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R2023-067 2023-03-06RESOLUTION NO. R2023-67 A Resolution of the City Council of the City of Pearland, Texas, authorizing a professional service contract with Cultural Planning Group (CPG), associated with preparation of Cultural Arts Master Plan, in the estimated amount of $89,840.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain contract for professional services associated with preparation of Cultural Arts Master Plan, a copy of which is attached hereto as Exhibit “A” and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest a contract for professional services associated with preparation of Cultural Arts Master Plan. PASSED, APPROVED and ADOPTED this the 6th day of March, A.D., 2023. ________________________________ J.KEVIN COLE MAYOR ATTEST: ________________________________ FRANCES AGUILAR, TRMC, MMC CITY SECRETARY APPROVED AS TO FORM: ________________________________ DARRIN M. COKER CITY ATTORNEY DocuSign Envelope ID: 2FF1F313-1DA6-4BE9-B3C7-F76906610774 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 1 of 7 City of Pearland 3519 Liberty Drive Pearland, TX 77581 SERVICE CONTRACT NO. #RFP0222-04 Proposal to Develop a Cultural Arts Master Plan THIS CONTRACT ("Contract") is entered into by and between the City of Pearland, a Texas home- rule municipal corporation (“City”) and Contractor (“Contractor"), and consisting of the following parts: I. Summary of Contract Terms II. Signatures III. Standard Contractual Provisions IV. Special Terms and Conditions V. Additional Contract Attachments I. Summary of Contract Terms. Contractor: The Cultural Planning Group, LLC 6878 Navajo Road, Unit 58 San Diego, CA 92119 Description of Services: Contractor will provide City of Pearland a master plan for cultural arts as per the scope of work in RFP0222-04 and proposal submitted by Contractor. Contract Amount: $89,840.00 Effective Date: upon execution of signed contract End Date: upon completion of all agreed upon deliverables. Renewals: Resolution No/Bid No: R2023-67 II. Signatures CITY OF PEARLAND CONTRACTOR Purchasing Officer Date Title: Partner Date: March 31,2023 *Signed by: Date Superintendent/Manager Director Deputy/Assistant City Manager City Manager *City Contract Signature Authority: Superintendent/Manager – up to $10,000 Director - $10,001 - $30,000 City Manager/Deputy/Assistant City Manager - $30,001 + DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 4/24/2023 | 5:06 PM CDT 4/24/2023 | 6:55 PM CDT Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 2 of 7 City Council Resolution over $50,000 III. Standard Contract Provisions WHEREAS, Contractor has bid to provide Services (“Services”) in response to Request for Bid/Proposal or Quote No.RFP0222-04 (“Solicitation”), which Solicitation includes the required scope of work and all specifications and which Solicitation and the Contractor’s bid or proposal response, as applicable, are incorporated by reference in this Contract as Exhibits 1 and 2, respectively, as if each were fully set out here in its entirety. NOW, THEREFORE, City and Contractor agree as follows: 1. Scope. Contractor will provide Services in accordance with the attached Scope of Work, as detailed in Attachment A, the content of which is incorporated by reference into this Contract as if fully set out here in its entirety, and in accordance with Exhibit 2. 2. Term. This Contract is for the completion of all deliverables, with performance commencing upon the effective date or the date of issuance of the notice to proceed issued by the Contract Administrator or the Purchasing Division, or upon the performance date listed in the notice to proceed, whichever is later. The parties may mutually extend the Term of this Contract for up to 1 additional one-year period (“Option Period(s)”), provided, the parties do so by written amendment prior to the expiration of the original term or the then-current Option Period. The City’s extension authorization must be executed by the City Manager or designee. 3. Compensation and Payment. This Contract is for an estimated amount of $89,840.00, subject to approved extensions and changes. Payment will be made for Services completed and accepted by the City within thirty (30) days of acceptance, subject to receipt of an acceptable invoice. Contractor shall invoice no more frequently than once per month. All pricing must be in accordance with the attached Bid/Pricing Schedule, as shown in Attachment B, the content of which is incorporated, in its entirety, by reference into this Contract. Any amount not expended during the initial term or any option period may, at the City’s discretion, be allocated for use in the next option period. Invoices will be emailed to the following email address with a copy provided to the Contract Administrator: City of Pearland Attn: Accounts Payable Email: accountspayable@pearlandtx.gov 4. Contract Administrator. The Contract Administrator designated by the City is responsible for approval of all phases of performance and operations under this Contract, including deductions for non-performance and authorizations for payment. The