A Request for Proposals for ENHANCING CITY HALL PLAZA

Transcription

1 CITY OF BOSTON PROPERTY MANAGEMENT DEPARTMENT A Request for Proposals for ENHANCING CITY HALL PLAZA September 14, 2015

2 Contents 1. Overview 2. About this Opportunity 3. Notice to Respondents 4. Evaluation of Proposals and Selection Criteria 5. Proposal Format 6. Miscellaneous 7. Proposal Submission Requirements and Required Forms 8. Key Documents Appendix A: Fee Structure Appendix B: Plaza Map Appendix C: Maintenance & Security Costs Appendix D: Calendar of Events Appendix E: Public Advertisement Appendix F: Additional Reviews Appendix G: City of Boston Standard Forms 1

3 1.0 Overview City Hall Plaza is at the heart of downtown Boston and is the front door for City Hall, and we want to make it a vibrant destination for everyone. This is the people s space, and all should feel welcome. Over the last two years, we have taken several steps in this effort. We have hosted some of the City s signature celebrations here, from major festivals to Super Bowl rallies. We have added events such as the Donna Summer Roller Disco Party to complement existing favorites such as the Wednesday night concert series; and we have experimented with new amenities such as additional food trucks, temporary seating and lawn games to bring life to the plaza when events are not happening. Through this Request for Proposal (RFP), we are seeking a partner to work with us to build on this momentum. This partner, who would work closely with the City, would have the opportunity to add new programming and new temporary amenities to the plaza over the next three years. We will select the partner who has the best combination of a strong team, compelling vision, and feasible plan to work with us to make City Hall Plaza an even better destination for residents and visitors alike. We are also seeking a partner who can accomplish these goals in a manner that is at least revenue neutral for the City. This RFP in Context The effort to improve City Hall Plaza outlined in this RFP is one of three inter-related projects that the City is pursuing. The intent of these efforts, together, is to transform City Hall and City Hall Plaza, breathing new civic life into these spaces and reorganizing both spaces around the needs and interests of our constituents. Those three efforts include a Campus Plan, a Plaza Partner, and a Civic/Cultural Partner: Campus Plan: We are currently in the process of contracting with a designer to develop a master plan for City Hall, City Hall Plaza and 26 Court Street. The result of this plan, which will be developed over the next few years, will be a vision and roadmap for the operation and design improvements to those facilities. Plaza Partner: While the campus plan is being developed, the City - through this RFP - is seeking a partner to improve City Hall Plaza over the next three years. The awardee of this RFP will not receive any benefit in a future RFP that may arise from the Campus Plan study. The awardee will be asked to be an active participant in the Campus Plan process when various plaza options are considered. Civic/Cultural Partner: We are also interested in partnering with an entity to operate a civic/cultural entity in City Hall whose presence could complement the cultural and historic 2

4 institutions in the area and enhance the current building. This partner may be the subject of a future RFP. All three of these projects are led by the City s Chief of Operations and its Property and Construction Management Department. 3

5 2.0 About this Opportunity This section details important elements about this specific opportunity. 2.1 Type of Contract The selected partner(s) will sign a contract with the City of Boston to use City Hall Plaza for programming and/or design agreed upon by the two parties. If you are awarded a contract, you are not guaranteed an unlimited number of days for access to the space. 2.2 Revenue to the City For any revenue-generating activities on the plaza, the selected partner must pay the hourly fees set forth by City of Boston Code Section , 14A (see Appendix A for fee structure). The plaza rental fee structure as set forth in Appendix A explains the maximum per hour amount that the City may charge for such an event, however it also gives the Commissioner of the Property Management Department the discretion to set appropriate rental fees for events lasting longer than two days. Additionally, the selected partner will be expected to reimburse the City for costs associated with maintenance, security, and emergency personnel necessary for certain events. 2.3 Multiple Awardees The City may select a single Proposer or may select multiple Proposers to work as Operator(s) if deemed to be in the best interest of the City, and if each selected Proposer agrees to serve as the Operator along with any other such selected Proposer. If multiple operators are selected, the City will work with the operators to figure out financial responsibilities between them, among other things. 2.4 The City Team The City s Chief of Operations - or his designee - will be the principal point of contact for the selected partner(s) and will coordinate all interaction with the City, when needed. Depending on the nature of your proposal, you will also be working with: The Property Management Department, which maintains and supports the programming of the Plaza; The City s Office of Tourism, Sports & Entertainment, which develops many of the signature events on the plaza; The Boston Redevelopment Authority, which is the property owner. The property is Parcel 11 in the Government Center Urban Renewal Area and subject to the requirements in the Urban Renewal Plan; Additional staff from the Mayor s office, such as the Press Office, as needed. 2.5 The Plaza The 7-acre City Hall Plaza, of which 200,000 square foot is currently programmable, sits at the intersection of some of Boston s busiest areas. It is located along the Freedom Trail and across the street from Faneuil Hall and Quincy Market, one of the nation s busiest tourist destinations. It is adjacent to the residential neighborhoods of Beacon Hill, the North End, and the West End. It is also a short walk from the City s Financial District, Massachusetts General Hospital (one of 4

