Item 07 - Third Party Administrator_Cultural Funding Programs_6-16-2025.pdf — original pdf

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Cultural Funding Third Party Administrator Arts Commission Briefing Office of Arts, Culture, Music and Entertainment (ACME) June 16, 2025 Agenda – Cultural Funding Third Party Administrator 1. 2. Purpose Request for Qualifications 3. Master Agreement 4. 5. Roles & Responsibilities – City of Austin Roles & Responsibilities – The Long Center Purpose • City of Austin Purchasing personnel shortages made facilitating over 600 City of Austin contracts with Cultural Funding Grantees untenable • Ongoing Grantee contracting and payment delays were growing to the point that Grantee programs were at risk • Music Commission Recommendation 20201019-2bi stated that “The Fund should be administered by a local nonprofit organization having familiarity with Austin’s music community and demonstrated expertise in managing funding for various music and arts entities.” Request for Qualifications Solicitation No: RFQS 5500 TVN4006 • Purchasing invited 23 City of Austin Pre-Qualified Vendors to respond • Publish Date: 8/1/2022; Closing Date: 8/31/2022 (closing date extended by one week at the request of one of the respondents) • Purchasing received 1 complete response by the extended closing date (The Long Center) • Purchasing conducted a formal evaluation of the response with a panel of six EDD Staff • Response exceeded Purchasing’s requirements for City of Austin contracting Master Agreement • Master Agreement 5500 - NA230000017 was established between City of Austin Purchasing and The Long Center for an up to 5-Year term and $100,000,000 purchasing authority to cover expected admin expenses and grant budgets for FY2023, FY2024, FY2025, FY2026 and FY2027 • The Master Agreement’s scope of work details all potential administrative tasks that could be needed in a Fiscal Year • An annual contract amendment detailing scope updates, fiscal year grant budgets and required Administrator tasks is negotiated each fall based on the approved fiscal year budget just passed by City Council and fiscal year program guidelines • Each Fiscal Year Amendment includes detailed budgets, costs, and required tasks, which are listed in “Exhibit 2 - Cultural Funding Budget & Contractor Administration Fees” Roles & Responsibilities – City of Austin • Determines fiscal year grant award budgets for City Council approval • Creates / updates Cultural Funding program guidelines per fiscal year, including application scoring & evaluation processes and Awardee reporting requirements • Directs The Long Center on application & reporting build-out in Submittable • Applicant assistance lead creator and facilitator related to cultural funding program guidelines • Application evaluation creator and lead facilitator • Awardee agreement monitoring • Awardee reporting approvals to trigger The Long Center Awardee payments • Awardee professional development and training Roles & Responsibilities – The Long Center • Negotiates Administrator costs per task for each fiscal year’s contract amendment • Application and Awardee reporting form build-out based on City of Austin direction listed in Fiscal Year amendment and follow-up meetings • Bilingual Applicant & Awardee Technical Assistance for Submittable, Applicant assistance intake, and grant agreement and payment processes • Application review based on City of Austin direction listed in Fiscal Year amendment and follow-up meetings • Facilitating Grantee Award Acceptance & Financial Information Forms within Submittable to trigger Grant Award Agreement next steps • Grant Award Agreement Insurance Requirements and Signature / Execution • Awardee Payments after City of Austin approvals of required Awardee reporting Questions Office of Arts, Culture, Music and Entertainment (ACME) Thank You For Your Partnership!