26-22RFI Cultural Park Amphitheater RFI FINAL.pdf

RFI No. 26-22

CITY OF SEDONA

REQUEST FOR INFORMATION

CULTURAL PARK AMPHITHEATER

City of Sedona exclusively uses its eProcurement System (https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities) for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addenda which could ultimately render your bid/proposal non-compliant/non-responsive. The City of Sedona accepts no responsibility for the receipt and/or notification of solicitations through any other means.

https://sedonaaz.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR INFORMATION

TABLE OF CONTENTS

SECTION 1 - INSTRUCTIONS TO RESPONDENTS

SECTION 2 - RFI RESPONSES

SECTION 3 - TERMS AND CONDITIONS

SECTION 1 – GENERAL INFORMATION

1. Purpose The City of Sedona (the “City”) is issuing this Request for Information (“RFI”) to provide information on and gauge interest in the restoration and operation by qualified private entities of an abandoned 5,530-seat amphitheater event venue (the “Venue”) located on City-owned property known as the Western Gateway (the “Property”) in West Sedona. While this RFI is an inquiry only, responses will be evaluated to determine both interest and feasibility of achieving the City’s objectives and will be the basis of a decision to move ahead or not, with a formal solicitation.

2. Introduction The Property is comprised of 41 acres of City-owned land, identified as the following eight parcels by Yavapai County tax ID numbers: 408-47-004C, 408-47-005A, 408-47-004W, 408-47-007, 408-47-008, 408-47-009A, 408-47-009B, and 408-11-176(B). The City is interested in exploring the possibility of leasing up to approximately 25 acres (the “Lease Area”) of the Property to a private party to restore and operate the Venue and related amenities within the existing zoning of the Property and other potential restrictions related to I2026-01. The abandoned Venue structure and associated buildings (restrooms, storage) are located in the Lease Area. Exhibit A depicts the Property and the Lease Area. In addition to a leasing approach where the City would be hands-off in the restoration and operation of the venue, the City is also exploring various partnership structures, including potential public-private partnerships, to transform the Venue and the Lease Area into a vibrant community destination that serves residents while generating sustainable revenue. The City anticipates that such a project could generate significant economic impact through wage earnings and facilitate ancillary development opportunities.

3. Background of the Property A non-profit corporation owned the Property and hosted concerts from approximately 2000 to 2003, with ticket sales to the public. The Venue closed in 2003 after the non-profit corporation failed to meet its debt obligations. A private party then purchased the Property but did not operate the Venue. The City purchased the Property in 2022 and has not operated the Venue.

4. Current Condition of the Venue The Venue is currently abandoned and run-down, with graffiti and trash, as depicted in the photographs in Exhibit B. The City commissioned a Structural Condition Assessment of the Venue in 2025, with the assessment report included as Exhibit C.

5. Access to the Venue The majority of the Property, including the Venue and the Lease Area, is closed to the public. The City can arrange for a site tour during regular business hours (Mon-Thur 7am-5pm) if requested 48 hours in advance.

6. Zoning of the Property In 1995, the Sedona City Council rezoned the Property to Planned Development (“PD”) zoning, subject to certain Conditions of Approval, Exhibit D. The Conditions of Approval zoned the property for development as the “Sedona Cultural Park”, an outdoor performing arts complex allowing for an amphitheater with maximum seating capacity of 5,500, festival grounds, and an arts village. The zoning also provided for prescribed event types and concurrent-event limitations, sound monitoring and attenuation requirements, traffic and parking management plans, and landscaping, lighting, and dust control requirements.

In 2002, the Sedona City Council adopted a resolution amending the 1995 Conditions of Approval for the Property, Exhibit E. The 2002 amendments further defined the amphitheater use, limiting outdoor events to a six-month performance season (May through October), capping attendance by event type (12 Festival events per season at up to 5,530 capacity; 18 concert events at up to 2,500 capacity; 70 theater or chamber music events at up to 1,200 capacity), and establishing a permanent Standing Committee to monitor compliance.

I2026-01, a citizen’s initiative regarding the Property, Exhibit F, will appear on the July 21, 2026 ballot.

