Grand River Center Management Agreement with Global Spectrum, L.P. d/b/a OVG360 ApprovalCity of Dubuque
City Council Meeting
Action Items # 03.
Copyrighted
March 20, 2023
ITEM TITLE: Grand River Center Management Agreement with Global Spectrum, L.P.
d/b/a OVG360 Approval
SUMMARY: City Manager recommending approval of the Grand River Center
Management Agreement between the City of Dubuque and Global
Spectrum, L.P. d/b/a OVG360.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
RFP Supporting Documentation
Agreement Supporting Documentation
OVG Proposal Supporting Documentation
Presentation —Uploaded 3.20.23 Supporting Documentation
THE CITY OF
1-6-7
Dubuque
DUB TEE
All-fimerica Ciq
1.1.11
Masterpiece on the Mississippi
2007-2012-2013
2017*2019
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Grand River Center Management Agreement Between the City of
Dubuque and Global Spectrum, L.P. d/b/a OVG360 Approval
DATE: March 16, 2023
Leisure Services Manager Marie Ware is recommending approval of the Grand River
Center Management Agreement between the City of Dubuque and Global Spectrum,
L.P. d/b/a OVG360.
The Grand River Center Conference and Education Center Operations Management
Services RFP was released to solicit sealed competitive proposals from qualified
professional management firms capable of providing a full range of comprehensive
management services with a well -proven track record of services consistent with
generally accepted operation of a first-class conference and education center.
The RFP Committee was approved and consists of the following members:
Marie Ware, Leisure Services Manager
Cori Burbach, Assistant City Manager
Jason Lehman, Assistant City Attorney
Keith Rahe, Travel Dubuque
Julie Kronlage, Travel Dubuque
Jared Charland, Project and Facilities Manager
Three firms submitted proposals. The unanimous, highest ranked firm chosen based
upon all aspects of the RFP and meeting the City's goals and objectives is OVG360.
OVG360 is a division of Oak View Group (OVG). OVG360 is a full -service venue
management and hospitality company. Late last year, OVG completed an acquisition of
Spectra, growing their venue management and booking portfolio to over 230 venues,
including 59 convention centers, with most of their clients being public entities including
cities, counties, and states. In Iowa, OVG has management agreements with three
convention centers: the Community Choice Credit Union Convention Center and Hy-
Vee Hall at the Iowa Events Center, both in Des Moines, the Waterloo Convention
Center at Sullivan Brothers Plaza in Waterloo, and the Tyson Events Center and
Orpheurn Theatre in Sioux City. They also manage the Xtream Arena and Green State
Family Fieldhouse in Coralville, Iowa.
I concur with the recommendation and respectfully request Mayor and City Council
approval. Leisure Services Manager Marie Ware will give a presentation.
Micliael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brurnwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Manager
Jason Lehman, Assistant City Attorney
101,
THE CITY OF
DUIj___B E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
Dubuque
*AmeftClly
2007-2012-2013
2017*2019
SUBJECT: Grand River Center Management Agreement Between the City of
Dubuque and Global Spectrum, L.P. d/b/a OVG360 Approval
DATE: March 16, 2023
INTRODUCTION
The purpose of this memo request approval of the Grand River Center Management
Agreement between the City of Dubuque and Global Spectrum, L.P. d/b/a OVG360.
:1-IT91 201 :19111 z I C,
The Grand River Center (GRC) opened in 2003 and during that time Platinum
Hospitality has been the operations manager for the facility. The City Council identified
the Grand River Center Future Operations: RFP, Direction and Agreement as a 2020-
2022 High Priority.
The RFP Committee was approved and consists of the following members:
Marie Ware, Leisure Services Manager
Cori Burbach, Assistant City Manager
Jason Lehman, Assistant City Attorney
Keith Rahe, Travel Dubuque
Julie Kronlage, Travel Dubuque
Jared Charland, Project and Facilities Manager
DISCUSSION
The Grand River Center Conference and Education Center Operations Management
Services RFP was released to solicit sealed competitive proposals from qualified
professional management firms capable of providing a full range of comprehensive
management services with a well -proven track record of services consistent with
generally accepted operation of a first-class conference and education center. The RFP
contained the city's identified operational goals and objectives for the GRC and a scope
of operational management services. The proposal required submittals including firm
qualifications, profile of the firm, current and former management contracts/agreements,
management plan, marketing plan philosophy, operations plan, transition plan (if
applicable), financial plan, compensation proposal, and more. The RFP outlined the
evaluation and selection process. The RIFP is attached to this agenda item.
The RIFP outlined the step-by-step procedures the City would use throughout the RIFP
process.
• During the time from proposal release to proposals due, a non -mandatory
proposal conference was held at the GRC. During this conference attendees
were taken on a tour of the facility, could see any space within the GRC they
wished to see, and were able to ask any questions they had regarding the facility.
• The RIFP Committee was provided the proposals and each member scored each
proposal individually, with no conversation or contact with other committee
members, using initial evaluation criteria contained in the RFP. The committee
then came together and shared scores, and a discussion was held on each
proposal. Per City policy, the initial review was completed without seeing any
information related to the financials or compensation parts of the proposals.
• The RIFP Committee requested follow-up answers to questions regarding the
proposals and scheduled interviews/presentations with the short-listed firms.
The interviews were held, and each committee member individually scored the
firm using the RFP's short-list evaluation criteria.
• Upon completion of the firm short list evaluation, the RFP Committee
recommended to City Manager Michael C. Van Milligen one firm based upon the
outcome of all steps listed above and requested authority to negotiate with the
recommended firm a final scope of services, fees, and financial arrangements.
Pages 26-27 of the RFP outlines more details.
Three firms submitted proposals. Those firms, in alphabetical order, were Global
Spectrum L.P. d/b/a OVG360, Platinum Hospitality Group, LLC, and VenuWorks Inc.
The RIFP Committee was unanimous in their recommended top -scored firm at every
step of the process outlined above. The top -scored firm was OVG360.
The City retained the services of CSL International to assist with the review of the
proposals, including the financial plans and compensation proposals, as well as to
assist with the negotiation process. CSL has performed this service for numerous cities
across the country. Their expertise and insights have been invaluable to the selection
and negotiation process.
The unanimous, highest ranked firm chosen based upon all aspects of the RFP and
meeting the City's goals and objectives is OVG360. The strategy that OVG360
presented included the following:
• Aggressive approach to sales and marketing
• Dedicated food and beverage approach
• Partnership-d riven approach
101,
• Revenue generation through sponsorship sales
• Focus on sustainability
• Commitment to diversity, equity, and inclusion
• Excellence in transition
OVG360 is a division of Oak View Group (OVG). OVG360 is a full -service venue
management and hospitality company. Late last year, OVG completed an acquisition of
Spectra, growing their venue management and booking portfolio to over 230 venues,
including 59 convention centers, with most of their clients being public entities including
cities, counties, and states. In Iowa, OVG has management agreements with three
convention centers: the Community Choice Credit Union Convention Center and Hy-
Vee Hall at the Iowa Events Center, both in Des Moines, the Waterloo Convention
Center at Sullivan Brothers Plaza in Waterloo, and the Tyson Events Center and
Orpheum Theatre in Sioux City. They also manage the Xtream Arena and Green State
Family Fieldhouse in Coralville, Iowa.
The comparable facilities provided in the RFP and discussed in the presentations
included the Waterloo Convention Center at Sullivan Brothers Plaza in Waterloo, Iowa;
St. Charles Convention Center in St. Charles, Missouri; Durham Convention Center in
Durham, North Carolina; and Overland Park Convention Center in Overland Park, KS.
Successes in their management of these facilities showcased their understanding of the
goals the City of Dubuque sought to achieve for management services for the Grand
River Center.
OVG laid out the best proposal and action plan to build upon the past success of
attracting conventions and business meetings that bring outside dollars into our
community while balancing that with special events, trade shows, consumer shows,
banquets, meetings, sporting competition events, and galas, including from social,
corporate, and non-profit sectors. The proposal laid out strategies and tactics related to
this event mix.
OVG's emphasis on working with local and regional organizations showed how they
would create a successful destination package where meeting plan ners/organ izers and
attendees want to come. This included working with Travel Dubuque, the Dubuque
Area Chamber of Commerce, and Greater Dubuque Development Corporation, as well
as working with the local arts, museums, and attraction as a part of an overall marketing
strategy for cross -collaboration on campaigns, creating experiences, stay and play
packages, and overall branding. Their plan included creating self/co-promoted events,
of which they provided some great examples they are currently doing in communities
across the country.
Sales and marketing were very important to what the City was looking for. A clear plan
for short-term and long-term goals and tactics to achieve those were identified for
branding, website, social media advertising, communications plan, and public relations.
3
OVG's corporate support and services allowed us to see the methods they intend to
implement to reinvigorate Grand River Center.
An extremely important aspect of the proposals was the transition plan. OVG laid out a
clear pathway for the transition of one management company to another. OVG has a
dedicated team of 20+ departmental functional teams (finance, payroll, marketing, etc.)
for Dubuque that has been meeting preparing for our "go live" date. They have been
feverishly working on our behalf to make a smooth transition on March 31, 2023 at
12:01 a.m.
BUDGETIMPACTS
The negotiated agreement presented for approval contains two budgets. One is for the
stub year, which will be the remaining timeframe of FY 23 for the period of April 1 -June
30, 2023. The second is for FY24 for the period of July 1, 2023-June 30, 2024. These
budgets relate directly to the terms of the management agreement presented.
Incorporated within the budget is the negotiated management fee that OVG360 will
receive in 12 payments throughout each fiscal year totaling $150,000, with annual
increases determined by changes to the Consumer Price Index. The City has two other
agreements that have management fees for facilities: Schmitt Island Development
Corporation is paid $100,000 a year for management of the items in the Schmitt Island
Management Agreement (which includes the Dubuque Ice Arena) and ASM Global has
a projected management fee of $120,937 in FY 24 for management of Five Flags Civic
Center.
Incentives are built into the agreement, both a qualitative as well as a revenue incentive.
The incentives are for each full year and partial operating year of the term (except the
stub year, to which no incentives apply).
• The revenue incentive in the agreement provides OVG shall be paid 20% of the
event revenue above the event revenue benchmark. This event revenue benchmark
for the first operating year is $1.8 million. As an example, if the event revenue totals
$1.9 million at the end of the year OVG would earn a $20,000 revenue incentive
payment.
• The event revenue benchmark will be renegotiated annually, but in no event will it be
less than $1.8 million.
• The qualitative incentives allow the opportunity for OVG to be eligible to earn up to
$25,000 ($5000 per operational benchmark) for achieving the operational
benchmarks below.
• Customer Service Surveys —Achievement of an 80% positive response rate on
surveys sent to a mutually agreed number of GRC-related parties.
• StakeholderlTenant Relationship — Positive reviews from Travel Dubuque on
surveys dealing with mutual strategy development, an increased level of
12
collaboration, and overall spirit of cooperation as reasonably communicated by
tenant/stakeholders.
• Repairs and Maintenance — OVG shall demonstrate compliance with provisions
of the Agreement as it relates to repair and maintenance of all FF&E, based
upon quarterly review and walkthrough with the City.
• Community Involvement — OVG shall demonstrate community engagement
through initiatives, outreach, and other community -centric approaches.
• Economic Impact -Focused Sales and Marketing — OVG shall develop a new
sales and marketing approach in connection with attracting unique events and
regional/national meetings and/or conventions to the GRC, as well as
facilitating the sale of Commercial Rights in an innovative way. OVG shall
demonstrate how OVG's management of the GRC has had positive economic
impacts on Dubuque and the surrounding area, including hotel -room -night -
generating activities, events with significant non -local attendance, and other
relevant metrics.
The agreement has been negotiated to include a cap on the incentives for each year.
The sum of the calculated annual incentive fees (revenue incentive plus qualitative
incentive) paid to OVG shall not exceed the annual fixed management fee paid to OVG.
As an example, if the fixed management fee is $150,000 the total of the revenue
incentive plus the qualitative incentive would not exceed $150,000. The expense of
these incentive fees are built into the budgets included in the management agreement.
OVG will receive 20% of all commercial rights revenue. Commercial rights includes
naming rights, pouring rights, advertising, sponsorships, and the branding of food and
beverage products for resale. The City retains approval rights regarding any
commercial rights agreements OVG may negotiate. The budget includes transition
costs which are anticipated to be $30,000. These are one-time costs related to the
transition of management. Transition expenses are built into both the stub year and FY
budget.
As part of their proposal, OVG provided an opportunity for a financial contribution from
OVG to this proposed partnership. OVG is investing a capital contribution of $300,000
for an event business fund, leasehold improvements, and/or capital equipment
dedicated to the GRC or other revenue -generating initiatives, as mutually agreed
between the City and OVG. OVG's capital contribution is amortized on a straight-line
basis over 120 months (meaning that the City will retain $12,500 of the capital
contribution for each month the management agreement is in effect).
The negotiated agreement outlines a new financial structure for management of the
GRC. The current agreement with Platinum Hospitality includes the City providing
funding for 50% of gas and electric actual costs, funding in the equivalent of 25% of the
hotel/motel tax generated by the Grand Harbor Hotel, as well as funding repairs and
maintenance bills in excess of $1,285 per event and $19,275 in aggregate in a fiscal
year. These total $381,998 of expenses that are in the proposed FY 24 budget.
5
FY 24 Affect
The budget under the new agreement is structured differently than the agreement with
Platinum Hospitality. The new agreement structures a budget that includes all the
expenses and revenues outlined in the agreement. The FY 24 budget in the
management agreement has a $691,230 subsidy.
The preparation of the FY24 budget was completed prior to the agreement being
negotiated. The City budget to be presented on Wednesday, March 22, 2022 for the the
Grand River Center contains the yearly ongoing expense totals that it has year over
year. That totals $381,998 as described above. It was anticipated that any negotiated
contract would come with a potential increased cost to the City. The FY 24 proposed
budget also contains funding totaling $106,391 for a then -estimated management fee
and $370,000 to go toward first -year transition costs and other costs of incentives.
Those are now determined with this agreement and described above. The proposed FY
24 budget has expenses totaling $858,389 built into it. This funding fully covers the first
year $691,230 subsidy.
FY 23 Affect
The agreement covers 3 months in the FY 23 budget. In anticipation of a new
management agreement at the closeout of FY22 a carryover was requested in Budget
Amendment #1 for FY 23. This, funding was carried over in the property maintenance
account in the amount of $63,400. The current FY23 budget has 12 months of
operational expenses budgeted under the current management agreement's financial
terms described above. There will be three months of expenses not expended in FY23.
Those savings will be used in addition to the money carried over to fund the stub year
subsidy outlined as $256,895 total.
To aid in understanding expenses related to the new management agreement and the
funding available, the following chart is provided.
Stub Year (April-
FY 24 Year (July
June,2023)
2023-June 2024)
Agreement budget subsidy
$256,895
$691,230
Funding available in current
$256,895
$858,389
FY23 and proposed FY24 budget
The extra expenses that would be left over in FY 24 are important to keep available due
to the method that the budgets were developed. OVG used their vast experience to
develop the budgets in the agreement. These were developed having no knowledge of
the actual expenses and revenues of the near 20-year history of Grand River Center.
This is because the current management agreement is set up for Platinum Hospitality
X
Group to operate the Grand River Center privately and not share their profit and loss
statements, expenditures, and revenues with the City. As a part of the RFP process,
the City could not provide any firm the precise financial history of the Grand River
Center.
Our consultant, as well as OVG, outlined that the first two full years would be building
the business, and therefore, the subsidy would be largest in year one, it would be
reduced in year two, and then normalize in year three and beyond. FY 24 will be
considered year one.
Many thanks to Bill Krueger of CSL International and Assistant City Attorney Jason
Lehman for their endless hours in the review and negotiations process as well as all
those that served on the RFP Committee. The agreement was also reviewed and
approved by the city's bond counsel, Dorsey & Whitney LLP and Purchasing and Risk
Manager Tony Breitbach.
Representatives of OVG360 will be attending the City Council meeting.
ACTION REQUESTED
I respectfully request approval of the Grand River Center Management Agreement
Between the City of Dubuque and Global Spectrum, L.P. d/b/a OVG360.
cc- Crenna Brurnwell, City Attorney
Jason Lehman, Assistant City Attorney
Cori Burbach, Assistant City Manager
Keith Rahe, Travel Dubuque
Julie Kronlage, Travel Dubuque
Jared Charland, Project and Facilities Manager
Jennifer Larson, Chief Financial Officer
7
THE CITY OF
DUBOP� E
Masterpiece on the Mississippi
Operations Management Services
Request for Proposal
Grand River Center Conference and Education Center
City of Dubuque, Iowa
Issue Date: October 11, 2022
Closing Date & Time: November 7, 2022; 2:00 pm
Leisure Services Department
1157 Central Avenue
Dubuque, Iowa 52001-5016
Page of
1.0 INTRODUCTION
The City of Dubuque, Iowa (the "City") is soliciting competitive sealed proposals from
qualified professional management firms capable of providing a full range of
comprehensive management services with a well -proven track record of services
consistent with generally accepted operation of a first-class conference and education
center. This proposal is for the Grand River Center Conference and Education Center
("GRC"), located at 500 Bell Street in Dubuque, Iowa.
The City is seeking a professional, financially sound company and team to operate,
market, and manage the GRC under contract with the City of Dubuque. The City invites
management firms to create a proposal that would establish a relationship with the City
that will be most beneficial to both the City and the management firm.
The GRC has been in operation since 2003. The three-story GRC provides breath -taking
views of the Mississippi River and the Tri-State area. The center features an 86,000
square foot conference and meeting facility which includes a 30,000 square foot exhibit
hall, a 12,000 square foot ballroom, and six meeting rooms. On the third floor, the River
Room is an all -glass enclosure with a balcony jutting over the Riverwalk. The GRC also
includes the grounds, sidewalks, common areas, lobby areas, executive offices, storage
utility facilities kitchen, laundry, plus outdoor and covered parking areas. (Appendix F)
The GRC's patio is connected to the Port of Dubuque Riverwalk which parallels the mighty
Mississippi River. The Riverwalk features Art on the River, a juried public art exhibit that
changes each year. Typically, two artworks are placed on the GRC property each year.
The GRC is connected to the 193-room Grand Harbor Resort and Waterpark via an
enclosed indoor skywalk. The Grand Harbor is privately owned and managed.
It is the goal of the City of Dubuque to advance the GRC as the high quality, multi -purpose
meeting facility to meet the needs of conventions, trade shows, consumer shows,
corporate meetings, and community events. The City of Dubuque will oversee and
manage the contract of the selected operations management firm.
The City invites submittals from qualified firms that have proven experience in providing
comprehensive management, marketing, and full -service operations at convention,
education, or exhibition facilities in comparable or larger markets.
This Request for Proposal (RFP) is for consolidated services. That is, firms should be
prepared to provide all management, marketing, and operations services. However, the
City will consider a firm's use of affiliated companies, joint ventures, or subcontractors, to
provide consolidated services.
At the conclusion of the RFP process described herein, and upon execution of an
Operations Management Agreement (the "Agreement"), a firm will be selected for the
comprehensive management, marketing, and operation of the GRC consistent with
generally accepted operations of a first-class conference, convention, and education
center. The selected firm will serve as an independent contractor of the City. The
Page 2 of 40
management firm must function as the single point of responsibility for the City, under no
circumstances shall the work or services covered by this agreement be subcontracted
without prior approval of the City. Some of the responsibilities of the selected firm will
include: budgeting; hiring and training of staff; the maintenance of the land, building,
furniture, fixtures, and equipment; local, national, and international sales and marketing
of the GRC; coordinating with the City and managing relationships with various product
and service providers; coordination of GRC utilization, scheduling, negotiating, and
licensing of events, and management of event parking and additional responsibilities that
may be required in the Agreement. The City owns the GRC building, the land on which
the building is situated, and related furniture, fixtures and equipment ("FF&E"). The
selected firm shall furnish such personal property as may be required to carry out the
firm's obligations (such as office supplies) and any other services as may be required by
the Agreement or as otherwise agreed with the City. The selected Firm and General
Manager will communicate with the Contract Administrator (currently the Leisure Services
Manager).
Timeline for Services
It is the intent of the City that the new operations management agreement will begin at
12:01 a.m. on April 1, 2023.
2.0 PROPOSAL GOALS AND OBJECTIVES
This RFP seeks proposals from qualified firms that will address the goals and objectives
outlined in this RFP. The selected firm will provide turn -key operations management and
marketing services.
The selected firm will be expected to complete the contracted scope of work within the
timeframe, under the general direction and coordination of the City's Contract
Administrator (currently Leisure Services Manager Marie Ware) and the City Manager, as
authorized by the City Council.
The City has identified the following operational goals and objectives for the GRC. The
intent is to achieve these goals in the timeliest and most cost-effective manner while
providing the highest quality customer service. Firms should consider these goals an
important part of the RFP process, as the ability to meet them will be carefully evaluated
in the selection process.
A. Manage day-to-day operations and maintenance of the GRC in a cost efficient,
high quality, and efficient manner that meets the highest industry standard.
1 . Maximize direct spending benefitting the Dubuque economy.
2. Maximize GRC revenue generation and minimize expenses through
excellent management service.
Page 3 of 40
3. Maximize the economic impact to the community, region, and state (via the
accommodation of non -local events, trade shows, conferences, and meetings) and
overall utilization of the facility, while focusing on minimizing the annual operating
cost for the GRC.
4. Achieve the greatest possible profitability while decreasing the GRC's cost
impact on the City budget.
5. Enhance usage of the GRC by developing and implementing initiatives to
penetrate new markets, attract new events and activities, and promote the GRC.
6. Develop and execute strategies to ensure the GRC is competitive with other
conference centers in comparable markets and modify such strategies as market
conditions and trends change.
7. Partner with Travel Dubuque, local hotels and motels, and various tourist
destinations to develop and execute mutually beneficial marketing strategies.
8. Promote the business of existing local restaurant and retail establishments.
B. Provide high quality food and beverage services, including full -service meal
functions, concessions, and catering.
C. Ensure that events, exhibitions, trade shows, and other meetings are attracted to
and retained at the GRC by producing a customer -friendly, exhibitor -friendly, and cost-
effective environment.
D. Provide superior services to meeting planners, patrons, visitors, and other uses of
the GRC by maximizing customer satisfaction as exhibited by an industry -wide positive
image of the GRC and maximized re -bookings.
1 . Develop, implement, and monitor internal and external, independent
performance measures to gauge and report levels of customer service satisfaction
in various metrics.
E. Properly maintain and safeguard the City's capital investment in the GRC through
the exercise of the highest standards of maintenance and preservation, including the
development and maintenance of a rolling 5-1 0-year capital improvements budget and a
well -established and documented maintenance plan.
F. Recruit and develop a customer -friendly, service -oriented, well -trained labor
workforce.
1 . Include plan for taking affirmative action to ensure that all employment
practices are free from such discrimination.
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2. Include statement it is an Equal Opportunity or Affirmative Action employer.
G. Work cooperatively with local organizations to attract and retain citywide events
including national and international events, trade shows, and meetings.
1 . Develop and enhance strong working relationships with the City, Travel
Dubuque, Dubuque Main Street, Dubuque Area Chamber of Commerce, Greater
Dubuque Development Corporation, the National Mississippi River Museum and
Aquarium, and the Field of Dreams Movie Site.
2. Cooperate with the neighboring Grand Harbor Resort and Waterpark to
maximize the generation of hotel and motel room occupancy.
3. Cooperate with other Dubuque hotel and motel operators to increase and
maximize local and nearby hotel and motel occupancy.
H. Respond to and support the ever -changing needs of the community and users of
the facility with recommendations for expansion, renovations, and upgrades of services,
technology, and equipment for first-class operations.
1. Develop and establish open, clear, and responsive reporting systems with the City,
utilizing measurable and reported performance metrics.
1 . Meet and exceed benchmarks established in the Agreement and any
adjustments thereto.
J. Achieve and exceed goals and objectives in a professional manner, consistent with
best industry practices and all applicable laws and ordinances.
K. Develop and implement an annual marketing plan to attract national and
international meetings, conferences, and conventions.
3.0 COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, directly
adjacent to Illinois and Wisconsin. As Iowa's oldest city, Dubuque is a community well
known for its historic and architectural beauty. The City is over 30 square miles in area,
with a population of nearly 60,000. The community has a stable and diversified
manufacturing base and a growing service sector. Dubuque is the major retail, medical,
education, and employment center for the tri-state area. Tourism is a major economic
force in the community.
The City of Dubuque is governed by an elected Mayor and City Council and managed by
a City Manager. The City funds a full range of municipal services. City government works
in collaboration and partnership with the private and non-profit sectors to promote
economic development and sustainability. Downtown, neighborhood, and riverfront
Page 5 of 40
planning, sustainability, and revitalization are long-standing priorities of the City. The
CitV's website showcases and provides information on many aspects of the City's
operations. City Council goals and priorities are available on the City's website.
The Mayor and City Council have identified becoming a more sustainable and resilient
city as one of their top priorities for over 16 years. Implementation of a community -defined
sustainability plan is among the Council's priorities. Find out more at
www.sustainabledubuaue.ora.
The City is striving to be an equitable community of choice, one that is data driven,
outcome focused, and built on the four pillars of sustainability, resiliency, equity, and
compassion through people, partnerships, and planning.
The Imagine Dubuque Comprehensive Plan was adopted in 2017, following a year of
community engagement that gathered over 12,500 ideas from more than 6,000 residents
and stakeholders. The plan serves as a policy guide for the community's physical, social,
and economic development. Implementation of the plan recommendations will rely on
community participation, partnerships, and collaboration with residents and
organizations. The goal is to create a more viable, livable, and equitable community. The
Call to Action tracks progress on the Plan. Components of the plan are applicable to
responses to the RFP.
60,000 people work in Dubuque County and Dubuque's largest employers include John
Deere Dubuque Works, Dubuque Community Schools, MercyOne Dubuque Medical
Center, Medical Associates Clinic, P.C. Unity Point Health -Finley Hospital, Cottingham
and Butler, and Sedgwick, most of whom host events and activities at the Grand River
Center. The City of Dubuque and the Greater Dubuque Development Corporation
("GDDC") are focused on the continued growth and expansion of current Dubuque County
businesses, recruitment of a new workforce, and welcoming new businesses to the
community. Dubuque is home to higher education opportunities, including the University
of Dubuque, Clarke University, Loras College, Northeast Iowa Community College
("NICC"), and the neighboring University of Wisconsin -Platteville.
Dubuque has seen growth in its tourism industry year after year. Travel Dubuque has led
award winning efforts showcasing all there is to do in Dubuque and the region. Dubuque's
history as Iowa's first city and its beautiful historic architecture set Dubuque apart as a
travel destination that brings over 2,000,000 visitors to the area each year. The National
Mississippi River Museum and Aquarium is in the Port of Dubuque and is a major tourist
attraction for the region. The GRC is located within easy walking distance to historic Main
Street and the Millwork District. Over 50 murals are located throughout downtown and
create a unique experience for travelers and visitors to the community. Viking River
Cruises hosts national and international travelers and began docking this fall in the Port
of Dubuque. Explore Travel Dubuque's website and social media for more information.
The ever-expanding Field of Dreams Movie Site is just a quick 20-mile drive away and
attracts many travelers to the region. Explore Travel Dubuque's website and social media
pages for more information.
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4.0 PROPOSAL SCOPE OF SERVICES
In preparing a response to this RFP, the firm should describe the means or strategy by
which they would satisfy the scope of services. The final scope of services will be
negotiated with the selected firm. The scope of services in this section is preliminary and
may be modified during the selection and negotiation process. The City will evaluate
submitted proposals and award an operations, management, and marketing agreement
to selected firm based on the best proposed solution to each individual section listed
below and in Section 2.0 Proposal Goals and Objectives.
The following outline represents the minimum components for performing the requested
services.
A. Operation Management Services - Operation management services requires the
professional management operator to manage, in the most efficient, high quality, and
cost-effective manner possible, all aspects of GRC operations such as groundskeeping,
custodial and maintenance services, security, sales, booking, marketing, event services
(including event set-up and tear -down, AV, scheduling, promotions, business relationship
development, sponsorship and promotional services), food and beverage services,
financial and administrative services (including accounting, budgeting, purchasing,
human resources, and contracting). Specific services and expectations of the
professional management operator will include, but not be limited to the following:
1 . Day -to -Day Management and Operation -
a. Ensure that the facilities are kept clean, safe, sanitary, and
maintained in good working order.
b. Conduct repairs as necessary, certifying that work is compliant with,
and when possible, exceeds, City, state, and federal regulations.
C. Manage FIF & E internal to the GRC. Provide, or cause to be
provided, all incidental services required in connection with the GRC or its
events, including but not limited to client development, promotional
activities, food service, and concessions.
d. Maintain an adequate staff of courteous, well -trained, and efficient
employees at the GRC and provide appropriate supervision of such
employees.
e. Create a focus on all aspects of the business, including but not
limited to local and corporate events, banquets, and activities, state, local,
regional, and national associations, consumer and trade shows,
government, social, military, educational, religious, and fraternal (SMERF)
events and activities, and local social activities and events.
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f. Support (in-house or via third party vendor(s)) of the technical
environment of the GRC operations including but not limited to: audio and
visual systems, teleconferencing, end -point devices (such as computers,
laptops, printers, phones, mobile devices, servers, and cloud -based storage
systems), cybersecurity protection and monitoring, business operational
software systems (such as financial, payroll, e-mail, point -of -sale systems),
compliance with all relevant security and privacy standards,
telecommunications systems (including all wired and wireless systems such
as telephony systems and phones, networks systems and connectivity, low
voltage wiring, firewalls, routers, switches, internet services room display
screens, outdoor electronic signage, time clocks, television/video services),
HVAC and physical plant monitoring systems (including access control and
security), and any technology upgrades, maintenance, and support
activities.
2. Report Preparation - collect all revenues generated through the operation
of the GRC and document all expenditures necessary for the proper management,
operation, maintenance, and supervision of the facility. Prepare and submit
monthly and yearly financial, operating, maintenance, management, marketing,
and other such reports as required by the City.
3. Annual Plan - develop annual plans and operational budgets for the City
that have defined performance measures. Comply with such plans and budgets.
Upon conclusion of the fiscal year, ensure completion of an audit by a certified
public accounting firm to develop audited financial reports and to certify
compliance with generally accepted accounting principles.
4. Contract Administration - administer all utility and other contracts required
in the ordinary course of business in operating the GRC, and if necessary or
requested by the City, participate in the solicitation of, and negotiations with,
competing service providers.
5. Advise - provide such advice and assistance in relation to the operation,
marketing, management, maintenance, and supervision of the GRC as the City
may require including, but not limited to, recommending potential changes to
sources of revenue, partnerships, prices, policies, and other such practices that
could potentially add to the financial success of the facility.
6. Respond to City Requests - respond in a timely manner to requests from
the City and its agents or counsel.
B. Transition Services, if applicable, & Review of Services for Upgrades - Develop
transitional service plans for changeover of current management firm to new
management firm (if applicable). Perform a review of current services and provide
proposals for upgrades of services.
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C. Timeline/Schedule - The firm shall provide a recommended schedule for instituting
operations management services (as well as transition services, if applicable).
5.0 SUBMITTAL FORMAT TO BE INCLUDED IN PROPOSAL
The proposal should address all of the points outlined in this RFP- To simplify the review
process and obtain the maximum degree of comparability, the proposal shall include the
following information and shall be organized in the order and manner specified below.
While additional data may be presented, the following subjects must be included — they
represent the criteria against which the proposal will be evaluated.
Letter of Transmittal and Executive Summary
Provide a letter of transmittal briefly outlining the firm's understanding of the work. List the
name, address, telephone number, e-mail, and company website of the firm's preferred
contact person (the "Proposal Manager"). The Proposal Manager will be the primary
contact person during the RFP evaluation process. Provide a brief executive summary
(no more than two pages) that succinctly discusses the firm's approach and describe how
the firm is uniquely qualified as the best choice to manage the GRC.
Minimum Firm Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested
in providing the services specified in this RFP. A proposer must meet or exceed these
requirements to be considered for award. Any exceptions or qualifications to the
requirements listed should be clearly detailed in the proposal. Proposed firms shall -
A. Have extensive experience in providing services similar to those specified
in this RFP.
B. Firm shall have successfully performed services of similar scope with other
public, quasi -public, or private organizations.
C. Have knowledge of and comply with all currently applicable, and as they
become enacted during the Agreement term, federal, state, and local laws,
statutes, ordinances, rules, and regulations. All laws of the State of Iowa, whether
substantive or procedural, shall apply to this RFP and the Agreement, and all
statutory, charter, and ordinance provisions that are applicable to public contracts
in the City shall be followed with respect to this RFP and the Agreement.
D. Experience with municipal and city governments is desired.
E. Have the capacity and resources to acquire or provide all insurances and
other financial commitments as outlined in the terms of this RFP, the proposal, and
the Agreement.
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F. Have the capacity and resources to provide all other services and meet all
other obligations of the firm in the Agreement.
G. Have appropriate material, equipment, and labor to perform specified
services under the Agreement.
Proposal Response Form
Provide a completed Proposal Response Form found in Appendix B.
Profile of Firm — Background and Qualifications
Provide a profile of the firm and describe its legal structure, principal officers, and
organizational structure. The proposer must identify and distinguish between its own
experience and qualifications and that of any parent entity, predecessor, or subsidiary of
the proposer, whether wholly -owned or partial ly-owned.
A. Provide an overview of the firm's profile.
B. Provide short biographical information of key executive personnel and staff,
including any subcontractors who will be assigned to execute the terms of the
Agreement. Provide short biographical information on key personnel and principals
of the firm that would oversee GRC assigned personnel and whether such
involvement will be on a fully informed daily basis or in an advisory capacity.
Include the resume(s) of the proposed on -site general manager or the candidates
for the general manager position. Resume(s) should describe each person's
qualifications and experience with managing and marketing public assembly
facilities. The response should include provisions ensuring that the selected on -
site general manager will not relocate to another facility or responsibility other than
the GRC until a minimum period of time has elapsed.
C. Provide firm's affirmative action plan and diversity, equity, and inclusion
plan.
D. To protect the City from the sudden loss of managerial services,
management shall ensure that there is at least one other manager on the GRC
staff who is thoroughly familiar with the management and operation of the facilities
and associated issues and processes, who could capably serve in an interim
capacity as the manager of the GRC.
E. Provide audited and certified financial statements for the firm's last three
years of operation. If the proposer is a joint venture, a copy of the joint venture
agreement must be submitted for each party. (Not included in page count and
provided as a file(s) via one separate USB file labelled Audited Financials).
Page 10 of 40
F. Provide a complete and detailed history of the firm's facility management
experience forthe lastfive years. Information provided should include a description
of services provided, examples of successful operational strategies, and the term
of the management contract, with particular attention to:
1 . Specific, quantifiable measure of success at other facilities managed
by the firm, with particular emphasis on conference facilities that are in
communities of a comparable size to Dubuque located in the Midwest.
2. Specific expertise gained from past management experiences
relevant to future GRC operations.
G. Provide an explanation of firm's experience in working with public entities
or other entities that operate and market facilities for a public entity, including
cooperative efforts, philosophy, and results.
H. Provide general information about the firm including but not limited to
corporate headquarters, age of the firm, firm history, annual revenues, number of
employees, and brief description of firm, along with its area of expertise and
experience as it relates to this RFP. Describe the experience and success of the
firm in performing similar operations management services. State the location(s)
of the office(s) from where the supervision of the management services will be
performed.
