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RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
RFP # 4430VP for Facility Management, Facility Concessions ...
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RFP # 4430VP for Facility Management, Facility Concessions ...

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  • 1. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 The information presented below has been compiled by multiple sources and is accurate to the best of the knowledge of those compiling it. Questions presented in red ink include new information. 1. What is the food and beverage revenue history for Concessions and Catering at the Wolstein Center? Please provide the last three years of history. A: The information available has been provided on CSU website. 2. Does any Wolstein Center sponsorship or advertising contracts exist between SMG and the sponsor or advertiser, or are all contracts between the University and the sponsor/advertiser? A: All such contracts are held by the University. 3. Are there any restrictions on forming joint ventures or partnerships in this RFP? A: There are no restrictions on forming joint ventures or partnerships for response to RFP. However, one member of any team must have been present at the Pre-Bid meeting in order for the joint venture or partnership to be considered by the University. 4. Are any third party companies allowed to sell inventory on behalf of the Athletic Department? A: Yes. SFMG is currently under contract with the University by and through its Athletic Department. Current contract expiration date is at the end of the 09/10 season. 5. If so, can you either provide copies of those current agreements or the terms of those agreements? A: The SFMG contract has been posted on the CSU website. 6. Please line item all current cash revenue generated through athletic marketing efforts. A: $398,155 7. Please provide as much detail as possible on each individual sponsorship contract and other agreements. A: See answer to Question 37. 8. Please provide revenue under contract by sponsor for the 2008-09 through 2012-13 seasons. A: See answer to Question 37. 9. Does the University anticipate any attrition from the current sponsors? If so, please provide detail on each of these accounts? A: The University has no additional information to provide on this item. Page 1 of 16
  • 2. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 10. Line item all expenses of current marketing efforts by category that you anticipate the rights holder will be responsible for. A: The Rights Holder will be responsible for the following expenses that relate to the marketing efforts for Athletics: - Radio - Signage Production - Promotional Merchandise - Game Day and Event Promotions - Printing - Television Expenses - Tickets (fulfillment) - Travel - Entertainment - Salaries and Benefits - Office Expenses 11. Detail the current barter agreements and provide the details of each agreement. A: See answer to Question 38. 12. Identify the current net profit or loss figure. A: $398,155 13. Please provide a list of total sponsorship inventory currently sold and total inventory available. A: See answer to Question 37. 14. Please provide your rate card for all inventory elements. A: There is no rate card. Inventory is packaged depending upon client needs. 15. If a bidder is submitting a proposal for only one of the three areas covered in the RFP, how would the University prefer this distinction to be made in the proposal response? A: The bidder should indicate to which of the three services it is responding. If the bidder is responding to more than one service, it should indicate to which two or three services it is responding. 16. Is the University open to a longer term agreement and/or renewal option? A: Each and every bidder must respond to the terms outlined in the RFP. However, a bidder may also propose an alternate term length and/or renewal option. 17. Will bidders be allowed to submit follow-up questions, should there be any, based on the addendum responding to these questions. A: There will be no follow up questions to the addendum information as a part of the RFP process. 18. Does the University plan on soliciting facility sponsors along with the successful bidder or is the University only looking for approval of facility sponsors? A: The University does not plan on soliciting commercial facility sponsors. The University will retain the right to approve any and all sponsorships sold by the successful bidder. However, the University will continue to solicit individuals for naming rights opportunities campus wide through the Office of University Advancement. Page 2 of 16