City’s Contract Administrator for this Contract is as follows: Name: Tracy Rohrbacher Department: CVB Phone: 281-997-5972 Email: trohrbacher@pearlandtx.gov 5. Insurance; Bonds. DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 3 of 7 (A) Before performance can begin under this Contract, the Contractor must deliver a Certificate of Insurance (“COI”), as proof of the required insurance coverages, to the City’s Contract Administrator. Additionally, the COI must state that the City shall be provided no less than thirty (30) days’ advance written notice of cancellation, material change in coverage, or intent not to renew any of the policies. The City must be named as an additional insured. The City Attorney must be given copies of all insurance policies within ten (10) days of the City Manager or his designee’s written request. Insurance requirements are as stated in Attachment C, the entirety of which is incorporated by reference into this Contract. (B) Contractor shall provide any required payment bond, performance bond, or both, prior to commencement of performance under this Contract. The terms, conditions, and amounts of the bonds and appropriate surety information shall be included in the RFB/RFP or as may be added to Attachment C, and such content, the entirety of which, shall be incorporated into this Contract. 6. Purchase Release Order. For multiple-release purchases of Services provided by the Contractor over a period of time, the City will exercise its right to specify time, place and quantity of Services to be delivered in the following manner: the authorized City department or division shall send to Contractor a purchase release order signed by an authorized agent of the department or division. The purchase release order shall refer to this Contract, and Services shall not be rendered until the Contractor receives the signed purchase release order. 7. Inspection and Acceptance. City may inspect all Services and products supplied before acceptance. Any Services or products that are provided but not accepted by the City must be corrected or re-worked immediately at no charge to the City. If immediate correction or re- working at no charge cannot be made by the Contractor, a replacement service may be procured by the City on the open market and any costs incurred, including additional costs over the item’s bid/proposal price, shall be paid by the Contractor within thirty (30) days of receipt of City’s invoice. 8. Warranty. (A) The Contractor warrants that all products supplied under this Contract are new, quality items that are free from defects, fit for their intended purpose, and of good material and workmanship. The Contractor warrants that it has clear title to the products and that the products are free of liens or encumbrances. (B) In addition, the products purchased under this Contract shall be warranted by the Contractor or, if indicated in Attachment D by the manufacturer, for the period stated therein. Attachment D, the entirety of which, is attached to this is incorporated into this Contract. (C) Contractor warrants that all Services will be performed in accordance with the standard of care used by similarly situated contractors performing similar services. 9. Quality/Quantity Adjustments. Any Service quantities indicated on the Bid/Pricing Schedule are estimates only and do not obligate the City to order or accept more than the City’s actual requirements nor do the estimates restrict the City from ordering less than its actual needs during the term of the Contract including any Option Period. Substitutions and deviations from the City’s product requirements or specifications are prohibited without the prior written approval of the Contract Administrator. DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 4 of 7 10. Non-Appropriation. The continuation of this Contract after the close of any fiscal year of the City, which fiscal year ends on September 30th annually, is subject to appropriations and budget approval specifically covering this Contract as an expenditure in said budget, and it is within the sole discretion of the City’s City Council to determine whether or not to fund this Contract. The City does not represent that this budget item will be adopted, as said determination is within the City Council's sole discretion when adopting each budget. 11. Independent Contractor. Contractor shall perform all work required by this Contract as an independent contractor and will furnish such Services in its own manner and method, and under no circumstances or conditions will any agent, servant or employee of the Contractor be considered an employee of the City. 12. Subcontractors. In performing the Services, the Contractor will not enter into subcontracts or utilize the services of subcontractors unless the subcontractors were identified in the bid/quote/proposal or approved by the Contract Administrator. 13. Amendments. This Contract may be amended or modified only in writing and executed by authorized representatives of both parties. 