Item No. 1.
| MEETING DATE: 04/19/2021 |
|
| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Kelly Fujio, Director of Community Services |
| SUBJECT: | CONSIDER THE AWARD OF A MANAGEMENT AGREEMENT FOR THE LA HABRA DEPOT THEATER TO PHANTOM PROJECTS THEATRE GROUP FROM MAY 1, 2021 THROUGH APRIL 30, 2026 |
RECOMMENDATION:
That the City Council approve and authorize the City Manager to execute a Management Agreement with Phantom Projects Theatre Group for the management, operation, and programming of the Depot Theater.
DISCUSSION:
In December 2020 the Community Services Department released a Request for Proposals (RFP) for the management, operation, and programming of the La Habra Depot Theater facility. The RFP was developed to solicit interest from established theater production companies to provide programming that would best benefit the La Habra community with high quality, professional youth and adult cultural arts and drama programming, and complement the existing programming, both at the Children's Museum at La Habra and the local elementary and high school districts.
The Depot Theater is a 135-seat venue of approximately 3,978 square feet, not including the outdoor patio. It is located within a restored train station that was originally built in 1909. It is in working condition, but is in need of some upgrades and repairs. As a condition of the RFP, applicants were required to satisfy minimum qualifications in experience, financial stability, insurance, and references, but left the content of the proposed use open to discussion.
Five RFP responses were received. Four proposals were to continue traditional theater operations at the location, and one proposal was to move the existing La Habra Historical Society museum from its current location in a City owned building adjacent to Veteran's Hall and the Library, to the Depot Theater building. Each proposal was evaluated by staff and determined to meet the minimum requirements of the RFP. Representatives from each application were invited to present their proposal in a first round of interviews that occurred in March 2021.
The interview panel consisted of one City staff member, the Assistant Superintendent of the La Habra City School District, and the President of Friends of the Children's Museum Board. Based on those interviews, two proposals scored significantly higher than the others, with the following average scores:
Based on their initial average scores, Phantom Projects Theatre Group and the Electric Company Theatre were invited to a second interview with an evaluation panel consisting of a representative from the La Habra Host Lions Club, a community member, and the Immediate Past President of the Friends of the Children's Museum Board. During the second interview, both applicants were asked to provide additional information about their respective proposals.
The interview questions were designed to elicit responses that would demonstrate an understanding of theater operations, the capacity to provide financially and professionally sound operations, and the overall commitment to the City and its residents. The results of this second interview identified one provider that clearly demonstrated that it was the best prepared to achieve success at the Depot Theater and was being recommended by the interview panel for approval. The average scores for the second round of interviews were:
Phantom Projects Theatre Group 94
Electric Company Theater 76
Staff received the recommendations made by both interview panels and contacted the references provided by Phantom Projects Theatre Group, including the City of La Mirada Theater where Phantom has produced shows for over two decades. The references provided staff with insight and information, collectively stating that Phantom is an outstanding community partner, who provides high quality, professional programming and is well respected within the community. Based on this information and the independent evaluation process that was conducted, staff determined that Phantom Projects Theatre Group was the best qualified interested applicant to provide the City's desired services at the Depot Theater.
At the Community Services Commission meeting on Monday, April 14, staff presented a report regarding the Depot Theater RFP process. The report included details on the release of the RFP, the acceptance and verification of the proposals, and the interview and scoring processes, and a recommendation recieve the report and forward staff's recommendation to the City Council to award Phantom Projects Theatre Group a five-year agreement to manage, operate, and program the Depot Theater. After questioning Phantom's representative and discussing the matter, the Commission voted 7-0 to receive the staff report and forward the recommendation to the City Council.
As part of the proposed management agreement with Phantom, the City will have access to the Depot Theater facility for up to 12 weeks per year for City programming, functions or other uses, such as youth drama programs or programs developed in partnership with the Children's Museum. Staff recommends that the City Council authorize the City Manager to award an agreement with Phantom Projects Theatre Group to manage, operate, and program the Depot Theater.
The Depot Theater is a 135-seat venue of approximately 3,978 square feet, not including the outdoor patio. It is located within a restored train station that was originally built in 1909. It is in working condition, but is in need of some upgrades and repairs. As a condition of the RFP, applicants were required to satisfy minimum qualifications in experience, financial stability, insurance, and references, but left the content of the proposed use open to discussion.