1. Proposers shall demonstrate the financial capacity necessary for the City to
assess the viability of the proposer to enter into and to provide the services at the
level anticipated in this RFP, or higher, as well as any action with respect to a
contemplated sale, act of receivership or reorganization of the proposer or any
subsidiary that is, or has previously been, engaged in delivery of the services
contemplated in this RFP.
J. Discuss the firm's ability to integrate this operations management and
marketing services contract into its present workload. Include a statement to
specify if the firm currently has the capacity to undertake the operations
management services or whether it intends to hire additional staff or partner with
subcontractors.
K. It is the sole responsibility of the successful proposer to ensure adherence
to all applicable local, state and federal wage and labor laws and employment
eligibility requirements.
Current and Former Management Contracts/Agreements
A. Information on four (4) comparable and relevant government owned, managed
facilities the firm has managed in the last ten (10) years. If not government owned, explain
facility(ies) applicability.
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• Facility Name
• Physical Address
• Type of facility (e.g. convention center, conference center, education center)
• Relevant descriptive facility information including gross square footage and net
square feet of convention/exhibition space, meeting space, etc.
• Extent of responsibilities
• Discuss what specific, quantifiable measures of success have been achieved
through your company's services in operations management of the venue
• Dates of management
• Reference including contract administrator name, title, phone number, email, and
address that can attest to firm's performance
B. Information on any relevant facilities which the firm has managed within the past
ten years and now no longer manage other than those lost in a competitive process.
C. Provide a comprehensive list of contracts/agreements that have not been renewed
with the proposer within the last five years. Include name, physical address, and type of
facility, in addition to the name, title, address, and telephone number of the client contact
or contract administrator.
D. Disclose any management services agreement terminated, with or without cause,
or not renewed by a public or private entity for management and operations of any
conference and convention center, within the past five (5) years, together with the reasons
for termination or non -renewal.
Scope of Services
Describe the means, methodology, and/or strategy by which the firm would satisfy the
scope of services as listed in Section 4.0.
Include a basic work plan for each strategy that delineates the firm's approach to the
operations management services using the outline below. The work plan, at a minimum,
should include those components outlined in Section 4.0 of this RFP. The firm should
indicate in the work plan any aspects that are proposed to be the responsibility of City
staff.
Highlight any parts of the work plan that will reflect the firm's unique philosophy, insight,
or expertise regarding its approach to this operations management services and how this
approach positively impacts successful operations management services at GRC. This is
the firm's opportunity to convey ideas and concepts with respect to the goals, objectives,
and scope outlined in the Scope of Services.
A. Management Plan
1 . Describe your overall philosophy on how GRC should be managed,
operated, and marketed.
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2. Provide information on:
a. Employee/employer relationships and the proposed management
structure for the GRC;
b. How the management team will report to the firm's corporate offices
and to the City;
C. How the firm expects to interact with the City; and
d. How the firm's departmental functions, including
executive/administration, marketing/public relations, operations/event
services and finance/information services would report to the City.
3. Provide an organizational chart denoting any departments, divisions, senior
management positions, and supporting positions within each management and
operating department or division anticipated to provide on -site, day-to-day services
associated with the GRC.
4. Provide a suggested staff and organizational chart for that would reflect the
proposed operating structure for the GRC listing positions, functions, and
responsibilities for the operation locally of the GRC.
5. Provide resumes of key personnel and principals of the firm that will be
involved in the management of the GRC and whether such involvement will be on
a fully -informed, daily basis or in an advisory capacity. Include years of experience
with the firm, years of experience in the industry, educational background, and
relevant industry licensure, certifications, and affiliations. Distinguish between
project experience with the firm and experience with other companies.
6. If applicable, describe whether the firm is open to engaging, as employees
or independent contractors, current management company employees working at
GRC, provided such personnel are mutually satisfactory to the parties. Provide
examples, if any, of past employee transitions experiences and ways to address
potential challenges (such as preserving benefits/pensions of former employees
whom the firm has engaged under similar transitions from private -to -private
operations at other facilities).
B. Marketing Plan Philosophy
1 . Discuss proposed marketing and promotional concepts that will further the
goals and objectives of the GRC while also maximizing the benefits to the Dubuque
area. This should include the firm's approach to co -promoting events and creating
new events and activities with, for example, Five Flags Civic Center or Travel
Dubuque.
Page 13 of 40
2. Explain how your firm's network and relationships with event/meeting
planners and/or promoters with venue networks will maximize bookings and
programming opportunities. Describe any opportunities that may be available to
the City in the event the firm operates or promotes other venues in the region.
3. Describe in general the proposed approach to booking, scheduling,
promoting, advertising, and marketing events at the GRC, including booking and
scheduling events with outside event planners, promoters, event coordinators,
meeting planners, and local events. This should include working with the City and
local stakeholders. Include specific examples from other, similar venues of the
firm's ability to attract, book, and schedule similar events and activities, including
examples of networking among the proposer's clients or other means used to
enhance bookings and programming.
C. Operations Plan
1 . Provide a description of the policies and proposed methods of providing the
following management services for the GRC. Include a discussion of providing
these services in-house or by contracting with an outside party, as well as a
discussion of the firm's approach for dealing with existing agreements.
a. Event Set-up and Tear -Down - the labor, equipment, and materials
required to timely and adequately set-up and breakdown all events utilizing
the GRC.
b. Event Services - all services such as cleaning, business services,
electrical, carpentry, and plumbing required for a successful event.
C. Site Maintenance and Engineering - all maintenance and
engineering services required to guarantee a safe and well -maintained
facility and efficient operation of the GRC. Describe the upkeep and
preventative maintenance plan for the GRC.
d. Security - all security services needed to keep the GRC and
surrounding grounds safe for visitors and in compliance with all laws.
e. Custodial Services - the labor and maintenance required to clean and
service all areas of the GRC.
f. Technology and Audio/Visual (as outlined in section 4.0 A of this
RFP) - all technology services required for a successful event and day-to-
day technology operations, including but not limited to computer and
audio/visual support.
2. Identify those services intended to be contracted out and identify how local,
certified minority and women -owned businesses have been used in other facilities
Page 14 of 40
under the management of the proposing firm to provide services, supplies and
materials for the facilities, and what general plans the proposer would have in
terms of doing the same in Dubuque. This summary should include any
requirements that may have been placed on firms with whom the proposer has
contracted for services regarding their use of local minority and women -owned
businesses and subcontractors.
D. Transition Plan (if applicable)
1 . Describe steps and timing of a transition plan should the firm be chosen.
E. Financial Plan
1. Provide a strategy for minimizing the annual operating expenses and
maximizing the annual operating revenues of the GRC.
2. Develop a budget for the first full year of operations under contract for the
GRC. Include a detailed description of all expenses and revenues, by line item,
and provide an explanation of how each line item was developed and the
assumptions used. The management fee, if any, paid to your firm should be
included as a separate line -item expense.
3. Develop a three-year operating budget for the GRC. All revenues and
expenses should be listed, by line item, along with all relevant assumptions used.
The management fee, if any, paid to your entity should be included as a separate
line -item expense. Provide examples of management reports that will be submitted
to the City monthly detailing profits/losses, surcharge details and any other
significant financial activity from the previous month.
4. Understanding that the City will be financially responsible for, and have the
final approval of capital improvements, provide a description of the firm's role in
identifying and prioritizing capital improvements, including approval, billing,
purchasing, and letting of contracts.
5. Describe the firm's approach to annual fundraising to help sustain
operations of the GRC, including potential naming rights (not the GRC building
itself), operating and programming sponsorships, pouring rights, and any other
contractually obligated income ("COI"). Provide examples of past success with
fundraising at other, similar venues.
F. Compensation Proposal
The City's goal is not to provide an operational subsidy on maintenance related items.
The City is offering the following -
Page 15 of 40
Equipment Repairs and Maintenance: Ordinary equipment maintenance and
individual equipment repairs (includes but is not limited to HVAC, plumbing,
electrical, boilers, geothermal systems, kitchen equipment, attached and
freestanding equipment throughout the facility and mechanical systems, life safety
systems, elevators, and escalators) costing less than $5,000 will be paid by the
firm up to an aggregate in any fiscal year of $50,000. The City will be financially
responsible for repairs or maintenance in excess of $5,000 individually and
$50,000 in the aggregate in any fiscal year. In no event shall the firm's
responsibility for maintenance or repairs of all equipment exceed $50,000 in any
fiscal year. The cost of individual and aggregate repairs will be adjusted each year
based on the Consumer Price Index (CPI) of the preceding twelve (12) months
before seasonal adjustment. The adjustment begins July 1 of each year.
Maintenance and Service Contracts: Maintenance and service contracts (including
but not limited to technology as described in Section as outlined in section 4.0 A
of this RFP, fire extinguishers, HVAC, fire alarm system, sprinkler and fire
suppression system, kitchen equipment, pest control, lawn care and treatment,
landscape maintenance, carpet cleaning, escalator, and elevator) costing less
than $5,000 will be paid by the firm up to an aggregate in any fiscal year of $50,000.
The City will be financially responsible for maintenance and service contracts in
excess of $5,000 individually and $50,000 in the aggregate in any fiscal year. In
no event shall the firm's responsibility for maintenance and service contracts
exceed $50,000 in any fiscal year. The cost of individual and aggregate service
and maintenance contracts will be adjusted each year based on the CPI of the
preceding twelve (12) months before seasonal adjustment. The adjustment begins
July 1 of each year.
The individual and aggregate limits set forth for maintenance and service contracts
are separate and distinct from the individual and aggregate limits set forth for
equipment repairs and maintenance.
Capital Improvement and Capital Equipment: The City is responsible for capital
improvements to and capital equipment for the facility. The City will fund capital
improvements and capital equipment as approved by the City Council capital
improvement fund each year.
If the proposer believes they cannot successfully operate without an operational
subsidy as described above it is the City's desire to obtain creative compensation
proposals related to the management of the GRC. Proposals should include:
Base and Incentive Fee Structure — if under this plan, the selected firm would
receive a base fee and potential incentive fee in exchange for operating the GRC
while all operating revenues and expenses would be allocated to the City, please
describe.
Other Creative Management Fee Structure - identify any alternative compensation
Page 16 of 40
plans related to the operation of the GRC that the City should consider as a part
of the firm's submission. This could include options for marketing participation or
such other options which would further promote the success of the GRC and limit
the City's operating expense exposure.
Describe the nature and amount of the financial resources that would be committed
by the firm to enhance the likelihood of the successful operation and management
of the GRC. All compensation proposals must comply with applicable IRS
regulations to protect the tax-exempt status of the City's outstanding bonds.
At a minimum, the proposal shall address the following:
a. Base Fee - the amount of the annual fee for management services,
if any.
b. Incentive Fee(s) - identify the standards that will be used to
determine the amount of the incentive fee. Be advised that the City is
interested in incentives that balance the need for: (i) minimizing operating
deficits; (ii) maximizing the attraction of non -local, economic impact
generating events; and (iii) maintaining high standards of physical products
and service quality.
C. Capital Investments - identify areas in which the proposer will invest
in additional fixtures, equipment, or other aspects of the GRC.
Understanding of Final Agreement Terms
The firm should provide a statement that indicates it has read and understands Appendix
D — City of Dubuque Contract Terms and Conditions (the "Contract Terms and
Conditions") and agrees to include the clauses that are listed in Appendix D in the final
Agreement. Any exceptions to the Contract Terms and Conditions by the firm must be
clearly stated in their submitted Proposal.
Insurance Requirements
The firm should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule J —
Appendix E.) Submittal of insurance documents as part of this RFP is not required.
Litigation and Dispute Disclosure
Indicate and disclose all lawsuits, including claims involving arbitration or other alternative
dispute resolution mechanisms, filed against the proposer and any affiliates within the
past five years of the date of this RFP. Notwithstanding the above disclosure requirement,
the proposer is not required to include the following claims:
Page 17 Of 4u
• Personal injury suits resolved for an amounts less than $100,000 filed by visitors,
guests, invitees, licensees, or trespassers at or upon the real properties owned,
leased, operated, or managed by the proposer or its affiliates;
• Workers' compensation claims filed by employees of the proposer or its affiliates;
• Mechanics, supplier, or material liens of less than $5,000; and
• Real property tax appeals.
• Among the types of lawsuits that are expected to be disclosed are sexual
harassment claims; age discrimination claims; other claims involving protected
classes such as race, national origin, gender, gender identity, or sexual orientation;
breach of contract claims; and claims involving violations of collective bargaining
agreements.
Proposed Schedule/Timeline
Provide a detailed schedule for the operations management services, including transition
(if applicable) and the new management agreement. Outline tasks for all components
outlined in the RFP, including the time durations and estimated completion dates for each
major component of the proposed scope of services. Clearly define work tasks expected
of the City. The schedule should list all deliverables that are required throughout.
Financial Package, Fees, Compensation, and Proposed Operations Management
Agreement MUST BE IN A SEPARATE SEALED ENVELOPE marked "Management
Services Financial Proposal".
Provide a financial package, fees, or proposed fixed costs, plus reimbursable expenses
budget for the requested scope of services as well as breakdown costs provided as
necessary to understand the financial proposal package. A proposed draft agreement for
operations management services must be included in the submittal. Note, however, that
this draft agreement will not be legally binding, and all terms and conditions are subject
to review, modification, and approval by the City.
The proposed agreement is not included in the page count for proposed submission.
Include in the "Management Services Financial Proposal" envelope one (1) USB that
contains only the audited and certified financial statements. No print copies of the audited
and certified financial statements are to be included.
6.0 RFP TIMELINE. QUESTIONS. AND ANSWERS
Timeline
The following dates are provided for information purposes and are subject to change
without notice.
Contact the Contract Administrator to confirm any and all dates.
Page 18 of 40
RFP issued:
Pre -proposal conference:
Deadline for requests, questions and technical info
via email: (NOTE: encouraged to email before
this deadline)
Addenda (if any) issued by:
Sealed Proposals due:
Interviews and negotiations
Recommendation to and City Council approval:
estions and Answers
October 11, 2022
2:00 pm CST, October 24, 2022
2:00 pm CST, October 28, 2022
5:00 p.m. CST, November 2, 2022
2:00 pm CST, November 7, 2022
November -December 2022
January 17, 2023
All information requests, questions, and technical information shall be directed to the
City's Contract Administrator as detailed below. From the date of issuance of this RFP
until final City action, the firm shall not discuss the RFP with or contact any City of
Dubuque employee or any member of the Selection Committee except as expressly
authorized by the City's Contract Administrator. Violation of this restriction will be
considered grounds for disqualification of the firm's proposal. Contact with any City of
Dubuque employee or any member of the Selection Committee on other matters not
related to the GRC RFP and RFP process is allowed.
The Selection Committee has members from Travel Dubuque, the City Attorney's office,
the Budget and Finance Department, the City Manager's office, and the Contract
Administrator.
The City has used considerable efforts to ensure an accurate representation of
information in this RFP. Each firm is urged to conduct its own investigations into the
material facts provided.
No answers given in response to questions submitted shall be considered a part of this
RFP unless released in writing (letter or email) as an officially numbered and titled
addendum to the RFP by the City of Dubuque.
Non -Mandatory Proposal Conference- A pre -proposal conference will be held on
October 24, 2022 at 2:00 p.m. at the GRC meeting room 1 and will include a tour of the
facility and grounds. Email the City's Contract Administrator to receive an invitation. All
firms are encouraged to attend for clarification of the requirements and knowledge of the
facility.
Any questions concerning this RFP must be received on or before 2:00 p.m. CST
on October 28, 2022. Any inquiries received after this date will not be answered. When
submitting a question to the Contract Administrator, please include the appropriate
contact information for the firm. All questions sent in an email must include GRC RFP
Question in the subject line.
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It is the intent of the City that this RFP promotes competition. It shall be the firm's
responsibility to advise the City's Contract Administrator of any language, requirement, or
combination thereof which the firm believes restricts or limits the requirements stated in
this RFP to a single source. Such notification must be submitted in writing and must be
received by the Contract Administrator not later than five (5) working days prior to the bid
closing date. Any failure to notify the City's Contract Administrator as outlined above shall
be considered a waiver of any such objection.
Confidentiality of Documents
Except with the City's approval, proposer shall not, directly or indirectly, disclose, divulge,
or communicate to any person, firm, or corporation, other than the City or its designated
representatives, or as required by law, any non-public information which it may have
obtained during the proposal process concerning any matter relating to the scope of
services or the regular business of the City. In general, documents that are submitted as
part of the response to this RFP will become public records and will be subject to public
disclosure. If the firm follows the procedures prescribed by those statutes and designates
a document "confidential" or "trade secret", the City will withhold the document from public
disclosures to the extent that it is entitled or required to do so by applicable law.
If the City determines that a document that the firm has designated "confidential" or "trade
secret" is not entitled to protection from public disclosure, the City will provide notice of
that determination to the contact person designated by the firm, in any reasonable manner
that the City can provide such notice, at least five business days prior to the public
disclosure of the document. If the firm does not designate anyone to receive such notice
the City will not have any obligation to provide any notice of a determination of non -
confidentiality. If the firm does not designate anyone to receive such notice, or if, within
five business days after the City provides notice to the designated person, the firm does
not initiate judicial proceedings to protect the confidentiality of the document, the City will
not have any obligation to withhold the document from public disclosure.
By submitting to the City a document that the firm designates as "confidential" or "trade
secret", the firm agrees that in the event a third party brings any action against the City
or any of its officials, employees, agents, or volunteers to obtain disclosure of the
document, the firm will indemnify and hold harmless the City and its affected officials,
employees, agents, and volunteers from any and all costs, including attorney's fees,
incurred by or assessed against any such person. The firm also agrees that, at the City's
request, the firm will intervene in any such action and assume all responsibility for
defending against it, and the firm's failure to do so will relieve the City of all further
obligations to protect the confidentiality of the document.
Contract Requirements
At any time during the selection process or afterward until the Agreement is negotiated
and signed, the City reserves the right to terminate the process. The Agreement will be
negotiated with the most responsible and responsive proposer whose proposal meets the
Page 20 of 40
needs of the City to the best degree. The initial term of the Agreement should be assumed
to be five (5) years. Ultimately, the term of the Agreement shall be determined through
negotiations and mutual agreement of the parties. The City reserves the right to add to or
delete any item from this RFP when deemed to be in the best interest of the City.
No proposer shall assign its proposal or any right or obligation thereunder without the
prior written consent of the City. Prices quoted in the proposal shall include any and all
associated costs. All taxes of any kind or character payable on account of the work done
and materials furnished under the Agreement shall be paid by the proposer and shall be
deemed to be included in costs contained in the proposal. Proposal prices shall include
all royalties and costs arising from patents, trademarks, and copyrights in any involved in
the work. Whenever the proposer is required or desires to use any design, device,
material, or process covered by letters of patent or copyright, the proposer shall indemnify
and save harmless the City, its officers, agents or employees from any and all claims for
infringement by reason of the use of any such patented design, tool, material, equipment
or process, to be performed under the award/contract, and shall indemnify the City, its
officers, agents, employees, and volunteers for any costs, including litigation costs and
attorney's fees through the appellate process, expenses, and damages which may be
incurred by reason of any infringement claim, whether during or after the term of the
Agreement.
Any contract resulting from this RFP may be canceled by the City in whole or in part by
written notice of default to the proposer upon non-performance or violation of contract
terms, including the failure of the proposer to deliver materials or services within the time
stipulated in this specification, unless extended in writing by the City. In the event a
contract is canceled because of the default of the proposer, the City may (a) purchase
the services specified in this specification on the open market, or (b) negotiate a contract
with another proposer and establish the period of such contract.
Immediately after the notice of award, the winning proposer and its senior management
shall begin planning in conjunction with City staff to ensure fulfillment of all obligations.
Proposer will be expected to provide professional coordination services upon execution
of the Agreement, the expenses of which will be borne by proposer. Proposer will be
expected to attend meetings as required by the City or its designee to assist in transitions
(if any).
Contract Administrator contact information is as follows:
Marie L. Ware
Leisure Services Manager
City of Dubuque
Leisure Services Department
1157 Central Avenue
Dubuque, IA 52001-5016
Phone- 563.589.4264
E-mail: mware(a)_citVofd u bug ue.org
Page 21 of 40
7.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each firm shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of
the Agreement and to verify any representation made by the City upon which the firm will
rely.
PROPOSAL SUBMITTAL INFORMATION
0 Submittal Deadline: November 7, 2022 before 2:00 p.m. CST
Submittal Location, Marie L. Ware
Contact & Mailing Leisure Services Manager
Address: City of Dubuque Leisure Services
Attn: Grand River Center RFP Proposal
1157 Central Avenue
Dubuque, Iowa 52001-5016
0 Submittal Copies: Seven (7) sets of the proposal shall be provided.
Submit seven proposals and also an electronic pdf version, all labeled "GRC Operations
Management Services Proposal" excluding any proposal cost information and the
proposed management agreement.
The Financial Package, Fees and Compensation, and Proposed Operations
Management Agreement must be provided to the City in a separate, sealed envelope
marked "Management Services Financial Proposal". Firms shall provide a financial
package, fees, or compensation, plus reimbursable expenses budget for the requested
scope of services as well as breakdown costs provided as necessary to understand the
financial proposal package. A proposed draft agreement for operations management
services must be included in the submittal. Firms shall also provide an electronic pdf
version of the financial package, fees and compensation, and the proposed operations
management agreement. The Management Services Financial Proposal envelope should
contain a separate USB with the audited and certified financial statements for the firm's
last three years of operation. Neither the financial statements nor the documents
contained in the Management Services Financial Proposal will be included in the page
count.
The proposal should be prepared simply and economically, providing a straight -forward,
concise description of the firm's capabilities to satisfy the requirements of the RFP.
Initial screening will be completed without knowing the firm's proposed financial package,
fees and compensation, or the proposed draft agreement.
Submitted proposals must be delivered in printed format with the exclusion of the one
required pdf version. The pdf version shall be submitted on a USB along with the
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hardcopies of the proposal. No faxed or e-mail proposals will be accepted. The proposal
must be a document of not more than sixty (60) numbered, 8-1/2 x 11 -inch pages, except
for the transitions schedule, if any, which may be presented in 11 x 17-inch format. The
page count does not include the letter of transmittal, the front and back covers, the
proposed agreement, the Proposal Response Form (Appendix B), or the separately
sealed cost proposals. The smallest typeface shall not be less than 11 points. Proposals
should not include any pre-printed or promotional materials. Any proposals exceeding
60 numbered pages will not be considered. The proposals shall be 100%
recyclable. No binders, folders, bindings, shiny covers, or other non -recyclable
material are to be used. The RFP must be able to be placed completely in a
recycling bin after selection.
The City of Dubuque reserves the right to reject any and all proposals and to negotiate
changes with any firm.
Each addendum must be acknowledged in the Proposal Response Form (Appendix B)
by providing the addendum number and title. Failure to acknowledge each addendum
will be considered grounds for disqualification. It is solely the firm's responsibility to
ensure that all addendums to this RFP have been received before submitting the
proposal.
One original proposal document shall be signed in blue ink by an officer of the firm who
is authorized to legally bind the firm to its provisions and marked as such. Proposals are
to contain a statement indicating the period during which the proposal will remain valid. A
period of not less than one hundred twenty (120) calendar days from the proposal closing
date is required. Failure to comply with the above requirements shall be considered
grounds for disqualification.
Each firm assumes full responsibility for delivery and deposit of the completed proposal
package on or before the deadline. Any proposal received after the submittal deadline will
not be considered and will be returned unopened to the firm. The City is not responsible
for any loss or delay with respect to delivery of the proposals.
The City is not liable for any costs incurred by any firm prior to the execution of the
Agreement. All results and documents from this RFP process will remain the property of
the City of Dubuque.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Marie L. Ware
Leisure Services Manager
City of Dubuque
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Appendix A
FIRM EVALUATION AND SELECTION PROCESS
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum and mandatory
requirements of the proposal as outlined in Section 5.0. Proposals that do not meet
minimum and mandatory requirements will be rejected without further consideration. A
selection committee will review and score qualifying proposals using the established
criteria below and select firms for placement on the firm short-list for operations
management services. The criteria listed are not necessarily an all-inclusive list. Initial
screenings will be done without knowing the firm's proposed fee for services and other
items in the Management Services Financial Proposal envelope. The following criteria
are among those that will be used to initially evaluate submitted proposals.
Maximum Points
I Evaluation Criteria
50
Firm and Operations Management Experience
Firm experience
Proposed staff qualifications and experience
Operations management experience with convention and education
facilities of similar or larger size and scope
Prior experience with government entities
Prior experience similar marketplaces
Experience working with affiliated companies, joint ventures, or
subcontractors (if proposed)
45
Proposed Management Strategy/Plan Meets Goals, Objective,
Scope, and Requirements Outlined in RFP
Organ ization/management approach
Capacity to assume new business and improve existing business
Demonstrated approach and understanding of goals, objectives, and
scope outlined
Quality and completeness of proposal
Proposed timelines and schedule
5
MBE/WBE, Equity, and Sustainability Incorporation into Proposal
100 ooints
TOTAL
Page 24 of 40
SHORT-LIST EVALUATION CRITERIA
A selection committee will interview the short-listed firms chosen after the initial evaluation
criteria scoring. The interview is a very important part of the selection process. Both the
original submitted proposal and the results of the firm interview will be used to select the
final firm for the management services to begin negotiations.
I Maximum Points I Evaluation Criteria I
40 Firm and Operations Management Experience
Firm experience
Proven community relationships as outlined in RFP
Operations management experience with convention and education
facilities of similar or larger size and scope
40 Cost/Financial
Demonstrated financial stability and capability
Demonstrated ability to assemble necessary supports for
management, operations, and marketing
Sales and marketing successes
Financial package proposed
40 Proposed Management Strategy/Plan Meets Goals and
Requirements Outlined in RFP
Organ ization/management approach
Capacity to assume new business and improve existing business
Demonstrated approach and understanding of goals, objectives, and
scope outlined
Quality and completeness of proposal
Professional expertise and abilities of management team proposed for
the GRC
Proposed timelines and schedule
20 Results of Interview Process
20 References
Proven track record in operations management
Proven relationships and interaction with Contract Administrator
10 MBE/WBE, Equity, and Sustainability Incorporation into Proposal
170 points TOTAL
The City reserves the right to review and update weighting of the criteria after the initial
evaluation is complete and prior to interviews beginning.
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SELECTED FIRM - FEE NEGOTIATION PROCESS
Upon the completion of the firm short list evaluation, the RFP Selection Committee will
recommend to the City Manager the highest ranked firm and request authority to
negotiate with the recommended firm a final scope of services, fees, and financial
arrangements. The scope of services in this RFP is preliminary and may be revised during
the selection and negotiation process. The negotiated agreement will be reviewed by the
City Manager, signed by the firm, presented to the City Council for approval, and, if
approved, executed by the Mayor.
The City intends to award a contract to one provider to provide these services. The City
will enter into an agreement which it determines, after evaluation of all accepted
proposals, to be most favorable for the City. The City may not necessarily accept the
lowest cost proposal and may, in its sole discretion, accept any proposal and may waive
any minor informality or irregularity in proposals received. The City reserves the right to
select a firm and make an award to the provider determined to be the most advantageous
and beneficial to the City based on the City's evaluation criteria, or to make no award at
all. The City anticipates that negotiations will be necessary; however, the City reserves
the right to make an award without negotiations.
The intent is to enter in an agreement with the qualified firm with the highest scoring
proposal. Notwithstanding the foregoing, the City reserves the right to award the
Agreement to a qualified firm other than the one with the most points, if, in the City's
opinion, another firm's proposal offers the best value for the products and services
requested, taking into consideration the evaluation criteria of the RFP.
The City reserves the right to request clarification of the proposals without becoming
obligated to offer the same opportunity to any other qualified firms. The Selection
Committee may consider such clarifications in evaluating a proposal. A request for
clarification will not entitle a firm to revise, resubmit, alter, or amend its Proposal.
For the purposes of proposal evaluations, the Selection Committee may consider any or
all of the information received from qualified firms pursuant to the RFP, as well as the
City's knowledge of, and past experience with, the firm or its officers or employees.
The City reserves the rights to:
Revise or extend this schedule at its sole option.
Conduct pre -award discussion and/or pre -award contract negotiations with any or
all responsive and responsible proposers who submit proposals determined to be
reasonably acceptable to the City; conduct interviews or require presentations of
any or all proposers prior to selection; and make investigations of the qualifications
of proposers as it deems appropriate, including but not limited to, a background
investigation conducted by the Dubuque Police Department or any other law
enforcement agency.
Request that proposer(s) modify its proposal to more fully meet the needs of the
City or to furnish additional information as the City may reasonably require.
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• In its sole discretion, expand or reduce the criteria upon which it bases its final
decisions regarding selection of a professional management operator for the GRC.
The City reserves the right to reject any or all proposals or parts of proposals, to
negotiate modifications of proposals submitted, and to negotiate specific proposal
elements with a proposer into a project of lesser or greater magnitude than
described in this RFP or the proposer's reply.
• Process the selection of the successful Proposer without further discussion.
• The City shall be the sole judge of proposers' qualifications and reserves the right
to verify all information submitted by the proposers.
A detailed schedule for the operations management services including transition (if
applicable) and the new management agreement will be finalized. An outline of tasks,
goals, scope, time durations, and estimated completion dates for each major component
of the proposed scope of work will be established. The firm shall indicate the work tasks
that will be completed by City staff. The schedule should list all deliverables that are
required throughout.
The City and the firm will meet and establish the final scope of services for the project as
negotiated by joint revision of tasks in order to best meet the goals and objectives of the
City while considering available funding (if appropriate). During the negotiation process,
tasks to be completed by City staff, work reassignment to proposal and management
services team members, and the addition or elimination of tasks may be modified in order
to achieve the best overall results for the City.
The selected firm shall be responsible for updating all tasks to reflect any changes that
were agreed to during negotiations. After the final scope of services has been determined
and the tasks finalized, the firm shall incorporate the tasks into the agreement documents
being prepared for signature.
Payment for Services- The firm awarded the agreement shall have negotiated financial
arrangements outlined in the Agreement.
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Appendix B
PROPOSAL RESPONSE FORM
Request for Proposals for Operations Management Services for Grand River Center, Dubuque,
Iowa
The undersigned, on behalf of the firm, certifies that: (1) this offer is made without previous understanding,
agreement, or connection with any person, firm, or corporation submitting a proposal on the same project; (2) is in all
respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to
bind the firm in whose name the proposal is submitted; (4) they have read the complete Request for Proposal and
understand all provisions; (5) if accepted by the City, this proposal is guaranteed as written and amended and will be
implemented as stated; and (6) mistakes in the submitted proposal will be the firm's responsibility.
NAME
DBA/SAME
CONTACT
ADDRESS
PHONE
STATE OF INCORPORATION
COMPANY WEBSITE ADDRESS
CITY/STATE
EMAIL
NUMBER OF LOCATIONS NUMBER OF PERSONS EMPLOYED
TYPE OF ORGANIZATION: Public Corporation Private Corporation
Partnership _ Joint Venture Other (Describe):
BUSINESS MODEL: Small Business
Dealer Other (Describe): _
ZIP
Sole Proprietorship
Manufacturer Distributor Retail
Not a Minority -Owned Business: — Minority -Owned Business: _ (Specify Below)
—African American Asian Pacific Subcontinent Asian Hispanic _Native American
Other - Please specify
Not a Woman -Owned Business: Woman -Owned Business: _ (Specify Below)
—Not Minority -Woman Owned — African American -Woman Owned
—Asian Pacific -Woman Owned — Subcontinent Asian -Woman Owned _Hispanic Woman Owned
—Native American -Woman Owned —Other — Woman Owned — Please specify_
ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF IOWA: Yes No
ACKNOWLEDGE RECEIPT OF ADDENDA: All addenda are posted to the City's RFQ/RFP web page
and it is the proposer's responsibility to check and confirm all addendum(s) related to this document.
NO. , DATED _; NO._, DATED_; NO._, DATED
In submitting a proposal, the firm acknowledges all requirements, terms, conditions, and sections of this
RFP document. Proposal submission format should be by order in which sections are listed throughout
the document. All minimum and general requirements should be specifically addressed and detailed in
firm's response. Exceptions to any part of this document should be clearly delineated and detailed.
Signature
Title
Date
Page 28 of 40
Appendix C
RFP RULES AND PROTEST PROCEDURE
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals, provided
such action is in the best interest of the City. Minor irregularities are defined as those that,
in the City's sole discretion, have no adverse effect on the City's best interests and will
not affect the outcome of the selection process by giving the prospective firm an
advantage or benefit not enjoyed by other prospective firms.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this RFP must be clearly
identified as exceptions, noted in the letter of transmittal, and described in the submitted
cost estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended firm.
However, after authorization has been granted to negotiate a contract, all contents of the
submitted proposals shall become public information (subject to the confidentiality
provisions described in this RFP).
DEFINITIONS
For purposes of this RFP, the words "shall", "must", and "will" are equivalent and indicate
a mandatory requirement or condition, the material deviation from which shall not be
waived by the City. A deviation is material if, in the City's sole discretion, the deficient
response is not in substantial accord with this RFP's mandatory conditions requirements.
For purposes of this RFP, the words "should" or "may" are equivalent and indicate
desirable conditions or requirements which are permissive in nature. Deviation from, or
omission of, such a desirable condition or requirement will not, in and of itself, cause
automatic rejection of a proposal, but it may result in the proposal being considered as
not being in the best interests of the City.
DISPUTES/EXCEPTIONS
Any prospective proposer who disputes the reasonableness or appropriateness of any
item within this RFP, any addendum to this RFP, any notice of award, or any notice of
rejection shall set forth the specific reasons and facts concerning the dispute, in writing,
within five (5) business days of the receipt of the proposal document or notification from
the City. The written dispute shall be sent via certified mail or delivered in person to the
Contract Administrator described herein, who shall review the written dispute and work
with the City Manager to render a decision which shall be considered final.
Page 29 of 40
Appendix D
CITY OF DUBUQUE STANDARD TERMS AND CONDITIONS
TAX-EXEMPT BONDS - The GRC is financed with tax-exempt bonds. Additional tax-
exempt bonds may be issued in the future to finance additions or improvements to the
GRC. Thus, the final agreement between the City and a selected firm for operations
management services must comply with federal tax laws that apply to the use of facilities
financed with tax-exempt bonds. Proposers must ensure that their proposals are in full
compliance with IRS guidelines and federal tax laws governing private business use of
facilities financed with tax-exempt bonds. Proposers are expected to adhere to
requirements found in Revenue Procedure 2017-13, and proposals should include an
opinion from bond counsel that the proposal adheres to IRS Revenue Procedure 2017-
13.
ADA COMPLIANCE -
1 . The firm shall comply with all applicable provisions of the Americans with
Disabilities Act (the "Act") (Public Law 101-336, 42 U.S.C. 12101 et seq.), all
applicable amendments thereto, and all applicable federal regulations under the
Act.
2. Programs policies, and alterations of any type shall comply with the 2010
Standards for Accessible Design, the ADA Title 11 regulation, Section 504 of the
1973 Rehabilitation Act, all applicable amendments thereto, and all similar statutes
and regulations prohibiting discrimination on the basis of disability.
3. The selected firm shall ensure that its websites and all online services, including
those websites or online services provided by third parties upon which the firm
relies to provide services or content, comply with, at minimum, Web Content
Accessibility Guidelines - WCAG 2.1 AA.
