RFP 2378222377 Response Packet.docx

RFP Number 2378222377 Services September 9, 2026 Request for Proposals (RFP) for Venue Operator for Portland’5 Centers for the Arts Proposal Response Packet Section 7: Submission Instructions Section 8: Required Proposal Components

RFP at a Glance Proposals Due:

October 14, 2026 at 3 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.

Optional Pre-Proposal Meeting & Venue Tours:

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

ON-SITE 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 RFP Information Packet Section 1.6 & 1.7 for details on the Virtual Pre-Proposal Meeting and On-Site Venue Tours.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/ Refer to Support Center for further assistance: Support Center | Portland.gov

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by October 1, 2026. Any questions received after this date may not be answered.

Xylia Guzman Torres Senior Procurement Specialist Procurement Services

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

Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due October 14, 2026 at 3 p.m. Pacific Time Late proposals are not accepted. Only proposals submitted via ARIBA will be accepted.

Proposal Page Limit is 50 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit. Supporting documents (e.g. resumes, financial statements, organizational charts, etc.) do not count towards the page count.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through ARIBA - https://www.portland.gov/business-opportunities/events/bids The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Please review the following link for Support - https://www.portland.gov/business-opportunities/doing-business-city/support-center Modifying or Withdrawing Your Submission You can modify or withdraw your submission through ARIBA. For instructions on modifying are found on Support Center Site - https://www.portland.gov/business-opportunities/doing-business-city/support-center

Section 8: Required Proposal Components Proposal Checklist

Proposer Information Form Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/business-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

State of Incorporation

· Name common parent:

Redaction for Public Records

· I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/

· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

· I request insurance reductions.

List requested insurance reductions:

Proposer Qualifications & Experiences Provide the following information. You can type in the form below or format this information in a separate document. Boxes will expand as you type.

· General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

Number of employees

Include any other information that helps describe your firm

· Describe your firm’s management and organizational capabilities

A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives

Organizational charts and a statement regarding lines of authority and responsibility

A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Copies of standard reports used by your firm in existing contracts

[For Goods + Services] A description of your firm’s procedures and policies related to work quality

· Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

· Describe how your firm meets the minimum qualifications:

Experience managing and operating performing arts venues of comparable size and complexity

Experience managing publicly owned venues and working with government or municipal entities

Managing multiple venues simultaneously

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

· Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

· Describe in detail similar projects your firm has done within the last 5-10 years, which best characterize your firm’s capabilities, work quality, attendance growth and revenue growth.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 2

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 3

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

(Optional) Add additional projects as needed below

· Describe in detail similar projects your firm has done within the last 5-10 years, which demonstrates positive experiences working with labor organizations in a performing arts venue setting.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

Project 2

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

Project 3

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Describe how the project is relevant to Portland’5 operations

(Optional) Add additional projects as needed below

· Provide a calendar of bookings at venue(s) managed by the Operator over the past three years, including details of growth across programming streams and audience development

Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Project Team Information

Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member

Identify any training requirements for key personnel to keep current on industry best practices

Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Key Personnel

Name of Key Personnel 1:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resume listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 2:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resume listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 3:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resume listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

(Optional) Add additional Key Personnel as needed below.

Management and Operations Approach 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 work, 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, 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 Please refer to the RFP Proposal Packet - Scope of Work for further information on each section.

Describe the proposed overall approach to managing all day-to-day operations of all Portland’5 venues

Describe the proposed staffing model and organizational structure

Describe the proposed approach to booking, programming, and venue utilization

Describe the proposed approach to community and audience engagement

Describe the proposed approach to facilities management and maintenance

Describe the proposed approach to capital improvements

Describe the proposed approach to ticketing (ticketing platform, ticketing fees, etc.)

Describe the proposed approach to technology integration

Describe the proposed approach to balancing financial sustainability with accessibility, support for resident companies and nonprofit users, labor unions, and existing vendor relationships.

Financial Terms & Capabilities Provide a financial structure and offer, that may include a management fee, revenue share, and/or other incentives or structures. Include any proposed revenue share to the City, 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 Provide a plan and timeline for a smooth transition from the current operator, including staffing transition, 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 Provide information that demonstrates proposer’s alignment with the City of Portland’s “Values & Guiding Principles” included in the RFP Information Packet. Include the specific and concrete ways in which the proposer 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.

References Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 3

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local subcontractors, including those owned by people of color and women.

Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Sustainable Business Practices List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 4

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 5

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)

Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

· No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used)

Firm’s legal name

· Yes Certification #:

· No

Email

Phone number

ARIBA Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

ARIBA Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

ARIBA Vendor #, if applicable

Add additional rows for additional Subcontractors as needed

Exceptions and Deviations to the Service Agreement Terms The Sample Service Agreement (“Contract”) is available in ARIBA. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Service Agreement. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

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