ECO Texas Horse Park Project Update 022112

8/3/2019 ECO Texas Horse Park Project Update 022112

1/112


2/112


3/112


4/112


5/112

City of Dallas

Park and Recreation Department

Trinity Watershed Management Department, Trinity River Corridor Project Office

Presented to:

Economic Development Committee

February 21, 2012

Texas Horse Par

Project Update

City of Dallas


Trinity Watershed Management Department, Trinity River Corr


6/112

City of Dallas



Briefing Informatio

Information provided in this document:

Project Location and Benefits Economic Impact

Equestrian Facilities - Comparables

Proposed general points for a Request

(RFP) for selection of an independent OManager for the Texas Horse Park

Proposed Schedule

Next Step


7/112

City of Dallas



Location of Texas Hors


8/112

City of Dallas



Project Benefits

Promote the development of a multi-discipequestrian facility as a component of the TCorridor Project

Host local and world class equestrian even

Establish inner-city and educational outrea

Benefit the City of Dallas and its citizenseconomically, educationally, culturally,recreationally, and ecologically

Foster conservation and appreciation

of Texas historic equestrian tradition


9/112

City of Dallas



Project Benefits cont

Fills need in the South Central U.S. for a mfacility

Economic development is spurred by equfacilities, since hotel, retail and restauranevents

Provides business and jobopportunities

Showcases Dallas as an equestrianand recreational destination


10/112

City of Dallas



Economic Impact Horse

United States

Equestrian Economy: $101.5 billion

Number of IndividualsInvolved in the HorseIndustry: 7.1 million

Number of Full-Time JobsProvided by the HorseIndustry: 1.4 million

Number of Horses: 6.9 million* American Horse Council 2005 Study: Economic Impact of the

** Texas is second, next to California, in making the most of its *** Texas leads the nation in horse population


11/112

City of Dallas



Economic Impact Phasing Implications fo

Texas Horse Park The Texas Horse Park, as currently conce

built in phases

As a result, the economic impact will growexpands and its competitors will change aa regional to a national facility

The economic impacts and comparable fathe first phase and full build-out are provi

following pages


12/112

City of Dallas



Texas Horse Park Mast

List of Services Provided:

- Horse Shows and Events

- Equestrian-related Youth Programs

- Community Activities and Services, including:

-Trail Riding

-Therapeutic Riding

-Classes

-Boarding


13/112

City of Dallas



Texas Horse Park Phas


14/112

City of Dallas



Economic Impact 10 Year Economic Impact of Full Build-out of the T

Facility staff:

Jobs created by contract concessionaires and

vendors at the facility:

Indirect or spin-off jobs to be created in the co

Revenues from programs and events:

Revenues from concessions and vendors: Estimated spending in Dallas

Area visitors:

Out-of town visitors:

Estimated spending on lodging:

Total 10 Year Economic Impact

* These projections are provided by Texas Horse Park, Increport by Impact DataSource, Austin, Texas, dated Jan.


15/112

City of Dallas



Economic Impact

10 Year Economic Impact of a $12M developmenTexas Horse Park*

Facility staff: Jobs created by contract concessionaires and

vendors at the facility: Indirect or spin-off jobs to be created in the com Revenues from programs and events:

Revenues from concessions and vendors: Revenues for local: Stores and other local businesses: Hotel and motels:

Total 10 Year Economic Impact

* These projections are provided by Texas Horse Park, Inc. from inImpact DataSource, Austin, Texas, dated Feb. 2012


16/112

City of Dallas



THP TARGETED MARKET & COMPAFOR FULL BUILD-OUT


17/112

City of Dallas



Equestrian Center Owner/ OComparables for Full Bu

Name / State Public Public ContrOwner Operator Opera

Kentucky Horse Park, KY X X

New Jersey Equestrian Center, NJ

Dream Park, NJ X X

Prince Georges Equestrian Center, MD X XWestWorld, AZ X X

Los Angeles Equestrian Center, CA

The Meadow Event Park, VA

Jacksonville Equestrian Center, FL X X


18/112

City of Dallas



Equestrian FacilitieOperating Informati

Kentucky Horse Park, KY(Public Owner/Public Operator) They have economic impact studies prepared ann

the facility generates $180M impact to the economand $18M in tax income.

In 2011 they had a $200M impact to the economy

* Profit/loss information is based on telephone conversations with the opelisted facilities.


19/112

City of Dallas



Equestrian FacilitieOperating Information -

Kentucky Horse Park continued They generally have $13M in operating costs with

The subsidy from the state of Kentucky should beconstruction is completed and their annual eventsfrom 70 to 90

They experienced an expense of $3.5M over a thrto construction of facilities causing the cancellatioof shows and additional utilityexpenses.They made a decision toexpand their facilities toincrease the number ofevents and, thereby,

decrease the subsidy fromthe State of Kentucky Employ 77 full time and 43

seasonal staff


20/112

City of Dallas




New Jersey Equestrian Center, NJ(Private Owner/Private Operator) The facility is operating in the black

Facilities:

66,000 s.f. indoor arena 20 x 60 meter dressage ring

2 outdoor arenas

100 stalls

Grass Prix field

Outdoor track

Miles of trails

40 acres


21/112

City of Dallas




Dream Park, NJ(Public Owner/Public Operator) The facility is operating in the black

Facilities:

238 temporary stalls

45,000 s.f. climate controlled indoor arena wit

68,400 outdoor arena

45,000 s.f. Grand Prix/carriage arena

45,000 s.f. lighted show ring

Over 75 RV camp sites

8,024 s.f. annex/meeting room 17,280 s.f. covered arena w/

schooling ring 22,500 s.f. attached
http://www.dreamparknj.com/photo-gallery/displayimage.php?album=3&pid=14#top_display_media


22/112


23/112

City of Dallas




WestWorld, AZ(Public Owner/Public Operator) They currently operate with an 8.2% subsidy from

expect to operate in the black once they enclose tarena which will add three additional months to th

The Chamber of Commerce for Scottsdale spoke aLeague of Agricultural and Equestrian Centers natand provided a report of the positive economic vato the city of Scottsdale


24/112

City of Dallas




Los Angeles Equestrian Center, CA(Private Owner/Private Operator) They have always operated in the black since the

purchased the facility 10+ years ago

Their annual gross income was $6.5M in 2011

They have not made any substantial capital invest


25/112

City of Dallas




The Meadow Event Park, VA(Private Owner/Private Operator) They have never received a subsidy from the City

The private operator also operates Jacksonville HoIdaho Center Horse Park

They have a friends group that brings in private m


26/112

City of Dallas




Jacksonville Equestrian Center, FL(Public Owner/Private Operator) Private Operator has been at facility for 2 years

Equestrian Center is part of larger park, which incfields and other park improvements

The Equestrian Center opened in 2004 and was d

In years 3 and 4, they had approximately $700,00revenues, accordingto the operator, whichresulted in a positive

cash flow
http://www.jaxevents.com/wp-content/uploads/2011/10/JEC-11-Chris-Adams.gifhttp://www.jaxevents.com/wp-content/uploads/2011/10/JEC-3-Unknown.jpg


27/112


28/112

City of Dallas



Equestrian Centers TRegional Competition for

Name / State Public Public Non-POwner Operator Ope

Great Southwest EquestrianCenter, Katy, TX

Los Colinas Equestrian CenterIrving, TX

Texas Rose Horse Park,Tyler, TX Will Rogers Equestrian

Center, Ft. Worth, TX X X1st Community Credit Union

Spur Arena, San Angelo, TX X Extraco Events Center,

Waco, TX X


29/112

City of Dallas



Equestrian CentersTexas

Great Southwest Equestrian, Katy, TX(Private Owner/Private Operator) Annual local economic impact for Katy area is $13M

Facilities:

4 covered arenas

5 outdoor arenas

Stalls for up to 1,000 horses

Seating for over 4,000 in main show complex

5,000 s.f. arena club

100 RV slots Concession stands, office space and vendor

space


30/112

City of Dallas




Los Colinas Equestrian Center, Irving, T(Private Owner/Private Operator) Facilities:

Sixty-two acres Large covered arena

Attached covered schooling arena Concession stand Climate controlled viewing Four outdoor arenas Permanent stabling for 157 horses

Host to all levels of hunter/jumper

horse shows, horse trials, gaited horses andindividual breed shows

No horse rental/trail riding orschool horses available


31/112

City of Dallas




Texas Rose Horse Park, Tyler, TX(Private Owner/Private Operator) Facilities

39,375 s.f. covered arena with 2,200 seats

5 outdoor arenas

350 stalls

Indoor/outdoor vendor areas

Concessions


32/112

City of Dallas




Will Rogers Equestrian Center, Ft. Wort(Public Owner/Public Operator) From the City of Fort Worth website: With an an

of over $210 million from equestrian events and tShow and Rodeo, the City of Fort Worth recognizemaintain and improve the Will Rogers Equestrian compete on a national and international level.

