RFP 2378222377 Info Packet.pdf

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RFP Number 2378222377 Services September 9, 2026

Request for Proposals (RFP) for

Venue Operator for Portland’5 Centers for the Arts Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

October 14, 2026, at 3:00 p.m. Pacific Time

Summary:

The City of Portland (“City”) seeks an experienced performing arts venue operator to manage and operate Portland'5 Centers for the Arts (Portland’5), consisting of five performing arts venues in downtown Portland. The Portland’5 properties are owned by the City and currently managed and operated by Metro (regional government). On July 1, 2027, Metro will cease being the managing operator of these venues. The City is interested in securing a new single operator that will assume venue management and operating responsibilities for all five theaters as of July 1, 2027.

Proposer(s) must demonstrate experience and success managing similar performing arts venues (simultaneously), ability to work with municipal or other governmental entities, positive experience with labor organizations, and quality references, as detailed in the Qualifications & Experience section of this RFP.

VIRTUAL Pre-Proposal Meeting:

September 17, 10:00 AM – 11:00 AM Pacific Time

Zoom Meeting link:

https://zoom.us/j/96968315042?pwd=jl4MchSAoEM85R8L2MXMUiLaLsARos.1

Meeting ID: 969 6831 5042 Passcode: 352319

ONSITE Venue Tours:

September 22, 2026 10:00 AM – 12:00 PM Pacific Time

RSVP by September 21 at 5:00 PM to Xylia Guzman Torres at Xylia.GuzmanTorres@portlandoregon.gov. Meeting location will be provided with RSVP.

Refer to Section 1.6 & 1.7 for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

Refer to the Support Center link for further assistance - https://www.portland.gov/business-opportunities/doing-business-city/support-center https://www.portland.gov/ https://www.portland5.com/ https://zoom.us/j/96968315042?pwd=jl4MchSAoEM85R8L2MXMUiLaLsARos.1 https://www.portland.gov/business-opportunities/doing-business-city/support-center https://www.portland.gov/business-opportunities/doing-business-city/support-center

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Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before October 14, 2026 by 3 p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP. Please refer to the Support Center Website: https://www.portland.gov/business-opportunities/doing-business-city/support-center

Xylia Guzman Torres, Senior Procurement Specialist

(503) 865-6320 Xylia.GuzmanTorres@portlandoregon.gov

Section 1: Opportunity Overview

1.1 Background

Office of Arts & Culture Overview The City of Portland’s Office of Arts & Culture (Arts & Culture) celebrates and supports Portland’s creative economy, expanding opportunities for Portlanders to participate in creative experiences of all kinds. Its mission is to put arts at the center of public life in Portland. Arts & Culture oversees projects related to Portland’5 Centers for the Arts on behalf of the City.

Opportunity The City of Portland (“City”) seeks an experienced performing arts venue operator to manage and operate Portland'5 Centers for the Arts (Portland’5), consisting of five performing arts venues in downtown Portland. The Portland’5 properties are owned by the City and currently managed and operated by Metro (regional government). On July 1, 2027, Metro will cease being the managing operator of these venues. The City is interested in securing a new single operator that will assume venue management and operating responsibilities for all five theaters starting July 1, 2027.

Problem Statement Owned by the City, Portland'5 Centers for the Arts (Portland’5) has been managed and operated by Metro since 1989.

In 2022, an audit by Metro found that the intergovernmental agreement between the City and Metro was unclear and difficult to navigate, resulting in some financial and reputational risks.

https://www.portland.gov/business-opportunities/doing-business-city/support-center https://www.portland.gov/business-opportunities/doing-business-city/support-center mailto:Xylia.GuzmanTorres@portlandoregon.gov https://www.portland.gov/ https://www.portland5.com/

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The audit also found that there was insufficient information to plan and address the venues’ capital needs.

In 2024, Portland City Council passed a resolution to establish a performing arts venues workgroup (workgroup) to explore the opportunities and challenges to both immediate and long-term operations, maintenance, and planning of Portland'5. The resolution also directed the study of alternative operating models. Consisting of performing arts experts, stakeholders, and labor representatives, the workgroup made three primary recommendations:

1) Discontinue funding capital maintenance through the operating budget; begin capital planning and identify capital funding sources immediately.

2) A two-government operating model is not recommended; prepare to dissolve the intergovernmental agreement.

3) As the owners of the venues, the City should be the responsible entity leading the investigation of alternate operating models.

On December 31, 2025, Metro gave notice to the City that it will conclude its management responsibilities of the Portland’5 venues on June 30, 2027.

