HomeMy WebLinkAbout08. Civic Theatre RFP Mgmt
AGENDA MEMO
DATE:
April 13, 2010
TO:
Mayor and Members of the City Council
FROM:
Office of the City Manager
By: Thad Phillips, Community Services Director
SUBJECT:REQUEST FOR PROPOSAL FOR MANAGEMENT AND OPERATION
OF THE DOWNEY CIVIC THEATRE
RECOMMENDATION
That the City Council approve the Request for Proposals for Management and
Operation of the Downey Civic Theatre.
DISCUSSION
On September 9, 2009, the City Council formed a Theatre sub-committee with Council
members David R. Gafin and Roger C. Brossmer as members. The sub-committee met
and reviewed the Theatre budget and usage.The sub-committee recommends that the
City maximize the use of the Theatre by presenting programming of interest to the
community and surrounding region and recommended that the City issue a Request for
Proposal for the management of the civic theater with the intent that the proposals
include a presenting series of concerts and performances that would attract residents of
Downey and the surrounding communities. Staff prepared a Request for Proposal to
obtain proposals for:
the overall management and operation of the Downey Civic Theatre (“Theatre”)
or
the management and operation of a presenting series including scheduling,
booking, marketing and ticket sales
The second option would allow a response if someone only specializes in presenting
concerts and other forms of entertainment but does not provide theatre management
services.
The Downey Theatre is currently a rental theatre for the Downey Civic Light Opera,
Downey Symphony, Downey Unified School District, dance groups and other
performances and the City would like to offer expanded programming options for the
community.
FISCAL IMPACT
The fiscal impact will be determined when an agreement is awarded for theatre
management services.
attachment
CITY OF DOWNEY, CALIFORNIA
City of Downey
Request for Proposals for
Civic Theatre Management and/or Presenting Series
April 13, 2010
Deadline for submission: Friday, May 28, 2010, 5:00 pm
Publication: April 14, 2010
City of Downey website www.downeyca.org
INDEX
I Project Description..........................................................................1
II Area Demographics and Amenities.................................................2
III Scope of Work.................................................................................2
IV Schedule.........................................................................................3
V Submission Requirements...............................................................3
VI Evaluation and Selection Criteria....................................................5
VII Terms and Conditions for Receipt of Proposals..............................6
VIII Required Forms...............................................................................7
Exhibit A Seating Chart..................................................................................8
Exhibit B Theatre Technical Specifications.....................................................9
Exhibit C Rental rates...................................................................................12
I. Project Description
The City of Downey (“City”) is seeking proposals for one of the following
options:
the overall management and operation of the Downey City Theatre
(“Theatre”). or
the management and operation of a presenting series including
scheduling, booking, marketing and ticket sales
The Downey Theatre is currently a rental theatre for the Downey Civic Light
Opera, Downey Symphony, Downey Unified School District, Dance groups and
other performances. The goal of the City is to maximize the use of the Theatre
with the intent of contracting for a presenting series of interest to the community
and surrounding region and understands that there may be different proposals to
accomplish that end.
Theatrical Services proposal should contain a fully itemized list of proposed
theatrical services, which shall include, but is not limited to, such items as a
presenting series and bookings of interest to the community.
Specific aspects of the management and operation of the theatre will be
identified in the terms and conditions mutually agreed upon by the City and
respondent selected as the most qualified entity.
The City owns and operates the Theatre which is located at 8435 Firestone
Boulevard, Downey, California. Convenient parking is located in the civic center
next to an Embassy Suites Hotel, restaurants and freeways.
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II. Area Demographics and Amenities
A. City of Downey Demographics.
Source: 2008 Estimate, Demographics Now
1. Population 113,000
2. Race
a) White, 54,536, 49.8%
b) Black, 4,152, 3.8%
c) American Indian or Alaska Native, 487, 0.4%
d) Asian or Pacific Islander, 10,125, 9.2%
e) Some Other Race, 34,502, 31.5%
f) Two or More Races, 5,815, 5.3%
3. Ethnicity: Hispanic, 66,759, 60.9%
4. Household Income
a) Median, $54,984
5. Density / Downtown.
Source Market Retail Analysis, Gibbs Planning
Groups, 2008
a) 1 mile radius: 30,206
b) 3 mile radius: 271,861
c) 5 mile radius: 755,170
B. General Theatre Information.
The theatre opened in June, 1970.
1. The total area for the footprint of the theatre, which includes the
building, patio, planters and loading dock is 41,825 sq. feet.
