RFP Addendum P-08-129A

7/31/2019 RFP Addendum P-08-129A

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P R O C U R E M E N T D I V I S I O N

214 N. Hogan Street, Suite 105 Jacksonville, FL 32202 Phone: 904.255.8830 Fax: 904.255.8837

www.coj.net

Addendum Number: Nine (9)

Proposal Number: P-08-12

Title of RFP: Facilities Management Services

Due Date and Time: Wednesday, May 9, 2012, 2:00 p.m.

This addendum is issued for the information of proposers on the above titled project.

This addendum will take precedent over the original RFP should there be any discrepancies noted.

The attached information sets forth unanswered questions received regarding the abovereferenced Request for Proposal (RFP) during the Question and Answer period as

amended. Certain answers are provided in the attached. Please be advised that addendawill be prepared and issued for those remaining questions as additional responsesbecome available.

Professional Services

Procurement DivisionDate: April 24, 2012

ACKNOWLEDGE RECEIPT BY RETURN OF SIGNED COPY WITH PROPOSAL.

_______________________________________Proposers Signature

________________________________________Title

________________________________________

Company Name

_______________________________________Date


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FACILITIES MANAGEMENT SERVICESRFP # P-08-12

ADDENDUM #9

Note: The following sets forth those questions that were not previouslyanswered by the City, and provides certain answers as noted herein;please note that subsequent addenda responding to the questions will notrepeat those questions that have been answered in prior addenda.

Section A:For each Jacksonville facility including any local overhead or administrativedepartments not accounted for by the facilities, we request the followinginformation:

* * *6. Copies of the last three (3) years Capital Improvement Budgets withnotations as to projects which have been funded and which are still pending. Isthere a CIP Reserve Fund? If so, how much is in it?

Answer: Please see attached composite Exhibit A-6, consisting of thefollowing five (5) documents: the Citys Public Buildings document, theSports Complex Capital Maintenance Improvement Plan created byOrdinance 2010-493-E (the first Sports Complex plan is attached to this2010 legislation), the next Sports Complex plan (for EverBank Field,

Jacksonville Veterans Memorial Arena, and Baseball Grounds ofJacksonville), the plan for the Times-Union Center for Performing Arts, andthe plan for the Prime Osborne Convention Center. There is no planavailable for the Ritz Theatre and Museum, nor for the Equestrian Center.

* * *

10. Per page 46 of the RFP, we are asked to propose a recommendedcompensation structure for this work scope, maximizing the Managers ability tocompete and fix-price the various aspects of the work (e.g., groundsmaintenance, security guard services, pest control, etc.) This language seems abit confusing to us and we would appreciate some clarification from the City.Specifically, can we assume that you want us to affirmatively state that ourproposed compensation structure (i.e., fixed and incentive fees) will cover the fullscope of services including management of work such as grounds maintenance,security guard services, pest control, and the like, as typical operating budgetfunctions either through in-house Global Spectrum staff or via third party servicecontracts?

Answer: Proposers are directed to include within their respective pricingstructures the full scope of services (unless a particular good or service is


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expressly excluded in the RFP and addenda). The selected managementcompany will utilize the Citys procurement process for these goods andservices (whether the process is set forth in Chapter 126, Ordinance Codeand procedures, or as adopted in a third party contract such as the Jaguarslease documents). Once the facility manager completes the approved

procurement process, then the facility manager enters into the contract.11. Copy of approved Sales and Marketing Plan for each venue

Answer: None.

* * *

15. We assume the question describe and document the extent of repeatbusiness the Manager has achieved on page 44 of the RFP, means you arelooking for Global Spectrums contract renewal extension rate. Please confirm.

Answer: Please note that the assumption stated in the question is not whatis being sought. To clarify, please include in your response all accounts

the proposer has renewed, as well as all accounts the proposer has notretained (specify whether by termination for cause, termination forconvenience, or nonrenewal), since January 1, 2006. For each reference,

please provide specific information, such as a facility name (and type of

venue, such as a football stadium (including college and NFL), arena,

performing arts center, convention center, etc.), facility contactinformation, and nature of services provided.

_______________________________________________________________

Section B:

* * *2) Please provide actual expenses by charge code and facility operationsbudget by venue for the past three (3) years.

Answer: Please see Addendum 5 and exhibits responding to questions 3,4, and 5 with respect to the financial information for the facilities.

3) Please provide copies of all subcontracts including pricing structure.

Answer: Please see Addendum 8, answers A-8 and A-12, for copies ofcontracts and the list of vendors provided to the City by the present facilitymanager. The City has no further information regarding pricingstructure.

4) Please provide financial arrangements with current vendors and vendorpayment method.

Answer: Please see Addendum 8, answer A-8 for contracts available to theCity. Specific details regarding vendor payment method (whether check


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or ACH, etc.) reside with the present facility manager, not the City, andtherefore further information will not be forthcoming.

5) In regards to Section 2.3 G. Price offerings shall be inclusive of ALL costsand will be the only compensation given to Manager for the required services.

and Expenditures in excess of Budget. In the event that Manager anticipatedexpenditures in excess of the applicable approved budget, the following stepsmust occur. A) Manager shall contact City and advise it in writing of the projectedexcess. - will the City of Jacksonville provide a price sheet by line item for allitems that must be included in the price offering; for example, licensesagreements, naming rights, sponsorships, etc. and will we be required to presenta price for each separate venue?