ASSIGNMENT - The City and the firm each are hereby bound and the partners,
successors, executors, administrators, and legal representatives of the City and the firm
are hereby bound to the other party to the Agreement and to the partners, successors,
executors, administrators, and legal representatives (and said assigns) of such other
party, in respect of all covenants, agreements and obligations of the Agreement. Any
assignment or attempt at assignment made without prior written consent of the City shall
be voidable at the City's option.
PROPOSAL CURRENCY/LANGUAGE - All proposal prices and financial terms shall be
shown in US Dollars ($). All prices must remain firm for the duration of the Agreement
regardless of the exchange rate. All responses must be submitted in English.
PROPOSAL FORM - Each proposer must submit an original proposal and additional
copies as required on the forms attached. The proposer shall correctly sign the proposal,
and the proposal may be rejected if it shows any omissions, alterations of the form,
additions not called for in the proposal, or any irregularities of any kind.
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PROPOSAL INFORMATION IS PUBLIC — The proposal and all documents submitted
with any proposal shall become public documents subject to Iowa Code Chapter 22,
which is otherwise known as the "Iowa Open Records Law". By submitting the proposal
any document to the City of Dubuque in connection with a proposal, the submitting party
recognizes this and waives any claim against the City of Dubuque and any of its officers
and employees relating to the release of any document or information submitted. Each
submitting party shall hold the City of Dubuque and its officials, volunteers, and
employees harmless from any claims arising from the release of any document or
information made available to the City of Dubuque arising from any opportunity. Proposal
information requested by the public or other bidders will be provided in an alternative
format if the requestor is a person with a disability and requires an alternative form for
comprehension.
PROPOSAL REJECTION OR PARTIAL ACCEPTANCE - The City reserves the right to
accept or reject any or all proposals or parts thereof. The City further reserves the right
to waive technicalities and formalities in proposals, as well as to accept in whole or in part
such proposals where it is deemed advisable in protection of the best interests of the City.
CONFLICT OF INTEREST - The firm represents, warrants, and covenants that no
relationship exists or will exist during the Agreement period between the firm and the City
that is a conflict of interest. No employee, officer, or agent of the firm shall participate in
the selection or in the award if a conflict of interest, real or apparent, exists. The provisions
of Iowa Code Chapter. 68B shall apply to the Agreement. If a conflict of interest is proven
to the City, the City may terminate the Agreement, and the firm shall be liable for any
excess costs to the City as a result of the conflict of interest. The firm shall establish
safeguards to prevent employees, consultants, or members of governing bodies from
using their positions for purposes that are, or give the appearance of being, motivated by
the desire for private gain for themselves or others with whom they have family, business,
or other ties. The firm shall report any potential, real, or apparent conflict of interest to the
City.
CONTRACT DOCUMENTS — The Contract Documents are this Agreement, the Request
for Proposals, the firm's proposals, and additional documents, if any. In the event of a
dispute with respect to any term or condition in the Contract Documents, they shall be
interpreted in the following order: this Agreement, the Request for Proposals, the firm's
proposals, and additional documents, if any.
DISPUTES - Should any dispute arise with respect to the Agreement, the parties agree
to act immediately to resolve such disputes. Time is of the essence in the resolution of
disputes. The firm agrees that the existence of a dispute notwithstanding, it will continue
without delay to carry out all its responsibilities under the Agreement that are not affected
by the dispute and the City shall continue to make payment for all services properly
performed as outlined in the Agreement. Should the firm fail to continue to perform its
responsibilities regarding all non -disputed work, without delay, any additional costs
incurred by the City or the firm as a result of such failure to proceed shall be borne by the
firm. The unintentionally delayed payment by the City to the firm of any invoices not in
Page 31 of 40
dispute in accordance with the terms of the Agreement will not be cause for firm to stop
or delay performing the services required in the Agreement.
FORCE MAJEURE - Force majeure shall be any of the following events: acts of God or
the public enemy; compliance with any order, rule, regulation, decree, or request of any
governmental authority or agency or person purporting to act therefore; acts of war, public
disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other storms; strikes or
labor disputes; or any other cause, whether or not of the class or kind specifically named
or referred to herein, not within the reasonable control of the party affected. A delay in or
failure of performance of either party shall not constitute a default hereunder nor be the
basis for, or give rise to, any claim for damages, if and to the extent such delay or failure
is caused by force majeure. The party who is prevented from performing by force majeure
shall be obligated, within a period not to exceed fourteen (14) days after the occurrence
or detection of any such event, to give notice to the other party setting forth in reasonable
detail the nature thereof and the anticipated extent of the delay and shall remedy such
cause as soon as reasonably possible, or as mutually agreed between the parties.
INDEMNIFICATION - To the fullest extent permitted by law, the firm shall indemnify and
hold harmless the City, its officials, employees, agents, and volunteers from and against
all claims, damages, losses, and expenses, including but not limited to attorneys' fees,
arising out of or resulting from performance of the Agreement, provided that such claim,
damage, loss, or expense is attributable to bodily injury, sickness, disease, death, or
injury to or destruction of property, including loss of use resulting therefrom, but only to
the extent caused in whole or in part by any act or omission of the firm, or anyone directly
or indirectly employed by the firm or anyone for whose acts the firm may be liable,
regardless of whether or not such claim, damage, loss, or expense is caused in part by a
party indemnified hereunder.
LAWS AND REGULATIONS - The Agreement shall be governed, interpreted, and
enforced in accordance with all applicable federal, State of Iowa, and local laws,
ordinances, licenses, and regulations. The firm certifies that in performing the Agreement
it will comply with all applicable provisions of the federal, state, and local laws, ordinances,
licenses, and regulations. Venue for any action arising out of this Agreement shall be the
Iowa District Court for Dubuque County, Iowa, or the Federal District Court for the
Northern District of Iowa, Eastern Division.
METHOD OF AWARDING - The City reserves the right to make awards based on the
entire proposal or on an item -by -item basis. However, if firm's proposal is based on an
11 all or none" condition, the City may consider its bid non -responsive and reject the entire
proposal.
NO GIFT STANDARD - The City of Dubuque is committed to upholding the highest ethical
standards in all its business practices. This standard recognizes the need to avoid even
the perception of improper gifts or favors to employees. Therefore, all suppliers have been
asked to abide by the City's "No Gift" standard. The "No Gift" standard also applies to all
Page 32 of 40
offers of discounts or free items at any place of business targeted toward a City employee
and not available to the general public, regardless of the value.
NON -COLLUSION STATEMENT - Neither the firm, nor anyone in the employment of the
firm, has employed any person to solicit or procure the Agreement nor will the firm make
any payment or agreement for payment of any compensation in connection with the
Agreement. There is no contract, agreement, or arrangement, either oral or written,
expressed or implied, contemplating any division of compensation for services rendered
under the Agreement or participation therein, directly or indirectly, by any other person,
firm or corporation, except as documented in the Agreement. Neither the firm, nor anyone
in the employment of the firm, has either directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free competitive
procurement in connection with the Agreement.
NON-DISCRIMINATION AND EQUAL OPPORTUNITY - All firms that engage in
contracts with the City of Dubuque, Iowa agree as follows: The firm will not discriminate
against any employee or applicant for employment because of race, sex, color, creed,
ancestry, national origin, marital status, familial status, religion, age, disability, sexual
orientation, gender identity, genetic information, status with regard to public assistance,
status as a veteran, or any classification protected by federal, state, or local law (the
"Protected Classes") except where age and sex are essential, bona fide occupational
requirements, or where disability is a bona fide occupational disqualification. Such action
shall include, but not be limited to the following: (a) employment, (b) upgrading, (c)
demotion or transfer, (d) recruitment or advertising, (e) layoff or termination, (f) rate of pay
or other forms of compensation, and (g) selection for training, including apprenticeship.
The firm further assures that managers and employees comply with both the spirit and
intent of federal, state, and local legislation, government regulation, and executive orders
in providing affirmative action as well as equal opportunity regarding to the Protected
Classes, as stated above. The firm will include, or incorporate by reference, the provisions
of the nondiscrimination clause in every contract or subcontract unless exempt by the
rules, regulations, or orders of the City and will provide in every contract or subcontract
that said provision will be binding upon each subcontractor.
REGULATORY AGENCY COMPLIANCE - Compliance with laws and regulations set
forth by regulatory agencies is required. These agencies include but are not limited to,
OSHA — Occupational Safety & Health Agency, EPA — Environmental Protection Agency,
ICC — Interstate Commerce Commission, DNR — Department of Natural Resources, and
DOT — Department of Transportation. The City of Dubuque expects that firms will offer
expertise on conformance to regulations applying to the products they sell and the
services they perform.
RIGHT TO PROTEST - Anyone wishing to file a protest concerning (1) the specifications,
(2) the RFP procedure or (3) the award of the Agreement must do so in writing in
accordance with the City's Protest by Bidders which is found in the City's Purchasing
Policy.
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SUSPENSIONS AND DEBARMENT - The firm hereby certifies, pursuant to 2 CFR pt.
180 and 2 CFR pt. 3000, that neither it nor its principles are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in the firm by any federal agency. The firm further certifies that it is not
presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in any contracts with the City of Dubuque or the
State of Iowa. The firm shall ensure that all subcontractors utilized by the firm for any
service or product referenced in the Agreement meet the provisions of this paragraph.
TAXES - The City of Dubuque is exempt from sales tax and certain other use taxes. Any
charges for taxes from which the City is exempt will be deducted from invoices before
payment is made.
WARRANTIES - WORK - The firm shall perform services for the City pertaining to the
operations management services as set forth in the Agreement.
The firm shall be responsible for the quality, technical accuracy, completeness, and
coordination of all services performed under the Agreement. The firm shall, promptly and
without charge, provide all corrective services necessary as a result of the firm's acts,
errors, or omissions with respect to the quality and accuracy of the services.
The firm shall be responsible for any and all damages to property or persons as a result
of the firm's acts, errors, or omissions.
The firm's obligations under the Agreement shall exist without regard to, and shall not be
construed to be waived by, the availability or unavailability of any insurance, either of the
City or the firm.
WARRANTIES - INTELLECTUAL PROPERTY - The firm represents and warrants that
all the materials and services produced or provided to the City pursuant to the terms of
the Agreement shall be wholly original with the firm or that the firm has secured all
applicable interests, rights, licenses, permits, or other intellectual property rights in such
materials and services. The firm represents and warrants that the materials and services,
and the City's use of same, and the exercise by the City of the rights granted by the
Agreement, shall not infringe upon any other work or violate the rights of publicity or
privacy of, or constitute a libel or slander against, any person, firm, or corporation. The
firm further represents and warrants that the materials and services do not infringe upon
the copyright, trademark, trade name, trade dress patent, statutory, common law, or any
other rights of any person, firm, corporation, or other entity. The firm represents and
warrants that it is the owner of or otherwise has the right to use and distribute the products
and services contemplated by the Agreement.
Page 34 of 40
Appendix E
INSURANCE REQUIREMENTS
INSURANCE SCHEDULE J
shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for
the coverage required in Exhibit I prior to commencing work and at the end of the project if the
term of work is longer than 60 days. Contractors presenting annual certificates shall present a
certificate at the end of each project with the final billing. Each certificate shall be prepared on
the most current ACORD form approved by the Iowa Department of Insurance or an equivalent
approved by the Director of Finance and Budget. Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg: Grand River Center
Management, 500 Bell Street
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance
shall be considered a material breach of this agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsultants and sub-subconsultants.
Contractors agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages. The City may request a copy of such
certificates from the Contractor.
6. All required endorsements shall be attached to the certificate. The certificate is due before the
contract/agreement can be approved.
7. Whenever a specific ISO form is listed, required the current edition of the form must be used, or
an equivalent form may be substituted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writing all deviations and exclusions from the
ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if required by law
or other legal agreement, in Exhibit 1. If the contractor's limits of liability are higher than the
required minimum limits then the provider's limits shall be this agreement's required limits.
9. Contractor shall be responsible for deductibles and self -insured retention for payment of all policy
premiums and other cost associated with the insurance policies required below.
10. All certificates of insurance must include agents name, phone number, and email address.
11. The City of Dubuque reserves the right to require complete, certified copies of all required
insurance policies, including endorsements, required by this Schedule at any time.
12. The City of Dubuque reserves the right to modify these requirements, including limits, based on
changes in the risk or other special circumstances during the term of the agreement, subject to
mutual agreement of the parties.
Page 35 of 40
INSURANCE SCHEDULE J (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Prod ucts-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or business owners form BP 00 02, shall be clearly
identified.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) Include Preservation of Governmental Immunities Endorsement. (Sample
attached).
4) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 26.
5) Policy shall include Waiver of Right to Recover from Others endorsement.
6) Policy shall include cancellation and material change endorsement providing
thirty (30) days advance written notice of cancellation, non -renewal, reduction in
insurance coverage and/or limits and ten (110) days written notice of non-payment
of premium shall be sent to: City of Dubuque Finance Department, 50 West 13th
Street Dubuque, Iowa 52001.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
Coverage shall include all owned, non -owned, and hired vehicles. If the Contractor's
business does not own any vehicles, coverage is required on non -owned and hired
vehicles.
1) Policy shall include Waiver of Right to Recover from Others endorsement.
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Page 36 of 40
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
If, by Iowa Code Section 85.11A, the Contractor is not required to purchase Workers'
Compensation Insurance, the Contractor shall have a copy of the State's Nonelection of
Workers' Compensation or Employers' Liability Coverage form on file with the Iowa
Workers' Compensation Insurance Commissioner, as required by Iowa Code Section
87.22. Completed form must be attached.
D) UMBRELLA/EXCESS LIABILITY $1,000,000
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form of
the primary policies, it shall include the same endorsements as required of the primary
policies including but not limited to Waiver of Subrogation and Primary and Non-
contributory in favor of the City.
E) PROFESSIONAL LIABILITY $2,000,000
If the required policy provides claims -made coverage:
1) The Retroactive Date must be shown and must be before the date of the
agreement.
2) Insurance must be maintained and evidence of insurance must be provided for at
least five (5) years after completion of the work or services.
3) If coverage is canceled or non -renewed and not replaced with another claims -
made policy form with a Retroactive Date prior to the date of the agreement, the
contractor must provide "extended reporting" coverage for a minimum of five (5)
years after completion of the work or services.
F) CYBER LIABILITY/BREACH $1,000,000
X Yes No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
Page 37 of 40
Please be aware that naming the City of Dubuque as an additional insured as is required by this
Insurance Schedule may result in the waiver of the City's governmental immunities provided in Iowa Code
sec. 670.4. If you would like to preserve those immunities, please use this endorsement or an equivalent
form.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1 . Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the purchase
of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any
of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa
Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it
now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa
Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting
any defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the insurer
shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for
reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of
the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
Page 38 of 40
�j "A W I 3r- MrUff I TW
W
..ik6p� -W-� Ar&L--.
13L
Appendix F
OPERATIONS AND MANAGEMENT SERVICES FACILITY AREA
I i mw�
A U.
Page 39 of 40
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Page 40 of 40
OF
THE CITY 1
DUB-'&'--kTE
Masterpiece on the Mississippi'
Dubuque
MI-Awria My
NA I X- L: NAII
I I I 11. F
2007-2012*2013
2017*2019
City of Dubuque Grand River Center Operations
Management Services Request for Proposal
Addendum #1
November 2, 2022
Leisure Services Department
2200 Bunker Hill Road
Dubuque, IA 52001
Office (563) 589-4263
TTY (563) 690-6678
Fax (563) 589-4391
www.cityofdubuque.org
The City of Dubuque Grand River Center Operations Management Services Request for
Proposal outlined that the deadline for proposals is 2:00 p.m. CST on November 7,
2022. This addendum changes this due date to Friday, November 18, 2022 at 2:00
p.m. CST. This is so that firms will have ample time to work on the proposal
submission.
An addendum to answer questions submitted was to be released today, November 2,
2022 by 5:00 p.m. This addendum release is delayed until Friday, November 4, 2022 at
5:00 p.m.
Marie L. Ware
Leisure Services Manager
mware(a)_citVofd u bug ue.org
563-589-4264
OF
THE CITY 1
D U B.' TE
Masterpiece on the Mississippi'
Dubuque
All -America CIV
2007-2012-2013
2017*2019
City of Dubuque Grand River Center Operations
Management Services Request for Proposal
Addendum #2
November 4, 2022
Grand River Center Building and Grounds
1
Leisure Services Department
2200 Bunker Hill Road
Dubuque, IA 52001
Office (563) 589-4263
TTY (563) 690-6678
Fax (563) 589-4391
www.cityofdubuque.org
What is the current plan for on -going capital renovations and funding of those
projects through 2026?
Projects carried over from the last FY into FY 23 include the following:
3002710 62712 Expensi3 - GRC EX18deF Decvral�ve Concreic S 6,6Fr5 Caffyover
100119go 71212 Exp*ns-9 - GRC Chia ir& 5 21.9&0 -Carryover
3602115
732WIExpenae
-
GRC qeplace Carpet
10.430
3S023D2
&2716
Expense
GIRC AV & Sound
3,000
JC@Fryove;
CaFryOVEF
36023021
72419
Expense
GRC AV & Sound
S 1, 1.000
Caffyover
1022590
73211
Fx"ns-P
GRC Energy Efficlency
5 21.000
Cinfryover
3502590
62712
Expense
GIRC Energy Efficiency
2.IDOQ
CgFryoyer
3S02S90
71123
Expense
GIRC Energy Ellinciency
92,879
C.WyOVEF
360251A
73210
Expense
GRC Energy EfflciencV
S 141.103
CaUyover
1002SD1
73211
Expons-9
GRC La nftcap@ Improv-orn ont
5 1&.075
carryovar
1002649
T3211
Expense
GIRC Reploce Caulk
35.359
G@Fryoveir
1002T94
73211
Expense
GRC Paini
139,000
C.3Fryl3V2r
3602a92
62all
Expense
GRC M iffkat Stu dy k Assesrmenl
S 65.000
Ciffryover
36029g2
5g240
R-ovenu 9 -
GRC M arkot Stud� & Asseszmenl
5 65.000
Ciarryover
3502M3
62716
Expense -
GIRC MgFklt a n-d Ops Asaessmeni
35.IDOQ
C@Fryover
1100�3300
62431
Expense -
Property MaInten Dn"
177.362
C@Fryover
10033300
62611
Expense -
M EiGIVEquip MaInten Drict
72.000
C@Fryover
11003331)(1
71123
Expense -
Software
26,454
CaFryOVEr
10033300
72416
Expense -
Vkleo Equipmeni
S 114,730
CaFryover
10033300
73411
Expen" -
Equ�p Acq
5 209,235
Cafryover
W
The current FY23 fiscal year includes the following capital improvements. FY23
projects are secured and ready to be implemented. Each year the last four years
FY 24-27 can see a change based upon the availability of city funding. We are
currently in the process of working on the FY24 budget and added capital
projects. For further detail navigate to pages 186-203 of the pdf
httDs-//www.citvofdubuaue.ora/DocumentCenter/View/51482/FY23-
Recorn mended -Du bug ue-Capital- I m provement-Prog ram
1
CONFERENCE CENTER
Gerieral Government
Replace Garpet
Greater Downtown TIF
$
100,01)0 $
120,000 $
30.01)0 $
— $
216.000
$ 466,000
109
Paint Interior Rooms and Areas
Sales Tax Fund (20%)
$
— $
— 3
18.ODO $
— $
24,000
$ 42,0110
110
Replace Table, Chairs, and Podiums
IDRA Diffiribulion
$
50.000
50,000
125.ODO
$
50,000
$ 275.000
Ill
Concrete Restoration
Sales Tiax Fund (20%)
$
52,000
$
50,000
$ 102.WO
112
Replace Fabric Wall Covering
1DRADisinbulion
$
35,000
120,000 $
35.ODO
$
—
$ 190.WO
113
Roof Restoration
Greater Downtown TIF
$
—
S
350.000 $
350,000 $
—
$ 7DO.000
114
Wood Bench Replacement
Sales Tax Fund (20%)
$
—
3
25.000 S
— $
—
$ 25.000
115
Paint ExLeriDr Metal
IDPA Distribution
$
—
$
50.000
50,000 $
—
$ 100.000
116
Furniture Upholstery
IDRA Diffinbution
$
— $
$
30.01)0
— $
—
$ 30.WO
117
Overhead Door Replacement
IDRAGamiao
$
— $
$
— $
21,000 $
55,000
$ 76,W0
118
Trash Compactor Rehabilitation
IDRA Distribubon
$
— $
$
30.700 S
— $
—
$ 30.700
119
Replace Clouds
1) RA Distribubon
$
— $
$
83.800 S
— $
—
$ 83.800
120
Replace Exterior Building Sign
1) RA Gaming
$
— $
$
— S
40,000 $
—
$ 40.WO
121
C i ty of Dub u que
R@comFmnded Capital Improvement Summary
IFY 2023 - FY 2027
FROGRAW PROJECTIDESCRIPTION SOURCE OF FUNDS
DEPT FY 2023 FY 2024 FYr 2025 FY 2026 FY 2027 TOTAL PAGE
LEISURE SERVICES
CONFERENCE CENTER
Gerweral Government
Paint Bridge
1DRADistribubon
$
35.000
$
$
35,000
122
Repaint ENhibit HallAirwalls
1DRADistinbution
$
40.000
$
$
40,000
123
ReplacelRehalb Room Doors
1DRADishlibudon
$
59,000 $
$
59,000
124
Stage and Riser Replacement
DRADistribution
S
25.000 $
— $
— $
77rOQO $
102,WO
125
Window Panel Replacements
Sales T� Fund (20%)
S
S
— S
— 8
— $
16r0Q0 $
I6.W0
126
2. Please provide a list of the CIP and equipment replacement items from the last
three years.
FY 22 See pages 168-188
httr)s://www.citvofdubuaue.ora/DocumentCenterNiew/48039/2022-2026-Car)ital-
Improvement-Program
FY 21 See pages 159-176
https://www.citvofdubugue.org/DocumentCenter/View/44578/2021 -2025-Capital-
Improvement-Program --- Recommended
FY 20 See pages 128-141
https://www.citVofdubugue.org/DocumentCenterNiew/39332/FY20-
Recommend ed-Capital- I m provement-Program
Please note that some of the capital improvements and equipment shown as
funded are a part of the carryovers in question number one if the project was not
completed or equipment not purchased. The Leisure Services Department is in
the process of hiring a Project and Facilities Manager that will assist in
completing the capital projects and equipment purchase work. COVID saw all
budgets froze and then unfrozen that created a backlog of work and many project
carryovers.
The following equipment will be replaced in FY 2023 ($160,680):
Digital signs system (internal) $ 64,700
Audio Visual Equipment S 2,500
100 gallon water heater $ 17,000
Vacuums (6) 5 7,750
Broiler $ 10,000
Hot boxes - tall 9,000
6 Burner Range 15�000
Recommended Improvement Packages S 34,730
Total Equipment $160,680
7he following equipment will be replaced in FY 2022 ($175,560):
Exhibit Hall Projector
Ice Cubers (2)
Garbage Disposals (2)
LED Message Sign
Smoking Ums
Walkie Talkies
14,447
5,399
77,594
1,250
ThIal Equipment $175,580
T he fol low i ng eq u i pme nt A I I be re p la red i n FY 2021 ($9 0,846) -
Exhibit Hall Projector $ 71,000
Ice Cubers �2) $ 14.447
Garbage Disposals S 5,399
Total Equiprnent $ 90,846
The following equipment will he replaced in FY 2020 ($26,000)--
Artffidal Plants $ 10,000
Audio Visual Equipment $ 110.000
Portable Radios S 6.000
Total Equipment $ 26,000
3. Provide event schedule for 2018, 2019, and 2021 and any annually recurring
events.
The bookings and events are handled by the private management company and
thus proprietary business information. If a new management company is selected
records would be available per the current management agreement.
4. Please list current AV equipment inventory.
See the attached equipment listing on the RFP site with Addendum #2. AV
equipment as well as computers are provided.
5. Please list copies of any on -going maintenance contracts.
Trane - HVAC
Schindler — Elevator/escalator
Heartland (former CEC) — telephone system
3
6. Confirm the status of all roof repairs creating ceiling staining.
Over the clouds — rip in membrane repaired
By Exhibit A - clogged roof drain unclogged
Meeting Room 3 — rip in membrane repaired
7. Confirm all tables, chairs and staging equipment for event preparation.
200 round tables, 150- 6 foot tables, 150- 6' X 18" classroom tables, 50- 8'X 18"
tables, 20- 30" round cocktail tables, 12- 30" concession rounds, 3000 chairs, 40
X 60 foot of staging
8. Please provide an inventory list of all equipment in the administrative offices.
10 staff computers
Multifunction machine
6 office cubicles and furniture, 5 room office and furniture (including manager)
Receptionist furniture and reception area furniture
Shredder
Full kitchen — microwave, refrigerator
Conference room table and 10 chairs
3 file cabinets
Manager office - conference table, credenza, desk
Note: there may be incidental equipment not included.
9. Confirm the responsibility for outdoor maintenance and responsibility for snow
removal.
The outdoor maintenance in the area outlined in Appendix F of the RFP as well
as the snow removal responsibility would be the responsibility of the RFP
respondent. Capital projects related to landscapes are the responsibility of the
City i.e. total renovation of parking island landscape beds or total renovation of
crab apple tree alee to the west of the Center. Operational costs related to these
areas belong to the respondent.
10. Confirm the location of staff parking.
Staff parking is in the outdoor parking lots outlined in Appendix F of the RFP.
11. Confirm the CCTV capabilities and inventory.
In FY 23 an improvement package was approved and is outlined below.
This improvement level decision package is for eighteen (18) security cameras to be placed inside the
Grand River Center (GRC). Currently the GRC has cameras an the loading dock and an internal system
for the employee service back of house. 7he internal systern was installed in 2003 with only minor
updates since that time. The safety and security of the many citizens and visitors to the Grand River
Center is of utmost importance. No security monitoring system is in place for all the public areas, as well
as entrances and exits of the building. 7his phase 1 of a 3 phase projects focusing on cabling and
servers which is necessary for all 3 phases. It focuses on the back of the house. 71here will be a
recurring cost of a pproximate I y $1925 a yea r that would start 1 n r Y23 for t hese ca mera S. The first -yea r
license cost is included in the purchase price. This improvement supports the City Council goal Vibrant
Community: Healthy and Safe as well as the Management agenda high priairity goal of surveillance
camera funding.
Related Cost: S 34,730 Tax Funds Non -Recurring Recommend - Yea
Property Tax Impact: S 0,0137 DA4%
Activity: Conference Center
12. Is there a current quote to replace carpet, damaged ceiling tiles, change to LED
lighting, and repair of air walls?
The airwalls are serviced every six months and currently have no repairs needed.
The carpets are on a carpet replacement. Question 1 and 2 of Grand River
Center Building and Grounds shows the replacement CIPs or carpet and energy
efficiency which will include LED. There is not a quote for these currently
however there is funding that will become projects throughout the next year or
two depending upon the projects. Replacement of ceiling tiles damaged is the
responsibility of the manager.
13. Please list of all approved "Naming Right" locations (i.e. Ballrooms, Lobby)
There currently is not a naming right location list. Locations would be established
and approved. The naming would not have visibility to the outside of the building
i.e. a naming that would be visible through the windows visible from the
Riverwalk. The building will also not be available for naming rights.
14. Please provide a copy of any naming rights proposal or agreement.
There are currently no naming rights in the Grand River Center thus no proposal
or agreement exists.
Food and Beverage
1. Is all the Food and Beverage Equipment in the kitchen, including the dishwashing
machine operational?
Yes.
2. What were the annual F&B sales for 2018, 2019 and 2021 ?
a. What % of those sales were alcohol?
b. Can you provide check averages for breakfast, lunch, & dinner?
c. What % of total meals were plated vs buffet?
This information is proprietary due to the nature of the current management
agreement thus the city does not have access to this information.
3. Were there any discounted sales for provided for government clients of the
facility? If so, can you provide the amount?
This is at the discretion of the manager under the current agreement. The
discounted rate amount is at the discretion of the manager.
4. Provide verified counts of the china, glass, & silver inventory.
The Center started with 3000 place settings of china, glass, and silver. The
inventory has not been verified however according to the current agreements this
inventory would need to be in place.
5. Provide copies of the most recent banquet and catering sales menu.
This information can be found at
https://www.grandrivercenter.com/ files/uqd/92e132 5fOd762eb5984b9fb23f3Ocf
OaO7a5l7.pd and
https://www.grandrivercenter.com/ files/uqd/92el32 Oa5de772365f4439ad8aa3
6b44d6a9aa.pdf. Rates are set independently by the manager.
6. Clarify the current status of the liquor license.
The liquor license is held by the manager.
7. Confirm number and size of portable bar stations.
6 Cambro portable bars — 10' long currently. They are currently set up with Pepsi
who provides service equipment.
Finance
1 . Provide 3 years of historical, detailed profit & loss statements for the Conference
Center.
This information is proprietary information as the current Management
Agreement as Platinum Hospitality operates the Grand River Center under a
private business model.
2. Can you provide the proposed operating budget for FY2023?
This information is proprietary information as the current Management
Agreement as Platinum Hospitality operates the Grand River Center under a
private business model. The City's operating approved operational budget FY 23
is as follows:
GRAND RIVER CONFERENCE CENTER
Budget High lights
Expense
Employee Expense
Supplies and Services
Machinery an J Equ i pme nt
Total Expenses
De bt on Projects pa id voith Sales Tax Fu nd (20 %)
Property Tax Support
Percent Increase (Decrease)
IFY 2021 FY 2022 IFY 2023
Actual Budget Requested
— — 27,526
376,856 535,443 557,606
— 175,580 '1160,680
376,856 711,023 745,812
30,506 29,847 29,010
376,856 711.023 745,812
I Can you provide the staffing organizational chart with titles/positions, as well as
the current salaries for each position?
Because the facility is operated in a private business model, the City does not
have a staffing organization chart or current salaries. The City's Contract
Administrator works with the owner and the General Manager of the Grand River
Center regarding the operations and items of the current management
N.
agreement. The current agreement requires a general manager and
housekeeping supervisor.
4. Can you provide the schedule of user fees charges along with room rental rates,
standard charges for audio visual equipment, and/or other similar fees charged to
facility users including any non-profit rates?
Equipment rates can be found at
https://www.qrandrivercenter.com/ files/uqd/92el32 603f73394ae84a9cb2388b
66a6ba3a32.pdf. Other rates are controlled by the manager including but not
limited to non-profit rates.
5. Clarify the extent to which utility costs will be allocated to the Conference Center.
The current management agreement outlines the city pays 50% and the manager
pays 50%. It is done as a reimbursement to the manager.
6. Please provide historical utility expense information.
Electric and Gas
FY 20 $336,842
IFY 21 $248,220
FY 22 $311,948
Water, Sewer, Stormwater fees are the responsibility of the manager and thus
the city does not have records of those costs.
7. Are there any outstanding contractual obligations remaining with the Conference
Center that must be assumed by the incoming management company?
Amadeus-event management software
8. Please provide the transient guest tax collection and distribution by the City of
Dubuque for last three fiscal years including current forecast.
The current agreement outlines that 25% of hotel motel tax of the Grand Harbor
is paid to the management company. The last three fiscal years and current
budget are as follows:
FY 20 $73,967
FY 21 $74,571
FY 22 $86,928
IFY 23 budget $88,310
OVERALL
1. Please provide the current management agreement.
Attached to Addendum #1 on RFP release site.
The answers provided are to the best of my knowledge interpreting the questions or
requests as asked.
Marie L. Ware
Leisure Services Manager
mware(cb-cityofd u bug ue.org
563-589-4264
MANAGEMENT AGREEMENT
between
CITY OF DUBUQUE, IA
and
GLOBAL SPECTRUM, L.P.
d/b/a OVG360
Effective Date: March 20, 2023
MANAGEMENT AGREEMENT
This Management Agreement is entered into and made effective as of the Effective Date, by and
between the City of Dubuque, Iowa, a municipality organized under the laws of the State of Iowa
("Owner"), and Global Spectrum, L.P., a Delaware limited partnership d/b/a OVG360 ("OVG").
RECITALS
WHEREAS, Owner owns a convention center and event space consisting of approximately 86,000
square feet of space, including exhibition space, meeting rooms, and ballroom space, located in Dubuque,
IA at 500 Bell Street and currently known as the Grand River Center (the "Facility"); and
WHEREAS, the financial and operational success and maintenance of the Facility is of the highest
importance to the Owner;
WHEREAS, Owner desires to engage OVG to manage and operate the Facility on behalf and for
the benefit of Owner, and OVG desires to accept such engagement, pursuant to the terms and conditions
contained herein; and
NOW THEREFORE, for and in consideration of the foregoing, the mutual covenants and promises
hereinafter set forth, and other good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties, intending to be legally bound, hereby agree as follows:
ARTICLE 1
DEFINITIONS
For purposes of this Agreement, the following terms have the meanings referred to in this Section:
Affiliate: A person or company that directly or indirectly, through one or more intermediaries,
controls or is controlled by, or is under common control with, a specified person or company.
Agreement: This Management Agreement, together with all schedules and exhibits attached
hereto, each of which are incorporated herein as an integral part of this Agreement.
Capital Expenditures: All expenditures for building additions, alterations, repairs or
improvements, and for purchases of additional or replacement furniture, machinery, or equipment,
where the cost of such expenditure is greater than $5,000 and the depreciable life of the applicable item
is, according to generally accepted accounting principles, is in excess of one year.
Commencement Date shall have the meaning given to such term in Section 4.1 hereof.
Commercial Rights: Naming Rights, pouring rights, advertising, sponsorships, the branding of food
and beverage products for resale, and, if applicable, any premium seating (including clubs, suites, and
party suites) at or with respect to the Facility and owned or controlled by Owner.
Commercial Rights Contracts: Any contracts for the purchase and sale of Commercial Rights,
which shall be in writing and duly executed by the parties thereto.
Commercial Rights Fee: shall have the meaning given to such term in Section 3.3 hereof.
Commercial Rights Revenue: shall mean all revenue (including cash and trade, with such trade
valued at its retail price in an arms -length transaction) derived from the sale of Commercial Rights,
including Naming Rights.
CPI: The "Consumer Price Index" for all urban consumers, Midwest region, all items, not
seasonally adjusted as published by the United States Department of Labor, Bureau of Labor Statistics or
such other successor or similar index.
Effective Date: shall have the meaning ascribed to such term in the cover page of this Agreement.
Emergency Repair: The repair of a condition which, if not performed immediately, creates an
imminent danger to persons or property and/or an unsafe condition at the Facility threatening persons or
property and was not the result of acts or omissions constituting gross negligence or willful misconduct
of OVG.
Event Account: A separate i nterest-bea ring account in the name of Owner and under Owner's
Federal ID number in a local qualified public depository, to be designated by Owner, where advance ticket
sale revenue is deposited by OVG.
Event Revenue: All Revenue generated from events at the Facility (including food and beverage,
audio-visual, decorating, rent, etc.). For avoidance of doubt, Event Revenue excludes revenues not
attributable to individual events, such as Commercial Rights Revenue and other miscellaneous revenues
or income.
Event Revenue Benchmark: The Event Revenue Benchmark mutually agreed between the parties
in connection with the Operating Budget developed each year; provided the Event Revenue Benchmark
for the first Operating Year shall be $1,800,000, and in no event shall an Event Revenue Benchmark for
subsequent Operating Years be less than such amount.
Event of Force Majeure: An act of God or the public enemy, compliance with any order, rule,
regulation, decree, or request of any governmental authority or agency or person purporting to act
therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other
storms; strikes or labor disputes; pandernic or epidemic; or any other cause, whether or not of the class
or kind specifically named or referred to herein, not within the reasonable control of the party affected
and which by the exercise of due diligence could not be reasonably prevented or overcome.