The City seeks new management and a new model that is operationally and financially sustainable and aligned with the City’s Core Values as well as the goals and guiding principles for Portland’5. New strategies and approaches to improve and strengthen Portland’5 are welcome.

Operator must have experience working with government entities, labor unions, and nonprofit arts and culture organizations, and the ability to manage multiple venues. Operator must also demonstrate the ability to manage the transition of operations from Metro to the Operator.

See Scope of Work below for a complete list of the City’s technical and required services, and deliverables.

About Portland'5 Centers for the Arts The Vital Role of Portland’5

Portland'5 Centers for the Arts is one of the largest performing arts complexes in the United States. It plays a vital role in the cultural life and economy of downtown Portland, the City, and region. These valuable assets are owned by the City and currently operated by Metro (regional government). Portland’5 brings ~700-800 performing arts events to downtown Portland every year, attracting ~800,000 visitors and generating up to ~$90 million in total spending annually.

Portland’5 Centers for the Arts comprises of Keller Auditorium, Arlene Schnitzer Concert Hall, and Antoinette Hatfield Hall—which houses the Newmark Theatre, Winningstad Theatre, and Brunish Theatre.

Founded in part to support Portland’s local performing arts companies, the Portland’5 theatres continue to provide a cultural home for many nonprofit arts and culture organizations to fulfill https://www.portland.gov/council/documents/resolution/adopted/37684 https://www.portland.gov/arts/performing-arts-venues-workgroup https://www.portland.gov/arts/performing-arts-venues-workgroup https://www.portland.gov/bhr/city-core-values

RFP # 2378222377 5 of 26 RFP Information Packet their artistic missions and to meet their revenue and financial goals. A true civic center, Portland’5 also hosts major national acts, touring Broadway productions, and high-profile speaking engagements.

Reimagining Downtown Performing Arts

The City is engaged in a major initiative called Reimagining Downtown Performing Arts with the goals to ensure public safety for all, support the cultural life of the region, and drive economic vitality in downtown Portland. It comprises of two main bodies of work:

The Future of Large-Scale Performing Arts – This project will determine the future of Keller Auditorium and the potential of a new venue at Portland State University.

The Future of Portland’5 – This project will determine a new management and operating model for all Portland’5 venues.

Values & Guiding Principles

The City is guided by its Core Values of Anti-racism, Equity, Transparency, Communication, Collaboration, and Fiscal Responsibility.

The City also values labor peace, respect and safety, including the freedom of association, the right to collective bargain, prohibition against child labor, nondiscrimination, adherence to wage and hour laws, pay equity, and due process.

Additional values specific to Portland’5 are affordability, accessibility, inclusion, and service excellence.

The Performing Arts Venues Workgroup’s “Values and Guiding Principles” also anchor the Future of Portland’5 project. See Exhibit “Values and Guiding Principles”.

Venues Overview

Arlene Schnitzer Concert Hall 1037 SW Broadway Ave, Portland, OR 97205 The Arlene Schnitzer Concert Hall is a historic Italian Rococo Revival theater originally opened in 1928 and restored in 1983. Located in the heart of downtown Portland, the venue seats 2,776 guests and serves as the home of the Oregon Symphony while hosting concerts, comedy performances, dance productions, film screenings, conferences, and special events. The iconic venue is one of the region's most recognizable performing arts landmarks and welcomes hundreds of thousands of patrons annually.

Keller Auditorium 222 SW Clay St, Portland, OR 97201 https://www.portland.gov/arts/keller/future-large-scale-performing-arts https://www.portland.gov/arts/keller/future-portland5 https://www.portland.gov/arts/performing-arts-venues-workgroup https://www.portland5.com/city-portland-request-proposals-portland5-documentation

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The Keller Auditorium is the largest venue within Portland'5 Centers for the Arts. Originally built in 1917, the theater seats approximately 2,992 guests and serves as the region's premier venue for touring Broadway productions, ballet, opera, family entertainment, and major live performances. As Portland's only large-scale Broadway-capable theatre, the Keller attracts approximately 400,000 visitors to downtown Portland each year.

Newmark Theatre 1111 SW Broadway Ave, Portland, OR 97205 The Newmark Theatre opened in 1987 as part of Antoinette Hatfield Hall and provides an intimate theatrical experience with seating for 880 guests. Designed in an Edwardian style, the venue ensures that no seat is more than 65 feet from the stage, creating exceptional sightlines and audience engagement. The theater hosts a variety of live performances, lectures, comedy shows, community events, and cultural presentations throughout the year.