If approved by the voters, overnight camping, sleeping, and residential development of any kind would be prohibited at the Property. Additionally, the initiative would, among other restrictions, designate the entire Western Gateway, including the Venue and Lease Area, a public park that must remain open to the public. It also requires the City maintain the existing structures on the Property, including the existing amphitheater structures and buildings.

7. Scope of Future RFP After evaluation of these RFI responses, the City may be interested in issuing a future Request for Proposal (“RFP”) to lease the Lease Area to a private party to restore and operate the Venue and related amenities consistent with the current zoning, and in compliance with the Sedona Land Development Code and Sedona City Code. The term of the lease, size of the Lease Area (not to exceed 25 acres) and operation/structure Venue, and the construction schedule are all negotiable. The City intends to conduct an appraisal and lease the property at its fair market value.

8. QUESTIONS

All explanations desired by a respondent regarding the meaning or interpretation of this RFI, or any part thereof, must be requested in writing via the eProcurement system or directed to the project representative by email and shall be received no later than the date and time specified in eProcurement system.

CITY OF SEDONA RFI REPRESENTATIVE:

Ian Coubrough, CPPB Procurement Officer icoubrough@sedonaaz.gov mailto:icoubrough@sedonaaz.gov

SECTION 2 - RFI RESPONSES

1. Instructions to Respondents

All Responses must be submitted via the City’s eProcurement site at https://sedonaaz.bonfirehub.com/portal. Responses submitted through any other means may be deemed non-compliant. Each respondent is responsible for monitoring the eProcurement system for any addenda or updates issued prior to the response deadline. Responses shall be submitted in PDF format and shall include all requested information as outlined in this Section. The City reserves the right to request clarification or additional information from any respondent following the submission deadline.

Submissions are due no later than September 30, 2026. Late submissions will not be accepted.

2. Organization Information & Experience

Respondents should include an introduction to their organization and provide information about previous experience developing similar projects. At a minimum, the response should include the following:

a. Legal name and form of organization (corporation, LLC, partnership, etc.), state of incorporation or formation, contact information, and principal place of business.

b. A description of organizational capacity and resources and potential project team composition.

c. A description of the respondent’s experience developing, operating, or managing outdoor amphitheaters, performing arts venues, or comparable entertainment facilities, including programming, venue names, locations, seating capacities, and dates of involvement.

d. A description of any experience the respondent has with ground lease or management arrangements with public entities, public-private partnerships, or similar municipal or government-related projects.

3. Project Discussion

Respondents should discuss ideas they have towards the City’s interest in revitalizing the lease area and venue. Responses should address, at a minimum, the following topics:

a. The respondent’s overall vision for the restoration and operation of the Venue, including the types of events and performances that could be presented, proposed target audiences, programming mix (concerts, community events, cultural activities, etc.), year-round programming strategies, and how the Venue would complement the cultural and recreational character of Sedona.

b. Size of the Venue (not to exceed 5,530 seats or 25 acres) description of proposed ancillary structures (e.g., restrooms, concessions, management offices, parking), and possible development of festival grounds, and an arts village (included as allowable uses in the current zoning).

c. The respondent’s proposed business plan for restoration of the Venue, including a general description of funding sources (e.g,. loans, fundraisers, private donations, naming rights).

d. The respondent’s proposed business model for operating and maintaining the Venue throughout the term of any potential agreement, including a general description of proposed revenue sources (e.g., ticket sales, sponsorships, food and beverage, event rentals), operating cost approach, and any ancillary uses envisioned for the Lease Area.

e. A high-level description of the respondent’s proposed approach to compliance with the existing Planned Development zoning and Conditions of Approval, including any thoughts on operating within the established event-type caps, attendance limits, performance season, and sound attenuation requirements.

f. The respondent’s preliminary thoughts on lease terms, including proposed lease duration, rent structure, and any conditions or provisions the respondent believes would be important to address https://sedonaaz.bonfirehub.com/portal in a ground lease agreement.

g. Any proposed community benefit components the respondent would consider incorporating into the project, such as local employment, community event programming, educational partnerships, arts outreach, or reduced-cost access for residents.

h. Risk allocation between the Respondent and the City including financing risk, construction risk, financing risk, operations risk, and maintenance risk.