Existing Contracts: Service Contracts, Revenue Generating Contracts, and other agreements
relating to the day-to-day operation of the Facility existing as of the Effective Date, as set forth on Exhibit
D attached hereto.
Facility: shall have the meaning ascribed to such term in the Recitals to this Agreement, and shall
be deemed to include the entire convention center complex, including but not limited to the meeting
rooms, ballrooms, exhibition space, pre -function areas, common areas, lobby areas, executive and other
offices, storage and utility facilities, as well as the entrances, ground, sidewalks, and parking areas
immediately surrounding the Facility and adjacent thereto, as identified on Schedule I hereto.
Page 2 of 39
FF&E: Furniture, fixtures, and equipment currently in place or to be procured for use at the
Facility.
Fixed Management Fee: The fixed monthly fee Owner shall pay to OVG under this Agreement, as
more fully described in Section 3.1 of this Agreement.
Facility.
Food and Beverage Services shall have the meaning given to such term in Section 2.1(b) below.
General Manager: The employee of OVG acting as the full-time on -site general manager of the
Incentive Fees: The Qualitative Incentive and Revenue Incentive.
Investment shall have the meaning given to such term in Section 11.3 of this Agreement.
Laws: federal, state, local, and municipal laws, statutes, rules, regulations, and ordinances.
Management -Level Employees: The General Manager, Assistant General Manager (if applicable),
and any department head employed by OVG to perform services at the Facility (including, if applicable,
employees performing the function of the Director of Finance, Director of Operations and Events, Director
of Sales and Marketing, and Director of Food and Beverage/Head Chef.
Marketing Plan: A plan for the advertising and promotion of the Facility and Facility events, which
may contain but not be limited to the following elements: (i) market research, (ii) market position, (iii)
marketing objectives, (iv) marketing strategies, (v) booking priorities, (vi) targeted events - local, regional,
national, and international, (vii) targeted meetings, conventions, and trade shows, (viii) industry
advertising campaign, (ix) internal and external support staff, (x) advertising opportunities at the local,
regional, and national level, (xi) attendance at various trade shows, conventions, and seminars, (xii)
incentive formulas for multiple event presenters, (xiii) merchandising and retail, (xiv) food and beverage,
(xv) a plan for the sale of commercial rights, including without limitation naming rights, pouring rights,
advertising signage, sponsorships (including event sponsorships), and branding of food and beverage
products for resale, (xvi) a plan regarding national, regional, and local public relations and media relations,
and (xvii) policies regarding the use of trade/barter.
Naming Rights: The specific set of commercial rights to name the overall Facility and/or individual
rooms, halls, or other individual spaces within the Facility.
Operating Account: A separate interest -bearing account in the name of Owner and under
Owner's Federal ID number in a local qualified public depository, to be designated by Owner, where
Revenue is deposited and from which Operating Expenses are paid.
Operating Budget: A line -item budget for the Facility that includes a projection of Revenues,
including Event Revenue, and Operating Expenses, including projected Fixed Management Fees and all
Incentive Fees, presented on a monthly and annual basis.
Operating Expenses: All expenses incurred by OVG in connection with its operation, promotion,
maintenance and management of the Facility, including but not limited to the following: (i) employee
Page 3 of 39
payroll, benefits, relocation costs, severance costs, bonuses, and related costs, (ii) cost of operating
supplies, including general office supplies, (iii) advertising, marketing, group sales, and public relations
costs, (iv) cleaning expenses, (v) data processing costs, (vi) dues, subscriptions, and membership costs,
(vii) printing and stationary costs, (viii) postage and freight costs, (ix) equipment rental costs, (x) repairs,
maintenance, and equipment servicing, (xi) security expenses, (xii) telephone and communication
charges, (xiii) reasonable travel and sustenance expenses of OVG employees, (xiv) cost of employee
uniforms and identification, (xv) exterminator, snow, and trash removal costs (xvi) computer, software,
hardware, and training costs, (xvii) parking expenses, (xviii) utility expenses, (xix) other office expenses
(for Facility -based offices), (xx) audit and accounting fees, (xxi) legal fees and costs, (xxii) all bond and
insurance costs (including but not limited to personal property, liability, and worker's compensation
insurance, as well as the other insurance coverages required hereunder), including, without limitation,
the cost of any coverage deductibles, coinsurance penalties, or self -insured retention under insurance
policies, (xxiii) commissions and all other fees payable to third parties (e.g. commissions relating to food,
beverage, and merchandise concessions services and commercial rights sales), (xxiv) cost of complying
with any Laws, (xxv) costs incurred by OVG to settle or defend any claims asserted against OVG arising
out of its operations at the Facility on behalf of Owner; (xxvi) costs incurred under Service Contracts and
other agreements relating to Facility operations, (xxvii) Taxes, (xxviii) the Fixed Management Fee, (xxix)
costs to OVG for managing and/or performing the Food and Beverage Services, including employee -
related expenses, and (xxx) costs incurred in connection with the marketing and sale of Commercial
Rights.
The term "Operating Expenses" does not include debt service on the Facility, Capital Expenditures,
Transition Costs, property taxes, insurance on the Facility or Owner's property or contents within the
Facility, or the Incentive Fee, all of which costs shall be borne by Owner. Owner shall receive a dollar -for -
dollar credit on future Operating Budgets for the cost of any Operating Expense paid by Owner when such
cost, in whole or in part, is later recovered by OVG. This credit shall apply whether such costs were paid
using funds in the Operating Account or otherwise, and such credit shall be applied against one or more
payments due to OVG from Owner under this Agreement or shall be added to any one or more payments
due to Owner from OVG under this Agreement. (For example, if OVG pays an employee's relocation costs
from the Operating Account, and OVG later recovers all or a portion of those costs from or on behalf of
said employee (whether due to the employee's resignation or some other reason), Owner shall be entitled
to a credit equal to the amount recovered by OVG.) For avoidance of doubt, the foregoing right of offset
shall only apply during the Term of this Agreement, and Owner shall have no rights of recovery in
connection with such amounts following the Term.
Operating Year: Each 12-month period during the Term, commencing on July 1, 2023, and
continuing on the anniversary of such date, with the first Operating Year to commence July 1, 2023.
Operations Manual: Document to be developed by OVG which shall contains terms regarding the
management and operation of the Facility, including detailed policies and procedures to be implemented
in operating the Facility, as agreed upon by both Owner and OVG.
OVG: shall have the meaning given to such term in the opening paragraph to this Agreement.
Owner: shall have the meaning given to such term in the opening paragraph to this Agreement.
Qualitative Incentive: shall have the meaning given to such term in Section 3.2 hereof.
Page 4 of 39
Revenue: All gross revenues generated by OVG's operation of the Facility, including but not
limited to event ticket proceeds income, rental and license fee income, merchandise income, gross food
and beverage income, gross income from any sale of Commercial Rights, gross service income, equipment
rental fees, box office income, and miscellaneous operating income, but shall not include event ticket
proceeds held by OVG in trust for a third party and paid to such third party.
Revenue -Generating Contracts: Vendor, concessions and merchandising agreements, user/rental
agreements, booking commitments, licenses, and all other contracts or agreements generating revenue
for the Facility and entered into in the ordinary course of operating the Facility.
Revenue Incentive: shall have the meaning given to such term in Section 3.2. hereof.
Service Contracts: Agreements for services to be provided in connection with the operation of
the Facility, including without limitation agreements for ticketing, web development and maintenance,
computer support services, FF&E purchasing services, engineering services, electricity, steam, gas, fuel,
general maintenance, HVAC maintenance, telephone, staffing personnel including guards, ushers and
ticket takers, extermination, elevators, stage equipment, fire control panel and other safety equipment,
snow removal and other services which are deemed by OVG to be either reasonably necessary or
reasonably useful in operating the Facility.
Stub Operating Year: shall mean from the Commencement Date through June 30, 2023.
Taxes: Any and all governmental assessments, franchise fees, excises, license and permit fees,
levies, charges, and taxes, of every kind and nature whatsoever ' which at any time during the Term may
be assessed, levied, or imposed on, or become due and payable out of or in respect of, (i) activities
conducted on behalf of Owner at the Facility, including without limitation the sale of concessions, the sale
of tickets, and the performance of events (such as any applicable sales and/or admissions taxes, use taxes,
excise taxes, occupancy taxes, employment taxes, and withholding taxes), or (ii) any payments received
from any holders of a leasehold interest or license in or to the Facility, from any guests, or from any others
using or occupying all or any part of the Facility.
Term: shall have the meaning given to such term in Section 4.1 hereof.
Trailing Commercial Rights Commissions: shall have the meaning given to such term in Section
3.3. hereof.
Transition Budget: shall mean the budget reflecting anticipated Transition Costs attached hereto
as Exhibit F, currently anticipated to be $30,000, with additional Transition Costs in excess of such amount
to be subject to the prior written approval of Owner, not to be unreasonably withheld.
Transition Costs: shall mean the out-of-pocket costs incurred, or to be incurred, by OVG in
connection with its activities related to the transition of management of the Facility to OVG, as set forth
in the Transition Budget, or as otherwise mutually agreed.
Page 5 of 39
ARTICLE 2
SCOPE OF SERVICES
Section 2.1 Engagement.
(a) Owner hereby engages OVG during the Term to act as the sole and exclusive
operator of the Facility, subject to and as more fully described in this Agreement, and, in connection
therewith, to perform the services described in Exhibit A-1 attached hereto.
(b) Owner hereby engages OVG (or its designee) during the Term to act as the sole
and exclusive food and beverage provider of the Facility, subject to and as more fully described in this
Agreement, and in connection therewith, to perform the services described in Exhibit A-2 (collectively,
the "Food and Beverage Services"), attached hereto. Owner specifically agrees that pursuant to Section
12.3, OVG shall be permitted to assign, subcontract, or otherwise sublicense all or any portion of its rights
and obligations in respect of the provision of such Food and Beverage Services, including, without
limitation to an Affiliate, subject to Owner's approval (which shall not be unreasonably withheld or
delayed).
(c) Owner hereby engages OVG (or its designee) during the Term to act as the sole
and exclusive representative for marketing of the Commercial Rights, including Naming Rights, subject to
and as more fully described in this Agreement, and in connection therewith to perform the services
described in Exhibit A-3 (collectively, the "Commercial Rights Services"), attached hereto. Owner
specifically agrees that pursuant to Section 12.3, OVG shall be permitted to assign, subcontract, or
otherwise sublicense all or any portion of its rights and obligations in respect of the provision of such
Commercial Rights Services, including, without limitation to an Affiliate, subject to Owner's approval
(which shall not be unreasonably withheld or delayed). Owner hereby acknowledges and agrees that OVG
is not guaranteeing any level of purchase of, or the receipt of payment for, any Commercial Rights
marketed by OVG pursuant to this Agreement, provided, however, that no such rights shall be given,
assigned, or sold for no or nominal consideration without the express written permission of Owner. All
Commercial Rights, including Naming Rights, are subject to approval by Owner's bond counsel.
(d) OVG hereby accepts such engagement, and shall perform the services described
herein, subject to the limitations expressly set forth in this Agreement and in the Operations Manual.
Owner shall not sell, assign, transfer, grant, or license to any other party any of the exclusive rights granted
to OVG pursuant to this Section 2.1.
Section 2.2 Limitations on OVG's Duties. OVG's obligations under this Agreement are
contingent upon and subject to Owner making available, in a timely fashion, the funds budgeted for
and/or reasonably required by OVG to carry out such obligations during the Term. OVG shall not be
considered to be in breach or default of this Agreement, and shall have no liability to Owner or any other
party, in the event OVG does not perform any of its obligations hereunder due to failure by Owner to
timely provide such funds.
Page 6 of 39
ARTICLE 3
COMPENSATION
Section 3.1 Fixed Management Fee. In consideration of OVG's performance of its services
hereunder, Owner shall pay OVG a Fixed Management Fee. Beginning on the Effective Date and continuing
through the first Operating Year, the Fixed Management Fee shall be $12,500 per month
($150,000/Operating Year). Beginning in the second Operating Year, the Fixed Management Fee shall be
increased over the Fixed Management Fee from the previous Operating Year in accordance with the
percentage increase in the CPI over the previous 12-month period (i.e., the difference, expressed as a
percentage, between the value of the CPI published most recently prior to the commencement of the
preceding Operating Year and the value of the CPI published most recently prior to the commencement
of the Operating Year for which the CPI adjustment will apply). The Fixed Management Fee shall be
payable to OVG in advance, beginning on the Commencement Date, and payable on the first day of each
month thereafter (prorated as necessary for any partial months). OVG shall be entitled to pay itself such
amount from the Operating Account.
Section 3.2 Incentive Fees. In addition to the Fixed Management Fee, OVG shall be entitled
to receive the following Incentive Fees for each full or partial Operating Year of the Term (with such
Incentive Fees prorated for any partial Operating Years). The Incentive Fees, if earned, shall be paid to
OVG no later than 90 days following the end of each Operating Year.
• OVG shall be paid 20% of Event Revenue above the Event Revenue Benchmark (the "Revenue
Incentive").
• In addition, OVG shall be eligible to earn up to $25,000 each Operating Year for achievement
of the Operational Benchmarks as set forth on Exhibit B (the "Qualitative Incentive").
• The sum of the calculated annual Incentive Fees (Revenue Incentive plus Qualitative
Incentive) paid to OVG shall not exceed the annual Fixed Management Fee paid to OVG.
For avoidance of doubt, the calculation of the Revenue Incentive for the first Operating Year shall
not include Event Revenue from the Stub Operating Year.
Section 3.3 Commercial Rights Fee. In consideration for OVG's marketing of the Commercial
Rights, OVG shall receive 20% of all Commercial Rights Revenue (the "Commercial Rights Fee"). The
Commercial Rights Fee shall be paid to OVG for all years of each Commercial Rights agreement secured
by OVG, including any years that extend beyond the end of the Term of this Agreement. The Commercial
Rights Fee due to OVG following the conclusion of the Term is referred to herein as the "Trailing
Commercial Rights Commissions". The Commercial Rights Fee shall be paid to OVG on a bi-annual basis,
on or about the last day of June and December each calendar year, and OVG shall be entitled to pay itself
such amount from the Operating Account upon providing documentation of such Commercial Rights Fee
to Owner. The parties shall also hold a settlement at the conclusion of the Term, at which time Owner
shall pay to OVG any portion of the Commercial Rights Fee due to OVG but not yet paid to OVG as of such
date (other than Trailing Commercial Rights Commissions). Following the conclusion of the Term, Trailing
Commercial Rights Commissions shall be paid to OVG within 30 days of receipt by Owner of the
corresponding Commercial Rights Revenue arising from any Commercial Rights agreements which were
secured by OVG. In connection with the Commercial Rights Fee and Trailing Commercial Rights
Commissions, Owner agrees (i) to maintain books and records in accordance with generally accepted
accounting practices, and (ii) to permit OVG to audit and inspect such books and records during normal
Page 7 of 39
business hours and on reasonable advance notice, to confirm amounts due hereunder, including,
following the conclusion of the Term (as it relates to Trailing Commercial Rights Commissions). To the
extent any such audit reveals an underpayment Owner shall promptly pay OVG the amount of the
underpayment, and if such underpayment to OVG is greater than two percent (2%) of amounts owed to
OVG, Owner shall reimburse OVG for the reasonable costs of such audit. In the event OVG includes the
value of any trade as part of the Commercial Rights Revenue, OVG shall, at the request of Owner, provide
reasonable evidence establishing the retail price in an arms -length transaction. The terms in this Section
3.3 shall survive termination or expiration of this Agreement.
Section 3.4 Transition Costs. Promptly following the Effective Date (or prior to the Effective
Date, as applicable), OVG shall do all things reasonably necessary to transition from the current
management of the Facility to the commencement of its management services hereunder. Owner shall
reimburse OVG for the Transition Costs, in accordance with the Transition Budget. OVG shall invoice
Owner for such costs, and Owner shall pay such costs within 30 days of its receipt of each such invoice.
Each invoice to be provided by OVG shall be accompanied by reasonable back-up documentation
evidencing the incurrence of the Transition Costs.
Section 3.5 Late Payments. OVG shall have the right to assess interest on any payments of
the fees described in this Section that are not made when due, provided that such late payment is not
attributable to any act or omission of OVG. Such interest shall accrue at the rate of 6% per annum or the
maximum rate allowed by law, whichever is less.
ARTICLE 4
TERM; TERMINATION
Section 4.1 Term. The initial term of this Agreement (the "Initial Term") shall begin on March
31, 2023 (the "Commencement Date"), and, unless sooner terminated pursuant to the provisions of
Section 4.2 below, shall conclude on June 30, 2028; provided that the parties may mutually agree to
extend this Agreement for an additional five-year period through June 30, 2033 (the "Renewal Term") by
written agreement on or before January 1, 2028. The Initial Term and Renewal Term (as applicable) shall
be referred to herein as the "Term."
Section 4.2 Termination. This Agreement may be terminated:
(a) by either party upon 60 days written notice, if the other party fails to perform or
comply with any of the material terms, covenants, agreements, or conditions hereof, and such failure is
not cured during such 60-day notification period, provided, however, if such failure cannot reasonably
be cured within such 60-day period, then a longer period of time shall be afforded to cure such breach,
up to a total of 90 days, provided that the party in default is diligently seeking a cure and the non -
defaulting party is not irreparably harmed by the extension of the cure period, or
(b) by either party immediately by written notice upon the other party being judged
bankrupt or insolvent, or if any receiver or trustee of all or any part of the business property of the other
party shall be appointed and shall not be discharged within 120 days after appointment, or if either party
shall make an assignment of its property for the benefit of creditors or shall file a voluntary petition in
bankruptcy or insolvency, or shall apply for bankruptcy under the bankruptcy or insolvency Laws now in
Page 8 of 39
force or hereinafter enacted, Federal, State or otherwise, or if such involuntary bankruptcy petition shall
be filed against either party and shall not be dismissed within 120 days after such filing.
Section 4.3 Effect of Termination Upon termination or expiration of this Agreement for
any reason, (i) OVG shall promptly discontinue the performance of all services hereunder and peaceably
surrender the Facility to Owner, (ii) Owner shall promptly pay OVG all fees due OVG up to the date of
termination or expiration (subject to pro -ration if the Term ends other than at the end of the Operating
Year), (iii) Owner shall pay to OVG all Operating Expenses incurred by OVG through the end of the Term
that have not previously been paid, including costs of accrued but unused vacation time and other end of
employment payments due to OVG's employees whose employment is being terminated OVG; (iv) Owner
shall pay other reasonable costs incurred by OVG in withdrawing from its provision of services at the
Facility, including, without limitation, (1) to the extent any Management -Level Employee's employment
with OVG will cease concurrently with the termination or expiration of this Agreement, Owner shall
reimburse OVG for any severance paid to certain employees in accordance with OVG's then -current
employment policies, which have been provided to Owner, which if this Agreement concludes on or
before June 30, 2028, shall not exceed 3 months' salary, and if this Agreement concludes after such date
shall not exceed 6 months' salary for the General Manager and Executive Chef, and regardless of when
this Agreement concludes, shall not exceed 2 months' salary for any other Management -Level Employee
for which this would apply, (11) reasonable household relocation expenses for OVG's Management -Level
Employees, but only to the extent any such individuals had previously relocated to the Facility (or its
surrounding areas) in connection with this Agreement; provided that the foregoing (1) and (11) shall not be
due if the Agreement is terminated by Owner pursuant to Section 4.2, above, and (111) costs incurred in
connection with termination and/or assignment of Service Contracts and/or Revenue Generating
Contracts, or other contracts or leases entered into by OVG pursuant to this Agreement; (v) OVG shall
make available to Owner all data, electronic files, log -in information, passwords, maintenance records,
documents, procedures, reports, estimates, summaries, contracts, rental agreements, and other such
information and materials with respect to the Facility as may have been accumulated by OVG in
performing its obligations hereunder ' whether completed or in process, and (vi) without any further
action on part of OVG or Owner, Owner shall, or shall cause the successor Facility manager to, assume all
obligations arising after the date of such termination or expiration, under any Service Contracts, Revenue
Generating Contracts, Commercial Rights Contracts, booking commitments, and any other Facility
agreements entered into by OVG in furtherance of its duties hereunder. Owner's payment of such
expenses will occur only after OVG has provided reasonable evidence of the incurrence of such expenses.
Any obligations of the parties that are specifically intended to survive expiration or termination of this
Agreement shall survive expiration or termination hereof.
ARTICLE 5
OWNERSHIP; USE OF THE FACILITY; FOOD AND BEVERAGE AREAS
Section 5.1 Ownership of Facility, Data, Equipment, and Materials. Owner will at all times
retain Ownership of the Facility, including but not limited to real estate, technical equipment, furniture,
displays, fixtures, website, intellectual property relating to the Facility, and similar property, including
improvements made during the Term, at the Facility. Any data, equipment, or materials furnished by
Owner to OVG or acquired by OVG as an Operating Expense shall remain the property of Owner and shall
be returned to Owner when no longer needed by OVG to perform under this Agreement. Notwithstanding
the above, Owner shall not have the right to use any third -party software licensed by OVG for general use
by OVG at the Facility and other facilities managed by OVG, the licensing fee for which is proportionately
Page 9 of 39
allocated and charged to the Facility as an Operating Expense; such software may be retained by OVG
upon expiration or termination hereof. Furthermore, Owner recognizes that the Operations Manual to
be developed and used by OVG hereunder is proprietary to OVG and shall belong to OVG at the end of
the Term; Owner shall not use or maintain copies thereof upon the end of the Term; provided any Owner -
owned material provided in connection with such Operations Manual shall be retained by Owner.
Section 5.2 Right of Use by OVG. Owner hereby gives OVG the right and license to use the
Facility, and OVG accepts such right of use, for the purpose of performing the services herein specified,
including the operation and maintenance of all physical and mechanical facilities necessary for, and
related to, the operation, maintenance, and management of the Facility. Owner shall provide OVG with
a sufficient amount of suitable office space in the Facility and with such office equipment as is reasonably
necessary to enable OVG to perform its obligations under this Agreement. In addition, Owner shall make
available to OVG, at no cost, parking spaces adjacent to the Facility for all of OVG's full-time employees
and for the Facility's event staff.
Section 5.3 Observance of Agreements. Owner agrees to pay, keep, observe, and perform all
payments, terms, covenants, conditions, and obligations under any leases, bonds, debentures, loans, and
other financing and security agreements to which Owner is bound in connection with its ownership of the
Facility.
Section 5.4 Use by Owner. Owner shall have the right to use the Facility or any part thereof
for meetings, seminars, training classes, or other uses, with rates to be commiserate with published rates
provided by OVG, including Owner's responsibility for all expenses (such as the cost of food and beverage,
ushers or guards, ticket takers, set-up and take -down personnel, security expenses, and other expenses)
in connection with such use, and the parties agree to follow all relevant booking procedures for such use
as set forth in the Operations Manual. In the unlikely event of a city-wide emergency, Owner shall have
the right to use the Facility or any part thereof as an emergency shelter or other emergency purposes. If
OVG must cancel any event due to Owner's use of the Facility or any part thereof pursuant to this
paragraph, Owner shall reimburse OVG for (i) any direct expense, including but not limited to, the loss of
actual contractual rental of any event canceled due to such emergency use; and (ii) any actual out-of-
pocket expenses incurred by OVG and caused by such emergency use, including but not limited to clean-
up costs and food costs. All such reimbursements shall be limited to those expenses related to that portion
or portions of the Facility actually used by Owner for emergency purposes.
Section 5.5 Food and Beverage Areas. Immediately following the Effective Date, Owner shall,
at no cost to OVG, provide for use by OVG a turnkey operation for the provision of Food and Beverage
Services, equipped with equipment, smallwares, and other tools of the trade reasonably required by OVG
to provide the Food and Beverage Services at the level required by this Agreement. Owner and OVG shall
work together in good faith immediately upon the Effective Date to determine what, if any, additional
equipment is needed for OVG to provide the Food and Beverage Services. OVG shall have the exclusive
right to use (or permit a third party to use, as applicable) the concession stands, novelty stands, customer
serving locations, food preparation areas, vendor commissaries, kitchen and warehouse facilities, and
other food service related areas of the Facility, together with the improvements, equipment, and personal
property upon or within such areas, for the purpose of providing the Food and Beverage Services (and
providing other duties required of OVG hereunder).
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ARTICLE 6
PERSONNEL
Section 6.1 Generally. All Facility staff and other personnel shall be engaged or hired by OVG,
and shall be employees, agents, or independent contractors of OVG (or an Affiliate thereof) and not of
Owner. OVG shall select, in its sole discretion but subject to Owner's right to approve the Operating
Budget, the number, function, qualifications, and compensation, including salary and benefits, of its
employees and shall control the terms and conditions of employment (including without limitation
termination thereof) relating to such employees. OVG agrees to use reasonable and prudent judgment in
the selection and supervision of such personnel. OVG shall recruit and develop a customer friendly,
service -oriented, and well -trained labor workforce. Owner specifically agrees that OVG shall be entitled
to pay its employees, as an Operating Expense, bonuses, and benefits in accordance with OVG's then
current employee manual, which may be modified by OVG from time to time, provided that OVG has
obtained Owner's prior written consent regarding the establishment of such wages and/or bonuses. A
copy of OVG's current employee manual shall be provided to Owner upon request. To the extent
applicable, Owner shall pay all accrued but unused vacation time to its employees whose employment
with Owner is terminating and whose employment with OVG is commencing.
Section 6.2 General Manager. Personnel engaged by OVG will include an individual with
managerial experience in similar facilities to serve as a full-time on -site General Manager of the Facility.
Hiring of the General Manager by OVG shall require the prior approval of Owner, which approval shall not
be unreasonably withheld or delayed; provided, however, in the event of a vacancy in the General
Manager position, OVG may, upon notice to Owner, temporarily fill such position with an interim General
Manager for up to ninety (90) days without the necessity of obtaining Owner's approval. The General
Manager will have general supervisory responsibility for OVG and will be responsible for day-to-day
operations of the Facility, supervision of employees, and management and coordination of all activities
associated with events taking place at the Facility.
Section 6.3 Non -Sol icitation/Non-H i ring. During the Term and for a period of one (1) year
after the end of the Term, neither Owner nor any of its Affiliates shall solicit for employment any of OVG's
Management -Level Employees. In addition to the foregoing, during the Term and for a period of one (1)
year after the end of the Term, neither Owner nor any of its Affiliates shall hire for employment the
General Manager or Executive Chef (or equivalent positions with different titles). Owner acknowledges
that OVG will spend a considerable amount of time identifying, hiring, and training individuals to work in
such positions, and that OVG will suffer substantial damages, the exact amount of which would be difficult
to quantify, if Owner were to breach the terms of this Section by hiring or soliciting for employment any
of such individuals. Accordingly, in the event of a breach or anticipated breach of this Section by Owner,
OVG shall be entitled (in addition to any other rights and remedies which OVG may have at law or in
equity, including money damages) to equitable relief, including an injunction to enjoin and restrain Owner
from continuing such breach, without the necessity of posting a bond.
ARTICLE 7
OPERATING BUDGET
Section 7.1 Establishment of Operating Budget. Attached hereto as Exhibit C is the Operating
Budget for the Stub Operating Year and first Operating Year, which Operating Budgets are hereby
approved by both OVG and Owner. OVG agrees that at least 90 days prior to the commencement of each
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subsequent Operating Year, in respect of such year, it will prepare and submit to Owner its proposed
Operating Budget for such year. Each annual Operating Budget shall include OVG's good faith projection
of Revenues and Operating Expenses, presented on a monthly and annual basis, for the upcoming
Operating Year. Owner agrees to provide OVG with all information in its possession necessary to enable
OVG to prepare each Operating Budget. Notwithstanding the foregoing, Owner shall have no duty to
provide any information which is subject to confidentiality agreements with third parties, which
constitutes confidential or proprietary information or trade secrets, or which is prohibited from disclosure
by any applicable Laws, but shall be solely responsible to the extent such information has a material
impact on any applicable Operating Budget (i.e., if withholding such information has prevented OVG from
reasonably foreseeing an expense, such expense shall be borne by Owner directly).
Section 7.2 Approval of Operating Budget. Each annual Operating Budget shall be subject to
the review and approval of Owner, which approval shall not be unreasonably withheld or delayed. In
order for Owner to fully evaluate and analyze such budgets or any other request by OVG relating to
income and expenses, OVG agrees to provide to Owner such reasonable financial information relating to
the Facility as may be requested by Owner from time to time. If events occur during any Operating Year
that could not reasonably be contemplated at the time the corresponding Operating Budget was
prepared, OVG may submit an amendment to such budget for review and approval by Owner (which
approval shall not be unreasonably withheld or delayed). If Owner fails to approve any annual Operating
Budget (or any proposed amendment thereto), Owner shall promptly provide OVG the specific reasons
therefor and its suggested modifications to OVG's proposed Operating Budget or amendment in order to
make it acceptable. The parties shall then engage in good faith discussions and use reasonable
commercial efforts to attempt to resolve the matter to the mutual satisfaction of the parties. For the
avoidance of doubt, any modified or amended Operating Budget is subject to final approval of Owner.
Section 7.3 Adherence to Operating Budget. OVG shall use all reasonable efforts to manage
and operate the Facility in accordance with the Operating Budget. However, Owner acknowledges that
notwithstanding OVG's experience and expertise in relation to the operation of facilities similar to
the Facility, the projections contained in each Operating Budget are subject to and may be affected
by changes in financial, economic, and other conditions and circumstances beyond OVG's control,
and that OVG shall have no liability if the numbers within the Operating Budget are not achieved. OVG
agrees to notify Owner within 30 days of any significant change or variance in the bottom -line number in
the Operating Budget (defined as a variance of 20% or more), and any material increase in total Facility
expenses from that provided for in the Operating Budget. In either such case and if requested by Owner,
OVG agrees to work with Owner to develop and implement a plan (or changes to the then current plan)
to limit Operating Expense to be incurred in the remaining months of such Operating Year with the goal
of achieving the Operating Budget.
ARTICLE 8
PROCEDURE FOR HANDLING INCOME
Section 8.1 Event Account. To the extent the Facility hosts a ticketed event and collects
advance ticket sale revenue and/or admissions tax, OVG shall deposit as soon as practicable following
receipt, in the Event Account all revenue received from ticket sales and similar event -related revenues
which OVG receives in contemplation of, or arising from, an event, pending completion of the event. Such
monies will be held in escrow for the protection of ticket purchasers, Owner, and OVG, to provide a source
of funds as required for payments to performers and for payments of direct incidental expenses in
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connection with the presentation of events that must be paid prior to or contemporaneously with such
events. Promptly following completion of such events, OVG shall transfer all funds remaining in the Event
Account from such event, including interest accrued thereon, into the Operating Account. Bank service
charges, if any, on such Event Account shall be deducted from interest earned before utilizing other funds
in such Event Account.
Section 8.2 Operating Account. Except as provided in Section 8.1, all Revenue derived from
operation of the Facility shall be deposited by OVG into the Operating Account as soon as practicable upon
receipt (but not less often than once each business day). The specific procedures (and authorized
individuals) for making deposits to and withdrawals from such account shall be set forth in the Operations
Manual, but the parties specifically agree that OVG shall have authority to sign checks and make
withdrawals from such account, subject to the limitations of this Agreement, without needing to obtain
the co -signature of an Owner employee or representative.
Section 8.3 Internal Controls. Owner shall have the right to conduct an annual review of
OVG's internal controls and procedures related thereto. Such review may be conducted by Owner or
Owner's third -party designee, as determined by Owner. Owner shall provide reasonable advance notice
to OVG of the timing of any such review and shall work with OVG to minimize the impact of each such
review on OVG's operations.
ARTICLE 9
FUNDING
Section 9.1 Source of Fundbg. OVG shall pay all items of expense for the operation,
maintenance, supervision, and management of the Facility from the funds in the Operating Account,
which OVG may access periodically for this purpose. The Operating Account shall be funded with amounts
generated by operation of the Facility (as described in Article 8 above), or otherwise made available by
Owner. To ensure sufficient funds are available in the Operating Account, Owner will deposit in the
Operating Account, on or before the Effective Date, the budgeted or otherwise approved expenses for
the month beginning on the Effective Date. Owner shall thereafter, on or before the first day of each
succeeding month following the Effective Date, deposit (or allow to remain) in the Operating Account the
budgeted or otherwise approved expenses for each such month. OVG shall have no liability to Owner or
any third party in the event OVG is unable to perform its obligations hereunder, or under any third party
contract entered into pursuant to the terms hereof, due to the fact that sufficient funds are not made
available to OVG to pay such expenses in a timely manner. For all funds in the Operating Account except
those reserved for budgeted or otherwise approved expenses, Owner shall have absolute discretion
regarding whether such funds remain in the Operating Account or are withdrawn by Owner, and Owner
shall have no obligation to utilize any such funds for any particular purpose.
Section 9.2 Advancement of Funds. Under no circumstances shall OVG be required to pay for
or advance any of its own funds to pay for any Operating Expenses. In the event that, notwithstanding
the foregoing, OVG agrees to advance its own funds to pay Operating Expenses, Owner shall promptly
reimburse OVG for the full amount of such advanced funds, plus interest at a rate to be mutually agreed.
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ARTICLE 10
FISCAL RESPONSIBILITY; REPORTING
Section 10.1 Records. OVG agrees to keep and maintain, at its office in the Facility, separate
and independent records, in accordance with generally accepted accounting principles, devoted
exclusively to its operations in connection with its management of the Facility, including all related
contracts and supporting documentation. Such records (including books, ledgers, journals, and accounts)
shall contain all entries reflecting the business operations of OVG under this Agreement. Owner or its
authorized agent shall have the right to audit, inspect, and obtain copies (whether paper, electronic, or
both) of such records from time to time during the Term and for 3 years following the termination or
expiration of this Agreement, upon reasonable notice to OVG and during OVG's ordinary business hours.
OVG agrees to maintain such records, including all related contracts and supporting documentation, for a
period of at least 3 years following the termination or expiration of this Agreement.
Section 10.2 Monthly Financial Reports. OVG agrees to provide to Owner, within 30 days after
the end of each month during the Term, financial reports for the Facility including a balance sheet, aging
report on accounts receivable, and statement of revenues and expenditures (budget to actual) for such
month and year to date in accordance with generally accepted accounting principles, provided however
the first financial statement OVG shall provide shall be within 30 days following the second month of the
Term, and shall cover the first 2 months of the Term. In addition, starting with the second month of the
Term, OVG agrees to provide Owner a summary of bookings for each such month, and separate cash
receipts and disbursements reports for each event held at the Facility during such month. Additionally,
OVG shall submit to Owner, or shall cause the applicable public depository utilized by OVG to submit to
Owner, on a monthly basis, copies of all bank statements concerning the Event Account and the Operating
Account.
Section 10.3 Audit. OVG agrees to provide to Owner, within 120 days following the end of
each Operating Year, a certified audit report on the accounts and records as kept by OVG for the Facility.
Costs associated with obtaining such certified audit report shall be an Operating Expense of the Facility.
Such audit shall be performed by an external auditor approved by Owner and shall be conducted in
accordance with generally accepted auditing standards.
ARTICLE 11
CAPITAL IMPROVEMENTS; OVG CONTRIBUTION
Section 11.1 Schedule of Capital Expenditures. OVG shall annually, at the time of submission
of the annual Operating Budget to Owner, provide to Owner a schedule of proposed capital improvements
to be made at the Facility, for the purpose of allowing Owner to consider such projects and to prepare
and update a long-range Capital Expenditure budget.