Facilities

31,250 s.f. climate controlled arena/5,652 sea

29,120 s.f. climate controlled arena/1,934 sea

20,000 s.f. climate controlled arena/998 seats

Indoor exercise and show arenas (5)

843 permanent and 896 portable stalls

Additional facilities to open in early 2012


33/112

City of Dallas




1st Community Credit Union Spur Arena(Public Owner/Non-Profit Operator)

A non-profit leases the facility for $1/year

The facility breaks even, plus returns equity to the m

improvements of the building and grounds There is no subsidy from the city

The facility creates a large economic impact to the a

A foundation supports memorials and honorariums,

and fairground/facilities improvements


34/112

City of Dallas




1st Community Credit Union Spur Arena- continued

Facilities 83,160 climate-controlled square feet 30' x 70' upstairs private club with elevator

Ticket office, office space, exhibit space in lobb 155' x 330' (arena without chutes) 135' x 270' (arena with chutes) Attached covered holding area (2) - 120' x 106' attached covered warm up are 90+ RV spaces

Concession area 262 permanent 10' x 10' stalls 140 portable 10' x 10' stalls


35/112

City of Dallas




Extraco Events Center, Waco, TX(Public Owner/Non-profit Operator) Owned by the McLennan County

Naming rights were sold in 2010

Master plan approved in 2010 by County

Commissioners to expand facility $40M annual economic impact to the

area Complex hosts more than 225 events,

attracting over 420,000 annually

Master Plan
http://en.wikipedia.org/wiki/File:Heart_O%27_Texas_Coliseum_2.jpg


36/112

City of Dallas



Recommend Soliciting Prfor Private Operato

Private Operators services would include

Provide staff to manage the facility

Market the facility

Program events and community outrea

Operate a trail ride concession

Provide opportunities for boarding

Provide day-to-day

maintenance

Contract with concessionaires

for food service, etc.


37/112

City of Dallas



General Points of the OperManagement RFP

Term of agreement will be 20 years with options to renew

The Operator will be required to dedicatethe preservation and expansion of Texas

tradition by providing a venue for educatiand community involvement in horse-relaagricultural activities

City of Dallas (City) will retain

ownership of the premises and allimprovements

Operator will manage the facility


38/112

City of Dallas



General Points cont

Operator shall have the right to offer alte

methods for the design and construction Operator shall have the right to provide r

on the project team or take a lead role inconstruction if an alternative delivery me

Options will be allowed for entities to prooperation of individual elements, such as

Trail ride operation

School of Horsemanship

Boarding

Therapeutic riding

Other community service organizations


39/112

City of Dallas



General Points cont

Operator can make future capital improveto City approval

City will approve all rates, fees and charg

City will approve operating hours

City will have the right to reserve the facidates per year, at no charge


40/112

City of Dallas



Operator Selection P

Proposing firms will be evaluated and sethe following criteria:

Experience of Proposer operating sim

Amount of added contribution to the

Amount of operating reserves

Financial stability

Preliminary operation plan

Proposed revenue sharing

Outreach and education plan Proposed community services
http://www.texashorsepark.com/wp-content/uploads/2010/06/Team-Texas-Flag.jpg


41/112

City of Dallas



Operator Selection PrContinued

Issue of a City Subsidy

Currently, the RFP specifies that the City to $12M in capital construction and it statwill not pay an operating subsidy

The evaluation criteria favors the propose Bring the most capital to augment the Citys fu

Proposes to return the most revenue sharing w


42/112

City of Dallas



Role of Texas Horse Par

If a private operator is selected, the existwith Texas Horse Park, Inc. (THPI) will beand a new agreement will be initiated forfoundation to support the operation and dTexas Horse Park

THPI has raised $1M, of which $900K cansupport the operations of the facility, inclCommunity Outreach programs, and $100for capital investment

THPI has offered to support the facility,including continuing their fundraisingefforts
http://www.texashorsepark.com/wp-content/uploads/2010/05/29522_382856918881_264995458881_3921426_7523941_n.jpg


43/112

City of Dallas



Advertise Operation and Management RFP

Receive / Evaluate Operators Proposals

Award Best Value Proposer

Design and Construction

Proposed Schedu

* Schedule is dependent on the type ofdesign and constructionscenario proposed by the Operator


44/112

City of Dallas



Benefits of Texas Hors

Positive economic impact on Southern DaCity of Dallas

Creates job and business opportunities

Fills gap in the countrys event facility netw

Provides venue for residents and tourists tequestrian activities

Benefits the City of Dallas and itscitizens economically, educationally,culturally, recreationally, and ecologically

Fosters conservation and appreciationof Texas historic equestrian tradition


45/112

City of Dallas



Next Step

Initiation of a Request for Proposals (RFP)select an Operator/Manager


46/112

City of Dallas



Presented to:

Economic Development Committee

February 21, 2012

Texas Horse Par

Project Update

City of Dallas


Trinity Watershed Management Department, Trinity River Corr


47/112


48/112

DRAFT

REQUEST FOR PROPOSALS

FOR THE

OPERATION and MANAGEMENTOF THE

Dallas Equestrian Complex

(Texas Horse Park)RFP #1233


City of Dallas

Dallas, Texas

February 29, 2012


49/112


50/112

Definition of Terms and Abbreviations

The following terms shall have the following meanings when used in these Specifications.

1. Buyer: Member of Business Development and Procurement Services Department of the Cityresponsible for oversight of the Request for Proposal process. All correspondence andcommunication from potential Proposers shall be directed to the Buyer

2. City: The City of Dallas, Texas, a municipal corporation of Dallas County, Texas, acting by andthrough (a) its governing body, or (b) its City Manager each of whom is required by law to performspecific duties. Responsibility for final enforcement of contracts involving the City of Dallas is byauthority vested in the City Manager.

3. City Attorney: The City Attorney of the City or duly authorized assistants or agents.

4. City Controller: The City Controller of the City or duly authorized assistants or agents.

5. City Council: The governing body of the City.

6. City Manager: The City Manager of the City or duly authorized assistants or agents.

7. City Secretary: The City Secretary of the City or duly authorized assistants or agents.

8. Contract: The written agreement covering the performance of the Operational Managementspecifications. The Contract includes all specifications, the proposal and any supplemental changesor agreements pertaining to the Operational Management Specifications. The Contract shall beadministered through the City of Dallas, Park and Recreation Department.

