Request for Proposal Venue and Concessions Management Greek

Request for Proposal Venue and Concessions Management

Greek Theatre Venue and Concessions Management RFP Pre-Proposal Conference November 30, 2017 The Greek Theatre Los Angeles, CA 2

WELCOME/HOUSEKEEPING ITEMS • Restrooms • Cell Phones • Handouts (Question sheets/RFP samples, business cards etc. ) • Sign-In/Sign-Out Sheets (conference and site walks) 3

RFP OBJECTIVE Award a ten-year Agreement with one five-year extension option (RFP Section II, Page 2) Venue and Concessions Operator will: • Provide the public with the safest and most enjoyable concert experience. • Maximize revenue to RAP. • Provide artists and promoters a high-quality venue to perform and book acts. 4

RFP OBJECTIVE (continued) • Ensure five-star customer service. • Maintain and preserve this historical Venue. • Maintain strong community collaboration. • Oversee day to day operations. • Operate the Roosevelt Golf Café 365 days a year. • Offer high-quality food and beverage services. • Execute a robust capital improvement program. 5

BACKGROUND RFP Section III • Transition prep in October 2018 and take over operations at Greek Theatre and Roosevelt Café by November 2, 2018. • Season runs from mid-April to October 31. • Approximately 70 concerts plus additional community events. • PROMOTION OF CONCERTS OR EVENTS BY THE OPERATOR WILL BE STRICTLY PROHIBITED, CONSISTENT WITH AN OPEN-VENUE MODEL. ANY CONCERT PROMOTER, A SUBSIDIARY OF A CONCERT PROMOTER OR A JOINT VENTURE WITH A CONCERT PROMOTER IS PROHIBITED FROM SUBMITTING A RESPONSE TO THIS RFP. 6

DESCRIPTION OF THE GREEK THEATRE • Historic venue built in 1929 seats 5, 801 • Offers state of the art acoustics and excellent sight lines • Premises includes ØTheatre building and seating areas ØAll areas, structures, decks and concessions in North Wing ØSouth wing and concession areas ØNorth, south, and front concourses ØLight booth ØBox Office ØPublic restrooms ØVIP Parking Lot and parking area in adjacent valley to the west • Premises Maps provided in Exhibit A of RFP • Description of parking areas in Section IV. 3 of RFP 7

DESCRIPTION OF THE ROOSEVELT CAFE • Located across the street at 2650 N. Vermont Ave. • Serves Roosevelt Golf Course, 9 -hole executive course with small driving range. • Fully equipped restaurant facility. • Triple wide modular building. • Outdoor seating overlooking the golf course. 8

PROPOSAL ITEMS RFP Section V, Page 5 • Operational Oversight and Management Plan • Event Services Staffing Plan • Sponsorships and Premium Seating Sales Plan • Capital Improvement Plan • Food and Beverage Concession Plan 9

OPERATIONAL OVERSIGHT AND MANAGEMENT PLAN RFP Section V. A. • Operator will oversee all operations at the Venue under direction of RAP staff. • RAP will pay Annual Management Fee to operator to be set by the successful proposal (See Exhibit I). • RFP provides a list of all services that will be covered by the Annual Management Fee (Page 5 non-reimbursable items). • RFP also lists reimbursable items which are services to be provided by Operator and be reimbursed by RAP (Page 7). 10

EVENT SERVICES STAFFING PLAN RFP Section V. B • Proposals should include a sample staffing plan, listing all proposed positions. • Operator responsible to provide staff on as-needed basis. • Operator may elect to sub-contract services or provide in-house for the following: ØUshers – assist patrons, provide directional guidance, check tickets ØTicket takers – process 500 tickets/hour, prevent unauthorized entry 11

EVENT SERVICES AND STAFFING PLAN (continued) ØSecurity - responsible for venue and surrounding neighborhoods ØParking attendants ØBox Office – at a minimum open 2 hours before shows and six hours each Saturday during concert season. NO EXCLUSIVE TICKETING AGENT ØConcert/Event Cleaning – custodial services before, during and post events ØNeighborhood Event Staff – Pre and post-concert ØShuttles and Ride Sharing ØMerchandise – Operate sales of Greek merch and coordinate with artists to facilitate their booths 12

