Download Historic Riviera Theatre Expansion and Development Project

Request for Proposals (RFP)
Historic Riviera Theatre Expansion and Development Project
RFP Issue Date: February 26, 2016
Proposals Due: March 30, 2016 at 4:00 P.M. EST
Responses must be submitted in a sealed package to:
Gary J. Rouleau
Director of Development
Riviera Theatre and Performing Arts Center
67 Webster Street | North Tonawanda, NY 14120
A digital copy of this document is currently available online at:
www.lumbercitydc.com
Historic Riviera Theatre Expansion/Economic Development Project RFP
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INTRODUCTION
The Riviera Theatre is a quality of life, historical, architectural, arts and cultural regional
treasure and destination that anchors a vibrant and evolving downtown in the City of North
Tonawanda. Built in 1926 and listed on the National and State Historic Registers, it is home to
the original Mighty Wurlitzer pipe organ.
In the first step of an effort to begin an expansion project, the Riviera acquired an adjacent
parcel, demolished an existing structure, and received an EPA-funded brownfields grant and a
National Grid grant to remediate the site. The property has been fully remediated; however,
additional monitoring may be required by NYS DEC.
The Historic Riviera Theatre Expansion/Economic Development Project will add at least 23,000
SF of new theatre space incorporating a new highly visible entry with theatre appeal that will
serve as a second front of the house along Main Street. Please see attached site plan at end of
this document. The expansion project will further incorporate green design elements and will
accommodate:

A Black Box Theatre, including:
o Flexible & removable seating and risers to accommodate 200-250 Patrons ‘in the round’
o Ability to re-arrange seating for different theatrical seating arrangements
o Ability to re-arrange seating for conferences and other non-theatrical use.
o At least 2 Story height, but sized properly to accommodate current and future theatrical
production equipment
o Dedicated Dressing Rooms appropriately sized for performance space
o Dedicated storage for Seating, Risers, and Production Supplies
o Project Budget to include required production equipment (i.e. Sound, Lights, Video,
etc.)

Multipurpose Room(s)
o Mainstage Greenroom
o Rehearsal Space appropriate for Mainstage Productions
o Flexible Corporate/Breakout Space
o Possible Warming Kitchen/Quick Prep/Food Service

Additional Dressing Rooms (could be connected to Multipurpose Room)
o Min 2 ‘Star’ Rooms with Shower & Toilet Facilities, Changing/Makeup Space and
Personal hosting space
o Min 2 ‘Gang Style’ Dressing Rooms to provide Wardrobe and Makeup Space for
mainstage performers

Concessions and Bar Service Area
o This will replace the existing temporary Bars used in the Historic Theatre and the
Concessions Service from the Historic Lobby
o Must be able to handle patron volume for maximum sales during short periods of time
(pre-show and intermissions)
o Bar needs to be equipped for tapped keg beer (draft system) and other wines and
spirits.
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o
Concessions need to be able to expand beyond current offerings.

Lobby Area
o Main Street entrance into new lobby which will serve both Performing Spaces
 Appropriate Marquee/Coming Events Signage must be considered
 New Concessions and Bar area to be located in lobby
 Potential bus loading/unloading area
o Proper Restrooms for entire Building Capacity must be included (with restrooms on each
patron access floor)
o Educational/Historic Information Materials must be included (may be wall mounted)
o Sized for holding audience in lobby before performing spaces are ready.
o Area for production and theatre merchandise to be sold
o Additional Signage for coming events and other Corporate Advertising Opportunities
o Proper Directional Signage (possibly including reuse of historic marquee elements)
o Original Webster St. Lobby will be used for Main Stage Events
o Potential VIP Patron Lounge (2nd floor?)
o Potential VIP Patron Entrance

Elevator
o Provide ADA Compliance to all levels of new and existing space
o Must include ability to transport production equipment (weight and size)

Box Office
o Needs to operate during events AND during daytime hours
o MUST be able to secure the building from Customer Access while providing box office
sales opportunities
o Box Office includes face to face sales, telephone sales and WILL CALL ticket delivery
o Box Office Services Could be provided on BOTH sides of a vestibule
o Webster St. Lobby Ticket Booth will continue to operate for Main Stage Events

