City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council (1) consider a recommendation from the
Cultural Affairs Commission related to the format and release of a Request for
Proposals (RFP) for the 2015 Summer Concert Series and (2) (if desired)
authorization to release an RFP for Production Services for the 2015 Summer
Concert Series.
BACKGROUND:
Audiences have enjoyed 20 years of free summer concerts in the City Hall
Courtyard. For a majority of this time, Gary Mandell of Boulevard Music has served
as the Producer of the Concert Series. The responsibilities of the Producer have
included contracting and overseeing the musical artists, sound engineering,
custodial services, and event security in addition to marketing the event. The Culver
City’s Boulevard Music Summer Festival-2014 will take place on Thursday nights,
from 7:00 pm to 9:00 pm, from July 10
th
to August 14
th
.
Meeting Date: 06/23/14 Item Number: A-3
CITY COUNCIL AGENDA ITEM: (1) Consideration of a Recommendation from the
Cultural Affairs Commission Related to the Format and Release of a Request for
Proposals for the 2015 Summer Concert Series and (2) (If Desired) Authorization
to Release a Request for Proposals for Production Services for the 2015 Summer
Concert Series.
Contact Person/Dept.:
Shelly Wolfberg, City Manager’s Office
Phone Number:
(310) 253-6000
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [X] No [] Date: May 13, 2014
Cultural Affairs Commission
Public Notification: Cultural Affairs Commission (06/17/14), Gary Mandell, and Meetings
and Agendas – City Council (06/17/14); Cultural Affairs Commission (06/17/14)
Department Approval:
Martin R. Cole (06/16/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/16/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/14)
City Manager Approval:
John M. Nachbar (06/17/14) City of Culver City, California
Agenda Item Report
On November 25, 2013, the City Council directed staff to enter into negotiations with
Boulevard Music to hold a 2014 Concert Series within the available funding provided
in the City Council Adopted Budget for Fiscal Year 2013/2014. The City Council
also directed the Cultural Affairs Commission (CAC) to review an RFP process to be
potentially used for the selection of a producer for the 2015 Music Festival and to
report any recommendations thereon to the City Council.
Over the past several months, the CAC’s Ad-Hoc 2015 Culver City Summer Music
Event Request for Proposals Subcommittee (Subcommittee), comprised of Vice
Chair Regina Klein and Commissioner John B. Williams, met with staff to consider
the subject and to draft an RFP for Producer services for the Concert Series.
Subsequently, on May 13, 2014, the CAC conducted a discussion to review the draft
RFP prepared by the Subcommittee and voted to recommend that the City Council
approve the RFP for the 2015 Concert Series as the RFP was amended by the
Commission during that meeting. The Staff Report and attachments for the CAC’s
May 13, 2014 meeting are attached.
DISCUSSION
Staff has incorporated the CAC’s comments into the revised RFP (Attachment 2) as
approved by the CAC. At this time, the City Council is requested to consider the
recommendation from the CAC. If desired, the City Council may determine to make
changes to the proposed document, which staff can incorporate into the final RFP or
accept the RFP as presented.
If the City Council desired to conduct an RFP process and should the City Council
so direct, staff anticipates releasing the RFP on July 1, 2014 and distributing it to
concert producers in the region. Staff recommends the City Council direct the CAC
to review the responses received and conduct interviews with the respondents. Staff
will return to the City Council with the results of the RFP process, including any input
received from the CAC, so that the City Council may consider awarding a
Professional Services Agreement to the successful respondent.
FISCAL ANALYSIS:
There are staff costs associated with releasing the RFP, reviewing the responses,
and preparing the associated reports for the CAC and City Council consideration.
The City Council Adopted Budget for Fiscal Year 2014/2015 is expected to
appropriate sufficient funds to allow for such staff work. The anticipated budget for
the 2015 Concert Series is projected to be as follows:
City of Culver City, California
Agenda Item Report
Concert producer (City’s contribution paid to the Producer).
$30,000 Funding Source: Cultural Trust Fund, Performing Arts Programs.
Expenses (steam cleaning the Courtyard, event janitorial staff, and
event supervision staff).
$20,000 Funding Source: Cultural Trust Fund, Performing Arts Programs.
$50,000 TOTAL EVENT BUDGET
ATTACHMENTS:
1. Staff Report and Attachment from May 13, 2014 Cultural Affairs Commission
Meeting
2. Revised 2015 RFP for Production Services for the Culver City Concert Series
MOTION:
That the City Council:
1. Consider the recommendation from the Cultural Affairs Commission related to
the format and release of a Request for Proposals for Production Services for the
2015 Summer Concert Series; and,
2. (If desired) Authorize the City Manager to release the RFP for Production
Services for the Culver City Concert Series; and,
3. (If desired) Direct the Cultural Affairs Commission to participate in the evaluation
of the responses to the RFP and make any recommendations to the City Council
it deems appropriate.
MEETING DATE: June 23, 2014
AGENDA ITEM: (1) Consideration of a Recommendation from the
Cultural Affairs Commission Related to the Format and
Release of a Request for Proposals for the 2015 Summer
Concert Series and (2) (If Desired) Authorization to
Release a Request for Proposals for Production
Services for the 2015 Summer Concert Series.
ATTACHMENTS
Pages
1. Staff Report and Attachment from May 13, 2014 Cultural
Affairs Commission Meeting
2. Revised 2015 RFP for Production Services for the Culver City
Concert Series
1-16
17-29
RECOMMENDATION:
Staff recommends that the Cultural Affairs Commission (CAC): 1) consider a draft of
a Request for Proposals (RFP) for Production Services (Producer) of the 2015
Summer Concert Series (Concert Series) in City Hall Courtyard; and 2) make a
recommendation to the City Council related thereto.