Dolores Winningstad Theatre 1111 SW Broadway Ave, Portland, OR 97205 The Dolores Winningstad Theatre opened in 1987 and it is a flexible courtyard-style performance venue located within Antoinette Hatfield Hall. Seating 304 guests, the theater can be reconfigured to accommodate a variety of staging and seating arrangements, making it ideal for innovative theatrical productions, dance performances, concerts, and community events. Its intimate setting allows presenters to create unique audience experiences that are not possible in larger venues.

Brunish Theatre 1111 SW Broadway Ave, Portland, OR 97205 The Brunish Theatre opened in 1987 and is the most intimate venue within Portland'5, accommodating up to 200 guests depending on configuration. Located within Antoinette Hatfield Hall, the versatile black box-style space supports a variety of uses including theatrical performances, meetings, conferences, receptions, weddings, and community events. Its flexible layout makes it ideal for experimental productions and small-scale gatherings.

Facility Condition Assessments

The Portland’5 venues have a significant backlog of deferred maintenance and capital improvement needs. Like many older buildings in Portland, Keller Auditorium was not built to withstand a major earthquake and requires major seismic upgrades.

Metro recently conducted Facility Condition Assessments for all three buildings and five venues.

See Exhibits in “Facilities and Capital.”

Current Operating & Funding Model

Currently, Portland’5 operates under a rental model, with fee discounts and calendar priority programs supporting local nonprofit arts and culture organizations. Portland’5 formally recognizes and supports five resident companies (Oregon Ballet Theatre, Oregon Children’s

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Theatre, Oregon Symphony, Portland Opera, and Portland Youth Philharmonic), as well as Featured Tenants and other local nonprofits. Broadway Across America is the recognized presenter for touring Broadway shows and receives early calendar access. Portland’5 also rents to commercial clients and promoters and presents a small amount of its own in-house programming.

Portland’5 hosts ~700-800 events per year. The current model prioritizes local nonprofits; in FY25-26, 60% of total Portland’ 5 events were presented by nonprofits organizations.

Programming mix includes: Broadway, theater, opera, dance, symphony, concerts, comedy, literary events, and speakers/lectures.

Current Staffing & Organizational Structure

Portland’5 employs 58 full-time staff and 440 part-time staff. Of these 498 employees, 480 are represented by four different unions in six locals. Those locals are:

• American Federation of State, County, and Municipal Employees (AFSCME), Local

• International Alliance of Theatrical Stage Employees (IATSE), Local 28;

• IATSE, Local B20;

• International Union of Operating Engineers (IUOE), Local 701;

• IUOE, Local 701-1; and

• International Longshore and Warehouse Unio (ILWU), Local 28

For a breakdown of each local’s jurisdiction and employee counts, see Exhibit in “Personnel”.

Metro’s central services also provide administrative support in the areas of human resources (HR), information technology (IT), finance/accounting, legal, capital projects, and government affairs.

Food and beverage management is subcontracted to Levy Restaurants. The current contract extends through February 2028.

Financials, Venue User Data, and Audience Data

Portland’5’s current annual operating budget is ~$25 million. Most of its revenue is from services (~83%)—primarily ticket service charges, user/facility fees, theatre rent, pass-through labor costs from rentals, and food & beverage commission; City funding and other governmental sources make up ~13% of its total budget. The remaining 4% are from miscellaneous sources.

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Ticketing

Portland’5 uses the ticketing platform Paciolan. The current contract extends through June 2028. Many of its presenters use and rely on Portland’5’s system, while some groups (local nonprofits and Broadway in Portland) use and manage their own ticketing systems.

1.2 Outcome Goals

The City is seeking an operator that will establish a sustainable operating and financial model for all five theaters of Portland'5 Centers for the Arts, in alignment with the City’s Core Values and goals for Portland’5. The Operator will be responsible for delivering a stabilized, net positive operating budget and diversifying revenue streams to support the long-term success of the performing arts centers.

The City expects the Operator to increase venue utilization, grow attendance, expand audience reach, and improve operational efficiencies across all five venues. The Operator must also maintain excellent customer service and patron experience and build strong working relationships with venue users and presenters, including local arts and culture organizations and community partners.

The City also expects Operator to prioritize excellent staff management and a positive work culture throughout its management of Portland'5. This includes maintaining labor peace with represented staff.

The operator must balance the following priorities:

• Financial sustainability

• Audience accessibility and affordability

• Support for and/or partnership with local arts and culture organizations

• Opportunities for employment for existing employees

• Balanced programming to manage commercial activity, community representation, and local partnerships

The City expects a smooth transition from Metro's current management to the new operator on the July 1, 2027 handoff date, with a goal of minimizing disruption to venue users, presenters, staff, and the public.

