RFP Template

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

REQUEST FOR PROPOSALS

Item Description: CITY CENTER NAMING RIGHTS

Date to be opened: AUGUST 19, 2019

Issuing Department: PARKS DEPARTMENT

QUESTIONS  Please direct questions relative to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to Purchasing Agent Patti Jordan. o Phone: (401) 680-5264 o Email: [email protected] . Please use the subject line “RFP Question”  Please direct questions relative to the specifications outlined (beginning on page) to the issuing department’s subject matter expert: o Brant Gawrys – City Center Manager o [email protected]

Pre-bid Conference (NON-MANDATORY) MONDAY, AUGUST 5, 2019 at 10:00 AM CITY CENTER RINK, 2 KENNEDY PLAZA, PROVIDENCE, R.I. (TICKET OFFICE)

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND INSTRUCTIONS FOR SUBMISSION

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the Board of Contract Meeting in the City Council Chambers, on the 3rd floor of City Hall.

 Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the captioned Item Description and the City Department to which the RFP and bid are related. (On page 1)  Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product information/samples) should have “NOT A BID” written on the envelope or wrapper.  Only use form versions and templates included in this RFP. If you have an old version of a form do not recycle it for use in this bid.  The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply Department of the City Clerk – City Hall, Room 311 25 Dorrance Street Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to provide (such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record. The City has made a conscious effort to avoid the posting of sensitive information on the City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing department only at their request.

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

BID PACKAGE CHECKLIST Digital forms are available in the City of Providence Purchasing Department Office or online at http://www.providenceri.gov/purchasing/how-to-submit-a-bid/ The bid package MUST include the following, in this order:  Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 5 of this document)  Bid Form 2: Certification of Bidder as 2nd page (see page 6 of this document)  Certificate Regarding Public Records (see page 7 of this document)

All of the above listed documents are REQUIRED.

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required documents with all applicable signatures will result in disqualification, or in an inability to appropriately evaluate bids.

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the highest qualified and responsible bidder. 2. Where prices are the same, the Board of Contract and Supply reserves the right to award to the bidder in the best interest of the city. 3. No proposal will be accepted if the bid is made in collusion with any other bidder. 4. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality. Bidders must indicate brand or the make being offered and submit detailed specifications if other than brand requested. 5. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq. 6. The Board of Contract and Supply reserves the right to reject any and all bids. 7. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence, immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open Meetings Portal. 8. In case of error in the extension of prices quoted, the unit price will govern. 9. The proponent will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or equitably any monies or any claim thereto without the previous written consent of the City Purchasing Director. 10. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document indicates otherwise.

BOARD OF CONTRACT AND SUPPLY BID TERMS CITY OF PROVIDENCE, RHODE ISLAND

1. Awards will be made within sixty (60) days of bid opening. All bid prices will be considered firm, unless qualified otherwise. 2. Failure to deliver within the time quoted or failure to meet specifications may result in default in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents and Acts of God.

BID FORM 1: Bidders Blank

1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

2. Bidder’s responses must be in ink or typewritten, and all blanks on the bid form should be completed.

3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be rejected. Contracts exceeding twelve months must specify annual costs for each year.

4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless submitting a unit price bid), however each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual items.

5. All bids MUST BE SIGNED IN INK.

Name of Bidder (Firm or Individual): ______Contact Name: ______Business Address: ______Business Phone #: ______E-Mail Address: ______Agrees to bid on (Items(s) to be bid): Naming Rights for Five (5) Year Period Total Amount in Writing: ______Total Amount in Figures: ______Use additional pages if necessary for additional bidding details.

______Signature of Representative

______Title

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

BID FORM 2: Certification of Bidder (Non-Discrimination/Hiring)

Upon behalf of (Firm or Individual Bidding),

I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify that:

1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual orientation and/or religion in its business and hiring practices. 2. All of Bidder’s employees have been hired in compliance with all applicable federal, state and local laws, rules and regulations.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