BACKGROUND:
For over 20 years, the City has presented free summer music concerts, which have
provided quality, high-energy, live performances for the enjoyment of its residents as
well as to attract visitors to Downtown Culver City. Boulevard Music, through Gary
Mandell, has served as the Producer for almost all of these annual concerts.
The Concert Series began as an economic development initiative, funded by the
former Culver City Redevelopment Agency, for the Downtown community and has
developed into one of its most well attended community events. The Concert Series
is a joint collaboration between the City and a Producer to present and promote a
schedule of performances that encompasses a variety of musical styles for wide
audience appeal. Sony Pictures Entertainment, the Culver City Cultural Affairs
Foundation, and local businesses have been sponsors in recent years. The main
goal of the Concert Series is to attract residents and visitors to Downtown Culver
City for the purpose of positive economic impact on the restaurants and other
businesses in the area. In past years, the Concert Series has attracted 400 to 1,000
people at each performance.
Meeting Date: May 13, 2014 Item Number: A-1
CULTURAL AFFAIRS COMMISSION AGENDA ITEM: (1) Consideration of a Request
for Proposals for Production Services for the 2015 Summer Concert Series and (2)
Recommendation to the City Council Related Thereto.
Contact Person: Susan Obrow,
Special Events Coordinator
Phone Number: (310) 253-6628
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Meetings and Agendas - Cultural Affairs Commission (05/08/14)
Department Approval:
Martin R. Cole (05/08/14)
1On November 25, 2013, the City Council discussed the 2014 Concert Series and
directed staff to enter into negotiations with Boulevard Music to hold a 2014 Concert
Series within the available funding provided in the City Council Adopted Budget for
Fiscal Year 2013/2014. There was also City Council consensus to direct the Cultural
Affairs Commission to review a Request for Proposals process to be potentially used
for the selection of a producer for the 2015 Music Festival and to report any
recommendations thereon to the City Council. To this end, the CAC appointed Vice-
Chair Regina Klein and Commissioner John B. Williams to the Ad-Hoc 2015 Culver
City Summer Music Event Request for Proposals Subcommittee (Subcommittee).
DISCUSSION:
The Subcommittee reviewed the 2008 RFP and Mr. Mandell’s 2013 Memorandum of
Understanding and Site License Agreement (MOU). The Subcommittee members
concluded that it was prudent to update the RFP using elements of the most current
MOU. They agreed that the Producer should be responsible for booking musical
artists, marketing, production management, and house management for the Concert
Series as well as developing and implementing a sponsorship program if additional
funding is required. The Subcommittee also agreed that it would be challenging to
attract professional producers who would accept responsibility for janitorial services,
physical set-up and strike of the chairs and stage, and steam cleaning of City Hall
Courtyard during the Concert Series. Further, the Subcommittee recommended that
the RFP provide the opportunity for the applicants to suggest another day and time
for the Concert Series. In the past, the Concert Series has been presented on
Thursday evenings, from 7:00pm to 9:00pm, between the middle of July and the end
of August.
The tentative schedule for the selection process is listed below. The schedule allows
time for potential applicants to attend the 2014 Concert Series prior to submitting a
proposal.
RFP released: July 1, 2014
Deadline for questions: September 4, 2014
Response to questions: September 11, 2014
Proposals due: September 18, 2014 @ 3:00pm PST
Finalists selected: October 3, 2014
Presentations/Interviews: October 20-23, 2014
Producer selected: December 2014
The CAC shall provide the City Council with a recommendation regarding the RFP
process for the Concert Series Producer. Subsequently, the City Council shall
review the recommendation and make its final determination.
2
FISCAL ANALYSIS:
The proposed budget for FY 2014-2015 for the use of Cultural Trust Funds includes
$50,000 for Performing Arts Programs. Separately, the budget includes $50,000 for
the Performing Arts Grant Program. The Concert Series is a performing arts
program of the City of Culver City. $30,000 is suggested as the City’s contribution to
the designated Producer for the key elements outlined in the RFP. The remaining
$20,000 would be retained for spot cleaning, event janitorial staff, a City custodian,
and event supervision staff.
ATTACHMENTS:
1. Draft Request for Proposals for Production Services for the 2015 Summer
Concert Series.
MOTION:
That the Cultural Affairs Commission:
1. Recommend that the City Council approve the release of a Request for
Proposals for Production Services for the 2015 Summer Concert Series;
OR
2. Recommend that the City Council approve the Request for Proposals for
Production Services for the 2015 Summer Concert Series as the RFP may be
amended by the Commission;
OR
3. Recommend that the City Council not release a Request for Proposals for
Production Services for the 2015 Summer Concert Series.
3
MEETING DATE: May 13, 2014
AGENDA ITEM: (1) Consideration of a Request for Proposals for
Production Services for the 2015 Summer Concert Series
and (2) Recommendation to the City Council Related
Thereto.
ATTACHMENTS
Pages
1. Draft Request for Proposals for Production Services 1-12
for the 2015 Summer Concert Series.
4NOTICE INVITING BIDS
------------------------------------------------------------------
RFP # xxxx
Notice is hereby given that sealed proposals shall be received by the City
of Culver City, California, for furnishing the following:
Request for Proposals
Production Services for the Culver City Music Concert Series
in strict accordance with the Specifications on file in the office of the
CULVER CITY PURCHASING DIVISION, 4343 Duquesne Avenue, Culver
City, California, 90232. Copies of specifications and proposal documents
may be obtained from the City’s website at:
www.culvercity.org/Services/BidNotices.aspx.
