management services multi-purpose event centercpm/mpecrfp.pdfmulti-purpose event center rfp issued...

Request for Proposals (RFP)

to provide

Management Services

for a

Multi-Purpose Event Center

RFP Issued Friday, October 25, 2013

Proposal Due Date Tuesday, December 3, 2013

4:00 PM Eastern Standard Time

Request for Proposals

The University of Vermont

of 17 20131025 UVM Event Center RFP - FINAL .docx

Table of Contents

1. THE OPPORTUNITY ...................................................................... 3

2. UNIVERSITY OF VERMONT........................................................... 3

2.1 Department of Athletics ......................................................................... 4

2.2 Burlington and the Regional Market Area ............................................... 5

3. PROJECT HISTORY ....................................................................... 5

4. PROJECT COMPONENTS ............................................................... 6

4.1. Pre-Opening Services ............................................................................ 8

4.2. Facility Operations ................................................................................ 9

5. SCHEDULE ................................................................................. 10

6. MANAGEMENT FIRM PRIMARY CONTACT/COMMUNICATION ..... 10

7. DEADLINE FOR WRITTEN QUESTIONS ....................................... 11

8. SUBMISSION OF PROPOSAL RESPONSES ................................... 11

9. PROPOSAL FORMAT ................................................................... 12

9.1. Transmittal Letter ............................................................................... 12

9.2. Executive Summary ............................................................................. 12

9.3. Qualifications and Experience ............................................................. 12

9.4. Proposed Management Plan ................................................................ 13

9.5. Proposed Marketing Plan .................................................................... 13

9.6. Proposed Operations Plan ................................................................... 14

9.7. Proposed Financial Plan ...................................................................... 14

9.8. Financial Capacity of Management Firm .............................................. 15

9.9. References .......................................................................................... 16

10. EVALUATION OF PROPOSALS .................................................. 16

11. COST OF PREPARING PROPOSAL ............................................ 17

12. ADDENDA ................................................................................ 17

13. ADDITIONAL INFORMATION ................................................... 17

ATTACHMENT A: UVM Multi-Purpose Event Center Identified Site




1. THE OPPORTUNITY

The University of Vermont (UVM) requests proposals to provide operational management

services for a new Multi-Purpose Event Center to be located on the University’s Athletic

Campus in the City of Burlington. The Multi-Purpose Event Center will become the

primary home of UVM’s ice hockey and basketball programs, as well as a venue for

major ceremonial events, speakers, concerts, entertainment, other large gatherings, and

recreational activity. Design/Development of the facility is currently in process with a

more defined timeline for construction and occupancy available once the funding model

has been refined and approved by the Board of Trustees. The proposed Multi-Purpose

Event Center site abuts the north and west side of the Patrick-Forbush-Gutterson

Athletic Complex (refer to Attachment A – Site Plan for Multi-Purpose Event Center Site

Plan).

UVM will consider the following criteria, among others: (1) relevant experience and

reputation; (2) management and operating capability; (3) functional and conceptual

program; (4) proposed business terms; and (5) ability to provide an up-front investment

to be repaid to the Management Firm through a facility management fee, facility

operating profits or commissions over the term of the management contract.

2. UNIVERSITY OF VERMONT

The University of Vermont and State Agricultural College (UVM or the University) was

established in 1791 and is an instrumentality of the State of Vermont and a non-profit

educational corporation registered in the State of Vermont. UVM employs approximately

3,900 full-time and part-time faculty and staff and enrolls approximately 11,780

(headcount) of undergraduate, graduate, and medical students with continued modest

growth expectations through the next ten years. The Main Campus including South

Campus is located on a 957-acre site within the cities of Burlington and South Burlington

overlooking the City of Burlington and Lake Champlain to the west and the Green

Mountains to the east. The campus is a unique and historic mix of styles and features

spanning the last 200 years of architecture. Within the Main Campus, thirty-five

contributing buildings (of the 150± buildings) are listed on the National Register of

Historic Places.

