Consultant for the Development of Specifications Management and Operation of Dallas Fair Park Request for Proposals BBZ1702

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1 Consultant for the Development of Specifications Management and Operation of Dallas Fair Park Request for Proposals BBZ1702 INTRODUCTION The City of Dallas (City) is soliciting proposals from vendors with experience in effective and successful management, development and/or operations of public parks, amusement parks and associated attraction venues to develop a scope of work for a proposal process and assist in evaluating resulting submittals. The successful proposer shall develop the scope of work that represents the best interest of the City, the surrounding community and park visitors. Additionally, the successful vendor will assist in the evaluation process, and any briefing(s) to vested parties. On October 28, 2016, the City let a two-step (Request for Qualifications {RFQ} and Request for Competitive Sealed Proposals {RFCSP}) process for the management and operations of the City of Dallas Fair Park. The City is currently in the first phase (RFQ) of the process and desires to provide qualified vendors with a scope of work that will help qualified parties formulate proposals that clearly illustrate key elements required and their proposed vision that reflects Dallas and its community. The first phase RFQ) of the process is scheduled to close on December 30, 2016 at 2:00 p.m. City staff will complete the evaluation of the RFQ process. The City anticipates releasing the scope of work for the RFCSP process shortly after the completion of the RFQ process. Seven (7) bound copies, one (1) unbound original and one (1) electronic copy (flash drive or cd only) of the Proposal should be submitted. Proposals shall be in a sealed box or envelope and delivered in person or by mail to Dallas City Hall, (1500 Marilla St. #3FN, Dallas, TX 75201) by 2:00 p.m. on February 9, Starting at 2:01 p.m. on the due date, bid submissions will not be accepted and will be returned to the proposer unopened. Questions regarding this RFCSP shall be directed to the buyer in writing. Mario Alvarado Business Development and Procurement 1500 Marilla St. #3FN Dallas, TX mario.alvarado@dallascityhall.com The pre-proposal meeting shall be held on January 13, 2017 from 10:00 to 11:00 a.m. in Dallas City Hall, Auditorium, located on L1FN. Doc#BDPS-FRM-135 Page 1 of 7

2 Background Located two miles from downtown Dallas, Fair Park is a National Historic Landmark and offers more than 750,000 sq. feet of exhibition space, two performance facilities (amphitheater with capacity for 20,000 guests, and Music Hall with capacity for 3420 guests); five museums and cultural facilities; agricultural facilities (five barns, arena complex, show arena, and new Briscoe Carpenter Livestock Center under construction); indoor arena (capacity for 7,000 guests); Band Shell (capacity for 4,000 guests); and the Cotton Bowl Stadium (92,500-seat, outdoor stadium). Fair Park is the site of the annual State Fair of Texas and hosts numerous outdoor festivals and events throughout the year. In addition, Fair Park is home to the largest collection of Art-Deco architecture in the United States. Fair Park serves approximately 5 million guests annually. Tenants at Fair Park include Dallas Summer Musicals Management Group which operates and hosts events in the Music Hall; Dallas Winds; Daughters of the American Revolution; Friends of Fair Park (Magnolia Lounge); Live Nation, which operates the Gexa Energy Pavilion; the Ed Campbell Company, which operates the Old Mill Inn Restaurant; the Dallas Historical Society, which operates the Hall of State Museum; the Texas Discovery Gardens; Dallas Zoo Management, which operates the Children s Aquarium at Fair Park; the African American Museum; Perot Museum of Nature and Science (former Natural History) at Fair Park; and the State Fair of Texas. Each of these entities have term agreements with the City of Dallas. City operations which include WRR FM Radio, the planned Dallas City News Television, and the Dallas Police Department Mounted and Canine Units will continue their operations at Fair Park under City s management and will not be included in the scope of work. On September 3, 2014, the Mayor s Fair Park Task Force presented its final report to a joint meeting of the Dallas City Council and the Park and Recreation Board. One of the Task Force s key recommendations was to empower a new organization as the operational and marketing authority for Fair Park with the City providing sufficient operational and capital funding. On May 7, 2015, the Park and Recreation Board passed a Resolution supporting the Mayor s Fair Park Task Force Key Recommendations with proposed modifications, including the requirement for a 501(c)(3) entity to implement a public-private partnership, with a diverse board including at least one member representing the surrounding Fair Park community and one member with historic preservation expertise. Fair Park is to be used solely for park purposes, including: serving as the location of recreational facilities and activities, cultural institutions and programs, sporting events, entertainment, and educational programs with a cultural or recreational component; and providing other support facilities and activities, concessions, and parking. The City is now seeking qualifications from qualified operators that should be prepared to assume the day to day management and operation of Fair Park, the first step toward implementing the recommendations set forth by the Mayor s Fair Park Task Force. The City anticipates establishing a management agreement with the successful non-profit 501(c)3 organization, or a business entity that will operate in a not-for-profit status, for Doc#BDPS-FRM-135 Page 2 of 7

