1 CITY OF FONTANA
C A L I F O R N I A
REQUEST FOR PROPOSALS
FOR
STAGE RED FURNISHINGS AND FINISHES
DS-24-07-SP
SUBMISSION DEADLINE
July 27 2023
BY 2:00PM
SUBMIT BID TO:
BID MUST BE SUBMITTED ELECTRONICALLY
Hard Copies will NOT be accepted as a viable bid.
www.fontanapurchasing.org
2 1. SCOPE OF SERVICES
DS-24-07-SP
1.1 VENUE INFORMATION/BACKGROUND:
Located on Sierra Avenue in Downtown Fontana, the theater building was constructed in 1937 as a one -screen movie theater. The more tha n 13,000 square foot theater was designed by Carl H. Boller, one of the best -known theater arch itects of that time. After the movie theater closed during the 1950’s, the facility was used for various purposes, ultimately closing its doors seemingly for goo d in the late 1990’s. After acquiring the property in 2003, the City of Fontana began an aggres sive remodel plan. After utilizing funds to bring the building up to current code , while still preserving its historic architectural appeal, the doors reopened i n 2008 as Fontana’s Center Stage Theater.
This was an intimate setting for dinner theater and Broadw ay style entertainment. A revisioning of the theater, now known as Stage RED, has come to fruition over the past several years.
Stage RED is the C ity of Fontana’s tribute to its famous hometown rocker, Rock & Roll Hall-of-Famer Sammy Hagar . Sammy Hagar , a.k.a. the ‘Red Rocker’ , fondly calls Fontana, CA his hometown. Hagar grew up just a few blocks from Stage RED, and it was within those same walls that he saw a movie for the first time. He was educated, drove his first car, played his first guitar a nd learned to rock in Fontana. Since his formative years, Hagar has had astonishing success with his talents, turning a lifelong passion for rock music, good times, great food and spirits into an aspirational lifestyle.
Over a five -decade career Hagar ha s rocked tens of millions of fans around the globe, remained a dedicated philanthropist, and inspired musicians and entrepreneurs worldwide. Stage RED cel ebrates the Red Rocker Sammy Hagar’s history in Fontana, his iconic success, and his ongoing support o f his new ‘hometown venue’ where his legacy ushers in an exciting chapter of entertainment for his beloved city.
Currently under a nearly $4,000,000 renovation, Stage RED has been designed as a premier live entertainment venue focused on the fan experienc e. Capitalizing on the expertise of the design teams behind projects like the Wynn - Nightlife, Cabo Wabo – Huntington Beach, the Red Rocker Bar and G rill, and th e Grammy Museum Lounge .
The design plans to incorporate sound, lighting, and video recording upgrades that will rival venues ten times the size . The City of Fo ntana’s de sire is that S tage RED becomes just as legendary as its namesake.
1.2 PROJECT SCOPE:
The City of Fontana is looking for a co mpany/consultant to provide the furnish ings, furniture and lighting required for Stage RED to become the legendary venue it is slated to be.
All finishes, furniture and lighting de signed and specifically chosen for the venue ha ve 3 been listed in Attachments 1 and 2 (proposal sheets). These attachments list items that are either required to solely be furnished for the future general contractor to install, or for the chosen company to deliver and place in the venue. Attachments 3, 4 and 5 further detail and describe the items listed in proposal sheets. Attachments 3, 4 and 5 shall be used as references to provide an accurate cost proposal. Attachment 6 provides a concept of the desired design for the venue.
It is t he responsibility of the proposer to take the installations notes in to consideration and include any delivery or installation costs in their prices. The City will not allow for any substitutions of items list, nor will it allow for partial bids. The proposal sheet must be all inclusive, therefore the prop oser shall on ly provide a cost prop osal if they are prepared to deliver all items listed.
Grand total submitted by the prop oser shall include an y project management and supervision of staff to facilitate the performance/delivery of the work. These costs will be considered to be included in the various items and there will not be any separate line items.
The proposer shall have extensive experience wit h commercial, restaurant and bar furnishing and furniture procurement. References for this experience are required to be submitted with the proposal package. See Section 2.6 f or more information regarding the proposal contents.
1.3 PREPARATION & COORDINATION:
The chosen company will coordinate the W ork with the City ’s Project Manager and design group. The chosen company shall be prepared to att end any meetings required by the City to completed the Work.
1.6 SCHEDULE
Items 1.2 thru 1.3 described above are scheduled to commence immediately following the Contract execution.