One original, one electronic, and three copies of the proposal must be
submitted to the CITY CLERK in a sealed envelope at CITY HALL, 9770
Culver Boulevard, Culver City, California, 90232, not later than 3:00 p.m.
on Thursday, September 18, 2014, at which time they shall be publicly
opened in the Council Chambers on the first floor of City Hall. Facsimile
proposals shall not be accepted. Any bidder may withdraw his proposal,
without obligation, at any time prior to the scheduled closing time for
receipt of proposals. A withdrawal shall not be effective unless made
personally or by telephonic notification received prior to the closing date.
Proposals may later be referred to the City Council for appropriate action.
The City reserves the right to reject any or all proposals as the best
interests of the City may dictate.
By:
Martin Cole,
City Clerk
Published in The Culver City News on DATE TO BE PUBLISHED.
5
REQUEST FOR PROPOSAL
(RFP)
For
Production Services for the
City of Culver City’s
Summer Concert Series
RFP #xxxx
City of Culver City
Due to
City Clerk’s Office
September 18, 2014
6
RFP #xxxx
I. REQUEST SUMMARY
The City of Culver City is seeking proposals from qualified music Producers
interested in producing its summer concert series (Concert Series) at City Hall
Courtyard in 2015. Culver City City Hall is located at 9770 Culver Boulevard in
Culver City, California. The Producer shall be responsible for musical
programming, sponsorship, marketing, production management and house
management of the Concert Series. This request for proposal includes
background information, scope of work, general provisions regarding services,
submission requirements, compensation information, and selection criteria. The
selected Producer shall be responsible for providing services in accordance with
the scope of services outlined in the proposal.
II. INTRODUCTION
A. Community Profile
The City of Culver City shall celebrate its centennial anniversary in 2017. It is
a charter city governed by a five-member City Council whose members are
elected at large. The City operates under a Council/City Manager form of
government.
Culver City is a full-service city located in the western area of Los Angeles
County, generally situated north of Los Angeles International Airport,
southeast of Santa Monica, south of Beverly Hills and southwest of West
Hollywood. The City is approximately five square miles with a residential
population of approximately 40,000. The Culver City Unified School District
includes five elementary schools, a middle school and a high school.
Culver City is a modern and progressive community with distinctive
shopping, dining, and entertainment, a vibrant Downtown recognized for its
restaurant scene and live theatres, and an exceptional quality of life. Culver
City has a unique combination of small-town charm and big-city amenities.
The City has roots in the early days of the motion picture industry and has
now become a powerful and expanding multi-media hub, as well as a mecca
for the fashion and architecture industries. Culver City is home to Sony
Pictures Entertainment and The Culver Studios.
7
B. Background
For over 20 years, the City has presented free summer music concerts,
which have provided quality, high-energy, live performances for the
enjoyment of its residents as well as to attract visitors to Downtown Culver
City.
The Concert Series began as an economic development initiative for the
Downtown community and has developed into one of its most well attended
community events. The Concert Series is a joint collaboration between the
City and a Producer to present and promote a schedule of performances
that encompasses a variety of musical styles for wide audience appeal.
Sony Pictures Entertainment, the Culver City Cultural Affairs Foundation,
and local businesses have been sponsors in recent years. The goal of the
Concert Series is to attract residents and visitors to Downtown Culver City
for the purpose of positive economic impact on the restaurants and other
businesses in the area. In past years, the Concert Series has attracted 400
to 1,000 people at each performance.
The palm-lined City Hall Courtyard is centrally located in Downtown and
offers dedicated parking, restrooms, and ample electrical power. It is walking
distance to over 20 restaurants, Sony Pictures Entertainment, The Culver
Studios and Downtown’s residential community.
C. General RFP Submittal Information
The City shall evaluate proposals received. During the review process, the
City reserves the right, where it may serve the City’s best interest, to request
additional information or clarification from those that submit proposals, or
allow corrections of errors or omissions. Any and all changes in the RFP
shall be made by written addendum, which shall be issued by the City to all
prospective Producers who have been issued or obtained copies of the RFP
from the City’s website.
The City reserves the right to retain all proposals submitted. Submission of
a proposal indicates the Producer’s acceptance of the conditions contained
in this RFP, unless clearly and specifically noted in the proposal submitted
and confirmed in the contract between the City and the Producer selected.
The preparation of the proposal shall be at the total expense of the
Producer. There is no expressed or implied obligation for the City to
reimburse responding Producers for any expense incurred in the preparation
of proposals in response to this request. All proposals submitted to the City
shall become properties of the City and shall not be returned.
8The City reserves the right to reject any or all proposals, in whole or part, to
waive any informality in any proposal, and to accept the proposal which, in
its discretion, is in the best interest of the City.
To be considered, Producers must send one original, one electronic, and
three (3) hard copies of their proposal in a sealed envelope with the name of
the company submitting the proposal and the title of “Production Services for
City of Culver City’s Summer Concert Series” to:
City of Culver City
City Clerk
9770 Culver Blvd.
Culver City, CA 90232
D. RFP Questions
Questions with regard to this RFP should be submitted by e-mail to XXXXXX
XXXXXXXX, XXXXXXXXXXX, at xxxxxxx.xxxxxxxxx@culvercity.org by
September 4, 2014. Responses to all questions, and any other addenda that
may be released, shall be received via e-mail by September 11, 2014.
E. Schedule
The City reserves the right to make changes to the schedule below, but
plans to adhere to the implementation of this bid process as follows:
RFP released: July 1, 2014
Deadline for questions: September 4, 2014
Response to questions: September 11, 2014
Proposals due: September 18, 2014 @ 3:00pm PST
Finalists selected: October 3, 2014
Presentations/Interviews: October 20-23, 2014
Producer selected by City Council: December 2014
Funding is confirmed and contracts are expected to be executed within
30 days of selection of the successful applicant by the City Council.