______Signature of Representative

______Printed Name

Revised May 8, 2018 6

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

Certificate Regarding Public Records

Upon behalf of (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify an understanding that: 1. All bids submitted in response to Requests for Proposals (RFP’s) and Requests for Qualification (RFQ’s), documents contained within, and the details outlined on those documents become public record upon receipt by the City Clerk’s office and opening at the corresponding Board of Contract and Supply (BOCS) meeting. 2. The Purchasing Department and the issuing department for this RFP/RFQ have made a conscious effort to request that sensitive/personal information be submitted directly to the issuing department and only at request if verification of specific details is critical the evaluation of a vendor’s bid. 3. The requested supplemental information may be crucial to evaluating bids. Failure to provide such details may result in disqualification, or an inability to appropriately evaluate bids. 4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose the defined supplemental information prior to the issuing department’s request in the bidding packet submitted to the City Clerk, the City of Providence has no obligation to redact those details and bears no liability associated with the information becoming public record. 5. The City of Providence observes a public and transparent bidding process. Information required in the bidding packet may not be submitted directly to the issuing department at the discretion of the bidder in order to protect other information, such as pricing terms, from becoming public. Bidders who make such an attempt will be disqualified.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

______Signature of Representative

______Printed Name

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

BID FORM

CITY CENTER NAMING RIGHTS

BASE BID:

City Center Naming Rights for a period of Five (5) Years (November 1, 2019 thru October 31, 2025) shall be executed for the lump sum of (Minimum Bid of $375,000.00):

______Dollars

($______), TOTAL BASE BID

Payment shall be made as a (5 Year) lump sum payment with two (2) installments of 50% each – first of which will be made within 30 days of signed agreement and the second on November 1, 2021 (start of third year)

ALTERNATES:

1. Add Alt # 1 – One (1) Additional - Five (5) Year Term (After first Five (5) Years) – Renewal of Agreement

______Per Lump Sum $______price in writing

UNIT PRICES:

1. Unit price #1 – Cost Per Year – First Five Years

______Per Year $______price in writing

BIDDER: ______

TECHNICAL SPECIFICATION:

Questions regarding this bid package shall be submitted via e-mail to Patti Jordan at [email protected] and Brant Gawrys, City Center Manager at [email protected] , no later than five (5) working days before the bid opening date. 8

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

City Center Naming Rights Request for Proposals

2 Kennedy Plaza, Providence, RI 02903 | 401-680-7390 | www.providencerink.com

Naming Rights for 3,000 Capacity Outdoor Venue Located at the Providence City Center

Issue Date: July 22, 2019 Submission Date: August 19, 2019 Award Date: September 3, 2019 Contract/Agreement Signed: September 15, 2019

Proposed Official Name Dedication: November 6, 2019

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

1. REQUEST FOR PROPOSAL OVERVIEW

The City Center and Providence Rink, located in Providence, Rhode Island, is seeking proposals from interested parties for the naming rights at the facility located at 2 Kennedy Plaza.

2. PURPOSE – COMMUNITY OVERVIEW AND BENEFITS IN THE NAMING RIGHTS PACKAGE

In recent years, Downtown Providence has become an epicenter for award winning food culture, craft beverages and communal gathering places and is further inspired by the newly envisioned Kennedy Plaza that will transform the surrounding area into a local hub and regional destination for art, culture, recreation and dining. At the heart of all of this nationally renowned activity is the Providence Rink at City Center.

2.1 FACILITY OVERVIEW

Managed by the Providence Parks Department, the City Center and Providence Rink is a unique, 4 season arts, entertainment, and recreation venue in downtown Providence, Rhode Island. Located adjacent to Biltmore and Burnside Parks, the Center offers over 14,000 square feet of space in the heart of the city. Since 1998, the facility has promoted community events and activities to improve the quality of life for both residents and businesses in Providence and more broadly across Rhode Island and Southern New England. The venue is a premier destination for visitors staying in and exploring downtown Providence.

The City Center and Providence Rink is a year-round destination for all ages. In the winter season (mid- November to March), the Providence Skating Rink is open seven days a week. It typically serves over 50,000 customers in a season. In addition to skating, the rink is the sole New England provider of “Bumper Cars on Ice”.