4 2. INSTRUCTIONS TO PROPOSERS
DS-24-07-SP
2.1 PROPOSAL TIMELINE
CLOSING DATE: July 27, 2023 @ 2:00 p.m.
2.2 PROPOSER’S EXAMINATION
Before submitting a proposal, the proponent shall carefully examine the scope of services and other contract documents, and ensure that he/she has a clea r understanding of the requirements of the contract work regarding the performance of work.
By submitting a response, the applicant represents that it has thoroughly examined and become familiar with the contents of the soli citation and conditions of th e standard City contract documents, and that it is capable of performing quality work to achieve the City of Fontana's objectives.
2.3 INTERPRETATION OF PROPOSALS AND DOCUMENTS
If any person contemplates submission of a proposal for the proposed contract and is in doubt as to th e true meanin g of any part o f the sco pe of service s, or o ther proposed contract documents, or finds discrepancies in, or omissions from the proposal, he/she may submit to the Purchasing Office a written request for an interpretation or correction thereof.
The person s ubmitting the r equest wi ll be respons ible fo r it s prompt deliver y. Any interpretation or correction of the proposed documents shall be made only by addendum duly issued and copy of such a ddendum will be mailed or del ivered to each person receiving a set of such documents. The Purchasing Office will not be responsible for any other explanation or interpretation of the proposed documents.
2.4 NOTICE TO PROPONENTS
The proponents shall be considered based on the best overall value to the City . The City sh all not be limi ted to aw arding to the lowest responsive proponen t, but instead shall be entitled to negotiate for the best overall value to the City.
The City may automatically disqualify any p roposal that does not meet the terms and conditions set forth in these “Instructions to Proposers.”
5 2.5 LEGAL RESPONSIBILITIES
All proposals must be submitted, filed, made, and executed in accordance with State and Federal l aws r elating to propo sals fo r contracts of this na ture whether the sam e are expressly referred to herein or not. Any Proposer submitting a proposal shal l by such action thereby agree to each and all the terms, conditions, provisions, and requirements set forth, contemplated, and referred to in scope of services, contract documents, and to full compliance therewith.
2.6 PROPOSAL CONTENTS
Proposals shall include the proposed project team, scope of work, schedule, grand total, brief information on at least three projects of similar nature completed in recent years. The proposer shall submit the cost for the items listed in the proposal sheets in Attachments 1 and 2.
The cost of Attachment 1 and 2 will be added for a grand project total. This grand project total will be a factor of consideration, in addition to previous experience and scheduling.
The City intends to evaluate the proposed services based upon the data presented in response to the RFP.
Proposal must contain the as a minimum the following:
1. Identification of the offering firm including name, address, telephone, fax number, and email address;
2. Name, title, address and telephone number of contact person during the evaluation period;
3. Work Plan (Specify what is to be covered; Scope of Work and Deliverables);
4. Schedule of deadlines;
5. References: L ist experience with commercial, restaurant and ba r procurement, along with references.
6. Breakdown of cost using Attachments 1 and 2.
2.7 DELIVERY AND OPENING OF PROPOSALS
Proposals are to be submitted electronically. Electronic Bid System will close exactly at the time set for th in the doc ument. All applicable forms required to be completed p er the proposal documents, shall be submitted electronically prior to the proposal date and time. Hard copies will not be accepted as a viable proposal. It is the Proposer ’s sole responsibility to en sure that i ts propo sal is rec eived as specified. Propo sals may be submitted earlier than the dates(s) and time(s) indicated.
Proposal will be available at the date and time stated in the Instruction to Proposers and the amount of each proposal will be available online and recorded. The City may in its sole discretion, elect to postpone the opening of the submitted proposals. City reserves the right to reject any or all proposals and to waive any informality or irregularity in any 6 proposal.
2.8 WITHDRAWAL OF PROPOSAL
Prior to proposal opening, a proposa l may be withdrawn by the Pr oposer only by using the City’s electronic bidding system.
2.9 IRREGULAR PROPOSALS
Unauthorized conditions, limitations, or provisions attached to a proposal will render i t irregular and may cause its rejection. The completed proposal forms shall be wit hout interlineations, alterations, or erasures. Alt ernative propos als will not be considered unless specifically requested. No oral, telegraphic, or telephonic proposal, modification, or withdrawal will be considered.