1.3 Contract Details

Contract term is five (5) years, with an option to renegotiate and renew for an additional five (5) years. Full venue management and operational responsibilities begin July 1, 2027. Operator

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Management of the Keller Auditorium is guaranteed through the first 5-year term. The status of the Keller beyond the first term is to be determined. See the Future of Large-Scale Performing Arts webpage for updates on this project.

Contract will be awarded to a single operator that will manage and operate all five venues under a Service Agreement.

Refer to Section 5: Terms and Conditions for additional information

Refer to the Sample Service Agreement and RFP Response Packet: Exceptions and Deviations Form for Service Agreement Terms.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Virtual Pre-Proposal Meeting (optional), 10:00 AM – 11:00 AM PST September 17, 2026 In-Person Venue Tours (optional), 10:00 AM – 12:00 PM PST September 22, 2026 Deadline for RFP Questions,12 PM PST October 7, 2026 Written proposals due at 3:00 PM (for Phase 1) October 14, 2026 Shortlisted proposers posted and Phase 2 instructions shared (if applicable)

Week of November 2, Tentative in-person interview dates for Phase 2 (if applicable) November 4 or November 5 (subject to change)

Notice of Intent to Award posted Week of November

The City will adjust the schedule as necessary.

1.5 Other Funding Sources

If your resulting Contract will be funded by grants, sponsorships, philanthropy, or any other sources, include information about the funding opportunity, its sources, and its stipulations. If the funding support requires the City's Contract with the awarded proposer to include specific content, attach the specific provisions to the RFP as an exhibit.

https://www.portland.gov/arts/keller/future-large-scale-performing-arts https://www.portland.gov/arts/keller/future-large-scale-performing-arts Pak, Soo The sample contract title is "Price Agreement." Which should we go with?

Pak, Soo @Guzman Torres, Xylia will change out all to "Service" and "Agreement"

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1.6 Pre-Proposal Meeting (Virtual)

There will be a virtual pre-proposal meeting scheduled for this Project on September 17, 2026, 10 AM – 11 AM.

Zoom Meeting link:

https://zoom.us/j/96968315042?pwd=jl4MchSAoEM85R8L2MXMUiLaLsARos.1

Meeting ID: 969 6831 5042 Passcode: 352319

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 On-Site Venue Tours

Tours of the Portland’5 venues for potential proposers are scheduled for September 22, 2026, 10 AM – 12 PM.

RSVP by September 21 at 5:00 PM to Xylia Guzman Torres at Xylia.GuzmanTorres@portlandoregon.gov. Meeting location will be provided with RSVP.

This meeting is not mandatory. You can submit a proposal without attending these tours.

1. Arlene Schnitzer Concert Hall 1037 SW Broadway Ave, Portland, OR 97205

2. Antoinette Hatfield Hall (Newmark, Winningstad and Brunish Theatres) 1111 SW Broadway, Portland, OR 97205

3. Keller Auditorium 222 SW Clay St, Portland, OR 97201

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

https://zoom.us/j/96968315042?pwd=jl4MchSAoEM85R8L2MXMUiLaLsARos.1 https://maps.app.goo.gl/S9W4NS2M2SsBtuAAA https://maps.app.goo.gl/mxBEQGFc8WydZjxo7 https://maps.app.goo.gl/onJmUf6xGR4itEEfA

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1.8 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda in ARIBA.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Proposer(s) must demonstrate experience and success managing similar performing art venues (simultaneously), ability to work with municipal or other governmental entities, experience with labor organizations, and quality references, as detailed in the Qualifications & Experience section of this RFP.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals.

Cover Letter Provide a cover letter giving an overall introduction to the proposal, signed by an individual authorized to bind the proposing entity, and including individual contact information.

https://www.portland.gov/policies/public-contracting-rules

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Executive Summary Provide a summary demonstrating the Operator's knowledge and understanding of the City, the Portland'5 venues, and the Operator's ability to accomplish the goals outlined in this RFP. The executive summary must clearly indicate what financial responsibilities are to be undertaken by the Operator and what financial responsibilities remain with the City.