9. Director: The Director of the Park and Recreation Department or duly authorized assistants ordesignee(s).

10. THP: Texas Horse Park

The City of Dallas, Trinity River Project approved by the citizens of Dallas in 1998 included five(5) defined programs. One of those programs called, The Great Trinity Forest, included thedevelopment of an Interpretive Center which has been completed and under operation by theNational Audubon Society (Now called; Trinity River Audubon Center) and an Equestrian Centercurrently referred to as the Texas Horse Park. A feasibility plan was developed defining a

location, scale and goals of the Horse Park. Those goals are defined as follows: To promote the development of a multi-disciplinary

equestrian facility, the Texas Horse Park, asa component of the Trinity River Corridor Project.

To manage and operate the Texas Horse Parkin order to benefit the city and citizens ofDallas economically, educationally, culturally,historically, recreationally and ecologically.

To foster conservation and appreciation of Texashistoric equestrian tradition.

Operate and maintain a world class equestrian centerthat encompasses unique educational, cultural,therapeutic, and recreational opportunities.

Host local, national, and international equestrianevents of the highest caliber. Host inner city and educational outreach programs for

youth and the broader community. Establish an ongoing positive economic impact on the

local economy by creating jobs and businessopportunities.

Help preserve the Trinity ecosystem with anenvironmentally conscious facility.

Develop an animal-friendly facility and surrounding environment.

Operation and Management of the Texas Horse Park Page 2


51/112

The City of Dallas Park and Recreation Department is soliciting proposals for the purpose ofestablishing an operation & management contract with a firm to provide services for theoperation, management, marketing and maintenance of the proposed Horse Park for a period of20 years. Proposals shall include the Operation / Management Companys proposed contributionto the capitol development costs. The maximum City contribution is $12 million dollars funded bythe 2006 bond program.

11. Facility: Texas Horse Park

12. Operation and Management Specifications (Specifications): The directions, provisions, andrequirements contained herein pertaining to overall management of the Facility.

13. Operator: The person, persons, partnership, company, firm, association, corporation, and its sub-contractors acting directly or through an authorized representative submitting a proposal and enteringinto a Contract for the services specified in the Operational Management Specifications.

14. Proposal: The written statement or statements duly submitted to the City of Dallas BusinessDevelopment & Procurement Services Department by the person, persons, partnership, company,firm, association, or corporation proposing to perform as specified in the Operational ManagementSpecifications.

15. Proposer: Any person, persons, partnership, company, firm, association, corporation and their sub-contractors acting directly or through a duly authorized representative submitting a Proposal responseto the Operational Management Specifications.

16. Sub-contractor: Any firm with which the Operator has a direct or indirect relationship in order to meetany or all of the Specifications or fulfill the terms of the Contract.

17. Sureties: The corporate bodies which are bound by such bonds as are required of the Operator. TheSureties engaged to be responsible for the entire and satisfactory fulfillment of the Contract and forany or all requirements as set out in the Specifications or Contract.



52/112

Section 1 - General Information

1.1 Goals for the Operation and Management of the Texas Horse Park(THP)

The City of Dallas seeks a qualified Company that will work with the City to manage and operateTHP as a premier equestrian venue that serves Dallas citizens; Texas, Southwest and NationalEquestrian communities; and will market the facility for regional, national and internationaltournaments not exclusively for equestrian events, but for other events as well, including dogshows, western events, 4H & FAA programs, and partnering with other educational institutionand therapeutic riding organizations. A sampling of equestrian events and programs that thecomplex could support are included in the list below. At a minimum, those marked with asterisksare to be included in the Phase 1 development.

A. Horse Events and Shows*

English Equestrian Competitions Western Equestrian Competitions Breed shows

Driver Events Equine Club Shows Horse Expos Horse Shows & Sales Western Demonstrations & Events Collegiate Events & Competitions Dog Shows and Trials

B. Equestrian-related Youth Programs Youth-at-risk After school programs 4H & FFA Events* Scouting

C. Community Activities and Services Group Riding Classes* Training & Behavioral Clinics Inner City Riding Programs* Trail Riding* Boarding* Therapeutic Riding

1. 2 Project Scope and Overview of the Texas Horse Park

It is the intention of the City of Dallas Park and Recreation Department to develop a state-of-the-

art financially sustainable Equestrian complex on a 300+-acre site located near the intersection ofLoop 12 and Pemberton Hill Road in the Southern Dallas community.

Master PlanA master plan for the Texas Horse Park (THP) was completed in December 2007 with revisionsin December 2010 and adopted by the Dallas Park and Recreation Board. The Master Planconsists of the following components:

Visitor Center 6 Event Arenas:

- Showcase Arena: 150 x 300 non-conditioned covered with 60 x 120 covered warm-up



53/112

area- Large Performance Arena: 230 x 262 uncovered with 100 x 150 uncovered warm-up

area- Main Showcase Arena: 327 x 262 non-conditioned covered with 65 x 250 covered

warm-up area- Two Small Performance Arenas: 100 x 250 non-conditioned covered with one 100 x

150 covered warm-up and one uncovered warm-up area

- Grand Prix Arena: 200 x 400 uncovered with four 20m x 60m dressage ringsEach arena has general seating with the Main Showcase the largest with 4000grandstand seats

18 Barns: with 28 12 x12 stalls each Pad Sites for up to 2,000 temporary stalls A 24-Room Lodge with multi-purpose rooms School of Horsemanship complex to include:

- Two un-conditioned covered arenas 70 x 200- One uncovered arena 100 x 150- One hay, feed and bedding barn

Community Partnership Administration facility Maintenance facility with caretakers residence Cross Country Course that includes:

- 3.5 mile cross country course- Combined driving course- mile steeplechase course

Trail head for general trail riding programThe Master Plan has also included land use areas for:

Therapeutic Riding Complex Collegiate Equestrian Complex Horse Rescue Facility Bunk house(s) for overnight field trips, Boy Scouts, Girl Scouts, corporate retreats, etc. Paddocks and Pastures Recreational vehicle area

The City of Dallas goal is for this complex to be as sustainable as possible in the use of natural

resources. The City Council has adopted a policy that any enclosed facility over 10,000 squarefeet should be a minimum of LEED Silver-rated. The Master Plan has explored various productsand systems that would make the Texas Horse Park substantially self-supporting. While thesesystems and technologies are constantly changing, following are the preliminary concept systemsconsidered for the project:

Phase 1: Native vegetation On-site storm water collection On-site well water Rainwater harvesting system Solar/Photovoltaic energyPhase 2 / Future Phases: Constructed wetlands

Geothermal energy Wind energy Biomass Gasification plant to power the complex and sell power to the grid

Phase 1 PlanTo date, the City has allocated approximately $12 million in funding for development of THP.Phase1. Final design and construction of this complex is currently on hold. The current schedulegoal for Phase 1 is that it be ready for events approximately 2 years after the execution of theagreement with the Operator/Manager. Future phases and park components are projected to bemarket driven. Please see Attachment A for Master Plan of the complex. Components to be built



54/112

in Phase 1 are highlighted in Attachment B. Proposers should submit recommendations to fundadditional components of the Master Plan.

A description of components currently included in the Phase 1 Plan are as follows: Visitor center Horse barns (378 stalls) Covered, un-conditioned showcase arena (150x300; 2000 seats)

Covered, un-conditioned warm-up arena (80x120) Covered, un-conditioned arena (150x250 arena floor) Uncovered exercise arena (100x200 arena floor) Trailhead staging facility Maintenance and equipment storage

Section 2 - Specifications for Operation and Management ofTexas Horse Park (THP)

2.1 General Scope

The City shall award a Contract for the operation and management of THP for a period of 20years with two 5-year renewal options.

The City will consider proposals that provide for the continued management and operation of THPprimarily as an equestrian facility in furtherance of the goals of the City as outlined in the previoussection. The City will also consider individual proposals for services as outlined in Section 3.2(c)of this RFP. During the design phase, the selected company will be included in the design teamto participate in deciding facility components and planning issues that will enhance operationsand to be incorporated into the final construction documents for the first phase. Onceconstruction is completed and the Texas Horse Park is open, the responsibilities of theOperator/Manager will include daily management to include staffing, scheduling, groundsmaintenance, necessary support for events, cleaning, access control and loss prevention, foodservice, and the maintenance of all building and grounds components to include, but not belimited to, structure, fixtures, utilities, irrigation systems, and equipment.

