Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

September 06, 2024

NOTICE TO PROPOSERS

ADDENDUM NO. 1

RFP No. ED-24-477 Queen Mary Amphitheater Operator

This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposals.

Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The questions and answers are as follows:

1. Q: I see that there is RFP to operate the new amphitheater by the Queen Mary. Is there an RFP to build it? Will you be using a tent type of structure? Choura would be interested to learn more about this project.

A: Thank you for your inquiry. However, the request falls outside the scope of work outlined in RFP No. ED-24-477.

2. Q: We learned of the open bid for the Queen Mary Amphitheater via the Long

Beach Buys portal and are interested in submitting a proposal for a Food/Beverage concession. Once the firm is selected, will open bidding also be available for food/beverage services? If so, we would love to participate in the bidding process once the phase begins.

A: Per the RFP, all subcontracts, including those related to food and beverage, will require City approval and will be determined at a later date.

3. Q: We’ve seen the RFP for the venue operator. Has there been or will there be an

RFP for venue design? And if that has passed, can you tell us who it was awarded to?

RFP ED-24-477

4. Q: I’m looking at this RFP ED-24-477 and seeing that a mandatory attachment for the “contractor’s state license board” is listed.

Does this mean that in order to work on this opportunity we need to be a licensed contractor? For the scope of work that seems like we aren’t the ones building the theatre, but rather management of the built facility, marketing, etc.

A: A Contractor’s License is not required for this solicitation.

5. Q: Page 7 section 2.1 states The City shall provide the required city staffing, coordination with off-site parking and transportation and other general operational services. The above services will be at cost to the operator. Can an estimate of the cost of these services be provided?

A: Due to fluctuating costs, it is not possible to provide specific amounts for off-site parking and transportation at this time, but it would be the operator's responsibility to incorporate these expenses into amphitheater operations.

6. Q: Will a capital investment into the project have any additional impact beyond the

10% weight currently assigned to Proposed Fee Structure?

A: No, any capital investment by the operator will need to be addressed in the proposed fee structure and will remain at 10%.

7. Q: Are there any sponsorship categories that would be off-limits for the management firm to target as an amphitheater partner (i.e. Cruise Lines, Banking, soft drinks, etc.)?

A: No, though all sponsorships will need to be approved as stated in the RFP.

8. Q: Would the city be open to Naming Rights being sold to the venue?

A: Subject to City approval, but cannot be alcohol, tobacco, cannabis, and or adult content providers or affiliates.

9. Q: What, if any, branding rights would current property partners (Carnival, Queen

Mary, etc.) have at the amphitheater?

A: None, the City holds all branding rights.

10. Q: If possible, can you grant a two-week extension (10/8) on the due date to allow for an adequate amount of time to craft a response after receiving the questions/answers?

A: All submittals must be made by no later than the closing date listed in the RFP.

11. Q: Briefly summarize the current relationship with the CVB and how they assist in marketing and bringing business to the facilities. Is there a dedicated annual marketing budget for the venues?

A: At this time CVB has not been formally engaged in relation to the proposed amphitheater. The annual marketing budget should be incorporated into the operating budget for the amphitheater as part of your submittal.

12. Q: Are services provided by the city that are not included in the buildings operating budget?

A: All services that the City will provide are listed in the RFP. If the operator identifies additional services/expenditures necessary to operate the facility, please provide details.

13. Q: What is the existing event mix utilizing the Queen Mary parking lots?

A: Currently, festivals, community and seasonal events are programed on the Queen Mary Parking lots.

14. Q: What is the estimated number of dates the amphitheater would be unavailable due to existing Queen Mary activity?

A: The amphitheater operations will be subject on an event-to-event basis. The events identified in response to Q13 above represent a typical year of events. The City anticipates that these events will be maintained with the addition of the amphitheater. Additional dates may be necessary and will be evaluated on an annual basis.

15. Q: Page 6 section 2.1 states to selected operator must collaborate with city staff to lead the programming and production of events at other indoor or outdoor venues owned and managed by the City of Long Beach. What other venues are owned and managed by the City of Long Beach?

A: The City of Long Beach owns the convention center and arena, along with a variety of parks and marinas that are programmed for various events within the City.

16. Q: Is there any flexibility to propose a term longer than 10 years?

A: No, the intent for this amphitheater is for the term not to exceed 10 years.

17. Q: Please provide the design structure for the Amphitheater. Any addition information regarding:

a. Number of Suites

b. Potential Club Spaces

c. Number of F&B points of sale

d. Size of Kitchen and Kitchen location

A: We will collaborate with the selected operator to determine the location and placement of potential suites, club spaces, the number of F&B points of sale, and the kitchen location.

18. Q: Please provide a Copy of the Market Study conducted by the City of Long

Beach to support the Amphitheater development.

19. Q: Can you please provide a complete event history for the past three years and future events scheduled (confirmed and tentative) for the upcoming three (3) years?

A: Please refer to the Special Events Calendar at https://www.longbeach.gov/special-events-filming for up-to-date events at the City and Queen Mary.

20. Q: Can you please provide the following deliverables as it relates to events at the venue?

a. Sample event settlements for concerts, family shows, consumer shows, and major conventions

b. Rental Rate and Fee Schedule

c. Booking and Scheduling Policy

d. Current agreements with any event promoters or show producers

e. User/License Agreements

A: It is the operator's responsibility to provide the City with a proposed operating structure, as outlined in the RFP.

