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Economic Development
DATE: October 1, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Nannette J. Beacham, Economic Development Director
Winifred Day, Arts & Culture Manager
Subject:
Arts Corridor Project Strategic Plan Presentations
FINANCIAL IMPACT: $50,000 (Account String: = 01364065-400201) Due to the requirements for obligating American Rescue
Plan Act (ARPA) funds by December 31, 2024, it is not
recommended to use ARPA funds for this project.
Therefore, the City recommends using General Fund
Public Art account to fund the development of the
Strategic Plan (Phase I). Implementation of the Strategic Plan (Phase II) will require funding from a currently
unidentified revenue source.
PREVIOUS COUNCIL
ACTION:
October 24, 2023, June 25, 2024
AGENDA
REPORT
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STATEMENT OF THE
ISSUE:
On June 25, 2024, City Council received a presentation
from Ceres Policy Research team and Richmond
Renaissance team. At that meeting, the City Council
provided additional clarity to the scope of work included in the original RFP, with the main change being a shift from focusing on establishing an Arts District to
establishing an Arts Corridor Program for 23rd Street and Macdonald Ave. At that meeting, Council also requested
that both firms revise and resubmit their proposals
(including presentations) and return to City Council after the summer session.
RECOMMENDED ACTION:
RECEIVE a presentation from Ceres Policy Research
team and Richmond Renaissance team regarding the
Arts Corridor Project Strategic Plan; RECEIVE direction regarding the finalization of the criteria used by City Council to select the final vendor; and DIRECT staff to return to City Council on October 15, 2024, with results of the scoring and award of the contract to either the Ceres Policy Research team or the Independent Arts and Media
as Fiscal Agent for Richmond Renaissance to develop a
Strategic Plan for a sustainable Art Corridor, in an
amount not to exceed $50,000 - Economic Development
Department (Nannette Beacham/Winifred Day 510-620-
6952).
DISCUSSION:
On October 24, 2023, the City Council directed staff to issue a Request for Proposal (RFP) before the end of the calendar year to consider establishing an Arts District, which included outreach to businesses, residents, and stakeholders. On December 22, 2023, the City of Richmond Arts and Culture Division released an RFP for consulting services for establishing an Arts District(s) (Attachment 1).
The City received two (2) proposals, one from Ceres Policy Research and another the Independent Arts and Media serving as fiscal agent for the Richmond Renaissance team (Richmond Renaissance). The initial review of both proposals consisted of scoring and interviews by a review panel consisting of City staff, Richmond Arts Commission members, and a representative from an outside agency. Policy synergies associated with this project include Arts and Culture Element, Richmond General Plan 2030, and Public Art Master Plan.
On June 25, 2024, City Council received a presentation from both firms. At that meeting, the City Council provided additional clarity to the scope of work included in the original RFP, with the main change being a shift from focusing on establishing an Arts
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District to establishing an Arts Corridor along 23rd Street and Macdonald Avenue. At that meeting, Council also requested that both firms revise and resubmit their proposals (including presentations) and return to City Council during the first meeting in September 2024. City staff developed and released a Guidance Letter to both firms on August 30, 2024, to memorialize the City Council direction and provide next steps (Attachment 2). The Guidance Letter included the following direction:
Submit a budget for the initial phase of work (strategic plan) totaling no more than $50,000
Ensure the proposal is reflective of the change of focus from an Arts District to an Arts Corridor.
o Per the Agenda Report from June 25, 2024, the definition of an Arts Corridor is as follows: Cultural (Arts) Corridors aim to foster equitable community development and celebrate local arts and culture in a particular geographic area.
An example is found in Buford, Georgia.
Ensure your proposal is limited to the Arts Corridor Program areas along (1) Macdonald Avenue from 41st Street & Macdonald Avenue near the Ryse Center extending past the East Bay Center for the Performing Arts and ending at the Richmond Museum of History/Nevin Park near 6th Street & Macdonald Avenue, and (2) 23rd Street between Rheem Avenue and Cutting Boulevard
Address questions and prompts regarding the built environment:
o Does your plan include an assessment of the built environment along the proposed corridors?
o What are the assets and what is the potential?
o What kinds of physical assets exist that can be invested in to be improved or repurposed? Other than surveys, focus groups and listening sessions, how will that information be gathered and incorporated into the proposed plan?