4. Foreseen Challenges

Respondents are strongly encouraged to candidly discuss any challenges or concerns they foresee with the development, restoration, or operation of the Venue and the Lease Area. The City is particularly interested in understanding potential issues related to the following:

a. Physical condition and scope of restoration: The respondent’s preliminary assessment, based on available information, of the likely condition of the Venue structure, utilities, infrastructure, and site improvements, and any concerns regarding the cost or complexity of bringing the Venue to operable condition.

b. Zoning and regulatory requirements: Any concerns regarding the existing Planned Development zoning, Conditions of Approval, Sedona Land Development Code, I2026-01, or other regulatory requirements that may affect the feasibility, programming, or financial viability of the project.

c. Market and programming constraints: Concerns related to the event-type caps, attendance limits, or seasonal restrictions and their potential impact on programming flexibility and financial sustainability.

d. Access and parking: Concerns regarding site access, traffic management, and the adequacy of parking to support various event types and attendance levels.

e. Financing and lease or management structure: Any concerns regarding the ability to secure financing for capital improvements given the ground lease or management structure, or the length of term required to support project economics.

f. Community and neighborhood relations: Concerns regarding noise, light (Sedona is an International Dark Sky City), traffic, or other impacts on surrounding neighborhoods or the broader Sedona community, and the respondent’s general approach to community engagement and mitigation.

5. Interest In Request for Proposals

Should the City issue a Request for Proposals, respondents are asked to indicate whether they would be interested in submitting a formal proposal and to provide input that would assist the City in developing an effective RFP. Specifically, respondents should address the following:

a. Whether the respondent would intend to submit a proposal in response to a formal RFP for the restoration and operation of the Venue and the Lease Area.

b. What information, exhibits, or City-provided due diligence materials (e.g., updated structural reports, geotechnical studies, utility assessments, title information, survey, or ALTA) the respondent would want included in the RFP package.

c. Any specific lease terms, conditions, or provisions the respondent believes are necessary to make the project financially feasible or otherwise attractive to prospective operators, including views on lease duration, rent structure, percent of ticket sales and concession revenue to be paid to the City, improvement obligations, and assignment rights.

d. Any additional comments, questions, or suggestions the respondent wishes to share with the City regarding this project or the potential RFP process.

SECTION 3 - TERMS AND CONDITIONS

This RFI does not commit the City to issue a Request for Proposals, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services. The following terms and conditions apply to all responses submitted in connection with this RFI:

1. No Obligation This RFI is issued solely for information and planning purposes. Issuance of this RFI does not constitute a solicitation, a commitment by the City to issue a formal RFP or proceed with any procurement, or an offer to enter into any agreement. The City reserves the right, in its sole discretion, to cancel this RFI, modify its scope, or decline to issue a subsequent RFP at any time and for any reason without notice or liability.

2. No Costs Reimbursed The City will not reimburse any costs incurred by any respondent in connection with the preparation, submission, or presentation of a response to this RFI, regardless of whether the City proceeds with a formal solicitation.

3. Public Records All responses and supporting materials submitted in response to this RFI, as well as correspondence relating to this RFI, shall become the property of the City and become a matter of public record pursuant to Arizona State law. If a Respondent believes that a specific section of its response is confidential, the Respondent will isolate the pages marked confidential in a specific and clearly labeled section of its response. A Respondent may request specific information contained within its response be treated by the Procurement Officer as confidential provided the Respondent clearly labels the information “confidential.” Once the procurement file becomes available for public inspection, if a public records request for such information labeled “confidential” is received, the Procurement Officer will notify the Respondent in writing of the request. The Respondent will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Respondent does not provide the Procurement Officer with a court order enjoining release of the information labeled “confidential” during the designated time, the Procurement Officer will make the information requested available in response to the public records request.

4. Use of Information The City may use information submitted in response to this RFI to assist with development of the scope, terms, and evaluation criteria of a future RFP, if issued. Submission of a response to this RFI will not result in any favorable treatment in connection with any subsequent RFP that may be issued, nor will the failure to submit a response preclude any party from participating in a future RFP process. Submission of a response does not guarantee the Respondent will be invited to participate in any future procurement process or engage in exclusive discussions with the City.