It is the intention of the City to contribute approximately $12M to the development costs; however,the City will not provide contributions towards the operational, management or maintenance costsfor the facility. It is the goal of the City that the facility be self-sufficient and operate with a netprofit.

2.2 Facility ActivitiesA. Service Standard: As a City event venue constantly in the public eye, every aspect of

operation for the Facility shall produce and maintain exemplary service standards. Eachemployee and contracted employee is expected to contribute to an efficient, responsive,positive and safe environment for public enjoyment.

B. Marketing: Progressive marketing strategies, including the marketing and selling ofsponsorships and naming rights shall be developed to promote the use of the Facility as apremier venue for local, regional, national and international equestrian events, as well asother sports. Additionally, the City is interested in the Operators experience and capabilitiesin marketing shows and visitor events in cooperation with the Dallas Convention and VisitorBureau & Greater Regional Chamber of Commerce.

2.3 Facility Management and OperationsA. Purpose: The Operator shall operate, manage and maintain THP as a premier venue for



55/112

B. Resources: The Operator shall provide necessary labor, equipment and resources tosuccessfully execute all aspects of the events that take place at the Facility.

C. Ticketing Service: The Operator shall provide ticketing services for events that take place atthe Facility.

D. Staffing: The Operator shall provide parking lot attendants, ticket takers, security guards,sworn peace officers, porters, food concession staff, officiating staff, field maintenance staff,building maintenance staff, and other personnel necessary for the operation andmaintenance of the Facility.

E. Cleanliness: The Operator shall provide all housekeeping, janitorial, and trash/refusedisposal services necessary for the operation of the Facility.

F. Maintenance and Repair: The Operator shall maintain the Facility in good repair, includingall event arenas, warm-up pens, barns, visitor facilities and associated equipment and

systems, building equipment and systems, electrical, mechanical, plumbing, heating/airconditioning systems, gates and doors, light fixtures and bulbs, security equipment, etc. TheOperator shall perform routine repair and maintenance of facility structures, signage, interiorand exterior lighting, irrigation systems, pest management, exterior grounds and all publicand common areas of the Facility to keep them in a neat, safe, clean, operational, sanitaryand attractive condition. The Operator will be required to provide a maintenance facility forthe storage of maintenance equipment, vehicles and supplies.

G. Utilities: The Operator shall pay the cost of all utility services and initial connection charges,including but not limited to water, gas and electricity used in connection with or chargeableagainst the Facility for the duration of the term of the contract. The Operator shall beresponsible for the installation, maintenance and expense of a security system and its owntelephone services serving the Facility.

H. Policies: The Operator shall develop proposed operating policies, procedures and rentalrates for the facility to be approved by the City. The Operator shall submit any changes tooperating policies, procedures and rental rates for prior approval of the Director; suchapproval will not be unreasonably withheld. The City reserves the right to approve all rates.

I. Operating Account: The Operator shall deposit all funds generated from the operation of thefacilities in a special bank account with a federally insured commercial bank or savings & loaninstitution that is located within the City limits of Dallas, Dallas County, Texas. This bankaccount and the balance of funds shall be used solely for purposes of making payments forcosts required to perform this Contract.

J. Annual Operating Budget: The Operator shall submit annual operating budgets for theupcoming fiscal year to the Director for review, at a date to be determined each year by the

Director. Such budgets shall include detailed information regarding estimated income to bereceived from all sources and a clearly detailed budget of expenditures. The Operator shallpay for operational costs of the facilities through revenues generated by events and sales.The Operator shall have the obligation to pay all charges for water, electricity, gas and sewerservice used in the Facility and all charges for telecommunication services. The City shall inno event be liable to pay for any interruption for failure of such utilities and service.

K. Business Inclusion and Development (BID) Plan: The Operator shall abide by the City'sBusiness Inclusion and Development Plan (BID), formerly known as the Good Faith EffortPlan, for the utilization of certified minority and women-owned business enterprises.



56/112

L. Use: The Facility shall be used by the Operator solely for the conduct of the describedSpecifications unless otherwise approved by the Director.

2.4 InsuranceOperator will be required to purchase and maintain, during the term of the contract, insurance asdescribed in Attachment 1 and agree to the indemnification statement therein.

2.5 Observance of Laws, Rules and RegulationsThe Operator shall at all times comply with all applicable laws, rules, regulations and orders of theFederal Government, State of Texas, Dallas County and the City of Dallas. The Operator shallalso abide by all rules, regulations and directives prescribed for THP by the City.

2.6 Permits, Licenses and TaxesThe Operator shall comply with all requirements of federal, state, county and local laws andregulations pertinent to or affecting any phase of the security and fire protection services. TheOperator shall at its own expense procure and keep in force during the entire period of theContract all permits and licenses required by such laws and regulations. All permits should beavailable for inspection by the Director at all times.

2.7 Fire Protection and PreventionA. Fire Code: The Operator shall comply with all fire protection measures prescribed in the City

Fire Code, a copy of which is on file in the office of Fire Prevention Education and Inspection2014 Main Room 401, Ph. 670-4319. All solvents and compounds shall be products whichare free of spontaneous heating tendency. Listing of these products as free of this tendencyby qualified nationally recognized testing organizations shall be considered as meeting theserequirements. All products stored on City property shall be labeled with Hazardous WarningData labels as required by the Federal and State of Texas Hazardous Waste Regulations. Allelectrical appliances, cords and extension cords shall bear the UL approved tags.

B. Combustible Materials: The Operator shall not store combustible supplies, including but notlimited to rags and paper, near possible sources of ignition, such as, but not limited to steam

pipes and high wattage lamps. The Operator shall consider contaminated buckets, mops,cloths, and brushes as potentially subject to spontaneous heating and shall not store suchitems in buildings. The Operator shall store used wiping cloths in covered metal containers.

2.8 Protection and DamageA. Operator Responsibility: The Operator shall, without additional expense to the City, be

responsible for all damage to persons or property that occurs as a result of the Operator's orany or all Sub-contractor's fault or negligence in connection with the execution of the work,and shall be responsible for the proper care and protection of work performed. Breakage orloss of equipment or property other than that owned by the Operator that may occur in orabout the Facility as a result of the Operator's actions or of the actions of the Operator's Sub-contractors, shall be repaired or replaced at the Operator's expense.

B. Safety: The Operator shall take all precautions necessary for the protection against injury ofall persons engaged at the site in the performance of the work. The Operator shall observe allpertinent safety practices and comply with applicable safety regulations.

C. Keys: It shall be the Operator's responsibility to provide the Director on an annual basis orwithin 2 business days of the Director making such request a list of the names of personswho have been issued keys to the Facility, or parts of the Facility. In the event a key is lost ormisplaced it shall be the responsibility of the Operator to replace the locks the lost key(s)opened at the Operator's expense.



57/112

2.8 Other ContractsA. Other: The City may undertake or award other construction contracts for additional work at

the Facility. The Operator shall fully cooperate with such other contractors and Cityemployees. The Operator shall not commit or permit any act which shall interfere with theperformance of work by any other contractor, or by City employees.

2.10 Alterations and ImprovementsA. Right to Improve: During the term of the Contract and with the approval of the City, theOperator may without cost to the City have the right to remodel, renovate and refurbish thepremises, or to construct new facilities, including either a temporary or permanentmaintenance facility. To the extent reasonably necessary or desirable for the Operator to useand manage the Facility, the Operator may erect or install within the Facility alterations,additions, or equipment that do not alter the aesthetic or structural integrity or basicconfiguration of the Facility. In doing so, the Operator shall comply with all applicablegovernmental laws, statues, ordinances, codes, and regulations regarding structures.