Section 11.2 Responsibility for Capital Expenditures. Owner shall be solely responsible for all
Capital Expenditures at the Facility; provided, however, Owner shall be under no obligation to make any
Capital Expenditures proposed by OVG, and provided further that OVG shall have no liability for any
claims, costs, or damages arising out of a failure by Owner to make any Capital Expenditures.
Notwithstanding the foregoing, OVG shall have the right (but not the obligation), upon notice to Owner,
to make Capital Expenditures at the Facility for Emergency Repairs. In such event, Owner shall reimburse
OVG for the cost of such Emergency Repair/Capital Expenditure within 30 days of Owner's receipt of the
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invoice and other supporting documentation (as may be reasonably requested by Owner) from OVG. The
Owner shall reimburse OVG for the full amount of the repair for repairs over $5,000 and under $50,000.
Any repair, whether an Emergency Repair or otherwise, which exceeds or is reasonably anticipated to
exceed $50,000 must be approved by Owner, which approval shall not be unreasonably withheld or
delayed.
Section 11.3 OVG Contribution. OVG shall make a capital contribution of $300,000 (the
"Investment") at the Facility for event business fund, leasehold improvements, and/or capital equipment
dedicated to the Facility or other revenue generating initiatives, as mutually agreed by Owner and OVG.
If applicable, the location for any improvements or installation of equipment shall be mutually agreed in
advance. The Investment shall be made during the first Operating Year and once identified, the specific
equipment and other related tangible personal property to be purchased with the Investment shall be set
forth in a writing to be signed by the parties and updated by the parties from time to time as necessary
to reflect any replacements or substitutions thereof. Any portion of the Investment which, during the first
Operating Year, is not (i) identified for the purchase of specific equipment or other related tangible
personal property or (ii) otherwise designated pursuant to this Section 11.3, shall be deposited into an
event business fund account, to be used as provided in this Section 11.3, and the balance thereof, if any,
shall carry over from year to year. All equipment, improvements, and other items purchased with the
Investment, including any replacements or substitutions thereof, shall be owned by OVG until payment
of the Buyout Amount (as described below), and Owner agrees to execute such documents as OVG shall
reasonably request evidencing OVG's ownership interest in such improvements and equipment, including
financing statements. For the sake of clarity, nothing in this paragraph shall be construed as requiring
OVG to replace any equipment or other personal property at its own cost.
Section 11.4 BuVout Amount. The Investment shall be amortized on a straight-line basis over
a ten-year period (at the rate of 1/120 per month), commencing on the Effective Date. Within 5 days of
the expiration or early termination of this Agreement (for any reason whatsoever, including without
limitation if due to a breach, default, or bankruptcy event by or affecting OVG, or if the parties do not
mutually agree to the Renewal Term), Owner shall immediately pay to OVG the unamortized amount of
the Investment (the "Buyout Amount"). In the event that Owner fails to pay OVG the Buyout Amount
when due, the Buyout Amount shall accrue interest at the rate of 6% per annum, or the highest rate
permitted by law, whichever is less.
Section 11.5 Title to Improvements and Investments. Owner covenants and agrees not to
permit any liens or encumbrances to attach to the leasehold improvements and equipment purchased
with the Investment, and hereby waives any right to attach any claim, lien, or attachment to such
improvements or equipment. Once the Investment is fully amortized or the Buyout Amount is paid in full
to OVG, title to the equipment and improvements purchased with the Investment will become vested in
Owner, and OVG agrees to execute all necessary documents to evidence same. The rights of OVG set
forth in this Section shall be in addition to any other rights of OVG at law or in equity.
ARTICLE 12
FACILITY CONTRACTS; TRANSACTIONS WITH AFFILIATES
Section 12.1 Existing Contracts. Owner shall use its best efforts to provide to OVG, on or
before the Commencement Date, copies of all Existing Contracts, a list of which will be attached to this
Agreement as Exhibit D; provided that to the extent Owner does not provide any Existing Contract, OVG
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shall not be required to administer or otherwise comply with such Existing Contract and shall be relieved
of any liability relating thereto. Except as provided for in the preceding sentence, OVG shall administer
and assure compliance with such Existing Contracts.
Section 12.2 Execution of Contracts. OVG shall have the right to enter into Service Contracts,
Revenue Generating Contracts, Commercial Rights Contracts, and other contracts related to the operation
of the Facility, as agent on behalf of Owner and subject to the terms of this Agreement; provided all
Commercial Rights Contracts involving Naming Rights shall be subject to the prior written approval of
Owner, in Owner's sole and absolute discretion. Any such material agreements shall contain standard
indemnification and insurance obligations on the part of each vendor, licensee, or service provider, as is
customary for the type of services or obligations being provided or performed by such parties. OVG shall
obtain the prior written (email shall be sufficient) approval of Owner before entering into any contract
with a term that expires after the Term of this Agreement, unless such contract, by its express terms, can
be terminated by OVG or Owner following expiration of the Term without any penalty.
Section 12.3 Transactions with Affiliates. In connection with its obligations hereunder relating
to the purchase or procurement of services for the Facility (including without limitation, the Food and
Beverage Services, ticketing services, Commercial Rights Services, web design and graphic design services)
OVG may purchase or procure such services, or otherwise transact business with, an Affiliate of OVG,
provided that the prices charged and services rendered by such Affiliate are competitive with those
obtainable from any unrelated parties rendering comparable services. OVG shall, at the request of Owner,
provide reasonable evidence establishing the competitive nature of such prices and services, including, if
appropriate, competitive bids from other persons seeking to render such services at the Facility. Prior to
entering into any transaction subject to this Section 12.3, OVG shall obtain the written consent of Owner,
which shall not be unreasonably withheld or delayed.
ARTICLE 13
AGREEMENT MONITORING
Section 13.1 Contract Administrator. Each party shall appoint a contract administrator who
shall monitor such party's compliance with the terms of this Agreement. OVG's contract administrator
shall be its General Manager at the Facility, unless OVG notifies Owner of a substitute contract
administrator in writing. Owner shall notify OVG of the name of its contract administrator within 30 days
of execution hereof. Any and all references in this Agreement requiring OVG or Owner participation or
approval shall mean the participation or approval of such party's contract administrator.
Section 13.2 Monthly Meetings and Inspections. OVG, Owner's contract administrator, and
other appropriate personnel, as determined by the parties, will meet monthly on topics including but not
limited to financials and forecasting, sales and marketing, promotions, event mix, repairs and
maintenance, anticipated changes in management, satisfaction surveys, and performance metrics. During
the Stub Operating Year and first Operating Year, OVG shall provide Owner with a written monthly
operational report of the Facility; provided that the parties may mutually agree to a different cadence of
such reports thereafter, as mutually agreed. The Owner's contract administrator or designee may enter
the Facility at all reasonable times the Facility is open for the purposes of determining whether the terms
and conditions of this Agreement are being fully and faithfully observed and performed. The Owner's
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contract administrator or designee may conduct periodic inspections of the Facility at any time, whether
with or without advanced notice to OVG.
Section 13.3 Rates, Fees, and Discounts. OVG shall allow Owner to review and approve all
rates, rate cards, published fees, and general discounting policies as set forth in the Operations Manual.
Owner's approval shall not be unreasonably withheld or delayed.
Section 13.4 Annual Report and Presentation to Council. OVG shall present an annual report
and presentation to Owner's City Council following the completion of each Operating Year. The parties
anticipate such report and presentation to occur in August of each year during which this Agreement is in
effect.
ARTICLE 14
INDEMNIFICATION
Section 14.1 Indemnification by OVG. OVG agrees to defend, indemnify, and hold harmless
Owner and its officials, directors, officers, employees, agents, successors, and assigns against any claims,
causes of action, costs, expenses (including reasonable attorneys' fees), liabilities, or damages
(collectively, "Losses") suffered by such parties and caused by any (a) negligent or reckless act or omission,
intentional misconduct, or failure to comply with Laws attributable to OVG or any of its employees, agents,
or subcontractors in the performance of its obligations under this Agreement, or (b) breach by OVG of
any of its representations, covenants, warranties, or agreements made herein.
Section 14.2 Indemnification by Owner. Owner agrees to defend, indemnify, and hold
harmless OVG (including its parent, subsidiary, and affiliate companies) and each of their respective
directors, officers, employees, agents, successors, and assigns against any Losses suffered by such parties
and caused by any (a) negligent or reckless act or omission, intentional misconduct, or failure to comply
with Laws attributable to Owner or any of its employees or agents in the performance of its obligations
under this Agreement, (b) breach by Owner of any of its representations, covenants, warranties, or
agreements made herein, (c) any environmental condition at the Facility or under the premises on which
the Facility is located (including structural or construction defects (latent or patent), not solely caused by
OVG, its employees, or agents, or (d) withdrawal liability for a share unfunded vested benefits under
multiemployer plans (as that term is defined in 4001(a)(3) of the Employee Retirement Income Security
Act of 1974).
Section 14.3 Conditions to Indemnification. With respect to each separate matter brought by
any third party against which a party hereto ("Indernnitee") who is indemnified by the other party
("Indemnitor") under this Article 14, the Inclemnitor shall be responsible, at its sole cost and expense, for
controlling, litigating, defending, and/or otherwise attempting to resolve, through counsel of its choice,
any proceeding, claim, or cause of action underlying such matter, except that (a) the Inclemnitee may, at
its option, participate in such defense or resolution at its expense and through counsel of its choice; (b)
the Inclemnitee may, at its option, assume control of such defense or resolution if the Inclemnitor does
not promptly and diligently pursue such defense or resolution, provided that the Inclemnitor shall
continue to be obligated to indemnify the Inclemnitee hereunder in connection therewith; and (c) neither
Inclemnitor nor Inclemnitee shall agree to any settlement without the other's prior written consent (which
shall not be unreasonably withheld or delayed). In any event, Inclemnitor and Inclemnitee shall in good
faith cooperate with each other and their respective counsel with respect to all such actions or
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proceedings, at the Indemnitor's expense. With respect to each and every matter to which any
indemnification may be sought hereunder, upon receiving notice pertaining to such matter, Inclemnitee
shall promptly give reasonably detailed written notice to the Inclemnitor of the nature of such matter and
the amount demanded or claimed in connection therewith.
Section 14.4 Survival. The obligations of the parties contained in this Article 14 shall survive
the termination or expiration of this Agreement.
Section 14.5 Legal Costs. Notwithstanding the other provisions of this Agreement, if legal costs
are being incurred by OVG or Owner for a third party claim in respect of which Owner is claiming indemnity
from OVG, such legal costs will be considered an Operating Expense unless and until liability of OVG
pursuant to this Agreement is conclusively established by a court of competent jurisdiction with respect
to the underlying claim on which OVG's obligation to indemnify is based, or as otherwise agreed by the
parties in connection with the settlement of any claim. In the event that the liability of OVG is so
conclusively determined, then such legal costs shall be considered costs of OVG (and not Operating
Expenses) and covered by the indemnity given by OVG to Owner hereunder and the parties shall adjust
between them in respect of such legal costs.
ARTICLE 15
INSURANCE
Section 15.1 Types and Amount of Coverage. OVG agrees to obtain insurance coverage in the
manner and amounts as set forth in Exhibit E attached hereto, and shall provide to Owner promptly
following the Effective Date a certificate or certificates of insurance evidencing such coverage. OVG shall
maintain such referenced insurance coverage at all times during the Term and will not make any material
modification or change from these specifications without the prior written approval of Owner. Each
certificate shall be prepared on the most current ACORD form approved by the Iowa Department of
Insurance or an equivalent approved by Owner's Chief Financial Officer. Each certificate shall include a
statement under Description of Operations as to why the certificate was issued.
Section 15.2 Additional Terms; Third Parties. All insurance policies shall comply with all
additional terms listed on Exhibit E, attached hereto. OVG shall require that all third -party users of the
Facility, including without limitation third -party licensees and/or vendors, to provide certificates of
insurance evidencing insurance appropriate for the types of activities in which such user is engaged. If
OVG subcontracts any of its obligations under this Agreement, OVG shall require each such subcontractor
to secure insurance that will protect against applicable hazards or risks of loss as and in the minimum
amounts designated herein, and name OVG and Owner as additional insureds.
ARTICLE 16
REPRESENTATIONS, WARRANTIES AND COVENANTS
Section 16.1 OVG Representations and Warranties. OVG hereby represents, warrants, and
covenants to Owner as follows:
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(a) that it has the full legal right, power, and authority to enter into this Agreement
and to grant the rights and perform the obligations of OVG herein, and that no third -party consent or
approval is required to grant such rights or perform such obligations hereunder;
(b) that this Agreement has been duly executed and delivered by OVG and
constitutes a valid and binding obligation of OVG, enforceable in accordance with its terms, except as such
enforceability may be limited by bankruptcy, insolvency, reorganization, or similar Laws affecting
creditors' rights generally or by general equitable principles;
(c) that OVG will comply with all Laws applicable to its management of the Facility,
provided that OVG shall not be required to undertake any compliance activity, nor shall OVG have any
liability under this Agreement therefor if such activity requires any Capital Expenditure or funding of an
Operating Expense that is not funded by Owner;
(d) that OVG shall, to the best of its knowledge and belief, comply with all applicable
provisions of the Americans with Disabilities Act, all applicable amendments thereto, and all applicable
federal regulations promulgated thereunder (collectively, the "ADA");
(e) that, to the best of its knowledge and belief, all programs, policies, and alterations
of any type initiated by OVG shall comply with the 2010 Standards for Accessible Design, the ADA Title 11
regulation, Section 504 of the 1973 Rehabilitation Act, all applicable amendments thereto, and all similar
statutes and regulations prohibiting discrimination on the basis of disability;
(f) that OVG shall, to the best of its knowledge and belief, ensure that its websites
and all online services, including those websites or online services provided by third parties upon which
OVG relies to provide services or content, comply with, at minimum, Web Content Accessibility Guidelines
— WCAG 2.1 AA;
(g) that, to the best of its knowledge and belief, no relationship exists or will exist,
during the Term hereof, between OVG and Owner that is a conflict of interest. The provisions of Iowa
Code Chapter 68B (Government Ethics and Lobbying Act) shall apply to this Agreement. Accordingly, OVG
shall promptly report any potential conflicts of interest to Owner;
(h) that OVG has not employed any person to solicit or procure this Agreement. OVG
has not either directly or indirectly entered into any agreement, participated in any collusion, or otherwise
taken any action in restraint of free competitive procurement in connection with this Agreement;
0) that, to the best of its knowledge and belief, all the materials and services
produced or provided to Owner pursuant to the terms of this Agreement shall be wholly original with OVG
or that OVG has secured all applicable interests, rights, licenses, permits, or other intellectual property
rights in such materials and services. OVG represents and warrants, to the best of its knowledge and belief,
that said materials and services, and Owner's use of the same, in accordance with this Agreement, and
the exercise by Owner of the rights granted to it by this Agreement, in accordance with this Agreement,
will not infringe upon any other work or violate the rights of publicity or privacy of, or constitute a libel or
slander against, any person, firm, or corporation. OVG further represents and warrants, to the best of its
knowledge and belief, that said materials and services do not infringe upon the copyright, trademark,
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trade name, trade dress, patent, statutory or common law, or any other rights of any person, firm,
corporation, or other entity.
Section 16.2 Owner Representations, Warranties and Covenants. Owner represents,
warrants, and covenants to OVG as follows:
(a) that it has the full legal right, power, and authority to enter into this Agreement
and to grant the rights and perform the obligations of Owner herein, and that no other third -party consent
or approval is required to grant such rights or perform such obligations hereunder.
(b) that this Agreement has been duly executed and delivered by Owner and
constitutes a valid and binding obligation of Owner, enforceable in accordance with its terms, except as
such enforceability may be limited by bankruptcy, insolvency, reorganization, or similar laws affecting
creditors' rights generally or by general equitable principles.
(c) that the Facility is, as of the Effective Date and to the best of Owner's knowledge
and belief, in compliance in all respects with all applicable Laws relating to the construction, use, and
operation of the Facility (including, without limitation, Title III of the American with Disabilities Act), and
that there exist no structural defects or unsound operating conditions at the Facility.
(d) that to the best of its knowledge and belief, that any materials provided by or
modified by Owner hereunder, do not infringe upon the copyright, trademark, trade name, trade dress,
patent, statutory or common law, or any other rights of any person, firm, corporation, or other entity.
(e) that as of the Commencement Date, OVG shall have the full exclusive rights to
the Facility as set forth herein, and no third party shall retain any rights to, or control of, the Facility or in
connection with the exclusive services being provided by OVG hereunder.
ARTICLE 17
FEDERAL TAX REQUIREMENTS
Section 17.1 Compliance with Federal Tax Requirements. OVG understands that all or a
portion of the Facility has been or may be financed on a tax-exempt basis (such financing, the "Bonds")
and, as a result, Owner must comply with the Internal Revenue Code of 1986, as amended, and certain
treasury regulations promulgated thereunder (collectively, the "Code"), with respect to the use and
management of the Facility by OVG, and any other nongovernmental user of all or a portion of the Facility.
OVG agrees to cooperate with Owner in complying with the requirements of the Code with respect to
private business use of property financed with the Bonds at the Facility. Without limiting the generality of
the foregoing, OVG agrees that the compensation hereunder does not and is not intended to provide OVG
a share of the net profits of the Facility and agrees to cooperate with Owner in maintaining the safe harbor
conditions provided in Revenue Procedure 2017-13 (as modified, amplified and/or superseded, the "Rev.
Proc.") regarding qualified management contracts, and acknowledges that, as of the Effective Date, the
Rev. Proc. includes the following safe harbor conditions, among others, that must be satisfied to ensure
that the Bonds will maintain their tax-exempt status:
(a) OVG and any other third -party manager shall agree that it is not entitled to and shall not
take a tax position with respect to the Facility or any management agreement that is
inconsistent with being a service provider to Owner that provides services at the Facility,
Page 20 of 39
including, without limitation, taking any depreciation or amortization, investment tax
credit, or deduction for any payment as rent with respect to the Facility.
(b) In connection with OVG or any other third -party manager's services at the Facility and as
described in the Rev. Proc., Owner approval is required for: (i) the annual budget of the
Facility; (ii) each disposition of any portion of the Facility, (iii) rates charged for the use of
all or any portion of the Facility, and (iv) and the general nature and type of use of the
Facility by OVG.
(c) Owner bears risk of all loss, including casualty loss of the Facility.
(d) Neither OVG nor any other third -party manager shall have any role or relationship with
Owner that, in effect, substantially limits Owner's ability to exercise its rights under any
management agreement.
OVG agrees to cooperate in good faith with Owner in order to ensure that this Agreement and OVG's
services hereunder comply the requirements of the Code with respect to private business use of property
financed with the Bonds at the Facility, including but not limited to ' maintaining the safe harbor conditions
provided in the Rev. Proc (collectively, the "Private Use Requirements"). If Owner reasonably determines
that the Commercial Rights Services or any other of OVG's services or actions hereunder violate the
Private Use Requirements, OVG shall reasonably cooperate (without expenditure of material funds) to
cease such services or actions following notice thereof from Owner. If following a good faith negotiation
period of not less than 90 days (the "Negotiation Period"), Owner continues to reasonably determine that
OVG's services or actions hereunder violate the Private Use Requirements notwithstanding OVG's
reasonable cooperation efforts, Owner may terminate this Agreement in its sole discretion and without
penalty for a period of 60 days following the end of the Negotiation Period. If Owner does not terminate
this Agreement during such 60-day period, such termination right shall expire.
If Owner reasonably determines that the terms of this Agreement violate the Private Use Requirements,
the parties shall proceed in accordance with Section 17.2 below as if Changes (as defined below) had
occurred.
Section 17.2 Future Changes in Federal Tax Requirements. OVG agrees to negotiate in good
faith with Owner to amend this Agreement from time to time (each, an "Amendment") to address any
interpretations, modifications, or other changes in federal tax requirements regarding tax-exempt bonds,
which may include any modifications and amplifications of the Rev. Proc. or requirements superseding
the Rev. Proc. taking place after the Effective Date (collectively, "Changes") to ensure that the tax-exempt
status of the Bonds utilized to finance all or a portion of the Facility is maintained. The parties acknowledge
and agree that the terms of an Amendment shall be limited to modifying this Agreement in order to (i)
maintain the tax-exempt status of the Bonds notwithstanding such Changes (without requiring a partial
redemption or other remedial action with respect to the Bonds), and (ii) ensuring that the financial
arrangements under this Agreement are materially maintained. Notwithstanding anything herein to the
contrary, if following a Negotiation Period this Agreement is unable to be amended to the satisfaction of
Owner with respect to clause (i) above, or Manager with respect to clause (ii) above, then this Agreement
may be terminated by the applicable dissatisfied party in its sole discretion and without penalty for a
period of 60 days following the end of the Negotiation Period. If neither party terminates this Agreement
during such 60-day period, such termination right shall expire.
Section 17.3 Remedies. Owner acknowledges and agrees that OVG is not responsible for
determining whether this Agreement or the services hereunder comply with the Code or the Rev. Proc.
Page 21 of 39
or otherwise with the requirements of the Bonds, and is relying on Owner's good -faith, reasonable
determinations as to such matters. As such, OVG shall bear no responsibility with respect to maintaining
the tax-exempt status of the Bonds, under no circumstances shall OVG be liable for any failure by Owner
to maintain the tax-exempt status of the Bonds, notwithstanding anything to the contrary in this
Agreement (including in connection with OVG's indemnification obligations set forth in Section 14), and
Owner's sole remedies under this Agreement in relation to the Bonds or pursuant to this Section 17 shall
be termination of the Agreement as set forth in Sections 17.1 and 17.2 above.
ARTICLE 18
MISCELLANEOUS
Section 18.1 PCI Compliance. The parties agree to comply with all current and future Payment
Card Industry Data Security Standards ("PCI Standards") and guidelines that may be published from time
to time by Visa, MasterCard, or other associations as they relate to the storage of payment card data. For
PCI Standards compliance purposes, the Facility shall include a segmented network, an appropriate
number of wired data connections to the Internet for point -of -sale devices ("POS") to be used by OVG and
any contractors at the Facility. If Owner provides such network, Owner shall be responsible for the
security of its network, including, without limitation, applicable PCI Standards compliance, and for
procuring and installing point of sale (POS) payment systems that are compliant with the latest PCI-DSS
requirements. Notwithstanding the foregoing, if provided for in the Investment by OVG, OVG shall be
responsible for procuring and installing POS payment systems that are compliant with the latest PCI
Standards and in such case OVG shall be responsible for the PCI Standards compliance of its POS systems
it provides. If at any time either party determines that data covered by PCI Standards has been
compromised, such party will notify the other without undue delay and provide reasonable assistance in
providing notification to the proper parties as deemed necessary.
Section 18.2 No Discrimination. OVG agrees that it will not discriminate against any employee
or applicant for employment for work under this Agreement because of race, religion, color, sex, disability,
national origin, ancestry, physical handicap, creed, sexual orientation, gender identity, gender expression,
pregnancy, or age, and will take affirmative steps to ensure that applicants are employed, and employees
are treated during employment, without regard to race, religion, color, sex, disability, national origin,
ancestry, physical handicap, creed, sexual orientation, gender identity, gender expression, pregnancy,
marital status, familial status, genetic information, age, status with regard to public assistance, status as
a veteran, or any other classification protected by Laws, except where age or sex is an essential, bona fide
occupation requirement, or where disability is a bona fide occupational disqualification or as otherwise
permitted by Laws. Such action shall include, but not be limited to the following: (a) employment, (b)
upgrading, (c) demotion or transfer, (d) recruitment or advertising, (e) layoff or termination, (f) rate of
pay or other forms of compensation, and (g) selection for training, including apprenticeship. OVG will use
commercially reasonable efforts to include the provisions of these nondiscrimination clauses in any
applicable Service Contracts, unless exempt by the rules, regulations, or orders of Owner or where such
terms would be inappropriate or inapplicable.
Section 18.3 Use of Facility Names and Logos. OVG shall have the right to use throughout the
Term (and permit others to use in furtherance of OVG's obligations hereunder), for no charge, the name
and all logos of the Facility, on OVG's stationary, in its advertising of the Facility, and whenever conducting
business of the Facility; provided, that OVG shall take all prudent and appropriate measures to protect
the intellectual property rights of Owner relating to such logos. All intellectual property rights in any
Page 22 of 39
Facility logos developed by OVG or Owner shall be and at all times remain the sole and exclusive property
of Owner. OVG agrees to execute any documentation requested by Owner from time to time to establish,
protect, or convey any such intellectual property rights.
Section 18.4 Facility Advertisements. Owner agrees that in all advertisements placed by
Owner for the Facility or events at the Facility, whether such advertisements are in print, on radio,
television, the internet, or otherwise, it shall include a designation that the Facility is "Managed by
OVG360".
Section 18.5 Force Mameure; Casualty Loss.
(a) A delay in or failure of performance of either party shall not constitute a default
hereunder nor be the basis for, or give rise to, any claims for damages, if and to the extent such delay or
failure is caused by an Event of Force Majeure. Provided, however, that the party who is delayed or
prevented from performing by an Event of Force Majeure shall, within a period not to exceed 14
(fourteen) days after the occurrence or detection of any such event, give notice to the other party setting
forth in reasonable detail the nature thereof and the anticipated extent of the delay and shall remedy
such cause as soon as reasonably possible, or as mutually agreed between the parties. Notwithstanding
the foregoing, in no event shall a party's failure to make payments due hereunder be excusable due to an
Event of Force Majeure.
(b) In the event of damage or destruction to a material portion of the Facility by
reason of fire, storm, or other casualty loss that renders the Facility (or a material portion thereof)
untenantable, Owner shall use reasonable efforts to remedy such situation. If notwithstanding such
efforts, such damage or destruction is expected to render the Facility (or a material portion thereof)
untenantable for a period estimated by an architect selected by Owner at OVG's request, of at least one
hundred eighty (180) days from the date of such fire, storm, or other casualty loss, either party may
terminate this Agreement upon written notice to the other, provided that (i) Owner shall pay to OVG its
costs of withdrawing from services hereunder, as described in Section 4 above, and (ii) in the event the
Facility once again becomes tenable at any time during the Term, this Agreement shall, at the option of
OVG, once again become effective and OVG shall manage and operate the Facility under the terms hereof,
except that the Term shall be extended for a period of time in which the Facility was untenantable.
Section 18.6 Assignment; Binding on Successors and Assigns. Neither party may assign this
Agreement without the prior written consent of the other, which consent shall not be unreasonably
withheld or delayed, except that either party may, without the prior written consent of the other party
but upon at least 30 days' written notice to the other party, assign this Agreement in connection with a
sale, merger, or other business combination involving all or substantially all of its assets or equity interests;
provided, however, that Owner shall have the right to reasonably evaluate the experience, qualifications,
and financial standing of the proposed assignee and make reasonable objection thereto. The Owner shall
notify OVG in writing of any objection to the proposed assignment (with reasonable specificity as to the
nature of, and reason for, each such objection) within 10 days after OVG has notified Owner in writing of
a proposed assignment. Owner's consent to the assignment shall be presumed unless it has timely notified
OVG of its objection(s) as provided herein. If Owner so objects, and Owner's objections have not been
resolved to Owner's satisfaction, then OVG may proceed with the assignment only if OVG agrees in writing
to remain liable to Owner under this Agreement for the performance of the duties of OVG hereunder,
notwithstanding the assignment. Notwithstanding the foregoing, OVG may, without the necessity of
Page 23 of 39
obtaining Owner's prior written consent, assign this Agreement to an Affiliate where such assignment is
intended to accomplish an internal corporate purpose of OVG as opposed to materially or substantially
altering the method of delivery of services to Owner or the kind or quality of the same. Any purported
assignment in contravention of this Section shall be void. This Agreement is binding on successors and
permitted assigns of the parties.
Section 18.7 Notices. All notices required or permitted to be given pursuant to this Agreement
shall be in writing and delivered personally or sent by registered or certified mail, return receipt
requested, or by generally recognized, prepaid, overnight air courier services, to the address and
individual set forth below. All such notices to either party shall be deemed to have been provided when
delivered, if delivered personally, four (4) days after mailed, if sent by registered or certified mail, or the
next business day, if sent by generally recognized, prepaid, overnight air courier services.
If to Owner:
City Manager's Office
City Hall
50 W 13 th Street
Dubuque, IA 52001
Attn: City Manager
With a copy to:
City Attorney's Office
300 Main Street, Suite 330
Dubuque, IA 52001
Attn: City Attorney
Email: cityattorney@cityofdubuque.org
If to OVG:
OVG360
150 Rouse Blvd.
Philadelphia, PA 19112
Attn: Chief Operating Officer
With a copy to:
OVG360
150 Rouse Blvd.
Philadelphia, Pennsylvania 19112
Attn: General Counsel
Email: OVG36OLegal@oakviewgroup.com
The designation of the individuals to be so notified and the addresses of such parties set forth above may
be changed from time to time by written notice to the other party in the manner set forth above.
Section 18.8 SeverabilitV. If a court of competent jurisdiction determines that anyterm of this
Agreement is invalid or unenforceable to any extent under applicable law, the remainder of this
Agreement (and the application of this Agreement to other circumstances) shall not be affected thereby,
and each remaining term shall be valid and enforceable to the fullest extent permitted by law.
Section 18.9 Entire Agreement. This Agreement (including the exhibits attached hereto)
contains the entire agreement between the parties with respect to the subject matter hereof, and
supersedes and replaces all prior negotiations, correspondence, conversations, agreements, and
understandings concerning the subject matter hereof. Accordingly, the parties agree that no deviation
from the terms hereof shall be predicated upon any prior representations, agreements, or
understandings, whether oral or written.
Section 18.9 Disputes; Governing Law; Venue. The parties agree to act immediately to resolve
any dispute arising with respect to this Agreement. Time is of the essence in the resolution of disputes.
OVG agrees that the existence of a dispute notwithstanding, it will continue without delay to carry out all
Page 24 of 39
its responsibilities under this Agreement which are not affected by the dispute; Owner agrees that it shall
continue to make payment for all services performed as outlined in this Agreement. This Agreement is
entered into under and pursuant to, and is to be construed and enforceable in accordance with, the laws
of the State of Iowa without regard to its conflict of laws principles. Venue for any action arising out of
this Agreement shall be in the Iowa District Court for Dubuque County, Iowa or the Federal District Court
for the Northern District of Iowa, Eastern Division, and the parties hereby irrevocably consent to the
jurisdiction of such courts.
Section 18.10 Amendments. Neither this Agreement nor any of its terms may be changed or
modified, waived, or terminated (unless as otherwise provided hereunder) except by an instrument in
writing signed by an authorized representative of the party against whom the enforcement of the change,
waiver, or termination is sought.
Section 18.11 Waiver; Remedies. No failure or delay by a party hereto to insist on the strict
performance of any term of this Agreement, or to exercise any right or remedy consequent to a breach
thereof, shall constitute a waiver of any breach or any subsequent breach of such term. No waiver of any
breach hereunder shall affect or alter the remaining terms of this Agreement, but each and every term of
this Agreement shall continue in full force and effect with respect to any other then existing or subsequent
breach thereof. The remedies provided in this Agreement are cumulative and not exclusive of the
remedies provided by law or in equity.
Section 18.12 Relationship of Parties. OVG and Owner acknowledge and agree that they are
not joint venturers, partners, or joint owners with respect to the Facility, and nothing contained in this
Agreement shall be construed as creating a partnership, joint venture, or similar relationship between
Owner and OVG. In operating the Facility, entering into contracts, accepting reservations for use of the
Facility, and conducting financial transactions for the Facility, OVG acts on behalf of and as agent for
Owner (but subject to the limitations on OVG's authority as set out in this Agreement), with the fiduciary
duties required by law of a party acting in such capacity.
Section 18.13 No Third Party Beneficiaries. Other than the inclemnitees listed in Sections 14.1
and 14.2 hereof (who are third party beneficiaries solely with respect to the indemnification provisions in
such sections), there are no intended third party beneficiaries under this Agreement, and no third party
shall have any rights or make any claims hereunder, it being intended that solely the parties hereto (and
the aforementioned inclemnitees with respect to the indemnification provisions hereof) shall have rights
and may make claims hereunder.
Section 18.14 Attorneys' Fe��_S_. If any suit or action is instituted by either party hereunder,
including all appeals, the prevailing party in such suit or action shall be entitled to recover reasonable
outside attorney fees and expenses from the non -prevailing party, in addition to any other amounts to
which it may be entitled.
Section 18.15 Limitation on Damages. In no event shall either party be liable or responsible for
any consequential, indirect, incidental, punitive, or special damages (including, without limitation, lost
profits) whether based upon breach of contract or warranty, negligence, strict tort liability, or otherwise,
and each party's liability for damages or losses hereunder shall be strictly limited to direct damages that
Page 25 of 39
are actually incurred by the other party, provided that the foregoing shall not I im it or restrict any claim by
OVG forth e m a nagement fees described herein upon a breach or defau It of this Agreement by Owner.
Section 18.16 Counterparts; Facsimile and Electronic Signatures. This Agreement may be
executed in counterparts, each of which shall constitute an original, and all of which together shall
constitute one and the same document. This Agreement may be executed by the parties and transmitted
by facsimile or electronic transmission, and if so executed and transmitted, shall be effective as if the
parties had delivered an executed original of this Agreement.
Section 18.17 Currency. All prices and financial terms referenced herein are intended to be in
U.S. dollars, and shall remain in U.S. dollars despite any exchange rate.
Section 18.18 Regulatory Agency Compliance. OVG shall in connection with its performance
under this Agreement, materially comply, to the best of its knowledge, with applicable laws and
regulations set forth by regulatory agencies is required. These agencies include but are not limited to,
OSHA (the Occupational Safety and Health Administration), EPA (the Environmental Protection Agency),
ICC (the Interstate Commerce Commission, DNR (the Department of Natural Resources), and DOT (the
Department of Transportation), including all similar state and federal agencies.
Section 18.19 Suspensions and Debarment. OVG further certifies that it is not presently
debarred, suspended, declared ineligible, or voluntarily excluded from participation in any contract with
Owner or the State of Iowa. OVG shall ensure that all subcontractors utilized by OVG for any service or
product referenced in this Agreement make a similar representation to those contained in the provisions
of this paragraph.
Section 18.20 Tax Exemptions. Owner is exempt from sales tax and certain use taxes, and if
requested by OVG shall provide substantiation of such exemption. Any charges fortaxes forwhich Owner
is exempt will be deducted from invoices before payment is made.
Section 18.21 Number, Gender, Captions, and Headings. All words and phrases contained
herein, including acknowledgements hereof, shall be construed as the singular or plural number, and as
masculine, feminine, or neuter gender according to the contexts. The captions and section headings are
for convenience only and shall not be used in the interpretation or enforcement of any provision of this
Agreement.
Section 18.22 No Inference Against Drafter. Each party hereto acknowledges that this
Agreement was negotiated by the parties, each represented by counsel and each having participated in
the drafting of this Agreement. Therefore, no inference, presumption, or burden of proof shall arise
favoring any party by virtue of the authorship of any provision of this Agreement.