6) How will the Manager be paid? Will the project be pre-funded on amonthly basis, based on the total annual billing amount?

Answer: Please set forth a proposed method in your response (notinghowever, that the City will not permit prepayment for services not yetrendered, and also noting that payment method and fees are negotiable perthe terms of the RFP).

7) In regards to Employees & Subcontractors Section IV. City shallhowever have input on compensation and benefits of such employees and maylimit such compensation and benefits similar to that of City employees. Pleaseprovide more information on hourly wages, compensation and benefit program ofthe City that may be required under this contract.

8) Is there a City Livable Wage requirement for this contract?

Answer: No.

9) Please clarify in regards to Section V. Funding . City shall make availableto Manager for the operation, supervision and management of the Facilities, allfunds necessary to pay all operating expenses incurred or accrued by Manager,as more specifically defined under this Contract or as authorized by City inwriting. Will the City be reimbursing the Manager as a direct pass through for allfunds necessary to pay operating expenses incurred for the facilities?

Answer: Please set forth a proposal in your response, and clearlydelineate how any such payments are related to or included within yourmanagement and incentive fee structure (noting however, that the City willnot permit prepayment for services not yet rendered, and also noting thatpayment methods and fees are negotiable per the terms of the RFP).

* * *


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11) Is the Manager required to utilize City approved vendors only? If theManager is able to procure goods and services from a non-certified vendor thatresults in a cost savings to the City, will be Manager be able to enter into anagreement with that vendor?

Answer: The City isnt requiring the Managers use of City certifiedvendors for goods and services. Instead, the City is requiring the facilitymanager to utilize the Citys procurement process for these goods andservices (whether the process is set forth in Chapter 126, Ordinance Codeand procedures, or as adopted in a third party contract such as the Jaguarslease documents). Once the facility manager completes the procurementprocess, then the facility manager enters into the contract.

* * *

_______________________________________________________________

Section C:

In reviewing the RFP and subsequent addendums, we have a few additionalquestions we would like to submit.

1. Section 3, clauses 1.1. and 1.2 evidence a possible term of over 10 yearsby suggesting an initial term starting on July 1, 2012 and concluding February 28,2018 (6.5 years), along with two potential renewal periods (three years and twoyears, respectively), totaling 11.5 years. However, other provisions of the RFPstate that the respondents fee proposal must be compliant with the privateactivity rules under the Internal Revenue Code relating to 10 year contracts.These two provisions are inconsistent, and would result in different limits on a

private managers incentive fee potential.

Could the City provide clarification regarding the term of the contract, specificallywhether the initial term plus any renewals will be for 10 years or more than 10years?

2. There is a provision in Section 3.2 of the RFP (page 14) suggesting thatthe Manager cannot use outside legal counsel unless its at the Managersexpense. There is typically a need for a Manager to retain legal counsel fromtime to time to help with facility contracts and other operating issues that arise inthe normal course. Is the RFP requiring that the Citys Office of General Counsel

handle all of these matters? For day-to-day operating matters, Global Spectrumtypically budgets for legal costs and expect to incur them as operating expensesat our managed venues. Would this be acceptable to the City?

3. Regarding Section 4.6, Employee HR Matters (page 16) the RFP statesthat the Manager will responsible for employee bonuses or severance. These aretypically considered operating expenses as is the case in the current managerscontract with the City. If these are not to be considered operating expenses per


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se in the new contract, can we assume that various proposers must estimaterequired bonus compensation and included either in the salaries or in themanagement fee structure we propose?

4. Section 5.8 (page 29) includes a clause requiring the Manager to reduce

its fees if it offers better pricing to other government-owned venues that are like-sized. In reference to our question #3 above, if the Manager is to provideemployee bonuses from its own fixed fee, the fee would be higher for thiscontract than it would be at other like-sized venues. Please provide clarification.

5. Regarding Section 5.3 (page 18), Changes to the approved budget byManager on line items shall be the financial responsibility of Manager if theCity suggesting that it is the Managers costs if any line items are exceeded, wewould want to request this be considered an operating expense, which is typicalof a management agreement. Additionally, Section 5.4(b) states the Managerwould pay for costs in excess of the approved budget, but does not specify

whether this is on a line item basis or total expenses nor is there an exception foroff-setting revenue. Could the City clarify? Also, if costs exceed the budgetedamount due to factors outside of the Managers control, or if there is additionalrevenue to offset the increased expenses, would the City consider the additionalcosts acceptable operating expenses?

6. Section 11.2 (page 27) states: Relationship of the Parties. Inperformance of the Services, Manager shall be acting in the capacity of anindependent contractor and not as an agent, employee, partner, joint venture orassociate of City. Manager shall be solely responsible for the labor, supplies,materials, means, methods, techniques, sequences and procedures utilized to

perform the Services in accordance with the Contract.