5. Letter of Intent During the RFI process to assist with outreach and to prepare its response, any respondent desiring a non-exclusive, non-binding Letter of Intent from the City, Exhibit G, shall contact the City’s designated Project Representative identified in Section 1.

6. Communications To ensure a fair and impartial process, respondents shall direct all questions and communications regarding this RFI to the City’s designated Project Representative identified in Section 1 or by using the Q&A feature on the eProcurement site. Respondents shall not contact any City elected official, City employee, or City Council member regarding this RFI outside of the formal question-and-answer process. Violation of this provision may result in disqualification from participation in any subsequent solicitation.

Exhibit A Diagram of Property and The Lease Area

2026 Western Gateway Site Plan

Exhibit B Venue Photographs, April 2026

Exhibit C Structural Condition Assessment Report

March 2025

CORE STRUCTURE GROUP, LLC

216 N Humphreys St Phone: (928) 899-8696

Flagstaff, Arizona 86001 www.CoreStructureGroup.com Fax: (270) 203-0587

This assessment is the property of Core Structure Group, LLC (CSG). It is issued to the listed party and may not be transferred without written consent from CSG. No guarantee is expressed or implied by this professional opinion.

Structural Condition Assessment

CSG Project Number: 125026

Subject: Sedona Cultural Park Sedona, AZ

Prepared for:

City of Sedona Community Development

Steve Mertes, Director 102 Roadrunner Dr Sedona, AZ 86336

Table of Contents

Structural Condition Assessment Section 1: Introduction Section 2: Assessment Section 3: Conclusion

Page

4-10

March 2025

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JASON A.

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RTI IF AC TE NO.

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Expires 12/31/2018

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Re gi st er ed Pr ofe ssional Eng ni eer (S ru c t tural

03/25/2025

114 N San Francisco St, #207 Phone: (928) 899-8696

Flagstaff, Arizona 86001 www.CoreStructureGroup.com Fax: (877) 862-9153

1.0 Introduction

1.1 Structure Data

The subject structure, described in this report, is an amphitheater stage at Sedona Cultural Park in west Sedona.

Figure 1A: View of structure from the south

Figure 1B: View of structure from the north

Figure 1C: View of structure from the west

Figure 1D: View of underside of canopy

1.2 Investigation

A site visit was made on February 19, 2025 to get an overview of the structure. The investigation was limited to a visual review of the major structural components of the building. The foundation was only evaluated based on visual portions and no excavations were performed.

2.0 Assessment

2.1 Structure

The information in this section is based on the non-invasive investigation described in Section 1.2. Our assumptions are based on our investigations and our general knowledge of the construction practices for similar structures of the same vintage.

The structure is a three hinged arched glue-laminated (glulam) timber amphitheater with three 14”x40.5” glulam beams supporting a steel framed canopy. The glulam beams are spaced approximately 26ft on center. The three glulam beams span 120 ft at the north end, 133 ft in the center, and 145 ft at the south end. The steel framed canopy is made up of 2x wood decking over 10” wide flange steel beams running east-west over 12” wide flange steel beams running north-south. Tube steel struts hang from the glulam beams with bolted connections and weld to the steel beams of the canopy. Lateral support for the structure is provided by pipe steel compression members between the glulam arches with steel rod x-bracing. The foundation for the amphitheater consists of cast concrete foundations approximately

8.5 ft by 6 ft at the base.

Significant deterioration and weathering were observed on the top two laminations of the glulam beams (Figure 2A). Additional weathering was observed on the perimeter of the glulam beams (Figure 2B). Some of the connections have missing bolts (Figures 2C and 2D).

The bolted splices at mid-span appear to be in good condition (Figure 2E). In addition, the bolted hinged connections at the arch apex appear to be in good condition (Figure 2F).

Figure 2A: View of the dry rot at east end of north beam (knife is embedded approximately 2”) f

Figure 2B: View of typical weathering of glulam beams

Figure 2C: View of missing bolt in base connection

Figure 2D: View of missing bolts in base connection

Figure 2E: View of bolted splice connection

Figure 2F: View of bolted hinged connection

The stage is a cast concrete structure with a wood subfloor consisting of 1-1/8” plywood over 2x wood sleepers over concrete slab on grade. The wood subfloor is severely deteriorated (Figures 2G and 2H).