6 the City s major medical centers), the TD Garden, the Massachusetts State House, and the Boston Common. In addition, it is well-served by public transit, with the MBTA s State Street Station (Orange & Blue Lines) adjacent to the plaza, and a refurbished Government Center Station (Green & Blue Lines) slated to reopen Spring in Estimates conclude that daily foot traffic on the plaza numbers in the 20,000 to 30,000-person range. The Plaza has a hardscape surface, which maximizes the flexibility of the program opportunities, although some limitations exist due to subsurface conditions and required building egress routes. Additional information regarding plaza conditions can be requested during the question period. 2.6 Maintenance & Security of the Plaza The City s Property Management Department and Municipal Protective Services will perform all maintenance and security, respectively, on any part of the Plaza that is open and accessible to the public and under care of the City. Additional support by Boston Police Department can be coordinated, as needed. The partner will reimburse the City for any maintenance and security costs incurred by their activities. Please see Appendix C for more details. Should a partner s concept exceed the City s capacity, the partner and Chief of Operations will negotiate the scope of services and an opportunity to provide supplemental services may be made available. 2.7 Programming on the Plaza One of the current strengths of the Plaza is its schedule of existing programming. It includes many major events that Boston residents look forward to each year (additional information is available in Appendix D). The City expects to continue hosting and overseeing many of these events, and will work with the selected partner to ensure that these events are coordinated to support new and simultaneous programming to the extent feasible. In addition, the City views the Plaza as a place for events that need to be held on short notice (e.g. Super Bowl Rally or World Cup Watching Party.) We expect our selected partner to have a similar view of the Plaza as an open, accessible, and enjoyable public space, and the City will work with the partner to ensure that our short-notice events also support their program to the extent feasible. The final say on all programming decisions will rest with the City s Chief of Operations. 2.8 Temporary Features One of the major opportunities on the plaza is to add new features that will make it a more welcoming destination during off-program times. Given that the Campus Plan is currently being developed, however, any proposed features should be temporary and must be able to be removed from the Plaza by the end of the contract period. Any proposed design and construction for temporary structures will be reviewed by the City s Chief of Operations and subject to applicable procurement laws and regulations. 5

7 2.9 Open Space City Hall Plaza is an important civic space. It has a role as a place for celebration and protest. We would expect that a significant, contiguous space is available at all times for unplanned and unpermitted assembly. This area will need to be fully ADA accessible and include a space for at least 5 media trucks Continuous Improvement We are learning how to improve City Hall Plaza, and we expect that to continue with the partnership developed through this RFP. In that vein, any selected proposer will provide quarterly reports to the City s Chief of Operations detailing the activities, facilities, or programs it is employing, as well as the impact and costs of and revenues from those efforts. The report would include a statement of all revenues and expenses from all activities, facilities, and programs along with a brief narrative describing the impact of the activities, facilities and programs Campus Plan RFQ As previously mentioned, the City is in the process of developing a master plan for City Hall, City Hall Plaza, and 26 Court Street. During the first year of this contract, that campus plan will be in the study phase. In the second year of this contract, it is anticipated that a re-design for City Hall Plaza may be prepared. Possibly during the second year and during the third year of this contract, as part of a consent decree with the federal government, the Boston Water and Sewer Commission will be constructing and installing a Green Infrastructure and Low Impact Development water demonstration project on the Plaza. The location of this project will be determined during the re-design phase of the Plaza as part of the Campus Plan. We anticipate that the partner(s) selected through this process will be an active participant as the City develops its Campus Plan. 6

8 3.0 Notice to Respondents 3.1 Questions Please direct any and all questions regarding this RFP to Molly Murphy, Senior Advisor, Office of Mayor Martin J. Walsh, at All questions should be submitted in writing. 3.2 Timeline for the Request for Proposal RFP Issued September 14, 2015 Questions/Pre-Proposal Tour October 2, 2015 Responses from Questions Published October 9, 2015 Proposals Due October 26, 2015 (by 4:00 PM) Presentations week of November 16, 2015 Selection week of November 30, Submittal of Proposals On-Line submissions are available through the City of Boston Supplier Portal, found at Log in and submit under Event ID EV If you choose to submit your proposal via the Supplier Portal, then you will be prompted to enter each requested value into Event EV s Event Questions section, and provide a total bid price in the Line Bid Responses section. You will also be required to upload a file containing your Non-Price Technical Proposal, as well as a file containing your Price Proposal. Specific instruction for where to upload the files is included in the details of EV If you choose to submit your proposal in hard copy format rather than the Supplier Portal, you will need to submit your proposal in the following manner: by delivery of two (2) separate, sealed envelopes to: Bid Counter, Property and Construction Management Department City Hall, Room 811 Boston, MA All proposals must be received prior to October 26, 2015 at 4:00 PM. As specified in the RFP, proposals must be submitted in two separate, sealed envelopes clearly marked Property Management Services RFP - Part 1: Technical and Property Management Services RFP - Part 2: Price. If the submissions are not separated and clearly marked, the entire proposal will be rejected as non-responsive. Technical proposals will be opened first and evaluated based on comparative criteria ratings of Highly Advantageous (HA), Advantageous (A), Not Advantageous (NA), and Unacceptable (U). Only after the Technical evaluation has been completed will the Price proposals be opened and evaluated. Failure to separate pricing information from the technical proposal will result in rejection of the proposal. 7