Theatre Office
o Executive Suite with 2 private Offices and shared Executive Assistant
o Private Offices for 5 or More Management Level Staff
o Extra Office Space for touring production staff
o Workspace for additional employees/theatre volunteers
o Conference/Board Room
o Proper File Storage
o Potential Additional Office Space for Third Party Organizations
o Potential Staff Restrooms
o Potential Staff Breakroom

Storage Space
o Provide for adequate storage on each level, appropriate for the usage of that level
o Work from the Assumption that the Current Facility does NOT have adequate storage
o Provide appropriate Storage for Concessions and Bar Inventories
o Volunteer/Staff Personal (Coats, Purses, etc.) Storage must be included
o Stage Level Work ‘Tech Room’ for Cables, Microphones and Stage Lamps Desired
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
Theatre Connectivity
o Design must consider both the aesthetic and operational connectivity to the Historic
Theatre
o Operational Connectivity Includes
 Private/Secure Passage from Front of House (i.e. Sound Booth) to Backstage
 Utility/HVAC Tie Ins
 Integrate existing Solar Panel Infrastructure
 Proper A/C Power (isolated Neutral Line) for Professional Audio Systems
 System Control for all HVAC
 System Control for Non Performance Space Lighting
 Total Facility Security, Restricted Access, Etc.
 Fire Alarm/Life Safety
 Theatrical Paging System to all dressing rooms
 Audio and Video Monitoring of Both Stages in
 All Dressing Rooms
 Both Lobby Spaces
 ALL Theatre Offices
 Proper Emergency Egress from Existing Theatre
 Stage level restroom for Mainstage Performers
o Proper Maintenance Support Rooms (with mop sinks, etc.) to maintain entire facility
o Possible Enhanced Loading Dock (utilizing existing Mainstage Access Door)
The expansion project will enable the Riviera Theatre to increase the number and type of
events it offers. The project increases accessibility, includes general upgrades that will benefit
performers and patrons, positively influences the Theatre's economic impact on the downtown,
and establishes new and sustainable revenue sources for the Theatre.
The Riviera Theatre and Organ Preservation Society, Inc. was awarded monies from NYS Empire
State Development and was identified as a regional economic priority project in the 2015
Consolidated Funding Application. Consistent with projects utilizing public funds, the expansion
project will be required to meet certain terms and conditions set out by the funding agencies.
This includes, and is not limited to M/WBE participation requirements further described in this
RFP.
The total project budget for the Historic Riviera Theatre Expansion/Economic Development
Project is estimated at $5,000,000 up to $5,500,000 which includes all reimbursable expenses
and contingencies. The objective for the current design and engineering project is to be fully
positioned to proceed with work to follow on immediately or even to be staged in during the
design process, if possible.
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OBJECTIVE AND SCOPE OF WORK
The Riviera Theatre and Organ Preservation Society, Inc. (the Owner) is seeking architectural
and engineering design services for the 23,000 SF expansion of the Riviera Theatre on the
adjacent remediated brownfield site. The Owner has assembled a Design Committee to assist
throughout the process and provide the necessary level of guidance on this critical project. The
Design Committee includes Owner representation as well as local officials and community
development professionals. The Owner intends to separately contract with a Construction
Manager who will plan, coordinate, budget, and supervise the construction project from early
development to completion.
The intent of this RFP is to have the firms under consideration specifically address the services
required and provide a well-considered price proposal for those services. It is critical to the
success of the Riviera Theatre that ongoing operations are not impacted by construction and
staging efforts stemming from expansion to the Theatre. The project is anticipated to be
complete Fall 2017.
The Owner is looking for the architecture/engineering consultant or consultant team will
provide the following:
1. Conceptual Design Phase Services
a. Collect project criteria from Design Committee and verify programming criteria.
b. Prepare three (3) conceptual level color renderings and elevations that illustrate the
exterior of the Theatre expansion.
c. Prepare conceptual level color illustrations of interior spaces within the expansion
project that incorporate the history and character of the Riviera Theatre.
d. Prepare conceptual level cost estimates.
e. Present conceptual level design options for Owner’s review.
Meetings: Kick Off (1), Design Committee Meeting (1)
Deliverables: Conceptual level renderings, elevations, and illustrations of interior and
exterior spaces. Conceptual level cost estimates based on concepts developed.
2. Schematic Design Phase Services
a. Work with Construction Manager to prepare a design schedule to meet Owner’s
milestone dates.
b. Engage with the Historic Preservation Commission, Planning Commission, New York
State Historic Preservation Office (SHPO), and other involved agencies early in the
design process.
c. Review accessibility plan (ADA) and circulation requirements.
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d. Prepare initial schematic designs and layouts.
e. Prepare preliminary schematic design cost estimate to be reviewed by Construction
Manager who will be conducting a cost comparison.
f. Present final schematic design option to Design Committee and Construction
Manager for review.
Meetings: Design Committee Meeting (2), Local and Involved Agencies (2)
Deliverables: Initial and final schematic design including a site plan, floor plan(s),
sections, an elevation, other illustrative materials; computer images, renderings, or
models. Schematic design cost estimate.
3. Detailed Design Development Phase Services
a. Based on the approved schematic design, prepare design development documents,
including Architectural, Structural, Mechanical and Electrical, and Civil, Site, and
Utility Construction drawings and specifications (project manual) for bidding and
