Bid Detail

19-039 - Private Management Services for Springfield Symphony Hall

Site visit has been rescheduled to Tuesday, October 16, 2018 at 10:00 a.m.

The City of Springfield, Massachusetts (the “City”) is requesting qualified private management firms (“Proposers”) to present qualifications, management plans and financial proposals to provide for private management of Symphony Hall (“Symphony Hall”).

The City intends to enter into a contract for private management services with the selected Proposer for a term of five (5) years, with options for two additional five (5) year extension periods at the City's option (the overall term comprising a potential total of 15 years), beginning on January 1, 2019. The selected Proposer will be hired as of the execution date of the private management contract, and the selected Proposer will be responsible for booking events at the Symphony Hall and for all services required by the private management contract commencing on the execution date. The selected Proposer shall be contractually obligated to work cooperatively with the Springfield Performing Arts Development Corporation (“SPADC” or “Previous Manager”) and its contractors and staff in connection with events already booked by SPADC at Symphony Hall to occur after January 1, 2019.

Objectives and Operating Policies

The City of Springfield has established certain performance objectives to guide the operation of Symphony Hall. In addition, the City has established specific standards of operation which constitute a framework for the management of Symphony Hall by a private management firm.

Objectives. The new management firm must operate Symphony Hall so as to achieve the following objectives:

To enhance the City of Springfield as the sports and entertainment capital of Western Massachusetts and to position Symphony Hall to effectively compete in the northeast marketplace. To invest in capital improvements to Symphony Hall’s auditorium so as to attract higher quality entertainment, and more frequent performances.

To provide a broad mix of high quality events appealing to all segments (youth, adult, senior citizen, various cultures) of the community. Events should include but not be limited to: concerts; group meetings; family shows; civic events; theatrical plays; matters pertaining to sports, current events, events that showcase local activities, and selected events geared to be attractive to patrons from Western Massachusetts and the greater Northeast.

To maximize the economic impact of Symphony Hall on downtown Springfield and the entire region, especially in terms of hotel, restaurant and retail patronage.

To minimize the net cost of the operation of Symphony Hall to the City of Springfield.

To enact operational procedures for the safety of Symphony Hall event attendees, and to implement plans to mitigate any traffic and/or noise issues during events at the facility, to ensure the flow of commerce and the continued enjoyment of downtown businesses by the public at-large.

Availability of documents: RFP documents will available October 10, 2018 on-line at the City’s website through its Office of Procurement; hardcopies are also available for pick up at the Office of Procurement, Room 307, City Hall, 36 Court Street, Springfield, MA, as of the date of publication.

Withdrawal and modification of proposals: Proposers can modify, correct or withdraw proposals prior to 2:00 P.M. EDT on October 31, 2018. Proposals cannot be modified, corrected or withdrawn after that time. Proposals submitted shall remain in effect for a minimum period of sixty (60) days from the time of submission.

Opening of proposals: All proposals shall be opened publicly at 2:00 P.M. on October 31, 2018, unless otherwise extended by Addendum to this RFP.

Site Visit: A Site visit will be conducted on October 16, 2018, at 10 am at Symphony Hall. The Site visit is not mandatory.

Vendors who request any clarification of the RFP requirements may submit written questions via email to the CPO, Lauren Stabilo at lstabilo@springfieldcityhall.com by close of business Tuesday, October 23, 2018.

All questions properly submitted to the City will be responded to no later than close of business on Friday, October 26, 2018 in the form of an addendum. Responses will be sent via an email and copied to all potential respondents that have requested a copy of this RFP through the Procurement Office.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. The CPO reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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