Request for Proposals (RFP) for Management of the Dawn Theater REV3.pdf

Tax Increment Finance Authority-Hillsdale 97 North Broad Street Hillsdale, Michigan 49242 517-437-6449

Dawn Theater Operator and Lessee

Request for Proposals (RFP)

Issued By:

Tax Increment Financing Authority (TIFA) of the City of Hillsdale

Date of Issue: March 20, 2025

Proposal Due Date: July 8, 2025

Applicants may obtain print copies of the Dawn Theater Operator and Lessee Request for Proposal at the

City Clerk or Planning/Zoning Department Offices, 97 N. Broad St., Hillsdale, Michigan 49242.

Electronic copies of the Dawn Theater Operator and Lessee Request for Proposal may be obtained by contacting Alan Beeker, Zoning Administrator, at zoning@cityofhillsdale.org.

I. Introduction

The City of Hillsdale, through its Tax Increment Financing Authority (TIFA), is seeking proposals from qualified venue management firms or individuals to oversee the operation, programming, and marketing of the Dawn Theater, a historic and community-centered event space in downtown Hillsdale. The selected management entity will be responsible for optimizing the theater’s financial performance while ensuring accessibility for a variety of public and private events. The selected firm will be expected to work with the TIFA Dawn Theater Governance Board but will operate independently of the City as a private entity, with all of the risk and reward that private business entails. TIFA holds a Michigan liquor license which may be made available for purchase at a below-market rate by the selected management entity for use in

Dawn Theater operations.

II. Scope of Services

The selected management company will be responsible for:

● Payment of a triple-net lease

● Overseeing daily operations and facility maintenance

● Operate a Michigan liquor license

● Booking and coordinating a diverse mix of events

● Marketing the venue to attract public and private event bookings

● Managing staffing, including hiring and training personnel

● Developing partnerships with local businesses and organizations

● Ensuring compliance with all legal, safety, and licensing requirements

● Maintaining financial records and providing periodic reports to TIFA

III. Qualifications

A. Required Qualifications

To be considered for this contract, respondents must demonstrate:

1. Financial & Business Acumen: Experience developing and managing budgets, optimizing revenue, and handling public-private partnerships.

2. Marketing & Event Programming Expertise: Proven ability to book and promote diverse events including catered events, increase attendance, and maximize community engagement.

3. Facility Operations & Maintenance Knowledge: Experience in venue logistics, security, vendor coordination, and compliance with health and safety codes.

4. Customer & Community Engagement: A strong track record of public engagement, customer service, and collaboration with local organizations.

5. Staffing & Leadership Experience: Ability to recruit, train, and manage staff or subcontractors effectively.

6. Legal & Contract Management Proficiency: Knowledge of rental agreements, insurance, vendor contracts, and compliance with local regulations.

7. Liquor License Capacity: Ability to pass a criminal background check and fulfill any other requirements to hold or operate a Michigan liquor license.

B. Preferred Qualifications

The following qualifications are desirable but not required:

1. Willingness to Commit to a Long-Term Lease Agreement

2. At Least 2 Years of Relevant Experience

3. Willingness to Invest in Building

4. Experience Managing Historic or Landmark Venues

5. Familiarity with the Hillsdale Community & Local Market

6. Multi-Use Event Space Experience

7. Liquor License Use Experience

IV. Proposal Submission Requirements

Interested parties must submit a proposal including the following:

● Cover Letter: Introduction and summary of interest

● Company Profile: Background, experience, and relevant past projects

● Operational Plan: Approach to managing and marketing the venue, vision for this venue and community

● Financial Plan: Budgeting, revenue strategies, proof of funds and fee structure

● References: Contact information for at least three references (minimum of 2 professional references)

Submission Deadline: 3:00 pm, July 8, 2025

Submission Method: Print copies of sealed proposals for the Dawn Theater Operator and Lessee will be received by the City of Hillsdale City Clerk, 97 N. Broad St., Hillsdale, Michigan, until 3:00 PM, July 8, 2025.

Submissions by USPS must be postmarked no later than July 8, 2025.

Email submissions may be sent to the Hillsdale City Clerk at clerk@cityofhillsdale.org. Email submissions must be dated no later than 3:00 pm, July 8, 2025.

mailto:clerk@cityofhillsdale.org

V. Equal Employment Opportunity

The Ordinances and Charter of the City of Hillsdale and laws of the State of Michigan concerning competitive applications, contracts and purchases will be employed.

The City of Hillsdale hereby notifies all applicants that it will affirmatively ensure that in any contract entered into pursuant to this RFP, disadvantaged business enterprises will be afforded full opportunity to submit applications to this invitation and will not be discriminated against on grounds of sex, race, color, age, weight, height, marital status, religion or national origin in the consideration for an award.

This request for proposal does not commit the City of Hillsdale Tax Increment Finance Authority to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services.

The City is exempt from the payment of any federal excise or any Michigan sales tax (State of Michigan Sales Tax Exemption number: 38-6004621). The price must be net, exclusive of taxes.

VI. Selection Criteria

Proposals will be evaluated based on:

● Demonstrated experience and qualifications

● Quality of proposed operational and financial plans

● Understanding of community engagement and marketing strategies

● Competitive financial proposal and revenue model

VII. Contact Information

For venue information, www.thedawntheater.com

For questions regarding this RFP, please contact:

Alan Beeker

Zoning Administrator zoning@cityofhillsdale.org

We encourage all qualified parties to submit proposals and look forward to selecting a management partner who will bring vibrancy and success to the Dawn Theater.

http://www.thedawntheater.com/ mailto:zoning@cityofhillsdale.org