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HomeMy WebLinkAbout2021-09-09 - CAC - AGENDA PACKETCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library Small Conference Room 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, September 9, 2021 – 5:00 PM City Arts Commission Members: Arlene Greer, Chair Marie Little, Vice Chair Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Leonard Simon, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Staff Members: Tim Hetherton, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant SPECIAL NOTICE REGARDING COVID-19 The City remains committed to holding public meetings in a transparent manner, with public participation, ensuring City business continues in this challenging environment. Based on recent guidelines from the OC Health Agency, the City of Newport Beach will proceed with the City Arts Commission meeting with face coverings required for unvaccinated members of the public in attendance. The public can submit questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at ArtsCommission@newportbeachca.gov by Wednesday, September 8, 2021, at 4:00 p.m. to give the City Arts Commissioners time to consider your comments. All emails will be made part of the record. The City Arts Commission meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that City Arts Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please contact Tim Hetherton, Library Services Director, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 717-3801 or thetherton@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Library Services Department 24 hours prior to the scheduled meeting. Page 1 1 City Arts Commission Meeting September 9, 2021 Page 2 I. CALL MEETING TO ORDER II. ROLL CALL III. NOTICE TO THE PUBLIC The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the City Arts Commission. If the optional sign-in card has been completed, it should be placed in the tray provided. The City Arts Commission of Newport Beach welcomes and encourages community participation. Public comments are generally limited to three (3) minutes per person to allow everyone to speak. Written comments are encouraged as well. The City Arts Commission has the discretion to extend or shorten the time limit on agenda or non-agenda items. As a courtesy, please turn cell phones off or set them in the silent mode. IV. PUBLIC COMMENTS Public comments are invited on agenda items. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. V. CONSENT CALENDAR All matters listed under CONSENT CALENDAR are considered to be routine and will all be enacted by one motion in the form listed below. City Arts Commissioners have received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the City Arts Commission votes on the motion unless members of the City Arts Commission request specific items to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A. Approval of Minutes of the August 12, 2021, City Arts Commission Meeting 1. Draft of 08/12/2021 Minutes B. Consent Calendar Items 2. Financial Report Review of financial information. 2 City Arts Commission Meeting September 9, 2021 Page 3 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Catering Services at City Facilities – Request for Qualifications/Request for Proposals Process Staff will provide an overview of the City’s Requests for Proposals (RFP), and Requests for Qualifications (RFQ) process. 5. Ad Hoc Subcommittees for Fiscal Year 2021-22 Chair Greer will appoint ad hoc subcommittees for Fiscal Year 2021-22. B. Monthly Reports 6. Performing Arts for Concerts on the Green Ad Hoc Subcommittee Commissioners Arlene Greer, Marie Little, Leonard Simon 7. Newport Beach Student Art Exhibition Ad Hoc Subcommittee Commissioners Arlene Greer, Marie Little, Wayan Kaufman 8. Newport Beach Art Exhibition Ad Hoc Subcommittee Commissioners Arlene Greer, Marie Little, Maureen Flanagan 9. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee Commissioner Maureen Flanagan VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) 3 City Arts Commission Meeting September 9, 2021 Page 4 VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the City Arts Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. IX. ADJOURNMENT 4 DRAFT Newport Beach City Arts Commission Meeting Minutes Thursday, August 12, 2021 Regular Meeting – 5:00 PM Newport Beach Public Library – Small Conference Room 1000 Avocado Avenue Newport Beach, CA 92660 I.CALL MEETING TO ORDER – 5:04 P.M. II.ROLL CALL Commissioners Present: Arlene Greer, Chair Marie Little, Vice Chair Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Leonard Simon, Commissioner Barbara George, Commissioner Commissioners Absent: Meghan McNulty, Commissioner Staff Present: Tim Hetherton, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENT None. V.CONSENT CALENDAR A.Approval of Minutes of the July 8, 2021, City Arts Commission Meeting 1.Draft of 7/8/2021 Minutes Chair Greer called for revisions or amendments to the minutes, but there were none. Motion made by Commissioner Simon, seconded by Secretary Flanagan, and carried (5-0-0-2) to approve the July 8, 2021, meeting minutes as presented. AYES: Greer, Flanagan, Kaufman, Simon, George NOES: None ABSTENTIONS: None ABSENT: McNulty, Little B.Consent Calendar Items 2.Financial Report – Review of financial information Library Services Director Tim Hetherton explained that the Commission was provided two reports: one on the previous fiscal year (FY) and one on the current FY. There are still funds in the 2021 Budget to pay outstanding invoices. FY 2021-22 has paid out several expenses for the Concerts. There is approximately $47,000 remaining in Programming, 5 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 2 $22,000 remaining in Professional Services, City Grants and the Sculpture Garden funds remain untouched. The FY is looking good, but he will request money be moved from programming to the Sculpture Exhibition. Chair Greer called for additional comments and questions. Secretary Flanagan expressed surprise that the sound and lighting charged more than the talent. Library Services Director Hetherton stated everything had become more expensive and noted the City changed sound contractors as the old one retired. The new contractor has newer technology and has done a good job so far. In response to Commissioner Simon’s inquiry about if the City Arts Commission (CAC) was able to move funds from one category to another Library Services Director Hetherton explained that it was, except for Cultural Arts Grants as they are approved by City Council. In response to Commissioner Simon’s follow up question about if the CAC could move additional money into the Cultural Arts Grant Library Services Director Hetherton stated he was unsure, but that he would find out. It was a possibility that Council approval could happen with the project’s approval. Commissioner Kaufman asked if funds could be moved into the Cultural Arts Grant line after the grant cycle closed, assuming that there were funds left in other lines. Library Services Director Hetherton stated that could be a possibility but stressed that the program would have to be recommended by the CAC and approved by the Council. He recalled that once before an organization returned its grant funding to the CAC and the funds had to be returned to the General Fund. City Council must approve Grant Funds. Chair Greer stated that for sound and lighting the CAC budgeted $3,000, but the new vendor charges $3,400 to $3,500. Library Services Director Hetherton said they were contracted at $3,405 per concert. Chair Greer thanked Library Services Director Hetherton. 3. Cultural Arts Activities – Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services Library Services Director Hetherton announced that the Student Art Exhibition pieces were on display on the 2nd floor of the Central Library. There were 42 total submissions, and the public is enthusiastic. The exhibition is very fun and inclusive. Awards will be presented at the Art Exhibition in October. In response to Chair Greer’s question about the most represented age group Cultural Arts Assistant Camille Escareal-Garcia explained that Pre-K through 3rd grade had the most submissions, followed by grades 4 through 7. There were not as many 8th through 12th grade submissions but outreach is ongoing. 6 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 3 Chair Greer stated that she had fliers available for any Commissioners interested in passing them around and suggested providing them to schools and teachers. Commissioner Kaufman stated that submissions were open until August 21st and that school begins August 23rd. Chair Greer stated that the art would also be exhibited virtually. Library Services Director Hetherton stated that the quilts exhibition was ongoing at the Central Library Gallery until September 3, 2021. Following that will be a photography exhibition by Richard Ferncase and an acrylics exhibition by Sunny Kim. DSB, a Journey tribute band, plays the next concert on August 22nd. September 18th is the Grand Opening of the Sculpture Exhibition and the luncheon, which should be a nice event for the community, the CAC, the guest artists, and City Council. September 26th is the Santanaways concert. Check in is on Friday, October 8th at 3:00 p.m. for the jury art show and the exhibition check in is 8:30 to 10:00 a.m. on Saturday, October 9th. The exhibition reception, which is a signature event for the CAC, is 12:00 p.m. to 6:00 p.m. October 17th is the Shelly Rusk concert on Balboa Peninsula. The next firm item on the calendar is the Cultural Arts Grants Check Presentation scheduled for June 2022. Chair Greer thanked Library Services Director Hetherton and called for Commissioner questions, but there were none. She called for a Motion on the Consent Calendar. Motion made by Secretary Flanagan, seconded by Commissioner Simon, and carried (5-0-0-2) to approve the Consent Calendar. AYES: Greer, Flanagan, Kaufman, Simon, George NOES: None ABSTENTIONS: None ABSENT: McNulty, Little VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Sculpture Exhibition in Civic Center Park, Phase VII – Staff requests that the City Arts Commission approve a proposal for the Sculpture Exhibition in Civic Center Park, Phase VII. Library Services Director Hetherton reported the contract amount for the Sculpture Exhibition installation never really increased until this year, where it saw about a 30% increase due to increased construction and labor costs. The new vendor is better than previous vendors in engineering, speed of work, and are responsiveness to requests. The last substantial increase in cost was for Phase III in 2015. Every Phase since Phase IV has required contract amendments for cost overruns. Cost is determined largely by the pieces selected as different sculptures require different things. Budget amendments are reviewed by Finance and the City Manager’s Office but are seen as a cost of doing business. Since Phase IV the CAC has moved money from programming to make up the difference in the budget. Additionally, for the past several years the CAC has filed a flat budget as requested but the cost of almost everything has increased. 