ACCEPTED AND AGREED as of the Effective Date:
THE CITY OF DUBUQUE, IA
By:
Name: Brad M,:-�Snagh
Its: Mayor
Page 26 of 39
GLOBAL SPECTRUM, L.P. d/b/a OVG360
By: Global Spectrum, LLC, its general partner
BY:
NaRfe: Brian Rothenberg G/
Its: President
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Page 27 of 39
EXHIBIT A-1
OVG MANAGEMENT DUTIES
OVG's management obligations under the Agreement shall consist of the following obligations, all of
which are subject to the terms hereof and the controls and restrictions in the Operations Manual:
(a) Manage all aspects of the Facility in accordance with the Operations Manual and the terms of
this Agreement, including but not limited to managing purchasing, payroll, fire prevention, security, crowd
control, routine repairs, preventative maintenance, janitorial services, groundskeeping, promotions,
advertising, energy conservation, security, box office, admission procedures, parking, and general user
services in a cost efficient, high quality, and efficient manner that meets the highest industry standard.
(b) Establish and adjust prices, rates, and rate schedules for user, license, concessions,
occupancy, and advertising agreements, and booking commitments. OVG may deviate from the
established rate schedule when entering into any such agreements if determined by OVG, using its
reasonable business judgment, to be necessary or appropriate with respect to the specific situation.
(c) Procure, negotiate, execute, administer, and assure compliance with Service Contracts,
Revenue Generating Contracts, and other contracts related to the operation of the Facility.
(d) Require that all material vendors and licensees of the Facility execute vendor/license
agreements containing standard indemnification and insurance obligations on the part of each such
vendor/licensee.
(e) Provide standard form advertising and sponsorship contracts and user/rental agreements for
use at or with respect to the Facility. OVG shall submit such form agreements to Owner for review and
comment, and the parties shall work together to finalize such forms. Once finalized, OVG shall use such
forms in furtherance of its duties hereunder, and shall not materially deviate from the terms contained in
such forms without obtaining the prior written approval of Owner (which shall not be unreasonably
withheld or delayed). OVG's sole responsibility with regard to providing legal advice or assistance
hereunder shall be to provide such standard form contracts.
(f) Operate and maintain the Facility through exercise of the commercially reasonable standards
of maintenance and preservation, subject to approved Operating Budgets, including the equipment
utilized in connection with its operation and any improvements made during the term of this Agreement,
in the condition received, normal wear and tear excepted.
(g) Arrange for and otherwise book events at the Facility in accordance with a booking schedule
to be developed by OVG.
(h) Upon reasonable request, allow Travel Dubuque real time -access to information, such as the
booking and events calendar (including date holds) and customer relationship components.
(i) Hire or otherwise engage, pay, supervise, and direct all personnel OVG deems necessary for
the operation of the Facility in accordance with Article 6 of the Agreement, and conduct staff planning,
retention, and training programs as determined to be necessary by OVG in its sole discretion.
(j) Maintain detailed, accurate, and complete financial and other records of all its activities under
this Agreement in accordance with generally accepted accounting principles, which records shall be made
available to Owner upon request, in accordance with Section 10.1 of the Agreement.
(k) Submit to Owner in a timely manner financial and other reports detailing OVG's activities in
connection with the Facility, as set forth in Section 10.2 of the Agreement.
Page 28 of 39
(1) Prepare a proposed annual Operating Budget and submit such proposed budget to Owner,
both in accordance with Article 7 of the Agreement.
(m) Pay all Operating Expenses and other expenses incurred in connection with the operation,
maintenance, supervision, and management of the Facility from the Operating Account or with funds
otherwise made available by Owner.
(n) Secure, or assist Owner (or any other third party, as applicable) to secure, all licenses and
permits necessary for the operation and use of the Facility for the specific events to be held therein, and
for the general occupancy of the Facility, including without limitation all necessary food and liquor
licenses, and renewals thereof. Owner shall cooperate in this process to the extent reasonably required.
All costs associated with this process shall be Operating Expenses.
(o) Collect, deposit, and hold in escrow in the Event Account any ticket sale revenues which it
receives in the contemplation of or arising from an event pending the completion of the event, as more
fully described in Section 8.1 of the Agreement.
(p) Collect in a timely manner and deposit in the Operating Account all Revenue, as more fully
described in Section 8.2 of the Agreement.
(q) Subject to Owner making available sufficient funds in a timely manner, pay all Taxes.
(r) Plan, prepare, implement, coordinate, and supervise all public relations and other
promotional programs for the Facility.
(s) Prepare, maintain, and implement on a regular basis, subject to Owner's yearly approval, a
Marketing Plan for the Facility.
(t) Develop and establish open, clear, and responsive reporting systems with the Owner, utilizing
measurable and reported performance metrics. Metrics will be established in the first six (6) months of
the Commencement Date and reviewed and updated on a yearly basis.
(u) On an annual basis, cause a written inventory to be taken of all furniture, fixtures, office
equipment, supplies, tools, and vehicles at the Facility, and deliver a written report of the foregoing to
Owner. OVG shall document all major damage to, or loss in, such inventory during the Term as soon as
such damage or loss is discovered by OVG, and OVG shall promptly notify Owner of any such damage or
loss.
(v) Purchase, on behalf of Owner and with Owner funds, and maintain during the Term, all
materials, tools, machinery, equipment, and supplies necessary for the operation of the Facility.
(w) As agent for Owner, manage risk management and Facility insurance needs, as more fully
described in Article 15 of the Agreement.
(x) Make and be responsible for all routine and minor repairs, maintenance, preventative
maintenance, and equipment servicing. OVG shall be responsible for ensuring that all repairs,
replacements, and maintenance shall be of a quality and class at least equal to that of the item being
repaired, replaced, or maintained. Any replacement of an item in inventory, or any new item added to the
inventory, which is paid for by Owner, shall be deemed the property of Owner, including any item paid
for with funds from the Operating Account.
(y) Cause such other acts and things to be done with respect to the Facility, as determined by
OVG in its reasonable discretion, to be necessary for the management and operation of the Facility
following the Commencement Date.
Page 29 of 39
EXHIBIT A-2
OVG FOOD AND BEVERAGE SERVICES
OVG will provide high quality food and beverage services. OVG's food and beverage obligations under the
Agreement shall consist of the following, all of which are subject to the terms hereof and the controls and
restrictions in the Operations Manual:
(a) Develop and implement all necessary policies and procedures for the food and beverage
operations;
(b) Engage and oversee employees necessary to perform the Food and Beverage Services;
(c) Manage the Food and Beverage Services in compliance with and subject to all federal, state,
and local laws, ordinances, and regulations (including, without limitation, health and sanitation codes and
regulations with respect to the sanitation and purity of the food and beverage products for sale);
(d) Arrange for all minor repairs and routine maintenance to the equipment used in the operation
of the Food and Beverage Services;
(e) Keep the food and beverage facilities and equipment neat, clean, and in a sanitary condition;
(f) Undertake appropriate advertising, marketing, and promotion of the food and beverage
offerings at the Facility;
(g) Develop menus, portions, brands, prices, themes, and marketing approaches. OVG (or the
third party concessionaire, as applicable) shall be entitled to set the prices for such items for sale;
(h) Order, stock, prepare, pay for (as an Operating Expense), and sell appropriate foods and
beverages; and
(i) Obtain and maintain all licenses and permits necessary for the operation of the Food and
Beverage Services, including those required for the on -premise sale of alcoholic beverages. Owner shall
offer reasonable assistance to OVG in obtaining and maintaining such licenses and permits. The cost of
such licenses and permits (including the cost to obtain such licenses and permits, such as legal costs
associated therewith) shall be Operating Expenses.
For avoidance of doubt, to the extent OVG subcontracts or otherwise assigns the foregoing Food and
Beverage Services, in accordance with this Agreement, such third party (including, if applicable, any
Affiliate) shall be obligated to obtain and/or maintain any license or permits required hereunder,
including, without limitation, any liquor licenses required for the on -premise sale of alcoholic beverages,
and Owner agrees to reasonably assist such third party in connection therewith, as directed by OVG.
Page 30 of 39
EXHIBIT A-3
OVG COMMERCIAL RIGHTS SERVICES
OVG's obligations in respect of the sale of Commercial Rights under the Agreement shall consist of the
following, all of which are subject to the terms hereof and the controls and restrictions of the Operations
Manual.
(a) Actively market the Commercial Rights at and with respect to the Facility, and, will regularly
apprise Owner of its sales prospects and the status of any potential sales of Commercial Rights;
(b) Develop advertising system design and consult with Facility management on proposed
inventory;
(c) Create rate cards and packages, target lists, and vendor packages, as necessary;
(d) Develop Naming Rights and sub -Naming Rights packages/pricing, if applicable;
(e) As requested, deliver to Owner monthly reports detailing OVG's sales of Commercial Rights.
Owner hereby agrees that at a minimum, it shall at all times during the Term, make available to OVG to
market hereunder the Commercial Rights inventory described below.
Minimum Commercial Rights Inventory Available
Exhibit Hall, concession stands inside Exhibit Hall
Exhibit Lobby
Meeting Rooms (6)
Ballroom and/or Salons (4)
River Room
Plaza
Patio
Pre -function Space
Spine
Page 31 of 39
EXHIBIT B
QUALITATIVE INCENTIVES
OVG shall be eligible to earn a Qualitative Incentive up $25,000 ($5,000/0 pe ratio na I Benchmark)
to reach each of the following benchmarks (each, an "Operational Benchmark"). The achievement of the
Operational Benchmark(s) shall be determined by Owner, in its reasonable and good faith discretion
based on its evaluation of OVG's performance during each Operating Year. Notwithstanding the foregoing,
OVG shall notify Owner to the extent it deems any Operational Benchmark has been achieved (as set forth
below) and shall provide reasonable proof thereof. Once the parties agree in writing (email shall be
sufficient) that any such Operational Benchmark has been achieved, the applicable Incentive Fee(s) for
the applicable Operating Year shall become due as set forth in Section 3.2 of this Agreement and may be
paid by OVG out of the Operating Account.
1. Customer Service Surveys — Achievement of an 80% positive response rate on surveys sent to a
mutually agreed number of Facility -related parties.
2. StakeholderlTenant Relationship — Positive reviews from Travel Dubuque on surveys dealing with
mutual strategy development, an increased level of collaboration, and overall spirit of cooperation as
reasonably communicated by tenant/stakeholders.
3. Repairs and Maintenance — OVG shall demonstrate compliance with provisions of the Agreement as
it relates to repair and maintenance of all FF&E based upon quarterly review and walkthrough with
Owner.
4. Community Involvement — OVG shall demonstrate community engagement through initiatives,
outreach, and other community -centric approaches.
5. Economic Impact -Focused Sales and Marketing — OVG shall develop a new sales and marketing
approach in connection with attracting unique events and regional/national meetings and/or
conventions to the Facility as well as facilitating the sale of Commercial Rights in an innovative way. OVG
shall demonstrate how OVG's management of the Facility has had positive economic impacts on
Dubuque and the surrounding area, including hotel -room -night -generating activities, events with
significant non -local attendance, and other relevant metrics.
Page 32 of 39
EXHIBIT C
OPERATING BUDGET (STUB OPERATING YEAR AND FIRST OPERATING YEAR)
Page 33 of 39
GRAND RIVER CENTER
STUB PERIOD APRIL - JUNE 2023
INCOME STATEMENT
BUDGETPROPOSAL
OVG
APRIL-JUNE
STUB BUDGET
2023
OF EVENTS
60
ATTENDANCE
25,647
IDIRECT EVENT REVENUE
RENTAL REVENUE
52,287
SERVICE REVENUE
67,165
TOTAL DIRECT EVENT REVENUE
119,452
JANCILLARY REVENUE
FOOD AND BEVERAGE REVENUE
530,736
AUDIO-VISUAL REVENUE
44,223
DECORATOR SERVICES REVENUE
6,429
TOTAL ANCILLARY REVENUE
581,388
TOTAL EVENT REVENUE
700,840
OTHER REVENUE
11,150
TOTAL GROSS REVENUE
711,990
EVENT EXPENSE
SERVICE EXPENSE
(22,101)
FOOD & BEVERAGE EXPENSE
(122,069)
AUDIO-VISUAL EXPENSE
(7,960)
DECORATOR SERVICES EXPENSE
(643)
TOTAL EVENT EXPENSE
(152,774)
TOTAL EVENT INCOME
548,066
TOTAL INCOME WITH OTHER REVENUE
559,216
JINDIRECT EXPENSES
PERSONNELEXPENSE
OTHER OPERATING EXPENSE
EXECUTIVE
FINANCE
EVENT SERVICES
SALES & MARKETING
OPERATIONS
FOOD & BEVERAGE
OVERHEAD
TRANSITION
TOTAL INDIRECT EXPENSES
NET INCOME / (SUBSIDY)
FOOD AND BEVERAGE REVENUE
FOOD AND BEVERAGE EXPENSES
FOOD AND BEVERAGE P&L
427,971
388,140
55,804
39,998
46,771
73,883
173,274
181,284
220,098
25,000
816,111
(256,895)
530,736
303,354
227,382
GRAND RIVER CENTER
STUB PERIOD APRIL - JUNE 2023
INCOME STATEMENT
BUDGETPROPOSAL
TOTAL
April
May
June
# OF EVENTS
60
19
18
23
GENERALATTENDANCE
25,647
5,457
9,591
10,599
ITOTAL EVENT REVENUE
RENTAL REVENUE
52,287
11,124
19,554
21,609
ELECTRICAL/UTILITIESBILLED
3,477
621
1,428
1,428
OTHER SERVICE BILLED
63,688
13,554
23,816
26,319
SERVICE REVENUE
67,165
14,175
25,244
27,747
TOTAL DIRECT EVENT REVENUE
119,452
25,299
44,798
49,356
JANCILLARY REVENUE
Food & Beverage Revenue
530,736
112,946
198,464
219,326
Audio -Visual Revenue
44,223
9,412
16,536
18,275
Decorator Services Revenue
6,429
2,143
2,143
2,143
TOTAL ANCILLARY REVENUE
581,388
124,501
217,143
239,744
TOTAL EVENT REVENUE
700,840
149,799
261,941
289,100
JOTHER REVENUE I
TOTAL OTHER REVENUE
11,150
3,717
3,717
3,717
TOTAL GROSS REVENUE
711,990
153,516
265,657
292,817
EVENT EXPENSE
Service Expense
(22,101)
(4,754)
(8,264)
(9,084)
Food & Beverage Expense
(122,069)
(25,978)
(45,647)
(50,445)
Audio -Visual Expense
(7,960)
(1,694)
(2,976)
(3,290)
Decorator Services Expense
(643)
(214)
(214)
(214)
TOTAL EVENT EXPENSE
(152,774)
(32,640)
(57,101)
(63,033)
NET EVENT INCOME
548,066
117,160
204,839
226,067
NET INCOME WIDTH REVENUE
559,216
120,876
208,556
229,784
JINDIRECT EXPENSES
PERSONNEL EXPENSE
SALARIES ADMINISTRATIVE
203,269
58,077
58,077
87,115
EMPLOYEE INCENTIVE
14,250
4,750
4,750
4,750
PART-TIME STAFF
71,448
18,459
25,627
27,362
Bartender Wages
16,551
3,522
6,189
6,840
Catering Wages
41,115
8,750
15,374
16,991
Kitchen Wages
24,797
5,277
9,272
10,247
F&B WAGE TAXES
6,820
1,451
2,550
2,818
PAYROLLTAXES
23,203
6,473
7,067
9,663
CONTRACT LABOR - Security/Cleaning
5,140
1,244
1,871
2,024
ALLOCATION OF LABOR TO EVENTS
(30,104)
(6,462)
(11,254)
(12,388)
EMPLOYEE BENEFITS
44,965
12,847
12,847
19,271
EMPLOYEE BENEFITS-401 K CONTRIB
6,518
1,862
1,862
2,793
TOTAL PERSONNEL EXPENSE
427,971
116,251
134,233
177,487
GRAND RIVER CENTER
STUB PERIOD APRIL - JUNE 2023
INCOME STATEMENT
BUDGETPROPOSAL
TOTAL April May June
OTHER OPERATING EXPENSE
CASH OVERISHORT
125
42
42
42
ADVERTISING
3,125
2,042
542
542
PROMOTIONS
1,125
375
375
375
BAD DEBT
2,500
-
-
2,500
ARMOREDCAR
650
217
217
217
TRAVEL & ENTERTAINMENT
29,508
8,712
9,809
10,987
MEETINGS & CONVENTIONS
312
67
117
129
DUES & SUBSCRIPTIONS
3,850
250
450
3,150
GOOD & WELFARE
1,250
417
417
417
RELOCATION
20,000
6,667
6,667
6,667
RECRUITMENT
1,750
1,000
500
250
TRAINING
10
-
-
10
UNIFORMS
5,000
3,500
1,000
500
OFFICE SUPPLIES
5,000
3,500
1,000
500
POSTAGE
358
119
119
119
PRINTING
1,350
667
417
267
LICENSES, PERMITS & FEES
2,844
2,615
115
115
INSURANCE EXPENSE
7,250
2,417
2,417
2,417
INSURANCE -WORKERS COMP
6,889
2,296
2,296
2,296
CONSULTING & PROFESSIONAL FEES
15,438
7,646
7,646
146
CONS & PROF FEES - LEGAL FEES
875
292
292
292
DATA PROCESSING - PAYROLL FEES
2,500
833
833
833
DATA PROCESSING - BANK FEES
165
55
55
55
DATA PROCESSING - CREDIT CARD FEES
5,470
1,164
2,045
2,260
COMPUTER HARDWARE & SOFTWARE
9,408
3,136
3,136
3,136
COMPUTER CONTRACTS
2,343
781
781
781
COMPUTER - WEBSITE
1,500
500
500
500
CONTRACTED SERVICES
3,000
1,000
1,000
1,000
LANDSCAPING
3,300
1,100
1,100
1,100
PEST CONTROL
1,050
350
350
350
EQUIP. MAINTENANCE ANNUAL AGREEMENTS
7,500
2,500
2,500
2,500
HVAC
4,800
1,600
1,600
1,600
BUILDING SUPPLIES
6,125
2,042
2,042
2,042
BUILDING SUPPLIES- JANITORIAL
8,125
2,708
2,708
2,708
REPAIRS AND MAINTENANCE - EQUIPMENT
1,375
458
458
458
REPAIRS AND MAINTENANCE - BUILDING
36,500
12,167
12,167
12,167
EQUIPMENT RENTAL/LEASE
1,163
388
388
388
TOOLS AND EQUIPMENT
2,250
583
1,083
583
AUTOMOBILE EXPENSES
925
308
308
308
SMALLWARES & RENEWALS
11,379
4,357
4,385
2,636
DECORATIONS
250
83
83
83
LINEN & CLEANING EXPNESE
9,561
2,035
3,575
3,951
OTHER EXPENSE
1,069
356
356
356
TELEPHONE
4,305
1,435
1,435
1,435
CABLETV
1,200
400
400
400
TRASH HAULING
2,029
434
758
837
UTILITIES - ELECTRIC
93,978
25,092
27,879
41,007
UTILITIES - GAS
1,225
664
313
248
UTILITIES - WATERISEWER
4,541
971
1,697
1,873
MANAGEMENTFEE
37,500
12,500
12,500
12,500
INCENTIVE FEE
-
-
-
TOTAL OPERATING EXPENSES
388,140
130,038
124,472
133,631
TOTAL INDIRECT EXPENSES
816,111
246,289
258,705
311,117
NET INCOME
(256,895)
(125,413)
(50,149)
(81,333)
GRAND RIVER CENTER
EVENTS BUDGET
STUB PERIOD APRIL -JUNE 2023
ar Y
CONSUMER
TRADE
SPECIAL
Weddings
SPORTING
Miscellaneous
Communi y
SHOWS
SHOWS
CONVENTIONS
EVENTS
Quinceneras
EVENTS
Events
Events
NUMBER OF EVENTS
7
32
2
3
2
4
7
2
1
Number of Event Days
7
32
2
3
2
4
7
2
1
GENERALATTENDANCE
1,554
4,320
4,250
4,971
4,308
1,732
3,045
1,212
255
IDIRECT EVENT REVENUE
HALL RENTAL REVENUE
3,171
8,800
8,664
10,134
8,784
3,528
6,216
2,470
520
MEETING ROOM RENTAL
-
-
-
-
-
SERVICE REVENUE
3,864
10,733
10,549
14,204
12,310
4,298
7,568
3,008
633
DIRECT EVENT REVENUE
7,035
19,533
19,213
24,338
21,094
7,826
13,784
5,478
1,153
ISERVICE REVENUE
ELECTRICAL/UTILITIESBILLED
-
1,863
1,614
-
OTHER SERVICE BILLED
3,864
10,733
10,549
12,341
10,696
4,298
7,568
3,008
633
TOTAL SERVICE REVENUE
---i,864
10,733
10,549
14,204
12,310
4,298
7,568
3,008
633
SERVICE REVENUE TO RENTAL REVENUE RATI( 121.9%
122.0%
121.8%
140.2%
140.1%
121.8%
121.7%
121.8%
121.7%
ILESS SERVICE EXPENSES:
SETUP LABOR EXPENSE
(1,266)
(3,516)
(3,458)
(4,381)
(3,797)
(1,409)
(2,481)
(986)
(207)
EQUIPMENT RENTAL EXPENSE
(600)
ITOTAL SERVICE EXPENSES
(3,797)
(1,409)
(2,481)
(986)
(207)
NET SERVICE INCOME/(LOSS)
1,998
7,217
7,090
9,823
8,513
2,889
5,087
2,022
425
SERVICE REVENUE PROFIT MARGIN
51.7%
67.2%
67.2%
69.2%
69.2%
67.2%
67.2%
67.2%
67.2%
IFOOD & BEVERAGE
Catering Revenue:Food
25,739
71,488
70,266
82,203
71,246
28,628
50,407
20,036
4,215
Catering Revenue: Beverages -Non Alc
6,461
17,952
17,640
20,637
17,886
7,188
12,656
5,030
1,058
GROSS FOOD & BEVERAGE REVENUE
32,200
89,440
87,906
02,840
89,132
35,816
63,063
25,066
5,273
Catering: COS: Food
(5,920)
(16,442)
(16,161)
(18,907)
(16,387)
(6,584)
(11,594)
(4,608)
(969)
Catering: COS: Beverages
(1,486)
(4,129)
(4,057)
(4,747)
(4,114)
(1,653)
(2,911)
(1,157)
(243)
TOTAL FOOD & BEVERAGE EXPENSE
(7,406)
(20,571)
(20,218)
(23,653)
(20,500)
(8,238)
(14,504)
(5,765)
(1,213)
NET FOOD & BEVERAGE INCOME
FOOD & BEVERAGE EVENT PROFIT MARGIN
1AUDIO VISUAL REVENUE
AV SERVICE REVENUE
AV SERVICE EXPENSE
NET AUDIO VISUAL INCOME
AUDIO VISUAL PROFIT MARGIN
IDECORATOR SERVICES
DECORATOR SERVICES REVENUE
DECORATOR SERVICES EXPENSE
60
60
25,647
52,287
67,165
119,452
3,477
63,688
67,165
0.0% 128.5%
- (21,501)
(600)
(22,101)
- 45,064
0.0% 67.1%
424,228
106,508
530,736
(97,572)
(24,497)
(122,069)
T7. 0 77.0% 77.0% 77.0% 77.07/6 77.0%. 77.0%. 77.0%. 77.0% 0.0% 77.F/6
2,681 7,456 7,324 8,568 7,426 2,984 5,257 2,088 439 44,223
(483) (1,342) (1,318) (1,542) (1,337) (537) (946) (376) (79) (7,960)
2,198 6,114 6 7,026 6,089 2,447 4,311 1,712_ 360 36,263
82.0% 82.0% 82.0% 82.0% 82.0% 82.0% 82.0% 82.0% 82.0% 0.0% 82.0%
6,429
(643)
6,429
(643)
NET DECORATOR SERVICES INCOME
5,786
-
5,786
DECORATOR SERVICES PROFIT MARGIN
0.0%
0.0%
0.0%
90.0%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0% 90.0%
ITOTAL ANCILLARY INCOME
26,992
74,983
73,693
91,998
74,721
30,025
52,869
21,013
4,420
450,715
IEVENT OPERATING INCOME
-
32,161
-
91,000
-
89,448
11,955
92,018
-
36,442
64,172
-25,505
5,365
548,066
NET OPERATING INCOME PROFIT MARGIN
76.73%
78.16%
78.16%
78.75%
78.21%
78.16%
78.16%
78.16%
78.16%
0.00% 78.20%
[TOTAL GROSS REVENUE
41,916
116,429
114,443
142,174
117,652
46,626
82,104
32,632
6,865_
700,840
GRAND RIVER CENTER GRAND RIVER CENTER
STUB PERIOD APRIL - JUNE 2023 INDIRECT EXPENSES
INDIRECT EXPENSES 2023 OPERATING BUDGET
BUDGETPROPOSAL FY2024 FY2024 FY2024 FY2024 FY2024 FY2024 FY2024 FY2024
FY2024 100 130 160 200 330 420 440 460
SALARIES
EMPLOYEE INCENTIVE COMPENSATION
SALARIES PART TIME
Bartender Wages
Catering Wages
Kitchen Wages
F&B PT PAYROLL TAXES
PAYROLLTAXES
CONTRACTLABOR
ALLOCATION OF LABOR TO EVENTS
EMPLOYEE BENEFITS OPERATIONS
EMPLOYEE BENEFITS-401 K CONTRIB
Total Employee Compensation
CASH OVER/SHORT
ADVERTISING
PROMOTIONS
BAD DEBT
ARMOREDCAR
TRAVEL & ENTERTAINMENT
MEETINGS & CONVENTIONS
DUES & SUBSCRIPTIONS
GOOD & WELFARE
RELOCATION
RECRUITMENT
TRAINING
UNIFORMS
OFFICE SUPPLIES
POSTAGE
PRINTING
LICENSES, PERMITS & FEES
INSURANCE EXPENSE
INSURANCE -WORKERS COMP
CONSULTING & PROFESSIONAL FEES
CONS & PROF FEES - LEGAL FEES
DATA PROCESSING - PAYROLL FEES
DATA PROCESSING - BANK FEES
DATA PROCESSING - CREDIT CARD FEES
COMPUTER HARDWARE & SOFTWARE
COMPUTER CONTRACTS
COMPUTER SUPPLIES
COMPUTER - WEBSITE
CONTRACTED SERVICES
LANDSCAPING
PEST CONTROL
EQUIP. MAINTENANCE ANNUAL AGREEMENTS
HVAC
BUILDING SUPPLIES
BUILDING SUPPLIES- JANITORIAL
REPAIRS AND MAINTENANCE - EQUIPMENT
REPAIRS AND MAINTENANCE - BUILDING
EQUIPMENT RENTAL/LEASE
TOOLS AND EQUIPMENT
AUTOMOBILE EXPENSES
SMALLWARES & RENEWALS
DECORATIONS
LINEN & CLEANING EXPNESE
OTHER EXPENSE
TELEPHONE
CABLE TV
TRASH HAULING
UTILITIES - ELECTRIC
UTILITIES - GAS
UTILITIES - WATER/SEWER
MANAGEMENTFEE
INCENTIVE FEE
Total Operational Expense
EVENT SALES & OPERATIONS - FOOD &
TOTAL EXECUTIVE FINANCE SERVICES MARKETING CONSOLIDATED BEVERAGE OVERHEAD TRANSITION
203,269
29,615
18,846
32,308
44,423
45,769
32,308
14,250
5,500
1,750
1,750
1,750
1,750
1,750
71,448
5,021
9,152
-
6,240
51,035
-
16,551
-
-
-
-
16,551
41,115
41,115
24,797
24,797
6,820
-
-
-
-
-
6,820
23,203
2,935
2,595
2,701
4,225
8,045
2,701
5,140
-
-
-
-
1,250
3,890
(30,104)
-
-
-
-
(30,104)
-
44,965
5,238
3,556
7,986
8,050
12,149
7,986
6,518
1,025
622
1,026
1,389
1,430
1,026
427,971
49,335
36,521
45,771
66,078
91,324
138,945
125
-
125
3,125
3,125
-
1,125
-
1,125
2,500
2,500
-
650
-
650
-
-
29,508
3,275
-
1,233
25,000
312
-
312
- -
3,850
3,000
-
50
800
1,250
-
1,250
20,000
20,000
1,750
1,750
10
10
-
-
-
5,000
500
4,500
-
5,000
-
-
5,000
358
-
358
1,350
500
-
-
850
2,844
-
250
2,250
344
7,250
-
-
7,250
6,889
-
6,889
15,438
15,000
438
875
-
875
2,500
-
2,500
165
165
-
-
5,470
162
5,307
-
9,408
-
783
8,625
2,343
-
2,343
14,400
-
14,400
1,500
1,500
-
-
3,000
-
3,000
3,300
3,300
-
1,050
-
1,050
7,500
7,500
-
4,800
-
4,800
-
6,125
250
125
5,750
8,125
-
8,125
-
1,375
-
1,375
36,500
36,500
-
-
1,163
-
375
188
600
2,250
500
875
875
-
925
-
925
-
11,379
-
11,379
250
250
9,561
-
-
-
9,561
1,069
194
250
625
-
-
4,305
-
-
-
4,305
1,200
1,200
2,029
2,029
93,978
93,978
1,225
1,225
4,541
4,541
37,500
37,500
388,140
6,469
3,477
1,000
7,805
81,950
42,342
220,098 25,006
TOTAL FACILITY OPERATIONS EXPENSE 816,111 55,804 39,998 46,771 73,883 173,274 181,284 220,098 25,000
GRAND RIVER CENTER
ANNUAL BUDGET 2024
INCOME STATEMENT
BUDGETPROPOSAL
OF EVENTS
TTENDANCE
OVG OVG
FY 2024 YEAR 1
BUDGET PROFORMA
2024 BUDGET
VS
ORIGINAL PROFORMA
FY 2022 VARIANCE
BUDGET FAV/(UNFAV)
194 188 0
424 41,250
41,174
2024 BUDGET
VS
2022 BUDGET
VARIANCE
FAV/(UNFAV)
0
IDIRECT EVENT REVENUE
RENTAL REVENUE
168,041
398,790
138,000
(230,749)
30,041
SERVICE REVENUE
351,126
70,375
-
280,751
351,126
TOTAL DIRECT EVENT REVENUE
519,167
469,165
138,000
50,002
381,167
JANCILLARY REVENUE
FOOD AND BEVERAGE REVENUE
1,705,649
1,485,210
1,400,300
220,439
305,349
AUDIO-VISUAL REVENUE
142,111
45,983
128,500
96,128
13,611
DECORATOR SERVICES REVENUE
15,000
38,885
-
(23,885)
15,000
TOTAL ANCILLARY REVENUE
1,862,760
1,570,078
1,528,800
292,682
333,960
TOTAL EVENT REVENUE 2,381,927 2,039,243 1,666,800 342,684 715,127
OTHER REVENUE 42,900 35,700 200,515 7,200 (157,615)
TOTAL GROSS REVENUE
I EVENT EXPENSE
SERVICE EXPENSE
FOOD & BEVERAGE EXPENSE
AUDIO-VISUAL EXPENSE
DECORATOR SERVICES EXPENSE
TOTAL EVENT EXPENSE
TOTAL EVENT INCOME
11191 fAwaolol!j ld:t9ld:I=I:A:l
JINDIRECT EXPENSES
PERSONNELEXPENSE
OTHER OPERATING EXPENSE
EXECUTIVE
FINANCE
EVENT SERVICES
SALES & MARKETING
OPERATIONS
FOOD & BEVERAGE
OVERHEAD
TRANSITION
TOTAL INDIRECT EXPENSES
2,424,827 2,074,943 1,867,315 349,884 557,512
(94,250)
(87,403)
(27,945)
(6,847)
(66,305)
(392,299)
(565,567)
(408,850)
173,268
16,551
(25,580)
(14,971)
(25,555)
(10,609)
(25)
(1,500)
(17,675)
16,175
(1,500)
(513,629)
(685,617)
(462,350)
171,988
(51,279)
1,868,298 1,353,626 1,204,450 514,671 663,848
1,911,198
1,389,326
1,404,965
521,871
506,233
1,538,778
1,112,841
795,617
(425,937)
(743,161)
1,063,650
916,544
587,960
(147,106)
(475,690)
199,285
-
416,191
(199,285)
216,906
145,044
-
-
(145,044)
(145,044)
173,044
-
57,900
(173,044)
(115,144)
301,588
-
124,205
(301,588)
(177,383)
480,156
-
151,620
(480,156)
(328,536)
570,387
-
381,495
(570,387)
(188,892)
727,923
-
252,166
(727,923)
(475,757)
5,000
-
(5,000)
(5,000)
2,602,428
2,029,385
1,383,577
(573,043)
(1,218,851)
NET INCOME / (SUBSIDY) (691,230) (640,059) 21,388 (51,172) (712,618)
FOOD AND BEVERAGE REVENUE
FOOD AND BEVERAGE EXPENSES
FOOD AND BEVERAGE P&L
1,705,649 1,485,210
962,686 565,567
1,400,300
790,345
(743,655) (205,443)
742.963 919.643 609.955 964.094 510.792
GRAND RIVER CENTER
ANNUAL BUDGET 2024
INCOME STATEMENT
BUDGETPROPOSAL
TOTAL
July
August
September
October November
December
January
February
March
April
May
June
# OF EVENTS
194
9
5
16
20
11
6
6
22
29
25
19
26
GENERALATTENDANCE
82,424
2,587
1,275
9,141
9,468
4,067
1,104
2,626
8516
11,488
11,041
9,846
11,265
ITOTAL EVENT REVENUE
RENTAL REVENUE
168,041
5,277
2,601
18,636
19,301
8,290
2,251
5,354
17,361
23,419
22,509
20,074
22,968
ELECTRICALILITILITIESBILLED
9,996
-
-
1,428
1,428
-
-
621
807
1,428
1.428
1,428
1,428
OTHER SERVICE BILLED
341,130
10,713
5,281
37,828
39,182
16,830
4,572
10,869
35,246
47,544
45,694
40,747
46,625
SERVICE REVENUE
351,126
10,713
5,281
39,256
40,610
16,830
4,572
11,490
36,053
48,972
47,122
42,175
48,053
TOTAL DIRECT EVENT REVENUE
519,167
15,990
7,882
57,892
59,911
25,120
6,823
16,844
53,414
72,391
69,631
62,249
71,021
JANCILLARY REVENUE
Food & Beverage Revenue
1,705,649
53,566
26,403
189,138
195,909
84,150
22,858
54,343
176,228
237,720
228,471
203,737
233,126
Audio -Visual Revenue
142,111
4,464
2,201
15,758
16,322
7,011
1,904
4,527
14,683
19,806
19,036
16,975
19,424
Decorator Services Revenue
15,000
-
-
2,143
2,143
-
-
2,143
-
2,143
2,143
2,143
2,143
TOTAL ANCILLARY REVENUE
1,862,760
58,030
28,604
207,039
214,374
91,161
24,762
61,013
190,911
259,669
249,650
222,855
254,693
TOTAL EVENT REVENUE
2,381,927
74,020
36,486
264,930
274,285
116,281
31,585
77,856
244,325
332,060
319,281
285,104
325,714
JOTHER REVENUE
ADVERTISING SPONSORS
20,000
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
COST OF SPONSORSHIP (EXPENSE)
(1,700)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
(142)
OTHER INCOME or CANCELLATION FEES
3,500
292
292
292
292
292
292
292
292
292
292
292
292
VENDING
500
42
42
42
42
42
42
42
42
42
42
42
42
INTEREST AND DIVIDENDS
600
50
50
50
50
50
50
50
50
50
50
50
50
MISCELLANEOUS
20,000
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
1,667
TOTAL OTHER REVENUE
42,900
3,575
3,575
3,575
3,575
3,575
3,575
3,575
3,575
3,575
3,575
3,575
3,575
TOTAL GROSS REVENUE
2,424,827
77,595
40,061
268,505
277,860
119,856
35,160
81,431
247,900
335,635
322,856
288,679
329,289
IEVENT EXPENSE
Service Expense
(94,250)
(3,078)
(1,419)
(10,420)
(10,784)
(4,522)
(1,228)
(3,032)
(9,614)
(13,030)
(12,734)
(11,405)
(12,984)
Food & Beverage Expense
(392,299)
(12,320)
(6,073)
(43,502)
(45,059)
(19,355)
(5,257)
(12,499)
(40,532)
(54,676)
(52,548)
(46,860)
(53,619)
Audio -Visual Expense
(25,580)
(804)
(396)
(2,836)
(2,938)
(1,262)
(343)
(815)
(2,643)
(3,565)
(3,426)
(3,056)
(3,496)
TOTAL EVENT EXPENSE
(513,629)
(16,202)
(7,888)
(56,973)
(58,995)
(25,138)
(6,828)
(16,560)
(52,790)
(71,485)
(68,923)
(61,534)
(70,313)
NET EVENT INCOME
1,868,298
57,818
28,598
207,958
215,289
91,143
24,756
61,297
191,535
260,575
250,358
223,570
255,401
NET INCOME W/OTH REVENUE
1,911,198
61,393
32,173
211,533
218,864
94,718
28,331
64,872
195,110
264,150
253,933
227,145
258,976
GRAND RIVER CENTER
ANNUAL BUDGET 2024
INCOME STATEMENT
BUDGETPROPOSAL
TOTAL July August September October November December January February March April May June
INDIRECT EXPENSES
PERSONNELEXPENSE
SALARIES ADMINISTRATIVE
755,000
58,077
58,077
58,077
58,077
58,077
87,115
58,077
58,077
58,077
58,077
58,077
87,115
EMPLOYEE INCENTIVE
57,000
4,750
4,750
4,750
4,750
4,750
4,750
4,750
4,750
4,750
4,750
4,750
4,750
PART-TIME STAFF
272,824
14,050
11,430
27,371
28,024
16,999
11,088
14,317
25,933
32,056
31,164
28,779
31,613
Bartender Wages
53,192
1,670
823
5,898
6,110
2,624
713
1,695
5,496
7,413
7,125
6,354
7,270
Catering Wages
132,132
4,150
2,045
14,652
15,177
6,519
1,771
4,210
13,652
18,416
17,699
15,783
18,060
Kitchen Wages
79,690
2,503
1,234
8,837
9,153
3,932
1,068
2,539
8,234
11,107
10,674
9,519
10,892
F&B WAGE TAXES
21,918
688
339
2,430
2,517
1,081
294
698
2,265
3,055
2,936
2,618
2,996
PAYROLLTAXES
86,833
6,108
5,891
7,211
7,265
6,352
8,315
6,130
7,092
7,599
7,526
7,328
10,015
CONTRACT LABOR - Security/Cleaning/F&B
9,500
428
317
985
1,012
554
302
431
932
1,184
1,146
1,044
1,165
ALLOCATION OF LABOR TO EVENTS
(120,530)
(3,682)
(1,815)
(13,471)
(13,936)
(5,784)
(1,571)
(4,061)
(12,257)
(16,810)
(16,174)
(14,475)
(16,494)
EMPLOYEE BENEFITS
167,012
12,847
12,847
12,847
12,847
12,847
19,271
12,847
12,847
12,847
12,847
12,847
19,271
EMPLOYEE BENEFITS-401K CONTRIB
24,209
1,862
1,862
1,862
1,862
1,862
2,793
1,862
1,862
1,862
1,862
1,862
2,793
TOTAL PERSONNEL EXPENSE
1,538,778
103,451
97,801
131,450
132,858
109,813
135,909
103,496
128,882
141,556
139,632
134,486
179,445
JOTHER OPERATING EXPENSE
CASH OVER/SHORT
ADVERTISING
PROMOTIONS
PHOTOGRAPHY
BAD DEBT
ARMOREDCAR
TRAVEL & ENTERTAINMENT
MEETINGS & CONVENTIONS
DUES & SUBSCRIPTIONS
GOOD & WELFARE
RELOCATION
RECRUITMENT
TRAINING
UNIFORMS
OFFICE SUPPLIES
POSTAGE
PRINTING
LICENSES, PERMITS & FEES
INSURANCE EXPENSE
INSURANCE -WORKERS COMP
CONSULTING & PROFESSIONAL FEES
CONS & PROF FEES - LEGAL FEES
DATA PROCESSING - PAYROLL FEES
DATA PROCESSING - BANK FEES
DATA PROCESSING - CREDIT CARD FEES
COMPUTER HARDWARE & SOFTWARE
COMPUTER CONTRACTS
COMPUTER SUPPLIES
COMPUTER - WEBSITE
CONTRACTED SERVICES
LANDSCAPING
PEST CONTROL
EQUIP. MAINTENANCE ANNUAL AGREEMENTE
HVAC
BUILDING SUPPLIES
BUILDING SUPPLIES- JANITORIAL
REPAIRS AND MAINTENANCE - EQUIPMENI
REPAIRS AND MAINTENANCE - BUILDING
EQUIPMENT RENTALILEASE
TOOLS AND EQUIPMENT
AUTOMOBILE EXPENSES
SMALLWARES & RENEWALS
DECORATIONS
LINEN & CLEANING EXPNESE
OTHER EXPENSE
TELEPHONE
CABLETV
TRASH HAULING
UTILITIES - ELECTRIC
UTILITIES - GAS
UTILITIES - WATERISEWER
MANAGEMENTIFEE
INCENTIVE FEE
TOTAL OPERATING EXPENSES
TOTAL INDIRECT EXPENSES
NET INCOME
Soo 42 42 42 42 42 42 42 42 42 42 42 42
15,000 2,042 1,042 1,042 1,042 1,042 1,042 1,042 1,042 1,042 2,542 1,042 1,042
4,500 375 375 375 375 375 375 375 375 375 375 375 375
5,000 417 417 417 417 417 417 417 417 417 417 417 417
2,500 - - - - - - - - - - - 2,500
2,600 217 217 217 217 217 217 217 217 217 217 217 217
26,820 2,178 2,541 4,050 1,842 847 914 605 1,654 3,056 2,126 2,810 4,196
6,500 155 77 556 1,326 244 66 913 513 697 670 598 684
5,600 650 50 850 - - - 1,000 - - - - 3,050
5,000 417 417 417 417 417 417 417 417 417 417 417 417
10,000 3,333 3,333 3,333 - - - - - - - - -
2,500 208 208 208 208 208 208 208 208 208 208 208 208
190 10 150 - - 10 - - 10 - - - 10
3,500 1,000 - 250 - - 750 - - - 1,500 - -
4,000 333 333 333 333 333 333 333 333 333 333 333 333
1,430 119 119 119 119 119 119 119 119 119 119 119 119
4,150 250 350 250 250 350 250 250 350 250 750 500 350
4,875 115 115 865 115 115 115 365 115 115 2,615 115 115
29,000 2,417 2,417 2,417 2,417 2,417 2,417 2,417 2,417 2,417 2,417 2,417 2,417
28,354 2,363 2,363 2,363 2,363 2,363 2,363 2,363 2,363 2,363 2,363 2,363 2,363
1,750 146 146 146 146 146 146 146 146 146 146 146 146
3,500 292 292 292 292 292 292 292 292 292 292 292 292
10,000 833 833 833 833 833 833 833 833 833 833 833 833
660 55 55 55 55 55 55 55 55 55 55 55 55
17,576 552 272 1,949 2,019 867 235 560 1,816 2,450 2,354 2,100 2,402
37,630 3,136 3,136 3,136 3,136 3,136 3,136 3,136 3,136 3,136 3,136 3,136 3,136
9,370 781 781 781 781 781 781 781 781 781 781 781 781
2,000 - - - - - - - - - 1,000 500 500
6,000 500 500 500 500 500 500 500 500 500 500 500 500
12,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000
13,200 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100 1,100
4,200 350 350 350 350 350 350 350 350 350 350 350 350
22,800 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900 1,900
19,200 1,600 1,600 1,600 1,600 1,600 1,600 1,600 1,600 1,600 1,600 1,600 1,600
24,500 2,042 2,042 2,042 2,042 2,042 2,042 2,042 2,042 2,042 2,042 2,042 2,042
32,500 2,708 2,708 2,708 2,708 2,708 2,708 2,708 2,708 2,708 2,708 2,708 2,708
5,500 458 458 458 458 458 458 458 458 458 458 458 458
35,500 2,958 2,958 2,958 2,958 2,958 2,958 2,958 2,958 2,958 2,958 2,958 2,958
4,650 388 388 388 388 388 388 388 388 388 388 388 388
7,500 583 583 583 583 583 583 583 583 583 583 1,083 583
3,700 308 308 308 308 308 308 308 308 308 308 308 308
15,500 487 240 1,719 1,780 765 208 494 1,601 2,160 2,076 1,851 2,119
1,000 83 83 83 83 83 83 83 83 83 83 83 83
30,725 965 476 3,407 3,529 1,516 412 979 3,175 4,282 4,116 3,670 4,199
4,275 356 356 356 356 356 356 356 356 356 356 356 356
17,220 1,435 1,435 1,435 1,435 1,435 1,435 1,435 1,435 1,435 1,435 1,435 1,435
4,800 400 400 400 400 400 400 400 400 400 400 400 400
6,500 202 100 723 748 317 86 212 667 906 871 778 889
337,238 30,993 31,606 29,062 23,909 20,732 19,004 22,853 31,147 33,955 25,092 27,879 41,007
7,427 296 285 319 438 665 899 1,426 1,077 797 664 313 248
14,550 452 223 1,618 1,675 710 193 476 1,492 2,028 1,950 1,742 1,990
150,000 12,500 12,500 12,500 12,500 12,500 12,500 12,500 12,500 12,500 12,500 12,500 12,500
38,660 - - - - - - - - - - - 38,660
1,063,650 86,499 83,678 92,813 81,493 71,000 66,994 73,995 87,477 94,558 91,146 87,217 146,779
2,602,428 189,950 181,479 224,263 214,352 180,813 202,903 177,491 216,359 236,113 230,777 221,704 326,224
(691,230) (128,557) (149,306) (12,730) 4,513 (86,095) (174,571) (112,620) (21,249) 28,036 23,156 5,441 ___(§L,248
I
GRAND RIVER CENTER
EVENTS BUDGET
ANNUAL BUDGET 20IL24._�
[��j
EMEETINGS]
CONSUMER
TRADE
SPECIAL
Weddings
SPORTING.]