B. Prior Approval: The Operator shall provide and submit plans and specifications for any andall alterations, additions, remodeling, renovation, or refurbishment to the Director for reviewand written approval before commencement of any alternations, additions, remodeling,

renovation or refurbishment. Prior to commencing any alterations, additions, remodeling,renovation or refurbishments of or to the Facility, the Operator shall provide the City withproof of insurance satisfactory to the City. Operator shall also provide the City with proof ofinsurance satisfactory to the City for all Sub-contractors of the Operator. The Operator shallalso provide the City with proof satisfactory to the City that the Operator has funds availablesufficient to complete any such work, including reasonable contingency reserves. Allimprovements to the facility made by the Operator will be at the Operators expense, in agood and workmanlike manner, in compliance with applicable building codes, and free andclear of any liens and encumbrances. All improvements to the facility or any part thereof willbecome part of the facility and shall remain upon and surrendered with the premises as a partthereof at the end of the contract term without disturbance, molestation or injury.

C. Business Inclusion and Development Plan: The Operator and its engineers, constructionmanager, contractors and subcontractors will make the required good faith effort to hire andcontract with certified minority and women-owned business enterprises, in compliance withthe Citys Business Inclusion and Development (BID) Plan.

D. Failure of Systems: In the event of structural or mechanical failure of an essential facilitycomponent or system, or the need to modify or replace an essential Facility component as aresult of a requirement imposed by any government, the Operator shall be solely responsiblefor the costs of completing the necessary repairs and/or modifications.

E. City Rights to Improve: The City reserves the right to repair, replace or modify anycomponent or system of the Facility at its sole discretion, subject to appropriation andrequired City approvals.

2.11 PropertyA. Ownership: All property furnished by the City under the Contract shall remain the property ofthe City. Maintenance, repair, alteration, addition and replacement of all structures,equipment and furnishings supplied by the City or Operator during the Contract shall be atthe expense of the Operator. Upon termination of the Contract, the Operator shall render anaccounting of all such property which has come into its possession under the Contract. Anyproperty contained within the facility that is lost or damaged, resulting from improper use ornegligence by Operator personnel, shall be replaced at the sole expense of the Operator. Allalterations, additions and replacements of structures, equipment and furnishings shall beapproved by the Director.



58/112

B. Loss or Damage: The City shall not be responsible for any goods, merchandise orequipment stored at the facility, nor shall it be responsible for loss or damage resulting from apower failure, flood, fire, explosion, theft, accident and/or any other cause.

C. Use: The Facility and all City property shall be used only official performance of this Contract.

2.12 Access to the FacilityA. City Access: The City and its authorized officers, employees, agents, contractors,

subcontractors and other representatives shall have the right (at such times as may bereasonable under the circumstances and with as little interruption of the Operator'soperations as is reasonably practicable) to enter upon and in the premises for the followingpurposes:

(1) Inspection: To inspect such premises to determine whether the Operator has compliedand is complying with the terms and conditions of the Contract.

(2) Access: To gain access to the mechanical, electrical, utility and structural systems of theFacility for the purpose of maintaining, repairing or modifying such systems.

(3) Loss Control: The Operator will allow City Property insurer's loss control engineers

access to premises for inspections and will comply with their recommendations.

2.13 LiensThe Operator recognizes and understands that no liens may be secured against public propertyas a matter of law, and agrees to keep the premises and all fixtures and purchased propertylocated thereon free from any and all claims or purported liens arising out of any work performed,materials furnished, or obligations incurred by the Operator, its on-site management, employees,and subcontractors, and shall reimburse the City for any attorney's fees incurred in the defense ofproceedings to enforce or foreclose such liens including actions brought by the City to removeany such unlawful liens.

2.14 Labor Force

A. Staffing Levels: The work required shall be performed at the quality standards level, orhigher than that outlined herein. If in the conduct of the work, it is determined that theOperator has not provided for sufficient personnel, additional work force shall be engaged bythe City, at no cost to the City, to provide the quality of work outlined in the specifications andas required by the City. This level of work force shall be provided at all times, regardless ofvacations, sick leave, or other causes.

B. Staff Quality: The Operator shall employ only such managers, superintendents, supervisors,and workers who are careful, competent and fully qualified to perform the duties of tasksassigned to them and shall secure the summary dismissal of any person or personsemployed by the Operator or its Sub-contractors on or about the work site who shallmisconduct him/herself or be incompetent, disrespectful, intemperate, dishonest, or otherwiseobjectionable or neglectful in the proper performance of his/her duties or who neglects or

refuses to comply with or carry out the directions of the Operator. Operator agrees that allOperator or Sub-contractor employees shall submit to, and pass a police backgroundinvestigation and/or a polygraph examination upon request.

C. Supervision by Operator:

(1) All supervisory and working supervisory personnel shall understand and speakEnglish fluently, able to understand instructions and communicate to those beingsupervised the nature of the job and what is to be accomplished.



59/112

(2) When the work of the Contract is being carried out, the Operator or an authorizedcompetent representative shall be present on the work site at all times, or asotherwise specified by individual locations within these specifications.

(3) The personnel employed by the Operator shall be capable employees, qualified insuch work. At all times, the Operator shall staff the Facility with trained andexperienced personnel.

(4) A fully qualified work force shall be on board at the inception of the Contract and shallbe maintained throughout the term of the contract. All personnel shall receive closeand continuing first line supervision by the Operator.

(5) All Operator and Sub-contractor employees shall be at least 16 years of age.

(6) Each employee shall be a citizen of the United States of America, or an alien who hasbeen lawfully admitted for permanent residence, as evidenced by Alien RegistrationReceipt card or who presents other evidence from the Immigration and NaturalizationService that employment shall not affect his immigration status. Acceptable evidenceshall consist of a birth certificate or appropriate naturalization papers.

2.15 Wage RatesOperator agrees to pay not less than the federal minimum wage rates established by law.

2.16 Complaints and Non-PerformanceThe Operator shall develop a system for resolving and recording complaints, and recording thecorrective action taken. The Operator shall make readily available to Facility users information onthe procedure for reporting complaints. Any reports of complaints, and corrective action, if any,shall be reported to the Project Manager.

2.17 Reports, Audits, and ReviewA. Reports: The Operator shall submit a monthly report to the City in the form provided by the

Director. Such reports shall include an accounting of the services provided, events held at the

facility, attendance, services provided by Operator and Sub-contractors, andrevenue/expense statements for all revenue and expense streams.

B. Independent Audit: An audit for the most recently completed fiscal year shall be submittedannually as soon as the audit is completed but no later than 6 months after the completion ofCitys fiscal year on September 30. The audit of financial statements shall be conducted by acertified professional accountant in accordance with generally accepted accountingprinciples; reviews or compilations are not acceptable substitutions for the audited financialstatements.

C. Audit and Review: City may review any and all of the services performed by Operator underthis Contract. City is granted the right to audit, at Citys election, all of Operators records andbillings relating to the performance of this Contract. Operator agrees to retain such records

for a minimum of three (3) years following completion of this Contract. Any payment,settlement, satisfaction, or release made or provided during the course of performance of thisContract shall be subject to Citys rights as may be disclosed by an audit under this section.



60/112

Section 3 - Proposal Process

3.1 Specification Review and ClarificationA. A Pre-Proposal Conference will be held at the date, time and location stated on the RFP

Signature Page, or as updated by addendum. Attendance is strongly encouraged. Thisconference is a scheduled time for proposers to ask questions pertaining to the proposal.

Proposers are encouraged to attend the pre-proposal conference to provide input andcomments regarding the specifications. All questions must be submitted to the Buyer inwriting no later than seven working days prior to the proposal due date . Please contact theBuyer, Sandy Baxter at [email protected] or 214 670-3446 with anyquestions.

