RFP 23782222377 Addenda 2.pdf

Procurement Services City Operations City of Portland, Oregon

@PortlandGov portlandgov

PortlandORGov

October 1, 2026

ADDENDUM NO. #2

RFP No. 2378222377

FOR

VENUE OPERATOR FOR PORTLAND’5 CENTERS FOR THE ARTS

Proposals Due: OCTOBER 14, 2026 By: 3 PM (PACIFIC STANDARD TIME)

This Addendum provides changes to the specifications for the above-entitled project to be considered by each respondent. This Addendum shall be included within the proposal. Any changes made by this Addendum to said specifications offset only the portion of the words or paragraphs specifically mentioned herein, and the balance of the specifications remain in full force. It is the responsibility of all respondents to conform to this addendum.

This Addendum shall notate deleted versions of documents on SAP ARIBA, address and answer questions from each theatre from the in-person venue tours.

1. How will the contract be awarded and will City Council be involved in that process?

a. Information related to the contract evaluation and award process can be found in the RFP, Section 2.1 Proposal Review and Selection and Section 2.2 Award Review and Protest. Any resulting contract will be executed under the contracting and procurement authority found in Portland City Charter, Section 2-401, Subsection (j), and Portland City Code, Chapter 5.10 Public Contracting.

2. The following documents are removed from ARIBA and have been replaced to the updated version via Addenda 1 and in the system in order to reduce redundancy.

a. Deleted: RFP 2378222377 Info Packet.pdf – Replaced by: RFP 2378222377 Info Packet Updated.pdf

b. Deleted: RFP 23782222377 NOTICE OF PREPROPOSAL MEETING ATTENDEES.pdf - Replaced in Addendum #1

c. Deleted: RFP 23782222377 NOTICE OF ONSITE VENUE TOUR ATTENDEES.pdf – Replaced in Addendum #1

3. Future Addenda and documents will be accessible via ARIBA via sign in. Please see attached Notice to Proposers document below.

Sylvester Donelson, Jr. Tracy Warren Raymond C. Lee III Chief Procurement Officer Interim Deputy City Administrator City Administrator

4. Responses to Questions from In-Venue Tours are as follows:

Winningstad Theatre

1. Are there national tour acts or local acts?

a. The Winningstad is largely more local acts such as Stumptown Stages. There are some small national touring events as well. Please see the Portland’5 Venue Usage FY24, FY25, FY26 Exhibit for a detailed list of use days by client.

2. Can the chairs go up to be level with the stage?

a. Yes, they are in an elevator and can be moved up or down.

3. Is the union the same for each space?

a. Yes, IATSE Local 28 has jurisdiction and provides an agreed upon number of department heads for each space per the collective bargaining agreement. Please see the document on the Exhibits webpage in section Personnel called “Portland’5 Union Information with Links to CBAs and Pay Schedules.”

4. Can guests stand or is this just for seated shows?

a. Most of the shows are seated

5. How long would it take to move to a standing or seated show?

a. Ultimately, it would depend on the configuration, but in the most common case, it can be done in a 4-hour call.

6. How many shows are in this theater in a year?

a. Please see the document on the Exhibits webpage in section Venue Attendance and

Usage called “Portland’5 Revenue and Attendance by Theatre FY24, FY25, FY26.”

Brunish Theatre

1. Is the carpet permanent?

a. Yes.

2. Is this theater under IATSE 28 Labor?

a. Yes, the current staffing level agreements for each space are found in the CBA. For the CBAs, please see the document on the Exhibits webpage in section Personnel called “Portland’5 Union Information with Links to CBAs and Pay Schedules.”

3. Is there a minimum for the union?

a. All information about labor agreements can be found in the current CBA. Please see the document on the Exhibits webpage in section Personnel called “Portland’5 Union Information with Links to CBAs and Pay Schedules.”

Newmark Theatre

1. Are there any loading docks on the buildings?

a. There are no permanent loading docks at Hatfield Hall. When one is needed for the Newmark

Theatre a temporary dock is built and then removed after the load in/load out.

2. Are there anticipated follow ups to the Facility Condition Assessments (FCA)?

a. Portland’5 is not planning follow-up assessments, but the FCA information informs the annual capital improvement planning process.

3. Are the seats original?

a. Yes.

4. What is the life of the lighting and sound systems?

a. They are both currently functional. Most items are less than 20 years old, including some replaced within the past year (including the sound board). Some items are original to the building.

5. Are all lights in the building LED?

a. Lighting fixtures throughout the building have been transitioned to LED. Theatrical lighting instruments in the theater are still mostly conventional (see previous).

6. What is the utilization level for this theater?

a. For number of events each year, please see document on Exhibits webpage in section Venue

Attendance and Usage called “Portland’5 Revenue and Attendance by Theatre FY24, FY25, FY26.” For a detailed list of use days (including load in/out, rehearsals, etc), see “Portland’5 Venue Usage FY24, FY25, FY26.”

7. Can you run events in all the theaters at once?

a. Yes

Arlene Schnitzer Concert Hall

1. Who is the hospitality / food service provider contract with?

a. The current contract is with Levy and extends through February 2028.

2. Is this tagged to the other contracts with Levy?

a. Metro has one contract with Levy which covers Portland’5, the Oregon Convention Center, the Expo Center, and the Oregon Zoo.