III. SCOPE OF SERVICES
The City has identified a $30,000 contribution for the 2015 concerts. The
Producer is responsible for booking musical artists, marketing, production
management and house management for the Concert Series and supervising at
each performance. The Producer is also responsible for developing and
implementing a sponsorship program if additional funding is required to produce
9the Concert Series. In the past, the Concert Series has been presented on
Thursday evenings, from 7:00pm to 9:00pm, between the middle of July and the
end of August 2015. Proposals should include a plan for between four and six
concerts in summer 2015. Generally, the City Council has considered four
concerts to be the minimum number. If the Producer believes more than six
concerts can be performed given available funding, please so note.
A. Musical Programming
The Producer is responsible for developing a concert series featuring high
energy, live performances of various musical genres. Specific duties
include:
1. Researching musical artists
2. Reviewing final artist selections with City staff
3. Negotiating, booking and contracting with artists
4. Providing promotion, production, and hospitality needs for artists
B. Marketing
The Producer is responsible for marketing the concert series, which shall
include a robust social media presence. The Producer shall prepare a
marketing calendar for the Concert Series and submit marketing materials
to designated City staff for final approval. The Producer shall develop,
post, print, and distribute the following marketing materials before and
during the Concert Series:
1. Press Releases (local and regional press)
2. Advertisements (electronic and print)
3. Flyer (electronic and printed)
4. Facebook and Twitter Posts
5. Event Program (with performer and sponsor names)
C. Sponsorship
The Producer shall produce the Concert Series at its sole cost and
expense with the exception of the City’s contribution to and sponsorship of
the concert series. The Producer may implement a sponsorship campaign
to increase the total funding for the Concert Series. The City’s sponsorship
benefit shall include, but not be limited to the following:
1. Prominent display of City’s name and logo in the title of the Concert
Series
2. Prominent listing of City’s name as a sponsor in any and all signage
or other promotional materials for the Concert Series
10D. Equipment and Maintenance Provided by City
The City shall provide the following production elements and maintenance
for each performance at City Hall Courtyard during the Concert Series:
.
1. 16’ by 24’ platform stage with railed step units
2. Two hundred outdoor chairs
3. Designated wheelchair location
4. Information tables and chairs
5. Accessible electrical outlets and cable guards
6. Courtyard level room available for Artists Green Room
7. Courtyard level and second floor restrooms
8. Parking at City Hall and in Downtown Culver City
9. 15 Parking cones for reserved spaces in City Hall Garage
10. Event staff for set-up/strike of chairs, tables,
trash/recycling cans
11. Janitorial staff for maintenance of restrooms
12. City “Volunteers in Patrol” for Courtyard patrol
E. Production Management and House Management Provided by
Producer
The Producer has the responsibility to ensure that the Premises are clean
and free of trash and debris, and that all equipment has been removed, at
the conclusion of each concert. The Producer shall clean, repair or replace
dirty, broken or damaged equipment and/or other City owned or operated
property or public right-of-way caused by Producer’s activities related to
the Concert Series. Alcohol is prohibited in City Hall Courtyard. The
Producer shall ensure that no alcohol is served or consumed during the
Concert Series.
The Producer shall provide any and all sound and lighting equipment and
supplies necessary for the presentation of the Concert Series as well as
production and security staff. The Producer, or the Producer’s designee,
shall remain at City Hall Courtyard until all equipment has been removed
and production staff, audience, and performers have departed. The
Producer is responsible for the following production management and
house management elements of the Concert Series:
1. Lighting equipment and crew
2. Sound equipment and crew
3. Event signage
4. Stage Manager for the performance
5. House Manager for the audience
6. Two unarmed, uniformed security guards
7. Supervision for Artists Green Room
11
F. Revenues, Records and Reports
1. The Producer shall be required to obtain a Culver City Business Tax
Certificate.
2. The Producer may conduct additional promotional and revenue raising
activities during the Concert Series, including, but not limited to, seat
sales, merchandise sales, and food and beverage vendors. The
Producer shall ensure that all vendors have the applicable permits and
licenses to operate during the concert series. Permission shall require
the written consent of the City.
3. The Producer shall maintain all financial records and receipts
associated with the Concert Series for review by the City.
IV. PROPOSAL OUTLINE TO BE SUBMITTED
The proposal shall be organized and submitted with the following elements:
A. Cover page
B. Table of contents
C. Executive summary
Please begin your summary with by highlighting the Producer’s vision/plan
for the concert series.
Also, please provide a brief summary describing the Producer’s ability to
perform the work requested, a history of the Producer’s background and
experience providing services, the qualifications of the Producer’s
personnel to be assigned to this project, any subcontractor, sub
consultants, and/or suppliers and a brief history of their background and
experience, and any other information called for by this request for proposal
which the Producer deems relevant, including restating any exceptions to
this request for proposal. This summary should be brief and concise to
apprise the reader of the basic services offered, experience and
qualifications of the Producer’s, staff, subcontractors, and/or suppliers.
Please limit your submission to 10 single sided letter sized pages.
D. Questionnaire/Response to Scope of Services
Producer shall provide responses and information to fully satisfy each item
12in the Questionnaire. Each question should be presented before the
Producer’s response.
E. Attachments
1. PDF of programs for concerts recently produced (2012-2014; or most
recent years if such years do not fall within the 2012-2014 period),
featuring performer names and sponsors. Please include budget for each
concert.