Minimum Qualifications Operator must demonstrate:

• Prior experience managing and operating performing arts venues of comparable size and complexity

• Prior experience managing publicly owned venues and working with government or municipal entities

• Experience managing multiple venues simultaneously

• Positive experience with labor organizations in a performing arts venue setting

Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Qualifications & Experience 10 — Management and Operations Approach 25 — Financial Terms & Capabilities 25 — Transition Plan 20 — Values Alignment 10 Corporate Responsibility 10 —

Equal Opportunity Employer and Community Involvement 5

Sustainable Business Practices — 5 Total 100%

Proposals will be evaluated and scored according to the criteria below, for a maximum of 100 points. Shortlisted firms will be invited to an in-person interview, worth an additional 100 points, for a total possible score of 200 points.

Qualifications and Experience (10 points) Operator's demonstrated experience and success managing similar venues, demonstrated ability to work with municipal or other governmental entities, and positive experience with labor organizations. Include required minimum qualifications and reference at least three entities that demonstrate similar experience.

Management and Operations Approach (25 points)

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Operator must summarize their overall approach to Portland’5 management, operations and financial sustainability.

Operator should describe their ability to deliver on the City's Outcome Goals and Performance Metrics through its proposed approach to the scope of services, including its strategy for booking and programming, community and audience engagement, facilities management and maintenance, staffing, ticketing system and its approach to balancing financial sustainability with accessibility, support for resident companies and nonprofit users, labor unions, and existing vendor relationships.

Operator should describe the staffing model it would use for Portland’5. Include a description as to how this staffing model would be similar or different from the current staffing model for Portland’5.

Financial Terms and Capabilities (25 points) Operator will provide a financial structure and offer, including its proposed revenue share to the City, financial projections, willingness to contribute additional capital, and overall financial responsibility and capability to manage the venues, as detailed in the Terms & Conditions section of this RFP. Provide 5-year gross revenue and operating expense projections, with full supporting assumptions, to support the proposed financial structure.

Transition Plan (20 points) Operator's plan for a smooth transition from the current operator, including staffing transition, outreach to labor unions that currently represent Portland-5 employees, vendor/contract handoff, technology migration, and minimizing disruption to venue users, presenters, staff, the public, and reputational standards for the City and the venues. Provide an outline of the transition plan leading up to July 1, 2027, when Operator will assume full responsibility for Portland’5 and outline the phases of the transition from Year 1 onward.

Values Alignment (10 points) Operator must demonstrate alignment with the City’s “Values & Guiding Principles” (see above).

The Operator should include the ways in which it supports accessibility, inclusion, and affordability in its policies, practices, and programming in other venues that it operates. Describe your track record as it relates to employees, labor, underserved communities, nonprofit arts and culture organizations, small businesses, local partners, etc.

Corporate Responsibility (10 points) The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. Operator must demonstrate how it ensures opportunities for, and remove barriers to employment for everyone, including women and people of color, at all levels of the organization. Operator must also describe its sustainable business practices that reduce environmental impacts.

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Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions and provide a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations [Optional]

The scoring of Phase 2 generally will be as follows.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

https://procure.portlandoregon.gov/bso/ https://procure.portlandoregon.gov/bso/

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2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the ARIBA platform.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://service.ariba.com/Supplier.aw/109565050/aw?awh=r&awssk=ko29kZEV&dard=1 https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work This RFP applies to all Portland'5 venues, including Keller Auditorium; it does not apply to the potential new venue at Portland State University (PSU). If a new large-scale venue is built at PSU in the future, a separate process will be initiated to explore its operational model and operator. See the Future of Large-Scale Performing Arts webpage for updates on this project.

1. Full day-to-day operations of all five Portland'5 venues o Operator is responsible for all daily operations including, but not limited to:

Staff management Booking/programming Event coordination Marketing/communications Box office & ticketing (both single ticket and subscription sales) Admissions Facility maintenance & custodial Public safety/security Food & beverage/concessions Community outreach/audience development All administrative and financial functions including HR, accounting/payroll, IT, legal/contract administration.

2. Staffing o Operator employs and manages all employees required for the performance of its obligations under this Agreement. In doing so, Operator must observe all applicable laws and regulations, including but not limited to laws and regulations which prohibit discrimination against any protected class of individuals.

o Operator will also be the employer under applicable labor laws and negotiate and manage any collective bargaining agreement with represented employees. For Portland’5’s current labor unions, see Exhibit in “Personnel”.

o Portland’5’s current salary and wage rates are provided in an Exhibit in “Personnel”.

Metro is in ongoing negotiations with IATSE, Local 28 and IATSE, Local B-20; therefore their contract’s salary and wage rates may change due to those negotiations.

o As owner of the Portland’5 venues, the City has a strong proprietary interest in the successful transition of the operation of the venues to the Operator. The City recognizes that the current venue staff are integral to that transition. To ensure the successful transition of the operation of the Portland'5 venues to the Operator and to limit disruptions to services that might impact revenue streams to the City and access to the Portland’5 venues, Operator will make offers of employment to all of Portland’5 represented employees with an effective start date of employment on July 1, 2027.