14. Waiver. No waiver by either party of any breach of any term or condition of this Contract waives any subsequent breach of the same. 15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA taxes, unemployment taxes and all other applicable taxes. Upon request, the City Manager shall be provided proof of payment of these taxes within 15 days of such request. 16. Notice. Any notice required under this Contract must be given by hand delivery, or certified mail, postage prepaid, and is deemed received on the day hand-delivered or on the third day after postmark if sent by certified mail. Notice must be sent as follows: IF TO CITY: City of Pearland Attn: Tracy Rohrbacher Executive Director of CVB 11200 Broadway, Ste. 1390 Pearland, 77584 Phone: 281-997-5972 IF TO CONTRACTOR: Cultural Planning Group Attn: David Plettner-Saunders Co-Founder & Partner 6878 Navajo Road, Unit 58 San Diego, CA 92119 Phone: 213-500-6692 17. Liability and Indemnity. ANY PROVISION OF ANY ATTACHED CONTRACT DOCUMENT THAT LIMITS THE CONTRACTOR’S LIABILITY TO THE CITY OR RELEASES THE CONTRACTOR FROM LIABILITY TO THE CITY FOR ACTUAL OR COMPENSATORY DAMAGES, LOSS, OR COSTS ARISING FROM THE PERFORMANCE OF THIS CONTRACT OR THAT PROVIDES FOR CONTRACTUAL INDEMNITY BY ONE PARTY TO THE OTHER PARTY TO THIS DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 5 of 7 CONTRACT IS NOT APPLICABLE OR EFFECTIVE UNDER THIS CONTRACT. EXCEPT WHERE AN ADDITIONAL CONTRACT DOCUMENT PROVIDED BY THE CITY PROVIDES OTHERWISE, EACH PARTY TO THIS CONTRACT IS RESPONSIBLE FOR DEFENDING AGAINST AND LIABLE FOR PAYING ANY CLAIM, SUIT, OR JUDGMENT FOR DAMAGES, LOSS, OR COSTS ARISING FROM THAT PARTY'S NEGLIGENT ACTS OR OMISSIONS IN THE PERFORMANCE OF THIS CONTRACT IN ACCORDANCE WITH APPLICABLE LAW. THIS PROVISION DOES NOT AFFECT THE RIGHT OF EITHER PARTY TO THIS CONTRACT WHO IS SUED BY A THIRD PARTY FOR ACTS OR OMISSIONS ARISING FROM THIS CONTRACT TO BRING IN THE OTHER PARTY TO THIS CONTRACT AS A THIRD- PARTY DEFENDANT AS ALLOWED BY LAW. 18. Dispute Resolution Procedures. The Contractor and City desire an expeditious means to resolve any disputes that may arise between them regarding this Contract. If either party disputes any matter relating to this Contract, the parties agree to try in good faith, before bringing any legal action, to settle the dispute by submitting the matter to mediation before a third party who will be selected by agreement of the parties. The parties will each pay one-half of the mediator’s fees. 19. Attorney’s Fees. Should either party to this Contract bring suit against the other party for breach of contract or for any other cause relating to this Contract, neither party will seek or be entitled to an award of attorney’s fees or other costs relating to the suit. 20. Termination. (A) City Termination for Convenience. Under this paragraph, the City may terminate this Contract during its term at any time for the City’s own convenience where the Contractor is not in default by giving written notice to Contractor. If the City terminates this Contract under this paragraph, the City will pay the Contractor for all services rendered in accordance with this Contract to the date of termination. (B) Termination for Default. Either party to this Contract may terminate this Contract as provided in this paragraph if the other party fails to comply with its terms. The party alleging the default shall provide the other party notice of the default in writing citing the terms of the Contract that have been breached and what action the defaulting party must take to cure the default. If the party in default fails to cure the default as specified in the notice, the party giving the notice of default may terminate this Contract by written notice to the other party, specifying the date of termination. Termination of this Contract pursuant this paragraph does not affect the right of either party to seek remedies for breach of the Contract as allowed by law, including any damages or costs suffered by either party. 21. Owner’s Manual and Preventative Maintenance. Contractor agrees to provide a copy of the owner’s manual and/or preventative maintenance guidelines or instructions if available for any equipment purchased by the City pursuant to this Contract. Contractor must provide such documentation upon delivery of such equipment and prior to receipt of the final payment by the City. 22. Limitation of Liability. The City’s maximum liability under this Contract is limited to the total amount of compensation listed in this Contract. In no event shall the City be liable for incidental, consequential or special damages. 23. Assignment. No assignment of this Contract by the Contractor, or of any right or interest DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 6 of 7 contained herein, is effective unless the City Manager first gives written consent to such assignment. The performance of this Contract by the Contractor is of the essence of this Contract, and the City Manager's right to withhold consent to such assignment is within the sole discretion of the City Manager on any ground whatsoever. 