7 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 4 Library Services Director Hetherton stated that with CAC approval he intended to move $14,000 from the programming budget to the Sculpture line. With Chair Greer’s approval he spoke to the Newport Beach Arts Foundation (NBAF) about changing the designation of their $20,000 donation to cover honorariums. He was grateful to the NBAF for their help with the project. Since 2013 there has always been a directive from City Council to augment the cost of the contract with private funds. With the NBAF donation two fifths of the honorariums will be paid with private funds which should please City Council. When Phase VI went to Council in 2020 there was concern about an insufficient amount of public engagement, particularly because the popular vote in the survey did not always correspond to the CAC’s final recommendation. Often the CAC made recommendations based on safety, durability, and other factors not always considered by the public. Going forward the CAC will review all submissions at a public meeting for the four criteria: artistic merit, durability, practicality, and site appropriateness. Following that meeting the public would be able to vote in a survey. The City Manager’s Office agrees that this is a workable process for selection. He stated he was available to answer questions. Chair Greer thanked Library Services Director Hetherton for the proposal and noted that it was like past proposals. The first three phases were completed with little public engagement, so she was pleased about the new process. Unexpected costs sometimes prevent the placement of a sculpture or necessitate a higher honorarium. She mentioned a yellow acrylic sculpture from Italy that was twice submitted, but ultimately withdrawn due to feasibility. Vice Chair Little confirmed that the CAC would not consider foreign pieces in Phase VII because of unaffordable honorariums. Chair Greer said that those sculptures are eliminated when everything is considered by Arts Orange County (ArtsOC). Director Stein pars down the list based on honorariums. Library Services Director Hetherton stated that up until Phase VI submissions were accepted from anywhere, but Phase VI was limited to the United States. Vice Chair Little felt it was costly to transport a sculpture overseas and if it was not feasible it should not be included in the discussion as it misrepresents the program. It wastes the artist’s time and raises their expectations. Chair Greer stated that Talking Heads was from the United States, but the artist dropped the honorarium. Chair Little thought that a foreign artist might not be able to do that. Chair Greer explained that they could potentially offer their work without honorarium. She asked about the agreement on Pinnacle. Library Services Director Hetherton thought there were some foreign pieces acquired with the artist’s agreement to use the honorarium to transport the sculpture. However, many times artists want upwards of $20,000 as honorariums in order to ship and transport overseas. Often artists want to be present for installation and there are also customs considerations which drive up the cost. Pieces from Canada and Mexico might be more feasible than those from overseas countries. In Phase IV part of a sculpture was scheduled to come from Ukraine, but that did not work out. 8 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 5 Commissioner Kaufman suggested that a disclosure be made on the application. Library Services Director Hetherton thought that was a good idea. Additionally, as suggested by Vice Chair Little, the CAC needs to include a clause that allows the use of images. Vice Chair Little stated that the images could be used for t-shirts and notecards. Library Services Director Hetherton said that would be helpful for promotional purposes. Vice Chair Little suggested that the NBAF could include a store on its website to sell the items. Chair Greer clarified that the CAC cannot raise funds, but that the NBAF could. Vice Chair Little stated the merchandise could be sold at events as well. Chair Greer advised the Commissioners to speak to Library Services Director Hetherton if they were interested in working on the matter. The CAC relies on the NBAF and therefore funds need to be raised to replace the funds they are receiving this year. The NBAF is paying for the luncheon, providing $20,000 for the honorariums, and the photographer. The CAC needs to anticipate and plan for increased expenses in the coming years of about 5% per year. In response to Commissioner Flanagan’s question about the cost of the luncheon Chair Greer stated that in the past it had not exceeded $6,500. There are only two or three caterers that are approved and past quotes from those vendors were expensive. Vice Chair Little stated that they need more choices and vendors whose prices are in alignment with what the CAC could afford. Chair Greer confirmed that Parks & Recreation made the decisions regarding vendors. She suggested that Library Services Director Hetherton make their needs known to Parks & Recreation. Library Services Director Hetherton said there used to be a bid for restaurants. Vice Chair Little wondered if vendors knew that they could bid to be included by the City. Library Services Director Hetherton stated that bidding was open annually. He explained the City’s Request for Proposal (RFP) process. He agreed that the City should try to outreach to caterers and advised Commissioners to let him know about any caterers they would like him to reach out to. Chair Greer suggested The Bungalow. Library Services Director Hetherton stated that the Bungalow would have needed to apply to be included by the City as an accepted vendor for the Community Room. 9 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 6 Chair Greer said that the Bungalow was able to serve as a caterer for the Newport Beach Art Exhibition in previous years. She has asked for specific caterers in the past and sometimes the Parks and Recreation Department acquiesce. It is a closed process, but she formally requests that The Bungalow be considered. The Bungalow has worked on the Green before, are reasonable, and provide the public with reasonable and healthy lunches. Vice Chair Little also liked The Bungalow but noted that it appeared they did not submit a bid. Chair Greer said that the previous year, Adam Corsaro-Peyton, the event planner, presented a budget to The Bungalow and they could not provide a luncheon at $16/head as requested. Mr. Corsaro-Peyton was ultimately able to get Canyon Catering to significantly reduce its cost in the hope of future business. Commissioner George inquired about the process. Chair Greer named several caterers that are included but noted that within the budget there were very few options. Vice Chair Little did not believe it was appropriate that Parks & Recreation controlled the vendor list because most of their events were for youth, not adults. She suggested that the process be opened to include other Commissions or Departments. Library Services Director Hetherton stated that Parks & Recreation is in charge because they manage the facilities. The preferred caterers are used for wedding receptions and private affairs as well. Further, this discussion was not agendized so it could not be discussed. Chair Greer agreed that the discussion could not go further. Commissioner Kaufman confirmed that when the call for entries goes out the artists see the criteria and expectations and that ArtsOC could not make subjective calls, so the selection goes to the CAC. If the goal is to pass as many entries to the public as possible then the CAC would not be scoring the entries, only giving them a “pass/fail” grade. Then the public would vote, and the CAC would recommend the public’s selection to Council. Chair Greer stated that each Commissioner on the CAC had a vote, the two private consultants have votes, and the public weighs in as a single vote. Library Services Director Hetherton concurred with Chair Greer. Commissioner Kaufman asked if was necessary for the CAC to vote if the public is only voting on approved works. Library Services Director Hetherton stated that the CAC confirms or denies the public vote. Vice Chair Little stated that the CAC wants to engage the public and consider its choices, but Commissioners evaluate things differently than most of the public. Commissioner Kaufman thought that was contrary to Council’s request. 