Five RFP responses were received. Four proposals were to continue traditional theater operations at the location, and one proposal was to move the existing La Habra Historical Society museum from its current location in a City owned building adjacent to Veteran's Hall and the Library, to the Depot Theater building. Each proposal was evaluated by staff and determined to meet the minimum requirements of the RFP. Representatives from each application were invited to present their proposal in a first round of interviews that occurred in March 2021.
The interview panel consisted of one City staff member, the Assistant Superintendent of the La Habra City School District, and the President of Friends of the Children's Museum Board. Based on those interviews, two proposals scored significantly higher than the others, with the following average scores:
| Phantom Projects Theatre Group | Score 95 |
| Electric Company Theatre | Score 90 |
| Boxcar Theatricals | Score 85 |
| La Jolla Booking Agency | Score 61 |
| La Habra Historical Society | Score 61 |
Based on their initial average scores, Phantom Projects Theatre Group and the Electric Company Theatre were invited to a second interview with an evaluation panel consisting of a representative from the La Habra Host Lions Club, a community member, and the Immediate Past President of the Friends of the Children's Museum Board. During the second interview, both applicants were asked to provide additional information about their respective proposals.
The interview questions were designed to elicit responses that would demonstrate an understanding of theater operations, the capacity to provide financially and professionally sound operations, and the overall commitment to the City and its residents. The results of this second interview identified one provider that clearly demonstrated that it was the best prepared to achieve success at the Depot Theater and was being recommended by the interview panel for approval. The average scores for the second round of interviews were:
Phantom Projects Theatre Group 94
Electric Company Theater 76
Staff received the recommendations made by both interview panels and contacted the references provided by Phantom Projects Theatre Group, including the City of La Mirada Theater where Phantom has produced shows for over two decades. The references provided staff with insight and information, collectively stating that Phantom is an outstanding community partner, who provides high quality, professional programming and is well respected within the community. Based on this information and the independent evaluation process that was conducted, staff determined that Phantom Projects Theatre Group was the best qualified interested applicant to provide the City's desired services at the Depot Theater.
At the Community Services Commission meeting on Monday, April 14, staff presented a report regarding the Depot Theater RFP process. The report included details on the release of the RFP, the acceptance and verification of the proposals, and the interview and scoring processes, and a recommendation recieve the report and forward staff's recommendation to the City Council to award Phantom Projects Theatre Group a five-year agreement to manage, operate, and program the Depot Theater. After questioning Phantom's representative and discussing the matter, the Commission voted 7-0 to receive the staff report and forward the recommendation to the City Council.
As part of the proposed management agreement with Phantom, the City will have access to the Depot Theater facility for up to 12 weeks per year for City programming, functions or other uses, such as youth drama programs or programs developed in partnership with the Children's Museum. Staff recommends that the City Council authorize the City Manager to award an agreement with Phantom Projects Theatre Group to manage, operate, and program the Depot Theater.
FISCAL IMPACT/SOURCE OF FUNDING:
If approved by Council, the proposed five-year Management Agreement will require the Phantom Projects Theatre Group to provide a $1,250 monthly payment to the City of La Habra, of which up to $750 per month can be forgivable in exchange for negotiated facility upgrades to the Depot Theater facility performed by Phantom. In addition, Phantom would be required to pay $1 per ticket sold at the Depot Theater to the Children's Museum during the term of this Agreement. Phantom Projects Theatre Group will also be required to provide insurance as required by the City and will be responsible for paying all utility costs for the facility, as well as any Possessory Interest Taxes assessed by the County annually.
GENERAL PLAN RELEVANCE:
CI 5.1 Programs for Youth
CI 5.2 Family Programs.
ED 7.1 Adult Health Enrichment Programs
ED 7.2 Youth Health and Enrichment Programs
EC 7.3 Pre-teen through Young Adult Enrichment Programs
CI 5.2 Family Programs.
ED 7.1 Adult Health Enrichment Programs
ED 7.2 Youth Health and Enrichment Programs
EC 7.3 Pre-teen through Young Adult Enrichment Programs