2.10 PROPRIETARY
The proponent shal l identif y those porti ons of their proposal that the y deem to be confidential, proprietary information or trade secrets, and provide justification why such materials shall n ot be di sclosed by the City. All materials the propone nt desires t o remain confide ntial sha ll be clearly indicated by stamping the pag es on which such information appears, at the top a nd bottom th ereof wit h the word " Confidential". All such materials so indicated shall be reviewed by the City and any decisio n not to honor a request for confidentiality shall be communicated in writing to the proponent. Prices, makes and model or catalo g n umbers of the item s offe red, d eliveries, and terms of payment SHALL NOT be classified as confidential.
2.11 COMPETENCY OF PROPONENT
No proposal will be accept ed from or co ntract awarded to a proponent who is not licensed in accordance with the law, wh o d oes not hold a lic ense q ualifying them t o perform work under this co ntract, to whom a proposal form has not been provided a nd who has n ot successfully performed on projects of similar character and scope . The proponent may be required, before the award of any contract, to show, to the complete satisfaction of the City, th at it h as the n ecessary facilities, ability, experience , and financial resources to provide the services specified herein in a satisfac tory manner .
The City may make reasonable investi gations dee med necess ary an d prop er to determine the ability of a contractor to perform the work, and the contractor shall furnish the City all information requested for this purpose.
2.12 QUESTIONS AND COMMENTS
Questions and comments regarding this s olicitation must be submitted in writing, either by mail, em ail or facsimil e to Pu rchasing Office’s designated official, n o later than five (5) days before th e Submitt al Deadline. The questioner's company name, address, 7 phone and fax number, and contact pe rson must be in cluded wit h t he questions or comments. Answer s, if any, made by the City w ill be sent in writing to all kno wn proposal holders.
2.13 CORRESPONDENCE
All correspondence is to be submitted to:
Sid Lambert
Purchasing Office
[email protected]
(909) 350-7678
2.14 AWARD OF CONTRACT
Issuance of this Request for Proposal and receipt of proposals does not commit the City to award a contract. The City reserves the right to reject any or all proposals to accept any proposal or p ortion thereof, to waive any irr egularity, and to take the proposals under advisement for the period o f t ime stated in the “Reques t for Pro posals”, as m ay be required to provide for the best interests of the City of Fontana. In no event will an award be m ade until all neces sary investig ations are made as to the res ponsibility and qualifications of the proponent to whom the award is contemplated. All responses to this solicitation shall be come the property of the City and will b e retained or d isposed of accordingly. No proponent may withdraw his proposal for a period of ninety (90) days after the time set for opening thereof.
2.15 TERM OF CONTRACT
Contract period shall be limited to the respective project. Proposer understands that this contract shal l n ot bind nor purport to bind the City of Fontana for an y contr actual commitment in excess of th e original contract period. In the event the City exercises its options, all terms, conditions, and provisions of the original contract shall remain the same and apply during the extension period, unless otherwise mutually agreed to in w riting by both parties.
2.16 INSURANCE
Prior to the commencement of any services hereunder, Consultant shall provide to the City certificates of insurance with the City named as additional insured. Such policies shall be subject to approval by the City and shall require thirty days notice to the City bef ore any cancellation. Failure to furnish such evidence, if required, may be considered default of the Consultant.
(1) Worker's Compensation Insurance covering all employees and principals of the Cons ultant, in a minim um amoun t o f $1 million per accident , and meeting the laws of the State of California;
8 (2) Commercial General Liability Insurance co vering third pa rty liability risks; including without limitation contractual liability, in a minimum amount of $1 million per occu rrence for bodily injury, pe rsonal in jury, and pro perty damage. If commercial g eneral liability insurance or other form with a general aggregate limit is used, either the g eneral aggregate shall apply separately to this project, or the general agg regate limit shall be twice the occurrence limit;
(3) Commercial Auto Liability and Property Insurance covering “any auto” with a minimum amount of $1 million combined single limit per accident for bodily injury and property damage.
(4) Errors and omissions professional liability insurance app ropriate to Consultant’s profession. Such insurance shall be in an amount not less than $1 Million per claim (final amount may be negotiated depending on fina l scope of work ), and shall be endorsed to i nclude contractual liability. In addition, such insurance shall be maintained for a period of five (5) years.
9 ATTACHMENTS:
• Attachment 1. - Stage Red-Finishes Cost Proposal List • Attachment 2. - Stage Red-Furniture & Lighting Cost Proposal List • Attachment 3. - Finishes Spec List Descriptions
• Attachment 4. - Furniture Spec List Descriptions
• Attachment 5. - Lighting Spec List Descriptions
• Attachment 6. - Stage Red-Floor Plans & Renderings