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
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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
Request for Proposals
The University of Vermont
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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.
Request for Proposals
The University of Vermont
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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
Request for Proposals
The University of Vermont
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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.
Request for Proposals
The University of Vermont
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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.
Request for Proposals
The University of Vermont
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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.
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The University of Vermont
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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
Request for Proposals
The University of Vermont
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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.
Request for Proposals
The University of Vermont
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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
Request for Proposals
The University of Vermont
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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
The University of Vermont
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
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
The University of Vermont
109 South Prospect Street
Burlington, VT 05405
Request for Proposals
The University of Vermont
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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
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The University of Vermont
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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
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The University of Vermont
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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
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The University of Vermont
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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.
Request for Proposals
The University of Vermont
Page 16 of 17 20131025 UVM Event Center RFP - FINAL .docx
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.
Request for Proposals
The University of Vermont
Page 17 of 17 20131025 UVM Event Center RFP - FINAL .docx
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
http://www.uvm.edu/~cpm/
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
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UVM BASE MAP2011 ORTHOPHOTOGRAPHY BY WSP SELLSProduced by UVM Campus Planning Services
Date Saved: 10/24/2013 11:00:00 AM ÜUVM BOUNDARY (APPROXIMATE)BURLINGTON/SOUTH BURLINGTON BOUNDARY LINEPROPOSED SITE0 410 820 1,230 1,640205
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Attachment A: Site Plan for UVM Multi-Purpose Event Center
Proposed Site