3 Fair Park s development, enhancement, operation, management, maintenance, and marketing (including fundraising). The City, through its Park and Recreation Board and the Park and Recreation Department, has successfully contracted with non-profit entities to manage other City facilities with a very specific target audience and mission, including the Dallas Arboretum, the Dallas Zoo, the Trinity River Audubon Center, and MoneyGram Soccer Park. The City holds similar contracts for the management of cultural institutions including the Dallas Museum of Art, the AT&T Performing Arts Center, and the African American Museum. The City has also contracted with a for profit entity to operate its Convention Center Hotel as a not-for-profit operation. 1. OBJECTIVE The Objective of the City is to enter into an agreement with an independent, third party familiar with and experience in effective and successful management, development and/or operations of public parks, amusement parks and associated attraction venues to develop a scope of work for the second phase of the two step solicitation process and assist in the evaluation of subsequent submittals. The successful vendor will participate in the City s procurement, selection, and briefing process of a successful proposer to enter into a partnership with the City for the management and operation of the City s Fair Park facility. Activities include but are not limited to: request for proposal preparation, proposal evaluation, contract negotiations, market analysis, best practices, management, development, operations and advice during the RFCSP process to select the most advantageous proposal. 2. PROJECT SCOPE 2.1. BASIC SERVICES The following is a list of tasks and activities required to completed by the successful proposer. The successful proposer will provide all guidance and oversight including analytical data analysis, negotiations, and presentations required to complete the contract. Specific tasks include, but are not limited to, in order to develop a comprehensive scope of work: Meet with City leadership and Fair Park managers Analyze all documentation associated with Fair Park Meet with surrounding community to determine the impact and concerns Obtain an understanding of the City s key objectives Obtain an understanding of the fiscal responsibilities and obligations to operate Fair Park Doc#BDPS-FRM-135 Page 3 of 7

4 Understand current contracts and assist in communicating transition, if any, to those contractors Develop a comprehensive scope of work that describes the City s intent and requirements for Fair Park to include appropriate minority business participation Assist in answering questions related to the project Review submittals and assist in the evaluation process Assist in providing guidance and advise to the evaluation committee Assist in developing briefings and communicating with City leaders Review all submittals received as a result of the RFP Assist City staff in understanding RFP responses and determining the most advantageous proposal(s) to meet the City s needs Assist the evaluation committee by providing qualitative and quantitative analysis to demonstrate and compare proposals both between each other and contrasting Participate in interviews and negotiations with selected proposer on contract details Provide facilitation during contract negotiations, as requested Draft specific language for inclusion in the contract(s) Review contract language for accuracy and completeness. Identify any potential pitfalls or omissions in the contract Be available for City Council, committee and executives meetings to explain proposed approaches and contract details on this project (minimum of two (2) City Council meetings), as requested Prepare and make presentations to City Council, committees and executives regarding this project and recommendations Prepare documents and spreadsheets to allow for analysis of bestand-final offers Analyze all best-and-final offers and make a firm recommendation to the City regarding selection of the best contract for the City Recommend strategy(ies) for transition, following contract approval 3. QUALIFICATION OF VENDOR The proposer shall possess expertise in effective and successful management, development and/or operations of public parks, amusement parks and associated attraction venues. Proposals shall address at a minimum the following areas of qualifications as related to this project General Qualifications The proposer shall include documentation on the following: Combined years of experience in the relevant business; Doc#BDPS-FRM-135 Page 4 of 7