10 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 7 Chair Greer said that the public had a chance to weigh in and all the CAC meetings are open to the public and public comment. The CAC hears all public comments prior to making decisions and the public comment on the past three phases has been extensive. She suggested outreach earlier in the year, possibly in committee. Library Services Director Hetherton stated people have access to the slideshow. The main issue in the four criteria that the CAC considers is artistic merit. The CAC stating that a piece meets the criteria is a big statement. He provided an example of the popsicles as something the CAC would not have selected. Vice Chair Little stated that was the people’s choice. Library Services Director Hetherton thought by the CAC looking at the pieces first and applying the four criteria the City is assured of a good exhibition. The public could vote on the CAC selections. Chair Greer said she was excited to involve all the Commissioners in the process as opposed to just the three members on the subcommittee. This process allows each Commissioner to weigh in without conferring with each other, which is a good thing. Library Services Director Hetherton explained that there would be discussions on the pieces in a transparent public setting. Chair Greer thought the CAC should devise ways to engage the public further. Commissioner Kaufman said that if they held a more robust discussion before the survey went to the public then the public coming in was not as important due to their vote. If the public’s top 10 meets the CAC’s expectation, then what gets sent to Council would be more in line with the public’s vote. She thought that the objective was to have the public survey more in line with the approved pieces. Chair Greer stated that the next meeting included the retreat and goals and objectives for the next year. She suggested Commissioners think about the process and be prepared to share their thoughts. The Sculpture Exhibition is the CAC’s signature program, and they want to be sympatico with the public. Commissioner Simon asked if the CAC should give extra weight to Orange County artists, then to Southern California, then all of California, then the rest of the country. He noted that several people had asked him if the sculpture garden featured local artists. Many people might be interested in more local sculpture. He suggested stating in the call for artists that weight would be given to Orange County artists or whatever the CAC determines is appropriate. That could be an incentive for artists to contribute. Chair Greer stated that local artists are aware of the Sculpture Exhibit. Vice Chair Little agreed that they were aware and stated that many artists are not interested. 11 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 8 Chair Greer said that having been a part of Phases III though VII she noticed that the number of local artists included has risen with each phase. She thought that trend would continue as publicity for the Sculpture Garden grew. Vice Chair Little thought that the more popular the Sculpture Garden becomes the more artists will want to participate. With the Newport Beach Art Exhibition many seasoned local artists were not interested in participating because they had other events prioritized. However, as the event has grown, they have changed their minds. Based on this, she expected the Sculpture Exhibition to attract more local artists in the next several phases. Chair Greer suggested Commissioners work with staff on a thumb drive presentation for local organizations about the Sculpture Exhibition. That could be provided to organizations outside of Newport Beach as well. There are artist opportunities in the Newport Beach Art Exhibition, the Sculpture Garden Exhibition, and to exhibit in the lobby gallery. They will attract more artists and greater artists when funds are available for honorariums. The CAC must incentivize fundraising to include more money for honorariums. The honorariums have not increased since Phase I and that should be considered in the coming year. Commissioner Simon noted that the CAC cannot raise money. Chair Greer said that they could and confirmed with Library Services Director Hetherton that it was under Council Policy A5. The CAC cannot request money when they are at events but can work with Library Services Director Hetherton to direct potential donors to the NBAF. Library Services Director Hetherton said that the CAC could make friends and try to channel funds to the arts foundations. Commissioner Simon confirmed they could try to identify “underwriters” and get them to provide money to the NBAF. Library Services Director Hetherton said that was correct, the Commissioners could work in conjunction with the NBAF. The CAC is the only City board or commission that had that ability. Chair Greer said that Commissioner Kaufman saw to a donation of $10,000 from the Sam Wyly Foundation. Another former Commissioner, Jennifer from City National Bank, provided $10,000 for the Symphony Concert on the Green. She called for further questions on the proposal. She read the request made by Staff and called for a Motion. Motion made by Commissioner Simon, seconded by Vice Chair Little, and carried (6-0-0-1) to approve the proposal for the Sculpture Exhibition in Civic Center Park, Phase VII. AYES: Greer, Little, Flanagan, Kaufman, Simon, George NOES: None ABSTENTIONS: None ABSENT: McNulty Library Services Director Hetherton stated that the item would go before City Council on September 28, 2022. 12 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 9 In response to Chair Greer’s question about CAC members attending Council, Library Services Director Hetherton said that was appropriate and encouraged by staff. Chair Greer advised that the Council agenda was posted online. Library Services Director Hetherton explained the item would be on Council’s Consent Calendar. 5. Utility Box Art Program Proposal - Staff presents a discussion on implementing a pilot utility box art program in Newport Beach. Library Services Director Hetherton reported that he did not have a proposal but an update as there is currently no funding source. Public Works advised that the boxes would have to be wrapped because of maintenance issues and ventilation concerns. Wraps represent another cost increase. He suggested the CAC investigate a sponsorship program for the boxes. Costa Mesa has a successful sponsorship program in place and more detail on that will be provided in September. Cultural Arts Assistant Escareal-Garcia is currently busy and will not have time to work on the project until after the Art Exhibition. In response to Chair Greer’s question about involving the NBAF Library Services Director Hetherton stated that sponsors could not only pay for the wraps but provide additional funding to the NBAF. Commissioner Simon thought the sponsorship amount should be a set amount. Library Services Director Hetherton explained the cost of the wraps would be between $2,400 and $3,000. Commissioner Simon suggested a $5,000 price point for sponsorship. Library Services Director Hetherton agreed and noted that the boxes would be visible to many people. Every year the CAC will need more funds than the previous year. Council would look favorably upon a program that generated funds. It shows that the CAC is working on finding additional funding sources. Chair Greer suggested that the program might be attractive to the Chamber of Commerce. Corona del Mar also has a Chamber of Commerce. Library Services Director Hetherton mentioned Newport/Mesa Pro Literacy, The Library Foundation, and the lifeguard building as potential sponsors. Chair Greer stated the design was beautiful and thanked Library Services Director Hetherton for presenting it. Commissioner Simon said making presentations at a Chamber of Commerce event was a good idea and a way to reach potential sponsors. Chair Greer announced the item would be tabled until a later date. 13 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 10 B. Monthly Reports 6. Newport Beach Art Exhibition Ad Hoc Subcommittee - Commissioners Arlene Greer, Marie Little, Maureen Flanagan Chair Greer reported the Ad Hoc Subcommittee would meet shortly to determine caterers. The event is very fun and is an opportunity for the community to enjoy the day and meet the artists. The Sculpture Garden will be open as will the Library Lobby Gallery. There is also music planned. She looked forward to Commissioner participation at the event to assist checking in artists. Library Services Director Hetherton has provided a calendar for the CAC on Page 22. She requested confirmation from Commissioners that they will attend and encouraged them to also invite members of their families and friends to volunteer. The National Charity League is volunteering as well. In response to Chair Greer’s question about rack cards Cultural Arts Assistant Escareal- Garcia said they are a work in progress. Chair Greer advised that upon completion the CAC should be notified as they would like to hand out the cards to friends and family. She asked the CAC if anyone had viewed the concert banner on the Balboa Island Bridge. As no one responded she requested that someone go by the bridge and check. The banner for the Sculpture Garden Exhibition is up at the Library. In response to Chair Greer’s question about entries, Cultural Arts Assistant Escareal-Garcia stated that there are currently 78 approved entries. The CAC will receive another six entries on August 13th. Library Services Director Hetherton noted that more entries come in closer to the deadline. Chair Greer explained that she has heard questions from artists about if the Art Exhibition would happen this year and she has advised that it will happen. The event is planned, funds are spent, so it is important to receive entries. She suggested Commissioners help by calling artists on