Agenda Item # 6.B.
Council Agenda Report
To: Mayor Silverstein and the Honorable Members of the City Council Prepared by: Kristin Riesgo, Community Services Director Approved by: Steve McClary, City Manager
Date prepared: August 9, 2023 Meeting date: August 28, 2023 Subject: Road Race Request for Proposals
RECOMMENDED ACTION: At the recommendation of the Road Race Ad Hoc Committee, open a Request for Proposals (RFP) for the two allowable Road Race Temporary Use Permits.
FISCAL IMPACT: There is no fiscal impact associated with the recommended action.
WORK PLAN: This item was not included in the Adopted Work Plan for FY 2022-23.
This project is part of normal staff operations. Staff continue to work on ongoing projects and normal business while the FY 2023-24 Work Plan is finalized.
DISCUSSION: On December 11, 2012, the Council adopted City Council Policy #47 - Road Race Policy (Attachment 1). In accordance with the Road Race Policy, the City may grant a maximum of two temporary use permits for marathons, triathlons, and cycling events per calendar year.
On August 12, 2013, the City entered into a 10-year Agreement with Michael Epstein Sports Productions Inc. to host the Malibu Triathlon (Triathlon) through November 1, 2023. From 2017 to 2021 the Agreement transferred between two agencies, with the current race organizer, Super League Holdings PTE LTD (Super League), organizing the race in City limits since 2021.
On November 14, 2022, Council reviewed a proposal for a new five-year Agreement with Super League, which would allow them to continue operating the event through October 2027. Council assessed the request and directed staff to bring back an item in January 2023 to form and appoint members to an Ad Hoc Committee to review the City’s Road Race Policy and proposed Super League Triathlon agreement.
City Council Meeting
08-28-23
Item
6.B.
Agenda Item # 6.B.
On January 9, 2023, Councilmembers Grisanti and Riggins were appointed to the Road Race Ad Hoc Committee (Ad Hoc). The Ad Hoc met with staff and reviewed the Road Race Policy and the two approved Road Race Agreements with Super League and Malibu Race Series LLC. The Ad Hoc recognized that both Road Race Agreements would expire in 2023. Upon further evaluation of the races’ Temporary Use Permits, race impacts, Los Angeles County permitting requirements, and community interest, the Ad Hoc recommended opening a Request for Proposals (RFP). Opening an RFP would allow an opportunity to evaluate impacts, safety, and community benefits of a road race.
In addition, it will provide an opportunity for the current and interested race organizers to present race proposals for Council consideration.
Staff worked with the Ad Hoc to draft the Road Race RFP, and will require race organizers to submit a proposal with the following information:
• General race details such as timelines, number of attendees, and registration fees • A race plan including course details and intersection closures • Type of race event and event elements such as merchandise and food vendors • Public safety plan
• Community outreach and involvement
• Financial documentation
• Proof of insurance
• References
If selected, the race organizer will also work with City staff and submit all required documents, permits, and referrals, as part of race requirements listed in the City Council Policy #47 - Road Race Policy.
Should the Council approve opening a Road Race RFP, staff will work with the Ad Hoc to review proposal requirements, timelines, and selection process. Following the RFP process, the Ad Hoc will provide a recommendation for Council consideration to enter into an Agreement with a maximum of two race organizers to conduct race events in City limits through 2028.
ATTACHMENTS: City Council Policy #47 – Road Race Policy City of Malibu
City Council Policy
Policy #47
______________________________________________________________________ Title: Road Race Policy
Purpose: To establish a process for permitting the use of public roadways for non-motorized (walking, running, bicycling) races and events conducted by the private sector that affect residents or use of public resources.
Policy Statement:
This policy is intended to insure the city and its residents have adequate advance notice of any proposed race or related event and the cooperation of the organizers in order to properly plan city services, such as security, sanitation and traffic control, that are required for such an event.
Implementation:
This policy applies to marathons, triathlons and bicycling races or related events requiring the use of public roads in the City of Malibu.
A. Race requirements
1. A City of Malibu Temporary Use Permit is required for all race events;
2. The City may grant a maximum of two (2) temporary use permits for marathons, triathlons, and cycling events per calendar year;
3. Race courses are limited to the section of Pacific Coast Highway between Zuma Beach and the western city limits of Malibu;
4. Race events may only take place the weekend following Labor Day through April 15;
5. Race events may not be held within 30 days of another race event;
6. Race events must be held on Saturdays and/or Sundays, excluding Citydesignated holidays;
7. Race events must take place during daylight hours, between sunrise and sunset;
8. In the event of a “Red Flag Warning” condition, as determined by the Los Angeles County Fire Department, race organizers shall be required to cancel or postpone any race event on the affected days; and
9. The City retains the right to require cancellation or postponement of any race event that risks the health and safety of the racers, spectators, and/or residents due to inclement weather, floods, fire, or other similar circumstances which substantially interfere with the operation of the race event.
B. Requests that exceed race requirements
In order to exceed the requirements, event organizers are required to submit a completed Temporary Use Permit Application and receive City Council approval of the proposed modifications by adoption of a resolution.
C. Additional application requirements
In addition to the application requirements, the following additional information, submitted to the Planning Division, shall constitute a complete application:
1. An overall race plan which includes:
a. Course route designation;
b. Proposed road and intersection closures;
c. Locations of proposed first aid, water stations and restroom facilities; and d. Location of medical assistance facilities, to be determined by the Los Angeles County Fire Department.
2. Maximum number of participants
3. Traffic and Parking Plan
a. For events on City streets, the plan shall be approved by the City Public Works Department.
b. For events on State highways, the plan shall be approved by the State of California Department of Transportation (Caltrans).
D. Special Event Encroachment Permit
In addition to the Temporary Use Permit, a Special Event Encroachment Permit shall be obtained from the City Public Works Department for any events, including but not limited to setup, race course, staging, and parking, to be located in any City public right-of-way.
E. Interagency permits
The applicant shall be responsible for obtaining all required permits and permissions from all applicable agencies and jurisdictions. The applicant must comply with all conditions set forth by all applicable agencies and jurisdictions, including but not limited to:
1. City of Malibu Planning Department
2. City of Malibu Public Works Department
3. State of California Department of Transportation
4. State of California Department of Parks and Recreation
5. California Highway Patrol
6. County of Los Angeles Sheriff’s Department
7. County of Los Angeles Department of Beaches and Harbors
8. County of Los Angeles Department of Health Services
9. County of Los Angeles Fire Department
10. County of Los Angeles Department of Public Works
Date Adopted:
December 10, 2012