TACOMA VENUES & EVENTS REQUEST FOR PROPOSAL MANAGEMENT OF PERFORMING ARTS VENUES SPECIFICATION NO. PF21-0466F PF21-0466F Page 1 of 101 PF21-0466F Page 2 of 101 City of Tacoma Tacoma Venues and Events REQUEST FOR PROPOSALS PF21-0466F Management of Performing Arts Venues Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, May 11, 2021 Submittal Delivery: Sealed submittals will be received as follows: By Email: [email protected] Maximum file size: 35 MB. Multiple emails may be sent for each submittal. Bid Opening: Held virtually each Tuesday at 11AM. Attend via this link or call 1 (253) 215 8782. Submittals in response to a RFP will be recorded as received. As soon as possible, after 1:00 PM, on the day of submittal deadline, preliminary results will be posted to www.TacomaPurchasing.org. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org. • Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates. • Click here to see a list of vendors registered for this solicitation. Pre-Proposal Meeting: A pre-proposal meeting will be held at 9 am on April 16, 2021. See Section 7.2 of the specification for a link to RSVP for this meeting. Project Scope: The City of Tacoma is seeking proposals for the management and operations of its Performing Arts Venues. Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave as set forth in Title 18 of the Tacoma Municipal Code. For more information, visit our Minimum Employment Standards Paid Sick Leave webpage. PF21-0466F Page 3 of 101 Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be made available in an alternate format by emailing Gail Himes at [email protected], or by calling her collect at 253-591-5785. Federal Title VI Information: “The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration of award. Additional Information: Requests for information regarding the specifications may be obtained by contacting Tad Carlson, Senior Buyer by email to [email protected] Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468. PF21-0466F Page 4 of 101 Table of Contents SUBMITTAL CHECK LIST ......................................................................................................... 7 1. BACKGROUND .................................................................................................................. 8 2. MINIMUM REQUIREMENTS .............................................................................................. 8 3. SUMMARY OF SCOPE OF SERVICES AND DELIVERABLES .......................................... 8 4. CONTRACT TERM ............................................................................................................10 5. CALENDAR OF EVENTS ..................................................................................................11 6. INQUIRIES ........................................................................................................................11 7. PRE-PROPOSAL MEETING..............................................................................................11 8. DISCLAIMER .....................................................................................................................12 9. EVALUATION CRITERIA ...................................................................................................12 10. INTERVIEWS / ORAL PRESENTATIONS ......................................................................12 11. RESPONSIVENESS ......................................................................................................13 12. CONTENT TO BE SUBMITTED .....................................................................................13 13. ACCEPTANCE / REJECTION OF SUBMITTALS ...........................................................17 14. ACCEPTANCE OF SUBMITTAL CONTENTS ................................................................17 15. CONTRACT OBLIGATION .............................................................................................17 16. STANDARD TERMS AND CONDITIONS .......................................................................17 17. INSURANCE REQUIREMENTS .....................................................................................18 18. PREVAILING WAGE INFORMATION ............................................................................18 19. PAID LEAVE ..................................................................................................................19 20. PARTNERSHIPS ...........................................................................................................19 21. COMMITMENT OF FIRM KEY PERSONNEL ................................................................19 22. AWARD ..........................................................................................................................19 23. ENVIRONMENTALLY PREFERABLE PROCUREMENT ...............................................19 24. EQUITY IN CONTRACTING ..........................................................................................20 25. PROPRIETARY OR CONFIDENTIAL INFORMATION ...................................................20 26. ADDENDUMS ................................................................................................................20 PF21-0466F Page 5 of 101 PF21-0466F Page 6 of 101 SUBMITTAL CHECK LIST This checklist identifies items to be included with your submittal. Any submittal received without these required items may be deemed non-responsive and not be considered for award. Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Proposal page. The following items make up your submittal package: One PDF electronic copy submitted digitally of your complete submittal package (with original and copies clearly identified) Information in Section 12, “Content to be Submitted” Signature Page (Exhibits) After award, the following documents will be executed: Services Contract Certificate of Insurance and related endorsements (Exhibits) PF21-0466F Page 7 of 101 1. BACKGROUND The City of Tacoma is seeking proposals for the management and operations of its Performing Arts Venues. The City of Tacoma owns three performing arts venues, the Pantages Theater and associated Jones Building, the Rialto Theater, and Theater on the Square (the Theaters). The Theaters are located within a one block downtown area known as the Theater District and are home to Tacoma’s Resident Arts Organizations. The historic Pantages Theater opened in 1918 as a vaudeville house. The City just completed a $21.8 million renovation that included updating the building’s facade, seismic upgrades, new seating, restoration of plaster and paintwork, lighting, sound, acoustics, digital marquees, and ADA improvements. The Pantages Theater has 1274 seats, one balcony and orchestra pit for 32 musicians. Attached to the Pantages is the Jones Building, also built in 1918, that houses offices for several of the city’s Resident Arts Organizations. The beaux-arts style Rialto Theater also opened in 1918 and served as an art deco movie palace. It has 738 seats with outstanding acoustics and a thrust stage. The Theater on the Square is an intimate contemporary theater that opened in 1993. It has 302 seats, proscenium stage and full production capabilities including a rehearsal room and studio space. The theaters have been managed since 1983 by the non-profit Broadway Center for the Performing Arts, now known as Tacoma Arts Live. The current management agreement, signed in 2016 and extended through June 30, 2021 assigns day to day operations and maintenance of the venues. Tacoma Arts Live has also presented shows. Detail on the compensation paid to the manager by the City of Tacoma over the last six years is provided in Exhibit C10. To learn more about the City of Tacoma, visit https://makeittacoma.com/city-info/city-profile/. The City anticipates awarding one contract. The City of Tacoma will contemplate a broad range of business, financial, and organizational structures, provided that the City of Tacoma shall retain ownership of the venues. 2. MINIMUM REQUIREMENTS To be eligible to respond to the RFP, responding organizations must have experience operating, maintaining and managing theaters, demonstrate financial stability and be community focused. The City will only consider responses that