Operator will offer work in the Portland’5 venues to those persons who accept such employment before assigning such work to others. The initial offers of employment to https://www.portland.gov/arts/keller/future-large-scale-performing-arts https://www.portland5.com/city-portland-request-proposals-portland5-documentation

RFP # 2378222377 18 of 26 RFP Information Packet represented employees will include the terms and conditions of employment as outlined below, which will remain in effect while the Operator and Unions negotiate successor agreements.

Operator that is a “public employer” within the meaning of ORS 236.605(2), including an Oregon nonprofit, will fully comply with ORS 236.605 through ORS 236.640, and all union recognition, bargaining and status quo obligations as provided by law.

Operator that is not a “public employer” within the meaning of ORS 236.605(2) will offer employment, with retention of existing seniority and accrued leaves, to all of Portland’5 represented employees at the same terms and conditions as those provided for in the represented employees’ collective bargaining agreements immediately prior to July 1, 2027. If the Operator cannot offer the employee’s existing health, welfare, and retirement benefit plans, the Operator will offer substantially equivalent benefits at no additional cost to the employee. Operator will adhere to all union recognition, bargaining, and status quo obligations as provided by law.

o To ensure the successful transition of the operation of the Portland'5 venues to the Operator and to limit disruptions to services that might impact revenue streams to the City and access to the Portland’5 venues, Operator must be willing to enter into a labor-peace agreement with any employee organization that requests one which, at a minimum, includes binding and enforceable provisions that prohibit picketing, boycotting, stopping work, or any other economic interference of operations at the Portland’5 venues.

o All future terms and conditions of employment for employees represented by any labor organization the Operator recognizes by law or agreement otherwise remain subject to negotiations between Operator and employees’ labor organization(s) as provided by law or such agreement.

o Operator must develop and implement an employee transition plan within 30 days of contract execution. The plan must identify transition timelines, employee communications, hiring processes, labor-relations responsibilities, and any additional information as requested by the City. The City will have the right to review the plan.

o Operator’s employees must be hired and ready to work starting July 1, 2027.

o Operator will not avoid the obligations described above by subcontracting, reclassifying, reorganizing, transferring, or otherwise assigning the work currently performed by represented Portland’5 employees to another entity. Any subcontractor or successor performing such work will be required to assume the applicable employee protections above.

o Proposers must submit their staffing model including an organizational structure chart and description of how it differs from the current Portland’5 staffing model. For current organizational structure chart, see Exhibit in “Personnel.”

3. Booking and programming authority o Operator is expected to maximize venue utilization and earned revenue to support financial and operational sustainability. This includes self-promoted, presented and/or produced events.

RFP # 2378222377 19 of 26 RFP Information Packet o Operator must be able to balance mission-driven and commercial uses of the facilities through a transparent process that supports local arts organizations and Broadway Across America (touring Broadway presenter).

o Proposer must submit a programming and venue utilization plan as part of this RFP.

4. Booking policy and rates in Year 1, Year 2 and beyond:

o In Year 1 (July 1, 2027 – June 30, 2028):

Operator must uphold existing calendar commitments (confirmed dates and date holds) and Portland’5 Presents booking obligations. See Exhibits in “Venue Attendance and Usage.”

The established booking policy, rental rates, labor rates and other rates, will remain unchanged. See Exhibits in “Booking, Rates, and Fees.”

o In Year 2 (July 1, 2028-June 30, 2029):

Holds for Keller Auditorium by Resident Companies and Broadway Across America have already been secured and must be honored. See Exhibits in “Venue Attendance and Usage.”

Holds in Year 2 for Resident Companies (for all theatres except Keller) and for Featured Tenants (for all five theatres) will be secured in summer 2027. Operator must apply the current Portland’5 booking policy in scheduling these holds. See Exhibits in “Venue Attendance and Usage.”

Operator may propose changes to the booking policy and rental, labor and other rates for Year 2, subject to City review and approval.

Year 2 rental rates, labor and other rates, and booking policy changes (including scheduling changes), must be published at least six months in advance of their effective dates.

o Future booking policy changes and annual rate increases are subject to City review and approval on an established annual timeline, to be mutually agreed by City and Operator.

o The Broadway Across America agreement, which ends at the conclusion of the 2032- 2033 presentation year, must be honored for its full remaining term, including negotiated rent and user fee rates.