While we agree that we would be an independent contractor with the City withrespect to our relationship with the employees, we typically act as an agent onbehalf of the City when booking events in the Citys venues, handling City funds,and entering into venue contracts. As agent, we would be subject to the fiduciaryduties of an agent. Would the City consider recognizing in the contract theagency relationship that exists in this context?

Answer: The RFP language remains as written.

_______________________________________________________________

Section D:

We respectfully submit the questions below for response by the City. Thesequestions all relate to the Ritz Theatre and Museum.

1. What is the expected role of the management company with regards tothe Ritz Theatre and LaVilla Museum?


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a. Operational in nature similar to the ballpark situation or moreinvolved?

b. Will the management company be responsible for programming

and fundraising for the theatre and museum?

2. What is the role of the Ritz Theatre and LaVilla Museum Foundation? Willit continue?

3. Will the current staff remain in place?a. What is the number, responsibilities, and salaries of the currentstaff?

b. Is it expected that the current staff will be engaged by themanagement company in their current roles?

4. What is the budget of the Ritz Theatre? Please provide actuals for year-end financials for the last three years.

Answer: Please see attached Exhibit D-4, which is the current budget.

a. What support does it receive from the city? Answer: See ExhibitD-4.

b. What support is generated through events, ticket sales, andfundraising activities? Answer: See Exhibit D-4.

5. What mechanism is there for fundraising separate from the Ritz Theatreand LaVilla Museum Foundation?

_______________________________________________________________

Section E:

* * *3. Copies of event financial settlement sheets for events at the Facilities;

* * *_______________________________________________________________

Section F:

* * *2. Section 4.1. Ritz Theater and Museum, please prove staffing level, eventschedule, and financial information for the previous 3 years.


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Answer: Please see attached Exhibit F-2 regarding event schedule for thepast 3 years. Please see exhibit D-4 for the present budget.

_______________________________________________________________Section H:

Pursuant to RFP No. P-08-12 issued March 16, 2012 we seek the followinginformation:

1. Copies of any agreements with merchandise vendors from the Facilities.

2. General terms of deals with event promoters (including any revenuesharing agreements) at the Facilities (principally EverBank Field and VeteransMemorial Arena).

3. A reiteration of our request from the April 5, 2012 letter requesting

financial settlement sheets from events at the Facilities.

a. More specifically, events taking place over the last three (3) years,principally at EverBank Field and Veterans Memorial Arena.


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SMG UTILIZED 2008-12 CIP SUMMARY

As of 4-17-2012

P 2008-1010 Total Spent 2008-09 Total Spent 2009-10 Total Spent 2010-11 Total Spent 2011-12 TOTAL SPENT COMBINED

otball Stadium 582,425$ 1,486,339.88$ -$ -$ 2,068,764.72$

seball Stadium 44,802$ 82,148.00$ 24,729.50$ 69,261.72$ 220,941.36$

ena 24,072$ 158,258.26$ 535,789.00$ 168,813.45$ 886,932.71$

CPA -$ 493,930.39$ 165,314.07$ 65,023.60$ 724,268.06$

CC -$ 117,967.66$ 298,108.20$ 35,798.00$ 451,873.86$

C 3,852$ 38,702.47$ -$ 4,673.70$ 47,228.03$

cil -$ -$ -$ -$

4,400,008.74$

655,150.84$ 2,377,346.66$ 1,023,940.77$ 343,570.47$ 4,400,008.74$

2008-2010 Total CIP Funds

Available Funds 4,500,000$

Allocated Funds 4,400,009$

Balance Remaining 99,991$

P 2010-11 Total Spent 2010-11 Total Spent 2011-12 TOTAL SPENT COMBINED

CPA -$ -$ 89,848.75$ 189,572.60$ 279,421.35$

CC -$ -$ 68,283.61$ -$ 68,283.61$

347,704.96$

-$ -$ 158,132.36$ 189,572.60$ 347,704.96$


Available Funds 500,000$

Allocated Funds 347,705$


P 2010-11 Total Spent 2011-12 TOTAL SPENT COMBINED

CPA -$ -$ 24,111.00$ 24,111.00$

CC -$ -$ -$ 104,110.00$ 104,110.00$

128,221.00$

-$ -$ -$ 128,221.00$ 128,221.00$


Available Funds 500,000$

Allocated Funds 128,221$


EXHIBIT A6-1 CIP FUNDING From Public Bldgs


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Exhibit A6-2 Ordinance 2010-493-E


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Exhibit A6-3 2010-2011 CIP


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SMG - TU Center for the Performing Arts - Projected 5 year CIP "Facility Needs" Plan

Year 14 15 16 17 18 19Calendar Year 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16

Description Comments

Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Audio/Visual

A/V Support System 25,000 10 - 25,000 - - - Digital Signage future project 50,000 10 - 50,000Televisions replace analog sets throughout 16,000 10 - 20,000 - - -

-Total Audio/Visual - 95,000 - - -

Building Systems

Airhandling Equipment Major Replacement (34 AHU's x 7000, 17 splits x 3500 = 300,000) 75,000 5 - 75,000 - - - Airhandling Equipment Minor Replacement