24. Severability. Each provision of this Contract is considered to be severable and, if, for any reason, any provision or part of this Contract is determined to be invalid and contrary to applicable law, such invalidity shall not impair the operation of nor affect those portions of this Contract that are valid, but this Contract shall be construed and enforced in all respects as if the invalid or unenforceable provision or part had been omitted. 25. Order of Precedence. In the event of any conflicts or inconsistencies between this Contract, its attachments, and exhibits, such conflicts and inconsistencies will be resolved by reference to the documents in the following order of priority: A. this Contract (excluding attachments and exhibits); B. its attachments; C. the bid solicitation document including any addenda (Exhibit 1); then, D. the Contractor’s bid response (Exhibit 2). 26. Certificate of Interested Parties. Contractor agrees to comply with Texas Government Code Section 2252.908, as it may be amended, and to complete Form 1295 “Certificate of Interested Parties” as part of this Contract if required by said statute for items approved by the City Council. 27. Governing Law. Contractor agrees to comply with all federal, Texas, and City laws in the performance of this Contract. The applicable law for any legal disputes arising out of this Contract is the law of the State of Texas, and such form and venue for such disputes is the appropriate district, county, or justice court in and for Brazoria County, Texas. 28. H.B. 89. In accordance with Chapter 2270 of the Texas Government Code, the signatory executing this contract on behalf of company verifies that the company does not boycott Israel and will not boycott Israel during the term of this contract. This clause is subject to companies with ten or more full time employees and the contract value is $100,000 or more that is to be paid wholly or partially with public funds of the governmental entity. 29. Public Information Act Requirements. This paragraph applies only to Contracts that have a stated expenditure of at least $1,000,000 or that result in the expenditure of at least $1,000,000 by the City. The requirements of Subchapter J, Chapter 552, Government Code, regarding certain entities requirement to provide contracting information to governmental bodies in connection with a public information request, may apply to this contract and the Contractor agrees that the contract can be terminated if the Contractor knowingly or intentionally fails to comply with a requirement of that subchapter. 30. Entire Agreement. This Contract constitutes the entire agreement between the parties concerning the subject matter of this Contract and supersedes all prior negotiations, arrangements, agreements, and understandings, either oral or written, between the parties. IV. Special Terms and Conditions. n/a V. Additional Contract Documents Attached and Incorporated by Reference: DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Service Contract Standard Form Approved as to Legal Form 6.28.2021 Page 7 of 7 Attachment A: Scope of Work Attachment B: Bid/Pricing Schedule Attachment C: Insurance and Bond Requirements Attachment D: Warranty Requirements Incorporated by Reference Only: Exhibit 1: RFB/RFP/Quote NoRFP0222-04 Exhibit 2: Contractor’s Bid/Proposal Response DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 16 ATTACHMENT A – SCOPE OF WORK Scope of services provided shall consist of the following: The following is a list of desired deliverables for inclusion in the Master Plan Report. Development of Outreach Strategy:  Master Contact List  Strategy to encourage stakeholder participation  Standard formats for public documents  Evaluation and assessment of interview notes from recently conducted Listening Tour sessions with key, Pearland Arts community stakeholders  Individual interviews with key community leaders and various boards of directors as needed to understand history and community dynamics. Development of Public Participation Plan: • Public Forums • Survey • Focus Groups • Key Person Interviews • Youth Involvement Local Assessment: • Review 2021 listening tour notes • Asset inventory and maps, including nonprofit arts and cultural organizations and venues • Review history of efforts to develop an umbrella organization for the arts in Pearland • Data collection - demographics, artist data collected through community survey • Existing City staffing and support • Resource assessment – funding sources National Assessment: • Identification with City of several relevant cities and points of comparison based on results of local assessment • Benchmarking of and best practices in the selected comparison cities • Trends, successes and failures reflected in the selected comparison cities Data Analysis: • Consolidated report of community engagement and research • Complete set of raw data, analysis and conclusions of the community survey • Description of methodology FINAL REPORT: The Arts and Culture Master Plan Final Report must serve to set forth a collective vision for cultural arts enrichment development in Pearland. A Master Plan Final Report will be required for review and approval by City Council. At a minimum, the following components should