SPONSORSHIP, PREMIUM SEATING AND SPECIAL EVENTS RFP Section V. C • Operator will manage sale of: ØSponsorships ØPremium Seating ØVIP areas ØFilming ØSpecial events • Proposals must include marketing strategy and sales plan for all of the above. • Operator will not be compensated for any sponsorships which originate within or are obtained by RAP. • Proposers must indicate the percentage they will pay to RAP for each category in The Financial Offer Form (Exhibit I). 13

CAPITAL IMPROVEMENT PLAN RFP Section V. D • Proposals must include: ØConcession improvement plan for Greek and Roosevelt ØPreventive maintenance plan ØSustainability plan ØRenderings of proposed improvements ØSee Exhibit J for mandatory improvements • The Greek Theatre is a designated Historic-Cultural Monument. Therefore, Operator must obtain written approval of the Cultural Heritage Commission for any substantial alterations. 14

FOOD AND BEVERAGE CONCESSIONS PLAN RFP Section V. E • Exclusive right to operate at the Greek and Roosevelt Café. • Greek concessions must open at least 1. 5 hours before concert and close no later than 30 minutes after. • Roosevelt Café must be open at least 30 minutes prior to first tee time until 30 minutes after sunset. • Dedicated on-site manager for each location. • Please see RFP Page 12 for items to be included in the concessions plan. 15

FOOD AND BEVERAGE CONCESSIONS PLAN (continued) • Operator will provide all equipment and furniture necessary to operate the concessions. • Operator will be responsible for obtaining all necessary permits and licenses. • Proposers are encouraged to suggest additional services and/or amenities. • Proposals must include a Pro Forma statement (Exhibit H) • All proposals must include operational plans for the Front Plaza area during concert season and may include plans for the off-season as well. 16

FOOD AND BEVERAGE CONCESSIONS PLAN (continued) CONCESSION FEE • Greater of a Minimum Annual Guarantee (MAG) or a percentage of gross sales. • All proposers must complete and submit the Financial Offer Form (Exhibit I). MINIMUM ACCEPTABLE MAG FOR THE GREEK THEATRE Year 1 - $2 Million The MAG for subsequent years is the greater of previous year’s MAG or 90% of actual concession fee paid in previous year. Minimum acceptable percentage of gross sales is 40%. 17

FOOD AND BEVERAGE CONCESSIONS PLAN (continued) MINIMUM ACCEPTABLE MAG FOR ROOSEVELT CAFE Year 1 - $25, 000 The MAG for subsequent years is the greater of previous year’s MAG or 90% of actual concession fee paid in previous year. Minimum acceptable percentage of gross sales is 6%. 18

EVALUATION AND AWARD • Upon receipt proposals will undergo Level I evaluation to ensure compliance with proposal requirements and mandatory document submission. • Proposals that pass Level I will move on to Level II conducted by a panel of City and/or non-City staff. This will include review of written proposals and possible interviews. • Evaluation criteria 19

EVALUATION AND AWARD • The Evaluation Panel will select the proposal which scores highest in these categories. The General Manager will make a recommendation to the Board of Recreation and Park Commissioners. • Upon Board approval the contract will go to City Council for final approval. 20

Instructions to Proposers (RFP Exhibit B) 21

Cover Letter • Proposers must include a cover letter indicating information below: • Company’s legal name • Type of business (corporation, partnership or sole proprietorship) • Key names, including title and position • Name of main contact (Note: This will be the only point of contact between proposing company and Contract Coordinator) • Complete mailing addresses • Telephone and fax numbers (including office and cell numbers as appropriate). • E-mail addresses and any other information needed by City staff to contact proposers. • A statement that the proposing entity confirms its acknowledgement and acceptance of the terms and conditions set forth herein, without exceptions. 22