5 Experience providing basic services as defined in the Scope, including but not limited to, RFCSP development, contract development and negotiations, financial evaluation and analysis; Working with the community in town hall formats; Working with municipal governments, government purchasing organizations and City Manager/Council forms of government; Working with both municipal legal staff and prospective proposers to negotiate legal language; Presenting complex proposal details in public forums to executives, committees, and City Council in understandable terms; Notable client list; Minimum of three (3) references, including addresses and phone numbers, that would be willing to discuss their service experience with the City (agencies and particularly municipalities are preferred); The successful proposer will be required to purchase and maintain, during the term of the contract, insurance as described in Attachment 1 and agrees to the indemnification agreement therein 4.2. Public Approach and Understanding - Operations of public parks, amusement parks and associated attraction venues The proposer shall demonstrate knowledge and experience in the following: Project approach and understanding; Operations and management; Operational budgets; Transitional processes; Familiar with the industry and the aspects of a successful operation; Private/public partnerships; 4.3. Business Stability/Viability Evaluation Experience The proposer shall provide expertise in: Evaluating business/partnership stability dimensions (e.g. financial, market, technical and economic viability); Understanding the key concepts of financial stability as it relates to selecting a proposer and protecting the City s interests; Defining the financial stability criteria in quantitative terms for the evaluation; Evaluating and recommending the financial stability of a proposer 4.4. Past Performance Doc#BDPS-FRM-135 Page 5 of 7

6 The proposer shall discuss the following: Documented history of staying within budget; Documented history of meeting deadlines; Current contracts with the City; Potential conflicts of interest; Prior litigation with the City; 5. COST OF SERVICES Cost shall be all inclusive and any travel cost associated with this project shall be billed as a pass-through reimbursement. 6. PRELIMINARY PROPOSED PROJECT SCHEDULE The proposer shall propose a project schedule that includes all activities for this project; the City reserves the right to modify this schedule if in its sole discretion such modifications are necessary. 7. EVALUATION CRITERIA Responses that do not comply with all of the requirements, may be deemed nonresponsive and the firm may not be considered for the project. The City shall evaluate and rate proposers demonstrated competence, qualifications and costs for the type of services using the following guidelines. Maximum points totaling 100 points are demonstrated below. COST OF SERVICES (20 points) QUALIFICATION AND EXPERIENCE (30 points) PROJECT APPROACH AND UNDERSTANDING (20 points) BUSINESS STABILITY (15 points) BUSINESS INCLUSION AND DEVELOPMENT PLAN (15 points) It is the policy of the City of Dallas to use qualified Minority and Women-Owned Business Enterprises (M/WBEs) to the greatest extent feasible on the City s construction, architectural and engineering, professional services, other services, and goods contracts. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City of Dallas has adopted the Business Inclusion and Development Plan (BID Plan) for all City of Dallas contracts. The purpose of the Business Inclusion and Development Plan is to increase participation of locally owned M/WBEs in City procurement and contracting opportunities and to develop the local business base through the award of contracts and purchases to locally owned businesses. Doc#BDPS-FRM-135 Page 6 of 7

7 The information shall be submitted with the proposal and shall include: Submission of an affirmative action plan and/or policy. Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204). Submission of the RFP/RFQ Contractor s Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) showing utilization of M/WBE s on previous contracts. You may also submit additional documentation of past performance and history of complying with M/WBE capacity building goals and how they were accomplished, e.g. Mentor-Protégé programs and vendor outreach events with Chambers of Commerce and Business Advocacy Groups. Submission of the RFP/RFQ Contractor s Affidavit Type of Work by Prime and Subconsultant Form (BDPS-FRM-206). Your Firm (s) Team make-up should include a significant number of diverse M/WBE firms in meaningful roles on the project. The Type of Work Affidavit should include the name, address and telephone number of each M/WBE; (2) the description of the work to be performed by each M/WBE; and (3) the approximate dollar amount/percentage of the participation. The City encourages joint ventures with M/WBEs that enhance capacity building; if joint-venture is being considered, submit documentation of possible joint- venture opportunities to provide spring board for fostering more and larger M/WBE firms in the market. Submission of the signed Business Inclusion and Development Affidavit Form (BDPS-FRM-203) which shows evidence of acknowledgement of the City s Business Inclusion and Development (BID) Plan and demonstrates intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. Assistance in preparing the Business Inclusion and Development (BID) forms may be obtained by contacting Resource Link team member, Lisa Alonzo, at , or by sending an to her at: lisa.alonzo@dallascityhall.com. The City s goal for Minority and Women Business Enterprises for other services is 23.8%, based on City Council Resolution # dated May 14, It is the responsibility of the prospective consultant to comply with the M/WBE requirements and the Good Faith Effort Plan. Doc#BDPS-FRM-135 Page 7 of 7