2. Floor space by levels:
a) Basement (storage, mechanical areas, orchestra pit):
11,090 sq. ft.
st
b) 1 Floor (including patio area): 33,352 sq. ft.
nd
c) 2 Floor (including mechanical areas): 11,885 sq. ft.
nd
d) 2 Floor booth area: 1,232 sq. ft.
nd
e) 2 Floor mechanical area: 1,376 sq. ft.
3. Total of 58,935 sq. ft. (total does not include catwalks, the grid
or multiple roofs)
4. Seating: Orchestra Capacity 516, Balcony capacity 222, Total
738
III. Scope of Work
A. The Scope of the Management Operations May Include:
1. Presenting series
2. Scheduling rental use of the theatre including local non-profit
organizations
3. Booking performances
4. Marketing and promotions
5. Ticket sales for presenting events
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6. Providing technical theatre support, including proper
maintenance of theatre equipment
7. Hiring of or contracting for all necessary personnel
8. Financial management for the facility operations
9. Janitorial, housekeeping, general repair and maintenance,
utilities
10. Facility management
IV. Schedule
Proposal phase Date
1. RFP is advertised and issued by the City April 14, 2010
2. Pre-proposal tour of theatre May 3, 2010 at 10 am
3. Proposal due May 28, 2010 at 5:00 pm
4. Oral interviews with finalist June 7, 2010
5. Selection of respondent for negotiations June 14, 2010
A pre-submittal tour of the theatre, including a question/answer session, will
occur on Monday, May 3, 2010 at 10 AM at the City of Downey, Civic Theatre
8435 Firestone Boulevard, Downey, California, 90241. All respondents
interested in proposing are encouraged to attend.
V. Submission Requirements
A. Time and place for submission of proposals.
Proposals must be
received by 5:00 pm on Friday, May 28, 2010. Postmarks will not be
considered in judging the timeliness of submissions. Proposal must be
delivered in person or by courier or by mail to:
Stephanie Watkins
City of Downey
11111 Brookshire Ave.
P.O. Box 7016
Downey, California 90241-7016
B. Format and content of proposals.
Respondents interested in
responding to this RFP must submit the following information, in the order
specified below.
1. Qualifications Statement (up to 2 pages) Provide a qualification
statement including a description of the organizational structure
of your entity (e.g., corporation, partnership, Limited Liability
Company), the jurisdiction which it is organized and date of
such organization.
2. The name, address, telephone number and facsimile number of
the person authorized to represent your entity with respect to all
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notices, negotiations, discussions and other communication
relating to your proposal, the selection process and any
negotiations relating to the contract.
3. A general description of all relevant experience and credentials
pertaining to projects or transactions similar to the management
and operations of the Theatre in size and scope, specifically any
public-private partnership projects.
4. A representation that your entity is in good standing in the State
of California and has all necessary licenses, permits, approvals
and authorizations necessary in order to perform the Scope of
Work and conduct its business.
C. Key Staff; Past Experience.
1. Provide a list identifying Executive Director, the facility manager,
the role each key staff member will play in the project, and a
written assurance that the key individuals listed and identified
will be performing the work and will not be substituted with other
personnel without the City’s prior approval.
2. Provide a description of the experience and qualifications of
each key staff member, including brief resumes.
3. Provide a description of past experience similar in scope to the
management and operations of a theatre and/or presenting
series by your entity, including the location, term, type of facility,
reference and telephone numbers, and contact names.
Descriptions should be limited to 1 page for each item. The City
may ask for supporting documentation substantiating claims of
previous experience.
D. A Narrative Summary.
Include the nature and structure of the
proposed management, and how the proposal addresses each of the
goals as indicated. The narrative should address how the Respondent
intends to divide its priorities between facility management, facility
operation, facility maintenance and, if it chooses, presenting.
E. A Staffing Plan.
Provide an organization chart, description of the key
staff and the roles they will play within the organization.
F. Box Office and Ticket Sales Plan.
Provide a box office and ticket
sales plan including any subscription sales and methodology for
incorporating ticket sales with user groups.
G. Facility Utilization and Marketing Plan.
Describe the proposed
schedule of rentals, events and other uses to maximize utilization of the
building and the marketing strategies, resources, and experience to
achieve those goals.
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H. Transition Plan.
Provide a plan for the assumption of management
and operations duties from the City.
I. References.
Provide references for your entity, the Executive Director
and/or facility manager, and all key staff, including the name, address and
telephone number of at least 3 recent references. A respondent's
submission of such references shall be deemed to be a grant of
permission to the City to contact such clients any time to discuss the
respondent and its work for such client.
