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HomeMy WebLinkAbout1989-12-19; City Council; 10421; ACCEPTANCE OF NATIONAL ENDOWMENT FOR THE ARTS GRANT AND APPROPRIATION OF FUNDS AND APPROVAL OF AGREEMENTt' dl Adopt Resolution No. '?dqfL approving a grant from the National Endowment for the Arts in the amount of $30,000, and approval of agreement with the Wolf Organization as t consultants to develop the Cultural Master Plan. ITEM EXPLANATION Grant funds are provided from the National Endowment for Arts (NEA) for the purpose of supporting development of i comprehensive cultural plan as outlined in the attached grant proposal. Grant funds will be used to fulfill the 1989/90 goals and objectives. City Council adopted the following goals and objectives ! the Carlsbad Arts Office in 1989. Goal: Continue to develop the arts program. A. Finalize long range plan. B. Create a Citizens Committee appointed by C Council to develop a Cultural Facilities P C. Select consultant to work with Citizens D. Revise ordinance and arts element as neede Committee. fit long range plan. In developing the Cultural Long Range Plan for the City Carlsbad, the consultants will address the development Q four related components. A Long Range Strategic Plan for the Arts Office A Public Arts Plan A Cultural Facilities Master Plan Inclusion of an Arts component in the Redevelopment Area's Master Plan, to be developed in 1990. Matching funds for a consultant to develop a Cultural Me Plan is in the Arts Office 1989/90 General Fund budget. grant will enable the Arts Office to develop a more comprehensive plan. In addition, it will allow the off. to hire a part-time public art administrator on a contractual basis for one year to develop the public arl component of the plan. The public art administrator wi: review policies that are already in place, look at optic for developers, solicit public input, and make recommendations to be included in the Cultural Master P The grant also allows for $6,000 towards related printii costs for the project. The Arts Office mailed 15 Requests for Qualifications (RFQ's). The office received six responses. The respo were reviewed by a committee consisting of the Assistan City Manager, the Library Director, the Arts Office man 8 a 0 t- a representatlve from the Arts Commission and a NEA Grant +" representative from the Cultural Facilities Committee. T Wolf Organization was selected unanimously by this committee. The selection of the consultant and the abili to hire a part-time public art administrator will enable Arts Office to complete the objectives approved by City Council within a six to nine month period. The Grant expects the City to match the funds with $45,0C making a total program cost of $75,000. FISCAL IMPACT All funds for the Cultural Master Plan are in the 1989/9( budget. No additional funds are required. The $75,000 j funded by : $30,000 - National Endowment for the Arts Locals Grant $35,000 - from the 1989/90 Arts Office General Fund $10,000 - from the 1989/90 Redevelopment Agency General The cost for the consultants to complete the Cultural Ma Plan is $52,500 which includes an optional consumer surv component. Fund, Miscellaneous Professional Services. EXHIBITS 1. 2. NEA Grant acceptance letter. 3. Copy of Grant Narrative 4. Resolution No .f%g+&accepting the National Endowment for the Arts Locals grant. Agreement with the Wolf Organization agenda/grant.nea ..- -> 1 2 3 4 5 6 7 0 9 10 11 12 13 14 15 16 17 l8 19 2o 21 22 23 24 25 26 27 20 a 0 I RESOLUTION NO. 89-442 A RESOLUTION OF THE CITY COUNCIL OF THE CIT' CARLSBAD, CALIFORNIA, ACCEPTING $30,000 FROM NATIONAL ENDOWMENT FOR THE ARTS TO SUP DEVELOPMENT OF A COMPREHENSIVE CULTURAL PLAN A TO APPROVE AN AGREEMENT WITH THE WOLF ORGANIZA FOR DEVELOPMENT OF THE PLAN City Council of the City of Carlsbad, California, hereby resolve as follows: WHEREAS, Ordinance No. 1279 and the Arts Elemen the General Plan states the following goals: 1) Provide direction and support for conti development and presentation of a variety of arts in the C Provide through an Advisory Arts Commissi forum for arts concerns and recommendations to the el€ officials and their staff concerning arts issues. 2) 3) Encourage the planning and development of or augmented arts facilities as may be needed. 4) Review and make other recommendations upor works of art to be acquired by the City, either by purck 1 gift or otherwise, and their proposed locations. I cultural plan is listed in City's 1889/90 Goals WHEREAS, the development of a strategic long-I I i 0bj ectives, and WHEREAS, the National Endowment for the Arts awarded the City of Carlsbad $30,000 to develop a Cull Master Plan, and WHEREAS, the Wolf Organization is recommended b interview panel to be the consultants to develop the Cull Master Plan. . r 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 I? 18 19 20 21 22 23 24 25 26 27 28 e 0 NOW, THEREFORE, BE IT RESOLVED by the City Cou of the City of Carlsbad, California, as follows: 1. That the National Endowment for the Arts g of $30,000 is hereby accepted. 