5. Booking cadence o Operator must honor ongoing and recurring venue usage by Resident Companies and Featured Tenants that regularly present their seasons at Portland’5 (e.g. Oregon Ballet Theatre’s annual Nutcracker at the Keller, Oregon Symphony’s season presentations at the Schnitzer).

o Historical venue usage for the past three years is provided to inform Operator’s financial projections. See Exhibits in “Venue Attendance and Usage.”

6. City reserved use of venues o The City reserves the right to use any of the venues for up to 5 events or meetings per year. The City will not be charged rental fees but will be charged for direct event costs, without markup.

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7. Financial and operating authority o Operator holds day-to-day financial decision-making authority and develops the annual operating budget, subject to City review and approval.

8. Reporting and audit requirements o Operator must submit quarterly financial reports to the City that include, at a minimum, revenues, expenses, budget-to-actual performance, and any material rate or fee variances. Quarterly reports must be submitted within 45 days following the end of each quarter.

o Operator must also provide annually audited financial statements no later than six months following the close of its fiscal year.

o Operator must cooperate with any additional financial reviews or audits scheduled or requested by the City and provide supporting financial records upon request.

9. Existing vendor and contract transition o Operator holds all Portland’5 vendor and partner agreements and relationships directly.

o Operator must assume the Levy (food & beverage services) contract through February

28, 2028; Metro contract transfers to the new operator, subject to approval by Levy. For current contract, see Exhibit in “Contracts.”

o The Paciolan (ticketing services) contract, will be assigned by Metro to the new operator, through June 30, 2028, with rights to renegotiate, retain, or replace thereafter;

termination is also an option, upon mutual agreement. Proposer must submit a proposed ticketing strategy as part of its proposal. For current contract, see Exhibit in “Contracts.”

o A full inventory of existing vendor contracts and expiration dates is provided as an Exhibit in “Contracts.”

10. Facilities maintenance, equipment, and capital o Operator is responsible for routine day-to-day maintenance and stewardship of facilities and related assets. Facility maintenance includes preventative and corrective maintenance; inspections; repairs; management of building systems, equipment, and specialized equipment and technical systems; compliance with applicable safety, accessibility, and regulatory requirements; and coordination of capital maintenance and replacement activities to preserve the useful life of the facilities.

o All existing technical equipment stays within the venues where they are currently housed; For current technical specifications, see Exhibit in “Facilities and Capital.”

o Definitions and cost thresholds for maintenance, repair, replacement, and capital are to be mutually determined and agreed by and between Operator and City.

o The City funds and must approve major facility capital improvements and equipment replacement. Upon City approval, the City may elect to have Operator perform said capital improvements.

11. Office space & equipment o Office spaces are available within Hatfield Hall and will be provided to the Operator for its staff. Spaces include 8 offices, 40 workstations, 3 meeting rooms and 2 break areas.

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RFP # 2378222377 21 of 26 RFP Information Packet o All existing office equipment including computers, phones, printers, etc. will remain with the venues for use by the Operator’s employees.

12. Digital accessibility and technology o Operator will ensure that the Portland’5 public facing digital content, including ticketing platform, web pages, and any related mobile applications will comply with WCAG 2.1 AA, or higher, as required by Title II of the Americans with Disabilities Act.

o Portland’5’s current website will transfer from Metro to new Operator for direct management.

o Operator must have experience managing compliant and secure payment systems and follow NACHA operating rules.

o Third-party Payment Card Industry Data Security Standard (PCI-DSS) attestation must be provided to the City annually.

o Proposer must submit a technology migration plan as part of its transition plan.

13. Transition planning and costs o Operator bears its own costs for any transition planning and implementation prior to July 1, 2027, at no cost to the City. Operator must submit a transition plan as part of its proposal.

14. Advisory body o Operator will meet on a regular basis with an advisory body, to be formed during the contract term, to provide a formal channel for community and stakeholder engagement on venue operations. Advisory body meeting and reporting schedule to be mutually agreed upon between City and Operator.

Performance Metrics (Output & Outcome)

The City will monitor the Operator's performance against the following metrics. The Operator (Successful Proposer) is expected to meet or exceed the established baseline for each metric in Year 1. During Year 2, the Operator may implement operational changes and improvements;

provided, however, the Operator continues to meet or exceed the established baseline for each metric. Beginning no later than Year 3, the Operator is expected meet or exceed the established baseline by the percentage increase that has been mutually agreed by the City and Operator. The City retains final authority to determine whether each performance metric has been achieved.