  • 3. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 19. If the University is planning on soliciting facility sponsors, would the University be open to allowing the successful bidder the exclusive rights to sell all sponsorships. A: The University does not plan on soliciting commercial facility sponsors. The University will retain the right to approve any and all sponsorships sold by the successful bidder. However, the University will continue to solicit individuals for naming rights opportunities campus wide through the Office of University Advancement. 20. How many years remain on the contract with WHKW, WHKZ and WTAM? A: The contracts for all three stations expire at the end of the 09-10 season 21. Can you provide copies of the current agreements? If not, can you provide as much information on the business terms as possible? A: See answer to Question 22. 22. Does either station receive commercial inventory in the broadcasts or does the University control all commercial inventory? A: The Time Brokerage Contract for game broadcasts on WHKW/WHKZ @ $900/gm, all inventory property of CSU. The Contract for the Gary Waters Show on WTAM @ $500/show, includes 4 minutes/hr to CSU. The Trade agreement with SportsTime Ohio televises five basketball games and 12 editions of the Viking Basketball Report coaches show. The Agreement allows STO sales inventory in exchange for production and transmission. 23. How many years remain on the SportsTime Ohio contract? A: The contract expires at the end of the 09-10 season. 24. Can you provide a copy of this contract? If not, can you provide as much information as possible on the business terms? A: See answer to question 22. 25. Who produces the Men‟s Basketball Game Programs and Scorecards? A: The Game Program/Scorecard is an 11 x 17 piece that is produced in-house. 26. Is USP allowed to sell advertisements in the Men‟s and Women‟s Yearbook as part of their agreement with the University? A: USP provides the Athletic Department with 8 pages of advertising. USP sells the remaining inventory and produces the Yearbook. USP agreement is posted on CSU website. 27. Can you confirm that all fixed and day of game signage inventory in the Wolstein Center/Gordon Conference Pavilion will be the responsibility of the “Marketing and Media Rights for the University and the Athletic Program” successful bidder? A: All fixed and day of game signage inventory in the Wolstein Center/Gordon Conference Pavilion will be the responsibility of the successful bidder for Marketing and Media Rights for the University and the Athletic Program. For Wolstein Center gate naming information, please refer to the Naming Rights information posted on the CSU website. 28. What percentage of Wolstein Center signage inventory is currently sold? A: The University has no additional information to provide on this item. Page 3 of 16
  • 4. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 29. Are there any third party companies allowed to sell signage inventory in the Wolstein Center or in other University facilities? If so, can you provide copies of these agreements? A: The Athletic Department has an agreement as explained above. Other than that agreement, the University does not have such an agreement. 30. Commercial General Liability Limits – would University accept $1,000,000 of general liability coverage plus a $3,000,000 umbrella, for a total of $4,000,000 instead of the $5,000,000 requirement? A: Each and every bidder must respond to the terms outlined in the RFP. A bidder may also propose an alternate insurance arrangement. 31. Can you confirm that the Liquor Liability coverage does not apply to the Marketing and Media rights for the University and Athletics Program section of the RFP? A: The liquor liability coverage requirements do not apply to the Marketing and Media Rights portion. 32. Can you further detail what the University is requiring with the Umbrella-Excess coverage? A: The University restates its requirement: Umbrella Excess coverage $5,000,000 per occurrence/aggregate to cover exposure in excess of the primary policies listed above (within original RFP document). This bond or policy is to be written to cover the University for all University‟s property and cash in Contractor‟s care, custody and control. The certificate shall also indicate that in the event of cancellation of any of the policies, or reduction in coverage under same, 30 days prior written notice of cancellation or change in coverage will be given to Cleveland State University‟s Controller‟s Office. 33. Surety or Performance Bond –Will Cleveland State agree to accept a fidelity bond in place of the performance bond? A: Each and every bidder must respond to the terms outlined in the RFP. A bidder may also propose an alternate insurance arrangement. 34. Please provide a copy of the Men‟s Basketball broadcast deals with WHK and WTAM? A: This is a duplicate of an earlier question. 35. Please provide a copy of the Men‟s Basketball cable deal with SportsTime Ohio. A: This is a duplicate of a previous question. 36. Please provide a copy of the Website hosting agreement with CSTV. A: The Contract with CBS Interactive for web hosting and shared on-line sales opportunities is a split of revenues 90/10 annually @ $20,000/yr. Page 4 of 16