2. PDF of ads and/or eflyers for concerts recently produced (2012-2014)
V. QUESTIONNAIRE
A. Company and General Information
1. Company name and address.
2. Letter of transmittal signed by an individual authorized to bind the
respondent, stating that the respondent has read and shall comply
with all terms and conditions of the RFP.
3. General information about the primary contact who would be able
to answer questions about the proposal. Include name, title,
telephone number and email address of the individual.
4. Please list all public clients for which you or your company currently
provide services, or are under retainer.
B. Qualifications and Experience of the Producer
1. Describe your qualifications for developing, producing and
promoting music concerts for a community audience.
2. Provide two recent examples of a concert series or events with
multiple performers that you have produced and the scope of the
work for each.
3. Provide an ideal plan for programming the Concert Series in terms
of musical styles presented and associated target audiences.
4. Provide plans to present the Concert Series as a unique summer
event. Please describe how your plan contributes to the goals of
13Culver City to attract new and repeat visitors to Downtown Culver
City.
5. Describe your method and philosophy in working with musical
artists to include musical selection, negotiation and technical
requirements/riders.
6. Provide a sample budget breakdown for the 2015 Concert Series.
Note how the $30,000 contribution from the City will be utilized for
musical artists, marketing, and production management.
7. Describe your method for marketing this particular Concert Series
and how you would target local and regional audiences. Specify
your plan for the social media campaign.
8. Provide your production timeline for the 2015 Concert Series
9. Describe your experience working with community committees,
non-profit organizations, and/or City Councils to produce a public
event.
10. Provide additional ideas for the Concert Series such as the event
title, day and time of the series, seat reservations, and possible
vendors and promotions.
C. Qualifications and Experience of Proposed Project Team
1. Describe the qualifications and positions of staff proposed for the concert
series. Please include any municipal agencies they have worked with in
the past three years and their level of involvement. A description of how
overall supervision shall be provided should be included.
D. Questions/Response to Scope of Services
1. Describe the methods by which you shall fulfill the services requested in the
Scope of Services (Section III. 1 – 4). Please include specific details on
artist bookings, marketing and production planning.
2. Provide a statement of the service(s) that differentiates you from
other respondents.
E. Compensation
1. The City shall contribute an amount not to exceed $30,000 to the Producer
14to fund a portion of the costs of producing the Concert Series. The $30,000
contribution shall primarily be utilized for the costs of musical artists, marketing,
and production for the Concert Series. Compensation shall encompass the
services and responsibilities listed in the Scope of Work and be remitted in
installments before, during and after the concert series.
2. The initial contract is for one year with two one-year extensions possible upon
performance satisfactory to the City and dependent on available City funding.
G. References
List the name, address, telephone number, and email of references from at
least three (3) recent similar projects. Include a brief description of the work
provided for each reference.
F. Implementation Schedule
Musical Artists booked February 2015
Marketing Materials reviewed April 2015
Marketing Materials Distributed June – August 2015
Performances start July 2015
Performances end August 2015
Production/Expense Report due September 2015
G. Certificate(s) of Insurance
The Producer, in its discretion, may use any performers, employees, agents
or volunteers in its production of the Concert Series. The Producer shall be
solely responsible and liable for any acts, errors or omissions by any of its
employees, agents, volunteers, and any persons acting on its behalf
relating to the Concert Series.
The City shall require the Producer to provide Certificates of Insurance,
including general liability insurance, evidencing required coverage types
and the minimum limits.
15
VI. EVALUATION OF PROPOSALS
Proposals shall be judged on the Producer’s ability to provide services that meet
the requirements set forth in this document. The City reserves the right to make
such investigations as it deems necessary to determine the ability of the
Producer to provide services meeting a satisfactory level of performance in
accordance with the City’s requirements. Interviews and presentations by one,
several, or all of the Producers may be requested by evaluators if deemed
necessary to fully understand and compare the Producer’s capabilities and
qualifications. The adequacy, depth, and clarity of the proposal shall influence,
to a considerable degree, its evaluation. The evaluation may include staff,
Commission, and City Council participation as determined by the City Council.
Proposals shall be evaluated on the basis of the following criteria, in no particular
order:
1. Experience in producing a concert series and/or events with music
components for municipal clients or non-profit organizations.
2. Capability to develop a distinguished and diverse, high-energy
musical program that will attract local audiences, the business
community and other Westside audiences.
3. Financial ability to develop and manage an effective budget for the
Concert Series.
4. Capability to develop and implement an effective sponsorship plan.
5. Capability to oversee production and house management elements.
6. Capability to develop and implement a marketing plan with a robust
social media presence.
7. Strong communication and partnership skills.
The City intends to award a contract to the Producer who demonstrates the
highest level of expertise and capabilities to provide the requested services. The
City reserves the right to reject any and all proposals or to re-issue the Request
for Proposal when such action shall be considered in the best interest of the City.
Thank You for submitting a proposal to the City of Culver City.
16NOTICE INVITING BIDS
------------------------------------------------------------------
RFP # xxxx
Notice is hereby given that sealed proposals shall be received by the City of Culver
City, California, for furnishing the following:
Request for Proposal
Producer Services for the Culver City Concert Series
in strict accordance with the Specifications on file in the office of the CULVER CITY
PURCHASING DIVISION, 4343 Duquesne Avenue, Culver City, California,
90232. Copies of specifications and proposal documents may be obtained from
the City’s website at www.culvercity.org/Services/BidNotices.aspx.
