Staff Report - MIP.RFP.171209
DATE: DECEMBER 11, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PROVIDE DIRECTION REGARDING THE 2018 MUSIC IN THE PARK SUMMER CONCERT SERIES
RECOMMENDATION:
Provide direction regarding the 2016 Music in the Park Summer Concert Series.
BACKGROUND:
Since 1988, Music in the Park (MIP) has been a free public summer concert series held on Sunday afternoons from June through August on the Los Gatos Civic Center lawn since 1988.
Prior to 2016, MIP was managed by the Town’s Arts and Culture Commission, and then contracted through Los Gatos Music and Arts (LGM&A). In 2015, LGM&A notified the Town that they would
not be seeking to enter into a new agreement to manage and administer MIP.
In December 2015, the Town Council reviewed and discussed options regarding MIP and issued a Request for Proposal (RFP) for the production, management and coordination of MIP. In January
2016, the Town Council reviewed the two RFPs that were submitted and selected Los Gatos Music in the Park (LGMP) to produce, manage and promote MIP with a contract valid through September
30, 2017.
Following the final concert in September 2017, staff contacted LGMIP to set up a meeting to debrief the series and discuss a prospective contract for future years. At the request of
LGMIP, a meeting was scheduled in November. Representatives from LGMIP and the Town met to debrief the 2017 MIP Summer Concert Series and discuss the proposed terms and changes for
a
new agreement with LGMIP to continue managing the MIP Summer Concert Series through September 30, 2019. The primary sticking points in the negotiations were that LGMIP requested an additional
grant of $5,000 to pay for such security and the Town’s requirement to prohibit alcohol in the council chamber lobby area.
At The December 5, 2017, the Council authorized the Town Manager to enter into another contract with LGMIP for two years under the same terms and conditions as the last contract but
denied the additional funds requested of $5,000 (until a later hearing date) and upheld the Town’s policy to prohibit alcohol in the council chamber lobby area.
On December 7, 2017 the Town received a letter from LGMIP stating that would not be continue managing the MIP Summer Concert Series.
DISCUSSION:
Recognizing the social, cultural, and economic value that MIP brings to the Town of Los Gatos, staff recommends that Council discuss options for how this event might continue in the
future. The following questions may assist with the discussion:
1. What is the role of the Town in the management and coordination of MIP?
2. What resources, if any, should be invested in MIP beyond the current budgeted amount?
If the Council would like to be involved in the MIP events, or any other event, four options the Council may consider include, and are not limited to:
a. Release a Request for Proposal for the production, management and coordination of MIP or any other kind of event
b. Request interested entities to submit proposals for the production, management and coordination of MIP or any other kind of event without a RFP
c. Choose a summer concert booking service to produce MIP
d. Produce, manage and coordinate MIP with Town staff and resources
Each option brings with it potential costs, tradeoffs with other work items, estimated time to get a new organization on board (or a new agreement to Town Council), etc. These items
would be explored further depending upon Council direction.
CONCLUSION:
Staff recommends that the Council discuss and provide direction regarding the Music in the Park Summer Concert Series.
COORDINATION:
This report was coordinated with the Town Manager’s Office and the Finance Department.
FISCAL IMPACT:
Additional financial impacts may result depending on the option selected by the Town Council. Staff will conduct a full analysis of costs, if any, pending the direction of the Town
Council.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.