Page 1 REQUEST FOR PROPOSALS for the OPERATION AND MANAGEMENT of the FOX PERFORMING ARTS CENTER, RIVERSIDE MUNICIPAL AUDITORIUM AND OTHER DOWNTOWN ENTERTAINMENT VENUES Proposal Due: April 23, 2013 before 4:00 pm Issued by City of Riverside Metropolitan Museum Arts & Cultural Division 3580 Mission Inn Avenue Riverside, CA 92501 (951) 826‐2391
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REQUEST FOR PROPOSALS for the OPERATION AND · PDF filepage 1 request for proposals for the operation and management of the fox performing arts center, riverside municipal auditorium
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INTRODUCTIONTheCityhasmadeasubstantialinvestmentinprovidingstate‐of‐the‐artinfrastructuretodevelopanartsand entertainment hub in downtown. Therefore, it is critical that the successful Proposer solidify thedowntownartsandculturescenethroughabroadrangeofentertainmentoptionsthatappealtoavarietyof age groups and ethnicities. Through successful programing, these outstanding venues will becomevibranthubsofentertainmentthatwillappealtonotonlytheimmediatecommunityofmorethan300,000residents,buttotheregionofover4millionandbeyond.ThesuccessfulProposerwillestablishdowntownasthecenterofartsandculture.ThesuccessfulProposerwilldothefollowing:
1. Attractingnationalandinternationalartistsintheperformingartsofthehighestquality;2. Providingdiverseschedule;3. Fosteringthegrowthofcommunityartsgroups;and4. Providing art related education and programming opportunities through collaborative
efforts.TheCityofRiversideMetropolitanMuseum(hereinafterreferredtoastheCity),isseekinganexperienced,responsibleandprofessionalvendorwithprovenexperienceinmanagementandoperations(hereinafter“Proposer”) to operate and manage the Fox Performing Arts Center (hereinafter “Fox PAC”) and theRiversideMunicipalAuditorium(hereinafter“RMA”).AdditionalvenuesareoptionalandincludetheBlackBox(hereinafter“Box”),Showcase(hereinafter“Space”)and/orRestaurant/ConcessionSpace(hereinafter“Restaurant/Concession”).
3. Contract term will be for three (3) years with an opportunity for two (2), three‐year renewaloptions.(Ifyourinvestmentissubstantial,alongerperiodmaybeconsidered).
identificationofonsitemanagementpersonnel.7. Developstandardoperatingprocedures.8. Provide a box office and ticket sales plan, including responsibilities for group and subscription
seasonsales.9. Responsibleforfacilityutilizationandmarketingplanaddressingvariousproductionsandevents.10. Provide a variety of entertainment genres, i.e., Broadway, Improvisational, multi‐dimensional
15. PrepareanOperationsCostAnalysisandprovidemonthlyexpenditureandmanagementreports.16. Submitauditedfinancialsonanannualbasis.17. Developandmaintainpositivecommunityrelationships.18. Work with non‐profit entities affiliated with said venues, i.e. Fox Riverside Theater Foundation
1. Manage and produce all appropriate Facility Rental Agreements for each of the venues withattentiontoa“for‐profit”and“non‐profit”ratestructure.
2. NegotiateagreementswithpresentersofBroadwaytouringmusicalsandplays.3. Meet with and solicit producers, presenters, promoters, agents, managers, tour production
QUESTIONSREGARDINGTHISRFPAnyquestions,interpretations,orclarifications,eitheradministrativeortechnical,aboutthisRFPmustberequested by electronic mail and delivered to Margie Haupt, Arts & Cultural Manager; [email protected]:00pmonApril17,2013.Inquirieswillreceivearesponsewithinthree(3)workingdays.Allwrittenquestionswillbeansweredbyelectronicmailandwillbe forwarded toallProposers. Oralstatementsconcerning themeaningor intentof thecontentsof thisRFPbyanypersonisunauthorizedandinvalid.Thepersonsubmittingsuchrequestwillberesponsibleforitspromptdelivery.ShouldtheCityfindthatthepointinquestionisnotclearlyandfullysetforth;theCitymayissueanelectronicAddendum,whichwillbesenttoallProspectiveProposers. TheCitywillnotberesponsibleforanyotherexplanationorinterpretationoftheRFP,orforanyoralinstructions.Anyquestions,requestsforclarifications,interpretations,orconcernsregardingthisRFPmustbecalledtotheattentionoftheCitypriortotheproposalsubmissiondeadlinesetforthherein.