The University’s vision is to be among the nation’s premier small research universities,

pre-eminent in our comprehensive commitment to liberal education, environment,

health, and public service. The University’s mission is to create, evaluate, share, and

apply knowledge and to prepare students to be accountable leaders who will bring to

their work dedication to the global community, a grasp of complex, effective problem-

solving and communication skills, and an enduring commitment to learning and ethical

conduct.

Visit the University of Vermont website at: www.uvm.edu for more information.

http://www.uvm.edu/




2.1 Department of Athletics

The University of Vermont Department of Athletics is responsible for three

distinct yet interrelated units: intercollegiate athletics (varsity sports); basic

instruction (physical education courses); and campus recreation. The

Department manages all of the University’s athletic and recreation facilities

that accommodate these programs. During the 2012-13 academic year, these

programs will directly serve over 11,500 different students, faculty, and staff.

The intercollegiate athletics program consists of 18 varsity sports, serving 405

students. The Campus Recreation program oversees 380,889 individual visits

to the University’s athletic complex and supports an intramurals program that

includes 29 different sports, 702 teams, and 3,509 different participants.

The Basic Instruction program administers over 1,682 credits of instruction

primarily to undergraduate students. The Athletic Department currently has

74 full time staff members, 14 hourly employees, and 232 work study

employees.

Visit the Athletics web site at: www.uvmathletics.com for further information.

Hockey Program / Gutterson Fieldhouse

The UVM men’s and women’s ice hockey programs compete in the Hockey

East Association at the Division I level. The Hockey East Association is

considered the pre-eminent Division I collegiate hockey conference.

The men’s and women’s hockey programs currently play their home games at

Gutterson Fieldhouse. Opened in 1963 and updated in 1990, Gutterson

Fieldhouse is located on the UVM campus and has a seating capacity of 4,035

seats. In a typical year, Gutterson Fieldhouse hosts approximately 45

spectator events consisting of UVM hockey games and a limited number of

high school hockey games and ice shows. The men’s and women’s hockey

teams also use Gutterson Fieldhouse for practices.

With the development of a new Multi-Purpose Event Center abutting the

Patrick-Forbush-Gutterson Athletic Complex, it is expected that all UVM men’s

hockey games and selected women’s hockey games will re-locate to the new

Multi-Purpose Event Center. While the long-term plans for Gutterson

Fieldhouse are not definitive, it is likely that the facility will continue to be

used for hockey practices in the short-term, thereby providing the arena with

more scheduling flexibility to attract revenue-producing and other events.

Basketball / Patrick Gymnasium

The UVM men’s and women’s basketball programs compete in the America

East Conference at the Division I level. Home games and practices are

hosted at Patrick Gymnasium.

Opened in 1963, Patrick Gymnasium is located next to Gutterson Fieldhouse

on the UVM campus. The 3,228-seat gymnasium is the home court for the

UVM men’s and women’s basketball programs. The venue also hosts a

variety of athletic and non-athletic events such as concerts, entertainers,

community shows, guest speakers, and other non-University related events.

It is expected that UVM men’s and women’s basketball games will be hosted

in the new Multi-Purpose Event Center. It is anticipated that UVM basketball

http://www.uvmathletics.com/




practices will continue to be held in Patrick Gymnasium, thereby providing the

Multi-Purpose Event Center with more scheduling flexibility to attract

revenue-producing events.

2.2 Burlington and the Regional Market Area

UVM is located in Burlington, Vermont. Burlington is located in Chittenden

County on Lake Champlain, between the Adirondack Mountains of New York

and the Green Mountains of Vermont. Recent accolades for Burlington

include:

#2 Among America's 10 Great Places to Live by Kiplinger's Personal

Finance

Burlington-South Burlington metro area ranked 20th in the nation of cities

with highest concentrations of the creative class

#3, Livability.com Magazine’s Top 10 Downtowns

Top 10 Cities for Outdoor Recreation by Outside Magazine

#1 "Top Ten Small Cities" State of Well-Being by Gallup-Healthways Poll

Top 10 Real Estates Markets to Watch by Inman News

Prettiest Town in America by Forbes.com

"Healthiest City in the USA" by the US Centers for Disease Control and

Prevention

The Burlington-South Burlington metropolitan area, the largest metropolitan

area in Vermont, has a population of approximately 210,000 and comprises

approximately one-third of the State’s total population. There are nearly

500,000 residents within 50 miles of the UVM campus.