Miscellaneous
SHOWS
CONIV NITIONS
EVENTS
Quinceneras
EVENTS
Events
NUMBER OF EVENTS
36
15
7
11
194
7
11
92
8
7
Number of Event Days
36
92
8
7
7
11
15
7
11
194
TOTAL PAID
-
-
GENERAL ATTENDANCE
7,992
12,420
17,000
11,599
15,078
4,763
6,525
4,242
2,805
82,424
NET SQUARE FOOTAGE
-
-
IDIRECT EVENT REVENUE
HALL RENTAL REVENUE
16,308
25,300
34,656
23,646
30,744
9,702
13,320
8,645
5,720
168,041
SERVICE REVENUE
33,120
51,428
70,325
52,339
68,041
19,699
27,027
17,546
11,601
351,126
IDIRECT EVENT REVENUE
49,428
76,728
104,981
75,985
98,785
29,401
40,347
26,191
17,321
519,167
ISERVICE REVENUE
ELECTRICALILITILITIESBILLED
4,347
5,649
-
-
9,996
OTHER SERVICE BILLED
33,120
51,428
70,325
47,992
62,392
19,699
27,027
17,546
11,601
341,130
TOTAL SERVICE REVENUE
33,120
51,428
70,325
52,339
68,041
19,699
27,027
17,546
11,601
351,126
SERVICE REVENUE TO RENTAL REVENUE RATIO
203.1%
203.3%
202.9%
221.3%
221.3%
203.0%
202.9%
203.0%
202.8%
209.0%
ILESS SERVICE EXPENSES:
SETUP LABOR EXPENSE
(8,897)
(13,811)
(18,897)
(13,677)
(17,781)
(5,292)
(7,262)
(4,714)
(3,118)
(93,450)
EQUIPMENT RENTAL EXPENSE
(800)
(800)
ITOTAL SERVICE EXPENSES
(9,697)
(13,811)
(18,897)
(13,677)
(17,781)
(5,292)
(7,262)
(4,714)
(3,118)
(94,250)
NET SERVICE INCOME/(LOSS)
23,423
37,617
51,428
38,662
50,260
14,407
19,765
12,832
8,483
256,876
SERVICE REVENUE PROFIT MARGIN
70.7%
73.1%
73.1%
73.9%
73.9%
73.1%
73.1%
73.1%
73.1%
73.2%
IFOOD & BEVERAGE
Catering Revenue:Food
132,372
205,528
281,064
191,807
249,361
78,727
108,015
70,126
46,365
1,363,365
Catering Revenue:Beverages-Non Aic
33,228
51,612
70,560
48,153
62,601
19,767
27,120
17,605
11,638
342,284
GROSS FOOD & BEVERAGE REVENUE
165,600
257,140
351,624
239,960
311,962
98,494
135,135
87,731
58,003
1,705,649
Cater! ng: COS: Cater! ng Tax
Cater! ng: COS: Food
Catering: COS: Beverages
Catering:COS:Catering Wages
Concession:COS:Concession Wages
TOTAL FOOD & BEVERAGE EXPENSE
NET FOOD & BEVERAGE INCOME
FOOD & BEVERAGE EVENT PROFIT MARGIN
1AUDI0 VISUAL REVENUE
(30,446)
(47,271)
(64,645)
(44,116)
(57,353)
(18,107)
(24,843)
(16,129)
(10,664)
(313,574)
(7,642)
(11,871)
(16,229)
(11,075)
(14,398)
(4,546)
(6,238)
(4,049)
(2,677)
(78,725)
(55,191)
(71,751)
(31,081)
(13,341)
(38,088)
(80,874)
(22,654)
(20,178)
(392,299)
127,512
270,750
184,769
240,211
75,840
104,054
67,553
44,662
1,313,350
77.0%
77.0%
77.0%
77.0%
77.0%
77.0%
77.0%
77.0%
77.0%
77.0%
AV SERVICE REVENUE
13,788
21,436
29,296
19,992
25,991
8,206
11,265
7,308
4,829
142,111
AV SERVICE EXPENSE
(2,482)
(3,858)
(5,273)
(3,599)
(4,678)
(1,477)
(2,028)
(1,315)
(869)
(25,580)
NET AUDIO VISUAL INCOME
11,306
17,578
16,393
21,313
6,729
9,237
5,993
3,960
116,531
AUDIO VISUAL PROFIT MARGIN
82.0%
82.0%
82.0%
82.0%
82.0%
82.0%
82.0%
82.0%
82.0%
82.0�/o
IDECORATOR SERVICES
DECORATOR SERVICES REVENUE
15,000
-
15,000
DECORATOR SERVICES EXPENSE
(1,500)
(1,500)
NET DECORATOR SERVICES INCOME
13,500
-
13,500
DECORATOR SERVICES PROFIT MARGIN
0.0%
0.0%
0.0%
90.0%
0.0%
0.0%
0.0%
0.0%
0.0%
90.0%
ITOTAL ANCILLARY INCOME
138,818
215,575
294,773
214,663
261,523
82,569
113,291
73,545
48,622
1,443,381
IEVENT OPERATING INCOME
549
278,492
276,970
342,527
106,678
146,376
95,022
62,825
1,868,298
NET OPERATING INCOME PROFIT MARGIN
78.03%
78.38%
78.38%
78.92%
78.43%
78.38%
78.38%
78.38% #
78.38% #
78.44%
ITOTAL GROSS REVENUE
228,816
355,304
485,901
350,937
436,738
136,101
186,747
121,230
80,153
2,381,927
GRAND RIVER CENTER
INDIRECT EXPENSES
2024 OPERATING BUDGET
FY2024 FY2024 FY2024 FY2024 FY2024
FY2024 100 130 160 200 330
FY2024 FY2024 FY2024 FY2024 FY2024 FY2024
300-00 330-40 330-50 420 440 460
EVENT SALES & OPERATIONS - OPERATIONS - OPERATIONS - FOOD &
TOTAL EXECUTIVE FINANCE SERVICES MARKETING CONSOLIDATED OPERATIONS SETUP CUSTODIAL BEVERAGE OVERHEAD TRANSITION
SALARIES
755,000
110,000
70,000
120,000
165,000
170,000
120,000
50,000
120,000
EMPLOYEE INCENTIVE COMPENSATION
57,000
22,000
7,000
7,000
7,000
7,000
7,000
-
-
7,000
SALARIES PART TIME
272,824
20,085
36,608
-
24,960
191,171
24,960
119,411
46,800
-
Bartender Wages
53,192
-
-
-
-
-
-
-
53,192
Catering Wages
132,132
132,132
Kitchen Wages
79,690
79,690
F&B PT PAYROLL TAXES
21,918
-
-
-
-
-
-
-
-
21,918
PAYROLLTAXES
86,833
11,122
9,637
10,074
15,878
30,049
12,138
14,039
3,872
10,074
CONTRACTLABOR
9,500
-
-
-
-
2,500
-
2,500
-
7,000
ALLOCATION OF LABOR TO EVENTS
(120,530)
-
-
-
-
(120,530)
-
(120,530)
-
EMPLOYEE BENEFITS OPERATIONS
167,012
19,454
13,209
29,661
29,901
45,126
32,903
12,223
29,661
EMPLOYEE BENEFITS-401 K CONTRIB
24,209
3,809
2,310
3,810
5,160
5,310
3,810
1,500
-
3,810
Total Employee Compensation
1,538,778
186,470
138,764
170,544
247,898
330,626
200,811
79,143
50,672
464,475
CASH OVER/SHORT
Soo
-
-
-
-
-
-
-
-
500
ADVERTISING
15,000
15,000
-
PROMOTIONS
4,500
4,500
PHOTOGRAPHY
5,000
-
5,000
BAD DEBT
2,500
2,500
-
ARMOREDCAR
2,600
-
2,600
-
-
-
-
TRAVEL & ENTERTAINMENT
26,820
6,040
-
15,000
780
780
5,000
MEETINGS & CONVENTIONS
6,500
1,500
5,000
-
-
- -
DUES & SUBSCRIPTIONS
5,600
4,500
-
100
100
1,000
GOOD & WELFARE
5,000
-
-
-
5,000
RELOCATION
10,000
10,000
RECRUITMENT
2,500
-
2,500
TRAINING
190
190
-
-
-
-
UNIFORMS
3,500
-
1,000
1,000
2,500
-
OFFICE SUPPLIES
4,000
-
-
-
4,000
POSTAGE
1,430
-
1,430
PRINTING
4,150
3,000
-
-
-
1,150
LICENSES, PERMITS & FEES
4,875
-
750
750
2,750
1,375
INSURANCE EXPENSE
29,000
-
-
-
29,000
INSURANCE -WORKERS COMP
28,354
28,354
CONSULTING & PROFESSIONAL FEES
1,750
1,750
CONS & PROF FEES - LEGAL FEES
3,500
3,500
DATA PROCESSING - PAYROLL FEES
10,000
-
10,000
DATA PROCESSING - BANK FEES
660
660
-
-
DATA PROCESSING - CREDIT CARD FEES
17,576
520
17,056
-
COMPUTER HARDWARE & SOFTWARE
37,630
-
3,130
34,500
COMPUTER CONTRACTS
9,370
-
9,370
COMPUTER SUPPLIES
2,000
-
2,000
COMPUTER - WEBSITE
6,000
6,000
-
-
-
CONTRACTED SERVICES
12,000
-
12,000
12,000
LANDSCAPING
13,200
13,200
13,200
-
PEST CONTROL
4,200
-
-
4,200
EQUIP. MAINTENANCE ANNUAL AGREEMENT�
22,800
22,800
22,800
-
HVAC
19,200
-
19,200
19,200
-
BUILDING SUPPLIES
24,500
1,000
500
500
-
23,000
BUILDING SUPPLIES- JANITORIAL
32,500
-
32,500
-
32,500
-
REPAIRS AND MAINTENANCE - EQUIPMENT
5,500
-
-
-
5,500
REPAIRS AND MAINTENANCE - BUILDING
35,500
35,500
28,000
7,500
-
-
EQUIPMENT RENTAULEASE
4,650
-
1,500
1,500
-
750
2,400
TOOLS AND EQUIPMENT
7,500
500
3,500
3,500
3,500
-
AUTOMOBILE EXPENSES
3,700
-
3,700
3,700
-
SMALLWARES & RENEWALS
15,500
-
-
15,500
DECORATIONS
1,000
1,000
LINEN & CLEANING EXPNESE
30,725
-
-
-
-
30,725
OTHER EXPENSE
4,275
775
1,000
2,500
2,500
-
-
TELEPHONE
17,220
-
-
-
-
17,220
CABLE TV
4,800
4,800
TRASH HAULING
6,500
6,500
UTILITIES - ELECTRIC
337,238
337,238
UTILITIES - GAS
7,427
7,427
UTILITIES - WATER/SEWER
14,550
14,550
MANAGEMENTFEE
150,000
150,000
INCENTIVE FEE
38,660
-
-
-
-
-
-
-
-
38,660 -
Total Operational Expense
1,063,650
12,815
6,280
2,500
53,690
149,530
109,530
40,000
105,911
727,923 5,000
TOTAL FACILITY OPERATIONS EXPENSE
2,602,428
199,285
145,044
173,044
301,588
480,156
310,341
79,143
90,672
570,387
727,923 5,000
EXHIBIT D
EXISTING CONTRACTS
Page 34 of 39
EXHIBIT E
INSURANCE
OVG shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for the coverage required
in Schedule E-1, attached hereto, prior to commencing work. Each certificate shall be prepared on the
most current ACORD form approved by the Iowa Department of Insurance or an equivalent approved by
the Director of Finance and Budget.
All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa and
all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
Each certificate shall be furnished to the Finance Department of the City of Dubuque.
Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of these
requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be
considered a material breach of this agreement.
OVG shall require all subconsultants and sub-subconsultants to obtain and maintain during the
performance of work insurance for the coverages described in this Insurance Schedule and shall obtain
certificates of insurances from all such subconsultants and sub-subconsultants. OVG agrees that they shall
be liable for the failure of a subconsultant and sub- subconsultant to obtain and maintain such coverages.
Owner may request a copy of such certificates from OVG.
All required endorsements shall be attached to the certificate. The certificate is due before the
contract/agreement can be approved.
Whenever a specific ISO form is listed, required the current edition of the form must be used, or an
equivalent form may be substituted if approved by the Director of Finance and Budget and subject to OVG
identifying and listing in writing all deviations and exclusions from the ISO form.
OVG shall be required to carry the minimum coverage/limits, or greater if required by law or other legal
agreement, in Exhibit E-1. If the contractor's limits of liability are higher than the required minimum limits
then the provider's limits shall be this agreement's required limits.
OVG shall be responsible for deductibles and self -insured retention for payment of all policy premiums
and other cost associated with the insurance policies required below.
All certificates of insurance must include agents name, phone number, and email address.
The City of Dubuque reserves the right to require complete, certified copies of all required insurance
policies, including endorsements, required by this Schedule at any time.
The City of Dubuque reserves the right to modify these requirements, including limits, based on changes
in the risk or other special circumstances during the term of the agreement, subject to mutual agreement
of the parties.
Page 35 of 39
A)
Schedule E - I
COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000 Products -
Completed Operations Aggregate Limit $1,000,000 Personal
and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
1 Coverage shall be written on an occurrence, not claims made, form. The
general liability coverage shall be written on a form equivalent or more
broad than ISO form CG 00 01 or business owners form BP 00 02.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) OVG will use its best efforts to obtain and include Preservation of
Governmental Immunities Endorsement by no later than the
Commencement Date. (Sample attached).
4) include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all
its employees and volunteers, all its boards, commissions and/or
authorities and their board members, employees and volunteers. Use
ISO form CG 20 26 Policy shall include Waiver of Right to Recover from
Others endorsement or by blanket waiver of subrogation endorsement.
5) OVG shall provide thirty (30) days advance written notice of cancellation,
non -renewal, reduction in insurance coverage and/or limits and ten (10) days
written notice of non-payment of premium shall be sent to: City of Dubuque
Finance Department, 50 West 13th Street Dubuque, Iowa 52001.
13) AUTOMOBILE LIABILITY
C)
Combined Single Limit $1,000,000
Coverage shall include all owned, non -owned, and hired vehicles. If OVG's business does
not own any vehicles, coverage is required on non -owned and hired vehicles.
1 ) Policy shall include Waiver of Right to Recover from Others endorsement.
WORKERS'COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000 Each
Page 36 of 39
Employee -Disease $100,000 Policy
Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
If, by Iowa Code Section 85.1A, OVG is not required to purchase Workers'
Compensation Insurance, OVG shall have a copy of the State's Nonelection of Workers'
Compensation or Employers' Liability Coverage form on file with the Iowa Workers'
Compensation Insurance Commissioner, as required by Iowa Code Section
87.22. Completed form must be attached.
D) UMBIRELWEXCESS LIABILITY $1,000,000
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form
of the primary policies, it shall include the same endorsements as required of the
primary policies including but not limited to Waiver of Subrogation and Primary and
Non- contributory in favor of the City.
E) PROFESSIONAL LIABILITY $2,000,000
If the required policy provides claims -made coverage:
1 The Retroactive Date must be shown and must be before the date of
the agreement.
2) Insurance must be maintained and evidence of insurance must be provided
for at least five (5) years after completion of the work or services.
3) If coverage is canceled or non -renewed and not replaced with another
claims- made policy form with a Retroactive Date prior to the date of the
agreement, OVG must provide "extended reporting" coverage for a
minimum of five (5) years after completion of the work or services.
F) CYBER LIABILITY/BREACH $1,000,000
X Yes No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
G) CONCESSIONAIRE BOND $25,000
H) DRAM SHOP $3,000,000
Page 37 of 39
Please be aware that naming the City of Dubuque as an additional insured as is required by this
Insurance Schedule may result in the waiver of the City's governmental immunities provided in Iowa
Code sec. 670.4. If you would like to preserve those immunities, please use this endorsement or an
equivalent form.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the
purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does
not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa
under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only
those claims not subject to the defense of governmental immunity under the Code of Iowa Section
670.4 as it now exists and as it may be amended from time to time. Those claims not subject to
Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for
asserting any defense of governmental immunity, and may do so at any time and shall do so upon the
timely written request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the
insurer shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under
this policy for reasons of governmental immunity unless and until a court of competent jurisdiction
has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque,
Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
Page 38 of 39
EXHIBIT F
TRANSITION BUDGET
Included within the Stub Operating Year and first Operating Year budgets attached hereto as Exhibit C.
Page 39 of 39
November 18, 2022
PL
I . L
4�
72V
Operations Management
Services Proposal EMCM-W
*VG
360
Transmittal Letter & Executive Summary
November 18, 2022
Ms. Marie L. Ware
Leisure Services Department
City of Dubuque
1157 Central Avenue
Dubuque, IA 52001-5016
Dear Ms. Ware,
OVG360, a division of Oak View Group ("OVIG"), is pleased to present the City of Dubuque ("the City") with our Response to
RFP for Operations Management Services for Grand River Center Conference Center and Education Center ("GRIC"). We
appreciate the City's interest in considering a change in venue management and food and beverage services and enhancing the
operations of the GRC. We are confident that the OVG360 team will offer you a new and creative approach to convention center
operations, and we are committed to taking GRC to the next level of success.
Since its inception, OVG360 has taken a highly individualized method to innovate "the business as usual" approach to private
management of public venues. We do not believe that a cookie -cutter approach to managing, marketing, booking, and operating
venues works as the best model for owners and their communities. We do believe that every venue, city, and governing body
deserves the individualized assessment of what is best for them, determining our approach to providing these services and how
we will be held accountable for their delivery.
We know that change can be hard. But it can also be rewarding. In this case, we believe that you are one decision away from
a different existence, and in fact, a better existence. Imagine a service -driven socially responsible approach to venue
management. Imagine a dedicated team focusing on a detailed and customized food and beverage operation that
complements local fare and sourcing. Imagine working with one of the most successful sponsorship sales agencies in the world;
a group that generated over $3 Billion in sponsorship revenue during the global pandemic. Imagine working more closely with
the most powerful and high -profile meeting planners to ensure that GRC is not an afterthought, but a sought-after destination.
OVG was founded in 2016 by Irving Azoff and Tim Leiweke - two of the most charismatic and visionary individuals in the history
of the hospitality, entertainment, and sports industries. Their positive disruption has come to life, as OVG has invested in and
developed over $6 Billion in new venues across the US and internationally, including Seattle's Climate Pledge Arena, New York
City's UBS Arena, Savannah's Enmarket Arena, Austin's Moody Center, Acrisure Arena in Coachella Valley, CA, and a $200
Million redevelopment of the Baltimore Arena in a partnership with the NBA's Kevin Durant's 35Ventures. OVG has also
committed to invest an additional $4 Billion in new development projects over the next five years. We also created the OVG
Arena Alliance to drive maximum content and create corporate partners for the 25+ most prestigious arenas in the US.
Late last year, OVG completed its acquisition of Spectra, growing our venue management and booking portfolio to over 230
venues, including 59 convention centers. This industry leading venue group, now known as OVG360, has already made a
significant disruption in the venue management industry. This year alone, OVG360 has helped our clients open new convention
centers in Lexington, KY, and Terre Haute, IN, and is currently supporting the planning stages for a massive renovation of the
Kay Bailey Hutchison Convention Center in Dallas, TX. This recent acquisition also included Spectra's established food service
division, now known as OVG Hospitality. Combined, we are making a substantial investment in our people, practices, and
clients, and the City of Dubuque has the unique opportunity to become another flagship community showcased by OVG360.
Working with local businesses is not new to OVG360. In fact, creating environments that reflect and celebrate the diverse
communities in which we operate is one of our core values. A perfect example of our values in action can be seen in OVG360's
operation of the new Enmarket Arena in Savannah, GA, where we proudly boast over 70% inclusion of local minority firms. We
are passionate and confident about delivering similar results in the Dubuque community.
*VG360
11755 WILSHIRE BLVD., 9TH FLOOR - LOS ANGELES, CA 90025 - OAKVIEWGROUP.COM
STRATEGY flIGHLIGHTS
Aggressive Approach to Sales and Marketing: Our enclosed response provides a comprehensive plan for driving
occupancy across GRC, with a focus on employing a strategic approach to layering business in order to increase
economic impact and room nights at local hotels.
Relationship with Dubuque Fighting Saints: No company understands the business of hockey better than OVG360.
As part of the Dubuque Fighting Saints' ownership team, OVG360 Chairman, Peter Luukko is committed to the continued
growth of their fan base, the community and further synergies throughout the Dubuque market.
Dedicated Food & Beverage Approach: We feel there is a substantial opportunity to improve the customer experience
and grow revenue in the F&B operation. Through our food and beverage division, OVG Hospitality, we will implement
new creative menus, create new grab -and -go concepts that promote speed of service and revenue growth, and modern
technology that will allow a more analytically-d riven approach to operations through our proprietary SPAN360.
Partnersh 1 p- Driven Approach: Maximizing the success of GRC requires an iron -clad partnership among a variety of
stakeholders including the City of Dubuque, Travel Dubuque, Dubuque Area Chamber of Commerce, Dubuque Fighting
Saints, local M/WBE organizations, labor unions, service providers, and the local hospitality community. We are
committed to fostering close -working relationships with these entities so that, through effective communication and
consistent practices, we can maximize economic impact for local minority businesses and organizations.
Revenue Generation through Sponsorship Sales: Through our partnerships division, OVG Global Partnerships,
OVG360 is a leader in the sponsorship sales industry. We have identified sponsorship sales as a key opportunity to
better monetize the assets of GRC and further enhance the event experience through tailored activations and marketing.
Focus on Sustainability: We are the industry leader in sustainability efforts and are eager to be your partner in
enhancing sustainability at GRC. We are confident in our ability to not only meet, but to exceed your goals, and we
propose to develop a forward -facing marketing plan to educate guests on our commitment to and accomplishments in
this critical area.
Commitment to Diversity, Equity, and Inclusion: Through our Diversity, Equity, and Inclusion Council, our corporate
Vice President of DE&I, and the many local partnerships we have developed dedicated to supporting M/WBE hiring and
equal employment opportunity practices, we are committed to developing a locally -inclusive program for the GRC. We
recognize the impact these initiatives have on the community and are confident in our ability to succeed on your behalf,
as we have done in other markets.
Excellence in Transition: We are proud of our best -in -class onboarding procedures and can assure you we will have
key positions and corporate support on -site throughout by utilizing our vast and strong regional network of venues, which
include Waterloo Convention Center in Waterloo and the Iowa Events Center in Des Moines.
OVG360 is unlike any other venue management company in the sports, hospitality, and live events industry. We authentically
understand the challenges and frustrations that owner/operators face because we are owners. We invest in what we do, with
the purpose of changing the world by leading through example. We own, build, and operate buildings. We put our own capital,
our own reputations, and our own expertise on the line each and every day. We are, in fact, our clients' champions. We believe
that a partnership with OVG360 provides the City of Dubuque and its GRC with the best opportunity to be successful. We
encourage you to choose ambition. To choose diversity. To choose sustainability. And to choose an authentic partnership that
will elevate your incredible venue, and your iconic city. We look forward to the journey with you.
As the Proposal Manager, please do not hesitate to contact me with any questions concerning our enclosed Response. My
direct contact information is as follows:
Matt Lashoff, Director, Business Development, OVG360
150 Rouse Blvd., Philadelphia, PA 19112
Ph: (518) 461-1595, mlashoff@oakviewgroup.com, oakviewgroup,com
Sincerely,
4t6k_�
�Iatt Lashoff
Director, Business Development, OVG360
Appendix B
PROPOSAL RESPONSE FORM
Request for Proposals for Operations Management Services for Grand River Center, Dubuque,
Iowa
The undersigned, on behalf of the firm, certifies that: (1) this offer is made without previous understanding,
agreement, or connection with any person, firm, or corporation submitting a proposal on the same project; (2) is in all
respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to
bind the firm in whose name the proposal is submitted; (4) they have read the complete Request for Proposal and
understand all provisions; (5) if accepted by the City, this proposal is guaranteed as written and amended and will be
implemented as stated; and (6) mistakes in the submitted proposal will be the firm's responsibility.
Global Spectrum L P
DBA/SAME ovG36o
CONTACT Malt Lashoff
ADDRESS 150 Rouse E31vd CITYISTATE Philadelphia, PA Zip 19112
PHONE 5i&46i-is95 EMAIL mlashoff@oakviewgroup.com
STATE OF INCORPORATION Delaware
COMPANY WEBSITE ADDRESS oakviewgroup.com
239 facilities Full-time: 2,934
NUMBER OF LOCATIONS operated NUMBER OF PERSONS EMPLOYED Part-time: 28,234
TYPE OF ORGANIZATION: Public Corporation Private Corporation _ Sole Proprietorship
Partnership X Joint Venture Other (Describe)
BUSINESS MODEL: Small Business Manufacturer Distributor Retail
Dealer_ Other (Describe) � Services
Not a Minority -Owned Business: :
—African American Asian Pacific
Other - Please specify
Minority -Owned Business: _ (Specify Below)
- Subcontinent Asian -- Hispanic _Native American
Not a Woman -Owned Business: X Woman -Owned Business: _ (Specify Below)
—Not Minority -Woman Owned — African American -Woman Owned
—Asian Pacific -Woman Owned — Subcontinent Asian -Woman Owned _Hispanic Woman Owned
—Native American -Woman Owned —Other - Woman Owned - Please specify
ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF IOWA: x Yes No
ACKNOWLEDGE RECEIPT OF ADDENDA: All addenda are posted to the City's RFQ/RFP web page
and it is the proposer's responsibility to check and confirm all addendum(s) related to this document.