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COMPLETIONOFPROPOSAL
Proposals shallbe completed inall respectsas requiredby thisRFP. Aproposalmaybe rejected if it isincomplete, contains any alterations or other irregularities of any kind, andwill be rejected if any suchdefector irregularity canmateriallyaffect thequalityof theproposal. Proposals,whichcontain falseormisleading statements, may be rejected. If, in the opinion of the City’s Selection Committee, suchinformationwasintendedtomisleadtheCityinitsevaluationoftheproposal,andtheattribute,conditionorcapability isarequirementofthisRFP,theproposalwillberejected. StatementsmadebyaProposershallalsobewithoutambiguity,andwithadequateelaboration,wherenecessary,forclearunderstanding.Unauthorized conditions, exemptions, limitations or provisions attached to a Proposalwill render it non‐responsiveandmaycauseitsrejection.
Proposals, five (5) copies and an electronic version (flash drive, CD, etc.) are to be RECEIVED BY MAIL,DELIVERYORRETURNRECEIPT TORIVERSIDEMETROPOLITANMUSUEM, 3580MISSION INN AVENUE,RIVERSIDE, CA 92501 BEFORE 4:00 pmONAPRIL 23, 2013. Proposals not received before 4:00 pmONAPRIL23,2013willnotbeaccepted.TheCityofRiversidepaymentprocessisthroughanelectronictransferprocess.Ifselected,proposermustbesetupforthispaymentprocessinordertobecompensatedformaterialsand/orservices.YouareherebyinvitedtosubmitaproposalBEFORE4:00pm,April23,2013;basedupontherequirementsandconditionssetforthinthisRFP.SubmittalDate
A. Rejectallproposals.B. Exercisediscretionandapplyitsjudgmentwithrespecttoanyproposalsthataresubmitted.
All proposals submitted become the property of the City of Riverside. Final disposition will be madeaccordingtothepoliciesthereof,includingtherighttorejectallproposals.
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ALTERNATIVEPROPOSALS
OnlyoneProposal is tobesubmittedbyeachProposer. Multipleproposalswill result in rejectionofallproposalssubmittedbyProposer.
PROPOSALFORMATANDCONTENTProposalsshouldbepreparedinsuchawayastoprovideastraightforward,concisepresentationadequateto satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstratedcapabilitytoperformworkofthistype.Expensivebindings,coloreddisplays,promotionalmaterials,etc.,arenotnecessaryordesired.Emphasisshouldbeconcentratedoncompletenessandclarity.Providefive(5)copiesoftheProposal.Proposalsshalladheretothefollowingformatfororganizationandcontent.ThepreferredProposalmustformattedasan8‐1/2”x11”document,typedandarranged/dividedinthefollowingsequencetofacilitateevaluation:
CoverLetterThecoverlettershallincludeabriefgeneralstatementofintenttoperformtheservicesandconfirmthatallelementsoftheRFPhavebeenreviewedandunderstood.ThelettershouldincludeabriefsummaryofProposer’s qualifications and Proposer’s willingness to enter into a Contract under the terms andconditionsprescribedbythisRFP.
CompanyInformation
This section should include contact person information, address and telephone number of the companymain office and any branch offices. In addition, all Proposals must include a completed “Proposer’sQualificationsStatement”form(Exhibit“A”). Ifnoinformationistobefilled‐inablankspace,thenwrite“none”. Any supplemental information thatProposerbelievesmaybepertinent to the selectionprocessmaybeprovided.Company must have five (5) years/seasons experience. If Proposer is working/partnering with otherorganizations/businesses,theteammusthavefive(5)years/seasonexperienceofworkingtogether.