J. Financials/Management Fee Proposal.
Provide last three years of
financial statements. Respondent to include a detailed projected pro forma
for two years of management and operations. The pro forma should
include the proposed financial management fee for operating the theatre
for year one and year two and clarification of proposed fee;
If City elects to award a contract, the City intends to award the
contract to the respondent that it considers will provide the best overall
services and value. The City reserves the right to accept other than the
lowest priced management and operations fee and to reject any proposals
that are not responsive to this RFP.
VI. Evaluation and Selection Criteria
A. Minimum Qualifications
1. Respondent must demonstrate 3 years of recent experience in
managing and operation of performance facilities or
2. The respondent must demonstrate general knowledge of theatre
management including rental and presenting, booking,
scheduling, box office, marketing and collaborations.
3. Demonstrated financial and organizational capacity to manage a
Theatre.
Any proposal that does not demonstrate that the respondent meets these
minimum requirements by the deadline for submittal of proposals will be
considered non-responsive and will not be eligible for any award of the
contract.
B. Selection Process and Criteria.
The City intends to evaluate the
proposals generally in accordance with the first 3 criteria itemized below.
After this initial evaluation, the 3 respondents with the highest initial scores
will be interviewed.
1. Project Approach (25 points)
a) Understanding of the Scope of Work and the tasks to be
performed.
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b) Detailed plan or strategy to operate the space as a venue
for performance rentals, presenting series and bookings.
c) Response to narrative summary, staffing, marketing and
box office and transition plans.
d) Respondent’s organizational capacity in successfully
managing and operating a theatre.
2. Financial Feasibility and Cost Effectiveness (25 Points)
a) How realistic is the proposal based on its economic
assumptions.
b) The experience and financial capacity of the respondent
to perform duties and obligations of managing and
operating a theatre.
c) Reasonableness of the management fee proposed and
clarification.
3. Assigned Key Staff (15 Points)
a) Recent experience of key staff to and a description of the
tasks to be performed by each staff person.
b) Professional qualifications and education.
4. Experience of Entity (15 Points)
a) Expertise of the entity and any contractors in the fields
necessary to complete the tasks.
b) Experience of recent similar experience, including
adherence to schedules, deadlines and budgets.
c) Results of reference checks.
d) Oral Interview (20 Points)
Following the evaluation of the qualified, responsive submitted
proposals under the criteria listed above, up to 3 respondents receiving
the highest scores will be invited to an oral interview. The interview will
consist of standard questions asked of each interviewed respondent. The
interview will be rated with a final score for each of the sections, for a total
score out of 100 points.
VII. Terms and Conditions for Receipt of Proposals
A. City Business License.
The successful proponent will be required to
possess or to obtain a City Business Registration.
B. Right to Reject Proposals.
The City reserves the right to reject any
and all proposals, and to waive minor irregularities in any proposal.
C. Right to Request Clarification.
The City reserves the right to request
clarification of information submitted, and to request additional information
from the respondent.
D. Right to Award Contract.
The City reserves the right to award the
contract to the next most qualified entity, if the awardee vendor does not
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execute a contract within sixty (60) days after being awarded as the most
qualified entity.
E. Withdrawal.
Any proposal may be withdrawn up until the date and
time set above for submittal of the proposal. Any proposal not so timely
withdrawn shall constitute an irrevocable offer, for a period of ninety (90)
days to sell to the City the services described in the attached
specifications, or until one or more of the proposals have been approved
by the City administration, whichever occurs first.
F. Costs.
The City shall not be responsible for any costs incurred by the
respondent in preparing, submitting or presenting its response to the RFP.
G. Partial Award.
If no single proposal satisfactorily meets the criteria
above, the City may choose to award this proposal to more than one
proponent, or to award only part of this proposal, whichever is in the City’s
best interests.
H. Note to All Respondents and Proposers:
The City of Downey
reserves the right to reject all submittals and at its option to terminate this
request for proposal, reissue it with the same or different conditions, or
extend the date for submittals. This request for proposal is not an offer to
contract with any specific party. Selection of a party with whom to enter
into exclusive negotiations is expected to, but is not guaranteed to, lead to
a disposition and agreement for this project.
VIII. Required Forms
Before the City can award any contract, that contractor must file the
following forms:
1. W-9 Taxpayer Identification Number and Certification
2. Signature Authority
3. Certificate of Insurance showing sufficient type of coverage and
coverage amount as required by the City; and showing the City as
additional insured.
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Exhibit A
Downey Civic Theatre Seating Chart
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Exhibit B
Downey Civic Theatre Technical Specifications
GENERAL INFORMATION
A.