Periodic Repairs (compressors, major components) 25,000 1 25,000 25,000 25,000 25,000 25,000 25,000Building Automation System (BAS) Upgrades Repairs 30,000 1 - 30,000 30,000 30,000 30,000 30,000Bu il di ng Au to ma ti on Sys te m ( BA S) Re pl ac em en ts R ep la ce me nt 250,000 15 - 50,000 200,000 - - Boilers 2 130,000 20 - - - - - Chillers 1-770 ton 1-322 ton 300,000 20 - - - - - Chiller Pumps 3-replacement 15,000 25Condenser water pumps 5-replacement 25,000 2Condenser water lines repair and replacement 200,000 20Cooling Towers 1 200,000 20 - - - - - Cooling Towers - Filtration 100,000 20 - - - - - Domestic Water - Pumps 10,000 15 - 10,000 - - - Domestic Water - Pressure Controls controls & drive for H2O 12,000 10 - - - - - Door Hardware (Locks, Passage Sets, Closers, etc..) 10,000 5 - 10,000 - - - Door Replacements 75,000 10 - - - - - Electrical Component Repairs & Replacements 10,000 1 - 10,000 10,000 10,000 10,000 10,000Electrical Switch Gear & Transformers - Replace 2,500,000 30 - - - - - Electrical Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Emergency Generator - repairs yearly repairs 4,500 1Emergency Generator replacment 250,000 30 - - - - - Exhaust Fans and Roof Fans Periodic Repairs and Replacements - 15 year cycle 105,000 1 - 7,000 7,000 7,000 7,000 7,000Fire Alarm System Software Upgrades, Server & Component Upgrades & Replacements 15,000 3 - - 15,000 - - 15,000Fire Pump Replacement 250 hp pump 50,000 15 - - 50,000 - - Fire Valve Replacement 17,500 15 - - 17,500 - - Grease Traps 7,500 10 - - - - - Lighting - Exterior 5,000 1 5,000 5,000 5,000 5,000 5,000

Lighting - Interior 25,000 1 25,000 25,000 25,000 25,000 25,000Mechanical Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Overhead Doors 6 doors 30,000 1 - - - - - Plumbing Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Plumbing - Flush Valves self-cleaning 30,000 15 - 30,000 - - - Pumps & Valves (PRVS) 6,000 7 - 6,000 - - - VFD hvac related if 25 - 30 hp or smaller 32,000 15 - 32,000 - - - Water Heaters 10,000 15 - 10,000 - - - Steam Traps Replacement traps 14,300 15Steam lines (low pressure) repair and replacement 200,000 20

Total Building Systems - 25,000 400,000 459,500 177,000 177,000 192,000

Bowl Seating

Fixed Seating Refurbishment - Moran 146,800 15 - - 150,000 - - Fixed Seating Refurbishment - Jacoby 93,700 15 - 100,000 - - - Fixed Seating Refurbishment - Terry 30,450 10 - - - - -

17,000 8 - - - - - Total Bowl Seating - - 100,000 150,000 - -

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Exhibit A6-4 SMG TUCPA


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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Exterior Finishes

Barriers (bollards / planters) 50,000 15 - 50,000 - - - Exposed Structural Steel - All 10 year warranty, 20 year expected 300,000 10 - - 300,000 - - Concrete Repairs 100,000 5 - - 100,000 - - Parking Lot Reseal / Restripe 100,000 5 - - 100,000 - -

Total Exterior Finishes - - 50,000 500,000 - -

FF&E

Audio Visual Equipment Dig Projector-75K, 5,000 3 - 75,000 - - 25,000 Building Signage & Graphics - Way Finding entry signage

100,000 5 - 100,000 - - - Compactors & Balers replace & purchase rentals 25,000 10 - - - - - Custom Trash Receptacles interior and exterior receptacles 15,000 15 - 15,000 - - - Event Equipment spotlight parts, dance floors 25,000 1 - 25,000 25,000 25,000 25,000 25,000First Aid Equipment 10,000 10 - - - 10,000 - Forklifts 50,000 15 - - - - - Housekeeping Equipment carpet extractor, small floor scrubber, exterior sweeper 25,000 3 - 25,000 - - 25,000 Lifts boom, scissor, aerial lifts 30,000 15 - - - - - Office Equipment 20,000 10 - - - - - Operations Equipment bike rack, stanchion, tables, chairs, pipe/drape, etc. 25,000 1 - 25,000 25,000 25,000 25,000 25,000Storage Equipment 25,000 20 - - - - - Trucks 50,000 10 - - - 50,000 -

- - - - - Total FF&E - - 265,000 50,000 110,000 100,000 50,000

Food Service

Minor Equipment Replacements 25,000 2 - 25,000 - 25,000 - 25,000Point of Sale 100,000 10 - 100,000 - - - Refrigeration & Freezers 50,000 20 - - - - -

Total Food Service - 125,000 - 25,000 - 25,000

Handheld Radios & Communication

Handheld Radios & Accessories 30% of batteries + replace radios & acces. 5,000 1 - 5,000 5,000 5,000 5,000 5,000Trunking Systems - Replacement 2003 last 25,000 10 - - 25,000 - -