  • 5. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 37. Please provide copies of the Men‟s Basketball Advertising Agreements. A: The following is a list of Athletic Department sponsorship agreements for the 2009-2010 season: - Army ROTC- $2,700 - Aspen Dental- $2,000 - CLE- $4,900 - Cleveland Clinic- $10,000 - Crowne Plaza- $5,250 - Doubletree Hotel Cleveland South- $2,250 - Geico- $3,900 - Hampton Inn- $2,250 - Homewatch Caregivers- $100 - Hyatt Regency- $500 - IHOP- $2,975 - Junction Auto- $7,000 - Lakefront Lines- $17,000 - Medical Mutual-$62,000 - Morton‟s- $350 - National City-$41,500 - Ohio Educational Credit Union- $2,100 - Pepsi- $40,000 - Time Warner $26,000 - Westside Market Café- $375 - Wyndham Cleveland at Playhouse Square- $2,250 38. Please provide copies of Athletics In-Kind Relationships. A: The following is a list of Athletic Department trade agreements for the 2009-2010 season: Vendor Value Trade Received Ace Imaging $5,000 Copy Machines Asics $2,200 Wrestling Equipment Buca di Beppo $500 Catering Services TheClevelandFan.com $1,500 Web Advertising Cleveland Cinemas $400 Movie Passes Comfort Inn $2,500 25 Room Nights The Corner Alley $1,000 Catering Services Crowne Plaza Cleveland $5,000 50 Room Nights Discount Drug Mart $1,500 Weekly Insert Ads Doubletree Hotel Independence $2,500 25 room nights Page 5 of 16
  • 6. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 Hampton Inn $2,500 25 Room Nights Herald Printing $13,000 Printing Services HeyButler.com $15,499 Web Advertising Junction Auto Family $60,750 2 vehicles+ 25 oil changes Marous Brothers Construction $25,000 Construction work M Lang $600 Clothing Gift Certificates Molten $1,000 15 Volleyballs and 2 Racks Pepsi $10,000 Promotional Giveaway Items Quizno‟s $250 Restaurant Gift Certificates Rascal House $8,000 Restaurant Gift Certificates Swiss TTP $1,000 Strength/Conditioning University Sports Pub. $15,000 B-BallYearbook (3,000) Villa Beach $2,000 Graphic Design Services Westside Market $375 Catering Services Wyndham Playhouse Square $2,500 25 Room Nights Yellowbook $29,680 Advertising 39. Donor Amenities Program - Thresholds of entry, Descriptions of Amenities, Description of Ticket Inventory? A: The Viking Club information has been posted on the CSU website. 40. Amenities Program - # of members by level? A: There are 667 donors in FY10 for the CSU Viking Club. The breakdown is as follows: - 10 @ Director‟s Circle level - 85 @ Big Green level - Balance @ Varsity level 41. Donor Amenities Program – is ticket inventory contractually obligated or is there an annual selection process involved? A: Only sponsor deals have ticket inventory that is contractually obligated income. Donors receive season tickets as part of their annual renewal and the seat locations are determined based on levels of giving and requested location. 42. Is the number of page views and unique visitors cumulative or a per year average? A: Cumulative 43. Is there information on „time spent on site‟ per visitor for csuvikings.com? A: This information has been posted on the University‟s website. Page 6 of 16
  • 7. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 44. What are the most popular destinations on csuvikings.com and do you have access to detailed traffic patterns? A: This information has been posted on the CSU website. 45. Where are online ads served from and in what digital format are they served? Is that format able to serve flash or rich media ads? A: The online ads are served from the New York office of CBS Interactive. The format is able to serve flash and certain rich media ads. 46. Are the current ads on csuvikings.com part of larger integrated partnerships or one-off sales dedicated to impressions on csuvikings.com? A: Both 47. In the past, have you allowed, or have had interest in, online flight buys for csuvikings.com? A: Yes, both national and local ads. National ads are sold by CBS Interactive to multiple school sites. Local ads are sold by CSU. 48. Are there any other meeting or conference spaces on the University campus (outside the Wolstein Center/Gordon Conference Pavilion) that the bidder is responsible to schedule or book? A: As mentioned in the Pre-Bid meeting and again in the Campus Tour, the University will entertain responses from bidders to book meetings and events at other facilities/spaces on the University campus. However, there is no obligation on the part of any bidder to do so. 49. What is balance of unamortized capital improvements that the successful company will be expected to assume responsibility for? A: According to information provided by the current Food and Beverage Company, the amount as of 12/31/2009 is $194,950.92. 