Auditorium:
*Continental Seating Plan with 4 exits to the lobby, 6 exits to outside
*Seating Capacity: 516 Orchestra (6 wheelchair positions), 222 Balcony
*Wheelchair access is through the patio. Restrooms are wheelchair accessible.
Parking:
Free event parking is located directly north of the theatre (by the Library). When available, the Downey
High School parking lot is located east of the theatre, off of Brookshire Avenue. Please note signs
indicating parking regulations and restrictions.
Policies:
House opens ½ hour prior to curtain, with curtain time set by permittee. Alcohol is not permitted on City of
Downey property. The facility is a smoke free environment. Food and drink are not permitted on stage, off stage, in
the auditorium and in the lobby.
Permits:
If the event uses pyrotechnics, incendiary products or any type of live flame, please contact the Theatre
Manager to arrange for a fire permit.
LOAD-IN AREA
The loading dock is at stage level and enters directly into a staging area (shop), accessible to 45’ trailer trucks off of
Brookshire Avenue. Additional stage door off of Firestone Blvd. is at street level and enters directly on to the stage.
Trucks in excess of 25’ or requiring use of the Firestone Blvd. entrance MUST make arrangements with the Theatre
Manager at least one week prior to the date of load-in.
Brookshire Ave. Door: Loading Dock Height: 24’-0”
Loading Dock Width: 24’-0”
Loading Dock Area: 25’-0” x 25’-0”
From street level: 3’-0”
Firestone Blvd. Door: Loading Dock Height: 24’-0”
Loading Dock Width: 14’-0”
Concrete ramp from street level parking lot directly to stage.
Assembly Area to Stage: Door Height: 24’-0”
Door Width: 20’-0”
STAGE DIMENSIONS
B.
Proscenium -Width: 50’-0” (House Masking width @ 42’-0”)
-Height: 23’-0” (House Masking height @ 18’-0”)
-Stage Depth: 56’-0” (taken at centerline)
-Proscenium to back wall: 38’-6”
-Proscenium to diamond plate: 10’-2”
-Proscenium to DSC Apron edge: 17’-7”
Center Line to offstage right: 37’-4”
Center Line to offstage left: 43’-2”
Grid Height: 51’-0” (to the top of steel)
Wing Space -stage right: 6’-6” offstage edge of leg to wall
-stage left: 11’-0” offstage edge of leg to wall
Side Stages: There are two independent stages just left and right of the main stage (at the same level)
downstage of the proscenium. Both spaces have about 305 square feet of playing space and
can be used independently from the main stage.
Stage Floor: Tempered hardboard over soft wood with a total thickness of 2 ¼”, black.
may not
NOTE: Scenery, props, lighting instruments, audio equipment, etc. span the fire curtain line,
which is 0’-4” upstage of the proscenium.
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Exhibit B
Downey Civic Theatre Technical Specifications
RAIL SYSTEM
C.
Battens: 32 available, 6” centers, 68’-2” long, 1 ½” schedule 40 pipe, 7 lift lines. Electrics are 60’-0”.
Line Set 7 will hit the first electric.
Type: T track, single purchase counter weight system.
Arbor capacity: Approximately 1140#
House Draperies:
st
Main Curtain: Red, travels or flies manually, full. May be used as 1 set of vertical masking.
Side Stage Main Curtain: Red, full.
Legs: 3 sets, black, 12’ x 24’, ½ full
Borders: 4 sets, black, 63’ x 7’, ½ full
Travelers: 2 sets, black, 62’ x 24’, ½ full. Both used as legs.
Scrim: Black sharkstooth, chain pocket sewn-in, 60’ x 24’
Cyclorama: Natural, 61’ x 27’, muslin, seamless
ORCHESTRA PIT:
Removable cover (13 lids, 7’-5” @ center line):
Width 50’-0”
Depth 21’-0” (taken @ center line)
Capacity Approximately 50 Musicians
Stage to Auditorium floor: 3’-5”
Auditorium floor to Orchestra Pit floor: 6’-0”
Access: UR from basement, DR stairs from auditorium
DRESSING ROOMS:
There are two chorus dressing rooms, each with restrooms and showers attached. The women
have 22 and the men have 20 make-up stations. Both are at stage level adjacent to stage right.
WARDROBE
: None specifically available. There is a vestibule at the artists’ entrance that may be used for wardrobe, but
there is no wardrobe equipment.
GREEN ROOM:
It is located off the downstage right hallway and is 28’-0” x 27’-10”, adjacent to the patio. There is
access to microwave oven, refrigerator and sink.