CompanyPersonnelThissectionshouldcontainnames,titles,contactnumbersanddescriptionofexperience,includinglicensesand/or certifications, of all key personnelwhowould be assigned to performwork under the Contract.Note: AllOn‐SiteManager(s)musthaveaminimumoffive(5)years’experienceinentertainmentmanagementand/orfacilityexperienceandadequatetechnicalbackground.
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AllProposalsmustincludeacompleted“DesignationofSubcontractors"form(Exhibit“B”).Subcontractors'names and city of business shall be complete and legible. Clearly state that portion of the work to beperformedbyeachsubcontractorlisted,bytradeandbyestimateddollaramount.Proposermayberequiredto submit additional information regarding the experience and qualifications of all subcontractors. Note:Proposershallberequiredtoperform,withitsownforces,contractworkamountingtoatleast70%ofthetotalcontract.
ReferencesandExperience
Provideat least three(3)references,withinthepast five(5)years/seasons,ofclients forwhomserviceshavebeenperformedthatarecomparableinqualityandscopetothatspecifiedinthisRFP.Makesuretoaddress all experience and reference questions from Exhibit A. The references shall include names,addressesandtelephonenumbersoftheclientsforwhomthepriorworkwasperformed,andincludeanexplanation of the services provided to these clients. Negative referencesmay result in a reduction ofpointstoproposals.
EXAMINATIONOFRFPANDENTERTAINMENTVENUESThe Proposer shall carefully examine the RFP and the facilities. The submission of a Proposal shall beconclusiveevidencethattheProposerhasinvestigatedandissatisfiedastotheconditionstobeencountered,thecharacter,quality,andquantitiesofworktobeperformedandmaterialstobefurnished,thedifficultiestobeencountered,andtotherequirementsoftheProposal,RFPandotherAgreementDocuments.TheProposerherebycertifiesthatithasexaminedthelocalconditions,readeachandeveryclauseofthisRFP,includedallcostsnecessarytocompletethespecifiedworkandagreesthatifitisawardedtheContract,the Proposer will make no claim against the City based upon ignorance of local conditions ormisunderstandingofanyprovisionoftheContract.ShouldtheconditionsturnoutotherthananticipatedbyProposer,theProposeragreestoassumeallriskincidenttheretoandmustbringthesite(s)intocompliancewith the Specificationswithin fourteen (14) calendar days from receipt of the “Notice to Proceed”, at noadditionalcosttotheCity.
ERRORSANDOMISSIONS
If prior to the date fixed for submission of Proposals, a Proposer discovers any ambiguity, conflict,discrepancy, omission or other errors in this RFP or any of its appendices or exhibits, Proposer shallimmediatelynotifytheCityofsucherrorbyelectronicmailandrequestmodificationorclarificationofthedocument.ModificationsshallbemadetotheRFPandallbidderswillbenotified.Any clarifications to this RFP by City shall be given by electronic notice to all parties identified as“ProspectiveBidders.”
IfProposer fails tonotifytheCity,priortothedate fixedforsubmissionsofProposals,ofanerror intheRFPknowntoProposer,oranerrorthatreasonablyshouldhavebeenknowntoProposer,Proposershallsubmit its Proposal at his/her own risk, and if Proposer is awarded a Contract, Proposer shall not beentitledtoadditionalcompensationortimebyreasonoftheerrororitslatercorrection.
EXECUTIONOFPROPOSALThefullname,businessaddress,zipcodeandbusinesstelephonenumber(withareacode)oftheindividual,partnership,jointventure,orcorporationsubmittingaProposalshallbetypewrittenorlegiblyprintedontheProposal. The Proposer shall ensure that an authorized signatory signs the Proposal. No stamped orfacsimilesignatureswillbeaccepted.AnindividualsubmittingaProposalshallsignandgivehisorherfullnameandaddress.Apartnershallsignforapartnershipandthenames,titlesandaddressesofallpartnersshallbegiven.Anauthorizedcorporateofficershallsignforacorporation,withcorporatesealaffixed,andthenames,titlesandaddressesofallofficersofthecorporationshallbegiven.Asignatureotherthanacorporateofficer'swillbeacceptedifanauthenticatedpowerofattorneyorcorporateresolutionisattached.