9 Late Proposals will not be accepted. The burden is upon the Respondent to ensure that the proposal is received at the above address prior to the 4:00 PM deadline for the submission of proposals. 3.4 Contract Term Through this RFP, we expect to award a partner a contract term for up to 3 years. The contract will begin January 1, 2016 and continue until December 31, Contract Approval The contract is subject to the approval of Commissioner, Property and Construction Management, and the Mayor of Boston. 3.6 Proposer s Examination of the RFP Proposers should examine and familiarize themselves with all information and materials contained in this RFP such as premises, conditions, fees, additional labor costs, evaluation methodology, and criteria. These, and other pertinent requirements, are an integral part of this RFP. Ignorance of the conditions and requirements of this RFP will not be accepted as excusable under any circumstance. By filing a proposal, the proposers do thereby represent, under the pains and penalties of perjury, that they have so informed themselves. Failure to do so shall be at the proposer s risk. 3.7 Revisions/Addenda If it should become necessary to revise any part of this RFP or otherwise provide additional information, an addendum will be issued by the City and furnished to all prospective proposers who have obtained copies of this RFP. Any addenda shall become part of this RFP and it is the obligation of all proposers to ensure that they have reviewed all addenda prior to submitting their proposals. 3.8 Proposals Not Selected Non-selection of any proposal will mean that another proposal or proposals were deemed to be more advantageous to the City or that no proposal was accepted for a particular time period. Proposers whose proposals are not accepted will be so notified in writing. 3.9 Withdrawals of Proposals Proposals may be withdrawn at any time prior to signing of the contract. To: Property and Construction Management Department Attn: Susanne Cunningham City Hall, Room 811 Boston, MA

10 3.10 No Obligation to Proceed The City is under no obligation to proceed with this project and may cancel this RFP at any time without the substitution of another, if such cancellation is deemed in the best interest of the City Joint Ventures and Associations In addition to the proposal submission, a legal Joint Venture must submit a detailed statement, outlining each firm s roles and responsibilities, including percentages of assigned work and a statement describing how the team will work together on this project. This statement must also include both firms business locations, phone numbers, and information. Failure to include a detailed statement may result in disqualification. This detailed statement must be presented with the Technical (Non-Price) Proposal. Moreover, the statement is to be signed by the officers or principals of each Joint Venture. For the purposes of this RFP, Associated Firms will be considered consultants to the Prime Firm for the project. The Prime Firm is defined as the entity with which the City of Boston will execute the Contract for and Property Management Services for this project. 9

11 4.0 Evaluation of Proposals and Selection Criteria One or more contracts may be awarded to the Respondent or Respondents offering the most advantageous proposal, taking into consideration all technical evaluation criteria as well as price. Each proposal will be initially evaluated to determine whether the Respondent submitting the proposal meets the minimum quality requirements described below. The proposal(s) that the City determines to have met the minimum quality requirements will then be rated according to the evaluation criteria also described below. Those Respondents that do not meet the minimum quality requirements are subject to rejection and elimination from further consideration. Evaluation of Proposals The designee for the Chief Procurement Officer (CPO) is the Commissioner of Property and Construction Management. In accordance with M.G.L. c.30b, 6(e), that person will designate the individuals (RFP Evaluation Committee) responsible for the evaluation of the proposals. Respondents may be invited by the City for a substantive interview, during which Respondents would be allowed to provide a short presentation of their proposals, and after which the City would ask specific questions about the proposals and the Respondents for clarification. The members of the RFP Evaluation Committee would individually assign a rating of Advantageous or Not Advantageous to each proposal. After the interviews, the RFP Evaluation Committee will (1) open the price proposals; (2) weigh the ratings of each technical proposal with the corresponding price proposal; (3) individually assign an overall composite rating for each proposal; and (4) provide their reasons for each composite rating of Highly Advantageous (HA), Advantageous (A), or Not Advantageous (NA). All comparative evaluation criteria are weighed equally. The composite ratings and reasons of the RFP Evaluation Committee will be presented to the Commissioner of Property and Construction Management as the CPO s designee, for review and approval. The City reserves its right to require clarification and explanation from all Respondents on their price proposals if such is necessary to understand and evaluate the same. The Commissioner of Property and Construction Management will determine the most advantageous proposal from a responsive and responsible Respondent, taking into consideration the price proposals and the evaluation criteria in the RFP. Pursuant to M.G.L. c.30b, 6(g) the Commissioner of Property and Construction Management will award a contract by written notice to the selected Respondent(s) within 30 days of the opening of proposals. The selected Respondent(s) and the City may extend the time for acceptance by mutual agreement. The Commissioner of Property and Construction Management may condition an award on successful negotiation of any revisions to the proposed plan of services. Each Respondent s proposal shall provide a framework for describing and pricing their proposed services as discussed later in this RFP. 10