3. Who owns the instruments and stands here now (referring to the set up on stage)?

a. The Oregon Symphony

4. Is the choir loft permanent?

a. Yes, it is part of the permanent architecture of the building.

5. Are the fly systems automated?

a. No.

***Please note: This building requires flaggers for unloading semi-trucks.

Keller Auditorium

1. When was this building converted to a theater?

a. It was built as a theatre 1917 and was remodeled in 1968.

2. What is the depth of the stage?

a. Stage Depth: PL to DS edge of pilaster on US wall (i.e. usable space): 42’-2” (12.86m) PL to US wall: 43’-6” (13.26m) PL to US edge of hardwood deck: 45’-1” (13.74m) PL to US edge of Smoke Pocket: 6.5” (0.17m) PL to US edge of Fire Curtain (scored ref line on deck): 5.25” (0.13m) PL to DS apron edge: 5’-6.75” (1.7m) PL to DS edge of pit elevator at CL: 16’-2.75” (4.95m) PL to DS edge of pit elevator at SL/SR: 6’-11.5” (2.12m).

3. Is the shell something that stays?

a. The 4 shell pieces in the Keller do stay, and are used occasionally by the opera. It is not a full shell.

4. Are there mainstream shows aside from Broadway here?

a. Yes, there are many. Please see the “Portland’5 Venue Usage FY24, FY25, FY26” Exhibit for a detailed list of use days by client.

5. It is steep coming down the aisle.

a. This building is pre-ADA and grandfathered in.

6. Who is responsible for slips and falls? (Keller or the City?)

a. Under Metro’s management, injury claims are handled on a case-by-case basis. The current standard license agreement requires the licensee, when the facility is rented, to provide commercial general liability insurance and to assume responsibility for all persons connected with the licensee’s use of the facility, including all its employees, agents, members, invitees, vendors and contractors. The agreement also requires that any licensee add Metro and the City as an additional insured and indemnify both parties for all claims with the exception of the sole negligence or willful misconduct of Portland’5. To the extent any claims are not covered, Metro’s self-insurance covers any claims up to a certain amount and then an excess policy covers above that amount. For any promoted shows, Portland’5 purchases special events coverage for any claims.

The City will require the new operator to hold a Commercial General Liability policy and other applicable policies with appropriate limits that name the City as an additional insured. The operator must also indemnify the City.

7. Does the food and beverage equipment (fridges, kitchen equipment, etc.) here stay?

a. Yes. All food and beverage equipment is owned by Portland’5/City of Portland and will be available for use by the operator.

8. What are the concessions per cap?

a. FY25-26 F&B per caps:

Event category Per cap, average Per cap, high

Broadway $ 6.08 $ 7.89

Commercial (incl P5 Presents) $ 7.71 $ 15.45

Non-profit $ 4.05 $ 12.05

All events $ 5.53

9. When were the dressing rooms last updated?

a. Regular maintenance is ongoing (paint, fixtures, surfaces).

10. Are there resident companies at Keller Auditorium?

a. Yes, Portland Opera and Oregon Ballet Theater. Broadway across America is also a regular user of this venue.

11. There were mentions of the pit elevator in the Facility Condition Assessment – can you explain?

a. The pit elevator is maintained by our elevator contractor and is currently functional.

12. Are the bulbs LED?

a. Fixtures throughout the building have been transitioned to LED. Theatrical lighting instruments in the theater are still conventional.

***Please note: Oregon Department of Energy has new building performance standards, and they are working with maintenance teams to meet the deadlines given by the state.

13. Is there a facilities team?

a. Yes, there is an operations team made up of management and union engineers. They are assigned duties in all three buildings and are not specifically assigned to any one space.

14. Does AEG present shows in our buildings?

a. Yes. Please see the Portland’5 Venue Usage FY24, FY25, FY26 Exhibit for a detailed list of use days by client.

****Please note: The only commercial kitchen is in the Hatfield building.

15. How many ladies restrooms are there in the building?

a.

i. Orchestra – 21 stalls

ii. 1st balcony 14 stalls

iii. 2nd balcony 5 stalls

Note: numbers above include 1 gender neutral stall on each floor.

16. What are the standard security procedures during ingress?

a. A: We have just purchased OpenGate metal detectors for use at all buildings. Guests are screened and then have their tickets scanned. This is accomplished using 3rd party contracted security working in conjunction with our front-of-house admissions staff.

17. Are the venues getting any city services?’

a. The City of Portland does not currently provide any services to Portland’5. Currently, Metro provides central services to Portland’5. See the Information Packet (Updated), page 7, section Current Staffing & Organizational Structure.

Please direct all questions and concerns to Xylia Guzman Torres, Senior Procurement Specialist at Xylia.GuzmanTorres@portlandoregon.gov.

END OF MEMORANDIUM

City of Portland Procurement Services 1120 SW 5th Ave Portland, OR, 97204

NOTICE TO PROPOSERS & INTERESTED

PARTIES

If you would like to access the solicitation documents for RFP 23782222377 for Venue Operator for Portland’5 Centers for the Arts, please sign in to your SAP Business Network account and click “Respond”. Once you click the respond button you will have access to “download” the solicitation documents. For additional support please visit this link: Support Center | Portland.gov