In the summer, (May through October), the Providence Rink transforms into a premier outdoor event venue for a variety of summer activities. This versatile space has hosted public and private events including fully-tented events, conferences and weddings, and open-air concerts and festivals. In the summer, the City Center also produces summer programming that includes roller skating, bumper car racing, the “Summer Hangout Series” with local beer vendors, food, and music, as well as family friendly activities from Memorial Day to Labor Day. Recent events include:

 Day of Portugal – a cultural festival during PVDFest, Providence’s signature four-day art festival with world-renowned art, culture and culinary experiences  Summer Salsa Blast Series – 3 Events with over 1000 salsa dancers  Roller Derby Bouts – 5 Saturday Events hosted by the Providence Roller Derby  Super Fun Activities Club – Rhode Island Social Sports Organization Hosting a variety of Sports (Volleyball, Dodgeball, Pillow Polo)  Day Trill Festival, 2,500 Tickets  Boston Bruins Fan Fest Event  Making Strides Providence - American Cancer Society  A Lit Vibe, DJ Event  Roll for Rob, Skate Boarding ALS Fundraising Event  Rhode Island School of Design Artists’ Ball  Tree Lighting, First Saturday of December 6,000 visitors for 2-days

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

The City Center is managed by the City Center Manager and the City of Providence Parks Department maintains and operates the facility. Seasonal staff members are hired for winter and summer season to assist with facility operations including ticket sales, skate rentals and event staffing. This multi-purpose facility is a perfect venue for outdoor concerts, sporting events, festivals, food truck events, corporate events, company outings, food & beverage events, tradeshows and much more. Each year, the City Center host over 200 days of programming, 20 major events and over 75 additional events.

2.2 BENEFITS IN THE NAMING RIGHTS PACKAGE

The naming rights sponsorship package provides an opportunity to create a valuable and generative relationship with the local community as well as the City of Providence. The Proponent will gain local, regional, and national exposure. The name of the City Center, which is proposed by the successful Proponent and subject to approval by the Board of Park Commissioners, shall be the exclusive name of the City Center facility in all official facility documents during the term of the Agreement. The City Center will retain the “The Providence Rink” as the name of the ice surface to maintain clarity for customers.

I. Media Name and logo identification in all official City Center related references including, but not limited to, the following:  City Press Releases  City Center Social Media Channels  Media Placement – radio, print, signage, television  City Center & Providence Rink Website  Printed Admission Tickets and Customer Receipts  Facility Related Publications – newsletter, visitor guides, annual reports  Advertising and Promotional Literature o Event Posters o Parks Visitor Guides o Parks Visitor Website

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

II. Signage The successful Proponent will collaborate with the City Center Manager, the Parks Department and the City of Providence Communications Department to create, develop, fabricate and install the initial logos and signage for the facility which are subject to final approval by the Superintendent of Parks. The proponent may also choose to present their own designs and logos for the City Center. Changes in signage due to re-branding/re-design in subsequent years will be the responsibility of the proponent.

Signage shall include the following:

City Center Rink Logo - In-ice graphic (Winter Season) - Size: 182” x 900” o Must limit use of black in graphic. Limit sun exposure to maintain ice quality throughout the season. o Provided by November 1st each year of contract. Can be used multiple years depending on the condition Dasher Boards - including one sign on all four sides of the rink dashers Eight pole banners Street signage Door clings Merchandise – Where appropriate Staff apparel Seasonal Ticket Window Clings at Main Ticket Windows Rack Cards, Admission Tickets, Receipts, Gift Cards

Additional facility signage and logo merchandise may be purchased by proponent at cost.

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

III. Corporate Usage – Provided with Naming Rights Purchase

Admission – per year  250 Ice Skating Tickets  50 Ice Skating Tickets with Rentals  50 Ice Bumper Car Admission Tickets  50 Summer Bumper Car Admission Tickets  8 VIP Summer Programming Packages

Corporate Events

 Winter Event or Meeting Space Twice per Season  Summer Event Facility Rental – one Saturday and one Weekday Event per summer season – based on availability.

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

3. QUALIFICATIONS AND REQUIREMENTS OF PROPONENT

3.1 Provide the name, description and brief history of your corporation.

3.2 Identify your designated marketing or management staff members who will be working with the City Center Manager, Parks Department Personnel, and City Communications team to coordinate the marketing and advertising with the City Center during the term of the contract. The sponsor team must have at least three members and one representative is required to attend quarterly (four per year, each year of the agreement) meetings at the City Center.

3.3 Name and titles of persons authorized to make decisions involving the naming rights agreement along with the phone numbers, emails and main office address.

3.4 Outline your organization’s qualifications including functional or product related fit or image-based fit with the City Center values.

3.5 Provide any details that would distinguish your organization’s service and commitment to the Providence community.

3.6 Include all completed attachments and forms required for your Proposal.

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND

SCOPE OF SERVICES

4.1 The Sponsorship entitles the Proponent to name the City Center facility with a name chosen by the sponsor, subject to final approval by the Parks Department Superintendent.