12 A. Minimum Quality Requirements: To be completed and submitted by Respondent Each Respondent must check either YES or NO for each and every item below and submit such with its Technical Proposal. The Awarding Authority will accept for further evaluation ONLY those proposals that the Respondent has checked YES and are verifiable for each and every item below. Name of Respondent (print or type): 1. The Respondent is in compliance with all applicable statutes governing conflicts of interest. Please note that any Respondent who has previously rendered services under a contract with the Boston Redevelopment Authority (BRA) or the City, will not be precluded by Chapter 268A of the General Laws of Massachusetts from participating by contract or otherwise in the activities of the City with regard to the properties listed in this RFP. ( ) YES ( ) NO 2. The Respondent will have an office, staffed by the primary on-site project personnel, within a reasonable commuting distance from the Site. ( ) YES ( ) NO 3. The Respondent is in good financial standing with the City and the BRA, and in compliance with all City code requirements. ( ) YES ( ) NO 4. The Respondent s proposal conforms in all respects to the City s Specifications as stated in this RFP. ( ) YES ( ) NO 5. The Respondent signed (where required) and returned all required forms as detailed in Section 7. ( ) YES ( ) NO 6. The Respondent completed and submitted a Price Proposal in a SEPARATE, SEALED and CLEARLY MARKED ENVELOPE? ( ) YES ( ) NO 7. The Respondent agrees to accept each and every provision of the City of Boston Standard Contract General Conditions (Form CM 11) contained herein. ( ) YES ( ) NO 8. The Respondent is able to start providing the requested services as detailed in the RFP immediately upon execution of a contract with the City. ( ) YES ( ) NO 11

13 9. The Respondent has the capacity to provide the financial operations necessary to operate the property stated herein and to report on the operations as required by this RFP. ( ) YES ( ) NO B. COMPARATIVE EVALUATION CRITERIA All proposals determined to have met the minimum quality requirements will then be reviewed based on a series of evaluation criteria. The following are the technical criteria that the Awarding Authority s evaluators will use in rating responses to this RFP. For each evaluation criterion, the evaluators shall individually assign a rating of one of the following: Highly Advantageous ; Advantageous ; or Not Advantageous. The selection committee will assign an overall rating to each Proposal based on its collective assessment of the proposal. In assigning an overall rating to proposals the selection committee shall have discretion to weigh different criteria in any manner which it deems most advantageous for the City. Evaluation criteria do not carry any set value, and this RFP does not imply any correlation between the number of comparative requirements relating to a particular area and the importance of that area to the selection committee. 1. Your Vision for the Plaza Highly Advantageous: The partner would do an exceptional job of furthering our goal of making Boston s City Hall Plaza an inviting and attractive destination that is well-used by residents and visitors. The vision beautifully complements currently planned events, existing amenities in the area, and the role of the Plaza as a spontaneous place for public gathering. In addition, the vision is an appropriate complement to the activities of City Hall. Activities would not physically impact longer term capital investments or cause more than minimal disruption during implementation. Envisioned efforts would help the City learn what could work best for the Plaza over the long term. Advantageous: The partner would make strides towards furthering our goal of making Boston s City Hall Plaza an inviting and attractive destination that is well-used by residents and visitors. The vision mainly complements currently planned events, existing amenities in the area, and the role of the Plaza as a spontaneous place for public gathering. Activities would likely not physically impact longer term capital investments or cause much more than minimal disruption during implementation. Envisioned efforts could help the City learn what could work best for the Plaza over the long term. Not Advantageous: The partner would not further our goal of making Boston s City Hall Plaza an inviting and attractive destination that is well-used by residents and visitors. The vision does not complement or support currently planned events, existing amenities in the area, and the role of the Plaza as a spontaneous place for public gathering. Interventions would likely physically impact longer term capital investments and cause much more than minimal disruption during implementation. Proposed programming does not clearly prioritize civic use over commercial activity. 12