Proposal Deposit All proposals must include a Proposal Deposit: • In the amount of $25, 000; • In the form of a cashier’s check only; and, • Made payable to the City of Los Angeles o For successful proposer, the Proposal Deposit : o will be released upon receipt of the required Performance Deposit, evidence of insurance and execution of the Agreement. o If an award is made and the successful proposer fails to execute the Agreement, the Proposal Deposit of that proposer will be forfeited and retained by the Department. o For unsuccessful proposers, the Proposal Deposit : o will be returned upon execution of an Agreement. 23

Proposal Due Date • Deadline for Proposal Submission: • Thursday, January 4, 2018 by 1: 00 P. M. Bids are also accepted prior to the due date. Note: All proposers MUST BE in attendance at today’s conference and site walk! 24

Where To Submit Proposal City of Los Angeles Department of Recreation and Parks Office of the Board of Commissioners Attention: Board Secretary 221 N. Figueroa Street, Suite 300 Los Angeles, CA 90012 25

Number of Copies • One (1) original • Wet signature on all forms requiring a signature • One (1) non-bound reproducible copy • Four (4) hard copies • One (1) electronic copy • One (1) redacted, non-bound reproducible copy and an electronic copy of the redacted, non-bound proposal (only if proposal contains confidential information). 26

Level I Requirements (RFP Exhibit C) 27

Level I Requirements • Compliance Documents. Refer to Exhibit D. • Minimum Qualifications. Refer to Exhibit C, page 3 -4. • Financial Capacity. Refer to Exhibit C, page 4 -5. 28

Level I: Minimum Qualifications Level I (Exhibit C, page 3 -4): • Ownership Description • Address • Length in business (years and months) • Type of business (sole proprietorship, etc. ) • Size of company (total number of employees and annual gross revenue) • Organizational chart • Names of persons responsible for operations • Any pending mergers • Ownership information for all proposed subcontractors 29

Level I: Minimum Qualifications Level I (RFP Exhibit C, page 4): • Description of proposing entity’s experience in and knowledge of operating a similar venue • Contracts History • Current Operations such as employee hiring and methods and controls for accounting. • References • Three business references and three financial references. 30

Level I: Financial Capacity Level I (RFP Exhibit C, page 4 -5): • Good Standing • Amount of Investment Required (including start-up costs) • Performance Deposit • Inventory • Equipment • Operating Supplies • Training • Others (list) • Sources of Funding Operation • Financial Documentation 31

Compliance Documents (RFP Exhibit D) 32

Compliance Documents Submitted with Proposal: • • Proposer’s Signature Declaration & Affidavit Disposition of Proposals • Nondiscrimination, Equal Employment Practices, and Affirmative Action Program (BAVN) • • Contractor Responsibility Ordinance Statement Equal Benefits Ordinance Statement/ First Source Hiring Ordinance (BAVN) Living Wage Ordinance (submit forms only when requesting an exemption) Business Inclusion Program Municipal Lobbying Ordinance/Bidder Certification – CEC Form 50 Prohibited Contributors – CEC Form 55 Form W-9/ Federal Tax ID Number Iran Contracting Act of 2010 Compliance Affidavit • • • 33

Proposer’s Signature Declaration & Affidavit • • • The proposer has not conspired with or solicited another company to create a fake bid for comparative purposes The proposer has not asked competitors to refrain from bidding The proposer has not conspired with a competitor or other company to create an unfair advantage over other proposers Action Required: • Form must be signed by an authorized company officer or individual and submitted to RAP • Form must be notarized and submitted with Original Copy of Proposal 34

Disposition of Proposals • • Proposals submitted in response to the RFP become property of the City and a matter of public record Hold Harmless from claims and liability Action Required: • Form must be signed and submitted to RAP 35

Nondiscrimination, Equal Employment Practices, and Affirmative Action Program • • • Certifies that the proposer will comply with the Non. Discrimination Clause, Equal Employment practices, and Affirmative Action Program provisions endorsed by the City of Los Angeles. Contractor shall include similar provisions in all subcontracts awarded for work to be performed under the contract with the City and shall impose the same obligations. More information about these programs can be found at http: //bca. lacity. org Action Required: • No action required. By affixing a signature to a contract that results from this RFP process, the contractor agrees to adhere to these programs. 36

