REQUEST FOR PROPOSALS FOR LEASE OF THE PLAYHOUSE THEATRE AT SEATTLE CENTER

Transcription

1 REQUEST FOR PROPOSALS FOR LEASE OF THE PLAYHOUSE THEATRE AT SEATTLE CENTER 305 Harrison Street Seattle, WA 98109

2 TABLE OF CONTENTS Introduction Page 3 Background. Page 4 Seattle Center Master Plan. Page 4 Facility. Pages 4 5 Facility is Provided As Is Page 5 Major Proposal Parameters Pages 6 7 Facility Operating Parameters.. Pages 7 8 Submittal Requirements Pages 9 10 Submittal Due Date Page 10 Evaluation Criteria. Page 10 Request for Proposals Schedule.. Page 11 Seattle Center Rights and Options. Page 11 Inquiries.. Pages Exhibits Exhibit 1 A.. Page 13 Exhibit 1 B... Page 14 Exhibit 2 Page 15 Exhibit 3 Page 16 Seattle Center Lease of the Playhouse Request for Proposals 2 of 16

3 REQUEST FOR PROPOSALS FOR LEASE OF THE PLAYHOUSE THEATRE AT SEATTLE CENTER INTRODUCTION The City of Seattle, through its Seattle Center Department, invites proposals to enter into a long term lease of the Seattle Center Playhouse Theatre (also known as the Intiman Theatre) on the Seattle Center campus. Through this Request for Proposals (RFP) process the City is seeking prospective tenants that support and further Seattle Center s vision and mission. Seattle Center Vision and Mission Statement: We are the premier urban park, home to the finest cultural and educational organizations, sports teams, festivals, community programs and entertainment facilities. Our mission is to delight and inspire the human spirit in each person and bring together our rich and varied community. The City will evaluate proposals in the context of two primary goals: One goal will be to secure a financially stable tenant that will effectively manage, operate and maintain the Playhouse facility. The second goal will be to use the facility to support and foster the presentation of artistic and/or cultural activities in Seattle. It is hoped that the successful proposer will fulfill the practical need for a tenant that can assume financial responsibility for the Playhouse and the aspirational desire to foster the growth and development of arts and culture in the region. The City requests that proposers craft creative proposals that address their needs while considering the City s goals. Seattle Center Lease of the Playhouse Request for Proposals 3 of 16

4 1. BACKGROUND The Playhouse is located on the northwest corner of Seattle Center between the Seattle Repertory Theatre and the Exhibition Hall at the 2 nd Avenue North and Mercer Street entrance to Seattle Center. The Playhouse is on the 74 acre Seattle Center campus which attracts approximately 12 million visitors annually. These visitors enjoy a variety of commercial and free programs, world class arts and cultural organizations, the Space Needle, the Pacific Science Center and active and quiet open spaces. Originally built for the 1962 World s Fair, the Playhouse became home to the newly formed Seattle Repertory Theatre in Seattle Repertory Theatre moved to the new Bagley Wright Theatre in 1982 and the Playhouse was rented on a short term basis until In 1986 the facility underwent a $1.2 million renovation, including the removal of over half the original seating and construction of a new modified thrust stage set within a steeply raked semi circle of seats. The building reopened in 1987 as home to Intiman Theatre. In 1998 Intiman funded the addition of an approximately 3,500 sq. ft. studio/rehearsal hall on the south side of the Playhouse. Intiman Theatre s tenancy will end in It is anticipated that the Playhouse will be available for occupancy by January 1, SEATTLE CENTER MASTER PLAN The use and development of Seattle Center is guided by the Century 21 Master Plan, as adopted by resolution by the Seattle City Council in August, The Master Plan is a flexible framework, based upon a series of Planning and Design Principles intended to shape redevelopment over the next twenty years at Seattle Center. In the Century 21 Master Plan the Playhouse is part of the Theatre District Zone which emphasizes the vitality of the performing arts organizations along Mercer Street. The Theatre District Zone was based upon the Theatre District Plan, a design concept and design principles approved by the Seattle City Council in October That plan said the Theatre District is intended to create a unique place that embodies the power and excitement of the performing arts. It should have a distinctive, recognizable character. The Theatre District is both an urban environment and the edge of the Seattle Center campus. The elements of the Theatre District need to support an overall character, while still allowing creative institutions within the District to present their own unique identities. 3. FACILITY The facility is comprised of two structures, the Playhouse and the studio/rehearsal hall connected by an overhead walkway as shown in Exhibit 1. The Playhouse includes a basement, first, second and partial third floor. References to the Playhouse in later sections of this RFP include both the Playhouse and the studio/rehearsal hall. Seattle Center Lease of the Playhouse Request for Proposals 4 of 16