be included: • Executive Summary of Final Report • Results of the Public Participation Process • Provide results on a citywide basis • Conclusions and Recommendations must consist of, but should not be limited to: o Vision and Key Goals o Final Recommendations and Alternatives DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 17 o Implementation Strategies o Action Plan with prioritized set of Goals and Projects o Funding Plan These above referenced components should ensure all of the following items are addressed: • Public participation process summary. • Local assessment including information and data on current cultural organizations and programs, facility mapping, and planned future developments. • National assessment including results of comparison study. • Creative economy portrait of Pearland (two primary zip codes) based on Creative Vitality Suite • Citywide / National / International issues and trends. • Key statistics and data points. • Key maps or graphs of relevant information. • Master Plan Vision Statement that unifies the individual visual and performing arts groups in Pearland, creating a common vision for the role that arts and culture will play, to ensure future Hotel Occupancy Tax (HOT) funding can effectively leverage Pearland’s assets to increase the City’s appeal as a visitor destination. • Strategy to implement vision including a set of Key Goals. • Alignment of goals with the City’s Comprehensive Plan, Pearland 20/20 Strategic Plan, and other relevant planning efforts. • Short, mid, and long -term goals. • List of potential initiatives for prioritization and implementation, including appropriate budget and recommended revenue sources. • Organize potential initiatives by short, mid, and long-term priority. • Implementation strategies. • Clearly defined funding plan which provides vision, policy framework, and strategy to fund implementation of all goals. • Identify key foundations, non-profit, and others for potential partnership. • Definitive conclusions, recommendations, and action plan. • Digital strategies. FINAL REPORT PRESENTATION: This task should include at a minimum the following components: • City will select and provide services of a graphic designer for master plan design • Provide an electronic copy of the Final Report as well as electronic copies of all maps, graphs, and other accompanying visual materials in a format to be determined by the Agency. • Key Images, Maps, Charts and Diagrams. • Oral and written Final Report presentations. • Prepare a PowerPoint presentation of Final Report. • Presentation materials must be developed for use by the City. • Presentation of Final Report to the City Council. PROPOSAL REQUIREMENTS & SUBMISSION DETAILS: Firms interested in responding to this RFP should prepare a brief and concise proposal, including the following sections: 1. Introduction: • Present general introductory comments in a cover letter of no more than two (2) pages. • Include a purpose statement describing your understanding of the proposed project and required services. 2. Work Plan: Up to 30 points • Formulate a work plan that clearly and systematically identifies and describes all tasks and subtasks necessary to complete the requirements set forth in the Scope of Work Section. • Address ability to engage and communicate with a broad and diverse range of stakeholders in a government planning process. • Demonstrate ability to understand local creative and artistic economic environments and the ability to leverage community assets for positive economic benefits. DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 18 • Demonstrate ability to facilitate various groups through the creation of a Vision Statement that unifies individual visual and performing arts groups around the creation of a common vision regarding the role that arts and culture will play in a community. 3. Personnel and Experience: Up to 20 points • Prepare an organizational chart showing the names and titles of the project manager, professional and supporting staff, sub-consultants, and other key personnel that will be assigned to the project. • Synopsis of key personnel with relevant professional background and contact information. • Provide company and/or team history and relevant project experience including specific project references. • Five (5) professional references that can speak to relevant project experience. Preferably the most recent experience. 