Total Handheld Radios & Communication - - 5,000 30,000 5,000 5,000 5,000

Interior Finishes

Dressing Rooms 100,000 15 100,000Glass - General Replacement terrace, clubs, etc.. 10,000 1 - 10,000 10,000 10,000 10,000 10,000Lobby Finishes 250,000 15 - - - - - Other Finishes carpets, tiles, wallcoverings, basement catering 25,000 1 - 25,000 25,000 25,000 25,000 25,000Stage Finishes 500,000 20 - - - - - Restroom Renovations 1st floor 200,000 15 - 200,000 - - - Theatre - Jacoby Flooring, floor painting, misc finishes 75,000 10 - 25,000 - - - Theatre - Moran Flooring, floor painting, misc finishes 125,000 10 - 25,000 - - - Theatre - Terry Flooring, floor painting, misc finishes 25,000 10 - 25,000 - - -

- - - - - Total Interior Finishes - - 410,000 35,000 35,000 35,000 35,000

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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Network and Computer Systems

Antivirus Software city provided 2,000 1 - - - - 2,000 Computers 15 workstations w/ monitor or laptop 18,000 3 - - - 18,000 - Data Infrastructure Replaced Fiber and CAT 5 Enhancements - 10 - - - - - Network Software Licensing city provided 10,000 3 - - - - 10,000 Network Equipment routers, voice bundle, firewall, etc. 5,500 1 - - - - 5,500 Printers & Peripherials 75 total replaced every 3 years 30,000 3 - - - - 30,000 Servers phone system, Ticketmaster, etc. 12,000 5 - - - - 12,000 Switches Cisco switches 7,500 5 - - - - 7,500 Wireless and related equipment Xirrus and related WiFi equipment

10,000 5 - - - - 10,000 Total Network and Computer Systems - - - - 18,000 77,000

Scoreboards / Broadcast

Display & Components - Replacement 125,000 10 - - - - -

- - - - - Total Scoreboards - - - - - -

Security System & Access Control

Access Control System - Install 100,000 x - 150,000 - - - Cameras - Security 100,000 5 100,000 - - 100,000 - Computers, Server & Components 15,000 3 - - - - 15,000 Monitors & Controls 6,000 3 - - - - 6,000 Software Upgrades 25,000 3 - - - - 25,000 Re-key 50,000 10 - - 50,000 - -

Total Security System & Access Control - 100,000 150,000 50,000 100,000 46,000

Sound System

Assistive Listening Devices 10,000 10 - - 10,000 - - Computers & Components sound boards - theatres 50,000 5 - 50,000 - - - Theatre - Sound System line array - speakers & amps 250,000 15 - - 250,000 - - Concourse Sound System infrastructure, speakers, etc.. 30,000 15 - - 30,000 - - Monitor System speakers on stage for musicians 125,000 15 - 125,000 - - -

- - - - - Total Sound System - - 175,000 290,000 - -

Telecommunications

Fiber Infrastructure 50,000 15 - 50,000 - - - Handsets 5 - - - - - Phone System Replacement includes handsets 50,000 15 - - - - -

Total Telecommunications - - 50,000 - - -

Vertical Transportation

Freight Elevators - - - - - - Cab Interior Finish Refinishing 20,000 10 - - - 20,000 - Code Compliance Upgrades 30,000 10 - - - 30,000 - Refurbishment 80,000 15 - - - 80,000 -

Passenger Elevators - - - - - Cab Interior Finish Refinishing 15,000 5 - - - 15,000 - Code Compliance Upgrades 15,000 10 - - - 15,000 - Refurbishment modernization 40,000 15 - - - 40,000 - Total Vertical Transportation - - - - 200,000 -

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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Waterproofing

Drains - Roof 100,000 20 - - - - - Roof Replacement annual maintenance 250,000 30 - - - - - Waterproofing 25,000 1 - 25,000 25,000 25,000 25,000 25,000

- - - - - Total Waterproofing - - 25,000 25,000 25,000 25,000 25,000

Other (All estimated costs)

Window Tinting 50,000 10 - 50,000 - - - Food Service Development

75,000 75,000 - - - - Undeveloped Area Development 75,000 75,000 - - - -

Total Other (All estimated costs) 150,000 50,000 - - -

Totals 275,000 1,900,000 1,589,500 695,000 465,000 332,000

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SMG - Prime Osborne Convention Center - Projected 5 year CIP "Facility Needs" Plan



Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Audio/Visual

A/V Support System 75,000 10 - 75,000 - - - A/V Support System - General Bldg halls and ball rooms 100,000 10 - 100,000 - - - Digital Signage video walls 50,000 5 - 50,000Televisions replace analog sets throughout 24,000 10 - 24,000 - - -

-Total Audio/Visual - 249,000 - - -

Building Systems

Airhandling Equipment Major Replacement(65 FCU's x 4000, 8 RTU x 35K = 540K) 15 year replacement 200,000 5 - 70,000 130,000 - 200,000 Airhandling Equipment Minor Replacement Overall replacement 25,000 1 75,000 25,000 25,000 25,000 25,000 25,000

