Agenda Item No: L.5
AGENDA REPORT
DATE: December 2, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-242 PR Downtown Theatre Management Agreement
Authorizing the City Manager to Negotiate a Management Agreement with Rodgers Creative Enterprises to Manage and O perate the Fairfield Center for Creative Arts, also Known as the Downtown Theatre
Funding Source: N/A
Contact: Kristina Kaunzinger, (707) 428-7470
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Authorize city manager or his assigned designee to negotiate a management agreement with Rodgers Creative Enterprises to provide comprehensive oversight and management of the City’s Downtown Theatre.
DISCUSSION
Since 2012, and through extension renewals, the Downtown Theatre Foundation for the Arts (DTFA) has been contracted to operate and manage the Fairfield Center for Creative Arts, commonly referred to as the Downtown Theatre. Per the recent agreement the City provides direct funding, $30,000 each quarter, reimburses 60% of utility costs, and covers miscellaneous direct costs associated with various maintenance and repairs conducted by City staff. City staff time is not billed for the repairs. The average impact on the General Fund is $175,000 per year.
At the 2025 City Council retreat, direction was given to solicit a Request for Qualifications (RFQ)/Request for Proposals (RFP) seeking comprehensive venue management of the Downtown Theatre. Explicit requirements within the solicited scope were to reduce the subsidy and reliance on General Fund and actively engage with meeting the vision of the “Heart of Fairfield” plan.
An RFQ/P was released on May 19, 2025, and the city received three responses – Downtown Theatre Foundation for the Arts (DTFA), Rodgers Creative Enterprises (Rodgers), and Big Lights, Little City (BLLC). All three companies were deemed qualified and invited to a first round of review/interviews. A selection committee comprised of six individual s participated in independent review of the Statements of Qualification (SOQs) documents and collectively participated in interviewing the respondents. The committee included: City Manager , David Gassaway, Community/Economic Development Director, David Zel lers, Park & Recreation Superintendent, Juanita Johnson, Communications Manager, Bill Way, Parks & Recreation Administrative Services Manager, Stacy Phillips, and Community/Economic Development Project Manager, Keisha Mamaril. Park & Recreation Director, Kristina Kaunzinger, facilitated the RFQ/P process and interviews.
The results of the first round were as follows: 1st – BLLC, 2nd – Rodgers, and 3rd – DTFA. While DTFA ranked 3rd, in consideration of the long-standing relationship with the city, and as current operator, DTFA was included in the second round.
The second round required respondents to prepare an overall operating plan, business plan, marketing plan and cost proposal. The same selection committee members independently reviewed and scored the submitted documents. All three respondents were invited to interview and provide a presentation of their plans. The same selection committee, except for City Manager David Gassaway, were present for the interview/presentations. The results of the second round were as follows: 1st – Rodgers, 2nd – BLLC, and 3rd – DTFA.
Each of the respondents has experience and capacity to solicit donations, sponsorship, and volunteers in support of the operation and needs of the Theatre.
Each of the respondents have experiential knowledge of the operational needs of the Downtown Theatre, with representatives who are currently, or had formerly been directly involved with operations, programming, and technical assistance.
All three respondents conveyed a passion for the creative arts and acknowledged the importance of providing community arts through the Downtown Theatre.
In summary of the three respondents:
Big Lights, Little City
Diverse/comprehensive business/management
Presented diverse and creative uses of the facility
Provided an escalating reduction of city support
Multiple venues - experienced management team
Indicated desire and excitement to work with other respondents and Solano County groups
Rodgers Creative Enterprises
Diversity of services relating to theatre, arts and community Presented diverse and creative uses of the facility
Provided an escalating reduction of city support
Indicated desire and excitement to work with other respondents and integrate other groups
Downtown Theatre Foundation for the Arts
Community oriented
Presented additional program idea
Requested additional financial support with on-going contribution from the City’s General Fund
Stated if not selected, would move programming to a different venue
The RFQ/P process required respondents to the SOQ to include a minimum of three references that best mirror the required scope of services illustrated in the RFQ/P solicitation. Staff conducted phone interviews with references.
Staff are seeking approval of the proposed resolution, authorizing the city manager or assigned designee to negotiate a contract with Rodgers to provide management services of the Downtown Theatre.
FINANCIAL IMPACT
None currently. The draft agreement will be presented to council for approval at a future regular council meeting.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Staff will proceed with any alternative action as directed by council.
COORDINATED WITH
N/A
STAFF CONTACT
Kristina Kaunzinger, Parks & Recreation Director
(707) 428-7470
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: DRAFT Scope of Services
Attachment 4: Score Sheets Round 1
Attachment 5: Score Sheets Round 2
Attachment 6: Rodgers Plans Submittal
Attachment 7: Big Lights Little City Plans Submittal
Attachment 8: DTFA Plans Submittal