Visit the City of Burlington website at: www.burlingtonvt.gov/ for further

information.

Visit the City of South Burlington website at: www.sburl.com/ for further

information.

Visit the Lake Champlain Regional Chamber of Commerce website at:

www.vermont.org for further information.

3. PROJECT HISTORY

In 1997, the Lake Champlain Regional Chamber of Commerce commissioned a study to

determine the feasibility of a convention/civic center to be located in Chittenden County,

Vermont. The study, completed by Ernst & Young, recommended that the area could

potentially support a new civic arena seating upwards of 10,000 seats with minor league

hockey as a tenant. At the time of that study, the University of Vermont was not

contemplated as a tenant in the arena.

In 2003, UVM’s (former) President Daniel Fogel articulated a bold and dynamic vision for

UVM that included the development of a 9,000-seat arena through a public-private

partnership, with the UVM’s hockey and basketball programs serving as anchor tenants

along with a minor league hockey team.

http://www.burlingtonvt.gov/

http://www.sburl.com/

http://www.vermont.org/




In response to President Fogel’s vision and the recommendations stemming from the

Ernst & Young report, Governor James Douglas appointed the Vermont Arena

Commission to determine the feasibility of a new arena on UVM property. In 2005, the

Commission engaged Conventions, Sports & Leisure International (CSL) to conduct a

feasibility study for a new Multi-Purpose Event Center to be built on UVM property, with

UVM to serve as the anchor tenant for ice hockey and basketball. This study

recommended 6,500 fixed seats for ice hockey with the capability of expanding to 8,000

total seats for concerts and other events. Including an ancillary ice sheet for hockey

practices and local community uses, the total building program was estimated to be

approximately 250,000 square feet with potential project costs ranging from $43 million

to $60 million in 2008 dollars. The effort to explore a publicly-supported arena on UVM

property terminated shortly thereafter and the Vermont Arena Commission was

disbanded.

Subsequent to the Governor’s effort, UVM initiated an independent process to explore

what it would take to build a project that would be solely owned and controlled by UVM.

That effort also assessed UVM’s health and wellness, recreational and fitness needs.

With respect to an arena, the recommendation included a state-of-the-art facility that

would cost in excess of $85 million to be funded from a variety of sources. These plans

are contained in a report prepared by Brailsford & Dunlavey and Cannon Design for the

Campus Life Task Force in 2008 and 2009. At the time that plans were being finalized,

the economy went into a recession and the UVM budget and debt capacity restrictions

became more challenging to the point that it was clear that significant financing using

debt was no longer possible.

In 2010/2011 UVM initiated a Request for Information (RFI) process to provide a

conceptual project development plan and business model for a multi-purpose arena that

would become the primary venue for the UVM’s ice hockey and basketball programs, as

well as a venue for major ceremonial events, speakers, concerts, entertainment, other

large gatherings, and recreational activity. Other components at that time included

minimizing UVM’s development, operating, and financial risk. The RFI process was

informative and the University concluded that it would be in its best long-term interests

to be the owner of the Arena. At that time, the University needed to further develop the

financial capacity to support the Project to determine the next viable steps.

At this point in time, developing a Multi-Purpose Event Center is a high priority for UVM.

The purpose of this RFP is to select a qualified management firm to operate this

proposed new Multi-Purpose Event Center.

Refer to Section 13 - Additional Information for links to the websites for a copy of these

prior studies.

4. PROJECT COMPONENTS

The University’s overall project goals include creating an event facility and gathering

place that will enhance the economic and social benefits to the University and regional

community. In addition, the University’s intention is to minimize UVM’s development,

operating, and financial risks. Although the funding components have not been

finalized, the University anticipates minimal or no tax-exempt bonding associated with

the Multi-Purpose Event Center.