5 3. FACILITY (cont.) A. Playhouse. The Playhouse is an approximately 32,000 sq. ft. structure. The facility has a semithrust, proscenium stage with an intimate, highly raked house and seats 446 or 482 with vomitory seating. Its sweeping intimacy provides excellent sightlines and clear acoustics. Accessed by an elevator or stairways, the building includes lobbies, a large meeting/rehearsal room, a workshop, sewing room, dressing rooms, men s and women s restrooms, office and storage space, laundry facilities, mechanical rooms, limited concession space and ticket offices. B. Studio/Rehearsal Hall. The approximately 3,500 sq. ft. space includes a 2,400 sq. ft. rehearsal space, vestibule, men s and women s restrooms, and second floor sound room and storage accessed by a spiral staircase or exterior overhead walkway. To the west is the Playhouse loading dock, providing access to both the Rehearsal Hall and the Playhouse. C. Furniture, Fixtures and Equipment (FF&E). The facility comes equipped with a limited inventory of sound, lighting and stage equipment described in Exhibit 2. The front of house furniture, concession and laundry equipment and remaining sound, lighting and stage equipment currently in the facility are the property of the current tenant. The FF&E in Exhibit 2, or an equivalent replacement, must remain with the building in fully functioning condition at the end of the lease term. D. Ewen Dingwall Courtyard. The Ewen Dingwall Courtyard at the north entrance of the Playhouse is not part of the site, but occasional exclusive use of the space without additional charge may be authorized. 4. FACILITY IS PROVIDED AS IS The Playhouse and associated FF&E are being made available as is. Tours: The condition of the building should be evaluated by proposers. Tours of the facility may be arranged by contacting Mr. Michael Betts by telephone at (206) or by at michael.betts@seattle.gov. Seattle Center Lease of the Playhouse Request for Proposals 5 of 16

6 5. MAJOR PROPOSAL PARAMETERS If a proposal is selected, the proposer will negotiate and execute a lease agreement with Seattle Center which details the standards of performance based on the proposal, Seattle Center operating procedures, and any relevant or applicable City of Seattle collective bargaining agreements. The lease agreement must comply with all applicable City of Seattle Municipal Code, ordinances, laws, rules and regulations. Any lease agreement with a term of more than five years will be subject to approval by the Seattle City Council. A. Term of Agreement. The Playhouse will be available for occupancy January 1, Seattle Center will consider agreements with a term of up to a maximum of twenty (20) years, including option periods, if any. The amount of any proposed capital investment and reinvestment will be a consideration in evaluating the term of any agreement. At the end of the agreement term, including the exercise of any option periods, all capital improvements shall become the property of the City unless alternative arrangements have been negotiated. B. Capital Investment and Major Maintenance. Proposers are expected to fully fund all capital and operating costs of the facility. No City funding is available for renovation of the facility, but the City is willing to continue to maintain the building shell at a standard similar to that provided for other Seattle Center facilities. The building shell includes the exterior walls, roof, exterior windows and exterior doors. C. Rent/Public Benefit. Seattle Center prefers proposals with terms that include full payment of rent, but will consider proposals that include payment of reduced rent in exchange for the provision of measurable public benefits. Proposers demonstrating measurable public benefit may propose rental terms which take into consideration and itemize an appropriate value for the public benefits provided. D. Demand Dates. Any final agreement with the City will reserve certain dates, spaces and equipment for City or Cityauthorized use without charges imposed by the tenant. City staff will be used to staff these events. These dates are: Folklife Festival Memorial Day Weekend; plus move in and move out days Bumbershoot Festival Labor Day Weekend; plus move in and move out days Up to an additional five (5) Demand Dates for City or City authorized use. E. Labor. Seattle Center will provide an introduction between the International Alliance of Theatrical Stage Employees, Moving Picture Technicians, Artists and Allied Crafts of the United States and Canada, Local No. 15 and the selected proposer to facilitate labor s offer of services in the operation of the venue. Seattle Center Lease of the Playhouse Request for Proposals 6 of 16