One original, one electronic, and three copies of the proposal must be submitted
to the CITY CLERK in a sealed envelope at CITY HALL, 9770 Culver Boulevard,
Culver City, California, 90232, not later than 3:00 p.m. on Thursday, September
18, 2014, at which time they shall be publicly opened in the Council Chambers on
the first floor of City Hall. Facsimile proposals shall not be accepted. Any bidder
may withdraw his proposal, without obligation, at any time prior to the scheduled
closing time for receipt of proposals. A withdrawal shall not be effective unless
made personally or by telephonic notification received prior to the closing
date. Proposals may later be referred to the City Council for appropriate
action. The City reserves the right to reject any or all proposals as the best
interests of the City may dictate.
By: _____________________
Martin R. Cole,
City Clerk
Published in The Culver City News on DATE TO BE PUBLISHED.
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REQUEST FOR PROPOSAL (RFP)
For
Producer Services for the
Culver City Concert Series
RFP #xxxx
City of Culver City
Due to City Clerk’s Office:
September 18, 2014 at 3:00 pm
18I. REQUEST SUMMARY
The City of Culver City is seeking proposals from qualified music Producers
interested in producing its Culver City Concert Series (Concert Series) at City Hall
Courtyard in 2015. Culver City City Hall is located at 9770 Culver Boulevard in
Culver City, California. The Producer shall be responsible for musical
programming, sponsorship, marketing, production management and house
management of the Concert Series. This RFP includes background information,
scope of services, general provisions regarding services, submission
requirements, compensation information, and selection criteria. The selected
Producer shall be responsible for providing services in accordance with the scope
of services outlined in the proposal.
II. INTRODUCTION
A. Community Profile
The City of Culver City shall celebrate its centennial anniversary in 2017. It is
a charter city governed by a five-member City Council whose members are
elected at large. The City operates under a Council/City Manager form of
government.
Culver City is a full-service city located in the western area of Los Angeles
County, generally situated north of Los Angeles International Airport, southeast
of Santa Monica, south of Beverly Hills and southwest of West Hollywood. The
City is approximately five square miles with a residential population of
approximately 40,000. The Culver City Unified School District includes five
elementary schools, a middle school and a high school.
Culver City is a modern and progressive community with distinctive shopping,
dining, and entertainment, a vibrant Downtown recognized for its restaurant
scene and live theatres, and an exceptional quality of life. Culver City has a
unique combination of small-town charm and big-city amenities. The City has
roots in the early days of the motion picture industry and has now become a
powerful and expanding multi-media hub, as well as a mecca for the fashion
and architecture industries. Culver City is home to Sony Pictures Entertainment
and The Culver Studios.
B. Background
For over 20 years, the City has held its free, annual summer music Concert
Series providing quality, high-energy, live performances for the enjoyment of
its residents as well as to attract visitors to Downtown Culver City.
The Concert Series began as an economic development initiative for the
Downtown community and has developed into one of its most well attended
19community events. The Concert Series is a joint collaboration between the City
and a Producer to present and promote a schedule of performances that
encompasses a variety of musical styles for wide audience appeal. Both Sony
Pictures Entertainment, the Culver City Cultural Affairs Foundation, and local
businesses have been sponsors in recent years. The goal of the Concert Series
is to attract residents and visitors to Downtown Culver City for the purpose of
positive economic impact on the restaurants and other businesses in the area.
In past years, the Concert Series has attracted 400 to 1,000 people at each
performance.
The palm-lined City Hall Courtyard is centrally located in Downtown and offers
dedicated parking, restrooms, and ample electrical power. It is walking distance
to over 20 restaurants, Sony Pictures Entertainment, The Culver Studios and
Downtown’s residential community.
C. General RFP Submittal Information
The City’s designated team shall evaluate proposals received. During the
review process, the City reserves the right, where it may serve the City’s best
interest, to request additional information or clarification from those that submit
proposals, or allow corrections of errors or omissions. Any and all changes in
the RFP shall be made by written addendum, which shall be issued by the City
to all prospective Producers who have been issued or obtained copies of the
RFP from the City’s website.
The City reserves the right to retain all proposals submitted. Submission of a
proposal indicates the Producer’s acceptance of the conditions contained in
this RFP, unless clearly and specifically noted in the proposal submitted and
confirmed in the contract between the City and the Producer selected.
The preparation of the proposal shall be at the total expense of the
Producer. There is no expressed or implied obligation for the City to reimburse
responding Producers for any expense incurred in the preparation of proposals
in response to this request. All proposals submitted to the City shall become
properties of the City and shall not be returned.
The City reserves the right to reject any or all proposals, in whole or part, to
waive any informality in any proposal, and to accept the proposal which, in its
discretion, is in the best interest of the City.
20To be considered, Producers must send one original, one electronic, and three
(3) hard copies of their proposal in a sealed envelope with the name of the
company submitting the proposal and the title of “Producer Services for Culver
City Music Concert Series” to:
City of Culver City
City Clerk
9770 Culver Blvd.
Culver City, CA 90232
D. RFP Questions
Questions with regard to this RFP should be submitted by e-mail to Shelly
Wolfberg, Assistant to the City Manager, at shelly.wolfberg@culvercity.org by
September 4, 2014. Responses to all questions, and any other addenda that
may be released, shall be received via e-mail by September 11, 2014.
E. Schedule
The City reserves the right to make changes to the schedule below, but plans
to adhere to the implementation of this bid process as follows:
RFP released: July 1, 2014
Deadline for questions: September 4, 2014
Response to questions: September 11, 2014
Proposals due: September 18, 2014 @ 3:00 pm PST
Finalists selected: October 3, 2014
Presentations/Interviews: October 20-23, 2014
Producer selected: December 2014
Funding has been included in the City Council Adopted Budget for Fiscal Year
2014/2015. Contract(s) are expected to be considered by the City Council
within 30 days of selection of the successful applicant.