Contractor Responsibility Ordinance Statement • • The Los Angeles City Contractor Responsibility Ordinance (CRO) requires RAP to make a determination that contractors have the necessary quality, fitness, and capacity to perform the work set forth in the contract. Failure to comply with the provisions of the Contractor Responsibility Ordinance can result in disqualification from the bidding process or contract termination. Action Required: • Complete and sign the questionnaire (pages 1 through 8), and submit the entire document to RAP with proposal. 37

Equal Benefits Ordinance Statement (EBO)/ First Source Hiring Ordinance (FSHO) • • • The EBO requires City contractors who provide benefits to employees with spouses to provide the same benefits to employees with domestic partners. The FSHO requires City contractors to estimate the anticipated employment opportunities they will need to fill in order to perform the service(s) in their City contract. During the term of their contracts, any employment opportunities that may become available will need to follow the FSHO procedures. Additional information can be found at http: //bca. lacity. org Action Required: • All proposers must complete and electronically sign the EBO/FSHO Compliance Affidavit form located on BAVN. 38

Living Wage Ordinance/Service Contractor Worker Retention Ordinance • • Living Wage Ordinance (LWO) • Contractor agrees to pay employees a living wage (updated July 1 st of every year) • The living wage as of July 1, 2017 is $12. 73 per hour, or $11. 48 per hour if the contractor pays for health benefits in the amount of $1. 25 per hour. • Contractor must provide at least 12 compensated days off per year for each employee’s sick leave, vacation, or personal necessity, and at least 10 days off uncompensated Service Contractor Worker Retention Ordinance • Contractor agrees to offer to employ and retain for a 90 -day period the employees earning less than $15. 00 per hour who worked for at least 12 months for the terminated contractor/subcontractors Action Required: • Submit LWO forms only if applying for exemption. 39

Municipal Lobbying Ordinance (Bidder Certification – CEC Form 50) • • Certifies that the proposer acknowledges and agrees to comply with the disclosure requirements and prohibitions regarding their lobbying activity Any proposal submitted without the CEC Form 50 may be considered non-responsive Action Required: • Complete and submit the CEC Form 50 with proposal to RAP. 40

Los Angeles City Charter Section 470(c)(12) (Measure H) (Bidder Contributions – CEC Form 55) • • Prohibits contributions of proposers of contracts valued at $100, 000 or more and that require the approval of the City Council and principals and subcontractors expected to perform a portion of the contractual obligations valued at $100, 000 or more, throughout the bidding process and the resulting contract. Any proposal submitted without the CEC Form 55 may be considered non-responsive. Action Required: • Complete and submit CEC Form 55 with the proposal to RAP. 41

Form W-9 Request for Taxpayer ID Number (TIN) and Certification • Required of all entities doing business with RAP in order for RAP to conduct financial transactions with said entities. Actions Required: • Complete and submit an original Form W-9 with your proposal. The name on the W-9 must match the proposer’s legal business name, as listed on the Proposer’s Signature Declaration and Affidavit 42

Iran Contracting Act of 2010 Compliance Affidavit • Required of all proposers submitting proposals for, entering into, or renewing contracts with the City of Los Angeles for goods and services estimated at $1 M or more to complete, sign and submit. Actions Required: • Complete and submit a signed Iran Contracting Act of 2010 Compliance Affidavit with proposal. 43

Business Inclusion Program (BIP) Outreach 44

BIP Outreach • Established by Mayor’s Executive Directive No. 14 (Villaraigosa Series) issued January 12, 2011 and effective July 1, 2011 • Changes prior Good Faith Effort process; all outreach now conducted online at labavn. org (BAVN) • Outreach to Minority, Women, Small, Emerging, and Disabled Veteran Business Enterprises • Point system eliminated; all indicators pass/fail. Must meet ALL indicators to pass and must meet each deadline in system or will not be allowed to move on to next indicator • FAILURE TO COMPLETE BIP OUTREACH WILL RENDER THE PROPOSAL NON-RESPONSIVE TO THE RFP • Online assistance available (see “BIP Helpful Hints” on the BAVN RFP page) • BIP outreach due on BAVN December 20, 2017 by 11: 59 P. M. • Summary Sheet due on BAVN by 4: 30 P. M. on January 5, 2018(day after proposal due date) 45