As stated above, UVM is seeking to maximize an upfront contribution for management

rights to help close the remaining Multi-Purpose Event Center funding gap. It is

anticipated the successful management firm will earn a return on its investment through

a facility management fee, facility operating profits and/or commissions over the life of

the management contract. To the extent applicable, the University anticipates sharing

in the net profits annually.

The following describes the general program components expected in the new facility:

A. Facility of sufficient size to accommodate major University events and athletic

events including associated amenities. (Minimum 6,000 fixed/bowl seats for

hockey, and minimum total capacity of 7,500 using the floor – numbers that

could be larger if demonstrated demand and adequate resources are present).

B. Amenities consistent with a Division I athletic program including:

Full scoreboard (with video) and audio system. Full broadcast facilities as

well as appropriate area for press and statistics.

Full concessions and catering facilities to accommodate the range of events.

Entry lobby of ~5,500 square feet. UVM Athletic Hall of Fame may be

incorporated into the lobby area.

Ticket windows and office space for ticket operations.

Victory Club Room of ~5,000 square feet.

Event Suites and Club Seating (minimum of 10 suites).

Two meeting rooms (~2,000 square feet for each one).

Home Locker Suite for UVM Men’s Ice Hockey (team room, changing area,

showers, bathrooms, lounge and meeting room, coaches space, athletic

training, equipment space, and laundry).

Visitor locker rooms (4), showers, bathrooms, and training space.

Game day space for UVM men’s and women’s basketball and women’s hockey

teams.

Official’s locker rooms.

Full storage areas and event support spaces (administration, commissary,

Zamboni room, refrigeration, electrical room, mechanical room, event staff

locker area, loading dock).

C. Design and acoustics adequate for non-athletic events such as speakers,

concerts, and ceremonial gatherings.




D. Flexibility to “drape” or otherwise modify/reduce the space to appropriately

accommodate smaller crowds and events.

E. Construction of a quality level that fits with other University buildings, including a

minimum LEEDTM Silver certification requirement.

F. Throughout design and construction, close coordination with the University’s

Campus Planning Services, Facilities Design & Construction, Physical Plant

Department, Campus Area Transportation Management Association (CATMA), and

other key stakeholders relative to site considerations, traffic, permitting,

communication, safety, and neighborhood issues.

G. Ability for the University to have meaningful and regular input during the

management development process.

H. Willingness to consider partnership/gift possibilities with UVM.

I. Adherence to all local and state zoning requirements.

J. Compliance with the University’s current Campus Master Plan

(http://www.uvm.edu/~plan/).

In addition, the overall objectives and scope of services for operational management

services include, but are not limited to:

4.1. Pre-Opening Services

The Multi-Purpose Event Center pre-opening period requires the professional

management firm to provide a senior manager experienced with the design,

development, and construction activities involved in the completion of the

Multi-Purpose Event Center. This will include work with the various

consultants and contractors hired by the University to design and construct

the Multi-Purpose Event Center and to provide advice and input related to

facility development in order to construct a facility that will meet the needs of

the University and larger community. Some of the components required

include, but are not limited to:

Assist the University Project Team’s assessment of various design and

development components to optimize the functionality and efficiency of

the new facility. This includes review of utilities; telecommunications; key

systems; interior finishes; security systems; directional signage;

kitchen/concession/catering; HVAC; event (participation and production)

circulation; rigging/hanging point analysis; furniture, fixtures, and

equipment; audio/visual equipment; facility operating budget; operations

manual; accounting policy; employee requirements/personnel manual;

maintenance manual; safety program; ADA program; facility rate

structure; food and beverage provider(s); contract services; vendor

services; tenant contracts; operating supplies; marketing plan; grand

opening event; pre-opening staff; inventory control program; and other

http://www.uvm.edu/~plan/




related services to ensure the facility to best meet the needs of the

University, the management firm, and the community-at-large.

Through pre-opening services, ensure a smooth transition from design

development through to opening of the facility.