14 2. Your Team Highly Advantageous: The team has successfully managed, designed, funded, built and/or implemented similar activities in similar contexts multiple times. The team is representative of the people of Boston. The organization s finances are very strong. Advantageous: The team has successfully managed, designed, funded, built and/or implemented similar activities in similar contexts at least once. The team is somewhat representative of the people of Boston. The organization s finances are strong. Not Advantageous: The team has never successfully managed, designed, funded, built and/or implemented similar activities in similar contexts. The team is not representative of the people of Boston. The organization s finances are not strong. 3. Your Plan Highly Advantageous: The proposal offers a very detailed and very feasible implementation plan that requires little support from the City. The plan minimizes commercial intrusion and maximizes civic use. An overwhelming majority of events are free and open to the public and engage a broad audience. The proposal contains innovative ideas for the best use of the Plaza. Advantageous: The proposal offers a detailed and feasible implementation plan that requires only some support from the City. The plan minimizes commercial intrusion and maximizes civic use. A majority of events are open to the public and engage a broad audience. Not Advantageous: The proposal does not offer a detailed and feasible implementation plan. The implementation plan would require significant support from the City. The plan fails to minimize commercial intrusion and maximize civic use. A majority of events are not open to the public and would not engage a broad audience. 4. Evaluation of Oral Presentation/Interview/References (if applicable): Advantageous: The Respondent s oral presentation/interview was clear and well organized and demonstrated an understanding of the objectives of this RFP. Respondent provided clear, accurate and, when necessary, detailed answers to questions raised by the RFP Evaluation Committee. At least two of the three references give the respondent very high marks. Not Advantageous: The Respondent s oral presentation/interview was unclear and/or unorganized and did not demonstrate an understanding of the objectives of this RFP. Respondent provided unclear and/or inaccurate answers that lacked necessary detail to questions raised by the RFP Evaluation Committee. Fewer than two references give the respondent very high marks. C. Rule for Award The contract(s) for the operation of the Plaza will be awarded to the most favorable proposal(s) based on the selection criteria outlined above in addition to the price proposals. The successful respondent(s) will be deemed, in the opinion of the City, to be the most responsive and 13

15 acceptable proposals(s) taking into consideration the experience of the respondent, the quality of the services to be supplied, their conformity with the specifications required and your vision for the plaza. 5.0 Proposal Format I. Technical Proposal ( Part 1: Technical Proposal ) All technical proposals (or Technical Proposals) must contain the following information, unless noted otherwise: A. Proposer Background Information 1. Please provide the following information about your firm: Firm name: Home office address: Telephone number: Closest support office address and telephone: Name and telephone of proposer contact person: Name and telephone of contact for day-to-day operations, if different: Number of years proposer operating under this name: Year firm was founded: Nature of firm s business: Number of years in present business: Type of business organization: 2. If proposer is a corporation, state the following: Where the company was incorporated: The names and addresses of all offices: Parent corporations: All subsidiaries: 3. If proposer is a limited partnership, state names and addresses of all limited partners. 4. If the business is conducted under any title other than the bona fide name of the owner, state when and where the certificate required under Mass. Gen. Laws, Chapter 110, Section 5 was filed. 5. Please state the company s Federal Identification Number. 6. Please list all subcontractors who will be assigned to execute any work identified in the RFP, including the following information: 14

16 Company name: Role in this proposal: Nature or business: Number of years in present business: Address: Contact: Location of nearest facility: 7. The proposer must certify that it has complied with all laws of the Commonwealth of Massachusetts relating to taxes (see Certificate of Tax, Employment Security, and Child Care Compliance attached to the RFP at page 26). If proposer is a corporation, a Certificate of Good Standing with regard to the corporation issued by the Office of Secretary of State of the Commonwealth of Massachusetts, a Certificate of Good Standing issued by the Department of Revenue of the Commonwealth of Massachusetts, and evidence of corporate authority with respect to execution of the Contract on behalf of the proposer, must be furnished to the BRA prior to the execution of the Contract. If proposer is a limited liability company, a Certificate of Good Standing with regard to the limited liability company issued by the Office of Secretary of State of the Commonwealth of Massachusetts. If proposer is a sole proprietor, a Letter of Compliance issued by the Department of Revenue of the Commonwealth of Massachusetts must be furnished to the BRA prior to the execution of the Contract. 8. The proposer must certify that it is in compliance with the provisions of Section 7 of Chapter 521 of the Acts of 1990, as amended by Chapter 329 of the Acts of 1991, and 102 CMR and that the proposer either (a) has fifty (50) or more full-time employees and is a "qualified employer" or offers child care tuition assistance or onsite or near-site subsidized child care placements or (b) is an "exempt employer." B. Company Resources 1. Please provide the names of all key personnel who will be assigned to develop and implement this proposal as well as the amount of time they will devote to this proposal. 2. Please provide bank references, and sources and limits of credit lines. 3. Please provide audited financial statements for the last three fiscal years, and, if available, a current statement of conditions audited by a Certified Public Accountant. If a current statement of conditions audited by a CPA is not available, please state such fact and provide any equivalent statement that may be available. 15