2. That the grant amount is hereby appropri from account numbers 190-840-8205-2479 in the amounl $24,000 and 190-840-8205-2540 in the amount of $6,000 for uses described herein. 3. That the Mayor of the City of Carlsbad is hc for ax authorized and directed to execute said agreement behalf of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular me< of the Carlsbad City Council held on the 19th da. December , 1989 by the following votes, to wit: AYES: NOES: None ABSENT: Council M Council Members Lewis, Pettine, and Larson I 1 1 ,I 2, City Clerk I KAREN R. KUNDTZ, Deputy City Clerk (SEAL) I ! _- e flFiTIOn RL e UIRSHlnGTOTf FOR -: EnooummT O.C. x~06 A Federal agency advised by the National Council on the Arts THE RRTS !4Q'/ 9 15 Mr. Frank Mannen Assistant City Manager City of Carlsbad, California 1200 Elm Avenue Carlsbad, CA 92008 Dear Mr. Mannen: On behalf of Chairman John Frohnmayer, it is a pleasure to inform you that your organization has been awarded a grant from the National Endowment for the Arts. Grant Number: 90-6252-0017 Application Number: A89-013717 Sponsoring Program(s): LOCALS PROGRAM Amount Awarded: $30,000 - To: City of Carlsbad, California For: Carlsbad Arts Office Start Date: October 1, 1989 End Date: October 1, 1990 Grant funds are provided for the following purpose(s): To support development of a comprehensive cultural plan, as outlined in your application cited above and the enclosed project budget. The enclosed "General Terms" for grants from the National Endowment for the Arts specifies the Endowment's regulations, procedures and other requirements and references the Office of Management and Budget Circulars which apply to this grant. Not that these "General Terms" include a restriction on use of Arts Endowment grant monies for materials which may be considered obscene. This restriction was enacted in the Fiscal Year 1990 appropriation act which provides funding for the Arts Endowment. Please read them carefully. All correspondence or inquiries regarding the administrative requirements of this grant should be directed to the Grants Office (202) 682-5403. Sincerely, - i ---- i If .% Laurence M. Baden Grants Officer Enclosures e 0 .- . PROJECT BUDGET: National Endowment for the Arts -r Grantee City of Carlsbad, California Grant # 90-6252-0017 Important Instructions: The budget set out below is derived fror application, revised budget and/or other correspondence. Expenc on this project should be in general agreement with the budget. Deviation without prior NEA approval will be limited to the star set forth in the grant and the provisions of circulars A-110 or whichever is applicable. NEA's obligation will not be increase( of the above unless specifically agreed to in writing. 45,000 TOTAL Contributions $ - i $ Contributions Cash In-Kind 30,000 TOTAL Grants $ - Revenues $- GRAND TOTAL $ A Grants NEA Other Expenses Direct Costs Salaries and Wages $ 14,000 Fringe Benefits Supplies and Materials Travel permanent Equipment Other 61,000' TOTAL Direct $ - TOTAL Project costs $ - I nd i r ec t CO Sts ? Notes: 0 e c :- .. . -r Application Narrative - Carlsbad Arts Office The Carlsbad Arts Office requests $30,000 to develop a comprehensive cultural plan for Carlsbad. This grant will be matched with $35,000 new money from the City's general fund a $10,000 from the Redevelopment Agency. The NEA grant will enable the Arts Office to develop a much n comprehensive plan, leveraged with $10,000 from the Redevelor Agency; to hire a more experienced and knowledgeable consult? without geographic constraints; hire a part-time Public Arts Administrator to develop the public art component of the plar and to produce a Cultural Plan which will serve as a model fc cities of this size developing arts components throughout Sal Diego County and California. Goals and Objectives Management has identified quality of-life issues as having tl highest priority (over police) in their values study (Attachment A). following Goals and Objectives for the Arts Office. Goal: Continue to develop the Arts Program Obj ectives : In March 1989, City Council adopted the a. finalize long range plan (begun by staff 1988/89) b. create a Citizens Committee appointed by Council to develop a cultural facilities c. select consultant to work with Citizens Committee d. revise ordinance and arts element as nee to fit long-range plan Cultural Plan The Cultural Plan will include the following components: 1. Long Range Strategic Plan for the Arts Office - review existing programs, internal structure, and services provided. The plan will identify goals and provide recommendations for a five-year plan to reach those goa 2. Public Art Plan - review of Ordinance No. 1279 (Attachment B) and adopted policies. The plan will prc recommendations for process and funding. Facilities Plan - The Consultant will provide a needs assessment and recommendations for kinds of facilities, locations and timeline, with alternative plans for financing. Redevelopment - Integration of Ilarts district" and/or c creative concepts into the redevelopment area's Master The Master Plan will be developed in the next 18 month: The Arts Office will hire a consultant who will develop the strategic plan, review the public art plan developed by the Public Art Administrator and recommend a facilities plan. Consultant and Arts Manager will work with the advisory corm developing the method for assessing needs, gathering public information, and writing the plan. 3. 