CITY COUNCIL: Report & Policy Direction on Circulating a Request for Proposal (RFP) for Management & Operation of the Children's Experimental Theater

Meeting Date: November 2, 2010
Prepared by: Rich Guillen

City Council
Agenda Item Summary

Name: Receive report and provide policy direction on circulating a Request for Proposal (RFP) for the management and operation of the Children’s Experimental Theater.

Description: Stephen Moorer of the Pacific Repertory Theater (PacRep) informed staff that he is authorized to manage the Children’s Experimental Theater (CET) and requested that his lease with the City for the use of the Forest Theater include using the CET indoor theater. PacRep has the keys and oversight of CET’s assets and indoor theater. Forest Theater Guild (FTG) board member Safwat Malek also inquired about using the CET indoor theater and asked for FTG’s contract to be amended to manage CET. Since the lease agreements for both PacRep and FTG have expired, now is a good time to review each lease to determine which agreement should be amended to include managing and operating CET and its indoor theater.

Overall Cost: The current leasing rate for use of the indoor theater is $160/month, plus any user charging admission or collecting a donation as a condition of admission must pay 10% of gross receipts. Staff recommends as part of evaluating any RFPs received that consideration be given to revising this fee structure.

Staff Recommendation: Provide policy direction.

Important Considerations: Preparing and circulating an RFP is the most equitable way to select a manager/operator of the CET indoor theater. At minimum, the RFP should include goals and objectives for the operation of the CET indoor theater, operational budget, qualifications and evaluation criteria.

Once the RFPs are received, an independent evaluation committee must review and recommend to the Council the most qualified candidate. Council will make the final decision on who is selected. Another alternative based on the attached letter submitted by the PacRep, would be to forego circulating an RFP and instead direct staff to negotiate a lease agreement with them.

Decision Record: None.

Reviewed by:


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Rich Guillen, City Administrator Date