Administrative
Report
N.2., File # 22-4957 Meeting Date: 10/11/2022
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF THE RELEASE OF A
REQUEST FOR PROPOSALS FOR FACILITY MANAGEMENT OF THE VETERANS PARK
COMMUNITY CENTER/HISTORIC LIBRARY
EXECUTIVE SUMMARY
In 1991, the City Council approved the repurposing of the former Main Library building located in Veterans Park as a banquet and special events center to be operated by a private concessionaire.
The building was re-named the Veterans Park Community Center (facility) and was seismically retrofitted and renovated to accommodate the new use. The facility was operated this way until 2020 when the Agreement with the previous concessionaire expired and the facility was closed due to the COVID-19 pandemic.
Rather than resuming banquet and special event uses at the facility post pandemic, the City Council, on January 4, 2022, directed staff to identify alternative opportunities and obtain additional public input on how the facility should be operated. Following extensive community outreach, staff presented the findings to the City Council at its regular July 12, 2022 meeting. The City Council directed staff to develop a request for proposal (RFP) that would provide a facility operator to manage the facility in a manner that is consistent with the input received from the community and the commissions, includes public access, incorporates the City’s history and the arts; utilizes outdoor space, when appropriate; includes a café or food service option; and provides opportunities for residents to use the facility at a reduced rate. The proposed RFP incorporates these goals and is ready for the City Council’s review and consideration of approval of its release.
BACKGROUND
The Veterans Park Community Center is an 11,400 square foot landmark building listed on the National Register of Historic Places. It served as the city’s Main Library from 1930 through 1991. In January 1991, the building incurred substantial seismic damage as a result of the Sierra Madre earthquake, forcing its closure to the public. In late 1991, the City Council approved the repurposing of the facility as a banquet and events center and initiated plans for construction of a new library facility adjacent to the Civic Center. The facility was renovated to include seismic upgrades and a historic restoration to accommodate its new use. Following completion of the renovation in 1995, the City issued an RFP for the facility’s catering and management operations. Spectrum was awarded the contract for operation of the facility in 1996. This contract was renewed in 2013 and remained active until its expiration on October 31, 2020. At that time, the vendor elected not to pursue a renewed contract and vacated the facility. It has remained closed due to precautionary measures
N.2., File # 22-4957 Meeting Date: 10/11/2022
renewed contract and vacated the facility. It has remained closed due to precautionary measures associated with the COVID-19 pandemic.
On January 4, 2022, staff presented a draft RFP to the City Council that would provide an opportunity for a concessionaire to manage the facility in a similar model as was done previously by Spectrum.
The City Council requested that staff conduct outreach with the community to solicit feedback on how the facility should be used and to determine if there are other preferred uses and operating models for the facility. Outreach was conducted and included a community survey; two open house events; and multiple community discussions with the Recreation & Parks and Public Art commissions. Staff presented the findings to the City Council at its regular July 12, 2022 meeting. The City Council directed staff to develop an RFP that would provide a facility operator to manage the facility in a manner that is:
· Open to the public
· Incorporates the City’s history and the arts
· Takes advantage of the outdoor space, when appropriate · Includes a café or food service option
· Provides opportunities for residents to use the facility at a reduced rate Proposed RFP: Included as Attachment 1 is the RFP that seeks to accomplish the previously stated goals. If approved by the City Council, the RFP would be released on October 20 to allow the required time for notice of its release in the local newspaper. Two optional pre-proposal conferences will be held at the facility to provide potential proposers an opportunity to walk the facility in its entirety prior to developing their proposals. Time will be included for proposers to ask critical questions so that the final proposals may be as concise as possible. Completed proposals would be due to the City on December 15. Staff review of the proposals, interviews with the selected finalists, and negotiations of basic concessionaire terms are expected to take 2 - 3 months. Staff anticipates bringing a recommendation to the City Council for concessionaire management of the facility in March, 2023.
Recently, the facility hosted the ninth annual CA 101 art exhibit that included over 70 different artworks across all types of media. This event was very well received by the public, who experienced the transformation of the facility into a community focal point for the visual arts and served as an example of the facility’s possible future use.
COORDINATION
The Community Services and Public Works Departments developed this report with additional assistance from the City Manager’s Office.
FISCAL IMPACT
The fiscal impact is unknown at this time and will be determined once a facility management operator is selected.
APPROVED BY:
Mike Witzansky, City Manager
N.2., File # 22-4957 Meeting Date: 10/11/2022
ATTACHMENTS
· Proposed RFP