4. The consultant will - 1 e e :- -r additionally advise the Arts Commission and the Redevelopment Agency on the Redevelopment Master Plan. Some of the funds w be used to bring in speakers to discuss successful ideas frorr other cities. The Arts Office will also hire a half-time puk Art Administrator. The public art administrator will work specifically on public art; educating the public, identifyinc sites, and rewriting the ordinance and policies. Printed materials will be developed to keep the public informed on a1 phases of the plan. Need The timing for this Cultural Plan is critical for both Facil: and Public Art components. The City is involved in planning buildout; if the arts are to play an important role in this development they must interface with the plans now being generated in other departments in the city. City funding is sufficient to develop the plan properly. Revisions to the 1981 Macario Canyon Master Plan (Attachment include arts facilities. If arts facilities are to remain i: plan at the next stage, the need, size and nature of these facilities must be determined. This is dependent on needs assessment and data which can only be provided by a consulta The City of Carlsbad has adopted a growth management plan wh ties infrastructure to development and calls for recreationa library facilties (not arts) among others, to be in place be housing development can begin or continue. developers fees to be used to fund cultural facilities, it w be necessary to develop a yardstick to measure the cultural needs according to population so that the arts can fit into plan in the same way libraries and parks do. Likewise, an amendment to the growth management plan will be required if developer fees are to be used to fund public art The current ordinance covering public art is vague. Althoug have three successful projects underway, the most recent pro for the Senior Center indicates there is still misunderstand about the process and policies with City Council and citizen (Attachment D). Changes and education are necessary. Simil misconceptions exist throughout the County, in both the City San Diego and Escondido. The reason for including a part-ti staff position in addition to the consultant, is to have a professional in the office for continuity the following year There is presently a freeze on new staff. the catalyst to demonstrate the need for a position in the A Off ice. The facilities, public art, and redevelopment components of plan will undoubtedly indicate changes in the internal struc of the Office. The timing for incorporating the arts in the redevelopment a is equally important. The Redevelopment Agency will develog Master Plan over the next 18 months. Some areas of planning overlapping such as a 500-seat theatre now for sale. The Ax In order for NEA funding will - 2 0 e z- - -.. and Redevelopment Agencies worked together incorporating pub! art and used artist-designed posters for the Streetscape (Attachment E). NEA funds will leverage an additional $10,0( from Redevelopment and assure that the arts will be included their plan. Lonu-Term Impact Public procrss used to develop public art policies and revis: to the ordinance will affect both future funding and art selection. Recommendations for the internal structure, staf: programs will also impact the way this organization will devc Because the lack of arts facilities is a major problem (Prio: No.1 by arts organizations, artists and residents at two pub. forums), integrating plans with the City's CIP is essential. What facilities Carlsbad builds will impact the major organizations in San Diego and the neighboring North County cities. Including the arts in the Master Plan for the Redevelopment Area will ensure a long lasting effect on that area's development. Continuation The Citizens Committee, appointed by the entire Council, wil involve interested citizens to work with the Arts Commission Commission will have representation). This Committee will r back to Council for approval of all elements of the plan. W the plan is approved, it will be incorporated into the prope city documents and thereby assure future funding. The Arts Office Manager serves on the Boards of the League o California Cities, Community Services Division and the San D County Public Arts Advisory Board which have the resources t distribute relevant information for broader impact. The Pu Art Administrator position will continue part-time, possibly full-time. The