III. SCOPE OF SERVICES
The City has identified a $30,000 contribution for the 2015 concerts. The Producer
is responsible for booking musical artists, marketing, production management and
house management for the Concert Series and supervising at each performance.
The Producer is also responsible for developing and implementing a sponsorship
program if additional funding is required to produce the Concert Series. In the past,
the Concert Series has been presented on Thursday evenings, from 7:00 pm to
9:00 pm, between the middle of July and the end of August. Proposals should
include a plan for four to six performances in summer 2015 and indicate a
proposed day of the week, time and duration of the performances. If the Producer
believes more than six concerts can be performed given available funding, please
21indicate in the response.
A. Musical Programming
The Producer is responsible for developing a concert series featuring high
energy, live performances of various musical genres. The City desires a variety
of musical artists and requests respondents to include unique artists in their
performance scheduled, avoiding duplication, over a multi-year timespan. The
type of performer should reflect the musical taste of the City’s current and
growing demographic. Specific musical programming duties include:
1. Researching musical artists
2. Reviewing final artist selections with City staff
3. Negotiating, booking and contracting with artists
4. Providing promotion, production, and hospitality needs for artists
B. Marketing
The Producer is responsible for marketing the concert series, which shall
include a robust social media presence. The Producer shall prepare a
marketing calendar for the Concert Series and submit marketing materials to
designated City staff for final approval. The Producer shall encourage the
performers to promote their respective performances at the Concert Series and
allow them to sell merchandise at the venue. The Producer shall develop, post,
print, and distribute marketing materials before and during the Concert Series,
which should include but not be limited to the following:
1. Press Releases (local and regional press)
2. Advertisements (electronic and print)
3. Flyer (electronic and printed)
4. Facebook and Twitter Posts
5. Event Program (with performer and sponsor names)
6. Radio features, announcements and interviews
C. Sponsorship
The Producer shall produce the Concert Series at its sole cost and expense
with the exception of the City’s contribution to and sponsorship of the concert
series. The Producer may implement a sponsorship campaign to increase the
total funding for the concert series. The City’s sponsorship benefit shall include,
but not be limited to the following:
1. Prominent display of City’s name and logo in the title of the Concert Series
2. Prominent listing of City’s name as a sponsor in any and all signage or other
promotional materials for the Concert Series
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D. Equipment and Maintenance Provided by City
The City shall provide the following production elements and maintenance for
each performance at City Hall Courtyard during the Concert Series:
1. 16’ by 24’ platform stage with railed step units.
2. 200 outdoor chairs.
3. Designated wheelchair location.
4. Information tables and chairs.
5. Accessible electrical outlets and cable guards.
6. Courtyard level room available for Artist Green Room.
7. Courtyard level and second floor restrooms.
8. Parking at City Hall and in Downtown Culver City (downtown parking is
available at a small hourly fee after the first two hours).
9. 15 Parking cones for reserved spaces in City Hall Garage.
10. Event staff for set-up/strike of chairs, tables, trash/recycling cans.
11. Janitorial staff for maintenance of restrooms.
12. City “Volunteers in Patrol” (VIP) for Courtyard patrol. The VIP program is
administered through the Culver City Police Department and is comprised
of local residents who volunteer their time to offer assistance to the public
and serve as a liaison to the Producer, the Police Department, and other
City staff.
E. Production Management and House Management Provided by Producer
The Producer has the responsibility to ensure that the Premises are clean and
free of trash and debris, and that all equipment has been removed, at the
conclusion of each concert. The Producer shall clean, repair or replace dirty,
broken or damaged equipment and/or other City owned or operated property
or public right-of-way caused by Producer’s activities related to the Concert
Series. Alcohol is prohibited in City Hall Courtyard. The Producer shall ensure
that no alcohol is served or consumed during the Concert Series.
The Producer shall provide any and all sound and lighting equipment and
supplies necessary for the presentation of the Concert Series as well as
production and security staff. The Producer, or the Producer’s designee, shall
remain at City Hall Courtyard until all equipment has been removed and
production staff, audience, and performers have departed. The Producer is
responsible for the following production management and house management
elements of the Concert Series:
1. Lighting equipment and crew
2. Sound equipment and crew
3. Event signage
4. Stage Manager for the performance
235. House Manager for the audience
6. Two unarmed, uniformed security guards
7. Supervision for Artists’ Green Room
F. Revenues, Records and Reports
1. The Producer shall be required to obtain a Culver City Business Tax Certificate.
2. The Producer may conduct additional promotional and revenue raising
activities during the Concert Series, including, but not limited to, seat sales,
merchandise sales, and food and beverage vendors. The City strongly
encourages partnerships with local businesses for any items sold or donated
at the concert venue. The Producer shall ensure that all vendors have the
applicable permits and licenses to operate during the concert series.
Permission shall require the written consent of the City.
3. The Producer shall maintain all financial records and receipts associated with
the Concert Series for review by the City.
IV. PROPOSAL OUTLINE TO BE SUBMITTED
The proposal shall be organized and submitted with the following elements:
A. Cover Letter, including signature
B. Table of Contents
C. Executive Summary
Please begin your summary by highlighting the Producer’s vision/plan for the
concert series.
Also, provide a brief summary describing the Producer’s ability to perform the
work requested, a history of the Producer’s background and experience
providing services, the qualifications of the Producer’s personnel to be
assigned to this project, any subcontractor, sub consultants, and/or suppliers
and a brief history of their background and experience, and any other
information called for by this request for proposal which the Producer deems
relevant, including restating any exceptions to this request for proposal. This
summary should be brief and concise to apprise the reader of the basic
services offered, experience and qualifications of the Producer’s, staff,
subcontractors, and/or suppliers.
