Title
Contract Extension for Wilhelmina Johnson Resource Center (B)
Explanation
The Cultural Arts Coalition (CAC) currently provides building management and cultural programming services at the Wilhelmina Johnson Resource Center (WJRC). The CAC contract was initiated on July 1, 2002, with the current extension expiring on September 30, 2004. There is a provision for an additional one-year extension.
Since the inception of the contract, Cultural Affairs had bid the contract on an annual basis. Last year, the only proposer was the CAC. On August 17, 2004, Purchasing solicited proposals from 182 potential proposers. Of those notified, four (4) vendors received the bid document. Three (3) agencies attended the mandatory pre-bid meeting that was held on August 30, 2004: 1) Cultural Arts Coalition (CAC), 2) World Harmony Project, and 3) the Hippodrome Theater. The City received two (2) responsive proposals, from the CAC and the World Harmony Project.
In reviewing the proposals, it was determined that there is a need to revise the scope of the intended project and associated criteria; to establish measurable objective criteria for evaluating the proposals, and to include a community evaluation component due to the community outreach orientation of the program and services of the WJRC. The Cultural Affairs Department has advised that the CAC has met the terms and conditions of the existing contract and is now recommending a one-year contract extension. Cultural Affairs will re-bid the contract next year with the appropriate revisions. Both parties have been informed of the bid cancellation.
Fiscal Note
The FY05 budget includes funds to operate and program the WJRC.
Recommendation
The City Commission approve the proposed one-year contract extension.