Arts Office and seven-member Arts Commission were establ by City Ordinance three years ago to plan, develop and promo the arts. Visable programs have now generated significant support in the community. While municipal support from the general fund has increased 300 percent and corporate support increasedto 20 percent of the total budget, Council did not allocate funds for public art last year. Funding from the N especially important this year because of emphasis city-wide planning, because of our loss of public art funds and becaus additional funds will enable us to work with the Redevelopme Agency. NEA funds will enable Carlsbad to produce a better, documented cultural plan. Enclosures: Attachments A-E Support Material grants/locals.NEA - 3 d 0 0 L- -- AGREEMENT FOR CULTURAL MASTER PLAN THIS AGREEMENT, made and entered into as of the 19th day of December, 1989, by and between CITY OF CARLSBAD, a municipal corporz hereinafter referred to as "City" and THE WOLF ORGANIZATION, hereinafter refc to as "Consultant". RECITALS City requires the services of Consultant to provide the necessary cons services for preparation of the Carlsbad Cultural Plan; and Consultant possesses the necessary skills and qualifications to provic services required by City. NOW, THEREFORE, in consideration of these recitals and the rn covenants contained herein, City and Consultant agree as follows: (1) CONSULTANT'S OBLIGATIONS Consultant agrees to develop a cultural master plan for the City of Carl California, as described in the proposal attached hereto and made a part h (2) CITY'S OBLIGATIONS The City shall make available to the Consultant such informatic necessary to complete the plan, handle scheduling and other details as 01 in proposal attached hereto and made a part hereof. (3) DURATION OF CONTRACT This agreement shall extend for a period of nine months from thc thereof. The contract may be extended for six additional months or parts tl 1 - 0 i) A- _- based upon satisfactory performance and the City of Carlsbad’s needs. (4) PROGRESS AND COMPLETION The work under this contract will begin within fifteen (15) days after rei of notification to proceed by the City and be completed within nine months of date. Extensions of time may be granted if requested by the Consultant and ag to in writing by the Arts Office Manager. In consideration of such requests Arts Office Manager will give allowance for documented and substant unforeseeable and unavoidable delays not caused by a lack of foresight on the of the Consultant or delays caused by City inaction or other agencies’ lack of ti action. (5) FEES TO BE PAID TO CONSULTANT The fee payable according to paragraph (22) shall not exceed $52,500 other compensation for services will be allowed except for changes coverc supplemental agreements per paragraph (6), CHANGES IN WORK. (6) CHANGES IN WORK If, in the course of this contract, changes seem merited by the Consulti the City, and informal consultations with the other party indicate that a char the conditions of the contract is warranted, the Consultant or the City may re1 a change in contract. Such changes shall be processed by the City in the folk manner: A letter outlining the required changes shall be forwarded to the C Consultant to inform them of the proposed changes along with a statemr estimated changes in charges or time schedule. After reaching mutual agrec on the proposal, a supplemental agreement shall be prepared by the Cit approved by the City Council. Such supplemental agreement shall not r 2 0 0 L.. r _. ineffective or invalidate unaffected portions of the agreement. Changes requi immediate action by the Consultant or City shall be ordered by the Arts 0 Manager who will inform the Consultant of the necessity of such action and fo up with a supplemental agreement covering such work. (7) COVENANT AGAINST CONTINGENT FEES The Consultant warrants that he has not employed or retained any com or person, other than a bona fide employee working for the consultant to solic secure this agreement, and the Consultant has not paid or agreed to pay company or person, other than a bona fide employee, any fee, commis percentage, brokerage fee, gift or any other consideration contingent up0 resulting from, the award or making this agreement. For breach or violati this warranty, the City shall have the right to annul this agreement without lial or, in its discretion, to deduct from the agreement price or consideratio otherwise recover, the full amount sf such fee, commission, percentage, brok fee, gift or contingent fee. (8) N 0 N - D I SC R I M I N AT1 0 N CLAUSE The Consultant shall comply with applicable State and Federal regarding non-discrimination. (9) TERMINATION OF CONTRACT In the event of the Consultant's failure to prosecute, deliver or perfor work as provided for in this contract, the City may terminate this contract fo performance by notifying the Consultant by certified mail of the termination contract. The Consultant, thereupon, has five