to the fiscal constraints facing your city.
The consultant, Grant Thorntort of San Francisco, has met with the
steering group twice to discuss the scope of work and related
tasks. Attached for your review is the original scope of work that
was considered by the Committee. After meeting with the Committee
on December 18, 1991 the consultant adjusted their proposal to
address the committee's concerns as noted on page 9. All three
agencies present that night felt comfortable with the proposed
work, and are committed to seeing the study completed.
If DUblin is unable to participate in the proposed $80,000 study,
the consultant will scale down the scope of the work to meet the
limit of $60,000 the remaining agencies have committed to. We hope
to take the proposed agreement to our respective elected officials
in March 1992, so that work can begin and be completed in
approximately 90-120 days. We certainly hope that Dublin will be
able to participate and look forward to receiving the City's
decision on same in the near future. Please don't hesitate to call
if i can be of any assistance.
Sincerely,
[J~~~.
DAVID F. ADAMS
Assistant to the city Manager
cc: Costa John, Grant Thornton
Feasibility Study Committee Members
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November 20, 1991
City of Dublin
City of Livermore
City of Pleasanton
South County Community College District
c/o City Manager's Office
City of Livermore
1052 South Livermore Avenue
Livermore, CA 94550
Attention: David F. Adams
This letter summarizes our understanding of the services you seek and describes how we
will assist you.
BACKGROUND
The cities of Dublin, Livermore and Pleasant on and the South County Community
College District (Las Posit as College) are considering a cooperative effort to construct
and operate a multipurpose Arts Center in the Livermore-Amador Valley. Over the past
20 years, there have been a number of informal studies of such a venture and there is
strong interest within the cultural community.
This project is a joint venture between Grant Thornton International and Sasaki
Associates, Inc., in cooperation with the Livermore-Amador Valley arts community, the
business and corporate community, and governmental agencies and commissions.
THE SERVICES WE WILL PROVIDE
We have organized the required work into 11 tasks;
Task 1 -
Task 2 .
Task 3 .
Task 4 -
Task 5 -
Orientation
Analyze Existing Facilities
Develop User Study
Prepare PersDnal Interview Guide and Conduct Interviews
Perform Programming Analysis
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Task 6 .
Task 7 -
Task 8 .
Task 9 .
Task 10 .
Task 11 -
Conduct Site Suitability Analysis and Prepare Accommodation Studies
Develop Capital Budget
Prepare Financial Model
Identify and Analyze Funding Sources
Develop Management and Governance Strategies
Prepare Final Report
Each of these tasks is fully described in our proposal dated June 24, 1991 and is
summarized below.
Task 1 -
Orientation
Sub task 1.1
Review Relevant Background Malerial
Sub task 1.2
Interview Key Panicipants
Subtask 1.3
Refine Objectives and Scope of Project
Task 2 . Analyze
Existing Facilities
Sub task 2.1
Analyze Existing Facilities
Subtask 2.2
Analyze Market Area
Subtask 2.3
Review of Similar Facilities
Task 3 . Develop
User Study
Subtask 3.1
Prepare Survey Documents
Subtask 3.2
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Study Follow-Up to Assure Results
Subtask 3.3
Analyze Data
Task 4 . Prepare
Personal Interview
Guide and Conduct
Interviews
Subtask 4.1
Conduct Interview With:
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· Potential users:
· Non-users
· Potential funding sources;
Media.
Subtask 4.2
Conduct Group Meetings of Potential Users
Sub task 4.3
Analyze DaJa Collected
Subtask 4.4
Compare and Combine All DaJa Collected
Task 5 . Perform
Programming Analysis
Subtask 5.1
Review possible uses by local organizations.
Subtask 5.2
Review possible uses by major national and intemational
organizations.
Sub task 5.3
Review the possibility of establishing one or more major
organizations (e.g. symphony orchestra, ballet company) as
principal resident during the primary season.
Subtask 5.4
Review off-season uses
At the conclusion of Task 5, we will finalize a written
NEEDS ANALYSIS REPORT,
which will document our findings as to the needs for a
Multipurpose Arts Center in the Livermore-Amador Valley.
