PUBLIC NOTICE REQUEST FOR PROFESSIONAL MANAGEMENT SERVICES OF THE SMITH-WILLS STADIUM 1200 LAKELAND DRIVE JACKSON, MS 39216 October 31, 2018 REQUEST FOR PROFESSIONAL MANAGEMENT SERVICES OF SMITH WILLS STADIUM TABLE OF CONTENTS Section I Introduction / Invitation Page 3 Section II Mission Page 4 Section III Purpose Page 4 Section IV Criteria For Selection Pages 4 -6 Section V Scope of Work and Services Page 6 – 7 Section VI Background – Smith Wills Stadium Facts Pages 7 – 8 Section VII Amenities Page 8 – 11 Section VIII Submittal Requirements Page 12 Section IX Review, Evaluation, Selection and Contract Award Page 13 Section X Submittal Instructions Pages 14 – 15 Section XI Equal Business Opportunity (EBO) Plan Application Pages 16 – 27 Section XII General Terms & Conditions Pages 28 Smith Wills Stadium – Request For Professional Management Services / 08-07-18 ● Page 2 Smith Wills Stadium – Request For Professional Management Services / 08-07-18 ● Page 3 REQUEST FOR PROFESSIONAL MANAGEMENT SERVICES OF SMITH WILLS STADIUM SECTION II – MISSION The mission of the Department of Parks and Recreation is to enhance the overall physical and recreational needs of the public by promoting the quality of life and positive recreational programming through coaching, teaching, mentoring, preserving, protecting and enhancing its park lands and public green spaces. In addition, working to encourage the redevelopment and economic expansion of the City of Jackson, the Department of Parks and Recreation owns and/or manages various sports and entertainment venues, including Smith Wills Stadium and is charged with providing visitors with a quality recreational, educational and entertainment experience. The Department of Parks and Recreation will utilize its expertise to assist the City of Jackson with the management and promotion of Smith Wills Stadium, through the Request For Professional Management Services process. SECTION III – PURPOSE The Department of Parks And Recreation is seeking such Professional Management Service packets on behalf of the City of Jackson from individuals, firms and/or organizations authorized to do business in the State of Mississippi who are interested in: Introducing new and innovative ideas to help increase interest, attendance, and revenue. Committed to improve stadium facilities. Implement a re-imagined visitor experience. Provide venue management through sales, marketing, event booking and programming. Offer food and beverage operations through concessions and catering companies. Submissions will be reviewed by the Department of Parks And Recreation, and awarded with an assessment to the Mayor and City Council for final consideration and action. IV – CRITERIA FOR SELECTION Selection will be based on a multi-faceted organization, with core specialized responsibilities in stadium management, including event management. Smith Wills Stadium – Request For Professional Management Services / 08-07-18 ● Page 4 Creation and/or introduction of capital improvement projects to improve the Stadium’s facilities and events; consistently updating to reflect new changes. Be willing to enter into an agreement and lease for a period of five (5) years. The rent for the premises will be $_____________ per year totaling $___________ for a period of five (5) years. The selected Manager/Lessee must be willing to pay the City of Jackson 30% of all revenue on ticketed sales events. The selected Manager/Lessee must pay the City Twenty Thousand Dollars ($20,000.00) per quarter. Ensure all independent contracts/contractors are required to list obtain a Certificate of Liability Insurance, listing the City of Jackson as co-insured. The party will also lease the City’s personal property located at the Smith Wills Stadium Including the following: a) All equipment, accessories, parts, supplies, furniture, tools, vehicles and personal property of any nature whatever, which are presently used by, or at Smith Wills Stadium. b) Upon Termination of any agreement, the selected Manager/Lessee ceasing to manage or operate the stadium, will transfer and convey all property back to the City of Jackson, together with all added improvements and fixtures, in like condition as when conveyed, normal wear and tear excepted. Forward thinking analysis considering the Stadium’s Mission, Vision Goals and Objectives, to improve existing structures and site conditions, provide financial sustainability, conservation, to educate and ensure quality visitor experiences by all. The selected Manager/Lessee will have the right to plan, operate and supervise the Stadium with the City’s direction and input. They shall have the ability to control, the right to plan, supervise, manage and operate the Stadium. They shall have the