City Council
Report
City Council Meeting: July 29, 2025
Agenda Item: 4.F
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To: Mayor and City Council
From: Oliver Chi, City Manager, City Manager's Office
Subject: Award RFP #439 for Film Permit Coordination, Permit Process Improvement, Marketing/Outreach, Notification, Monitoring, and Complaint Referral Services on Public Property, the Public Right-of-Way, and in City Facilities Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effects pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP #439 Film Permit Coordination, Permit Process Improvement, Marketing/Outreach, Notification, Monitoring, and Complaint Referral Services to Film Santa Monica, a California-based company, to provide film permit coordination, notification, and monitoring services for filming activities on public property, the public right-of-way, and in City facilities; and
3. Authorize the City Manager to negotiate and execute an agreement with Film Santa Monica at no cost to the City over an initial term of three years with one option for renewal of two years to be exercised at the City’s sole discretion.
Summary
The City of Santa Monica issues film permits to allow filming at various public locations and City facilities within Santa Monica. Since 2013, the City has contracted for film permit services due to the volume and complexity associated with these requests. Staff issued an RFP in February 2025 for film permit services that included film permit coordination, permit process improvement, marketing, notification, monitoring, and complaint referral services to determine the best vendor to streamline film permitting services to filmmakers and the community. After an extensive evaluation process and finalist interviews, staff recommends Film Santa Monica as the best bidder. Film Santa 2 of 6
Monica charges its own processing fees directly to the applicant, resulting in no cost to the City.
Discussion
A film permit is required for commercial filming or commercial still photography in any public space in Santa Monica including all streets, parks, City facilities, Santa Monica Pier, Santa Monica State Beach, and beach parking lots. Commercial filming and photography generally include motion picture and television productions, videos, web broadcasts, commercials, and off-news productions. Film permits are also required for student, educational, and non-profit filming.
Film permitting has been outsourced in Santa Monica since July 2013. Previously, all film permits were issued by the City directly, which required significant staff time and resources. Film Santa Monica would provide a no-cost alternative to the City while still giving the City the ability to approve or deny filming requests to ensure that they do not conflict with other municipal activities. Fees paid to the City would be collected through Film Santa Monica’s permitting system, in addition to fees charged by the film contractor for their own services.
All services Film Santa Monica provides are at a cost to the film company based on the types of permits and/or services required. As part of the recommended agreement, Film Santa Monica would coordinate and issue permits for all public areas in the city as well as City-owned facilities. In addition, Film Santa Monica would notify residents and businesses of filming, interface directly with filming agencies on behalf of the City, coordinate fee collection, and maintain permit records.
Vendor Selection
Bidder Recommendation
Best Qualified Firm Film Santa Monica
Evaluation Criteria Ability to meet objectives/successfully operate permit program, experience/technical competence, stability/references, costs of services/cost of control, value add/breadth of service, demonstration/presentation
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Municipal Code SMMC 2.24.190
RFPs Received
Film Santa Monica Film L.A., Inc. Pacific Production Services, LLC RFP Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
2/10/2025 City's Online
Bidding Site
Santa Monica Daily Press 27 3/3/2025
Justification to Award
Based on these criteria and criteria in SMMC 2.24.190, staff recommends Film Santa Monica as the best qualified firm based on its proposed value-added component of the RFP to the film permit program. Film Santa Monica is a division of Santa Monica Travel & Tourism and has successfully promoted Santa Monica as a regional, national, and international destination in the past. Santa Monica is considered one of the most iconic film destinations in the world and Film Santa Monica has a vision to streamline the film permit process, boost economic impact, and position Santa Monica as the most film-friendly destination in Los Angeles County.
Film Santa Monica Services
The Film Santa Monica team is well versed in marketing, event coordination, and stakeholder collaboration. With established connections in the tourism industry, Film Santa Monica was able to secure a partnership with Visit California to feature Regent Santa Monica Beach (formerly Loews Santa Monica Beach Hotel) in their Super Bowl LVI commercial “Am I Dreaming?” in 2022; the Super Bowl LVI broadcast had 112.3 million viewers. Santa Monica Travel & Tourism has also worked with Pacific Park for a variety of photoshoots and video shoots, including coordinating with location partners, transporting bags and props, and providing meals and transportation for such activities. 4 of 6
Marketing Services
Film Santa Monica is uniquely positioned to elevate the City of Santa Monica’s film permit program by leveraging prior expertise in destination marketing, industry partnerships, and strategic outreach. Through targeted marketing, industry engagement, and strategic facilitation, Film Santa Monica would highlight the city’s diverse locations and provide proactive support to production teams by offering scouting assistance and coordinating with local businesses and stakeholders to minimize disruptions.
Economic Development
Film Santa Monica would work to promote Santa Monica globally with a focus on balancing local business interests and resident concerns, while maximizing economic benefits. Through Santa Monica Travel & Tourism, Film Santa Monica has been marketing Santa Monica as the premier beach destination for over 43 years and can promote Santa Monica as a desirable place to film and photograph in California. They aim to attract more film, television, and other productions to the area with dynamic pricing, seasonal strategies, and neighborhood guidelines.
Location Manager Outreach Services
Film Santa Monica would also offer a concierge approach for film crews by bringing hospitality and industry relationships to the forefront. With Santa Monica Travel & Tourism, the organization has a proven track record of coordinating special production services, including catering, hair and makeup services, wardrobe, and more. They also have vast experience in hosting numerous Familiarization (FAM) Tours to buyers from around the world. Since 2023, the group has hosted 98 FAM tours with 28 in 2025 thus far.
Compliance and Conduct
Film Santa Monica would confirm compliance of film permit requirements, including prioritizing safety and respect for local businesses and residents, as well providing onsite monitoring services on a regular basis during production. 5 of 6
Based on these considerations, staff believe that the City’s best interests are served by selecting Film Santa Monica as the film permit contractor.
Next Steps
Once the agreement has been executed, Film Santa Monica would launch FilmSantaMonica.com as a one-stop resource for filmmakers. The website would showcase incentives and production resources, local vendors and crew directories, success stories of past productions, familiarization tours, as well as permit applications and guidelines. The Film Santa Monica team would also host stakeholder briefings with City departments, businesses leaders, and community partners.
Film Santa Monica also plans to engage in direct outreach with content creators, commercial agencies, and independent filmmakers who can benefit from Santa Monica’s unique offerings. Film Santa Monica plans to launch with updated photography and videography of all filming locations, destination images, and how-to guides. By maximizing the number of permits issued, they would generate increased permit revenue while reinforcing Santa Monica’s brand as a premier creative destination.
Increased film production could translate to greater revenue for local businesses as well, including hotels, restaurants, and other service providers.
Environmental Review
Awarding the RFP and authorizing the City Manager to negotiate and execute an agreement with Film Santa Monica in accordance with the formal procedures of the SMMC is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines which states that CEQA does not apply “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” Awarding the RFP and authorizing the City Manager to negotiate and execute an agreement with Film Santa Monica is administrative in nature. Therefore, it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
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Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the recommended action. Film Santa Monica would charge its own processing fees directly to the applicant, resulting in no cost to the City. Staff will return to Council if specific budget actions are required in the future.
Prepared By: Melissa Spagnuolo, Community Partnerships Manager Approved Forwarded to Council
Attachments:
A. Film Santa Monica Levine Act Disclosure
B. Film Santa Monica Oaks Initiative Disclosure