working days to delivei documents owned by the City and all work in progress to the City Arts Ma 3 0 -- I- _- The Arts Office Manager shall make a determination of fact based upon documents delivered to City of the percentage of work which the Consultant performed which is usable and sf worth to the City in having the con completed. Based upon that finding as reported to the City Council, the Co shall determine the final payment of the contract. (1 0) DISPUTES If a dispute should arise regarding the performance of work under agreement, the following procedure shall be used to resolve any questions 0' or interpretation not otherwise settled by agreement between parties. questions, if they become identified as a part of a dispute among per operating under the provisions of this contract, shall be reduced to writing b Consultant or the Arts Office Manager. A copy of such documented dispute be forwarded to both parties involved along with recommended methoc resolution which would be of benefit to both parties. The Arts Office Mana! Consultant receiving the letter shall reply to the letter along with a recommt method of resolution within ten (IO) days. If the resolution thus obtain unsatisfactory to the aggrieved party, a letter outlining the dispute shz forwarded to the City Council for their resolution through the office of tht Manager. The City Council may then opt to consider the directed solution problem. In such cases, the action of the City Council shall be binding upc parties involved, although nothing in this procedure shall prohibit the p seeking remedies available to them at law. (11) RESPONSIBILITY OF THE CONSULTANT The Consultant shall be responsible for preparation of a Cultural Mastt 4 W W _- as outlined in the proposal attached hereto and made a part hereof. (12) SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tendering thirt days written notice to the other party. In the event of such suspensi termination, upon request of the City, the Consultant shall assemble the product and put same in order for proper filing and closing and deliver product to City. In the event of termination, the Consultant shall be paid for performed to the termination date; however, the total shall not excee guaranteed total maximum. The City shall make the final determination as portions of tasks completed and the compensation to be made. Compensai to be made in compliance with the Code of Federal Regulations. (13) STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in Consul own way as an independent contractor and in pursuit of Consultant’s indepe calling, and not as an employee of the City. Consultant shall be under coni the City only as to the result to be accomplished and the personnel assigned project, but shall consult with the City as provided for in the request for pro1 The Consultant is an independent contractor of the City. The payment to the Consultant pursuant to this contract shall be the full and con compensation to which the Consultant is entitled pursuant to this contract. Th shall not make any federal or state tax withholdings on behalf of the Consi The City shall not be required to pay any workers’ compensation insuran behalf of the Consultant. The Consultant agrees to indemnify the City for ar retirement contribution, social security, overtime payment, workers’ compen! 5 e W *- --. payment which the City may be required to make on behalf of Consultant or employee of Consultant for work done under this agreement. The Consultant shall be aware of the requirements of the Immigration Ref and Control Act of 1986 (8 USC Sec. 1101 - 1525) and shall comply with tl requirements, including, but not limited to, verifying the eligibility for employr of all agents, employees, subcontractors and consultants that are included in agreement. (14) PROPRIETARY INFORMATION The techniques and ideas provided under this Agreement consi confidential proprietary information belonging only to The Wolf Organization and the City. Employees or staff of the City may only use this informatic connection with the work that they do for City. City agrees to take reasoi steps necessary to safeguard the confidentiality of these techniques and idea! to prevent employees from using these techniques and ideas for their own per! advantage at the expense of The Wolf Organization, Inc. and/or City. (15) HOLD HARMLESS AGREEMENT The City, its agents, officers and employees shall not be liable fo claims, liabilities, penalties, fines or any damage to goods, properties or e of any person whatever, nor for personal injuries or death caused by, or res from, or claimed to have been caused by, or resulting from, any act or omisa Consultant or Consultant’s agents, employees or representatives. Cons agrees to defend, indemnify and save free and harmless the City and its authc agents, officers, and employees against any of the foregoing liabilities or i 6 I 0 m *- .). of any kind and any cost and expense that is incurred by the City on account of of the foregoing