PROPOSALSBECOMETHEPROPERTYOFTHECITYProposals become the property of the City and information contained therein shall become publicdocumentssubjecttodisclosurelawsafteracontractisawarded.TheCityreservestherighttomakeuseofanyinformationorideacontainedintheProposal.Proposer must notify the City in advance of any proprietary or confidential materials contained in theProposalandprovidejustificationfornotmakingsuchmaterialpublic.TheCityshallhavesolediscretiontodiscloseornotdisclosesuchmaterialsubjecttoanyprotectiveorderthatProposermayobtain.Allmaterials,ideasandformatssubmittedinresponsetothisRFPwillbecomethepropertyoftheCityonreceipt.
5. Establish the capability to meet the venues financing and capital improvement needs throughoperatingand presenting profits, user fees and other private funding (in partnership with FoxRiversideTheaterFoundation,ifapplicable);
7. Demonstrate financial capacity to perform respondent’s duties and obligations, including, to theextentapplicable,collateralizationofticketproceedsandpresentationguarantees;
B. TheSelectionCommitteewillreviewtheProposalsintwophases. PhaseOnewillevaluateproposals
thatincludeFoxPAC/RMAorFoxPAC/RMAwithadditionalvenues.PhaseTwowillevaluateallotherproposalswhetheritisanindividualvenueorbundledvenues.BothPhaseswillberankedanda“shortlist”offinalistswillbeevaluated.Thereafter,thefinalistswillbeinvitedtomakeanoralpresentationtoinclude specific operating criteria. In addition, the Committee will contact references and industrysources,andmayopttoconductsitevisitstootherestablishment(s)operatedbyanyapplicant.Finally,theCommitteewillmakeafinalselection.
All Proposals shall be reviewed to verify that the Proposer has met the minimum requirements asstatedinthisRFP:
a. Submittaloffive(5)copiesoftheproposalpriorto4:00pmApril23,2013.b. Proposerrespondedwithcontenttoallpointsinscopeofservices,expectations,andrequested
Proposalsthathavenotfollowedtherules,donotmeetminimumcontentandqualitystandards,donotprovidereferences,ortakeunacceptableexceptionstotheRFPwillberejectedasnon‐responsive.TheCityreservestherighttomakeobservationsofexistingsitesbeingmanagedandoperatedbytheProposers to evaluate the entertainment venue anddetermine the level andquality of service beingperformed.Thesevisualobservationswillbeusedintheevaluationprocess.
This RFPwill be open to any business that has an interest in operating the Fox PAC/RMA and/or Box,and/orSpace,and/orRestaurant/Concession. SuccessfulProposerwillhaveaddressedallpoints inKeyScopeofServicesasoutlinedonpage4,Expectationsasoutlinedonpage5andallexhibitsattachedtothisRFP.
REJECTIONOFPROPOSALSTheCitymayrejectany/orallProposalsandmaywaiveanyimmaterialdeviationinaProposal.TheCity’swaiverofanimmaterialdefectshallinnowaymodifythisRFPorexcusetheProposerfromfullcompliancewiththisRFPand/ortheContractDocumentsifawardedtheContract. ProposalsthatincludetermsandconditionsotherthanCity’stermsandconditionsmayberejectedasbeingnon‐responsive.TheCitymaymakeinvestigationsasdeemednecessarytodeterminetheabilityoftheProposertoperformthework,andtheProposershall furnish to theCityall such informationanddata for thispurposeasrequestedby theCity. TheCity reserves theright to rejectanyproposal if theevidencesubmittedby,or investigationof,
TheCityanticipatesawardingoftheContractorrejectionofProposalswithin90calendardaysfollowingtheProposalduedate.TheCityreservestherighttorejectanyand/orallProposalssubmittedinresponsetothisRFP in the best interest of the City. The City further reserves the right to waive any informalities orirregularities in the Proposals. The City shall not be liable for any cost incurred in connection with thepreparationandsubmittalofanyProposal.Award, if any,willbe to theProposerwhoseProposalbest complieswithallof the requirementsof thisRFP.Vendorwillberequiredtoprovideevidenceofthefollowingannuallyforthetermofthecontract:
including an Additional Insured Endorsement for each policy, (b) Automotive Liability Insurance,including an Additional Insured Endorsement for each policy, and (c) Workers’ Compensation/EmployersLiabilityInsurance,inaccordancewiththerequirementssetforthinArticle10.2and10.3ofthe General Conditions. In any event that the fifth calendar day falls on Saturday, Sunday, a legalholidayfortheStateofCalifornia,orondayswhenCityHallisclosed,theContractDocumentsshallbedeliveredbythefollowingworkingday.