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Task 6 - Conduct
Sit Suitability
Analysis and Prepare
Accommodation Studies
Subtask 6.1
Review potential uses
Subtask 6.2
Review of potential audiences
Subtask 6.3
Assess traffic impact and requirements
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A project of this magnitude will require a separate
Environmental Impact Report. EIR considerations are not
contemplated in this study.
At the conclusion of the above subtasks, we will submit our
SITE ANALYSIS REPORT,
which will evaluate the various sites selected for study and
make appropriate recommendations. Based on the response
to our Site Analysis Report, we will prepare a limited number
of
ARCHITECTURAL ACCOMMODATION STUDIES
indicating the location of structures, pedestrian and vehicular
paths, parking, landscaped areas and open space patterns.
The studies will also illustrate proposed patterns of traffic
circulation, buildings, landscaping and topographic changes.
This assumes that one or two optimal sites wiII have been
identified.
The Architectural Accommodation Studies wiII be conceptual
in nature but of sufficient detail to provide a basis for
developing estimates of construction, financing, operation and
maintenance costs (Tasks 7 and 8).
Assuming the selection of one or two optimal sites, a written
PHASING PLAN
will be developed indicating the phasing of facilities and
related timeliness.
Task 7 . Develop
Capital Budget
Based on the response to our Site Analysis Report and our
Architectural Accommodation Studies, and assuming the
selection of a proposed site for further evaluation, we will
develop a budget for the construction of the Center. The
capi tal budget will detail:
raw construction costs
· site improvement costs
architectural and engineering fees
· equipment
· furniture and fIxtures
· financial consulting fees
· contingency provisions
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Task 8 . Prepare
Financial Model
In developing the financial model, the most complex issue is
determirring the expected range of revenues.
Subtask 8.1
Analyze Direr;t Revenues
Subtask 8.2
Analyze Other Revenue Sourr:es
Subtask 8.3
Analyze Staffing
At the condusion of this task, we will issue REVENUE, CAPITAL AND OPERATING
COST PROJECTIONS with our report thereon.
We wiIJ wmpi1e, in accordmtœ with staruianls established by the American InstÎJ/JJe of
Certified Public Accoun.tanJs, from information marwgemer¡J provides, the projected
statemerr1s of revenues and e:s:perues and summaries of signijican1 assumptWm of the
hypothetical arts r;enJer ("the Cen1er") for a terl year period. The projections wiIJ be
prepared on a cush basis and are acwrdingly not inJended to be in wnformily with
generally accepted atXounting principles. We will not express any form of = 011
the achievability of the projection or 011 the reasorwbl=ess of the underlying assumptic=
A wmpilaJÌDn of a financial projection involves assembling the projection based on
management's =umptWm and performing certain other proce.dwes with respect to the
projection withoul evaluating the support for, or expressing (l1 opinion or any other form
of assurance on the =umpticm undctying it.
If for any reason we are unoble to wmple1e our compilation of your financial projection,
we will I10t Ï$su.e a report on it as a resu1J of this engagemenL
A finnncial projection pr/?$ents to the be.rt of managemenJ's knowledge and belief, the
Cen1er's expeded statements of revemæs and experues for the projection period.tm~..:'>6
thi:œ is di;nt:and fe. t.'t..:: mrttß ætå p1;aI(;.We Bf lðU'f!r iru;;8Ml: 1aridf7L~ pFf'/pe#ks.. It is
based on assumptWm reflecting managemenJ's assessmenJ of r;onditiom iJ apeds to exist
and the r;01U:r/?$ of adÌOn iJ expeds would be taJæn dwing the projection period assuming
demand erists for the CenJer. Ar;cordingly, managemenJ is responsible for repr/?$enJatÌDm
aboul its pÚVIS and e:s:pedations, and for the disclosure of significant infonnation that
might affed the ultimate realization of the projected resul1s.
Even if demand erists for the CenJer and it is construded and operated, there will usually
be differences between projeded and a.c/U!l1 results, because events and cirr:umst(l1 C/?$
frequen1ly do not occur as expeded and those differences might be material. Our report
wiIJ conJain a stat emenJ to that effed.
We understand that the projection and our report thereon will be used only for inJenw1
purposes and it is therefore not to be ShoWTI to any third party. If managemenJ inJends to
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repn:xbJ.œ the projection and OUT report thereon, thEy must be reprrxlurl?n in theU erI1irety.