24D. Questionnaire/Response to Scope of Services
Producer shall provide responses and information to fully satisfy each item in
the Questionnaire. Each question should be presented before the Producer’s
response.
E. Attachments
1. PDF of programs for concerts recently produced (2012-2014); or most
recent years if such years do not fall within the 2012-2014 period), featuring
performer names and sponsors. Please include the budget for each
concert.
2. PDF of ads and/or e-flyers for concerts recently produced (2012-2014).
Please limit your submission to 10 single sided 8 1/2” x 11” size pages.
V. QUESTIONNAIRE
A. Company and General Information
1. Company name and address.
2. Letter of transmittal signed by an individual authorized to bind the
respondent, stating that the respondent has read and shall comply with all
terms and conditions of the RFP.
3. General information about the primary contact who would be able to answer
questions about the proposal. Include name, title, telephone number and
email address of the individual.
B. Qualifications and Experience of the Producer
1. Describe your qualifications for developing, producing and promoting a
concert series for a community audience.
2. Please list all public clients for which you or your company currently provide
services, or are under retainer.
3. Describe your experience working with community committees, non-profit
organizations, and/or City Councils to produce a public event.
4. Provide two recent examples of a Concert Series or events with multiple
performers that you have produced and the scope of the work for each.
25C. Vision and Work Plan
1. Provide an ideal plan for programming the Concert Series in terms of
musical styles presented and associated target audiences.
2. Provide plans to present the Concert Series as a unique summer
event. Please describe how your plan contributes to the goals of Culver
City to attract new and repeat visitors to Downtown Culver City.
3. Please indicate what you believe sets you aside from other producers and
why you feel Culver City’s Concert Series is different from similar events in
other cities.
4. Describe your method and philosophy in working with musical artists to
include musical selection, negotiation and technical requirements/riders.
5. Provide a sample budget breakdown for the 2015 Concert Series. Note how
the $30,000 contribution from the City will be utilized for musical artists,
marketing, and production management.
6. Describe your method for marketing this particular Concert Series and how
you would target local and regional audiences. Specify your plan for the
social media campaign.
7. Provide your production timeline for the 2015 Concert Series
8. Provide additional ideas for the Concert Series such as Concert Series title,
day and time of the series, location, seat reservations, and possible vendors
and promotions.
9. The Producer is encouraged to conduct a survey on the impacts of the
Summer Concert Series on local businesses.
D. Qualifications and Experience of Proposed Project Team
Describe the qualifications and positions of staff proposed for the concert
series. Please include any municipal agencies they have worked with in the
past three years and their level of involvement. A description of how overall
supervision shall be provided should be included.
E. Questions/Response to Scope of Services
1. Describe the methods by which you shall fulfill the services requested in the
Scope of Services (Section III. 1 – 4). Please include specific details on
artist bookings, marketing and production planning.
262. Provide a statement of the service(s) that differentiates you from other
respondents.
F. Compensation
1. The City shall contribute an amount not to exceed $30,000 to the Producer
to fund a portion of the costs of producing the Concert Series. The $30,000
contribution shall primarily be utilized for the costs of musical artists
marketing, and production for the Concert Series. Compensation shall
encompass the services and responsibilities listed in the Scope of Work and
be remitted in installments before, during and after the concert series.
2. The initial contract is for one year with two one-year extensions possible
upon performance satisfactory to the City and dependent on available City
funding.
G. References
List the name, address, telephone number, and email of references from at
least three (3) recent similar projects. Include a brief description of the work
provided for each reference.
H. Implementation Schedule
Musical Artists booked February 2015
Marketing Materials reviewed April 2015
Marketing Materials Distributed June – August 2015
Performances start July 2015
Performances end August 2015
Production/Expense Report due September 2015
I. Certificate(s) of Insurance
The Producer, in its discretion, may use any performers, employees, agents or
volunteers in its production of the Concert Series. The Producer shall be solely
responsible and liable for any acts, errors or omissions by any of its employees,
agents, volunteers, and any persons acting on its behalf relating to the Concert
Series.
The City shall require the Producer to provide Certificates of Insurance,
including general liability insurance, evidencing required coverage types and
27the minimum limits.
VI. EVALUATION OF PROPOSALS
Proposals shall be judged on the Producer’s ability to provide services that meet
the requirements set forth in this document. The City reserves the right to make
such investigations as it deems necessary to determine the ability of the Producer
to provide services meeting a satisfactory level of performance in accordance with
the City’s requirements. Interviews and presentations by one, several, or all of the
Producers may be requested by evaluators if deemed necessary to fully
understand and compare the Producer’s capabilities and qualifications. The
adequacy, depth, and clarity of the proposal shall influence, to a considerable
degree, its evaluation.
Proposals shall be evaluated on the basis of the following criteria, in no particular
order:
1. Experience in producing concert series and/or events with music
components for municipal clients or non-profit organizations.
2. Capability to develop a distinguished and diverse, high-energy musical
program that will attract local audiences, the business community and other
Westside audiences.
3. Financial ability to develop and manage an effective budget for the Concert
Series.
4. Capability to develop and implement an effective sponsorship plan.
5. Capability to oversee production and house management elements.
6. Capability to develop and implement a marketing plan with a robust social
media presence.
7. Strong communication and partnership skills.
The City intends to award a contract to the Producer who demonstrates the
highest level of expertise and capabilities to provide the requested services.
The City reserves the right to reject any and all proposals or to re-issue the
Request for Proposal when such action shall be considered in the best interest
of the City.
Thank You for submitting a proposal to the City of Culver City.
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