the artist’s list at their leisure. Chair Greer suggested splitting up the list and assigning everyone artists to call. Chair Greer instructed Cultural Arts Assistant Escareal-Garcia split up the list and provide it to Commissioners. Commissioner Simon suggested publicizing the Art Exhibition at the three remaining concerts of the season by showing the information via slideshow onstage. In response to Commissioner Simon’s question about the logistics Library Services Director Hetherton explained that they are taking a low-tech approach so the Arts Foundation plans to walk through the crowd and engage attendees with rack cards. In response to Commissioner Simon’s question about if the City or Library had digital projectors Library Services Director Hetherton stated that there was one wired into the Friends Room. 14 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 11 In response to Chair Greer’s question about partnering with Parks and Recreation Library Services Director Hetherton stated that they show movies in the park but was unsure if they owned or rented the equipment. With the CAC’s blessing he indicated he would investigate the matter. Chair Greer mentioned New York’s Hudson Yards where they utilize a large screen to show information and programming all day long. While she was there, they were showing the Olympics. It would be nice for Newport Beach to enliven the Green with something similar. Commissioner Simon stated the concerts have a large captive audience. Vice Chair Little noted that she had discussed advertising on a screen in the past with Chair Greer. They could let people know about the NBAF and more about the CAC and what it does. Many people do not know about either the NBAF or CAC. Commissioner Simon suggested that Library Services Director Hetherton speak with Parks and Recreation first. Library Services Director Hetherton stated that NBTV is doing the video at the concert. The City has a contract with NBTV. Commissioner Simon suggested NBTV could show the presentation as well, since preparing the slides would be an easy thing. Library Services Director Hetherton agreed, stating that they would just adapt the information from the rack cards or other ads. Chair Greer thanked staff for their work. She noted that last month Commissioners requested the ability to approve publicity before it went out, but that is not feasible. Staff must be allowed to proceed in the interest of time. She does see the publicity at the weekly meetings and advised Commissioners to contact Library Services Director Hetherton with suggestions related to advertising. 7. Performing Arts for Concerts on the Green Ad Hoc Subcommittee – Commissioners Arlene Greer, Marie Little, Leonard Simon Chair Greer reported that the concerts were all set, and they were looking forward to the Journey show. She thanked Cultural Arts Assistant Escareal-Garcia for her work on the last concert. Cultural Arts Assistant Escareal-Garcia stated that the bands were promoted on social media accounts. They have photos to publicize for the upcoming show. Chair Greer instructed Commissioners to hand out concert cards. 15 Newport Beach City Arts Commission Meeting Minutes August 12, 2021 Page 12 8. Newport Beach Student Art Exhibition Ad Hoc Subcommittee – Commissioners Arlene Greer, Marie Little, Wayan Kaufman Cultural Arts Assistant Escareal-Garcia reported that there have been 42 entries received. She indicated that she would be displaying more pieces on August 13, 2021. Most of the entries have been local, which was a goal of the program. Chair Greer instructed the CAC to use the Library promotional material for cultural arts. If Commissioners need anything else, they should contact Library Services Director Hetherton. 9. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee – Commissioner Maureen Flanagan Chair Greer reported the NBAF was currently on hiatus. Commissioner Flanagan announced that on September 25, 2021, from 2:30 to 4:30 there will be a private art showing at Bistango Art Gallery for $100 a person. She encouraged Commissioners to attend. Chair Greer said this was a great event that she had attended in the past. Library Services Director Hetherton stated he would send out an email with the details. VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) • Future Agenda: Retreat with the NBAF and the 2021-22 Goals and Objectives. Future Concert Ad Hoc Subcommittee assignments for Commissioners. • Library Services Director Hetherton will provide a report on the process surrounding preferred caterers. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. ADJOURNMENT – 6:29 P.M. Chair Greer adjourned the meeting at 6:29 P.M. 16 As of August 31, 2021 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/16 Sully Entertainment Group LLC 3,250.00 57,250.00 The Sully Band (COTG) 07/31 Gotprint.com 161.22 57,088.78 COTG Banners 07/31 Gotprint.com 98.89 56,989.89 COTG rack cards 07/31 Gotprint.com 55.83 56,934.06 COTG banner (Balboa Bridge) 07/31 Gotprint.com 211.87 56,722.19 Sculpture Exhibition Ph. V/VI brochures 08/06 DJE Sound & Lighting Inc.3,405.00 53,317.19 The Sully Band (COTG Sound) 08/06 DJE Sound & Lighting Inc.3,405.00 49,912.19 DSB (COTG Sound) 08/06 JDC Integrated Inc.3,250.00 46,662.19 DSB (COTG) 08/06 Office Depot 74.28 46,587.91 Student Art Exhibition Supplies 08/27 Office Depot 98.75 46,489.16 Student Art Exhibition Supplies TOTAL 46,489.16 Professional Services 22,390.00 01060603-811008 07/23 Alan Scott Art Inc.357.50 22,032.50 Art Installation (Quilts on the Wall) 08/20 TAVD Visual Assistant 175.50 21,857.00 Transcription of Minutes (6/10) 08/20 TAVD Visual Assistant 209.25 21,647.75 Transcription of Minutes (7/08) TOTAL 21,647.75 City Grants 30,000.00 01060603-821006 30,000.00 TOTAL 30,000.00 Sculpture Garden 135,000.00 01060603-811059 135,000.00 TOTAL 135,000.00 Special Events (NBAE)0.00 01060603-521450 07/21 WESTAF (CaFE)(309.57)309.57 (2021 June Entry Fees Deposits) 08/19 WESTAF (CaFE)(227.34)536.91 (2021 August Entry Fees Deposits) TOTAL 536.91 FY 2021-22Cultural Arts Division 9/2/2021 1 of 1 17 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Cultural Arts Activities for August 2021 2021 NEWPORT BEACH STUDENT ART EXHIBITION The call for entries for the Student Art Exhibition closed on Saturday, August 21st. Overall we have had a successful program with a total of 90 entries! Per Grade Category: Pre-K – 3rd Grade: 43 entries 4th – 7th Grade: 35 entries 8th – 12th Grade: 12 entries Per Art Medium: Paintings (acrylic, water): 56 entries Drawing (pencil, markers, pastels, etc.): 29 entries Collage: 5 entries Cultural Arts Assistant Camille Escareal-Garcia is in the process of organizing and transferring photos of all artworks to be sent the Ad Hoc for review and consideration of the nine prize winners. The prize winners will be notified as soon as a final decision has been reached. Many of the art pieces were dropped off on the last day of entry and have only had a short time to be on display for the public to enjoy at the Central Library. For this reason, the Ad Hoc Subcommittee supported Camille’s request to have the art on display until Friday, September 10, to provide more time for the public to view the submissions. This will also provide staff more time to organize the return of the artwork. Purple House on a Happy Day by Jackson My Pet by Mizuki Snowy Field by Terry 18 CENTRAL LIBRARY GALLERY EXHIBITS: The City Arts Commission is pleased to present the works of photographer Richard Ferncase as he takes us on an ethereal journey through ‘The City of Light’. Originally a painter whose work was often influenced by the Surrealist and Pop movements, Mr. Ferncase garnered numerous exhibitions with his New Topographic-influenced infrared photographic work in the early 1980s, which introduced metaphysical and dreamlike elements to a genre known for its bleak and banal imagery. Through desaturated colors creating a duotone appearance, this collection, titled Paris. . .and Beyond, gives a sense of the ethereal and otherworldly, yielding a view of Paris sites that exist only in memory and reverie. Mr. Ferncase will also exhibit images from his first infrared series, Irvine Metaphysical, and his recent OC Parks Series. Mr. Ferncase served for over thirty years as professor of filmmaking, photography, and computer graphics at the Dodge College of Film and Television at Chapman University. He earned his Bachelor of Arts degree in Fine Art from the University of California, Irvine and his Master of Fine Arts in Motion Picture/Television Production at the University of California, Los Angeles. He is the author of several books on film as well as numerous short stories, and his photography has been exhibited nationwide and collected both locally and abroad. Mr. Ferncase currently lives and works in Corona del Mar, California. Future exhibits include: •Sunny Kim (Acrylics): November 8 - January 7, 2022 2022 •Roxanne Sexauer (Woodcuts & Linocuts): January 10 - March 4 •Lisa Fu (Watercolors): March 7 - May 6 •Ann Apeles Brunning ("Flying Flowers", photography): May 9 - July 1 •Rob Williams (Photography): July 5 - September 2 •Shant Beudjekian (Acrylic): September 6 - November 4 •Helen Polin-Jones (Watercolor Portraits): November 7 - January 6, 2023 19 CULTURAL ARTS CALENDER OF EVENTS •September 18, 2021 (Saturday) Sculpture Exhibition in Civic Center Park Phase V and VI Grand Opening & Artist Luncheon Civic Center Community Room Luncheon – 11 a.m. Grand Opening – 1 p.m. •September 26, 2021 (Sunday) Concert on the Green – Santanaways (Santana tribute) Civic Green, 6 p.m. •September 28, 2021 (Tuesday) NBAF check presentation Council Chambers, 4 p.m. •October 7, 2021 (Friday) Newport Beach Art Exhibition (check in) Civic Center Community Room, 3 p.m. •October 8, 2021 (Saturday) Newport Beach Art Exhibition Civic Center Community Room Check-in: 8 a.m. to 10:30 a.m. Exhibition and reception: 1 p.m. to 6 p.m. •October 17, 2021 (Sunday) Concert on the Balboa Peninsula – Shelley Rusk Marina Park, 4 p.m. •Cultural Arts Grants Application period opens Date to be determined (Winter 2022) •Plein Air Event Date to be determined (Spring 2022) •June 9, 2022 (Thursday) Cultural Arts Grant check presentation Small Conference Room, Central Library, 5 p.m. •City Arts Commission meetings are held at 5 p.m. on the second Thursday of each month. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item)., if 20 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Catering Services at City Facilities – Request for Qualifications/Request for Proposals Process DISCUSSION: Members of the City Arts Commission have expressed interest in how the City’s bid process works, especially in regards to catering services at City venues that play host to Arts Commission sponsored events. Bids, Request for Proposals (RFPs), Requests for Qualifications (RFQs), and Vendor Registration are managed by the City's Purchasing Division. Purchasing is responsible for maintaining the continuity of services and supplies to support the various City agencies and departments. The City is always interested in securing responsible suppliers who can meet its needs promptly, economically, and in the desired quality and quantities. It is the aim of the City to open lines of communication between the supplier community and the City and to promote business relationships with the City of Newport Beach. The webpage (https://www.newportbeachca.gov/government/data-hub/online-services/bids-rfps-vendor- registration) contains active citywide listings for bids, RFPs, and RFQs. Purchasing encourages vendors and suppliers to register with the City to be notified when bids, RFPs and RFQs are issued. Potential vendors can find information on current City requests for proposals or qualifications and bids for supplies, equipment, services, and most non-construction related projects through Planet Bids (https://pbsystem.planetbids.com/portal/22078/portal-home). The use of Planet Bids helps ensure open interactions with potential vendors and a fair, transparent, and competitive procurement process. By registering as a vendor to the City, potential vendors are automatically notified via email of the City’s Request for Estimate (RFE), Request for Bid (RFB), Request for Qualifications (RFQ) and Request for Proposal (RFP) solicitations. While these solicitations have always been posted on the City’s website, the PlanetBids system enables vendors to be more connected to these opportunities as they arise. This proactive approach eliminates the obligation of vendors to constantly check the City’s website for bid or proposal opportunities. The PlanetBids system can also be used to view bid and proposal award results and history. 21 Registration with PlanetBids is free of charge and there is never any charge to be notified of bid and proposal opportunities from the City of Newport Beach or to view award history. The 2018 RFQ for catering services was advertised in local media. Potential bidders who had enquired in the past about catering in City facilities were contacted, as were catering businesses who were on the existing list of preferred vendors. The 2018 RFQ is attached. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). ATTACHMENT A: Request for Qualifications 18-17 - Catering Services 22 CITY OF NEWPORT BEACH REQUEST FOR QUALIFICATIONS NO. 18-17 CATERING SERVICES AT CITY FACILITIES RFQ Due Date: RFQ Administrator: May 4, 2018 - 1:00pm Anthony Nguyen, Purchasing Agent T: 949.644.3080 anguyen@newportbeachca.gov 23 OBJECTIVE: The City of Newport Beach (“City”) is soliciting Statements of Qualifications from experienced caterers interesting in providing catering and event services at the following City facilities: Civic Center Community Room & Park, Marina Park and the OASIS Senior Center. When coordinating with prospective renters of the facilities listed herein, the City provides a listing of pre-qualified caterers from which renters must select. Only caterers on this pre-qualified listing may be used for catering services at the City facilities and it is through this solicitation process that the City pre-qualifies potential caterers. A complete listing of caterer qualification factors is described below. CATERER QUALIFICATIONS: Prospective caterers must be able to comply with the following: 1. Offer competitive menus with a variety of cuisines, along with competitive prices.2.Have the capability of preparing and serving for a variety of events that range from 20 peopleto 300 people. 3.Provide full catering menus and pricing options ranging from box lunch offerings to abusiness meeting meal to an upscale dinner party.4.Provide a tasting of menus upon request. 5.Provide a detailed description of services the company provides, including but not limitedto: tables, chairs, and other party rental supplies, linens, service equipment, professionalstaff, entertainment, floral, décor and design, alcoholic beverages, bartenders, etc. 6.Provide the facilities and rental tenants, guests, and staff the highest quality food servicespossible.7.Cooperate fully with facility staff prior, during, and after each eve.8.Comply with the City of Newport Beach’s alcohol policy. PROJECT SCOPE: The attachments at the end of this solicitation contain profiles for each of the three (3) facilities that require catering services. Please review each profile carefully before developing your response to this RFQ. The following general terms and conditions apply to all selected caterers following this solicitation process: 1.The City reserves the right to retain as many caterers on the pre-qualified listing asdeemed appropriate by City staff. 2.The City shall not guarantee any amount of sales volume or engagements as the result ofbeing a pre-qualified caterer. The selection of a caterer is the responsibility of each renter.3.At its sole discretion, the City reserves the right to remove any caterer from the pre-qualified caterer list at any time.4.All pre-qualified caterers shall be required to furnish and maintain the following:a.City of Newport Beach Business License.b.Proof of licensed kitchen and health permits as mandated by the County of Orangeand the State of California. 24 c. Proof of insurance coverage, including General Liability, Automobile Coverage and Worker’s Compensation coverage. SUBMITTAL REQUIREMENTS: Section 1: Experience & Qualifications of Caterer Qualifications Overview: • A brief profile of your catering operation, including the capability to provide the required services; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; and number of employees, and areas of expertise. Include any information that may be of value to the City in evaluating your qualifications. • In general, provide a narrative explaining why your catering operation is a good fit for the City, relative to the types of facilities and events that typically require catering. Include any other catering or event-related services you can provide. Project References: • Provide at least three (3) references that demonstrate past and present performance. Each reference shall include: name, address, contact person, email and telephone, and dates of work performed. Emphasis will be placed upon project history for catering events at public facilities. Section 2: Sample Menus Provide menus that can give the City an overview of the food offerings provided for events. Menus should accurately reflect the food you can currently provide, and contain recent pricing. Section 3: Catering Terms & Conditions Provide your standard terms and conditions for event catering. At a minimum, the City is interested in seeing items such as your deposit policy, menu tasting policies, advance notice requirements and order minimums. Provide statement that you are willing and can uphold the City’s requirement that customer calls and emails are returned within 24 hours. Section 4: Acknowledgement of Alcohol Policy The link below will direct you to the City’s Alcohol Policy contained within City Council Policy B-13. Please provide a narrative confirming that you understand the alcohol policy and describe how you would enforce it for events that you cater. http://www.newportbeachca.gov/home/showdocument?id=2502 Section 5: Documentation and Licensing The table below contains documentation and/or licensing that is required of potential caterers. Please provide the following: Licensing Provide proof of licensing by the State of California to operate as a caterer. ABC Licensing Provide proof of licensing by ABC for the provision of alcohol (if applicable to your offerings). 25 City Business License Provide either: (a) proof of current City business license; or (b) a narrative confirming that if selected as a pre-qualified caterer, you agree to secure a business license within 30 days. Insurance Provide proof of current coverage in the following areas: General Liability, Automobile Coverage, Worker’s Compensation Coverage SELECTION CRITERIA: The table below provides an overview of the selection criteria that will be used to determine the pre-qualified caterers list. The items listed are not intended to appear in any order of significance. Variety of food offerings Variety of cost points Compliance with City policies and procedures Experience in catering events, with an emphasis on public facilities Ability to furnish and maintain required documentation and licensing Ease with which renters are able to contract/engage with caterer Caterer’s terms and conditions Perceived effectiveness as a caterer Ability to provide excellent customer service Ability to maintain care of City facilities and equipment SUBMITTAL INSTRUCTIONS: 1.Submittals can be emailed to the RFQ Administrator (Anthony Nguyen), at the following email address: anguyen@newportbeachca.gov. The RFQ Administrator will provide written confirmation of receipt of your submittal. 