50. Titles and salaries of all full-time employees. A: The University does not consider the requested information to be necessary for or applicable to the RFP process. 51. Organization chart. A: An organization chart for the current management company‟s on site staff has been posted on the CSU website. 52. Copies of job descriptions. A: The University does not consider the requested information to be necessary for or applicable to the RFP process. 53. Describe generally how part-time labor is assigned. A: The University does not consider the requested information to be necessary for or applicable to the RFP process. 54. Are any employees represented by a Union (Collective Bargaining Agreement). If so, which Unions? A: Stagehands and Ticket Sellers are represented. Both current agreements expire on June 30, 2010. 55. Copies of actual(s) for year-end financials for the last three (3) completed fiscal years. A: The University‟s year-end financial statements for Fiscal Years 2005 through 2009 have been posted to the CSU website. Page 7 of 16
  • 8. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 56. Complete budget line-item detail for revenue and expenses. A: The University‟s Year- end financial statements for Fiscal Years 2005 through 2009 have been posted to the CSU website. 57. Copy of current Fiscal Year Operating Budget with year-end bottom-line forecast. A: The University‟s December statement has been posted to the CSU website. 58. Copies of the last five (5) years Capital Improvement Budgets with notations as to projects which have been funded and which are still pending. Is there a CIP Reserve Fund? If so, how much is in it? A: The University has not established a capital improvement budget for the Wolstein Center. During the past three years, there have been no substantive projects developed and funded. 59. Itemization of current insurance coverages in place (structural, liability, etc). A: The management agreement has been posted to the CSU website. 60. Copies of sample event settlements for events from the most recent year for: a Men‟s Basketball, a Women‟s Basketball, a Concert and a Family Show. A: Sample settlements for a concert and a family show have been posted on the CSU website. There is no other information on this item. 61. Financial settlements and list of events from the past two years at on campus conference facilities. A: Conference Services information has been posted to CSU website. 62. Current booking and scheduling policy. A: University events have first priority followed by for-profit events. The University welcomes your input on this issue in your proposal. 63. Complete Schedule of Events for the past three (3) years and the current year. A: A historical summary or events has been posted to the CSU website. 64. Definitive and tentative holds for the next three years. A: Holds have been posted on the CSU website. 65. May we have copies of the per game basketball attendance figures for the last three years? A: The historical schedule of events for the facility includes attendance figures and can be found on the CSU website. 66. What services are currently provided by the venue manager to the basketball team and Athletics Department in general? A: The current management company ensures operational readiness of the facility for Athletic events. 67. Do you have an in-house ad agency? A: There is no in-house ad agency. Page 8 of 16
  • 9. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 68. Please provide a copy of the Bert L. & Iris S. Wolstein Center/Gerald H. Gordon Conference Pavilion Marketing Plan as well as the University Basketball Marketing Plan. A: There is no published marketing plan for the Wolstein Center/Gordon Conference Pavilion. The University Basketball Marketing Plan is posted on the CSU website. 69. May we have a copy of the contract with your commercial rights sales agent, Sports Facility Management Group? A: This contract has been posted on the CSU website 70. May we have copies of current rate deals illustrating the difference between premium seating and advertising rates? A: There is no premium seating in the Wolstein Center. There is no rate card for advertising. Inventory is packaged depending upon client needs. 71. What is on the books for the upcoming fiscal year? What is the duration of these agreements? A: This is a duplicate of a previous question. 