17 C. Company Experience 1. Please let us know the specific experience you have delivering on projects similar to the one you have proposed, including a description of the event or project and the staffing for such event or project. 2. Please provide us with at least three references that can speak to your ability to implement a plan similar to the one you have outlined. Include their name, their contact information and describe the context in which you have worked with them. D. Company Performance 1. Has your company ever failed to complete any work awarded? If the answer is yes, please state all circumstances. The answer to this question must be signed by the appropriate representative, including the name, date, title and full address. 2. Please list any adverse legal judgments against your firm as a result of alleged unsatisfactory performance or breach of contract within the past three years. E. Your Vision/Plan 1. Describe your vision. Let us know how you would make City Hall Plaza a more vibrant destination for residents and visitors. Tell us what audiences you think you would engage and how you would engage them. Details, examples and visuals are appreciated, if additive. As part of that description, define - to the extent possible - which area(s) of the Plaza you would use and the hours, days and seasons you would use it. Please use the naming convention featured on the map in Appendix B. Describe how your vision would complement the existing programming planned for the Plaza and its use as open space for assembly. If possible please indicate which events you envision as free and open-to-the-public events versus ticketed events. 2. Provide for us three examples that you believe are inspirations for the type of space your efforts would help City Hall Plaza become. (These do not have to be spaces you have worked on.) 3. Provide a timeline for the implementation of your plan. Let us know what you would need from the City to meet that timeline. 4. Provide a description of your approach to the services to be provided. This description (or work plan) should be clear, mirroring the layout of the RFP as well as demonstrating your understanding of the requirements. This description should further set forth your proposed systems or protocols for the collection of fees and charges that may be due from users of plaza who would be subject to the rental fees outlined in Appendix A. This description should further set forth your proposed 16

18 systems or protocols for the financial management, record keeping, accounting and reporting proposed for the management of the facility including, but not limited to, an outline of the your proposed operating budget, and proposed financial, statistical, and quarterly progress or status reports. 5. If you believe that you will need to contract out for certain services to be provided in order to satisfactorily perform the services, you should so indicate, describing which services are to be contracted out. Additionally, let us know if there are certain things you would need the City to provide, such as a space for storage, electricity, etc. 6. Include any additional recommendations you may have for the provision of the services requested by this RFP. Any additional costs associated with these recommendations should be clearly identified in your Part 2: Price Proposal. F. Additional Information Provide the following additional information: (a) A completed Certificate of Non-Collusion, available online. (b) A completed Tax Compliance Certification, attached hereto at Page 26. (c) Any other information about the Respondent s experience or qualifications to perform the Services that have not been presented in previous responses and that the Respondent believes is relevant to this RFP. II. Price Proposal ( Part 2: Price Proposal ) Provide for us a detailed accounting of your expected revenue and expenses based on the response to Part 1: Technical Proposal, E. Your Vision/Plan above. Appendix A has been provided so that you are aware of the fee structure that the City will adhere to for certain types of events. Appendix C is provided to provide a basic understanding of the costs for maintenance and municipal security for events of a particular size, for which the City expects to be reimbursed. There are also costs for services from the Boston Police Department, Boston Fire Department and Emergency Medical Services. Each concept and event will be approved by the City s Chief of Operations, at which time specific costs for maintenance and municipal security will be provided. As previously stated, however, proposals which contain numerous events that are free and open to the public are highly advantageous. The proposal shall include the following information: Proposed events in addition to those outlined in Appendix D. Number of events and type (concert, festival, theater, circus, etc) Licenses required for those events Reasonable estimate of your revenue generated by those events Costs to be incurred by the City, if any Estimate of revenue from rental fees to the City 17

19 Non-events (this may include something such as operating a skating rink or coffee bar, for example) Number of non-events Licenses required for those events Reasonable estimate of your revenue generated by those events Costs to be incurred by the City, if any Other possible costs/revenue sources Costs associated with minor construction or improvements to the Plaza Revenue from commercialization or advertising on the Plaza Food Trucks Percentage of sales from merchandise, food and beverages, vendor participation fees Utility costs Please provide a bottom line estimate of potential proceeds to the City for years 1, 2, and 3 of the contract term. The plaza rental fee structure as set forth in Appendix A explains the maximum per hour amount that the City may charge for such an event, however it also gives the Commissioner of the Property Management Department the discretion to set appropriate rental fees for events lasting longer than two days. If you are proposing events that last longer than two days, please feel free to offer a suggested alternative amount for rental fees. The City will work with the selected Respondent to finalize terms in the contract. 18

20 6. Miscellaneous 1. The City reserves the right to postpone or withdraw this RFP; to accept or reject any and all proposals; to modify or amend the terms of this RFP through an addendum; to interview, question and/or hold discussions regarding the terms of any proposal received in response to this RFP; all as the City may deem to be in the best interest of the City of Boston. 2. The City shall not have any liability to any Respondent except pursuant to the terms of a written property management services agreement duly executed and delivered by the City to such Respondent. 3. All proposals and other documents and materials timely submitted by a Respondent in support of its proposal shall be retained by the City and become the property of the City. 4. The provisions of this RFP are severable and if any provision or provisions shall be determined to be illegal or invalid by a court of competent jurisdiction, such determination shall not impair or otherwise affect any other provision of this RFP, or the merger of the same into a written property management services agreement duly executed and delivered by the City to such Respondent. 5. Types and Amounts of Insurance. (a) (i) If selected, the Respondent shall, at its sole cost and expense, obtain and maintain during the Contract Period the following types of insurance, naming the Respondent as the insured and the City of Boston and the Boston Redevelopment Authority as additional named insureds, in the amounts indicated or in such greater amounts as the City/BRA deems necessary due to the size and type of event: The Respondent shall carry for the term of the contract comprehensive public liability insurance insuring the City, BRA, and Respondent against all claims and demands for personal injury and property damage with respect to the Plaza, with limits of Two Million Dollars ($2,000,000) combined single limit and Four Million Dollars ($4,000,000) aggregate. (ii) Host Liquor Liability Coverage in an amount of One Million Dollars ($1,000,000) per occurrence, (as needed). (iii) Workers Compensation Insurance, in statutory amounts, covering any of Respondent s employees performing work at the Premises, and the employees of any of Respondent s contractors, subcontractors, and agents engaged in performing work at the Premises, all in accordance with the Workmen's Compensation Laws of the Commonwealth of Massachusetts. Respondent shall furnish to the City and BRA certificates evidencing such insurance policies prior to the Commencement Date. Respondent shall not commence or continue to perform any work on the Premises unless Respondent has obtained, and is maintaining in full force and effect, all required insurance, and until all insurance certificates have been filed evidencing the specific insurance coverage required. Each policy shall contain an endorsement that will prohibit its cancellation during the term of the contract and prior to the expiration of thirty (30) days after written notice of such proposed cancellation has been furnished to the City and BRA. 19