B. Any adjustments to the Specifications shall be posted as an addendum on the AdvantageVendor Self Service Website, www.bids.dallascityhall.org, for prospective Proposers.

C. No other informational meetings shall be held. In fairness to all potential Proposers, only theBuyer may discuss the terms of this solicitation.

3.2 Proposal Submission

A. Sealed proposals are to be submitted by the Proposers responding to the OperationalManagement Specifications no later than 2:00 p.m. on the due date specified on the RFPSignature Page, or as updated by addendum. Proposals shall be delivered by mail or inperson to the Business Development and Procurement Services office at Dallas City Hall,1500 Marilla St, Room 3FN, Dallas, TX 75201.

B. It may be necessary for the City to request supplemental information from individualrespondents after proposals have been submitted and reviewed. Such information will berequested in writing by the Buyer to the specific respondent and will be used by the City inevaluating the proposal. This information will not be shared with other respondents during theevaluation and award process.

C. City of Dallas will also accept separate proposals for specific services considered inclusive

under the goals for the facility as listed in Section 1.1. Proposers for separate services shouldsubmit information in the format listed below in Section 3.3 and the information as requested inSection3.3.1.

These separate services are:

School of Horsemanship (riding school), including boarding

General Boarding

Trail Riding

Community Outreach and Educational Programs

Therapeutic Riding

3.3 Required Documentation

Format for ProposalEach Proposal shall be contained in one (1) three-ring binder with a maximum size of two (2)inches in thickness.

Binder cover shall identify the name of the respondent and the name of the project for which

mailto:[email protected]://www.bids.dallascityhall.org/http://www.bids.dallascityhall.org/mailto:[email protected]


61/112

the Proposal is submitted (Operation and Management of the Texas Horse Park, RFP#1233)

Separate and identify each response to Section 3-A (1-18), Section 3-B, Section 3-C, andBID Plan documents, using divider sheets with an integral tab for ready reference.

Use vertical format on 8 x 11 paper, double-sided if possible Number all the pages consecutively Submit original, marked original and eight (8) identical copies of each Proposal.

Tab A: Evidence of Qualifications: To provide information with regard to these minimumqualifications, the following shall be submitted with the proposal:

(1) Table of Contents

(2) A cover letter that indicates the following information:

a) Proposers entity name and mailing address

b) Proposers current legal status (corporation, partnership, sole proprietor, etc.)

c) Federal ID number or social security number

d) Primary Contact Person and Alternate Contact Persons name, title, phone number,fax number and email address

e) Signature of authorized corporate officer for each entity proposing individually or as apartnership or team

f) List of the Service Goals (refer to Section 1.1of the RFP) that Proposer will provideas part their Operation and Management services. Additional goals can be included.

g) List of proposed sub-operators to provide Service Goals as outlined in Section 1.1.

(3) A one-page Statement of Interest that briefly describes the Proposers unique

qualifications as they pertain to this particular project.

(4) A Narrative Summary of not more than four (4) pages in length that includes the natureand structure of the proposed management and operation agreement and how theproposal addresses each of the goals. This narrative summary shall include detailsregarding the Proposers plan for maintenance, management, operations and marketingof the Facility.

Tab B: Experience

(1) A one-page Statement of Qualifications to include summary of relevant background andexperience in managing, operating and marketing comparable facilities. Certification ofthe ability to begin full operations upon award of Contract.

(2) A proposed organizational chart, job descriptions and the qualifying experience requiredfor each position. Provide experience of the key company management and of the keymanagement that will be over this facility. Additionally, bios and resumes of keypersonnel who would manage the facility should be included, if known at the time ofsubmission. This section of the proposal shall not exceed five (5) pages.

(3) A one (1) to two (2) page description of Proposers office, location, permanent staff size,and any additional material that would support the Proposers ability to perform thedemands of a Contract.



62/112

Tab C: Sub-contractors

(1) Provide an organizational chart showing the Proposer and the sub-contractors and theirrelationships.

(2) For each proposed sub-contractor listed under Tab A(g), provide the following information:

a) Name of the sub-contractor, primary contact person and alternate contact personsname, title, phone number, fax number and email address. Provide web address, ifavailable.

b) Service goal that will be provided by the sub-contractor.

c) Length of time that they have been in business, providing similar services to those thatare being proposed.

d) A list of no less than three (3) clients, with names and phone numbers of contacts, thatcan attest to the sub-contractors capacity to provide the services requested in thisProposal. Ideally, the references shall include clients to whom which the sub-contractor has provided services within the past three (3) years.

Tab D: Facility and Design Proposal

(1) State whether Proposer accepts Master Plan and Phase 1 Plan, as shown in AttachmentsA and B as is, or has recommended changes.

(2) If Proposer recommends changes to the Master Plan or Phase 1 Plan, state what changesare recommended.

(3) If Proposer brings additional funding for development, outline the proposed additions orimprovements recommended to the current Plan.

(4) Provide bio and resume for the person(s) who will provide expertise in the design of

similar facilities and participate in the planning and design process for the Texas HorsePark.

Tab E: Financial Stability

(1) A financial statement, including the Proposers assets and liabilities at the close of themost recent accounting period. Said statement is to be certified by a certified publicaccountant. In addition, the Proposer shall submit financial statements for each of threeyears preceding the most current statement. (Dunn & Bradstreet, if available)

Tab F: Facility Financial, Marketing and Operating Information

(1) A preliminary Operating Pro Forma showing the methodology for maintenance andoperations of the Facility. This section of the proposal shall not exceed three (3) pages.

(2) A preliminary rental and use fee schedule that includes rates for different types of events.This section of the proposal shall not exceed two (2) pages.

(3) A ticket sales plan that addresses both rentals and Proposers own events (if theProposer generates its own events). Any ticket surcharge that is planned to be chargedshall be outlined in the plan. This section of the proposal shall not exceed two (2) pages.

(4) A Facility Utilization and Marketing Plan for maximizing overall usage of the Facility,



63/112

(5) Proposed annual operating budgets for the first year of operation and the second year of

operation of the Texas Horse Park. Each budget shall show a detailed breakdown ofboth anticipated expenses and revenues, to include any proposed management fee to bepaid to the City or a plan for shared revenues, concession fees, etc.

(6) Listing of key tasks to be completed by Proposer upon signing of Contract and prior toassuming on-site management responsibility for the Facility. Include proposed timelineand estimated costs.

(7) Description of plan to address the Citys goals outlined in Section 1.1 and anticipateduses for the Facility for first year of operation and beyond.

(8) A manual of proposed operational procedures or a sample manual of operatingprocedures for a facility currently under the management of the Proposer.

(9) A descriptive list of items of equipment and furnishings, including costs that the Proposerproposes to provide in compliance with these Specifications.

Tab G: Financial Contributions

(1) Provide proposed operating reserve for a minimum of years 1 and 2 of operation and forsubsequent years.

(2) Provide proposed capital investment:

a) To expand the opening phase

b) To construct future phases

Tab H: References

(1) A list of no less than four (4) clients, with names and phone numbers of contacts, that canattest to the Proposers capacity to provide the services requested in this Proposal.Ideally, the references shall include clients to whom which the Proposer has providedoperational management services within the past three (3) years.

(2) Background materials such as letters of support and information pertaining to Proposersqualifications, facility management, operation and marketing experience. This section ofthe proposal shall not exceed five (5) pages.

Tab I: Other Documents:

(1) Conflict of Interest Form

(2) Business Information Form

(3) Environmental Affidavit

(4) BID Affidavit (BDPS-FRM-203) *



64/112

(5) Ethnic Workforce Composition Report (BDPS-FRM-204) *

(6) Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) *

(7) Affidavit Type of Work by Prime and Sub-consultant (BDPS-FRM-206) *

* Forms 203, 204, 205 and 206 will be scored: see Section 4.3

(8) If the Proposer has any concerns regarding its ability or willingness to meet with anyterms and conditions expressed in this RFP or in the attached sample contract, pleaseinclude a statement that addresses the particular terms and any alternative languagepreferred by the Proposer.