72. We would like to request a list of all Commercial Rights contracts (advertising signage, naming and pouring rights, sponsorships, suites and club seats): Location, Size, Annual Fee, Entitlements, Terms, and Copies of naming rights proposal(s) issued or received to date. A: List of sponsors has been provided in response to previous question. There are no suites and club seats. Final contract terms are not available for Wolstein Center Gate A or Gate B as negotiations have not been completed. The University‟s pouring rights agreement is posted on CSU website. 73. Can you provide a rate card (current pricing) for the inventory listed on pages 14-18 of the RFP indicating what is currently sold vs. what is available to sell? A: This is a duplicate of a previous question. 74. What are the lengths of the agreements for each piece of inventory sold and currently under contract? This is a duplicate of a previous question. 75. How much revenue was generated for this inventory for the last 3 years? A: In FY09, CSU Athletics sponsorship totals $398,155 in cash and trade. In FY 09, Wolstein Center sponsorship totaled $596,775 including cash and trade. Prior years are not available. 76. When does the Budweiser deal expire? A: December 31, 2010. 77. Are there any exclusivities or restrictions of categories? A: Some restrictions are included in current agreements and others may be enacted by the University with written notice to the successful bidder. Currently, Pepsi-Cola has an exclusive for beverages included in the pouring rights agreement. Also, the draft language for Gate A and Gate B naming includes exclusivity in certain business categories for the facility only. Finally, the University is considering a master purchasing agreement related to print-fax-scan business categories which may limit sponsorship in these categories for the campus as well as the facility. Page 9 of 16
  • 10. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 78. What was SMG‟s role in the sales process and what was their contract structure? A: The current management company developed relationships and sold all signage in the Wolstein Center with the exception of the current Gate B sponsor as that business relationship started in Athletics and the University. All net revenue from the sale of Wolstein Center signage went to the building - Gate naming revenue was divided as outlined in the University‟s naming policy. 79. What was SFMG‟s role in the past and what was their contract structure? A. SFMG sells Athletic Department sponsorships. The SFMG contract expires at the end of the 09-10 season. 80. How many sales people were selling this inventory in the past? A: The current management company has one person on staff to sell inventory in the Wolstein Center. The Athletic Department has an additional one person to sell Athletic inventory. 81. How many service people were on staff in the past? A: The individuals listed above are also responsible for servicing the accounts. 82. As opposed to a guarantee, would the University consider a business model where there is no guarantee but rather a more creative approach? A: The University will consider all proposals submitted in compliance with the RFP requirements and welcomes varying business models. 83. Can we have a copy of the existing F&B Agreement with SMG/Savor? A: This is a duplicate of a previous question. 84. Is there any buy-out requirement of existing food service equipment investment? If so, can you detail the amount? A: This is a duplicate of a previous question. 85. Please provide revenue history (by year) for food, alcoholic beverage, and novelty merchandise sales since the inception of the building broken down by category (catering, concession food, alcohol beverages, and novelty merchandise sales)? A: In response to earlier question, information is posted on CSU website, related to gross revenues for catering and concessions for past three years. 86. Please provide a detail of the last three year‟s net revenue returns to the University as a result of food service and novelty merchandise sales? A: This is a duplicate of a previous question. 87. Please provide a copy of existing foodservice menus for concession stands, catering, and suites along with pricing and portions? A: Menu boards were displayed during the tour of the Wolstein Center. The University does not consider the remaining requested information to be necessary for or applicable to the RFP process. Page 10 of 16