7 5. MAJOR PROPOSAL PARAMETERS (cont.) E. Labor (cont.) Following that introduction, proposers may make their own labor arrangements for the facility, although the City s labor contract with sound and stage applies for the City s demand dates. F. Intiman Theatre. While not a requirement, the ideal proposal would include an opportunity for Intiman Theatre to continue to produce a summer theatre festival at the Playhouse. 6. FACILITY OPERATING PARAMETERS A. Parking. Seattle Center provides approximately 3,300 public parking spaces from 7 AM to midnight, seven days a week. No public or tenant parking is provided or allowed at the Playhouse, including the loading dock. The City will provide the tenant with two (2) Seattle Center parking passes for Seattle Center parking facilities at no charge. Monthly parking permits, with competitive and flexible parking rates, may be purchased for most Seattle Center parking facilities. B. Truck Access. Subject to campus event requirements, the City will enable truck access to the campus for loading and unloading of vehicles at the Playhouse loading dock. C. City Supplied Services. The City will supply and the tenant will reimburse the City for the following utilities and services: heating, ventilation, and air conditioning (HVAC), water, sewer, fire alarm testing and monitoring, and HVAC maintenance. If any modification or improvement of the existing utility services is necessary for the proposer s use, the tenant will be responsible for the cost of such services. The City, at the tenant s option, is willing to provide refuse collection and recycling services if the tenant delivers all refuse and recycling materials to the collection location and reimburses the City for costs. The City will be responsible for maintenance of wastewater and sewer lines up to the point of entry to the building. Exhibit 3 includes a recent history or estimates of the cost of City supplied utilities and services that would be reimbursed by the tenant, although future expenses would be dependent upon the tenant s use of the facility. D. Proposer Supplied Services. The tenant will arrange and pay for electricity, gas, telecommunications, elevator maintenance, interior janitorial and custodial services, and interior building maintenance and repairs. The tenant, at its option, may contract with the City to provide some of these services. Historic information regarding Playhouse expenses for these items is proprietary to Intiman Theatre. Interested proposers may contact Mr. Joel Bodansky at jnb@hcmp.com or Mr. Tommer Peterson at t@mmer.us from Intiman Theatre to request information regarding these expenses. Seattle Center Lease of the Playhouse Request for Proposals 7 of 16

8 6. FACILITY OPERATING PARAMETERS (cont.) E. Insurance. At a minimum, the tenant will secure, or cause its subtenants to secure, commercial general liability, automobile liability, worker s compensation and property insurance for the facility, naming the City as an additional insured where required. F. Licenses and Taxes. The tenant shall pay all applicable taxes, license and occupation taxes, and leasehold excise tax, if required. G. Catering and Concessions. The tenant may have the exclusive right to engage in the sale of food and/or beverages to customers in the facility. H. Seattle Center Website and Digital Readerboards. The City will provide an established number of readerboard messages on the digital readerboard and will include the proposer s events on the Seattle Center website and in promotional materials. I. Sponsorship/Advertising/Signage. The City reserves the right to authorize exclusive sponsorship and advertising agreements for the Seattle Center grounds and on the exterior of the Playhouse and to approve all exterior signage. The reservation of these rights may limit the tenant s advertising and sponsorship opportunities or restrict the types of products that may be sold in the Playhouse. The proposer will have the right to sell sponsorship and advertising affecting the interior of the Playhouse, subject to Seattle Center s exclusive sponsorship and advertising agreements. Seattle Center Lease of the Playhouse Request for Proposals 8 of 16