The City Council, City Manager, City Attorney, and Director may require such otherinformation as deemed necessary to ascertain the qualifications of the Proposer.

3.3.1 Separate Proposals for Specific Services

Provide information listed below:

Tab A: Evidence of Qualifications: To provide information with regard to these minimumqualifications, the following shall be submitted with the proposal:

(1) Table of Contents

(2) A cover letter that indicates the following information:

a) Proposers entity name and mailing address

b) Proposers current legal status (corporation, partnership, sole proprietor, etc.)

c) Federal ID number or social security number

d) Primary Contact Person and Alternate Contact Persons name, title, phone number,fax number and email address

e) Signature of authorized corporate officer for each entity proposing individually or as apartnership or team

f) Service Goal(s) (refer to Section 1.1 of the RFP) that Proposer will provide as parttheir services.

Tab B: Experience

(1) A one-page Statement of Qualifications to include summary of relevant background andexperience in managing, operating and marketing comparable services.

(2) A proposed organizational chart, job descriptions and the qualifying experience requiredfor each position. Provide experience of the key company management and of the keymanagement that will be over this facility. Additionally, bios and resumes of keypersonnel who would manage the facility should be included, if known at this time. Thissection of the proposal shall not exceed five (5) pages.

(3) A one (1) to two (2) page description of Proposers office, location, permanent staff size,and any additional material that would support the Proposers ability to perform theproposed services.



65/112

(4) A list of no less than three (3) clients, with names and phone numbers of contacts, thatcan attest to the Proposers capacity to provide the services proposed. Ideally, thereferences shall include clients to whom which the Proposer has provided services withinthe past three (3) years.

Tab C: Financial Stability

(1) A financial statement, including the Proposers assets and liabilities at the close of themost recent accounting period. Said statement is to be certified by a certified publicaccountant. In addition, the Proposer shall submit financial statements for each of threeyears preceding the most current statement. (Dunn & Bradstreet, if available)

Tab D: Facility Financial, Marketing and Operating Information

(1) A description of the facilities that will be required for the operation of the Proposersservices and capital investment Proposer will provide for those facilities.

(2) Proposer shall describe how the will cooperate with the Operator/Manager of the TexasHorse Park to provide their services, including what facilities they propose to utilize andthe period of time they propose to utilize said facilities.

(3) A preliminary Operating Pro Forma showing the methodology for maintenance andoperations of the facilities utilized by Proposer. This section of the proposal shall notexceed three (3) pages.

(4) A preliminary rental and use fee schedule that includes rates for different types of eventsand/or services. This section of the proposal shall not exceed two (2) pages

(5) A ticket sales plan, if relevant, that addresses both rentals and Proposers own events (ifthe Proposer generates its own events). Any ticket surcharge that is planned to becharged shall be outlined in the plan. This section of the proposal shall not exceed two(2) pages

(6) Proposed annual operating budgets for the first year of operation and the second year ofoperation at the Texas Horse Park.

(7) Description of plan to address the Citys goals outlined in Section 1.1 and anticipateduses for the Facility for first year of operation and beyond.

(8) A manual of proposed operational procedures or a sample manual of operatingprocedures for a facility currently under the management of the Proposer.

(9) A descriptive list of items of equipment and furnishings, including costs that the Proposerproposes to provide in compliance with these Specifications.

Tab E: Other Documents:

(2) Conflict of Interest Form

(3) Business Information Form

(4) Environmental Affidavit

(5) BID Affidavit (BDPS-FRM-203) *

(6) Ethnic Workforce Composition Report (BDPS-FRM-204) *



66/112

(7) Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) *

(8) Affidavit Type of Work by Prime and Sub-consultant (BDPS-FRM-206) *

* Forms 203, 204, 205 and 206 will be scored: see Section 4.3

(9) If the Proposer has any concerns regarding its ability or willingness to meet with any

terms and conditions expressed in this RFP or in the attached sample contract, pleaseinclude a statement that addresses the particular terms and any alternative languagepreferred by the Proposer.

The City Council, City Manager, City Attorney, and Director may require such otherinformation as deemed necessary to ascertain the qualifications of the Proposer.

3.4 InterviewsIf deemed necessary, the City may, after the initial proposal evaluations, schedule interviewswith any or all Proposers.

3.5 Disqualification of Proposer

Proposer may be disqualified for any of the following reasons:

A. Reason to believe collusion exists among the Proposers

B. The Proposer is involved in litigation against the City

C. The Proposer is in arrears on an existing Contract or has failed to perform on a previousContract with the City

D. Failure to complete RFP forms as requested

E. Failure to meet Specifications

The decision of the City as to the acceptability of the qualifications of the Proposer shall be final.

3.6 Due DateSealed proposals are to be received at the Business Development and Procurement Servicesoffice at Dallas City Hall, 1500 Marilla St., Room 3FN, Dallas, TX 75201 by the time and dateidentified on the RFP Signature Page, or as updated by addendum.

Follow the instructions in the official advertisement and City of Dallas website,www.bids.dallascityhall.org, from which the RFP Packet is downloaded from for instructions toaddress any questions you may have concerning the RFP.

3.7 Public Information

All information, documentation, and other materials submitted in response to this RFP areconsidered non-confidential and/or non-proprietary and are subject to public disclosure under theTexas Public Information Act after the solicitation is completed and contact executed with theselected Proposer.

http://www.bids.dallascityhall.org/http://www.bids.dallascityhall.org/


67/112

Section 4 - Selection Process

4.1 Request for ProposalsThis RFP shall serve to select a new Operator for the Texas Horse Park Complex. The RFPprovides information necessary to prepare and submit a proposal for consideration and rankingby the City of Dallas. Based on the evaluation criteria established for this proposal, each properly

submitted proposal will be reviewed, evaluated and ranked by the City. Based on this ranking, theCity will select one firm to contract as the new operator for the Texas Horse Park Complex.

Acceptance of Evaluation Methodology: By submitting its proposal in response to this RFP,proposer accepts the evaluation process as outlined in this RFP and acknowledges and acceptsthat determination of the most qualified firm offering the best value to the City may requiresubjective judgments by those evaluating the proposals.

4.2 Selection Process Estimated Schedule

Pre-proposal meeting March 15, 2012

Proposals due April 11, 2012

Interviews (if necessary) Week of April 30, 2012

City Council authorization of award of contract June, 2012

Texas Horse Park Complex, Phase 1 - event ready Spring, 2014

4.3 Criteria for Review and EvaluationThe following criteria shall be used to evaluate and determine the ranking for the proposals:

A. Proposers Experience and Qualifications (Max 35 points):

(1) Demonstrated knowledge and ability to successfully maintain, manage and operatefacilities of comparable nature;

(2) Knowledge of the equestrian events industry, including marketing, selling sponsorshipand naming rights, booking, scheduling, ticketing and event planning;

(3) Experience working with the Dallas Convention & Visitors Bureau Office of Tourism tomarket, attract, promote local, regional and national equestrian events & competitions

(4) Organizational structure and qualifications of key individuals.

(5) Financial Stability

B. Proposers plan for the management and operations of THP (Max 35 points):

(1) The proposed plan for the management and operations of the Facility and how it workstoward achieving the Citys goals for the long-term management and operations ofTHP;

(2) Value of the Proposers financial contribution to the project, both short and long-term;

a) Provide proposed financial contribution for an operating reserve



68/112

- Year 1

- Year 2

- Future years

b) Provide proposed financial contribution for an opening phase capital investment

c) Provide proposed financial contribution to a future phase capital investment

(3) Sound fiscal plan for current and future management, operation and maintenance ofthe facility;

(4) Strategy to maximize the use of the Facility and emphasize its attractiveness as apremier venue for high-profile sporting events.