  • 11. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 88. Please provide any required food or beverage product pricing as a result of sponsorship agreements (i.e., Pepsi). A: The University‟s pouring rights agreement is posted on CSU website. 89. Are there any existing accrual reserve accounts for equipment replacement, repair, or marketing from food and beverage sales? A: There are no accrual reserve accounts for equipment replacement, repair, or marketing from food and beverage sales. 90. Please provide a copy of the existing food and beverage agreement along with any addendums. A: This is a duplicate of a previous question. 91. Please provide an organizational chart of food and beverage employees indicating salary and hourly positions and their reporting structure. A: The University does not consider the requested information to be necessary for or applicable to the RFP process. 92. Who owns the current liquor license? A: The University will own the liquor license. 93. Please provide a listing of food service equipment inventory that belong to the venues? A: This is a duplicate of a previous question. 94. May we have copies of rental rates and catering requirements for use of on campus conference facilities? A: The rental rate structure was included in the Events and Conference Management folder that was handed out at the Pre-Bid Conference prior to the tour of the University‟s campus. See also the Conference Services department information on the CSU webpage. Please note that catering for University conference facilities is not included as part of this RFP. 95. Can you provide copies of the following: Tenant Manual, User/License Agreement website, Booking & Scheduling Policy, Union/Labor Agreements Rental Rate & Fee Schedule, and Current Labor Rates? A: Each bidder is encouraged to review the information for Wolstein Center department information for promoters on CSU website. Other information requested represents a duplicate of a previous question or the University does not consider it to be necessary or applicable to the RFP process. 96. Copy of Parking Agreement? A: Neither the Athletic Department nor the Wolstein Center control adjacent parking. All parking facilities are controlled by the University and all parking revenue flows to the University directly by and through its Parking Services department. 97. Descriptive brochure and all other promotional and informational material available website? A: Available information can be found at the following University websites: www.csuohio.edu/wolsteincenter www.csuvikings.com www.csuohio.edu/services/conferenceservices/ Page 11 of 16
  • 12. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 98. Describe the terms (provide leases) of restaurants, clubs and other spaces operated by third parties. A: There are no third parties that operate restaurants, clubs and other spaces at the Wolstein Center/Gordon Conference Pavilion. 99. Provide a complete list of any barter/trade out agreements. A: This is a duplicate of a previous question. 100. Can you provide additional information about your current ticketing system? A: As indicated at the Pre-Bid Conference and in the RFP, the Ticketmaster Agreement will expire on December 31, 2010. There is no additional information available. 101. Can we have a copy of the sign-in list for the mandatory pre-bid conference? A: Information has been posted to CSU website. 102. Can you describe the process by which CSU will make its selection of the preferred manager, F&B Contractor, and Marketing and Media Rights Sales Agent? Who will make the final decision? Can we be provided with the names of the selection committee? A: The evaluation process was outlined in the RFP document. Final review and approval will be the responsibility of the University‟s Board of Trustees. The University‟s internal review committee will include representation from Athletics, Business Affairs, Campus Support Services, Student Life, University Advancement and University Marketing. 103. Who currently serves as SMG‟s contract administrator on behalf of CSU? A: The Assistant Vice President for Campus Support Services, Ms. Clare Rahm, currently serves as the University‟s designee for contract administration of the Wolstein Center management agreement. 104. RFP reads: Building Maintenance will be the responsibility of the University by and through its Facilities Management department (aka Physical Plant) and will be considered an operating expense of the Wolstein Center/Conference Pavilion. Currently, the Wolstein Center/Conference Pavilion operating budget is assessed on a fee per square foot basis for such building maintenance. What specific services are provided by the University? A: The University‟s Facilities Department provides all normal repair and maintenance for the Wolstein Center/Gordon Conference Pavilion. 105. RFP reads: Grounds keeping will be a shared responsibility between the University and the successful Bidder. Specifically, the University will be responsible for snow removal, lawn and garden care, and maintenance of sidewalks, driveways and parking areas by and through its Facilities Management department. The successful Bidder will be responsible for maintaining general cleanliness of all exterior entrances and sidewalks immediately adjacent to the facility. What does “general cleanliness” refer to? Regarding the areas the successful Bidder will be responsible for, is there a line of demarcation and/or a clear definition of where these areas are? A: The successful bidder will be responsible for the general cleaning of the Wolstein Center/Gordon Conference Pavilion as well as the immediate perimeter surrounding the facility. The facility is also responsible for event day and post-event cleaning. Page 12 of 16