Figure 2G: View of deterioration of stage subfloor

Figure 2H: View of deterioration of stage subfloor

The roof of the canopy is a spray foam over wood decking. The waterproof membrane of the roof has failed in many areas which has led to rotting of the wood decking is some areas (Figures 2I and 2J).

Figure 2I: View of deterioration of membrane roof

Figure 2J: View of rotting of wood decking

2.2 Evaluation

The observed structural issues of the amphitheater can be summarized into three categories. They are as follows:

1. Significant deterioration of wood subfloor of the stage

2. Weathering and deterioration of the glulam beams

3. Failure of the spray foam roof of the canopy.

Structural Issue #1: The American Wood Protection Association (AWPA) Use Category (UC) system specifies UC3B for “Exposed to all weather cycles including prolonged wetting”. The wood members used as the subfloor for the stage do not appear to have any treatment meeting the recommendations of this standard. This and lack of maintenance led to complete deterioration of the wood subfloor.

Structural Issue #2: The weathering of the beams has affected their structural capacity. The top two laminations of each of the glulam beams are almost completely compromised.

Structural Issue #3: The failure of the spay foam roofing has led to deterioration of the wood decking.

3.0 Conclusions

Based on our visual investigation, it is our professional opinion that the amphitheater structure is not in danger of imminent collapse, however, remediation or deconstruction is required to ensure that the structure does not become a hazard.

We recommend yearly inspections on the structure to assess the potential for collapse if remediation or deconstruction does not occur within the next year.

The wood subfloor of the stage requires complete removal and replacement. It is not possible to remediate the existing deteriorated plywood.

The steel appears to be in good condition. No significant rust was observed in the canopy steel framing, the connection plates or in the bolts.

Foundations and concrete structures appear to be in good condition. Substantial cracking or deterioration were not observed. There were no signs of significant foundation movement or failure.

Due to the deterioration of the glulam beams, they will require structural remediation to restore the structural capacity lost to weathering. The deterioration noted does not appear to be extensive enough to require full replacement of the members, nor does it render them useless for re-purposing for a new structure.

Further evaluation of the glulam beams is necessary before a determination can be made on the costs associated with remediation or suitability for re-purposing and compared to the costs of a new glulam.

We believe these were all the items that we needed to address; however, we reserve the right to change our opinion as more information is made available.

Should you have any questions regarding the items discussed in this report, please feel free to contact us.

Exhibit D 1995 Rezoning Ordinance and Conditions of Approval

Exhibit E 2002 Resolution Amending the 1995 Conditions of Approval

Exhibit F Initiative

(Appearing on July 21, 2026 Ballot)

Exhibit G Letter of Intent from City (Issued Upon Request)

102 Roadrunner Drive Sedona, Arizona 86336 www.SedonaAZ.gov

NON-EXCLUSIVE, NON-BINDING LETTER OF INTENT

TO EXPLORE FEASIBILITY OF THE SEDONA CULTURAL PARK AMPHITHEATER

__________, 2026

Respondent:

This Non-Exclusive, Non-Binding Letter of Intent (“LOI”) is issued by the City of Sedona, an Arizona municipal corporation (“City”) to the Respondent listed above. Individually, the City and Respondent are referred to as a “Party” and collectively as the “Parties.”

1. Background and Purpose Sedona is a world-renowned destination located in Arizona’s Verde Valley, approximately 30 miles south of Flagstaff and 100 miles north of Phoenix. Internationally recognized for its dramatic red rock landscapes, outdoor recreation, vibrant arts community, and luxury tourism market, Sedona and the Verde Valley attract more than 3 million visitors annually from across the United States and around the world.