liabilities, including liabilities or claims by reason of alle defects in any plans and specifications, unless the liability or claim is due arises out of, solely to the City's negligence. (16) ASSIGNMENT OF CONTRACT The Consultant shall not assign this contract or any part thereof or monies due thereunder without the prior written consent of the City. (17) SUBCONTRACTING If the Consultant shall subcontract any of the work to be performed u this contract by the Consultant, Consultant shall be fully responsible to the Cii the acts and omissions of Consultant's subcontractor, as Consultant is for the and omissions of persons directly employed by Consultant. Nothing contain this contract shall create any contractual relationship between any subcontr of Consultant and the City. The Consultant shall bind every subcontractoi every subcontractor of a subcontractor by the terms of this contract applicaf Consultant's work unless specifically noted to the contrary in the subcontr, question approved in writing by the City. (18) PROHIBITED INTEREST No official of the City who is authorized in such capacity on behalf of th to negotiate, make, accept, or approve, or take part in negotiating, mi accepting, or approving of any design, architectural, engineering inspe construction or material supply contractor, or any subcontractor in connectic the construction of the project, shall become directly or indirectly inte personally in this contract or in any part thereof. No officer, employee, arc 7 e 0 .+ attorney, engineer or inspector of or for the City who is authorized in such cal and on behalf of the City to exercise any executive, supervisory, or other s functions in connection with the performance of this contract shall become di or indirectly interested personally in this contract or any part thereof. (19) VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent or emplo the City, either before, during or after the execution of this contract, shall afl modify any of the terms or obligations herein contained nor such verbal agre or conversation entitle the Consultant to any additional payment whatsoever the terms of this contract. (20) SUCCESSORS OR ASSIGNS Subject to the provisions of paragraph (16), Hold Harmless Agreeme terms, conditions and provisions hereof shall ensure to and shall bind each parties hereto, and each of their respective heirs, executors, administr successors and assigns. (21) OPTIONAL CONSUMER SURVEY Upon completion of Phase I the City and Consultant will mutually ag conduct or delete the optional consumer survey. Payment for survey is exceed $8,000 and shall be paid upon completion of the survey. (22) EFFECTIVE DATE This agreement shall be effective on and from the day and year first written for a period of nine (9) months. 8 e e a- -7 .+ (23) PAYMENT OF FEES Pavment Schedule $52,500 1. Initial Payment (Upon signature of contract) $5,000 2. Completion of Phase I $5,000 3. Completion of Phase II $5,ooa 5. Completion of Phase IV $1 O,OO( 4. Completion of Phase 111 $ 5,OOC 6. Completion of Phase V $ 5,OOC 7. Completion of Phase VI - including Executive Summary $ 9,50C Optional Consumer Survey $ 8,000 Total $52,50( Payment of fees shall be made within thirty (30) days after approval 01 and Master Plan phase. IN WITNESS WHEREOF, we have hereunto set our hands and seals. CITY OF CARLSBAD BY City Manager Title ATTEST: APPROVED AS TO FORM: City Clerk Assistant City Attorney Attachment: Proposal 9 e m '.b . -n * & REQUEST FOR QUALIFICATIONS Rev.1 C CITY OF CARLSBAD CULTURAL PLAN The City of Carlsbad invites your firm's interest in providing the consult; services for the development of a Cultural Plan for the City of Carlsbad. Selection Process At this stage of the process, the City wishes to determine your interes qualifications for this project. Please forward a letter of interest, statemc qualifications, personnel resume(s), and client list including names, addre and telephone numbers for reference to be received by the City no later tha November IO, 1989. Also to be included is a detailed description of previous that demonstrates the following: Experience, techniques, and methodologies used in previous ct~ plans. A brief summary of the-course of action your firm will ta successfully complete this project. A selection committee composed of City staff and Arts Commissioner evaluate project proposals and recommend consultant(s) for this project Carlsbad City Council. The selection committee will review submitted mal requested by this proposal and inwite a final group of firms to make a presen to the selection committee concerning their detailed proposal. Final selecl the consultant(s) will be made following these presentations. Please submit seven (7) original copies of your proposal to: 1. 