21 (b) Form. All insurance policies to be obtained in accordance with the foregoing shall be in the form and written by companies satisfactory to the City. 20

22 7.0 Proposal Submission Requirements and Required Forms Proposal Submission Deadline If you choose to submit your proposal in hard copy format rather than on the Supplier Portal, each Respondent must submit one original proposal and ten (10) copies of such in a single, sealed envelope no later than 4:00 P.M. on Monday October 26, Respondent s main envelope should be addressed as follows: TO: Property and Construction Management Department City Hall, Room 811 Boston, MA RE: Property Management Services RFP Submitted by: [Name of Respondent], Date submitted Respondent s main envelope will contain two (2) separate envelopes distinctly marked as follows: 1. Submit an original and ten (10) copies of your Property Management Services RFP - Part 1: Technical Proposal package without price and label as follows: FROM: RE: Respondent s name and address Response to PCMD s Property Management Services RFP Property Management Services RFP Part 1: Technical Proposal 2. Under separate cover (in a separate sealed envelope), submit an original and ten (10) copies of your Property Management Services RFP - Part 2: Price Proposal package with price and label as follows: FROM: RE: Respondent s name and address Price Proposal for PCMD s Property Management Services RFP Property Management Services RFP Part 2: Price Proposal Any proposals received after the date and time specified above are subject to rejection as nonresponsive, and may be returned and not considered for evaluation. 21

23 Required Forms (must be submitted with technical proposal) The following required contract forms are attached for the Respondent to complete and submit as noted below. These forms will become part of the contract that the City will sign with the selected Respondent. NOTE: These forms must be submitted with each Respondent s Part 1: Technical Proposal. Proposal Form Qualification Statement Certificate of Tax, Employment Security, and Child Care Compliance 22

24 Proposal Form SUBMITTED TO: Bid Counter Property and Construction Management Department City Hall, Room 811 Boston, MA OR Submitted online under EV PLEASE TYPE OR PRINT THE FOLLOWING INFORMATION: Submitted by: Firm Name: Address: Telephone: Fax: Under the conditions set forth by the City of Boston s Property and Construction Management Department (the Awarding Authority), the accompanying proposal is submitted for Comprehensive Property Management Services. For this proposal to be properly reviewed, the Respondent must answer all questions. The Awarding Authority will regard all responses to questions and all submissions as accurate portrayals of the Respondent s qualifications and any discrepancy between these statements and any subsequent investigation may result in the proposal being rejected. Signed: Print Name and Title: Dated: 23

25 Qualification Statement SUBMITTED TO: Bid Counter Property and Construction Management Department City Hall, Room 811 Boston, MA OR Submitted online under EV PLEASE TYPE OR PRINT THE FOLLOWING INFORMATION: All questions must be answered by the Respondent for this proposal to be properly reviewed. The Property and Construction Management Department (the Awarding Authority) will regard this statement as an accurate portrayal of the Respondent s qualifications and any discrepancy between this statement and any subsequent investigation may result in the proposal being rejected. A. Respondent Firm Name: Address: Telephone: Fax: State and date of Incorporation Number of years in Business Federal ID, or Social Security No. 24

26 B. Officers President or Chief Executive Officer s Name: Vice-President s Name: Secretary s Name: Treasurer s Name: C. Authorization Dated at: this day of, D. Attestation Title: sworn, deposes and says that he/she is the of and that all answers to the foregoing questions and all statements contained herein are true and correct. Subscribed and sworn before me this day of, Notary Public My commission expires: 25