4.2. Facility Operations

Operational services require the professional management operator to

manage, in the most efficient and cost effective manner possible, all aspects

of the Multi-Purpose Event Center operations. Operations is inclusive of

grounds-keeping, custodial and maintenance services, security, booking,

marketing, event services including set-up/tear down, scheduling,

promotions, audience development, sponsorship and promotional services,

food services, ticket related services, and financial/administrative services

including accounting, budgeting, purchasing, human resources/personnel and

contracting.

Specific services and expectations of the professional management operator

will include, but not be limited to the following:

Day-to-Day Management and Operations - Manage, operate, and maintain

the facility to the highest industry standards and in the best interests of

the University. Ensure that the facility is kept clean, safe, secure, and in

good working order.

Protect the University’s capital investments through high quality

maintenance, supervision of repairs, and recommendations to the

University regarding capital fund maintenance.

Maximize the utilization of the facility and its revenue-generating capacity

through the provision of a broad mix of events appealing to all segments

of the University and community, while minimizing the cost to the

University.

Priority scheduling of University events without disruption of the UVM

athletic schedule, including post-season tournament play.

Access to the facility by the University community when not in use for

events, when appropriate.

Recognition that the public nature of this project and the potential public

relations issues for UVM require cultivating relationships and

communicating regularly and openly with all important constituencies,

including public officials, media, neighbors, alumni, and the general public.

Approval by UVM as to the types and number of events that will be

permitted.

Agreement regarding food and alcohol sales.




Agreement regarding parking needs related to the activities within the

facility.

Acceptable contractual provisions relative to University policies, event

center rental rates, and a clear methodology for problem-solving when

issues arise.

Exploration of partnership/gift possibilities with UVM that could improve

the quality and ambiance of the event center.

Clear language about the future in the event that the management plan

proves unsuccessful.

Agreement regarding competition with UVM for sponsors, as well as

avoidance of events that may negatively affect UVM.

Availability of the facility for community events, concerts, speeches, etc.

Develop annual plans and operating budgets with defined performance

measures. Annually, conduct an audit by a certified public accounting firm

to develop audited financial reports and to certify compliance with

generally accepted accounting practices.

Prepare and submit financial, operating, maintenance, management, and

other reports as required by the University.

5. SCHEDULE

The University expects to adhere to the following schedule in undertaking the RFP

process:

RFP Release Friday, October 25, 2013

Deadline for Written Questions to UVM Wednesday, November 6, 2013

2:00 PM EST

UVM Responses to Questions Week of November 11, 2013

Proposal Deadline Tuesday, December 3, 2013

4:00 PM EST

Anticipated Interviews Week of January 13, 2014

University Selects and Responds to All

Management Firms

By Friday, January 31, 2014

This schedule is subject to modification at the sole discretion of the University. The

primary Management Firm contact will be notified of any change by written addendum

and posted on the RFP website as described in Section 12 Addenda.

6. MANAGEMENT FIRM PRIMARY CONTACT/COMMUNICATION

To ensure that RFP documentation and subsequent information (modifications,

clarifications, addendum, written questions and answers, etc.) is directed to the

appropriate persons within the Management Firm, each Management Firm who intends




to participate in the RFP process shall provide the following primary contact information

by email to UVM.

Primary Contact Name and Title

Company

Mailing Address

Telephone Number

Email Address

This information shall be transmitted via email to:

Robert Vaughan

Director, Capital Planning & Management


109 S. Prospect St.

Burlington, VT 05405

Tel: (802) 656-2240

Email: [email protected]

All communication with the University regarding the RFP should be in writing and shall

only be directed to the Capital Planning & Management department listed above.

Complete responses are in the best interest of the Management Firm. Failure to comply

may result in incomplete or delayed communication of addenda or other vital

information. Contact information is the responsibility of the Management Firm.

7. DEADLINE FOR WRITTEN QUESTIONS

Questions pertaining to the RFP will only be accepted in writing (email is acceptable) and

must be received no later than Wednesday, November 6, 2013 at 2:00 PM Eastern

Standard Time and should be addressed to Robert Vaughan at the above address or

[email protected].