FailuretoexecutetheAgreementandfurnishtherequireddocuments,withintherequiredtimeperiodshallbe just cause for the recession of the award. If the successful Proposer refuses or fails to execute theAgreement,theCitymayawardtheAgreementtothenextqualifiedProposer.
3.2 List experience and knowledge in developing and maintaining positive communityrelationships.
3.2.1 Provide organizational name, contact name of Executive Director and a BoardMember, phone numbers and the nature of the relationship between you and the non‐profit/communitygroup.
3.3 Listallmanagementandoperationscontractsyourorganizationhascompletedinthepastfive years, giving the name of project or organization, owner, owner's phone number, projectmanager,Contractamount,datesofContractorAgreement andthepercentageof thecostof theworkperformedwithyourownforces.
3.3.1 List the value of the contract(s) and whether or not the venue provided financialassistance.Iftherewasfinancialassistancefromfacilityownerpleasedescribestructure.
4.1 Are there any judgments, claims, arbitrationproceedingsor suits pendingor outstanding againstyourorganizationoranyitsofficers?(Ifyes,pleaseexplain)
4.3 Please list the employee classifications for which your firm providesmedical and dentalbenefits.
4.4 How long must an employee be employed with your firm before they are eligible formedicalanddentalbenefits?
Please note that all Proposers must have a minimum of five (5) years management and operationsexperienceunderitscurrentbusinessname,ofsimilarscopeandsize.
Note:Contractorshallberequiredtoperform,withitsownforces,contractworkamountingtoatleast70%of the totalContractPrice. If therearenosubcontractors for thiscontract,please indicate“None” in thespacebelow.
3. IftheProposer/Contractorfailstospecifyasubcontractor,orifmorethanonesubcontractoris listedforthesameportionforworktobeperformedundertheContract,Proposeragreesthatitisfullyqualifiedtoperform that portion of work, and shall perform said work. If after award of Contract, the Contractorsubcontractsanysuchportionofthework,theContractorshallbesubjecttothestatutorypenalties.
2. Marketing/Sales2.1 Provideanexplanationandunderstandingoftheimmediatecommunityandthegreaterregion’sdemographics2.2 ProvideSampleoutlineofBoxOffice/TicketSalesPlan2.3 ProvideMarketingandPublicRelationsplanoutline2.4 Facility Utilization and Marketing: describe the mix of event types tomaximize utilization of event venue and the strategies, resources and experienceyoubringtoachievethosegoals.2.5 Ifproposingonadditionalvenuesprovideanswersfor2.1through2.4relativetoeachaddedvenue.
SOUND SPECIFICATIONS 1 Yamaha PM 5D RH Digital Console (used w/ full warranty) 1 Yamaha PW 800 Power Supply 1 Yamaha PSL 120 Link Cable 1 Yamaha MY8DA 8 Channel Analog Output Card 1 Yamaha MY8AD 8 Channel Analog Input Card 1 Yamaha MY8AEB AES EBU Card 1 Yamaha Road Case Road Case with Dog House 1 Yamaha IMX644 Digital rack mixer 2 DBX 4800 Loudspeaker management system
20 JBL VT 4888 3 Way Array Speakers
2 JBL VT 4888-SF Bumper Bars for the VT 4888
7 JBL VRX928LA Front Fill 4 JBL VRX928LA Under balcony loudspeaker