1. Total event revenue generated: Year 1 & 2 target to meet or exceed the established baseline of $20,270,000/year (FY24 – FY26 average); Year 3 target to be baseline plus a percentage to be mutually agreed upon by City and Operator.

2. Net operating profit/loss: Operator to propose and City to approve for Years 1-5, based on its operating model. Proposers to submit 5-year revenue and expense projections as part of its proposal.

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3. Venue utilization/days of activity: Year 1 & 2 target to meet or exceed the established baseline across all five venues of 1,000 use days/year (FY24 – FY26 average); Year 3 target to be baseline plus a percentage to be mutually agreed upon by City and Operator.

4. Total attendance: Year 1 & 2 target to meet or exceed the established baseline across all five venues of 800,000 (FY24 – FY26 average); Year 3 target to be baseline plus a percentage to be mutually agreed upon by City and Operator.

5. User/client satisfaction: Year 1 metric to be the creation and issuance of a satisfaction survey to all venue users and presenters, establishing a baseline satisfaction rating.

Year 3 target to be a percentage increase over the baseline rating, to be mutually agreed upon by the City and Operator.

6. Guest/patron satisfaction: Year 1 metric to be the creation and issuance of a satisfaction survey to patrons, establishing a baseline satisfaction rating. Year 3 target to be a percentage increase over the baseline rating to be mutually agreed upon by the City and Operator.

7. Facility condition/maintenance compliance: Operator will meet or exceed a mutually agreed upon set of expectations for annual repair and maintenance inspections across all five venues.

8. Reporting and audit compliance: Operator will submit all required financial reports and cooperate fully with City-requested audits, in accordance with the reporting cadence and requirements established in the Scope of Work.

9. Additional metrics: Upon mutual agreement

Non-compliance and cure period: Repeated and materially substandard performance against the above metrics, as reasonably determined by the City, will constitute non-compliance with the agreement. If corrective action is not taken by the Operator within 60 days of notice from the City, contract termination procedures may be initiated.

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Section 4: Exhibits

All Exhibits outlined below may be found here: The City of Portland Request for Proposals - Portland'5 Documentation | Portland'5

1. Values and Guiding Principles

a. Performing Arts Venues Workgroup’s “Values and Guiding Principles”

2. Personnel

a. Organizational chart

b. Titles and wages

c. Union information with link to CBAs and pay schedules

3. Financials

a. Portland’5 Financial statements, FY24, FY25, FY26

b. Portland’5 Presents Financial statements, FY24, FY25, FY26

4. Venue Attendance and Usage

a. Attendance by event, FY24, FY25

b. Attendance by event, FY26

c. Venue usage, FY24, FY25, FY26

d. Revenue and Attendance by Theatre, FY24, FY25, FY26

5. Booking, Rates & Fees

a. Booking and Scheduling Policies

b. Rental Rates, FY27

c. Rental Rates, FY28

d. Labor and Other Rates: Commercial

e. Labor and Other Rates: Nonprofit

f. Ticketing Counts and Revenues, FY24, FY25, FY26

g. Ticket Service Charges Schedule, FY27

6. Seating

a. Keller Auditorium seating chart

b. Arlene Schnitzer Concert Hall seating chart

c. Newmark Theatre seating chart

d. Winningstad Theatre seating chart

e. Brunish Theatre seating chart

f. P5 Seating manifests – all theatres

7. Facilities & Capital

a. Keller Auditorium tech specs

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b. Arlene Schnitzer Concert Hall tech specs

c. Newmark Theatre tech specs

d. Winningstad Theatre tech specs

e. Brunish Theatre tech specs

f. Antoinette Hatfield Hall facility condition report

g. Arlene Schnitzer Concert Hall facility condition report

h. Keller Auditorium facility condition report

i. 5-year capital plan

j. 5-year Capital project history

8. Contracts

a. Portland’5 Contract list as of May 2026

b. Broadway Across America–Portland’5 agreement

c. Hatfield Hall land lease agreement

d. Hatfield Hall land lease original agreement

e. Levy–Portland’5 agreement

f. Oregon Ballet Theatre–Portland’5 agreement

g. Oregon Symphony Orchestra–Portland’5 agreement

h. Paciolan–Portland’5 ticketing agreement

i. Portland’5 License agreement sample

j. Portland Opera–Portland’5 2025-2026 season contract

k. Portland Youth Philharmonic–Portland’5 2025-2026 season contract

9. Event Settlements

a. Arlene Schnitzer Concert Hall – Family performance settlement

b. Keller Auditorium –…