9 7. SUBMITTAL REQUIREMENTS Proposals shall consist of the following items and should be limited to no more than twenty five (25) pages. Failure to respond fully may disqualify your proposal. A. Provide a general overview of your organization including the organization s structure and purpose and proof of financial stability for each of the last three years. B. Present a detailed plan of your proposed use and clearly indicate if and how you are proposing to include Intiman Theatre in that use. C. Outline the proposed program, how it will be managed and operated including days and hours of operation, staffing and activity plan and/or event schedule. D. Outline the proposed term and financial return to Seattle Center. E. Explain how your proposal contributes to the Seattle Center s mission and vision. F. Provide a proposed implementation schedule, assuming the site becomes available January 1, G. Identify how your team proposes working with Seattle Center. Elaborate on the roles that you would anticipate Seattle Center and your team playing in communications, decision making, marketing, etc. H. Provide specific information on your organization s financial condition, including anticipated loans or funding efforts necessary to implement your proposal. If you have experience with the type of programming being proposed, submit related financial data for the past experience. Proposers do not need to submit a complete proposal pro forma as part of the initial RFP submittal, but should understand that any proposer whose proposal is selected for short list presentations must prepare and submit a full pro forma and proof of financial viability as part of the short list presentation. I. Under Washington State Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of Seattle are considered public records. These records include but are not limited to proposal submittals, agreement documents, contract work product, or other proposal material. Under the Public Records Act the City is required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure. A list and description of records identified as exempt by the Public Records Act can be found in RCW and RCW Seattle Center Lease of the Playhouse Request for Proposals 9 of 16

10 7. SUBMITTAL REQUIREMENTS (cont.) If you believe any of the records you are submitting to the City as part of your proposal are exempt from disclosure, you can request that the City notify you before releasing the records. To do so, you must very clearly and specifically identify each record and the exemption(s) that may apply. If the City receives a public disclosure request for any records you have properly and specifically identified, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW ). If you fail to obtain a Court order within the ten days, the City may release the documents. The City will NOT assert an exemption on your behalf. 8. SUBMITAL DUE DATE To be considered, eight (8) hard copies and one (1) electronic copy of the proposal are due in the Seattle Center Executive Office, 305 Harrison, Room #215, Seattle WA by 5:00 p.m. on July 13, EVALUATION CRITERIA Proposals will be evaluated based on the following factors: A. Compatibility with and contribution to the Seattle Center vision and mission, existing tenants, and the mix of programs, attractions and open spaces at Seattle Center. B. The proposer s proven ability to create and manage high quality experiences for users for a minimum of three (3) years. C. Proposer s sound financial condition over time, including the proposer s ability to provide future investment in the facility and programs. D. Proposed financial return to the City. E. Proposer s demonstrated ability to manage, operate and maintain an arts/cultural facility. F. Proposed collaboration with and fostering of artistic and/or cultural organizations. G. The proposal s impact on future Seattle Center capital expenditures and/or net operating costs. H. How the proposer hopes to partner with Seattle Center. I. Proposer s inclusion of the opportunity for Intiman Theatre to produce a summer theatre festival at the Playhouse.* *While not a requirement, the ideal proposal would include an opportunity for Intiman Theatre to continue to produce a summer theatre festival at the Playhouse. Seattle Center Lease of the Playhouse Request for Proposals 10 of 16