2.Files larger than 25MB will need an alternate method of file transmission. Please coordinate with the RFQ Administrator in the event your submittal exceeds this file size. 3.Questions pertaining to this RFQ or Scope of Services shall also be directed to the RFQ Administrator at the email address indicated. 4.Submittals are due to the RFQ Administrator no later than 1:00pm (PST) on May 4, 2018. 26 TERMS AND CONDITIONS: I.Acceptance of Terms and Conditions Submission of a proposal indicates acceptance by the company submitting the proposal of the terms, conditions and specifications contained in this RFQ and Draft Agreement, unless clearly and specifically stated otherwise in the completed Statement of Compliance. II.Precedence of Terms and Conditions All other terms and conditions of the Draft Agreement are hereby incorporated into the terms and conditions of this RFQ. In the event of a conflict of terms and conditions between the RFQ document and the Draft Agreement, the terms and conditions expressed in the Draft Agreement shall take precedence. The Draft Agreement may be accessed online by clicking on the link below: Draft Professional Services Agreement III.Public Record Upon submission of a proposal and other materials for consideration by the City, such proposals and materials shall become the property of the City of Newport Beach. Proposals may be subject to public inspection and disclosure pursuant to state and federal law after the award of a contract for this Project. Prior to the RFQ deadline, proposals may be modified or withdrawn by an authorized representative of the Proposer by written notice to the Purchasing Office. IV.Availability of Records All relevant documents pertaining to this RFQ and procurement process shall be made available by the Purchasing Office upon successful conclusion of the entire procurement process. V.Late Proposals Any proposal which is not received by the City‘s Purchasing Office prior to the deadline date and time set forth in this RFQ shall not be considered. The City assumes no responsibility or liability for the transmission, delay, or delivery of a proposal by either public or private carriers. VI.Specificity of Information No verbal or written information which is obtained other than through this RFQ or its addenda shall be binding on the City. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFQ in addition to that contained in or amended to this written RFP document. VII.Errors and Omissions This RFQ cannot identify each specific, individual task required to successfully and completely implement this Project. The City relies on the professionalism and competence of Proposers to be knowledgeable of the general areas identified in the scope of work and to include in their 27 proposals all materials, equipment, required tasks and subtasks, personnel commitments, man-hours, labor, direct and indirect costs, etc. Proposers shall not take advantage of any errors and/or omissions in this RFQ document or in the firm’s specifications submitted with their proposals. Where such errors or omissions are discovered by the City, full instructions will be given by the City in the form of an addenda. VIII. Proposal Validity Unless otherwise noted by the Proposer, all proposals shall be held valid for a period of 180 days. IX. Right of Rejection The City reserves the right to: (1) Accept or reject any and all proposals or any part of any proposal, and to waive minor defects or technicalities in such; (2) Request clarification of any information contained in a proposal; (3) Solicit new proposals on the same project, or on a modified project, which may include portions of the original RFQ as the City may deem necessary; (4) Disregard all non-conforming, non-responsive, or conditional proposals, (5) Reject the response of any proposer who does not pass the evaluation to the City’s satisfaction, (6) Allow for the correction of errors and/or omissions; (7) Select the proposal that will best meet the needs of the City, and (8) Negotiate service contract and terms with the successful Proposer. X. Right of Rejection of Lowest Fee Proposal The City is under no obligation to award this project to the Proposer offering the lowest fee proposal. Evaluation criteria expressed in this RFQ solicitation shall be used in the proposal evaluation process. In evaluating proposals, the City may consider the qualifications of the proposers and whether the proposals comply with the prescribed requirements. The size and scope of the Project at hand may dictate the degree to which Qualifications-Based Selection processes are utilized. XI. Non-Compliance Proposers and/or proposals that do not meet the stated requirements for this Project may be considered noncompliant and may be disqualified, unless such noncompliance is waived by the City. During the evaluation process, the City reserves the right to request additional information or clarification from those submitting proposals, and to allow corrections of errors and/or omissions XII. Exceptions to Proposal Requirements Proposers may find instances where they must take exception with certain requirements or specifications of the RFQ and/or Draft Agreement. All exceptions shall be clearly identified within the submittal, and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for the City, and a description of the advantage to be gained or disadvantages to be incurred by the City as a result of these exceptions. 28 XIII. Determination of Responsiveness and Responsibility The City shall have sole authority in determining the responsiveness and responsibility of any and all Proposals. For Proposals containing exceptions to specifications and/or requirements, the City shall have sole authority in determining the extent to which exceptions affect the responsiveness and responsibility of any and all Proposals. XIV. Obligation to Award The City of Newport Beach is not obligated to enter into a Contract or Agreement on the basis of any proposal submitted in response to this RFQ. City reserves the right to award multiple contracts for this Project if is deemed most advantageous to the City. XV. Bidder Reimbursement Prohibition The City will not pay for any information herein requested, nor are they liable for any costs incurred by any vendors prior to award of a contract or purchase order. The City may require the finalist proposer(s) to provide on-site presentations and demonstrations of the product(s)/service(s) proposed by the proposer(s). All costs associated with the demonstrations or follow-up interviews are the sole obligation of the proposer(s). XVI. Gratuity Prohibition Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City for the purpose of influencing consideration of this proposal. Submission of a Proposal indicates Proposer certifies that they have not paid nor agreed to pay any person, other than a bona fide employee, a fee or a brokerage resulting from the award of the contract. XVII. Contact with City Personnel or Entities During the RFQ procurement process, proposal evaluation process and proposal selection process, the RFQ Administrator is to serve as the primary point of contact for any and all matters pertaining to this RFQ and Project. Proposers shall not contact any City personnel or entities other than the RFQ Administrator or those from the City’s Purchasing Office for matters regarding this Project until conclusion of the entire procurement process, which shall be defined as Agreement Award. Unauthorized contact may result in disqualification of Proposals. XVIII. Indemnification Proposer, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the City, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. Submission of a Proposal indicates Proposer waives the right to claims for damages of any nature, whatsoever, based on the Proposal solicitation and/or selection process. 29 XIX. Insurance Requirements The selected Contractor(s) for this Project shall be required, prior to the execution of a Contract, to furnish proof of insurance. The specific insurance types and limits depend on the Project and can be found in the Draft Agreement referenced in Section II of these Terms and Conditions. XX. Compliance with All Applicable Laws Proposer declares that it shall comply with all licenses, statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted, including, but not limited to, appropriate Contractor licensing, permits and business licensing. XXI. Inclusive Proposal Pricing Proposal pricing shall include any and all applicable licenses, insurance coverage, endorsements, bonding and if necessary, any wage compliance deemed necessary to perform the Work or Services as part of the Project described in this RFQ. City will not be responsible for reimbursing Contractors for any charges not included in the Proposal pricing that are incurred in securing these requirements. XXII. Subcontractor/Joint Ventures The selected Contractor shall be the Prime Contractor performing the primary functions of the Agreement. If any portion of the Agreement is to be performed by a subcontractor, this must be clearly set forth in the Proposal submittal as to what part(s) is/are to be delegated. The City reserves the right to reject any Proposal wherein use of subcontractors significantly affects the ability of the Proposer to function as the Prime Contractor on the awarded Agreement. The Prime Contractor will at all times be responsible for the acts and errors or omissions of its subcontractors or joint participants and persons directly or indirectly employed by them. Acceptance or rejection of a Proposer’s request to use subcontractors is at the sole discretion of the City. XXIII. Prevailing Wage This service is not subject to California's prevailing wage requirements. 