The University will prepare written responses to all questions submitted by the deadline

and distribute the responses to all Management Firm’s primary contact that have

provided their contact information to the University per instructions in Section 6 of this

RFP.

8. SUBMISSION OF PROPOSAL RESPONSES

Each bidder is required to submit ten (10) hard copies of its information request

response. Responses must be mailed or hand delivered and received by 4:00 PM

(Eastern Standard Time), Tuesday, December 3, 2013. In addition, an electronic

copy of the proposal saved in PDF format should also be provided on CD or DVD.

Responses must be addressed to:

Robert Vaughan

Director, Capital Planning & Management


109 South Prospect Street

Burlington, VT 05405

mailto:[email protected]




Proposals received via email or fax will not be accepted.

Each Management Firm is solely responsible for the timely delivery of its proposal by the

deadline for submission. The University will not be responsible for lack of timely delivery

of a proposal regardless of reason. Failure to meet the deadline for submission of

proposals will result in rejection of the proposal.

The submission of a complete response indicates the Management Firm’s willingness to

conform to the conditions contained in the RFP. All submitted proposals shall remain

valid for six (6) months after the proposal due date.

Proposals may be withdrawn in writing or by e-mail prior to the deadline date and time

by the Management Firm’s primary contact.

9. PROPOSAL FORMAT

The following list specifies the items to be addressed in your proposal. Please read it

carefully and address it completely in the order listed to facilitate the University’s review

of your proposal.

Proposals shall be organized into the sections identified below. The proposal shall

include a table of contents and each section should include a tab identifying the section

within the proposal.

9.1. Transmittal Letter

The transmittal letter accompanying the proposal shall be in the form of a

standard business letter and signed by an individual authorized to legally bind

the Management Firm. The transmittal letter shall include a statement

referencing all addenda to this RFP issued by UVM and received by the

Management Firm; state if any documentation within the proposal should

remain confidential or proprietary; and state that the Management Firm’s

proposal shall remain valid for six (6) months after the proposal deadline.

9.2. Executive Summary

The Executive Summary shall condense and highlight the contents of the

proposal in such a way as to provide an overview of the recommended

management, operational, marketing concepts, and proposed business terms

including renewal options. Identify any unique qualities and capabilities of

the project team, its projects and programs that distinguish the Management

Firm.

9.3. Qualifications and Experience The purpose of this section is to introduce the firm and personnel comprising

your project management team, their roles and responsibilities, qualifications

and relevant experience. The extent to which teams members have worked

together on previous comparable projects should be disclosed.

Team Organization

Provide an overview of the firm and management team including a

summary of the firm, type of ownership, length of time the firm has




been in business and firm capabilities. Please include an

organizational chart showing the structure of the management team

including areas of specialization (if applicable) including, but not

limited to, pre-opening services (design and development), project

management, operations, marketing, and overall management and

other disciplines necessary to manage a Multi-Purpose Event Center.

Team Experience

Provide a brief statement outlining the experience of the project team

in the management of similar projects. Provide demonstrated

experience and approach in the pre-opening in working through to

opening and on-going management services.

Comparable Projects

Submit a summary of past and current comparable projects of similar

scope that your firm has undertaken within the last five years,

including a description of the type and size of event center, rate

structure, listing of events (types) and utilization measures,

management/financial reports, business terms, and overall success of

each project.

9.4. Proposed Management Plan

The Management Firm shall submit a proposed plan for the management and

operations of a Multi-Purpose Event Center that maximizes value to the

University. The proposed management plan shall include a description of the

Management Firm’s general approach to advancing the Event Center’s

management, assignment of risk, the results expected from implementation

of the management plan and the critical factors for the project’s success.

Please provide:

An explanation of the overall philosophy on how the Multi-Purpose

Event Center will be managed.