LIGHTING/ELECTRICS:
The Downey Theatre maintains a focused repertory plot. The plot and channel hook-up are available upon request.
Power: 120/208v; 3 phase, 100A/leg, bare wire connection, UR shop wall.
Dimmers: Dimmer (ETC 2.4 kw) per circuit, plus 2 – 50A dimmers and 6 – relay modules.
Control Boards: ETC Expression 3, ETC Express 48/96, in the control booth in the rear balcony.
House lights: Control locations DR at the Stage Manager’s console and in lighting control booth.
Option of house light control through the consoles.
rd
FOH positions (approx): Balcony Rail, 44’-0” throw @ 10 degrees to 3 set of areas
ndst
2 A.P., 43’-0” throw @ 42 degrees to 1 set of areas (Apron)
stnd
1 A.P., 42’-0” @ 39 degrees to 2 set of areas (DS)
Booth to movie screen – 91’-0”
Ethernet: 6 nodes available, 2 portable. DMX cable available.
AUDIO
Power: 120v, single phase, 4 - 15A circuits; 120/208v; 3 phase, 100A/leg, bare wire
connection, UR shop wall.
Microphone Inputs: A total of 37 inputs are available, with 29 accessible to the stage.
Speaker Outputs: A total of 8 outputs are accessible to the stage.
Control Locations: House mix position is located center at the rear of the orchestra level. An enclosed
sound booth is located at the rear (house right) of the balcony.
Monitor/Paging System: Dressing rooms, green room, rehearsal room, backstage hallway and booths
accessed from stage manager’s panel (stage right). Program input shares the paging system
monitors.
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Exhibit B
Downey Civic Theatre Technical Specifications
Communications: Wired RTS, 2 channel, 8 units available.
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Exhibit C
Downey Civic Theatre Rental Rates
THEATRE RENTAL (
8 am - 12 am)
Monday - Thursday Any 6 hour period $650.00
Additional hours are pro-rated at $108.33/hour
Friday, Saturday & Sunday Any 6 hour period $750.00
Additional hours are pro-rated at $125/hour
Theatre Custodial Fee Per Performance $175.00
REHEARSAL USE
(8 am - 12 am)
Monday – Sunday Any 4 hour period 360.00*
Additional hours are pro-rated at $90/hour
*In order to qualify for this rehearsal rate the rehearsal must be confined to the stage and backstage areas of
Absolutely no use of the Auditorium, Lobby, Washrooms, Lobby Lights or Air
the Theatre.
Conditioning.
PERSONNEL CHARGES
(4 hour minimum call)
Stage Manager $28.00 per hour/each
Stage Supervisor $18.00 per hour/each
Sound Technician $18.00 per hour/each
Electrician $18.00 per hour/each
Spotlight Operator $18.00 per hour/each
Carpenter/Flyman/Stagehand $18.00 per hour/each
House Managers (3 minimum Performance only) $18.00 per hour each
EQUIPMENT CHARGES
Follow Spot $40.00 each use
Concert Grand Piano $200.00 each use
Upright Piano $50.00 each use
Piano Tuning Actual Tuning Cost
Projector$50.00 each use
Orchestra Shell Actual Labor Costs
OTHER CHARGES
Video Concession Fee $150.00
Ticket printing $65.00 per reserved seat set
Downey Unified School District (DUSD) – Academic program use of the Theater per the terms
of the Reciprocal Use Agreement between DUSD and the City of Downey.
2
Monday to Thursday No Charge
2
Friday to Sunday Not Available
2
Rehearsal Usage No Charge
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Exhibit C
Downey Civic Theatre Rental Rates
Theatre Custodial Fee $175.00/per event
Ticket Printing $65.00/per event
Support Personnel Actual Cotst/per hour
Established Downey Organizations and Non-Profit Performing Arts Organizations with five
years of continuous theater rental shall be charged the following rates.
1
Monday to Thursday 6 hours $300.00
1
Friday to Sunday 6 hours $400.00
2
Rehearsal Usage 4 hours / 6 hours $200.00 / $300.00
Overtime Actual Cost/hourly
Theater Custodial Fee No Charge
Ticket Printing Fee $65.00/per event
Support PersonnelActual Cost/hourly
Piano TuningActual Cost/per event
Piano No Charge
Movie ProjectorNo Charge
Energy Use Actual Cost
Spot Light$10.00/per light
Notes: (1) Includes use of Theatre, Theatre Lobby, Dressing Rooms, and Patio.
(2) No Audience allowed; use of seating area only by production staff.
Fee schedule is established by the Downey City Council and rates are subject to change without notice
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