2. Connie Beardsley, Manager, Arts Off ice City of Carlsbad, Arts Office 1200 Elm Avenue Carlsbad, CA 92008 Questions relative to this project proposal are to be directed solely to c Beardsley, Manager, Arts Off ice, at 61 9/434-2920. Thank you for your conside and we look forward to hearing from you. Backaround Carlsbad is located about 35 miles north of the City of San Diego on the so California coast. The City is governed by a five-member City Council unc CounciI/Manager form of government. Carlsbad is a general law city incorp in 1952. The City covers about 40 square miles and has a population of 62,000. Industries in the area include a major regional shopping center, 1 dealers, 22 hotels offering 1,825 rooms for tourist lodging, aerc 1 e e &b -8 -. 'P manufacturing, electronics, several business and light industry parks, numerous land developers building single and multi-family housing in a varie community settings. ScoDe of Work There are four major tasks to complete the Cultural Plan for the City of Carts 1) Long Range Strategic Plan for the Arts Office, 2) Public Art Plan, 3) CUI Facilities Plan and 4) Redevelopment Plan. These are outlined below. Satisfa completion of these tasks may require the formation of a consultant(s) pr team, or the consultant(s) may submit a proposal on one or more compor without including all four. It will be the role of the consultant(s) to develop assessment and res1 methodology, to administer the assessment, to synthesize all data and to pr periodic findings reports according to an agreed-upon schedule. Reports s be in a format ready for publication, as well as a comprehensive assessment I highlighting the findings. The consultant@) will facilitate and work with c committees including the Arts Commission and the Cultural Facilities Comr The project will be highly participatory. The consultant(s) will be expec develop a plan based on the needs assessment and will be expected to fa( acceptance of the plan by various agencies and organizations responsit implementation of the plan. The consultant(s) will present the final report 1 Council. The consuItant(s) will be expected to look at both the private and public sc relating to development, funding, organizational, access, individual artis regional needs and issues. The consuItant(s) may determine that additiona of study will be required based on review of data collected to date. The Arts Office is expected to receive a Locals Planning Grant from the N Endowment for the Arts, see attachment. As specified in the National Endowment for the Arts grant proposal, the ( Plan will include the following csmponents: 1. Long Range Strategic Plan for the Arts Office - review of existing prc internal structure, and services provided. The plan will identify go provide recommendations for a five-year plan to reach those go developing the plan, the consultant(s) will be expected to work with 1 and the Arts Commission. It is anticipated that there will be a mini two public meetings, facilitated by the consultant(s), and additional interest group meetings if needed. Staff has completed their evali programs to date and the Arts Commission has developed a Statement. Public Art Plan - review of Ordinance No. 1279 and adopted polic' 2. 2 e 0 I. .T' -N *. e plan will provide a strategic long-range plan with recommendatior process and funding. A half-time Public Art Administrator will be hi1 assist in developing a public art plan for Carlsbad. The consuItant(s) v expected to advise and work with the administrator on the developm the plan and facilitate a minimum of one public meeting. Both privat public funding will be reviewed. Facilities Plan - The consuItant(s) will provide a needs assessmen recommendations for kinds of facilities, locations and timeline, alternative plans for financing. The consuItant(s) will work with the CL Facilities Committee appointed by City Council, the Arts Commissio staff on the Facilities Component. The method of assuring public inpi be recommended by the consultant(s) and the Cultural Facilites Comn A needs assessment for a 580-seat theatre in the Redevelopment Are just been completed and will be available as a resource for the consult; In addition to identifying what facilities are needed in Carlsbad by thc 2020, methods of funding those facilities and implementation strategic also be addressed. If it is determined that a questionnaire should be it will be the consultant(s)'s responsibility to develop such a question Redevelopment - Integration of "arts district" and/or other creative cor into the redevelopment area's Master Plan. The Master Plan w developed in the next 18 months. The consultant(s) will also be expec look at the Redevelopment Area and develop recommendatior incorporating the arts in their Master Plan. Approximately $45,000 is available for the consuItant(s) fees, contingent on r of the National Endowment For the Arts Locals Planning Grant. Con3 proposals should estimate hours required for each task and the hourly ral consultant staff utilized on the project. Should the grant not be available, the be an adjustment of the scope of work and fees available to be mutually i upon by the City of Carlsbad, Arts Office and the consultant(s). 3. 4.