In 1995, the City rezoned 41 acres near Sedona's western edge, north and west of the intersection of SR 89A and Cultural Park Place, for use as an outdoor amphitheater, arts village, festival grounds, museum, exhibition building, open space and trailhead access. The property is zoned Planned Development subject to the Conditions of Approval of Ordinance 1995-13 as amended by Resolution 2002-10, attached as Exhibit A. The 1995 Original Master Site Plan for the 41-acre site is attached as Exhibit B. The property was renamed the Cultural Park, and its central feature is a 5,500-seat capacity outdoor Amphitheater that operated from 2000-2003. The venue featured an arched pavilion, natural acoustics with striking red rock views, and hosted major artists including Norah Jones, Tony Bennett, and Willie Nelson. The City purchased the property in 2022.

The City now desires to explore the viability and feasibility of restoring up to 25 acres of the Cultural Park site, including the Amphitheater not to exceed 5,500 seats, Exhibit C, as a destination venue and to provide cultural and economic benefits to local residents, businesses and visitors. As a complement to the Amphitheater’s revitalization within the Cultural Park, the City is actively reviewing plans for a state-of-the-art Movie Theater Complex from the Sedona International Film Festival (SIFF), establishing the park as a cohesive, premier public recreation, arts, and entertainment destination including complimentary uses.

2. Scope of Analysis The City of Sedona seeks to evaluate use of up to 25 acres of the Cultural Park as a potential destination Amphitheater uniquely positioned within the Southwest live entertainment market, leveraging Sedona’s internationally recognized tourism brand, stunning scenery, hospitality sector and proximity to the Phoenix and Flagstaff metropolitan markets. The purpose of this LOI is to assist Respondent in conducting research, analysis, and due diligence regarding the feasibility, viability and potential development and operating models for the renovation, activation and long-term operation and lease of the former outdoor Amphitheater located within the Sedona Cultural Park. In its written response to the Request for Information (“RFI”) issued by the City, Respondent will provide findings, at Respondent’s expense, http://www.sedonaaz.gov/ regarding the Amphitheater’s viability, financing feasibility, liability and risk allocation, operating structure, community access, and local benefit. The City desires for the property to be used within the following parameters:

- Use as an outdoor amphitheater and as allowed under existing Planned Development zoning.

- Use provides community access and local benefits while supporting tourism and economic development for the City of Sedona .

- Renovation and operating structure at no cost to the City and that generates fair market revenue to the

City.

- Safe use of the site from a traffic, noise, and public safety perspective.

Upon reasonable notice, the City agrees to provide Respondent access to the Cultural Park during normal City operating hours. The City has designated the City Manager’s Office as primary point of contact to reasonably participate in periodic meetings and discussions with Respondent regarding the Cultural Park.

3. Terms & Termination Upon signature of the City Manager, this LOI shall be in effect until December 31, 2026, unless extended by mutual agreement or terminated earlier, with or without cause, by either Party upon written notice. This LOI is non-exclusive and the City may issue any number of additional LOIs it deems in the best interest of the City to other entities.

No section or clause of this LOI is binding. The terms outlined herein are intended solely to facilitate information gathering and sharing under a City-issued RFI which shall contain material terms not included in this LOI and for the purposes of exploring a potential future agreement. The Parties acknowledge that this LOI is not enforceable by any Party and that neither Party is obligated to undertake any act listed herein. However, the Parties agree that this LOI imposes no duty whatsoever on either party to continue negotiations on any basis, including any obligation to negotiate in good faith or otherwise.

This LOI does not constitute, and shall not be interpreted as, a commitment by either Party to undertake any act, including to renovate, finance, lease, or operate the Cultural Park. Any subsequent approval or commitment shall not be binding upon the Parties unless and until a final and definitive written agreement awarded through a competitive solicitation process has been fully executed and delivered by the Parties, and in the case of the City, reviewed and approved by the Sedona City Council in a public meeting and executed by the Mayor of Sedona, attested by the City Clerk, and approved as to form by the City Attorney.

The following exhibits are attached to provide further information:

Exhibit A: 1995 and 2002 Zoning Documents Exhibit B: 1995 Original Master Site Plan Exhibit C: 2026 Western Gateway Site Plan

Very respectfully, Agreed and Acknowledged:

CITY OF SEDONA RESPONDENT

By: Anette Spickard, City Manager By:

Its: _________________________

LOI Exhibit A

LOI Exhibit B

2026 Western Gateway Site Plan LOI Exhibit C