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  Agenda Item   14.    
City Council Meeting
Meeting Date: 03/21/2023  
FROM: Bill Gallardo

Professional Services Agreement with Arts Orange County for Cultural Arts Master Plan
Approve the Professional Services Agreement in an amount not-to-exceed $50,000.
The City of Brea prides itself on being a forward-thinking organization which takes proactive measures to make our community a great place to live, work and play. With that in mind, the City took on a large-scale community engagement effort in 2017, Brea Envisions, to hear what residents are hoping to see in the coming years. Out of Brea Envisions a Community Strategic Plan was created highlighting various values and initiatives to focus on.

As the Curtis Theatre and Brea Gallery have both surpassed their 40th years of operation, and the Art in Public Places Program nearing its 50th, staff, with support from the Cultural Arts Commission, have an interest in taking the next step in determining the future of Brea’s Cultural Arts facilities and programming. As part of the Fiscal Year 2022-23 budget cycle, staff requested $60,000 to fund a Cultural Arts Master Plan, which would evaluate the needs for the next five-to-ten years. The funding for this project was approved by City Council during budget adoption in June 2022.

In February 2023, staff issued a Request for Proposals (RFP) for professional consulting services to lead the Cultural Arts Master Plan. In March 2023, staff received one proposal from Arts Orange County in the amount of $50,000.

The evaluation criteria outlined in the RFP included:
  • Qualifications of the Firm
  • Proposed Team and Organization
  • Detailed Work Plan
  • Fee Proposal
Upon reviewing their proposal it was determined that Arts Orange County would be an excellent selection for this project, having completed Arts Master Plans and other strategic planning documents for other Orange County and California cities, including City of Costa Mesa, City of Newport Beach, City of Mission Viejo, City of Irvine, City of Temecula and City of Fullerton. Arts Orange County has a great reputation for being a local arts leader in the County and has maintained positive working relationships with existing City staff. They have a demonstrated ability to meet the four key categories within the scope of work:
  1. Establish a Steering Committee/Community Engagement Efforts
  2. Assessment of Community Needs and Resources
  3. Goal Setting and Plan Development
  4. Prepare and Present Master Plan

Staff anticipates the study kicking off in April with final conclusions presented back to City Council in November or December 2023.
The March 14, 2023 Finance Committee meeting was canceled and staff received direction to move this item directly to the March 21, 2023, City Council Consent Calendar.

At their March 8, 2023, meeting the Cultural Arts Commission received an update on the proposals received and was supportive of staff's intent to bring to City Council for approval.
There is adequate funding available in the Community Services department budget considering Arts Orange County's fee proposal of $50,000 falls within the City Council authorized project amount of $60,000.
William Gallardo, City Manager
Prepared by: Jenn Colacion, Senior Management Analyst
Concurrence: Chris Emeterio, Assistant City Manager and Carrie Hernandez, Deputy Director of Community Services
Professional Services Agreement

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