Building Automation System (BAS) Upgrades Repairs 30,000 1 - 30,000 30,000 30,000 30,000 30,000Bu il di ng Au to ma ti on Sys te m ( BA S) Re pl ac em en ts R ep la ce me nt 250,000 15 - - - - - 250,000Boilers 3 195,000 20 - - - 200,000 - Chillers 3-400 ton 1-100 ton 600,000 20 - - - - - Chilled Water Pump 24,000 2 24,000 24,000Cooling Towers 1 800,000 20 - - - - - Cooling Towers - Filtration 100,000 20 - - - - - Condenser Water Pump 12,000 15Domestic Water - Pumps 10,000 15 - - - - - Domestic Water - Pressure Controls controls & drive for H2O 12,000 10 - 12,000 - - - Door Hardware (Locks, Passage Sets, Closers, etc..) 15,000 5 - - - - - Door Replacements 150,000 10 - 50,000 50,000 50,000 - Electrical Component Repairs & Replacements 10,000 1 - 10,000 10,000 10,000 10,000 10,000Electrical Switch Gear & Transformers - Replace 2,500,000 30 - - - - - Electrical Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Emergency Generator replacement 250,000 30 - - - - - Exhaust Fans and Roof Fans Periodic Repairs and Replacements 10,000 1 - 10,000 10,000 10,000 10,000 10,000Exterior Lighting replace fountain light fixtures 20,000 20 - 20,000 - - - Fire Alarm System Software Upgrades, Server & Component Upgrades & Replacements 15,000 3 - 200,000 15,000 - - 15,000Fire Pump Replacement 100 hp pump 40,000 15 - 40,000 - - - Fire Valve Replacement 28,000 15 - 28,000 - - - Grease Traps 2,250 10 - - - - - Lighting - Exterior (Fountain Lighting-2011) 5,000 1 20,000 5,000 5,000 5,000 5,000

Lighting - Interior replace 875w metal halide lighting in halls A & B w/ T-5 fluourescent 25,000 20 25,000 25,000 25,000 25,000 25,000Mechanical Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Overhead Doors 11 doors, 3 concession shutters 30,000 1 - - - - - Plumbing Equipment - General 25,000 1 - 25,000 25,000 25,000 25,000 25,000Plumbing - Flush Valves self-cleaning 30,000 15 - 30,000 - - - Pumps & Valves (PRVS) 80 total 3,000 7 - - - - - VFD 24,000 10 - - 24,000 - - Water Heaters 22,500 10 - - 22,500 - -

-

-Total Building Systems - 75,000 645,000 445,500 430,000 404,000 445,000

Exterior Finishes

Barriers (bollards / planters) 250,000 15 - - - - - Exposed Structural Steel - All gates, escalator canopies 200,000 10 - - - - - Concrete Repairs SEZ 25,000 5 - - 25,000 - - Parking Lot Reseal / Restripe 500,000 5 - - - - -

Total Exterior Finishes - - - 25,000 - -

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Exhibit A6-5 SMG POCC FACILITY NEEDS


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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

FF&E

Audio Visual Equipment 50,000 3 - - 50,000 - - 50,000Building Signage & Graphics - Way Finding 50,000 5 - - - - - Compactors & Balers replace & purchase rentals 50,000 10 - 50,000 - - - Custom Trash Receptacles 100,000 15 - - - - - Event Equipment tables, chairs, tensa, etc 10,000 1 - 10,000 10,000 10,000 10,000 10,000First Aid Equipment 20,000 10 - - - - - Forklifts 100,000 15 - 50,000 - - - Housekeeping Equipment 50,000 3 - 50,000 - - 50,000 Lifts

150,000 15 - - - - - Office Equipment 25,000 10 - - - - - Operations Equipment bike rack, etc.. 25,000 1 - 25,000 25,000 25,000 25,000 25,000Storage Equipment 25,000 20 - - - - - Trucks 50,000 10 - - - - 50,000 Utility Vehicles 12 year cycle 36,000 1 - 36,000 - - -

Total FF&E - - 221,000 85,000 35,000 135,000 85,000

Food Service

Major Equipment Replacements 50,000 5 - 50,000 - - - Minor Equipment Replacements 20,000 1 25,000 20,000 20,000 20,000 20,000 20,000Point of Sale System 100,000 15 - 100,000 - - - Refrigeration & Freezers walk-ins 200,000 20 - - - - -

- - - - - - Total Food Service - 25,000 170,000 20,000 20,000 20,000 20,000

Handheld Radios & Communication

Handheld Radios & Accessories 30% of batteries + replace radios & acces. 5,000 1 - 5,000 5,000 5,000 5,000 5,000Trunking Systems - Replacement 2003 last 25,000 10 - - 25,000 - -

Total Handheld Radios & Communication - - 5,000 30,000 5,000 5,000 5,000

Interior Finishes

Acoustical Ceiling Tile ballrooms 100,000 10 - 25,000 25,000 50,000 - Ballroom Finishes - 10 - 50,000 50,000 - - Concourse Finishes - 10 - - - - -

Floor Finishes 50,000 5 - - - - - Glass - General Replacement 25,000 1 - - - - - Lobby Finishes 75,000 10 - - - - - Meeting Room Finishes 200,000 10 - - - - - Other Finishes 75,000 1 100,000 75,000 75,000 75,000 75,000 75,000Restroom renovations 2nd floor 100,000 15 - 50,000 50,000 - -

- - - - - - Total Interior Finishes - 100,000 200,000 200,000 125,000 75,000 75,000