BIP Outreach - Indicators • Indicator 1: Level of anticipated M/W/S/E/DVBE participation • Required documentation: None. Levels set by Bureau of Contract Administration (Exhibit D, Section I. G, page 1) • Indicator 2: Attended Pre-Bid Meeting • Required documentation: Sign attendance sheet or submit waiver letter prior to meeting. 46

BIP Outreach – Indicators (continued) • Indicator 3 - Sufficient Work Identified for Subconsultants • Required documentation: Perform outreach via e-mail using BAVN’s BIP Outreach system. Outreach must be performed in ALL identified work areas selected by Department as potential subcontractor work areas. 47

BIP Outreach – Indicators (continued) • Indicator 4 – Written Notices to Subconsultants • Required documentation: Provide e-mail notifications in each work area using BAVN’s BIP Outreach system not less than 15 calendar days prior to proposal due date. • If you know of a potential subcontractor not registered on BAVN, you can encourage them to register so you may include them in your outreach • Notification letter must contain identified work areas, project name, name of the proposer, and the contact person’s name, address, and telephone number • BAVN informs you if you have not performed sufficient outreach. 48

BIP Outreach – Indicators (continued) • Indicator 5 – Plans, Specifications and Requirements • Required documentation: Include in Indicator 4 details on how, where, and when the proposer will make the required information available to interested potential subcontractors. • Must be done via BAVN’s BIP Outreach system • BAVN automatically includes some of this language in Indicator 4 49

BIP Outreach – Indicators (continued) • Indicator 6 – Negotiated in Good Faith • Required documentation: • Schedule A Subconsultants Information Form • An online Summary Sheet organized by work area which lists: • The responses and/or bids received (whether via BAVN or not) • The name of the subcontractor who submitted the bid/quote • A brief reason for selection/non-selection • Copies of all potential bids or quotes received must be submitted to the Concessions Unit 50

BIP Outreach – Indicators (continued) • Indicator 7 – Bonds, Lines of Credit, and Insurance Assistance • Required Documentation: Offer of assistance to interested potential subcontractors automatically included in Indicator 4 by BAVN • Must be completed not less than 15 calendar days prior to submittal due date • Notification must be completed on BAVN’s BIP Outreach system • If you have any technical issues, please follow steps in Exhibit D, Section I. G, page 7 • If you have any questions regarding the outreach, please contact the Contract Coordinator. 51

BIP Outreach – Submittal Documents (Exhibit D, Section I. G) • Submit to Awarding Authority: • Subcontractors Information Form (Schedule A) • Submit WITH Proposal • Utilization Profile (Schedule B) • Submit with Monthly Remittance Advice (for successful proposer only) • Final Subcontracting Report (Schedule C) • Submit within 15 working days upon completion of Agreement (for successful proposer only) 52

Questions • Proposers must submit questions in writing by December 7, 2017 by 5: 00 PM • Responses published at: http: //labavn. org/ and http: //www. laparks. org/proposal/greek-theatre-venue-and -concessions-management 53

Contact with City Personnel • All contact/concerns regarding this RFP must be in writing and may be mailed, e-mailed, or faxed to: La. Tricia Jones/ Rachel Ramos Concessions Unit 221 N. Figueroa St. , Suite 180 Mail Stop 625 -26 Los Angeles, CA 90012 Fax: (213) 202 -2678 E-mail: latricia. jones@lacity. org / rachel. ramos@lacity. org 54

Venue Site Walk-Through • Mandatory site walk-through of the Greek Theatre immediately following this conference. • Mandatory site walk-through of the Roosevelt Café following Greek Theatre walk through - Address: 2650 N. Vermont Ave. , Los Angeles, CA 90027 • Sign In and Out at Site 55

Thank You 56