  • 13. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 106. RFP reads: The successful bidder will also be expected to provide marketing and advertising design and content for prior review to the University’s representative within a time period established by University and to maintain current web site content on Wolstein Center website. To our knowledge, the Wolstein Center website is a part of Cleveland State University‟s website and does not stand along. If this is the case, is this a requirement of the University? Would the successful bidder be able to create a separate website for the venues? A: This is a duplicate of a previous question. 107. RFP reads: At all times during the duration of this Agreement, the Contractor shall maintain at its expense the following insurance: [See RFP]. This bond or policy is to be written to cover the University for all of the University property and cash in Contractor’s care. It is unclear to us what the last sentence means. Please clarify. A: The University has outlined its requirements related to insurance in the RFP. There is no further information on this item. 108. RFP reads: Indemnification and Responsibility. The Contractor shall indemnify and hold harmless the University, its trustees, officers, employees, agents and representatives from and against all suits…representatives. Please clarify “representatives” as reference above. A: According to CSU Legal Affairs, representatives are defined as anyone who has been authorized to act on behalf of the University. 109. Does our bid need to comply with IRS Revenue Procedure 97-13 which pertains to venues built with tax exempt bonds. A: It is the University‟s current understanding that Bidder need not comply with IRS 97-13 as the facility was built with state funds. 110. The RFP states questions and requests for information in a few areas some of which as the RFP points out are redundant. Is it acceptable to address some of these items in a different order than they appear in the RFP? By group some of the questions together, we feel we can present a more thorough, organized and understandable document. If the University allows us to alter the format in this manner, we will provide a detailed table of contents clearly identifying the location of each item. A: As was explained at the pre-bid meeting, each Bidder must provide all of the information requested in the RFP and need not repeat duplicate information, but must clearly identify where is has been provided. Given this, changes in formatting and organization of the document which still address all of the requirements are acceptable. 111. Is the University requesting five (5) copies of the RFP Response plus an original (six (6) totals) or is one of the five copies to be considered the original (five (5) totals)? A: There will be six (6) hard copies submitted – one marked “original” and meeting the requirements of such and five copies. There will also be five (5) electronic copies submitted. t Page 13 of 16
  • 14. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 112. The successful Bidder will also be expected to provide marketing and advertising design and content for prior review to the University’s representative within a time period established by University and to maintain current web site content on the Wolstein Center website. To our knowledge, the Wolstein Center website is part of Cleveland State University‟s website and does not stand alone. If this is the case, is this a requirement of the University would the successful bidder be able to create a separate website for the venues? A: The University is open to the concept of the Wolstein Center/Gordon Conference Pavilion as a separate website as long as University identity is prominently displayed on the website and there is a prominent link on the homepage to the University. Prior review of content by the University will be necessary. 113. There is a reference to marketing and promotion of CSU Men‟s and Women‟s Basketball in the goals and Objectives for Management of the Wolstein Center- Conference Pavilion. Is this for marketing and promotion only or does it include selling tickets? A: The University desires that the bidder develop, implement and maintain all aspects of the marketing and ticket sales campaign. This includes the marketing, promotions and public relations plan as well as the sale of all tickets including group tickets, individual and walk up tickets, season tickets, seat donation program sponsor and advertiser sales, etc. The goals are to aggressively increase ticket sales on a season long and per game basis for CSU Men‟s and Women‟s Basketball. 