In order for us to complete this mgagemo!1, mmzagemol! must provide assumptions tha1
are appropriate for the projectioTl- If the assumptions provided are irw.ppropriate and
haIIe not been revised to OUT satisfaction, we will be IIlUlhk to complete the orgagemol!
and, acrorrJingly, we will not issue a report on the projectioTl-
We will require, prior to ŽSS/.i(UU;e of OUT report, thaJ management provide us with a letter
of repn!Sen1ation, which we will rely on, setting forth fflll1IQgemcnt's responsibility for the
underlying =ptWns and o.ppropriil1en.es.s of the jino.nciDl projection and its
preseniatWTI- The Cities of DuhÜJ1, Livermore and pkasarúon and the Souih Coun1y
eo11lJ7Wlli1y College Distrid will indcmrUfy and hold us ho.rrnlas from any liability,
damages and legal or other costs we might sustain in the even1 such representations we
knowingly urWue-
After its i.ssu.ance, we have no obligation or inienJion to update OUT report, or to revise the
prospeciive jino.nciDl statements because of events and trrITtSo.ctions 0CCIJTTing subsequent
to the date of OUT report.
Task 9 . Identify
and Analyze
Funding Sources
Sublo.sk 9.1
Identify the options available to the Cities of Dublin,
Livermore and Pleasanton and the South County Community
College District in financing the construction and operations
of new facilities.
Sublo.sk 9.2
Estimate the amount of funding that may be necessary from
non-governmental sources and determine the feasibility of
raising such funds.
Sublo.sk 9.3
Identify potential sources of corporate, foundation and
individual funding.
Sub task 9.4
Determine potential revenue from various events that may be
held at the Center.
Subto.sk 9.5
provide an overview of the steps and timing that might be
required to accomplish the desired funding Objectives.
At the conclusion of this task, we will issue a brief report of
our conclusion in the form of a
FUNDING SOURCES SUMMARY REPORT
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Task 10 - Develop
Management and
Governance StrategieS
Subtask 10.1
Subtask 10.2
Sub task 10.3
Subtask 10.4
Task 11 . Prepare
Final Report
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Identify and Describe Alternatives
Assess Advantages and Disadvantages of Each Alternative
Review Alternatives
Develop Recommended Organization and Management Str(J.tegy
At the conclusion of this task, we will issue a
REPORT ON MANAGEMENT AND GOVERNANCE.
Based on all the foregoing tasks, we will issue a brief
SUMMARY FINAL REPORT,
which will summarize our observations, conclusions and
recommendations.
We will submit an initial draft of our report for review. We
will incorporate all required changes and issue our final
report. We have specifically structured our approach with
several interim written reports, namely,
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F~<;TIMA TE OF TIMING AND FEES
We will detennine a mutually agreed.upon start date within one week of your approval
to proceed with this project. The total elapsed time to complete this project is estimated
to be three to five months. This assumes a reasonable and timely response from your
Personnel.
Our fee for the project is 580,000. We will bill you monthly for our professional services
and any out-of-pocket expense incurred on direct project-related activities. We will not
charge you for the travel expenses of any of our personnel from other offices. In no
event will we perform work outside the specific scope of this engagement without your
prior consent.
You may tenninate this engagement for any reason with two weeks prior written notice
to us. Similarly, Grant Thornton reserves the right to tenninate this engagement with
two weeks written notice to you. In either case, you will be charged only for the time
and fees actually expended on your behalf.
We look forward to providing the services described in this letter, as well as other
services agreeable to us both. In the unlikely event that differences concerning our
services or fees should arise that are not resolved by mutual agreement, we both
recognize that the matter will probably involve complex business or accounting issues
that would be decided most equitably to us both by a judge hearing the evidence without
a jury. Accordingly, you and we agree to waive any right to a trial by jury in any action,
proceeding or counterclaim arising out of or relating to our services and fees for this
engagement.
We look forward to working with you on this project.
Very truly yours,
GRANT THORNTON
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The foregoing letter fully describes the services required and authorizes Grant Thornton
to begin work as set forth in this proposal.
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City of Dublin Date
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City of Livermore Date
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City of Pleasanton Date
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South County Date
Community College District
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Strictly Confidential