Provide more specificity around outreach in the defined Arts Corridor areas which includes the nearby neighborhood councils, business owners, organizations, and the Richmond Neighborhood Coordinating Council
Both firms were informed that other components remain as included in the original RFP.
In order to provide sufficient time for both firms to revise and resubmit proposals and presentations, City staff decided to bring this item back before City Council on October 1, 2024.
Questions from Firms and City Staff Responses
Per the Guidance Letter, both firms were able to ask clarifying questions to which the City provided responses. The following four (4) questions were received and answered by City staff:
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1. Could you please provide detailed information on the selection criteria and grading rubric that will be used to evaluate the proposals?
RESPONSE: Below please find the proposed criteria and corresponding percentages that City staff will recommend to City Council for use in evaluating the proposals. The proposed criteria remain similar to the criteria included in the original RFP with the exception that criteria regarding reference checks and cost were removed and some items were combined.
1. Quality, clarity, and responsiveness of proposal and presentation, ability to provide requested services and meet the needs of City, and understanding of services to be provided (including approach to community engagement) - 40%
2. Experience of firm in performing this type of service - 20%
3. Experience of key individual(s) assigned to the contract - 20%
4. Project schedule and depth of staff available to perform services within schedule - 20%
2. How will the proposal’s approach to community engagement, particularly with local businesses, residents, and artists, be weighed in the evaluation process?
RESPONSE: The approach to community engagement is proposed to be included in criterion #1.
3. Is the timeline for the strategic plan development flexible, or will any adjustments require formal approval if delays occur due to community outreach and data collection challenges?
RESPONSE: Per the Guidance Letter sent on August 30, 2024, the selected firm will have approximately 3-4 months to complete and submit the Strategic Plan for review by City staff and City Council. If the firm believes that the proposed timeframe is insufficient to effectively do the work, the firm should state that in their proposal and presentation.
Any adjustments to an agreed upon timeline would require a formal discussion with and approval by the City.
4. Does the City have a list of city properties on hand and readily accessible in the targeted areas that can be provided?
RESPONSE: The City does not have a readily accessible list or map of city properties within the targeted areas.
Presentations and Applicant Selection
Both firms submitted revised proposals and presentations per the deadline provided in the Guidance Letter (Attachments 3-6). Both firms will have 10 minutes to make presentations to City Council on October 1, 2024. To allow for a fair and transparent review process, City staff recommends that City Council utilize the following criteria to
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score a combination of the revised proposals and presentation (Attachment 7). If desired, City Council can provide revisions to the recommended criteria and City staff will update the scoring matrix in Attachment 7 for distribution to City Council members on October 2, 2024. City staff requests that each City Council member individually score both firms and submit the results to City staff at [email protected] by 5:00pm on October 7, 2024. This will provide City staff sufficient time to compile scores and develop an agenda report awarding the contract to the highest scoring firm for the Arts Corridor Strategic Plan. City staff anticipates returning to City Council on October 15, 2024.
Next Steps
Pending City Council direction on October 1, 2024, and final results presented to City Council on October 15, 2024, City staff will commence contract negotiations with the selected firm. The estimated effective contract date is set for October/November 2024.
Unless directed otherwise by City Council, the selected firm will have approximately 3-4 months to complete and submit the Arts Corridor Program Strategic Plan for review by City staff and City Council.
It was originally planned to utilize American Rescue Plan Act (ARPA) Funding for the development and implementation of the Arts Corridor Strategic Plan. Due to the requirements for obligating ARPA funds by December 31, 2024, it is not possible for ARPA funds to be utilized to implement any recommendations from the selected firm’s Arts Corridor Strategic Plan. Therefore, Phase II or implementation will require funding from a currently unidentified revenue source.
DOCUMENTS ATTACHED:
Attachment 1 – Original RLO RFQ/RFP
Attachment 2 - CMO - Richmond Arts Corridor Guidance Letter and Maps Attachment 3 – Ceres Policy Research - Revised Proposal Response Attachment 4 – Ceres Policy Research - Power Point Presentation Attachment 5 – Richmond Renaissance - Revised Proposal Response Attachment 6 – Richmond Renaissance – Power Point Presentation Attachment 7 – Proposed Scoring Matrix