114. CSU Financials: Why is income reflected as a negative number? Conversely, why are expenses reflected as positive numbers? A: The University‟s fund accounting reflects the income and expenses as noted on the statements. 115. CSU Financials: Can we have a break out of the “contract services” line item? A: The operating statements from the current management company for the same years have been posted on the CSU website in order to provide the financial information in a more familiar format to Bidders. 116. CSU Financials: Do any of the expense line items reflect corporate markups fees to SMG? If yes, can you please identify them? A: Under the current management agreement, the management company receives a guaranteed fixed fee as well as an incentive fee, when conditions are met. It is the University‟s understanding that all other expenses are actual expenses and do not include a mark-up. 117. CSU Financials: Please explain “overhead proration” (miscellaneous account)? A: Overhead proration is the expense assessed all units reporting to Campus Support Services for the administrative unit responsible for leadership and contract oversight. The expenses include salaries for Assistant Vice President and others in this unit as well as other University expenses. Each unit is assessed a portion of the overall expenses annually. Page 14 of 16
  • 15. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 118. CSU Financials: What does “advertising expense” consists of and why did it double from 2007 to 2008? A: This line item includes building signage. 119. CSU Financials: The 2008 Statement of Operations reflects a “Transfer” of $1.3 million? Can you please explain this detail? A: The University transferred the funds from the Bookstore account into the Wolstein Center account to remove the debt from prior years – it was a one-time action which will not be repeated. 120. CSU Financials: The 2009 Statement of Operations reflects an “actual” maintenance service charge of $539,135.25 or over $300,000 more that this same expense in 2008. Can you please explain? A: The University‟s decision to assume direct responsibility for building maintenance by and through its Facilities Management division was made after the budget process had been completed. The original budget reflected the management company‟s expenses for maintenance. 121. CSU Financials: Can you please verify that the various statements of Operation that you have provided to us include revenue from all CSU events including Men‟s Basketball? A. With the exception of a percentage of concessions income, the revenue from Men‟s Basketball does not come to the facility, but remains with the University by and through the Athletic Department. 122. How many years remain on the Website hosting agreement with CSTV? A. The contract expires on 6/30/11. 123. Are any third party companies allowed to sell inventory on behalf of the Athletic Department? A. Third parties that are allowed to sell CSU Athletics inventory include: - SFMG: Athletic Department Sponsorships (expires at the end of the 09-10 season) - CBS Interactive: Athletic Department Website (expires 6/30/11) - Al Pawlowski: Annual radio pxp/commissioned salesperson - USP: Basketball yearbook (contract renewed annually) 124. What are the expenses for the Athletic Department? A. The Marketing Fulfillment Expenses for the Athletic Department in FY 2008-09 were: - Radio: Airtime $900/gm, Talent $500/gm, Talent Travel $500 - Signage: $1,100 - Game Day Sponsor Hospitality: $37,200 - Printing: $1,750 - Television: $650/home gm (HL streaming) - Internet: $20,000 (CSTV hosting) - Tickets: $32,580 Page 15 of 16
  • 16. RFP # 4430VP Facility Management, Facility Concessions/Catering, University Marketing/Media Rights Bidder Questions Answered January 1-28-10 - Entertainment: $1,500 - Salaries and Benefits: $95,000 (FY10 includes ticket mgr, mkt coord, SFMG) - Office Expenses: $20,000 125. What Services does the current venue manager provide for Athletics? A. The Venue Manager currently provides the following services: - TicketMaster outlet - Operations staff: ticket takers, ushers, hall security, stagehands, cleaning - Concessions and food service - Inclusion in marketing communications lists of building events 126. What is the attendance for Men‟s and Women‟s Basketball Games? A. Men‟s Basketball Per-Game Attendance „06-07 2619 ‟07-08 2635 ‟08-09 2395 A. Women‟s Basketball Per-Game Attendance ‟06-07 233 ‟07-08 255 ‟08-09 372 Page 16 of 16

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