30 RFQ ATTACHMENTS ATTACHMENT A: FACILITY PROFILE – MARINA PARK ATTACHMENT B: FACILITY PROFILE – CIVIC CENTER COMMUNITY ROOM & PARK ATTACHMENT C: FACILITY PROFILE – OASIS SENIOR CENTER 31 Overview: The beautiful OASIS Senior Center in Corona del Mar is the perfect venue for social or professional events. Whether a large, formal gathering or a small, casual meeting, the OASIS is able to meet event needs with an extraordinary, yet affordable setting. The City of Newport Beach’s Senior Center is developing a Preferred Caterer’s List for the convenience of groups and individuals renting the OASIS for private parties, fundraising events, meetings, and various functions. OASIS is seeking caterers who can provide quality services in varied price ranges for a variety of events that range from 20 people to 300 people. The Preferred Caterer’s List will be the primary list that clients can use when choosing their event catering services at OASIS. Our facility alone averages 20-30 catered rentals per calendar year. Caterers on this list will be those who have a good working relationship with the City of Newport Beach and the OASIS Senior Center, and who have demonstrated understanding of OASIS catering, rental, and cleaning policies. Basic information: • The OASIS Event Center is a 4,590 square foot room with a full service, commercial kitchen, 663 square foot stage area, and green room. • The OASIS Evelyn Hart Center holds events for up to 300 theatre-style seating, 250 banquet-style seating, and 225 reception with dance floor seating. • Events at the OASIS are held during the following hours:  Monday – Thursday, 5:00pm-10:00pm  Friday, 5:00pm-12:00midnight  Saturday, 8:00am-12:00midnight  Sunday, 8:00am-10:00pm • Cuisine needs vary, but preferably include a variety of cuisines such as but not limited to: Mediterranean, French, American, Kosher, Italian, Mexican, Vegetarian/Vegan, Asian, Indian, Fusion, etc. • Caterers will have full access to the commercial kitchen on site, but will be required to have knowledge of the equipment prior to using and cleaning it. • Caterers will be required to leave the kitchen and all its equipment and supplies in the condition prior to the event. • Caterers chosen will be required to meet with OASIS staff prior to each event for proper planning, and when finished to ensure proper clean up. • OASIS rental reservations require a minimum of 10 working days to be processed, and can be made up to six months in advance; therefore caterers must be flexible and able to book events in both short and long time frames. OASIS will provide: • Full use of commercial kitchen (including coffee machines, refrigerator/freezer, ovens, griddle, stove, warming stations, dishwashing station, ice machine, sinks and countertops.) • Check-in and check-out process with OASIS staff. 32 • Janitorial services for floors only. Preferred Caterer will provide: • All equipment for event beyond available OASIS inventory . • Equipment must be stored off-site and removed immediately after each event. • A main point of contact prior, during, and after each event. Restrictions: • The OASIS Senior Center is a place of routine business and events; because of these dynamics, all equipment deliveries and pick-ups must be precise without interfering with other surrounding activities. Caterers will need to refer to the rental time designated by the client, and will not be allowed to enter the facility before or be in the facility after the designated rental time. • Storage space will not be granted at anytime. • Tubs used to hold drinks must be kept in the kitchen or on a table with towels surrounding the tub to absorb condensation. Tubs shall not be placed on the floor in the event room. • Alcohol policy:  Only beer and wine are permitted at the OASIS.  The distribution or consumption of alcoholic beverages shall be in compliance with all applicable laws, including regulations of the ABC. Any organization using City facilities shall be solely responsible for obtaining all permits or licenses relating to the distribution and consumption of alcoholic beverages on the premises. Cleaning requirements: • After every reception concludes, it will be the responsibility of each individual caterer to restore the kitchen to the way it was upon arrival. A check-in and check-out process will be implemented. • Facilities and equipment are to be left in the same condition as they were prior to the rental. • All catering equipment must be removed and taken away, and all trash must be placed in trash cans and/or emptied into dumpster. • The oven, stove, and refrigerator are available for use and must be cleaned after each event. • All counter tops, sinks, refrigerators or freezers used must be cleared, thoroughly cleaned, rinsed and dried off after each event. • Any food, beverages or any other items left in the facility will be disposed of. 33 Civic Center: Community Room & Lawn Caterer Overview The Community Room (CR) & Lawn at the Civic Center the venue for social or professional events. The CR meeting room equipped with AV equipment, patio area, and large lawn space.  The CR  is located at the beautiful Newport Beach Civic Center with great parking, an adjacent sculpture park adjacent, and more aesthetically pleasing elements. The Community Room at the Civic Center is a multi use facility.                -  The Community Room is a 2,500 square feet space & Patio is roughtly 8,000 square feet.              -  Warming kitchen: counter space, 2 fridges, freezer, ice machine, sink, and warming oven.              -  The Lawn is roughly 21,000 square feet.              -  Events are held during the following hours: Monday – Sunday, 7:00am-11:00pm Link: http://www.newportbeachca.gov/government/departments/recreation-senior-services/facility-rentals/civic- center-community-room-and-lawn We are seeking caterers who can provide quality services in varied price ranges for a variety of events. Cuisine needs vary, but preferably include a variety of cuisines. The Preferred Caterer’s List will be the primary list that clients can use when choosing their event catering services at Community Room.   Facility Guidelines: • The Community Room at the Civic Center is a place of routine business and events; because of these dynamics, all equipment deliveries and pick-ups must be precise without interfering with other surrounding activities.  Caterers will need to refer to the rental time designated by the client, and will not be allowed to enter the facility before or be in the facility after the designated rental time.   • Storage space is prohibited without prior written approval from City Staff. • Alcohol policy:              -  Only beer and wine permitted.              -  The distribution or consumption of alcoholic beverages shall be in compliance with all applicable laws,                       including regulations of the ABC.  Any organization using City facilities shall be solely responsible for                         obtaining all permits, licenses, and/or insurances relating to the distribution and consumption of                                 alcoholic beverages on the premises. Preferred Caterer will provide: • All equipment for event beyond available Community Room inventory. • Equipment must be stored off-site and removed immediately after each event. • A main point of contact prior, during, and after each event. • Caterers will be required to meet with staff prior to each event for proper planning, and when finished to ensure proper clean up. • Provide the rental tenants, guests, and city staff the highest quality food services possible. Cleaning requirements: • All trash placed in trash bags and organized.  If the event is large in scale, the City can require dumpster or a removal plan. • Caterers will be required to leave the kitchen & all its equipment and supplies in the condition prior to the event. • Counter tops, sinks, warming oven, refrigerators, freezers, etc. used must be cleared & cleaned after each event. Requirements for caterers: 1) Have the capability of preparing and serving for a variety of events. 2) Provide full catering menus and pricing options. 3) Provide a detailed description of services the company provides, including but not limited to: tables, chairs, and other party rental supplies, linens, service equipment, professional staff, entertainment, floral, décor and design, alcoholic beverages, bartenders, etc. 4) Comply with the City of Newport Beach’s guidelines & alcohol policy 5) Proof of a City of Newport Beach business license. 6) Proof of insurance. 