permitting.
b. Coordinate furniture and equipment layouts with Owner.
c. Prepare and present material finish boards (including new furniture finishes).
d. Preparation of digital and print marketing materials to be used for a capital
campaign. This will include multiple renderings (both interior and exterior) and
layouts of the expansion project.
e. Submit plans and specifications to local building authority for permitting and revise
drawings to meet all governmental comments and revisions.
f. Secure all necessary approvals and complete State Environmental Quality Review
Act (SEQRA) requirements. As the expansion project involves a structure listed on
the National and State Historic Registers, the project is anticipated to be a Type 1
action and will require a Full Environmental Assessment Form.
g. Respond to all governmental reviews and revise construction documents
accordingly. If project is being bid during this period, issue required addendums to
all bidders reflecting any Construction Document changes.
h. Prepare design development cost estimate to be reviewed by Construction Manager
who will be conducting a cost comparison.
i.
Present final design development documents for Design Committee and
Construction Manager’s review.
Meetings: Design Committee Meeting (2), Local and Involved Agencies (2)
Deliverables: Final design development including site plan, floor plan(s), sections, an
elevations with full dimensions. Drawings will include details and outline material
specifications. Digital and print renderings and layouts to support marketing efforts.
Design development cost estimate.
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4. Construction Document Phase Services
a. Based on the approved final design development documents, produce construction
documents including specifications for details and materials.
b. Prepare cost estimate based on finalized construction documents to be reviewed by
Construction Manager who will be conducting a cost comparison.
c. Assist Construction Manager with Request for Quotations (RFQ) and issue drawings
and specifications for bidding purposes.
d. Select, specify and provide bid packages for furniture, fixtures and equipment (FF&E)
and interior signage.
Meetings: Design Committee Meeting (2), additional meetings as necessary
Deliverables: Final construction documents including MEP Plan. Documents will include
all pertinent information required for the contractor to price and build the project. Cost
estimate.
5. Bidding and Negotiation Phase Services
a. Assist with preparing and distribution of bid package(s), as required. Bid documents
will include: an advertisement for bids, instructions to bidders, the bid form, bid
documents, the owner-contractor agreement, labor and material payment bond,
and any other sections necessary for successful price bids. Owner may procure
document services assistance at the time of bidding separate from this proposal.
b. Attend construction pre-bid meetings, bid clarification meetings (as necessary) and
pre-award meetings.
c. Assist with bid evaluations (if required) and verify that contractor bids reflect the
required scope of work. Help with selection of construction firms that should be
given an opportunity to bid on the project based on their reputation for quality,
their experience (previous theatre and entertainment based projects are given
specific attention), their reputation for on-time and on-budget performance, and
their financial credibility.
d. Assist the Owner in the preparation of standard AIA Contract Documents with
applicable addendums from involved funding sources.
Meetings: Design Committee Meeting (1), additional meetings as necessary
Deliverables: Complete bid package, construction contract.
6. Construction Administration Phase Services
a. Provide construction administration services including, but not limited to Request
for Information (RFI’s), bulletins, change orders, submittal and shop drawing review,
punch lists, etc.
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b. Attend weekly project meetings and provide support for coordination and
scheduling issues.
c. Perform job site visits at regular intervals, but no less than twice a month, to
evaluate adherence to project plans and specifications. Job site visits should be
timed in accordance with the Contractor’s Application of Certificates for Payment
which the A/E will review and approve, with appropriate holdbacks, when
predetermined work has been completed.
d. Assist in resolving field problems and disputes in the most economical and
expeditious manner possible.
e. Assist with obtaining Certificate of Occupancy from local building authority as
necessary.
f. Collect Project Record Drawings (As-Built) information from the Construction
Manager at the end of the project and update the construction drawings to reflect
the as-built conditions and submit the updated drawings to Owner upon completion
of the project.
g. Final sign-off on the project, assuring that the final project represents what was
originally conceptualized and captured in the working drawings.
Deliverables: Successfully built and contracted project with Certificate of Occupancy.
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ANTICIPATED PROJECT TIMELINE
For purposes of this RFP, consultants and consultant teams should consider the following
schedule as targeted by the Owner in their proposals:
Project Milestone
Owner Selection of Architectural/Engineering Firm
Notice issued to Architect to Proceed
Conceptual Design Complete
CM Completes Conceptual Cost Estimate Comparison
Schematic Design Complete
CM Completes SD Cost Estimate Comparison
Civil/Site/Utility Package Complete
Design Development Complete
CM Completes DD Cost Estimate Comparison
Construction Documents Finalized
Code Review and Approvals Complete
CM Completes CD Cost Estimate Comparison
Issue Documents for Bidding
Award General or Multiple Construction Contracts
Substantial Completion
Certificate of Occupancy
Date
04/22/16
05/06/16
05/27/16
06/03/16
07/08/16
07/15/16
08/12/16
09/09/16
09/16/16
10/14/16
10/14/16
10/21/16
11/11/16
12/09/16
Fall 2017
Fall 2017
PROPOSAL CONTENT AND SUBMISSION REQUIREMENTS