4. Cost Proposal: - Up to 40 points • Prepare a not-to-exceed cost proposal • Provide a cost breakdown for each task and subtask identified in the work plan. 5. Project Schedule: Up to 10 points • Prepare a schedule that illustrates the estimated timeline, in monthly increments, for completing project tasks and subtasks. DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 19 ATTACHMENT B – BID/PRICING SCHEDULE 4. COST PROPOSAL Our proposed budget is based on our current understanding of the project. We can revise the budget through a dialogue about the scope of work to best fit the needs and constraints of the project. City of Pearland Cultural Arts Master Plan Proposed Budget & Work Plan Billable Days Tasks David Linda Project Initiation & Background Research 3 3 Months 1-2 Discuss preliminary goals and expectations for the project Prepare detailed timeline and process Identify and review relevant plans and background material Prepare summary of background literature review Develop the Steering Committee Prepare job and project descriptions for Steering Committee Prepare communications plan Develop initial interview and research protocols Prepare initial list of interviewees and stakeholders Begin cultural asset inventory Site visit preparation Site Visit #1 (3 days) - Project Start-up and Initial Community Engagement 3 3 Month 3 Initial meeting with city staff Steering Committee workshop: orientation and issues discussion Familiarization tour of selected Pearland venues, neighborhoods, public art, and places Interviews and discussion groups with key stakeholders: senior staff, electeds, arts and cultural leaders, etc. Wrap-up meeting with staff Interim Activities 4 5 Months 4-5 Revise list of interviewees, etc. Manage interview follow-through Prepare site visit summary Conduct videoconference team meetings Prepare online community survey questionnaire Complete cultural asset inventory & assessment Prepare market demand study Site visit preparation Site Visit #2 (4 days) - Continued Stakeholder and Public Engagement 4 4 Month 5 Initial meeting with staff Town Hall meeting (kick-off event, café style discussion) Launch, publicize and distribute community survey Interviews and discussion groups with stakeholders Neighborhood, community and/or pop-up meetings DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 20 Steering Committee workshop: visioning and issues discussion Wrap-up meeting with staff Interim Activities 5 6 Months 6-8 Manage meeting/interview follow-through Manage survey distribution Analyze survey results and prepare topline results report Conduct national best practices/trends study of cities/programs Conduct videoconference team meetings Synthesize all community engagement information Integrate community engagement and research findings into consolidated report Develop preliminary outline of goals and strategies Review consolidated research report and preliminary outline with staff Conduct virtual Steering Committee meeting: review consolidated research report and preliminary outline Incorporate changes/edits to preliminary outline, based on feedback Prepare full draft cultural arts master plan Internal vetting by staff Distribute draft plan to Steering Committee Distribute draft plan to public Begin electronic comment period Conduct videoconference team meetings Site visit preparation Site Visit #3 (2 days) – Draft Cultural Arts Master Plan Month 8 2 2 Initial meeting with staff Steering Committee workshop: review of full draft plan Second community Town Hall meeting Study session with City Council, if desired Interviews and meetings with stakeholders, as needed Publicize and promote public comment Wrap-up meeting with staff Interim Activities 2 2 Months 9-10 Manage meeting/interview follow-through Develop consolidated list of recommended revisions and edits Prepare final draft plan, incorporating recommended revisions and edits Internal vetting by staff Distribute final draft plan to Steering Committee Distribute final draft plan to public Electronic comment period Additional review and comment, as appropriate Monitor and manage internal City/stakeholder reception of final draft plan Advocate for adoption of plan Site visit preparation Site Visit #4 (1 day) – Plan Adoptions 1 0 Month 10 Steering Committee workshop to adopt final plan Council presentation and adoption Other presentations (Arts Commission, other commissions) DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 Workshop for implementation partners Post-adoption Assistance Follow-up phone consultations offered free for six months Total Billable Days per Consultant 24 25 Daily Rate 1,400 1,400 Fees per Consultant 33,600 35,000 Total All Fees 68,600 Overhead (10% of total fees) 6,860 Market Demand Study (flat fee) 3,500 *Travel (see detail below) 10,880 Total Cost 89,840 *Estimated Travel Expenses # trips/days # consultants Cost Per Total Cost Airfare 4 trips @ 1 consultant (RT SAN – IAH) 4 1 600 2,400 3 trips @ 1 consultant (RT FLL - IAH) 3 1 600 1,800 Local Transportation 13 days car rental 13 1 90 1,170 Hotels 4 trips @ 1 consultant 13 1 140 1,820 3 trips @ 1 consultant 11 1 140 1,540 Per Diem 24 days total per diem 24 1 75 1,800 Airport transportation/parking 7 1 50 350 Total Estimated Travel 10,880 *CPG does not charge for travel time. Please note that travel costs have been rising and we have budgeted for such increases. Often these costs can be reduced through careful advance scheduling, donated hotel rooms, and other economies. 