4.2 The Proponent will commit to provide logo design and facility signage design, or work with the City Center Manager, the Parks Department and the City of Providence Communications Department to create, develop and install the initial logos and signage for the facility which are subject to final approval by the Superintendent of Parks.

4.3 The City Center and Providence Rink retains the right to sell naming rights of spaces within the facility including but not limited to; rental room, pavilion, Zamboni tunnel, ticket office, and any new facilities (temporary or permanent).

4.4 City Center retains the right to sell additional advertising to any business or organization including but not limited to: dasher ads, pole banners, barricade ads, decals, window graphics, wall graphics, equipment wrapping, newsletter, event sponsorship, merchandise, and additional public spaces.

4.5 The successful Proponent will have the option to purchase additional advertising space and will have the Right of First Refusal for display items.

4.6 Alternatives/Added Value. The Proponent may include items not specified in the RFP, which would enhance the proposal. Items should be listed separately as an added document.

5. TERM OF CONTRACT

5.1 The Proponent shall outline the proposed term of the Agreement with a minimum term of five (5) years, beginning on November 1, 2019.

6. FINANCIAL PROPOSAL

6.1 The naming rights sponsorship proposal should be equal to or greater than the minimum yearly amount of $75,000 or $375,000 for the five (5) year term.

6.2 If proposing additional cash, vending or marketing activities, please detail the structure of how those benefits would be allocated to the City Center.

6.3 Provide additional relevant information that will assist the City Center Manager, Superintendent of Parks and Board of Parks Commissioners to evaluate your proposal.

6.4 The City of Providence may make such investigations it deems necessary to determine the ability of the Proponent to perform financially.

7. GENERAL CONDITIONS AND INSURANCE

7.1 INDEMNITY. The City of Providence agrees to indemnify and hold the sponsor harmless from and against any and all losses, damages, judgment, awards, settlements and expenses arising from the City’s breach of any provision of this Agreement or any act of failure to act by the City or the Providence Rink operation except to the extent such losses, damages, expenses, and claims resulted from the gross

BOARD OF CONTRACT AND SUPPLY CITY OF PROVIDENCE, RHODE ISLAND negligence or willful misconduct of the sponsor. Or its employees or agents, including but not limited to, gross negligence or willful misconduct associated with the design and installation of all City Center Logos.

7.2 TERMINATION. This Agreement may be terminated upon no less than ninety (180) days prior written notice upon the occurrence of a material breach by either party of its obligations hereunder, including but not limited to the failure of Parks to maintain the rink in a clean and safe manner provided, however, that no termination notice shall be effective unless the party attempting to terminate the Agreement shall have the notified the breaching party of the nature of the breach and afforded the breaching party at least thirty (30) calendar days in which to cure such breach. This cure period may run contemporaneously with the termination period set forth above and the notice of the breach and the opportunity to cure may be included in any termination notice. If the sponsor Terminates this Agreement due to any occurrence of a material breach of this Agreement, Parks shall at its own expense remove the displayed signage, advertisements and marketing pieces.

7.3 CONFLICT OF INTEREST

The Proponent shall fully disclose any conflict of interest with its Proposal.

7.4 INQUIRES, CLARIFICATIONS

Inquires or questions regarding this Request for Proposal shall be addressed in writing to:

Brant Gawrys, City Center Manager Email: [email protected]

The Parks Department may request additional written clarifications and/or supplemental information from selected Proponents, as part of the evaluation process.

7.5 ACCEPTANCE AND REJECTION OF PROPOSALS

The City Center and Providence Parks Department shall have the right to reject any proposal for any reason, or to accept any proposal for which the City Center deems most advantageous to the facility. The City Center and Parks Department reserves the right to the Proposal that is deemed the best fit and not necessarily the lowest or highest priced or scored proposal.

7.6 GOVERNING LAW. This Agreement is entered into pursuant to, and shall be governed by, and constructed in accordance with the laws of the State of Rhode Island and the City of Providence.

7.7 BINDING EFFECT. This Agreement and all covenants, provisions, and conditions herein contained shall inure to the benefit of and be binding upon the heirs, successors and assigns of parties.

7.8 EXPENSES. Proponents are solely responsible for their own expenses in preparing their proposal and for subsequent negotiations with the City Center.