34 Warming Kitchen Equipment Microwave Warming Oven Sink & Counter Top  Fridge & Feezer Ice Machine Fridge 35 Marina Park Facility Rental Catering Overview The Marina Park Event Room is a 3,192 square foot room located on the second floor of the Community Center. The Event Room is comprised of two large classrooms, Bay and Collins Island, that can hold a maximum capacity of 158 people (79 people per room). Events vary in size and style from small internal meetings to banquets,corporate events and weddings. There are also small and medium size classrooms available for rentals. Average Yearly Events Catered: 107 Average Monthly Events Catered: 9  Average Monthly Events Held: 24 Max Capacity - Theater Seating: 158 Max Capacity - Banquet Style Seating: 112-144 Monday - Thursday: 7:30AM - 10:00PM Friday: 7:30AM - 11:00PM Saturday: 8:00AM - 11:00PM Sunday: 8:00AM - 8:00PM *All setup and cleanup time must be included   in the rental time frame. - Full use of warming kitchen - two coffee machines - coffee urns - commercial microwave - refrigerator/freezer - ice machine - two convection ovens - dish washing stations - countertops - hand carts City of Newport Beach Recreation & Senior Services Department Marina Park Community & Sailing Center 1600 W. Balboa Boulevard, Newport Beach, CA 92663 www.newportbeachca.gov | P: 949-270-8150 | F: 949-723-3520 Overview Events Catered Event Room Capacity Hours of Operation Amenities 36 Marina Park Caterer Overview - Caterer will provide all equipment required for the event beyond available Marina Park inventory. - All equipment must be stored off-site and removed immediately after each event. - All catered events must have a point of contact prior, during, and after each event. - Caterers are responsible, at the end of their catered event, to restore the kitchen to the way it was upon    arrival. - Caterers must work with renters prior to an event to understand the dynamics of the event and provide necessary     staff to accommodate the event needs. - All equipment must be left in the same condition as they were prior to the rental. - All trash must be placed in trash cans and/or emptied into the dumpster. - The oven and refrigerator are available for use and must be cleaned after each event. - All counter tops, sinks, and refrigerators or freezers used must be cleared, thoroughly cleaned, rinsed and    dried off after each event. - Any food, beverages or any other items left in the facility will be disposed. - Marina Park is a multi-use facility. Because of the nature of the facility, all deliveries and pick-ups must be    communicated to the coordinator prior to event. - Caterers will need to refer to the rental time designated by the client, and will not be allowed to enter the    facility prior to the scheduled rental start time. - Storage space will not be granted at anytime. - Only beer and wine are permitted at Marina Park facility rentals. - The Lighthouse Bayview Café holds Marina Park's alcohol license and has first right of refusal for any event               with alcohol. - Non-profit groups are able to apply for a daily ABC permit to relinquish the alcohol license from    Lighthouse Café for their event. Once this license is obtained, the renter could work with any caterer on our list       for the bartending portion of their event. - The distribution or consumption of alcoholic beverages shall be in compliance with all applicable laws,    including regulations of the ABC. Any organization using City facilities shall be solely responsible for    obtaining all permits or licenses relating to the distribution and consumption of alcoholic beverages on the    premises. - Alcohol is not allowed when an event is designated for minors. - Alcohol may only be served by an adult 21 years of age or older and to an adult 21 years of age or older. - Provide full catering menus and pricing options ranging from a small dessert reception to a light meal to an    upscale dinner party. - Capable of preparing and serving for a variety of events, ranging from 20 – 158 people. - Provide a detailed description of services the company provides, including but not limited to: tables, chairs,    and other party rental supplies, linens, service equipment, professional staff, entertainment, floral, décor    and design, etc. - Provide Marina Park and rental tenants, guests, and staff the highest quality food services possible. - Cooperate fully with Marina Park staff prior, during and after each event . - Comply with City of Newport Beach policies and procedures. - Proof of health permits - Proof of City of Newport Beach business license - Proof of insurance - Reference list  Responsibilities Restrictions Expectations Required Documents Alcohol Policy 37 Warming Kitchen Equipment Coffee Machine U3 Twin - 3 Gallon Urns Heavy Duty Commercial Microwave w/ 2100 Watts Two Digital Electrical Convection Oven True Refrigerator (T Series) W: 54 1/8" | D: 29 1/2" | H: 78 3/8" True Freezer (T Series) W: 27" | D: 24 1/2" | H: 75 1/4" Self-Contained Cube Ice Machine Can hold up to 251 lbs of ice Dish Washing Station Hand Washing Stations & Counter Top 38 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Ad Hoc Subcommittees for Fiscal Year 2021-2022 DISCUSSION: An ad hoc subcommittee is a temporary advisory committee that is: 1.composed solely of less than a quorum of the City Arts Commission, 2.serves a limited or single purpose, 3.is not perpetual, 4.will be dissolved once its specific task is completed. Unless all these requirements are satisfied, it is a standing committee and subject to the Brown Act. This means staff would post the committee’s agenda for the meeting, which would be held in public. The Chair of the City Arts Commission appoints ad hoc subcommittees to address a specific task and bring a recommendation to the entire City Arts Commission for approval in a public meeting. Ad hoc subcommittees are not required to meet in public, are not subject to the Brown Act, and their meeting schedule is not fixed by a legislative body. Per ARTICLE VII of the City Arts Commission by-laws, under the heading "Committees", the Chair appoints ad hoc subcommittees of one or more members for a specific purpose as the business of the Commission may require. No committee shall have other than advisory power unless, by suitable action of the Commission, it is granted specific power to act. All members of the Commission are required to serve on an ad hoc subcommittee and are required to attend meetings, participate, and fulfill the role and responsibility of an ad hoc subcommittee member. All committees shall make a progress report to the Commission at each meeting. The Committee is discharged upon completion of the purpose for which it was appointed and after its Chairperson has issued a final report to the Commission. Chair Greer suggests that the Commission review potential committee assignments and that each Commissioner express their preferences. Chair Greer will appoint committees at the October meeting. 39 LIST OF AD HOC SUBCOMMITTEE APPOINTMENTS: ART IN PUBLIC SPACES – Evaluate the following, and present recommendations to City Arts Commission (CAC) for vote and ultimate approval by City Council (CC) if required: •Artists’ Submissions for Main Public Library Visual Art Gallery. •All other ‘Application for Review and Consideration of Art’ submissions. o Examples: donation or loan of art to the City •Select location recommendations for any new permanent art, or re-location of existing permanent art. •Non-performance guest appearance events relative to performing, visual and cultural arts. o Example: lecture or film with reception following •Consult with Publicity Liaison for any publicity/outside services needed for an event. CULTURAL ARTS GRANTS •Review merits of applications received for the CAC’s Annual Arts Grants Program and select recommended recipients to be presented to CAC for a vote and ultimate approval by the CC. •Consult with the Publicity Liaison for City Staff to notify successful applicants, prepare awards, set date for Awards Presentation, arrange for photographer and press presence. NEWPORT BEACH ART EXHIBITION (NBAE) •Evaluate artist applications for entry and present participant recommendations to CAC for approval. •Commissioners will be expected to contact previous NBAE artist participants and discover other means of building a pool of more accomplished fine artists. •Consult with Publicity Liaison for publicity recommendations (including post-event press). •Plan reception. •Determine prize categories and awards. •Invite City dignitaries. •Select a minimum of two suitable candidates available for consideration as the Juror for this event. Once the chosen Juror has accepted, provide her/his bio to Library Services Director for the next CAC Meeting Agenda Packet. PERFORMING ARTS ON BALBOA PENINSULA •Select and recommend performances to CAC for approval. Performance must be held on the Balboa Peninsula using proceeds donated by CC from the sale of the Balboa Theater to the Newport Beach Arts Foundation (NBAF) as a part of Performing Arts Programming for the benefit of Cultural Arts. o Note: Marina Park is viewed as the ideal location for such performances. However, other locations on the Balboa Peninsula may be considered. •Once the subcommittee is activated, secure performance site date options as soon as possible with the City Parks and Recreation Department and present to CAC for decision. •Consult with Publicity Liaison for publicity/outside services recommendations. SPECIAL NOTE: SUMMER CONCERT SERIES ON THE CIVIC CENTER GREEN (PART OF PERFORMING ARTS) There will be no Ad Hoc Subcommittee, but rather, discussion and selection of participating performers shall be made in a public forum at CAC Monthly Meetings through the participation of all Commissioners and public input. 40 LIAISON ASSIGNMENTS: NEWPORT BEACH ARTS FOUNDATION (NBAF) LIAISON – Assigned commissioner shall act as the Liaison between CAC and NBAF, with oversight from the CAC Chair. The duties are as follows: •Attend all NBAF Monthly Meetings and Events. •Prepare and provide a CAC Update at NBAF Meetings (email copy to their Secretary afterwards). •Prepare and provide a NBAF Update at CAC Monthly Meetings. Note: Chair and Vice Chair attend all NBAF meetings with the Liaison HISTORICAL RESOURCES LIAISON– Assigned commissioner shall act as the Liaison between the CAC and various individuals within the community; both public and private citizens as directed, relating to historical aspects of the City of Newport Beach. The duties are on an as-required basis and determined by Tim Hetherton, Library Services Director (with oversight from CAC Chair) as follows: •Attend meetings within the community relative to aspects of the city’s history, such as proposed public historical exhibits, events, speakers, memorials, and dedications that the CAC has been asked to participate in or take action on. •Prepare and provide a report at CAC Monthly Meetings when necessary with any proposed activity/action for discussion or vote amongst CACs before presentation to the CC for approval as required. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). 41