A description of employer/employee relationships and the proposed

management structure including an organizational chart, how the

management team reports to corporate offices (if applicable) and

other key stakeholders, and the management team’s departmental

functions including executive, administration, marketing, public

relations, operations, event services, and finance.

A description of resident management personnel that are projected to

be assigned to the facility, if any.

Examples of management/financial reports used by your organization

to report to key stakeholders.

9.5. Proposed Marketing Plan

Describe the proposed marketing and promotional concepts that will further

the success of the Event Center while also maximizing the benefits to the

University and greater Burlington area. This should include your approach to




promoting, co-promoting and/or creating new events at the Multi-Purpose

Event Center.

Describe proposed approach to booking/scheduling, promoting, advertising

and marketing events at the Multi-Purpose Event Center. Include procedures

and policies for scheduling events with outside promoters, event coordinators,

and others. Also describe your approach for booking/scheduling local events.

Include specific examples of your ability to attract and successfully service

and implement the proposed events. In addition, the Management Firm will

include available evidence and examples of networking among the

Management Firms’ clients or other means used to enhance programming and

describe the extent to which such means would be available at the Multi-

Purpose Event Center.

List event scheduling goals for the first three years of operations, including

number, type of events, and recommend other performance measures.

Describe past experience working with collegiate tenants and professional

sports tenants in a higher education owned facility in marketing and booking

outside events. Describe how event scheduling and promotion will be

coordinated with tenants or other entities. List any potential issues/concerns

to consider and how they would be addressed.

Discuss any competing facilities managed by the Management Firm. Present

a plan for preventing any conflict of interest in managing competing facilities.

9.6. Proposed Operations Plan

Provide a description of the policies and proposed methods of providing all

key management services related to the operation of the Multi-Purpose Event

Center as a first-class sports and entertainment Event Center.

Describe the organization of the proposed operations staff including an

organizational chart listing positions, functions, and responsibilities.

The Management Firm should identify those services they intend to contract

out and identify how local, certified minority- and women-owned businesses

have been used in other facilities under the management of the proposing

Management Firm to provide services, supplies, and materials for the Event

Center.

9.7. Proposed Financial Plan

The proposed financial plan should be consistent with the proposed

management, operations, and marketing plan presented.

Provide a strategy for minimizing the annual operating expenses and

maximizing the annual operating revenues of the facility.

Develop a budget for the first three years of operations including a detailed

description of all expenses and revenues by line time. Provide an explanation

of how each line item was developed and the assumptions uses. The




management fee proposed to be paid to your entity should be included as a

separate line item expense.

Identify the proposed upfront investment your firm is willing to make to

secure management rights for the facility and your firms anticipated return on

that investment through a management fee, Event Center profit sharing

and/or commissions derived from affiliated companies or services such as

ticketing, food, and beverage or commercial rights. Provide evidence of

financial capacity to make an upfront investment and indicate the amount of

upfront equity and amount and form of long-term debt.

The conceptual financial plan should clearly delineate the financial impact

(revenues and expenses) to UVM as well as include a discussion of the

assumptions used.

The proposed financial plan should clearly identify which entity/entities would

be responsible for (a) funding of a capital reserve, (c) subsidizing any

potential Event Center operating losses, and (d) unplanned shortfalls on the

Management Firm’s debt repayment.

Risk Mitigation

The Management Plan shall describe UVM’s risks associated with the

management and operations of the Multi-Purpose Event Center.

Next Steps

The Management Plan shall outline the immediate next steps to be

taken, including any additional research and planning that needs to

take place to solidify the management, operations, marketing, and

financial plan. Please indicate the approximate timeframe necessary

to complete each step to reach an agreed upon management plan.

Also, please indicate the financial terms in which the successful

Management Firm would be compensated for their efforts.

9.8. Financial Capacity of Management Firm Each proposal shall provide information regarding Management Firm’s

financial capacity to undertake up-front investment and on-going operations

of managing the facility including pre-opening services through to opening

and the on-going Event Center operational needs. This information shall

include the most recent audited financial statements including balance sheets,

income statements and cash flow statements. Please submit only one copy of

the Management Firm’s financial information in a sealed envelope. Include

your firm’s name, the project name, and the words “Confidential” on the front

of the envelope.