Landscape & Turf Related

Ir rig ati on - P um p St at io n - Exte ri or La nd sc ap e 2 - 5 0 h p e xt er io r p um ps wi th co nt ro ls 100,000 15 - - - - - Landscape - Irrigation Automation 10,000 5 - - - - - Pond Fountains 25,000 15 - - - - -

Total Landscape & Turf Related - - - - - -

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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Network and Computer Systems

Antivirus Software city provided 2,500 1 - - - - - 2,500Computers 40 workstations w/ monitor or laptop 36,000 3 - - - 36,000 - Data Infrastructure Replaced Fiber and CAT5 Enhancements 150,000 10 - 150,000 - - - Network Software Licensing city provided 25,000 3 - - - - - 25,000Network Equipment routers, voice bundle, firewall, etc. 5,500 1 - - - - - 5,500Printers & Peripherials 10 total replaced every 3 years 10,000 1 - - - - - 10,000Servers phone system, Ticketmaster, etc. 67,500 5 - - - - - 67,500Storage 25,000 5 - - - - - 25,000Switches Cisco switches

40,000 5 - - - - - 40,000Wireless and related equipment Xirrus and Related WiFi equipment 25,000 5 - - - - - 25,000Total Network and Computer Systems - - 150,000 - 36,000 - 200,500

Scoreboards / Broadcast

Computers, Servers & Components 20,000 7 - - - - - Control Room Upgrades small control room for displays and hall video board 75,000 7 - - - - - Display & Components - Replacement Hall A Video Board 400,000 5 - - - - - Software upgrades 5,000 5 - - - - -

- - - - - Total Scoreboards - - - - - -

Security System & Access Control

Access Control System - Install 500,000 x - 500,000 - - - Barriers (bollards / planters) 100,000 5 - - - 100,000 - Cameras - Security 80,000 5 25,000 - 55,000 - - Computers, Server & Components 15,000 3 - - 15,000 - - 15,000Monitors & Controls 5,000 3 - - 5,000 - - 5,000Software Upgrades 5,000 5 - - 5,000 - - Re-key 75,000 10 - 75,000 - - -

Total Security System & Access Control - 25,000 575,000 80,000 100,000 - 20,000

Sound System

Assistive Listening Devices 10,000 10 - - - - 10,000 Cable & Terminations 50,000 10 - - - - 50,000

Computers & Components 20,000 10 - - - - 20,000 Concourses - Sound System speakers & amps 100,000 10 - - - - 100,000

- - - - - - Total Sound System - - - - - 180,000

Telecommunications

Fiber Infrastructure 75,000 10 - 75,000 - - - Handsets 1 - 5,000 5,000 5,000 5,000 5,000Phone System Replacement includes handsets 50,000 15 - - - - -

Total Telecommunications - - 80,000 5,000 5,000 5,000 5,000

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Estimated

Cost in 2011

Dollars

R&R Freq

in Years

Vertical Transportation

Escalators - - - - - - Code Compliance Upgrades 20,000 10 - - 20,000 - - Refurbishment 50,000 15 - - 50,000 - -

Freight Elevators - - - - - - Cab Interior Finish Refinishing 10,000 10 - 10,000 - - - Code Compliance Upgrades 15,000 10 - - 15,000 - - Refurbishment 40,000 15 - - 40,000 - -

Passenger Elevators - - - - - - Cab Interior Finish Refinishing

30,000 5 - - 30,000 - - Code Compliance Upgrades 30,000 10 - - 30,000 - - Refurbishment modernization 80,000 15 - - 80,000 - - Total Vertical Transportation - - 10,000 265,000 - -

Waterproofing

Drains - Roof 150,000 20 - - - - - Roof Replacement extends 5 year warranty 4,000,000 30 - - - - - Waterproofing 25,000 1 - 25,000 25,000 25,000 25,000 25,000

- - - - - - Total Waterproofing - - 25,000 25,000 25,000 25,000 25,000

Other (All estimated costs)

Concesiion Build-Out exhibit hall & first coast room 150,000 x - 150,000 - - - Door Replacement west concourse & courtyard exterior entrance 100,000 x - - 100,000 - - Fixed Seating Replacement 3000 375,000 x - - - 375,000 - Glass - West Concourse west concourse top 140,000 x - - - - 140,000