27 CERTIFICATE OF TAX, EMPLOYMENT SECURITY, AND CHILD CARE COMPLIANCE Martin J. Walsh, Mayor Timothy J. Burke, Chairman Brian Golden, Director Pursuant to the Massachusetts General Laws Chapter 62C, 49A and Chapter 151A, 19A(b) and Chapter 521 of the Massachusetts Acts of 1990, as amended by Chapter 329 of the Massachusetts Acts of 1991, I (Name) (Title) (Name of Company) whose principal place of business is located at, do hereby certify that: A. The above-named Company has made all required filings of state taxes, has paid all state taxes required under law, and has no outstanding obligation to the Commonwealth s Department of Revenue. B. The above-named Company has complied with all laws of the Commonwealth relating to unemployment compensation contributions and payments in lieu of contributions. C. The undersigned hereby certifies that the Company (please check applicable item): 1. employs fewer than fifty (50) full-time employees; or 2. offers either a dependent care assistance program or a cafeteria plan whose benefits include a dependent care assistance program; or 3. offers child care tuition assistance, or on-site or near-site subsidized child care placements. Signed under the pains and penalties of perjury this day of, 20. Federal Identification Number (Name) By: 26

28 8. Key Documents Appendix A: Fee Structure Appendix B: Plaza Maps Appendix C: Maintenance & Security Costs Appendix D: Calendar of Events Appendix E: Public Advertisement Appendix F: Additional Reviews Appendix G: City of Boston Standard Contract Forms ***** Appendix A: Fee Structure , 14A City Hall Plaza, Rental of. The fee of the Commissioner of Property Management for use of City Hall Plaza shall be two hundred ($200.00) dollars per hour for a minimum of four (4) hours plus a non-refundable application fee of twenty-five ($25.00) dollars for non-ticketed events open to the public lasting no longer than two (2) days. The hourly fee may be pro-rated by square foot or by defined section of the plaza to be occupied at the discretion of the Commissioner. An additional non-refundable application fee of twenty-five ($25.00) dollars shall be required for events determined by the Commissioner to require a hearing before the Committee on Special Events and shall be paid to the Mayor's Office of Tourism and Special Events, Attn: Director. Rental of the Plaza for ticketed events or events longer than two (2) days shall also be subject to the appropriate rental fees as established by the Commissioner of Property Management pursuant to Section of the Code. All events are subject to any rules or regulations as established by the Commissioner with regard to custody and care of City Hall Plaza City Hall Plaza, Rental of. The Commissioner of Property Management, who has care custody and control of City Hall Plaza, shall have the authority to execute short-term leases of space on City Hall Plaza for various events through advertised requests for proposals. Prior to issuing the request for proposal the Commissioner of Property Management shall obtain an appraisal of fair market value from a professional appraiser. All such leases shall be approved as to form by Corporation Counsel and approved in writing by the Mayor. All proceeds from said leases shall be deposited in a revolving fund approved annually pursuant to M.G.L. c. 44, Section 53 E1/2. Fees, rules and regulations established under Section , 14A of the Code also apply to events under this section. 27

29 Appendix B: Plaza Maps Appendix C: Maintenance & Municipal Security Costs The following costs are based on previous events on the plaza. They are estimates provided for informational purposes only to help inform your budget proposal. These estimates do not include costs for the Boston Police Department, the Boston Fire Department, and Emergency Medical Services. Each concept and event will be approved by the City s Chief of Operations, at which time specific costs for maintenance and municipal security will be provided. 28

30 A one-day event on one to two sections of the plaza has historically cost between $2,000 and $9,000 in security and maintenance costs. Attendance has ranged from 200-3,000 for these events. A one-day event that encompasses the entire plaza and has 20,000 or more attendees has historically cost $15,000. A multi-day event on one to two sections of the plaza has historically cost $11,000. Attendance has ranged from 6,000-10,000 for these events. A multi-day event that encompasses the entire plaza and requires days of setup and breakdown has historically cost between $24,000 and $75,000. Attendance has ranged from 3,000-22,000 for these events. Note: during the winter months, snow removal costs would also be added. Appendix D: Calendar of Events The calendar below lists events historically held on City Hall Plaza which the City will continue to manage. A respondent s design and programming must accommodate similar events sponsored by the City in the future. Proponent shall work in concert with existing City contracts for use of City Hall Plaza. Date Event Location January 1/26/2015 Patriot's Super Bowl Send-Off C February 2/3/-5/15/2015 Big Apple Circus B, C 2/27/2015 Dominican Flag Raising D March 3/10/2015 Tibetan Flag Raising D 29

31 April 4/19/2015 Marathon Pasta Party D, E 4/20/2015 Patriot's Day Parade B, C 4/24/2015 Bike Friday D, E 4/30/2015 Vietnamese Flag Raising D May 5/11-5/12/2015 Kidney Action Day C 5/15/2015 Bike Friday D,E 5/15/2015 Haitian Flag Raising D 5/16/2015 BAGLY Prom C, E 5/20/2015 Ride in Silence E 5/28-5/31/2015 Boston Calling Entire Plaza June 6/1/15-6/5/2015 Scooper Bowl B, C 6/5/2015 Pride Flag Raising D 6/7/2015 Portugal Flag Raising D 6/10-6/ Tech Jam B, C 6/12/2015 Boston Pride Festival Entire Plaza 6/19/2015 Donna Summer Disco Party B 30