The Management Firm’s proposal must list all current and previous litigation

over the past 10 years, if any, for all firms on the team in addition to any

outstanding liabilities that might affect the team members’ ability to execute

the proposed development plan.




9.9. References

The Management Firm must provide a minimum of five (5) references

including the project name, project description, team members involved,

dates of services performed, and reference contact information including

client’s name, address, contact name, phone number and email address.

Collegiate client references are preferred.

This RFP specifies the format, required information and general content of the

responses. The University of Vermont is subject to the Vermont Public Records Act,

1 V.S.A. §§ 315 et seq. Management Firms who wish to preserve the confidentiality

of the information they submit to the University should so state in their

submission. Specific documents or portions that the respondent considers

confidential or proprietary must be clearly identified in the “Transmittal Letter” of the

response. The University will protect that information insofar as permissible under Vermont law.

Please submit your response in a sealed package. The name and address of the

Management Firm shall appear on the outside of the package and the package shall

refer to “UVM Multi-Purpose Event Center RFP” and due date. Any University

addenda to the RFP must be signed and returned with the response.

Each respondent is solely responsible for the timely delivery of its response by the

deadline for submission.

10. EVALUATION OF PROPOSALS

UVM will review all proposals and may select a short-list of Management Firms who

will be invited to present their proposals to UVM. Based on these interviews,

information presented in the proposals, and any supplemental information received,

a finalist whose proposal best meets the needs of UVM may be recommended for

UVM Board of Trustees’ approval. If authorized by the Board of Trustees, UVM will

enter into negotiations with the selected Management Firm to further evaluate and

finalize a proposed management plan.

The following general criteria will be used in evaluating the proposals:

Firm(s) Experience, Capabilities, and Reputation

Proposed Management Plan

Risk Mitigation to UVM

Financial Capacity of Management Firm

Amount of Upfront Investment for Management Rights

References

UVM, in its sole discretion, reserves the right to determine whether any Management

Firm meets the minimum eligibility standards, to determine whether a proposal is

responsive, and to identify a proposal(s) that best meets the project goals. UVM

reserves the right to reject any or all proposals.




11. COST OF PREPARING PROPOSAL

Costs for developing the proposals and any subsequent activities, including, but not

limited to, short-list presentations, are the sole responsibility of the Management

Firms. The University will provide no reimbursement for such costs.

12. ADDENDA

The University reserves the right to revise the RFP by issuing addenda at any time

before the submission deadline. Any addenda or instructions issued by UVM prior to

the time for receiving proposals shall become a part of the RFP. Such addenda shall

be acknowledged in the proposal response. No instructions or changes shall be

binding unless documented by a proper and duly issued addendum.

The University will post any addenda to the RFP on the following webpage:

http://www.uvm.edu/~cpm/

Management Firms shall be responsible for monitoring the website for information

concerning the RFP including responses to questions, requests for clarifications and

Addenda.

13. ADDITIONAL INFORMATION

Feasibility Study for a Proposed Multi-Purpose Arena on UVM Property conducted by

Conventions, Sports & Leisure International February 2005


Phase II Report – Analysis, Recommendations, and Implementation Strategies for

the University of Vermont Campus Life Task Force II prepared by Brailsford &

Dunlavey and Cannon Design, May 2009

http://www.uvm.edu/trustees/cltfII/Final_Report_May-2009.pdf

ATTACHMENT A: UVM Multi-Purpose Event Center Identified Site

END OF REQUEST FOR PROPOSAL



http://www.uvm.edu/trustees/cltfII/Final_Report_May-2009.pdf

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UVM BASE MAP2011 ORTHOPHOTOGRAPHY BY WSP SELLSProduced by UVM Campus Planning Services

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Attachment A: Site Plan for UVM Multi-Purpose Event Center

Proposed Site

management services multi-purpose event centercpm/mpecrfp.pdfmulti-purpose event center rfp issued...

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