21. Q: Staffing of the Long Beach Special Events and Filming Department. Can you provide titles and job descriptions of all full-time employees and accompanying organizational chart?

22. Q: What events will be included in the City’s current festivals and other events?

A: Please refer to the Special Events Calendar at https://www.longbeach.gov/special-events-filming for up-to-date events at the City and Queen Mary. It is expected that all events currently utilizing the Queen https://www.longbeach.gov/special-events-filming https://www.longbeach.gov/special-events-filming

Mary and surrounding parking lots will be maintained with the addition of the amphitheater.

23. Q: Can you provide any current agreements you have with the labor unions?

A: No labor agreements exist between the City and third-party vendors to support the amphitheater operations.

24. Q: Can you provide any third-party service agreements that are currently in place?

(for example: ticketing services, audio/visual services, housekeeping, merchandising, first aid/EMT, parking services, etc.)

A: There are currently no third-party service agreements between the City and vendors in support of amphitheater operations, with the expectation that the operator will be responsible for the subcontractors listed in the RFP, and subject to City approval.

25. Q: Will the operator be responsible for the noise/impact studies of this venue etc.?

Has this already been done or, if not, would this need to be part of the scope?

Determining if this would require all new city approvals on sound/cost mitigation that the management company would be responsible for or if you are still planning on using what has been used across the festivals you host now.

A: No, the City will conduct the noise impact studies as part of the construction process. The operator will then be required to collaborate with the City to mitigate sound as outlined in the study.

26. Q: Who is designing and building the venue? Will the operator be a key stakeholder in that process? What is the scope of the design/build? Is there/will there be a permanent stage/roof structure that can be there for everything, or are you expecting to bring in/out a mobile stage/roof structure for every event? Are you interested in an operator having a partner that currently has a structure that could be part of the scope of this if something is not in place already?

A: The selected operator will collaborate with City staff on the final design of the proposed amphitheater. However, the City will retain responsibility for final design approval and the venue's construction.

27. Q: Does the space have permanent power, water, internet built in? Is the City building any permanent structures as part of the initial plan (concession stands, merch stands, box office, back-of-house facilities? Has the City announced any sort of capital commitment?

A: The City is in the process of determining the capital outlay required for the temporary amphitheater. The operator will have direct input into the design to ensure the facility is capable of hosting the number and types of events anticipated by the City and operator. The City will work with the operator to ensure that utilities and temporary infrastructure meet the facility's and promoters' needs.

28. Q: Is the venue assuming any risk on the shows? Are you looking for a booker and marketer and ticketer on ALL shows and events, even if wholly owned by the venue?

A: The operator will be responsible for booking and ticketing all shows and events at the amphitheater, as well as managing marketing efforts in coordination with the City. Each event deal will be negotiated separately by the operator, with risk determined on a case-by-case basis.

29. Q: Is the marketing for the venue or for the shows or both?

A: The operator will handle booking and ticketing for all shows and events and will support the City’s marketing efforts for the venue.

30. Q: How do the existing operations of the Queen Mary and Carnival Cruise Lines impact the space as it relates to producing shows and events with regarding to parking, etc.?

A: Queen Mary operations take precedence, with the necessary number of parking spaces being allocated to ensure that guests have access to the vessel, with all ancillary parking being available for amphitheater operations, excluding Carnival’s leasehold. The Operator will be responsible for coordinating with City and Queen Mary management to ensure adequate parking is available for the Amphitheater and to establish alternative parking/transportation plans as needed on an event-by-event basis.

31. Q: What existing events/festivals currently take place on the site on an annual basis?

A: Please refer to the Special Events Calendar at https://www.longbeach.gov/special-events-filming for up to date events at the City and Queen Mary.

32. Q: Can you provide an events calendar for the previous three years and one for the upcoming three years?

A: Please refer to the Special Events Calendar at https://www.longbeach.gov/special-events-filming for up to date events at the City and Queen Mary. We do not have an events calendar for more than a year into the future.

33. Q: Who controls all of the different revenue streams? The City? The selected operator? Will the selected operator be able to insert its TM deal, labor deal, https://www.longbeach.gov/special-events-filming https://www.longbeach.gov/special-events-filming merchandise vendors, parking staff, etc.? Will the operator collect all revenues and pay out the City monthly? Or is the expectation that the operator would use the City’s deals for everything and the city holds all of the revenue and pays the bills themselves and remits a management fee to the operator?

A: The expectation is that the operator will insert its own TM deal, labor deal, merchandise vendors, and any other contracts, with the approval of the City, but the City will manage parking. The operator will collect all revenues and payout to the City monthly.

34. Q: Do you have a proposed budget you’d like to stick to for 2025 or has it not been established yet?

A: No budget has been proposed for 2025 and we look to the operator to provide a proposed fee and revenue structure for the operating years.

35. Q: How many events are you anticipating annually?

A: Currently we are still determining the number of events that will be hosted on site and will work with the operator to plan and schedule events at the site. All submittals should include a projected event schedule for the term of the agreement, including the minimum number of events guaranteed to take place each year as well as anticipated attendance for each event.

PREPARED BY: Elisa Landeros, Buyer II

ACKNOWLEDGED BY:

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