11 10. REQUEST FOR PROPOSALS SCHEDULE ELEMENT COMPLETED BY Proposal Due July 13, 2012 Review of Proposals and short list determined July 27, 2012 Short list proposers provide additional information August 10, 2012 Presentations August 31, 2012 Selection To follow 11. SEATTLE CENTER RIGHTS AND OPTIONS A. Seattle Center reserves the right to reject any or all proposals, to waive any irregularities or informality with respect to any proposal and to modify the review period and/or request additional information from proposers to inform and support the evaluation process. No agreements or understandings between Seattle Center and the selected proposer(s) shall be binding until agreement documents have been duly executed. B. The final agreement with the successful proposer will require compliance with applicable City of Seattle Municipal Code and ordinances. C. After submission of a proposal, and before acceptance of any proposal by Seattle Center, Seattle Center may request, and proposers shall furnish, such additional information related to the proposal and their financial status as Seattle Center may reasonably request. D. In the event that the successful proposer does not execute an agreement as noted herein, the award of the agreement may then be made to another proposer or Seattle Center may decide to call for new proposals. E. Seattle Center will not be responsible for, or pay for, any expenses incurred by the proposer in the preparation or presentation of any proposal. 12. INQUIRIES Questions and inquiries regarding any aspect of the proposal documents or any other matter relating to this RFP may be directed in writing to: Ms. Kerry Smith Seattle Center Executive Office 305 Harrison Street, Room #215 Seattle, WA Seattle Center Lease of the Playhouse Request for Proposals 11 of 16

12 12. INQUIRIES (cont.) Or via to: Site plans are available for review by proposers at the Seattle Center Redevelopment Office in Room 109 Center House. To review the plans, please schedule an appointment with Mr. Neal Erickson at or via at Any subsequent addenda or announcements to this RFP are available at seattle. A list of all inquiries and responses will be published on this website as an addendum periodically. Proposers must complete a free registration prior to viewing, printing and saving the RFP and notices to their own equipment at no cost. Notwithstanding efforts by Seattle Center to provide such notices, it remains the obligation and responsibility of the proposer to learn of any addenda, responses, Q&A, or other notices issued by Seattle Center. Registering at Ebidexchange.com and being placed on the list for this RFP is the only way to ensure notification of any subsequent addenda or announcements. Seattle Center Lease of the Playhouse Request for Proposals 12 of 16

13 EXHIBIT 1 A PLAYHOUSE AND REHEARSAL HALL FLOOR PLANS Seattle Center Lease of the Playhouse Request for Proposals 13 of 16

14 EXHIBIT 1 B PLAYHOUSE AND REHEARSAL HALL FLOOR PLANS Seattle Center Lease of the Playhouse Request for Proposals 14 of 16

15 Exhibit 2 Sound, Lighting and Stage Equipment Included with Playhouse Sufficient equipment is included with the Playhouse to enable a functioning theatre. The equipment varies in age and quality. Sound Equipment: Loudspeakers providing complete coverage of the seating area, rigged and connected to amplifiers of appropriate power and load handling ability. A mixing console with input channels, and appropriate equalization and patching facilities. Microphone and speaker circuitry from stage to booth. Stage monitor system including amplifiers and speakers that can be connected to booth equipment. Backstage paging and monitor system consisting of microphones, mixer, limiting and processing, and distributed speaker system to dressing rooms, hallways, and shop areas. Two tape decks, capable of recording and playback, patched to the mixer. An intercom system. Lighting Equipment: Control console (lightboard), dimmers and 160 lighting instruments. Permanently installed circuitry is operational and met electrical codes at the date of installation. Instruments are lamped and operational. Stage Equipment: Soft goods include a main velour curtain, 2 black velour borders, 2 pair black legs, one black backdrop. Rigging system as installed, with all linesets in safe working order. Seattle Center Lease of the Playhouse Request for Proposals 15 of 16

16 Exhibit 3 History or Estimate of City Supplied Utilities and Services Reimbursed by the Tenant Utilities: 2009 Costs 2010 Costs 2011 Costs 2012 Estimate Heat $23,660 $18,211 $21,275 Water/Sewer $8,818 $14,543 $13,259 Cooling $16,773 $8,858 $3,947 Total Utilities $49, 251 $41,612 $38,481 Fire Alarm Testing and Monitoring HVAC Maintenance $165 $438 $596 Refuse and Recycling $1,800/year $285/month for weekly pickup of a 2 yard dumpster Seattle Center Lease of the Playhouse Request for Proposals 16 of 16