- - - - - - Total Other (All estimated costs) - 150,000 100,000 375,000 140,000

Totals 225,000 2,480,000 1,280,500 1,156,000 989,000 880,500

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RitzTheater

CurrentStaffingLevel:7fulltimeemployeesand4,400parttimehours

FinancialInformationbyrevenue/expenselineitem

FiscalYear

2010Actuals

FiscalYear

2011Actuals

FiscalYear

2012Budget

Revenue

ENTRANCEFEES 6,446 6,635 6,500

ORGANIZEDEVENTCHARGES 7,392 2,127 7,000

TICKETSALES 66,171 138,439 120,000

RENTALOFCITYFACILITIES 14,703 7,831 10,000

TECHNICALSUPPORT 21,051 15,376 18,000

CONCESSIONCOMMISSIONS 814 1,266 1,000

CONCESSIONSALES 3,102 3,182 4,500

MISCELLANEOUSSALESANDCHARGES 7,968 4,788 5,000

TotalRevenue 127,649 179,644 172,000

Expenditures

SALARIES 306,010 321,500 329,542

EMPLOYERPROVIDEDBENEFITS 83,449 92,248 104,116

PROFESSIONALSERVICES 9,870 38,000 20,500

EMPLOYEETRAVEL/TRAINING 1,706 0 0

ITD/TELECOMEXPENSES INTERNAL 49,095 65,143 38,656

LEGALCOUNSEL INTERNAL 3,977 5,520 3,214

COPYING/PRINTING/POSTAGE 37,285 37,627 43,002

PLANT

RENEWAL

INTERNAL 2,436 10,240 10,240GENERALLIABILITYINSURANCE 1,862 1,820 2,062

MISCELLANEOUSINSURANCE 27,848 22,069 20,632

REPAIRSANDMAINTENANCE 29,009 9,658 10,000

REPAIRANDMAINTENANCESUPPLIES 2,003 1,193 3,500

ADVERTISINGANDPROMOTION 43,811 70,020 70,000

ADT/GUARDSERVICE 54,810 42,282 11,681

MISCELLANEOUSSERVICES&CHARGES 183,242 263,209 254,773

CREDITCARDFEES 875 1,483 900

OFFICESUPPLIES OTHER 2,251 3,884 2,000

FOOD 6,998 9,087 15,000

FURNITURE&

EQUIPMENT

UNDER

$1,000.00 1,627 3,500 3,500

OTHEROPERATINGSUPPLIES 8,369 7,487 5,000

DUES,SUBSCRIPTIONS&MEMBERSHIPS 2,470 3,064 2,425

IMPROVEMENTSOTHERTHANBUILDINGS 7,689

TotalExpenditures 859,002 1,016,724 950,743

CitySupport 731,353 837,081 778,743

Exhibit D4 Ritz Financials


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Ritz Theatre and Museum: ALL EVENTS FY 2009-2010

October

1: Spoken Word

2: Amateur Night

3: Jazz Jamm

9: Black Expo Opening Reception

10: The Celebration of Life Benefit Concert

15: Florida Humanities Event

November

5: Youth Leadership Jax In Living Color Day5: Spoken Word

6: Amateur Night

7: Jazz Jamm

15: Ultimate Experience Fashion Show

17: The Color Purple Cast Party

19: "Through Our Eyes 2009" Exhibit Opening

20: Amateur Night Semifinals

December

3: Ike Williams Viewing

3: Spoken Word

4: Amateur Night FINALS

5: Jazz Jamm

6: Diamond Awards19: Ritz Holiday Tapestry Concert

27: Community Kwanzaa Event

January2: Jazz Jamm

7: Spoken Word

8: Amateur Night

9: Najee Concert

21: Place Matters Jacksonville Human Rights Commission Forum

23: Edward Waters College UNCF Evening of the Stars

February

4: Spoken Word

5: Amateur Night

6: Jazz Jamm13: Rachelle Ferrell Concert

19: Queen Nur's Storytelling

20: Black History Oratorical Competition

25: Panel of Pros Black Athletes & Coaches Forum

27: Ritz Jazz Orchestra Concert

March

4: Spoken Word

5: Amateur Night

6: Jazz Jamm

9: Toastmasters Meeting

13: Morris Brown College Tour & Reception


23: Toastmasters Meeting26: African American History Town Hall Meeting

April

1: Spoken Word

2: Amateur Night

3: Jazz Jamm

11: Miss & Teen USA Pageant


16: Passion for Fashion Show

17: Women of Color Cultural Fndn. Teen Scholarship Pageant

24-25: Cathedral Arts Project Annual Recitals


28: Jax Urban League 3rd Annual 3E Summit

29: Leadership Jacksonvillle Event

Exhibit F2 Ritz Events


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Ritz Theatre and Museum: ALL EVENTS FY 2009-2010

May

1: Jazz Jamm


6: Spoken Word

7: Amateur Night

16: Ritz Voices Concert


June3: Spoken Word

4: Amateur Night

5: Jazz Jamm


12: Dangerous Curves Total Woman Fashion Show

12: Ritz Jazz Society Meeting

15: Florida Humanities Council Mtg

17: Jacksonville Urban League Luncheon




25: US Bahamas Underground Network To Freedom Reception

26: Ritz Jazz Society Film Series: "A Day in Harlem"26: Ritz Jazz Orchestra Concert

July

1: Spoken Word



16: Moody Family Reunion Reception

22: Jacksonville Urban League Operation Brightside Pizza Party


29: Feeding Dreams Campaign Kickoff

August

5: Spoken Word

6: Play - "Saved On Sunday"

9: Jax Urban League Headstart Orientation10: Jax Urban League Headstart Orientation

11: Jax Urban League Headstart Orientation





25: Step Back - 50 Years In Time

26: The Caucus: Voices of the Future

28: Civil Rights Film Festival

September

2: Spoken Word

3: Amateur Night

4: Jazz Jamm: Pieces of a Dream14: Toastmasters Meeting

27: Children's Milk Party


Documents

RFP Addendum P-08-129A