Administrative
Report
N.1., File # 23-6260 Meeting Date: 10/17/2023
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION ON THE UTILIZATION OF THE VETERANS PARK
HISTORIC LIBRARY/COMMUNITY CENTER FACILITY
RECEIVE AND FILE THE PROPOSALS RECEIVED FROM CHEF DORA PRESENTS AND MADE BY MEG IN RESPONSE TO RFP# 2223-004 - FACILITY MANAGEMENT AND OPERATION OF
THE VETERANS PARK HISTORIC LIBRARY/COMMUNITY CENTER
DIRECT STAFF TO IMPLEMENT A HYBRID OPERATING MODEL FOR THE VETERANS PARK
HISTORIC LIBRARY/COMMUNITY CENTER THAT MAINTAINS CITY CONTROL OVER THE
FACILITY DURING CERTAIN PERIODS OF TIME TO ALLOW FOR PERIODIC PUBLIC CULTURAL
ARTS AND EVENTS PROGRAMMING AND WORKS IN PARTNERSHIP WITH A CONCESSIONAIRE THAT WOULD OPERATE A PUBLIC SERVING CAFÉ AND BE ALLOWED TO
SCHEDULE/HOST PRIVATE EVENTS
AUTHORIZE STAFF TO NEGOTIATE THE TERMS OF A CONCESSIONAIRE AGREEMENT AT THE
FACILITY WITH CHEF DORA PRESENTS THAT REFLECT THE HYBRID OPERATING MODEL
AND PRESENT THE DRAFT TERMS FOR CONSIDERATION OF APPROVAL AT A FUTURE CITY
COUNCIL MEETING
EXECUTIVE SUMMARY
The Veterans Park Historic Library/Community Center (Facility) is a landmark building listed on the National Register of Historic Places. It has served as the City’s Main Library as well as an event venue for private gatherings. Most recently, the City held a contract with Spectrum for operation of the Facility from 1996 to 2020.
In January 2022, rather than issue a request for proposals (RFP) to replace the Spectrum Agreement, the City Council requested that staff solicit community feedback on preferred uses and operational models for the Facility. In October 2022 the City Council approved the release of an updated RFP seeking a facility operator to manage the Facility in a way that would make it open to the public, incorporates the City’s history and the arts, takes advantage of the outdoor space, includes a café or food service options, and provides opportunities for residents to use the Facility at a reduced rate.
A total of two proposals were received and reviewed by staff. Neither proposal in staff’s view fully achieve the public art and cultural programming goals desired by the City. As a result, it is staff’s
N.1., File # 23-6260 Meeting Date: 10/17/2023
achieve the public art and cultural programming goals desired by the City. As a result, it is staff’s recommendation that a hybrid operating model (and corresponding concessionaire agreement) be implemented at the Facility that ensures the City has control over the site, during certain times of the year, and can accommodate occasional cultural arts events that are open to the public.
In order to define/implement the hybrid concept and begin drafting a reflective concessionaire agreement, it is recommended that the City Council authorize staff to enter into negotiations with Chef Dora Presents (CDP). Of the two interested parties, Chef Dora presented the proposal with the best grasp of the City’s cultural goals, commitment to public access, and willingness to provide a year -round public serving café. If approved, staff would work with CDP to develop draft agreement terms that would be presented at a future City Council meeting for consideration of approval and/or follow up direction.
BACKGROUND
History of the Veterans Park Historic Library/Community Center The Facility 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 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, which allowed it to manage the Facility for private rentals with little City oversight and control regarding what events and activities took place. In return, the City was provided a percentage of total revenue. This contract was renewed in 2013 and remained active until its expiration on October 31, 2020 with the vendor electing not to pursue a renewed contract. As a result of the COVID-19 pandemic, the Facility remained closed for two years. Since then it has been used to host two, highly successful, CA 101 public art events provided by the Friends of the Redondo Beach Arts.
Request for Proposals
On January 4, 2022, staff presented a draft RFP to the City Council to replace Spectrum. The City Council requested that staff conduct outreach with the community to solicit feedback on how the Facility should be used to determine if there are other preferred uses or operating models. 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 updated 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 This updated RFP, attached, was approved by the City Council on October 11, 2022. The RFP was issued on October 20 and was distributed to twelve event and catering vendors that had expressed
N.1., File # 23-6260 Meeting Date: 10/17/2023
issued on October 20 and was distributed to twelve event and catering vendors that had expressed interest in the Facility throughout the City’s outreach efforts. The RFP was also posted to the Arts for LA general listing webpage, which is an arts advocacy organization that connects arts and culture stakeholders throughout Southern California. In addition, the RFP was distributed to all commissioners on the Recreation & Parks, Historical, and Public Art commissions with a request to have it shared widely with anyone in their individual networks that may be interested in shaping the future of the Facility.
Two responsive proposals were received prior to the December 15, 2022 deadline for submissions.
The proposals were submitted by, in alphabetical order, CDP and Made by Meg (MBM). An interdepartmental team that included the Community Services and Public Works Departments, along with the City Manager’s Office, was created to review the proposals, conduct interviews, and make a recommendation on a preferred concessionaire. The review team conducted interviews with both prospective concessionaires on January 24, 2023 to further discuss their concepts involving the arts and history components. Following the interviews, staff conducted reference checks for both organizations, including current and recent clients. Both organizations had exceptional references and were highly recommended. Following intensive review and discussion of all proposal materials, the interdepartmental team recommends CDP as its preferred vendor to operate and manage the Facility. Overall, CDP’s proposal better demonstrates a creative and flexible approach to how the Facility can operate while celebrating the arts and City history while also making the Facility available to the community.
