Title
2018 Cultural Art and Arts Programming Request For Proposals. The Public Art Commission will hold a public hearing to consider survey results and staff recommendations related to the release of a Request for Proposals (RFP) for cultural arts and arts programming in the City of Alameda. Release of the RFPs is not a project under the California Environmental Quality Act
Body
To: Honorable Chair and
Members of the Public Art Commission
From: Lois Butler
Economic Development Manager
Date: June 18, 2018
RE: 2018 Cultural Art and Arts Programming Request For Proposals. The Public Art Commission will hold a public hearing to consider survey results and staff recommendations related to the release of a Request for Proposals (RFP) for cultural arts and arts programming in the City of Alameda. Release of the RFPs is not a project under the California Environmental Quality Act.
BACKGROUND
In August of 2017, the Public Art Commission (“PAC”) approved a Request for Proposals (“RFP”) to provide $87,500 of Public Art Fund (“Fund”) monies for cultural arts and arts programming in Alameda. The following grants were awarded in the first round of funding:
• One $35,000 award to Rhythmix Cultural Works for Island City Waterways, a multidisciplinary public art event that combines theatre, dance and music.
• One $25,000 award to West Alameda Arts and Entertainment District for the Animate Dance Festival, celebration of dance bringing together free performances by professional dance companies and local youth groups, and trial classes in a variety of dance/ circus and martial art techniques.
• One $7,500 award to Sacred and Profane for the American Landscape, a multidisciplinary choral event bringing together both visual and performing arts on the theme of the American Landscape.
No proposals were awarded in the $15,000 and $5,000 categories, resulting in $20,000 in unused funds. At an April 4, 2018 meeting, the PAC asked staff to conduct a survey to gather community feedback on the best way to re-release those funds, with a focus on:
• Whether to re-release funding at the same award levels, or different levels.
• How to facilitate communication between the selection panel and proposers prior to final scoring.
Tonight the PAC will review the results of this survey, and staff recommendations on how to incorporate those results into a new RFP for cultural arts in Alameda.
DISCUSSION
On May 1, 2018, staff released the Cultural Arts and Arts Programming RFP survey (Exhibit 1). The survey was distributed though the city’s public art mailing list and through social media. The survey closed on May 31, 2018, with a total of 36 respondents.
Approximately two-thirds of the respondents (67 percent) identified as artists or performers, or otherwise involved in the process as PAC members, members of previous selection panels, or affiliated with cultural arts organizations. Only 14 percent were definitely planning to apply for funding through the new RFP. More than half of the respondents (53 percent) were not planning to apply for funding, and one-third were undecided (33 percent).
Key Findings
The majority of respondents prefer smaller award amounts. More than half of respondents (58 percent) expressed a preference that the new RFP include smaller award amounts, such as two $5,000 and one $10,000 awards. In addition, the highest number of respondents reported that they were most likely to apply for an award at the $5,000 level.
More than two-thirds of respondents would like written responses to questions, and/or a revised proposal, to be incorporated into the selection panel process. Previous selection panel members identified a lack of opportunity for communication between the panel and applicants as a challenge to the evaluation process. Survey respondents identified written responses to questions and/or revised proposals as the preferred method of communication, rather than in-person or telephone interviews.
Other suggestions for cultural arts include offering smaller grant amounts, or grants within a range amount. Two respondents suggested offering micro-grants of $500 to $2,000, in order to allow money to go to more projects and artists. Another respondent suggested offer grant awards in a range (ex. 0 - $1,000, $1,001 - $5,000), rather than a fixed award amount.
Several respondents also offered suggestions for the physical art program, including the identification of art locations prior to the release of an RFP, and a new utility box program. These comments will be considered prior to the next release of an RFP for physical art in Alameda. All respondent comments are included in Exhibit 1.
Staff Recommendations
The following staff recommendations are reflected in Exhibit 2, the draft RFP.
• Offer grants up to $5,000 in response to the request for smaller grants, while also allowing funding to be distributed in a timely manner. A maximum of eight grants will be awarded. Any unused funds would return the Fund, for use in future cultural arts RFPs.
• Expand the evaluation process to allow for written questions and responses between the selection panel and applicants.
ENVIRONMENTAL REVIEW
The review and evaluation of cultural arts and arts programming proposals is not a project under the California Environmental Quality Act.
PUBLIC NOTICE AND COMMENTS
The meeting was advertised in the newspaper and posted on the City website.
RECOMMENDATION
Review and provide comment and direction on staff recommendations related to the release of a Request for Proposals (RFP) for cultural arts and arts programming in the City of Alameda
Respectfully Submitted,
Lois Butler
Economic Development Manager
By,
Amanda Gehrke
Management Analyst
Exhibits:
1. Cultural Arts and Arts Programming RFP Survey Results
2. Draft City of Alameda Cultural Arts and Arts Programming RFP