authority and right to construct, alter and improve buildings or structures with the written consent and permission of the Mayor or his Designee. They shall have the authority to raise admission fees, with the written approval of the Mayor or his Designee. Subject to the written consent of the Mayor, the selected Manager/Lessee shall have the right, subject to the written approval and consent of the Mayor or his Designee the authority to sell, buy, lease, trade and otherwise acquire or dispose of personal property or equipment. Subject to receiving prior approval/written consent of the Mayor the selected Manager/Lessee may also destroy or tear down buildings or structures in accordance with its planning, and the vision of the City of Jackson. Smith Wills Stadium – Request For Professional Management Services / 08-07-18 ● Page 5 The selected Manager/Lessee shall provide the City with an annual audit of the operation, management and financial condition of the Stadium prepared by an independent certified public accountant, in accordance with generally accepted auditing principles, and will allow the City or its representative reasonable access to all financial records and documents. The selected Manager/Lessee will have the authority to operate or to cause to be operated, concessions on the Stadium property. Any profits derived by the selected Manager/Lessee from concessions, gate receipts or otherwise, over and above operational expenses which, shall be presented to the City via audit, shall be divided with the City receiving 30% and the selected Manager/Lessee 70%. Manager/Lessee will provide all internal security and all security deemed necessary for special events. The selected Manager/Lessee shall not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, age or handicap. The selected Manager/Lessee agrees to develop and utilize an employee grievance procedure for all its employees. The selected Manager/Lessee agrees to develop written personnel rules, regulations and policies in accordance with sound personnel and management principles. SECTION V – SCOPE OF WORK AND SERVICES The City seeks to increase the number and type of events held at Smith-Wills Stadium, as well as to increase attendance at all events, while preserving and enhancing access to the facility for scholastic, amateur, and community sporting and other events. In order to accomplish this objective, the selected Manager/Lessee may develop agreement(s) with professional and/or collegiate sports team(s) to utilize Smith-Wills Stadium as their game location. The Manager/Lessee must support the mission, vision and goals of the City of Jackson, Department of Parks and Recreation and understand they serve the City of Jackson. Scope of Work and Services will be based on applicants’ plans to ensure and provide the following: 1) Experience in managing, operating, maintaining and marketing the stadium with respect to the day-to-day operations; 2) Ability to market, book, promote and develop a wide variety of civic, community, athletic, educational, cultural and commercial events and activities at the stadium; 3) Ability to provide quality maintenance of the Stadium, in a safe, well maintained and sanitary condition; Smith Wills Stadium – Request For Professional Management Services / 08-07-18 ● Page 6 4) Enhance the quality of experience of all patrons attending all events at the Stadium; 5) Maximize the number of events at the Stadium; 6) Maximize attendance at events; 7) Maximize the positive economic impacts and employment opportunities from the Stadium; 8) Make the Stadium an attractive venue to book a wide-variety of local, regional and national events; 9) Plan and organize all sports and special events; 10) Secure sport teams as short or long term tenants; 11) Provide financial reporting to the City with timely execution of recording and reporting the results of operations on a quarterly basis; providing annual financial statement preparation and reporting; 12) Oversee the utilization of venues, finances, business administration, maintenance, repairs, construction and whatever else comes up; 13) Make recommendations to the City regarding capital improvements, repairs and replacements (including emergency repairs) needed to maintain the Stadium and/or improve operations; 14) Make recommendations on Stadium operating improvements that would promote better service to the event users and patrons, promote efficiency and costs savings, and/or increase the safety and security of the Stadium; 15) Responsible for all operational aspects of Smith Wills Stadium having full responsibility for all Stadium departments including; Operations, Facilities, Maintenance, Stewarding, Security, Pitch Event Management and Smith Wills Stadium