18 DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 PROJECT SCHEDULE The following is an anticipated timeline, based on the information available at this time. At the start of the process, the CPG team will work with the City and Visit Pearland to finalize the timeline. Each task corresponds to the tasks and deliverables listed in the workplan, on the previous pages. PROJECT SCHEDULE Task Mo. 1 Mo. 2 Mo. 3 Mo. 4 Mo. 5 Mo. 6 Mo. 7 Mo. 8 Mo. 9 Mo. 10 Project Initiation and Background Research Site Visit #1: Engagement Interim Activities Site Visit #2: Engagement Interim Activities: Draft Plan Site Visit #3: Presentations and Vetting Interim Activities: Revised Plan Site Visit #4: Plan Adoption DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 ATTACHMENT C – INSURANCE REQUIREMENTS DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 ATTACHMENT D – WARRANTY Services shall conform to the proposed specifications and all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title. DocuSign Envelope ID: AA55B697-62F4-4461-BC23-1E38E05C3F67 City of Pearland Cultural Arts Master Plan Today’s Presentation Introduction Project Understanding Overall Approach Proposed Workplan Q&A Photo: Kids Backporch Productions David Plettner-Saunders Partner Project Team Martin Cohen Partner Linda Flynn, Ph.D. Partner Strengths and Expertise 85+ Cultural Plans Creative Economy Cultural Districts Public Art Planning Arts Funding Cultural Tourism Hotel Tax Funds Texas & Houston Experience Suburban Experience Relevant Projects Texas City of Houston Arts & Culture Plan (2015) City of Flower Mound Cultural Arts Master Plan (2018) Wichita Falls Alliance for Arts & Culture Arts and Culture Assessment (2020) City of San Antonio Multiple (2005, 2013, 2017) The Colony Arts Master Plan (2015) City of Round Rock Arts & Cultural Masterplan (current) National Collier County (Naples) FL A Cultural Paradise (2020) City of Santa Clarita CA Arts/Veterans Center (2022) Arts Master Plan AMPED (2016) Cultural Plan (2007) Fulton County (Atlanta) GA Cultural Action Plan (2020) Public Art Master Plan (2020) City of San Diego Downtown Arts District Plan (2021 & 2022) State of Washington Creative Economy Plan (current) Project Understanding First Cultural Arts Master Plan Shared, communitywide vision For all residents and visitors Increase hotel stays and HOT funds Pearland’s cultural scene, “arts plus” Music and restaurant scene Independence Park & amphitheater Pear-Scape Trail Next door to Houston’s arts scene Pear-Scape, Photo: Taylor Pittman Hardy, Travel the South Project Understanding What do Pearland residents want their cultural life to become? What are Pearland’s competitive advantages for cultural tourism? © 2020 The Cultural Planning Group 8 Overall Approach Photo: Visit Pearland Rigorous Research COMPLEMENTARY QUANTITATIVEQUALITATIVE PRE-PLANNING AND COMPLEMENTARY •Document review/existing conditions •Alignment with other plans & studies •Getting to know the city •Communications plan •Engagement strategy •Taskforce •Identify local partners •Language requirements QUALITATIVE INSIGHT •Mixed Presence •In-depth interviews •Stakeholder discussion groups •Place-based community gatherings •Pop-ups/workshops/local events QUANTITATIVE INSIGHT •Market demand analysis •The Creative Vitality Index •Asset inventory •Community survey Mixed Method Multiple Entry Points Inclusive Engagement Steering Committee: ensure broad representation and reach in Pearland. Go where the people are:Concerts in the park; Talk of the Town events; and others. Recruit volunteers: community and social non-profits, trusted gatekeepers, community leaders. Creative activities: involve youth, businesses, resident communities. Conduct:topic/place-based virtual discussion groups and community survey. Consistent and visual social media strategy with the City. Listening to Pearland. Through the lens of the Pearland community Discover and listen to meaningful stories. Residents. Businesses. Artists. Creative workers. Visitors. Reveal and connect to the city’s history and roots. Discovering the unknown. Working with all communities. Define future possibilities. What Pearland wants to become. Where are the opportunities. Image: Brazoria County Hispanic Chamber of Commerce Outcomes/A Successful Plan Achievable roadmap. Elevate Pearland as an arts and culture destination. Strengthen roles of public and private cultural leadership. Integrate and reflect the heritage and character of Pearland. Leverage creative sector as economic driver. Identify sustainable funding/resources for implementation. Proposed Work Plan Project Initiation ➢Kickoff meeting ➢Clear project understanding and roles ➢Detailed work plan and schedule ➢Tour Pearland ➢Establish Steering Committee Stakeholder & Civic Engagement ➢List of key stakeholders ➢Sampling plan ➢Go to the community ➢Community conversations and pop-ups ➢Community survey Complementary Research ➢Cultural asset mapping ➢Creative economy analysis ➢Market demand study ➢National best practices ➢COVID impacts Plan Development ➢Consolidated findings report ➢Draft cultural plan ➢Vetting and refinement ➢Final plan ➢Presentations and adoption What sets us apart… We are cultural and creative economy planners and engagement experts. National portfolio and experience. Flexible. Adaptable. Responsive. Plans making a difference. Strong, long-term client relationships. Photo: BLCK Market © 2020 The Cultural Planning Group 15 Questions & Discussion