All proposals must be received by the Owner no later than 4:00 P.M. EST on March 30, 2016.
One original and seven (7) copies of the Proposal and one (1) electronic version of the Proposal
on a flash drive are required.
Proposal Selection Milestone
RFP Available for Distribution
Deadline for RFP Questions
Response to RFP Questions Provided
Deadline for Proposal Submissions
Shortlisted Firms Notified (If Applicable)
Interviews of Shortlisted Firms (If Applicable)
Final Selection of the Architectural/Engineering Firm
Notice issued to Architect to Proceed
Historic Riviera Theatre Expansion/Economic Development Project RFP
Date
02/26/16
03/11/16
03/18/16
03/30/16
04/04/16
04/11/16-04/15/16
04/22/16
05/06/16
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As this proposal covers new construction and renovations and additions to an existing building,
please respond to the submission requirements by providing the following information to
support new construction, additions, and renovations. All proposals must be consistent with
the organization of proposal content as presented below.
1. Firm Overview and Qualifications
Provide the following information:
a. Name of firm.
b. Address of main office and any branches.
c. Telephone number, fax number, and e-mail addresses of the principal office that will
be involved in the project.
d. Name and Title of Contact person.
e. Names and Titles of Officers in the Firm.
f. Provide a brief overview of your firm including, without limitation, the number of
years the firm has provided Architectural/Engineering services.
g. Document your commitment to $1,000,000 in General Liability Insurance coverage
and $1,000,000 in Professional Liability Insurance upon selection.
h. Provide a General Statement of Qualifications that responds to the project
background information given above.
2. Firm Experience
For each firm on the proposed Architectural/Engineering team, provide the following
information:
a. List your three best projects and the project personnel, including consultants,
project description, project schedule including start date, substantial completion
date and final completion date, construction cost estimate, and final actual
construction costs including change orders for those projects.
b. Submit a list of all references and other similar projects your firm currently has in
progress and the status of each.
c. Describe your experiences working on projects receiving public funding and working
with not-for-profits.
d. Describe your experiences working on expansion projects of existing structures
while limiting impacts to ongoing operations.
3. Project Approach
a. Provide a description of the approach and methodology your firm will use to design
the project to meet the Owners program, quality, schedule and budget
requirements. Include a description of communication efforts that will be taken to
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incorporate the project Design Committee and how decisions will be made
collectively with the project Design Committee’s guidance.
b. Provide a description of the approach and methodology your firm will use to meet or
improve the required design schedule milestones identified in this RFP. Include a
proposed schedule with your proposal.
c. Provide a description of the value engineering approach and methodology and (3)
case studies and specific examples showing how your firm recommended design
changes to achieve the Owner’s budget.
4. Project Team
a. Provide an organizational chart of your proposed Architectural/Engineering
consultant or consultant team for this project. The organization chart is to include
the Architect/Engineer and all sub-consultants. Include names and titles for your
proposed team. Provide a resume for each member of your proposed team
including, without limitation, education, years of experience, general experience,
construction experience, licenses, certifications, special accreditations and their
proposed role in the project.
b. Please identify any M/WBE participation. Firms replying to this solicitation are
expected to demonstrate a Good Faith Effort to meet the M/WBE requirements
outlined below. For details regarding Good Faith Efforts please review section 142.8
of NYCCR5 (MWBE Rules and Regulations).
MBE Participation Requirement: 20%
WBE Participation Requirement: 15%
Overall MWBE Participation Requirement: 35%
c. For the project manager and key personnel with the lead consultant, provide the
name and phone number of three clients with whom the architect/engineer has
worked on a similar building project.
d. Changes in key personnel as identified in response to this RFP are discouraged. Any
changes in key personnel are subject to approval by the Owner and Construction
Manager.
5. Architectural/Engineering Services
a. Provide information on your current workload, key staff member availability, and
how your project team would accommodate this project.
b. Outline the design schedule you would implement to meet the expected
construction and occupancy dates. Describe the methods you would use to maintain
this schedule.
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c. Describe your method for consensus building, including your role, the methodology
employed, the outcome, and a contact person for a recent project where you
employed this method.
6. Fee Proposal
a. The Architectural/Engineering consultant or consultant team shall provide a detailed
fee breakdown (cost plus not to exceed), including anticipated reimbursable costs,
for the following project phases:
i.
Conceptual Design Phase Services
ii.
Schematic Design Phase Services
iii.
Design Development Phase Services
iv.
Construction Document Phase Services
v.
Bidding and Negotiation Phase Services
vi.
Construction Administration Phase Services
Note – The Owner anticipates to be billed consistent with project milestones.
b. Submit a schedule of hourly rates by employee classification, including terms and
rates of overtime for additional work if requested.
EVALUATION CRITERIA
In addition to considering pricing, experience, creativity and design as factors, the Owner will
also evaluate the Architectural/Engineering consultant or consultant team based on the
following additional factors as criteria (in no particular order of priority):