Chef Dora Presents’ Proposal
Overall, staff was impressed with the level of creativity both proposals employed in their vision for the Facility, their many years’ experience in the food and hospitality industry, and the strong desire to partner with the City on the future uses of the Facility. Ultimately, the review team selected CDP as its preferred vendor based on a number of factors, including CDP’s focus on the arts and history.
The Council expressed a strong desire to incorporate these elements in the final use of the Facility in more creative ways, as much as is feasibly possible. CDP has already built a relationship with the Friends of the Redondo Beach Arts, a nonprofit organization that has held its annual CA 101 art exhibit at the Facility the last two years. CDP provided its services at the organization’s latest art exhibit held in August to enhance the event as well as participate in celebrating the arts. CDP continues to express its interest in strengthening its relationship with local art organizations to incorporate the arts into future events on the Facility’s calendar as well as through other creative uses and installations such as a rotating sculpture showcase, classes, and art walks.
Another component of CDP’s proposal is its intent to keep the Facility open during regular business hours, regardless of whether the Facility has a scheduled event or activity. The Facility would be staffed during regular business hours and all would be welcome to stop by and visit as long as it would not conflict with scheduled events or activities. This level of accessibility was not possible previously, with many long-time residents visiting the interior of the Facility for the first time in many years during the open house events held to obtain public input on the RFP. CDP has expressed a commitment to welcoming the community into the Facility to appreciate its unique architecture and potential as an event venue.
The community’s use of the Facility was expressed as an important component of CDP’s proposal and extends beyond offering a discounted event rate for residents and the City. CDP has outlined creative and collaborative events, activities and seasonal gatherings that its team would provide for
N.1., File # 23-6260 Meeting Date: 10/17/2023
creative and collaborative events, activities and seasonal gatherings that its team would provide for the community such as watch parties (i.e. Kentucky Derby), themed holiday events such as Santa in the Park, concerts, movies and classes, to name a few. CDP’s team has demonstrated an openness and excitement to provide creative and innovative activities that would transform the Facility into a community gathering place that the community can be a part of. While MBM’s proposal also included a number of creative events that would be enjoyed by the community, CDP’s approach more closely mirrored the level of community involvement that the City envisions for the Facility.
The inclusion of a café component to the regular operations of the Facility was one of the initial requests of the City Council and was included in both of the final proposals. Ultimately, CDP’s vision and implementation of a daily Beachside Bistro serving light beverages, coffee, fresh pastries, health elixirs, protein bars, and more was better aligned with the City’s vision for the Facility. The Beachside Bistro would take advantage of the existing oceanfront infrastructure immediately west of the Facility.
CDP’s concept also includes the collaboration with local small businesses to have complimentary offerings at the bistro to mutually support their respective businesses such as yoga instruction, followed by wellness and recovery food and beverage items available at the bistro for participants.
Considering the Facility’s proximity to the weekly Farmers’ Market, CDP’s proposal included many opportunities to utilize the vendor’s and their offerings in both the preparation of food for the bistro as well as interactive activities such as the coordination of nutrition classes using items purchased from the market or events where CDP would walk the market with participants and come up with a recipe based on the market’s offerings. Participants would then enjoy a cooking demonstration and tasting at the Facility using the market’s ingredients. While MBM’s proposal included a café component, it would only be open on select days, dependent on other activities in the Facility.
Overall, CDP’s proposal excelled in its commitment to involving and welcoming the local community and businesses to the Facility in ways that would enhance the experience for all visitors and celebrate the uniqueness of the Facility. CDP’s experienced team has a proven track record for transforming public spaces and facilities while remaining true to their histories.
Hybrid Model
Staff is proposing a hybrid model for Facility operation and management that provides enhanced flexibility and control for the City. This flexibility would help ensure that the community is able to enjoy a variety of public and private events and activities, while also affording time for the City to coordinate select events that focus on the arts, or provide an additional benefit to the community.
There are multiple variations for a hybrid model, and staff is seeking the Council’s input on the most desirable terms for the Agreement. For example, CDP could manage and operate the Facility for eight months of the year, with the City maintaining the freedom to program events and activities for the remaining four months. This unique flexibility could lead to a shorter agreement term, staffing needs to manage and program the Facility during the City’s assigned time, or a larger allocation of funding to upgrade and restore the Facility prior to its opening, to name a few.
Ultimately, CDP remains committed to the development of a hybrid business model and the associated Agreement with the City. Staff is encouraged by CDP’s ongoing flexibility, understanding of the City’s position in wanting to ensure the Facility is enjoyed by the community, and interest in developing a strong partnership that focuses on the unique value, and ultimate success, of the Facility.
N.1., File # 23-6260 Meeting Date: 10/17/2023
Staff also maintained contact with MBM’s team to discuss the hybrid approach and provide the opportunity to consider whether there would be an interest in this type of a model for the Facility, especially since it was not included as part of the original RFP requirements. MBM affirmed that it would be interested and willing to develop a hybrid management agreement and reiterated the firm’s continued interest in managing and operating the facility, should an opportunity to do so present itself in the future.
Staff recommends that the City Council approve the commencement of negotiations with CDP on a hybrid model for use of the Facility and provide input on the terms of a final Agreement.
COORDINATION
The Community Services and Public Works Departments, along with the City Manager’s Office, worked to formulate this recommendation, with the Community Services Department and the City Manager’s Office developing the administrative report.
FISCAL IMPACT
The fiscal impact is unknown at this time and will be determined once a more detailed scope of agreement services has been developed that reflects the recommended hybrid operating model.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· RFP# 2223-004 Facility Management and Operation of the Veterans Park Historic Library/Community Center
· RFP Proposal - Chef Dora Presents
· RFP Proposal - Made by Meg Proposal