(5) Number of services that Proposer plans to provide of the Citys listed goals, includingCommunity Outreach and Service Plan

(6) Proposer to outline any recommendations not already included in this RFP, including

the planning, design, operation and management

(7) Proposer to provide recommendations for the sustainability of the facilities and site.

C. Proposers plan for revenue-sharing with the City. (Max 15 points).

D. Demonstrated inclusion and commitment to and understanding of the Citys BusinessInclusion and Development (BID) Plan (Max 15 points)

It is the policy of the City of Dallas to involve Minority and Women Business Enterprises(M/WBE) to the greatest extent feasible on the Citys construction, procurement andprofessional services contracts.

The following information shall be submitted with the proposal and shall include:

(1) Affirmative Action Plan or Policy 1 point

(2) Ethnic Workforce Composition Report (BDPS-FRM-204) 1 point

(3) RFP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-FRM-205)documenting the history of M/WBE utilization on previous contracts 4 points

(4) RFP/RFQ Contractors Affidavit Type of Work by Prime and Sub-consultant Form(BDPS-FRM-206) which includes a significant number of diverse M/WBE firms inmeaningful roles on the project 7 points

a) The name, address and telephone number of each M/WBE

b) The description of the work to be performed by each M/WBE; and

c) The approximate dollar amount/percentage of the participation

(5) Business Inclusion and Development Affidavit (BDPS-FRM-203) which demonstratesthe intent to comply with the policy and evidence of M/WBE inclusion to meet the BIDgoal for the project. The BID Affidavit exhibits evidence of acknowledgement of theCity of Dallas BID Plan 2 points



69/112

4.4 Evaluation of ProposalsThe City will evaluate the proposals and submit a recommendation to the Park and RecreationBoard and City Council for approval. The City may, in its sole discretion, expand or reduce thecriteria upon which it bases its final decision regarding the selection of an Operator. The finalselection, if any, will be the proposal which best meets the requirements set by the City.

4.5 Contract AwardUpon selection of a successful Proposer, the City and the Proposer will negotiate a final contract,based on the terms outlined in this RFP. A sample agreement, with the general terms for the finalcontract, is attached as Sample Contract for Services. By submitting a proposal, the Proposeragrees to be bound by these terms and conditions unless otherwise noted in the Submittal. Thefinal contract is subject to Park and Recreation Board and City Council approval.

Section 5 - Contract

5.1 Award of ContractA. The City reserves the right to award in part or in whole, whatever is most advantageous to

the City.

B. The City of Dallas reserves the right to reject any and all proposals and to waive any and allirregularities and formalities where it is in the best interest of the City and the Facility. Thesubmission of a proposal not in keeping with the City's goals and which could adversely affectthe City of Dallas' public image shall not be accepted. The City reserves the right to withholdthe award of the Contract for a reasonable period of time and no award shall be made untilinvestigations are completed as to the capabilities of Proposers.

C. The Contract Documents shall be drafted by the City Attorney's Office and tailored for thisoverall operational agreement. The Operator shall be required to execute the Contract, andprovide all documents required within thirty (30) days after award of the Contract by CityCouncil. The Contract shall be governed by and construed in accordance with the Charterand ordinances of the City, as amended, and all applicable State and Federal Laws. The

obligations of the parties to the Contract shall be performable in the City of Dallas, DallasCounty, Texas, and if legal action is necessary in connection therewith, exclusive venue shalllie in Dallas County, Texas.

D. The City's Contract shall be with the successful Proposer only, and shall not include any thirdparty arrangement.

E. In the event that the successful Proposer does not fulfill the immediate obligations of theContract (acquisition of proper insurance, etc) within thirty (30) days following contractexecution, the award of the Contract may then be made to the next most advantageousresponsive and responsible Proposer, or the City of Dallas may, as its exclusive option,decide to request for new proposals.

5.2 Assignment of ContractA. No Assignment: The Operator shall not assign, transfer, sublet, convey or otherwise

dispose of the Contract or any part therein or its right, title or interest therein or its power toexecute the same to any other persons, firm, partnership, company or corporation without theprior written consent of the Director. Should the Operator assign, transfer, sublet, convey orotherwise dispose of its right, title or interest or any part thereof in violation of this section, theCity, at its discretion, may cancel the Contract and all rights, title and interest of the Operatorshall therein cease and terminate, and the Operator shall be declared in default.

B. Sub-Contracting: The Operator may further sub-contract any portion of the Contract, but



70/112

5.3 Indemnity

A. The Operator shall agree to defend, indemnify and hold the City, its officers; agents, andemployees harmless against any and all claims, lawsuits, judgments, costs, and expenses forpersonal injury (including death), property damage or other harm for which recovery ofdamages is sought that may arise out of or be occasioned by the Operator's intentional ornegligent breach of any of the terms or provisions of this contract, or by any other negligentor strictly liable act or omission of the Operator's, its officers, agents, employees, tenants, orsubcontractors, in the performance of this contract; except that the liability resulting from thesole negligence of the City, its officers, agents, or employees. In the event of joint andconcurrent negligence of the City and the Operator responsibility, if any, shall be apportionedcomparatively in accordance with the law of the State of Texas, without waiving anygovernmental immunity available to the City under Texas law and without waiving anydefense of the parties under Texas law. The provisions of this paragraph are solely for thebenefit of the parties hereto and not intended to create or grant any rights, contractual or

otherwise, to any other person or entity.

B. Anything herein to the contrary notwithstanding, the City shall not be liable or responsible forany failure to furnish the services set forth above occasioned by strike or other workstoppage. Federal, State, or local government action, breakdown, or failure of apparatus,equipment or machinery employed in supplying the said services, any temporary stoppagefor the repair, improvement or enlargement thereof or any act or condition beyond itsreasonable control.

5.4 DefaultA. Events of Default: The following events shall be deemed to be events of default by Operator

under this Contract:

(1) Operator shall become insolvent, or shall make a transfer in fraud of creditors, or shallmake an assignment for the benefit of creditors.

(2) Operator attempts to assign the Contract without the prior written consent of the Director;or

(3) Operator shall fail to perform, keep or observe any term, provision or covenant of theContract to be performed, kept or observed.

B. If an event of default occurs, the Director shall give the Operator written notice of the default.If the default is not corrected to the satisfaction and approval of the Director within thirty (30)days of receipt of such notice by the Operator, the City may immediately replace theOperator. The City shall not pay any expense to the Operator resulting from this action.

C. At the direction of the Director, the Operator shall vacate the facilities and shall have no rightto further operate under the Contract.

D. Within forty-eight (48) hours after such demand by the City, the Operator, under thesupervision of the Director, shall remove all equipment and supplies to which he is properlyentitled, as specified herein.

E. The Operator in accepting the Contract agrees that the City shall not be liable to prosecution



71/112

F. No waiver by the City of any default or breach of any covenant, condition, or stipulationherein contained shall be treated as a waiver of any subsequent default or breach of thesame or any other covenant, condition, or stipulation hereof.

5.5 Termination for ConvenienceThe City may, at its option and without prejudice to any other remedy to which it may be entitledat law or in equity, or elsewhere under this Contract, terminate this Contract, in whole or in part,by giving ninety (30) days written notice thereof to the Operator with the understanding that allwork being performed under the Contract shall cease upon the date specified in such notice. TheCity shall compensate the Operator in accordance with the terms of the Contract for the Workperformed prior to the date specified in such notice and any existing unamortized capitalinvestment.

5.6 NoticesA. Any notices, payments, statements, or demands required or permitted to be given hereunder

by either party to the other may be effected by personal delivery in writing or by mail, postage

prepaid. Mailed notices shall be addre