Firm’s level of experience in providing architectural and engineering services for design
and construction of expansions to historic structures with similar size and character to
the Riviera Theatre;
Firms ability to successfully complete expansion project while limiting impacts to
ongoing operation of the theatre;
Firm’s understanding of the Owner’s desires and general approach to the project;
Firm’s level of experience interfacing with a not for profit organization and a local
preservation commission on a publicly funded project;
Cost of services;
Firm’s ability to perform quality work, meet time schedules, control costs, and work to a
budget;
Firm’s technical ability, capacity, and flexibility to perform the scope of work; and
Clarity of proposal.
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The Owner will review and rank all the proposals received. The Owner may decide to invite only
the top ranked firms to interview with and present to the Owner. The Owner may invite the
most qualified firm to refine its proposal and negotiate a consultant services agreement.
PROPOSAL INQUIRIES:
All questions regarding this RFP should be directed to Gary Rouleau in writing at
[email protected]. As outlined in the Timetable for the Selection Process within this
RFP, questions regarding the project must be submitted by 4:00 P.M. EST on 03/11/16 to Gary
Rouleau at the contact information above. A complete set of responses to questions will be
provided by the Owner to anyone that submitted questions. Responses will also be posted
online at www.lumbercitydc.com.
All proposals to this RFP are required to include a signed copy of the question and answers as
provided by the Owner on 3/18/16.
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