NO. 1 DATED 11/2/2022 -NO. 2 DATED11/4/202 NO.
I —, DATED
In submitting a proposal, the firm acknowledges all requirements, terms, conditions, and sections of this
RFP document. Proposal submission format should be by order in which sections are listed throughout
the document. All minimum and general requirements should be specifically addressed and detailed in
firm's response. Exceptions to any part of this document should be clearly delineated and detailed.
Matt Lashoff,
Director, Business Development 11-16-22
Title Date
Exceptions have been provided at the end of this Response,
Page 28 of 40
2. FIRM QUALIFICATIONS *VG
360
2. FIRM QUALIFICATIONS
2.A.-2.B. EXPERIENCE PROVIDING SERVICES
As demonstrated throughout this Response, our organization has decades of experience providing
management and food and beverage services to facilities similar to the Grand River Center. Later in this
Response, we have provided a complete profile of our firm, including references for similar clients and examples
of our success operating their venues. As we have demonstrated through these references, the majority of our
clients are public entities, like the City of Dubuque.
2.C. LEGAL COMPLIANCE
OVG360 has knowledge of and complies with all currently applicable and as they become enacted during the
Agreement term, federal, state, and local laws, statutes, ordinances, rules, and regulations. We acknowledge
that all laws of the State of Iowa, whether substantive or procedural, shall apply to this RFP and the Agreement,
and all statutory, charter, and ordinance provisions that are applicable to public contracts in the City shall be
followed with respect to this RFP and the Agreement. We have a long history of successfully providing the
services requested by the RFP for publicly -owned facilities, including several venues in the state of Iowa.
2.D. MUNICIPAL & CITY GOVERNMENT EXPERIENCE
The majority of OVG360's clients are municipal entities (e.g., cities, counties, states). For example, in Iowa, we
work on behalf of Polk County, the City of Sioux City, and the City of Waterloo. Later in this response, we have
provided several municipal references.
2.E.-2.G. CAPACITY AND RESOURCES
Through our corporate support, financial stability, and presence both locally in Iowa and nationally in
comparable facilities, OVG360 is well equipped to provide all insurances and other financial commitments
as outlined in the terms of this RFP, the proposal, and the Agreement. Any areas for negotiation that we
have flagged have been identified in the Exceptions section at the end of this Response. These resources
also provide us with the capacity needed to provide all services and meet all obligations as required in the
agreement as well as the appropriate materials, equipment, and labor.
3. PROPOSAL RESPONSE
FORM
We have provided a completed Proposal Response Form as provided in Appendix B immediately following our
Cover Letter/Executive Summary.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
4. PROFILE OF FIRM
@VG
360
Global Spectrum L.P. d/b/a OVG360 is a Limited Partnership. Principal Officers of Global Spectrum
LLC, the General Partner of Global Spectrum L.P. d/b/a OVG360, include President & Secretary Brian
Rothenberg and Vice President & Treasurer Jim Pekala. A copy of our organizational structure has been
provided below.
In November 2021, OVG completed its acquisition of Spectra (including the company's Venue
Management, Food Services & Hospitality, and Partnerships divisions), which brought more than 20
years of proven operating history to the organization. This acquisition effectively blended the two most
entrepreneurial and innovative companies in the sports, entertainment, and hospitality industry to
redefine facility management and venue services. Throughout this bid, all experience listed is that of
OVG360, unless otherwise explicitly noted.
. ..................... .....................
UmLeiweke I IrvingAzoff
SILVERLAKE
*VG
OAKVIEWGROUP
..............................................................................
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&
Conferences
4.A. OVG360 PROFILE
OVG360, a division of Oak View Group, is a full -service venue management and hospitality company
that helps client -partners reimagine the sports, live entertainment, and convention industries for the
betterment of the venue, employees, venue users, and surrounding communities. With a portfolio
of client -partners spanning arenas, stadiums, convention centers, performing arts centers, cultural
institutions, and state fairs around the globe, OVG360 provides a set of services, resources and
expertise designed to elevate every aspect of business that matters to venue operators. Service -
oriented and driven by social responsibility, OVG360 helps facilities drive value through excellence and
innovation in booking and content development, sustainable operations, public health and public safety,
food services, and more. OVG360 is raising the bar on how to provide the ultimate service for clients
looking for professional management and/or hospitality services for their public venues. As a full -service
venue management and event programming firm that specializes in providing premium content and
streamlining venue operations, we provide services that make an impactful difference.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
*VG
360
OVG360 represents the full suite of specialized services we can provide to facilities. We listen to
our clients and provide services that are appropriate based on their goals and needs. Across our
management and hospitality services, we currently operate in more than 420 facilities, and we have
a team of successful industry veterans and strategic partners who have a myriad of experience in
addressing every challenge faced by venues. We can help make venues more profitable, efficient, and
safe for both customers and employees.
43. KEY PERSONNEL
Below and on the following pages, we have provided biographies of key executive personnel that will
support our operation in Dubuque. The majority of these individuals will support the operation in an
advisory capacity, with our regional oversight team being informed of the operation on a more regular,
daily basis.
CHRIS GRANGER
CEO,OVG360
With more than 25 years of experience, Chris oversees OVG360 and its various
service divisions.
Prior to joining OVG, Granger was group president of sports and entertainment
with Ilitch Holdings, a position he held since 2017. While there, he was responsible
for all aspects of business operations for the Detroit Tigers, the Detroit Red Wings,
the company's joint venture interest in 313 Presents, and the operations of Little
Caesars Arena, Comerica Park, Detroit's historic Fox Theater, DTE Energy Music
Theater, Meadow Brook Amphitheater, and Michigan Lottery Amphitheater at
Freedom Hill. In Granger's four years leading the organization, the Ilitch sports
and entertainment businesses saw a period of unprecedented growth, a broad
expansion of programming, and significant community investment.
Granger previously served as president of the Sacramento Kings and Sacramento Basketball Holdings,
LLC. During his tenure, the Kings enjoyed unprecedented revenue growth and were widely recognized
as a highly innovative and community -minded franchise. Granger's influence also extended to the
development of Sacramento's award -winning, LEED Platinum Golden 1 Center, and its 1.5 million -square -
foot downtown mixed -use development project, Downtown Commons. The Golden 1 Center was the first
arena in the country to be recognized as LEED Platinum, reflecting its groundbreaking commitment to
sustainability. Before joining the Kings, Granger worked in various capacities for the NBA for 14 years.
While there, he served as the executive vice president of the NBA:s renowned team marketing and
business operations function, where he advised NBA, WNBA, and NBA Development League teams on all
aspects of business operations.
Granger and his family are active in a wide range of charitable organizations in the Detroit community,
including Make -a -Wish Michigan, Salvation Army, the Henry Ford Museum, and City Year Detroit, where
Granger proudly serves on the board.
He received his bachelor's degree from Cornell University and his Master of Business Administration from
Yale. He was named Sacramento Business Person of the Year in 2017 and was a 2010 Sports Business
Journol Forty Under 40 award winner.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
GREG ODELL
PRESIDENT, VENUE
MANAGEMENT
@VG
360
Greg recentlyjoined OVG in the role of President, Venue Management. Greg is
a renowned leader, who has immeasurably impacted the economic and social
health of the communities (and venues) he has served for decades.
Greg joins OVG from Events DC, the official convention and sports authority for
the District of Columbia, where he was CEO from October 2009 through 2022.
His 25 years of leadership includes extensive experience in the development
and management of a diverse portfolio of venues — from the 2.3 million -square -
foot Washington Convention Center to the Washington Nationals' 41,000-seat,
major league baseball stadium
Greg has also served as CEO and GM of the Washington Convention Center
Authority, where he was responsible for the operations of the 2.3-million-square-foot convention center,
an award -winning facility that sees approximately 1 million visitors each year and has generated almost
$5 billion in direct delegate spending since opening in 2003. He was also responsible for the Authority's
development efforts, having led negotiations with the selected private developer and provided oversight
throughout the project lifecycle of a $520 million public -private partnership for the 1,175-room, 37-suite
Marriott Marquis Washington, DC hotel.
Before joining the Washington Convention Center Authority, Greg was the president and chief
executive officer of the D.C. Sports and Entertainment Commission, where he led the project team that
completed the $611 million, 41,546-seat and Silver LEED-certified Nationals Park. During his tenure at
the Commission, Greg was also responsible for the operations and maintenance of the RFK stadium
and campus, inclusive of hosting various events including Major League Baseball and Major League
Soccer play, marketing and sales activities, and the contract and services management related to the
hosting of events at RFK. Before heading up the Commission, he was the chief development officer for
the Government of the District of Columbia, where he was responsible for stimulating and promoting
economic development within the District.
MATT LASHOFF
DIRECTOR, BUSINESS
DEVELOPMENT
Matt Lashoff is OVG360's Director of Business Development and brings with
him more than 15 years of experience in the sports and entertainment industry.
Prior to his role with OVG360, Matt led a 12-year professional hockey career
which began in 2005 when he was drafted 22nd overall for the Boston Bruin's
2006-07 season. Matt's tenure with the National Hockey League ("NHI.2') also
included positions with the Toronto Maple Leafs and Tampa Bay Lightning. While
playing professional ice hockey, Matt also was responsible for running a music
production company in charge of booking and music publishing for artists and
songwriters.
In addition to Matt's current role with OVG360, he volunteers time with the St.
Louis Blues Alumni Association and local St. Louis (MO) Youth Hockey Associations. Matt also sits on the
board of The Warrior Transition Network, a foundation helping veterans transition from military to civilian
life.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
JOYCE LEVESTON
SENIOR VICE PRESIDENT,
CONVENTION CENTERS
*VG
360
As SVP, Convention Centers, Joyce optimizes day-to-day operations, and
spearheads strategic initiatives and resources across all OVG360-managed
convention centers. She oversees a team of regional vice presidents and
marketing executives that support our convention center portfolio.
Joyce has spent her entire career seamlessly running major convention
centers across the nation. With more than 30 years of experience, Joyce
has operated venues and produced client experiences from the San Diego
Convention Center in San Diego, CA; Miami Beach Convention Center
in Miami Beach, FL; GRB Convention Center in Houston Texas; Walter E.
Washington Convention Center in Washington DC to her most recent tenure
at the Massachusetts Convention Center Authority, where she served as
General Manager for both The Hynes Memorial Convention Center and Boston Convention & Exhibition
Center. During her many years of service, Joyce has hosted the NFL SuperBowl, MLB and NBA All -Star
weekends, the Republican National Convention, Presidential Inaugural Balls, the Whitehouse State of
Women Conference, and 57 Heads of State at the Nuclear Security Summit for President Obama. Her
keen attention to detail, along -side her expansive client relationships, have made her a force in the
industry. Joyce is probably best known for seeking out top industry talent while developing exceptional
future leaders.
Joyce holds industry memberships with PCMA, lAEE, ASAE, and AIPC, and she currently serves on the
committee for diversity and inclusion for IAVM. Joyce earned her Certified Meeting Professional (CMP)
credential in 1997, her Certification in Meeting Management (CMM) in 2015, and her Certified Venue
Professional (CVP) designation in 2018. Joyce received her bachelor's degree in communications from
University of California San Diego.
Carrie Jackson, with over 30 years of experience in the event industry,
is a District General Manager for OVG360 and the Assistant General
Manager at the Iowa Events Center. Her responsibilities include oversight
of the Waterloo Convention Center and day-to-day operations of the
Convention Center at the Iowa Events Center. Prior to joining the company,
Carrie spent 17 years with the Marriott Hotels & Resorts, in various
capacities, including Director of Sales and Director of Event Management
& Operations.
CARRIE JACKSON
DISTRICT GENERAL She is a current member of IAVM, MPI, and serves on the Iowa Events
MANAGER, CONVENTION Center's Diversity and Inclusion Committee. Carrie is also responsible
for maintaining the OVG360 national sales database, which includes
CENTERS important information on all aspects of convention center data. The
database includes OVG's GPS (Global Prospecting System). She provides
training for Sales Directors on solicitation, lead sharing and database
coordination.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
SHURA GARNETT
@VG
360
Shura Garnett is Senior Vice President of Convention Centers for OVG
360. Prior to her role with OVG, Garnett served as Senior Vice President of
Convention Centers for Spectra Venue Management and Food Services &
Hospitality (since acquired by OVG). Her responsibilities included oversight
of all of the company's Convention Centers and the development and
implementation of national sales initiatives for all convention centers. With
over 30 years of industry experience, Shura has held positions as Regional
Vice President for Spectra, General Manager of the St. Charles Convention
Center, Director and CEO of the Midland Convention Center, and Vice
SVP, CONVENTION CENTERS President of Visitor Development for the Midland Chamber of Commerce.
She has held Board positions for both Trade Show Executives Exposition
Forecasting and the Center for Exhibition Industry Research Foundation. Formerly, Shura was on
the Board of Directors for the St. Charles Chamber of Commerce, and she was elected to the Texas
Department of Economic Development's Tourism Advisory Committee. As part of her IAVM activities,
she served as Chairman of the IAVM Convention Center Committee, member of the Industry Affairs
Committee, member of the Board of Governors, Chair of the Board of Education, and Chair of the
Diversification Committee. She was then elected 1st Vice President of IAVM and worked her way through
the chairs to become the Chairman of the Board of the IAVM.
She is a current member of ASAE, IAVM, and MPI. She is the recipient of the 2008 St. Charles Zonta
Yellow Rose Award, the 2008 recipient of VenuesNow "Women of Influence" Award, the recipient of
the 2005 IAVM Presidential Citation and most recently the 2014 recipient of the prestigious Charles A,
McElravy Award, the 27th recipient since 1963. Facilities and Destinations has named her as an Elite
Convention Center Executive two years in a row.
I Q -.04 OV019 �k � �
WAGNER
GENERAL MANAGER,
WATERLOO CONVENTION
CENTER
Brenclon Wagner is General Manager of the Waterloo Convention Center for
OVG360. Prior to this role, he served as Director of Events at the OVG360-
managed Owensboro Convention Center & Sportscenter. Prior to his tenure with
OVG360, Brenclon served as the Director of Event Management for Explore St.
Louis, overseeing all event activity in the America's Center convention center and
Edward Jones Dome; and he spent over 6 years as Director of Operations at the
RiverCenter/Adler Theatre in Davenport, IA.
His duties include advising the City of Waterloo on the transformation of the
Waterloo Convention Center into a modern, fully functional convention center,
administering the management agreement with the City on behalf of OVG360,
financial management, and overall operation of the Waterloo Convention Center.
Locally, he serves on the Board of Main Street Waterloo, contributing to the
further development of Downtown Waterloo. He is a member of IAVM and
IASE; serving on the IAVM Industry Affairs Committee. To help develop future industry leaders, he also
serves as a mentor to Missouri State University Entertainment Management students and serves on the
Entertainment Management Advisory Committee.
Brenclon has a Bachelor's in Entertainment Management from Missouri State University, an MBA from
Webster University, and an Executive Master of Sport Business from Temple University.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
MARISSA DIONNE
VP, MARKETING
*VG
360
Marissa Dionne is a 20-plus-year veteran in the entertainment and
venue management industry specializing in marketing, public relations,
sponsorship, and group sales. Marissa's career has been formed from a
foundation in arena management and marketing and has grown to include
convention center -related activities. As Vice President of Marketing for
OVG360 and the Arena Alliance, Marissa supports and coaches the onsite
staff at all venues. Additionally, she oversees branding and marketing efforts
for OVG360 facilities.
Throughout her career, she has worked alongside arena event promoters
including Live Nation, AEG Live, Feld Entertainment, Harlem Globetrotters,
among many others, while promoting and ensuring successful events at
arenas throughout the country. Dionne has assisted with local sports franchises from the American
Hockey League (AHL) and NBA Development League (D-League). Dionne spent eight years with
Global Spectrum (now Spectra) supporting several marketing and sales professionals in other Global
Spectrum -managed arenas and conventions centers across the U.S. and Canada. As Regional Director
of Marketing, she kept monthly communication with each venue's General Manager and Marketing
Department members, coached and developed marketing skills, shared successful ideas and
campaigns while assisted in the management of the corporate National Marketing Campaign.
In addition to her Regional role, she led an NCAA Division I Basketball Tournament local organizing
committee in hosting a week-long tournament. Further, Marissa oversaw an extensive national
marketing campaign for the Springfield, MA -based MassMutual Center, a 100,000-square foot
convention center, and 6,500-seat hybrid venue.
1 0.1 Wil 1,041 Kill M [91.07iw
CARDINAL
Blair Kahora Cardinal leads the company's communications strategies on
traditional and digital media platforms. She drives CIVG360's business objectives
through media relations, digital storytelling, social media engagement, and brand
management for external and internal audiences.
Blair works closely with field marketing and leadership teams to identify
opportunities and to develop inclusive campaigns that showcase each venue's
breadth of expertise and exciting content. She also provides communications
counsel and support to manage crisis situations.
VP, CORPORATE Prior to working at CIVG360, Blair was Assistant Vice President and Director of
COMMUNICATIONS Media Relations at Buchanan Public Relations, a boutique agency where she
specialized in business -to -business communications for blue-chip professional
services clients.
Blair holds a Bachelor of Arts from the University of Delaware and an MBA in Strategic Management and
Marketing from Villanova University in Villanova, PA.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
MICHAEL AHEARN
SVP, OPERATIONS
KRISTEN FULMER
*VG
360
Michael Ahearn uses his vast domestic and international venue management
experience to elevate OVG's facility operations throughout North America. In
his position, he oversees Facility Operations Departments at all OVG-managed
facilities. He also heads up OVG's Facility Consulting Division, which offers
stand-alone venue planning, operations, and procurement services.
Michael has held key positions at venues around the world, including Event
Manager for the Sheffield Arena in England; Box Office Manager at the
Spectrum in Philadelphia, PA; and Sport Complex Director at the Jacksonville
Sport & Entertainment Complex in Jacksonville, FL.
Michael holds a bachelor's degree from Widener University in Chester, PA.
Kristen Fulmer brings more than 10 years' experience working in sustainability
strategy for corporations and building portfolios to OVG. She is committed to
maximizing performance and promoting occupant health and wellbeing within
the built environment. She believes that the built environment can influence
the mental and physical experience of humans at any scale and exemplifies
the powerful influence of placemaking, equitable access to support systems,
and building a sense of community. Her professional passion is climatejustice,
which she continually works to integrate into her work.
SR. DIRECTOR, After founding Recipric, a front office sustainability agency, Kristen joined Oak
SLISTAINABILITY View Group to lead the organization's sustainability strategy and to build and
grow GOAL, an industry -wide program. She builds programs that focus on
meeting clients where they are along their sustainability journey and supporting them through OVG's
immense network of experts and partners.
Kristen received her Bachelor's Degree in Public & Urban Affairs with a minor in Environmental Affairs,
Residential Property Management from Virginia Tech University. She received her Master's Degree,
Science of Architecture in Sustainable Design from The University of Texas at Austin.
NALANA HINDS
SVP & CORPORATE
NaianaHindsoversees the financial accounting and reporting functions of
our extensive client base. She also oversees treasury management, capital
management, accounts payable and accounts receivable.
With over 20 years of experience, Nalana brings a hands-on approach to all
aspects of accounting, financial reporting, financial planning and analysis, and
system implementations. Prior to OVG, Nalana was with Macada Properties,
LLC, where she was previously the Controller and Senior Accounting
Executive.
CONTROLLER Nalana received her bachelor's and MBA from Philadelphia University.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
VP HUMAN RESOURCES
*VG
360
Nicole Orlosky, SHRM-CP, MS-HRM is Vice President of HR for OVG360. Nicole
has worked in Human Resources since 2001, including holding roles at several
well-known organizations such as Amazon, Sur La Table, and CertainTeed.
Most of her career has been spent in the venue management and hospitality
industries working for Spectra (now OVG) and Aramark.
In her current role, Nicole is responsible for providing the Oak View Group
human resources strategy and oversight to OVG360 by delivering effective
workforce planning, positive employee relations, and training employees to
successfully navigate their most critical challenges today, with and through
the human resources team. Nicole brings a collaborative approach to creating
strategies to attract, retain, and motivate teams through a positive employee experience.
Nicole won the 2014 Delaware Valley HR Person of the Year award for an in-house designed leadership
development program at Spectra (now OVG360). Nicole is a lifelong learner, and is a certified professional
from the Society of HR Management, a Korn Ferry Certified 360' Leadership Styles Coach, a Hay
Group Job Evaluator, and she has completed Temple University's Women's Leadership Series, Temple
University's Human Capital Analytics program, and the Executive Online program at Columbia Business
School in Building and Leading Effective Teams. Nicole has her bachelor's degree in Psychology from
the University of Maine with a concentration in Women's Studies. She also has her Master's Degree in HR
Management from West Chester University.
Debonair Oates -Primus, Ph.D., oversees DE&I-related strategies,
partnerships, programs, and initiatives for OVG. In her role, Debonair recruits
and empowers diverse talent, applying that talent on a global basis.
With over 12 years of experience in higher education, Debonair brings to the
company her expertise in anti -bias training, culturally responsive curriculum
development, and hiring. In addition, she has provided DE&I strategic
planning to many universities, colleges, and organizations as a consultant.
DEBONAIR OATES-
PRIMUS Prior to joining OVG, Debonair was at the Community College of Philadelphia,
VP OF DIVERSITY, EQUITY & where served as the DE&I Lead, Coordinator of the Diversity Certificate
INCLUSION Program, Coordinator of the Black Studies Program, and Coordinator of the
Diversity Fellowship Program.
Debonair earned a Ph.D. in Literature and Criticism with a concentration in critical race theory and
intersectional feminism from Indiana University of Pennsylvania, a master's in Master of Arts in Writing
Studies from Saint Joseph's University, and a bachelor's degree in English from West Chester University.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM ORVG
360
GENERAL MANAGER CANDIDATE
We're pleased to present Ali Brackett as our General Manager candidate for the GRC. Her below resume
demonstrates her expertise in facility operations, which is driven by her 20 years of experience.
Highly accomplished management professional with a broad based background in event planning, staff oversight, and
driving cost savings initiatives. Capable of managing annual operations financial plans including operating and capital
expenses. Possesses demonstrated experience directing multi day events with up to 2,200 people, catering for arena events,
high end galas for 1,500 people with action stations and choregraphed dinner service, as well as small intimate multi -course
affairs. Customer -focused leader with consultative style, keen client assessment aptitude, and strong presentation and
negotiation skills. Strong ability to acquire, retain, and expand client relationships. Adaptable team player quickly
establishes rapport and cultivates relationships with clients and team members. Articulate professional with superior
interpersonal, verbal, and written communication skills. Recognized for a strong work ethic, integrity, and a high degree of
personal initiative.
C 0 N T A C T
0
515-418-2601
13
ali.brackett@oakviewgroup.com
Imlinked
in.com/in/a li-brackett-
1 a48971 /
D U C A T 1 0
Bachelor of Arts, Journalism & Mass
Communications
DRAKE UNIVERSITY
Festival Management Certification
UNIVERSITY OF MINNESOTA
Kulture City Training for Sensory Inclusive
Venues
S K I L L S
Food & Beverage Events
Customer Service
Sales & Marketing
Problem Resolution
Scheduling
Event Management
Menu Development
Forecasting & Budgets
Policies & Procedures
MS Office
EBMS
W 0 R K E X P E R I E N C E
OVG360, Iowa Events Center, Des Moines, IA
Assistant General Manager & Director of Catering 1 2015 — Present
Employ focus, attention to detail, and reliability to oversee all pertinent
aspects of food and beverage functions. Support daily operations by
employing exemplary interpersonal communication skills to ensure high
expectations are met.
• Directly oversee 15 managers and supervisors and part time staff
of 45.
• Ensure all staff abide by department policies and handbook
expectations.
• Follow up on and resolve all HR issues within the department.
• Review all banquet event orders for additional sales
opportunities, streamline products, reduce inventory, and drive the
success of the staff.
• Manage payroll and hourly staff time and attendance.
Director of Catering 1 2012 — 2015
Supported the creation of schedules for hourly staff members to manage
budgeted labor percentages. Capitalized on strong interpersonal
communication skills to relay daily duties and ensure top performance by
staff.
• Recruited and hired part time and management staff.
• Created employee retention programs including an 'Employee of
the Month' recognition program and customer service program.
• Guided the Catering Sales Team that produced $7M in sales and
operated in 350+ events per annum.
• Sold $1.5M in food and beverage for various events held by the
organization.
Catering Sales Manager 1 2011 — 2012
Partnered up with clients and the Executive Chef for the development of
menus. Proactively communicated with clients to achieve event objectives
by balancing budget guidelines, and the operational needs of the food
and beverage team including Catering Managers, Concessions Manager,
Beverage Manager, and the Culinary Team.
Coordinated successful catering events with the aid of the
operational staff; event coordination included menu development,
tasting, the creation of the event schedule, invoicing, and event
recaps.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services RFP
4. PROFILE OF FIRM
' R 0 F E S S 1 0 N A L
A F F I L I A T 1 0 N S
Iowa Culinary Institute Advisory Board
Member (2018 — 2022)
Iowa Restaurant Association Foundation
Board Member (2021 -Present)
Iowa Restaurant Association 40 Women to
Watch in the Hospitality Industry (2020)
Iowa Events Center Diversity and Inclusion
Committee Member
Catering Sales Mgr.lHospitality Coordinator — IA Speedway 1 2009 — 2011
Assisted all hospitality clients, including sponsors, race teams, suite clients,
and media. Actively upsold products to current clients in addition to selling
the venue, food, and beverage to prospective clients. Planned and
designed catering menus. Generated all banquet event orders and client
invoices for internal and external purposes.
Composed new policies and procedures to maintain the highest
quality products while maintaining a standard of excellence.
OVG360 — Sioux Falls Convention Center, Sioux Falls, SID
Director of Sales& Marketing 1 2007 — 2009
Managed booking calendar to maximize revenues. Spearheaded all
marketing initiatives, including the facility website, media relations,
branding, and grass roots efforts. Merged the collective talents of sales,
catering sales, and marketing managers to obtain company objectives and
goals. Oversaw the weekly forecasting of revenue. Generated the annual
report, as well as the sales and marketing plan. Executed sales blitz to
introduce sales staff to past, present, and future clients of the convention
center. Facilitated the creation and management of the annual operating
budget.
Sales Manager — Iowa Events Center 1 2005 — 2007
The Iowa Events Center is the largest convention facility in the state that
includes Hy-Vee Hall, Community Choice Convention Center, and Wells Fargo
Arena.
Liaised between Sales, Marketing, and Event departments to ensure
customer satisfaction and seamless transition for clients. Researched
potential events to pinpoint new clients. Performed site tours to evaluate
space needs and negotiated contracts. Documented all daily sales
activities, including cold calls, proposals, email correspondence, contracts,
and site visits.
• Enhanced company brand by attending industry tradeshows to
increase brand awareness among potential clients.
• Worked in conjunction with Convention & Visitors Bureau on
bookings and tours.
HOYT SHERMAN PLACE, Des Moines, IA
Marketing & Events Coordinator 1 2002 — 2005
Instituted all key functions during special events, including budget control
measures and marketing tactics. Managed all facility events, including
contacting customers, scheduling, contracts, insurance needs, food and
beverage coordination, and invoicing and settlement. Strategically sold
theater and meeting space to potential clients. Supervised box office
operations and ticket sales. Collaborated with local, regional, and national
promoters to deliver diverse programming to the Greater Des Moines
community.
H I G H P R 0 F I L E E V E N T S
Fox News Debate
NCAA Wrestling Tournament Championship
NCAA Basketball Tournament — First and Second Round
Iowa Caucus
Presidential Visits, including President Trump's Victory Tour
NASCAR Nationwide Series
National Conventions — P.E.O. International and Lion's Club International
@VG
360
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
4.C. DIVERSITY PLAN
@VG
360
OVG believes in the power of a diverse community and the value in appreciating the lived experiences
of everyone at all levels of the company no matter their race, gender identity, sexual orientation,
religion, nationality, socioeconomic status, mental ability, or physical ability. We believe that actionable,
long-lasting change is driven by intentional practices, which is why our focus is on building a diverse
workforce, cultivating an inclusive workplace, and enhancing our marketplace so that it delivers culturally
relevant products and services.
WORKFORCE
OVG Hospitality places a great emphasis on the diversity of our workplaces. For OVG, this practice
starts at our corporate office, with our Talent Acquisition department, which implements policies and
procedures, networks with appropriate organizations, and provides our on -site teams with necessary
resources and contacts.
We are committed to implementing programs that address systemic inequities and provide the support
and tools necessary to create an equitable environment for all. We do so by providing ongoing support
for the community through recruiting, training, and placement assistance as well as career enhancement
and development opportunities to the underrepresented and disadvantaged populations. Such efforts
will ultimately strengthen the communities in which we operate.
We actively seek out and engage local recruitment organizations and outreach associations whose
goals align with ours in extending employment opportunities to the underserved and disadvantaged
members of the communities in which we operate. To facilitate achievement of diversity hiring goals,
OVG implements job notification and referral procedures, including:
• Online posting of job announcements on our hiring website to invite local residents to apply for
positions
• Distribution of notifications of employment opportunities to community organizations
• Participation in local job fairs to recruit residents for open and upcoming positions (or hosting a job
fair if demand is sufficient)
• Compilation ofjob applications received from local residents and diverse applicants in a database
that will be made available to OVG staff, subcontractors, vendors and service contractors to facilitate
potential matching with job openings
BUILDING A DIVERSE PIPELINE
OVG is proud of our HBCU initiative, the goal of which is to increase the number of diverse applicants
through all facets of OVG. We partner with historically Black colleges and universities in our respective
regions to expose students to our industry and to provide them with experiential opportunities.
APPROACH FOR THE GRAND RIVER CENTER
For the GRC, we look forward to working closely with the Minority Business Council, Iowa Community
College, the Collective Small Business Alliance, the Iowa Business Council, the Tri-State Black Business
Expo, the University of Dubuque, Clark University, and Loras College to support the development and
implementation of our plan, including hosting and participating at local hiring fairs.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
WORKPLACE
OVG Hospitality recognizes that hiring is only one
aspect of developing and maintaining an inclusive
workplace. We place great emphasis on training and
mentoring employees for future management
positions. Building a diverse and inclusive company
begins by fostering a culture that embraces and
celebrates our team members' differences. At OVG,
this culture is driven by our Diversity, Equity, and
Inclusion (DE&I) Council. With dedicated corporate
leadership, this Council extends throughout our
operations through a regional "champion" structure.
This ensures the council's efforts and initiatives remain
relevant to our operation and are adopted and
embraced across the organization.
@VG
360
EMPLOYEE RESOURCE GROUPS
Governed by our Diversity, Equity & Inclusion Council, we have resource groups available to our
employees. An employee resource group, or ERG, is a voluntary, employee -led group that consists of
individuals in the companyjoining together based on common interests, backgrounds, or demographic
factors. It is a forum to meet like-minded people, raise awareness on key issues, and share our
culture and values. ERGs create communities in the workplace based on shared characteristics or life
experiences. They focus on building community, providing support, and contributing to personal and
professional development. These groups often work together to move us forward as an organization to
constantly strive to be better.
— OAK VIEW GROUP -
BLACK *AKS
- NETWORK -
Our newest ERG focuses
on the unique needs
of Block employees in
the workforce including,
employees, intems,
vendors, and the
communities we serve.
@J'A
M-G.
PEW
An inclusive community
that seeks to increase
LGBTO+ cultural
awareness through
mentorship, inclusion
dialogues, and ollyship
education.
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HISPANIC
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An organization dedicated to
providing the company's Hisponl . c
and Latin employee community
and allies with strategic
partnerships, mentorship, and
cross collaborations.
OVG continues to build upon conversations about diversity, equity,
and inclusion taking place throughout our community and as well
as nationally by offering culturally -relevant, participatory, and
action -oriented sessions and content.
From our ERG -led programs, to our community conversation series,
to ERG -led book clubs, to our must -read DE&I newsletters that
celebrate every cultural heritage month, our ERG's continually
provide compelling content for our team members.
W^'ei.V,C","
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NETWORK
Our oldest, and most established
ERG, OWN is dedicated to the
development, advancement, and
support of women at OVG. They
provide forums and networking
opportunities, share best
practices and much more!
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
MARKETPLACE
OVG ensures that opportunities to conduct
business with our managed properties are
available to small and disadvantaged businesses
in our communities (Disadvantaged Business
Enterprises or "DBEs"). We conduct in-depth
research to determine the availability of
local resources that help us connect to small
businesses, including those owned and operated
by women, minorities, the disabled, and veterans
LOCAL ECONOMIC INCLUSION POLICY
We are committed to the goal of enhancing
economic opportunities for minority -owned,
women -owned, and other disadvantaged
business enterprises throughout the operations
of our venues. We have a company -wide
commitment to diversity and inclusion, and as
such, we establish and implement economic
inclusion plans in each market where we operate.
We adopt policies of enhanced economic
opportunity with respect to our own contracting
and purchasing, and we seek to convince all of
our contractors, subcontractors, and vendors to
abide by the spirit and intent of the policy. We are
committed to a comprehensive program inclusion
and development
GOAL -SETTING PROCESS
The old adage, "what gets measured gets
done," certainly applies to supplier diversity
and utilization. The centerpiece of our business
contracting initiatives are the goal -setting
process. Our approach is to develop an annual
procurement forecast by com mod ities/se rvices,
and to develop specific goals for all procurement
categories that align with our clients' goals.
INCORPORATING GOALS INTO
PERFORMANCE EVALUATIONS
The companion to goal -setting is accountability.
We will incorporate the commodity/service-
specific goals into the performance evaluations
of our buyers, commodity managers, and key
decision makers.
*VG
360
BUYER AND KEY MANAGER TRAINING
It is essential that all buyers and senior managers
be trained on the importance of utilization and
strategies for maximizing participation. We
conduct briefings for all senior leaders to share
the goals and objectives of our contracting
initiatives and the role that they must play to
ensure success. We also conduct more in-depth
training sessions for facilities' employees with
purchasing responsibilities to ensure that they
understand the program, their role in making the
program successful, and how to use the tools that
support the program.
COMPREHENSIVE OUTREACH PROGRAM
OVG develops an "insider's" understanding of
small and emerging businesses our markets. As
a result, our outreach program will speak to the
unique needs of our DBEs. Our outreach program
will center on the following target groups:
• Influencers
• Stakeholders
• Beneficiaries
Each of these groups has a vested interest in the
community, with particular interest in the success
of DBE participation in our operated venues.
DIVERSITY IN
ACTION
Locally in
Waterloo, our
team was thrilled
to celebrate
Executive
Chef Lumarie
Rodriguez-Soto's
recognition
as one of the
Iowa Restaurant
Association's 40
Women to Watch
in the hospitality industry.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
4.D. INCLUSION OF GRC STAFFING
*VG
360
As demonstrated in our organizational chart, we are proposing director level positions across each
key department for the GRC. These individuals will be thoroughly familiar with the management and
operation of the facilities and associated issues and processes, and they could capably serve in an
interim capacity as the manager of the GRC. Additionally, our corporate leadership, including regional
oversight and support personnel, would provide resources to the operation during any sudden loss in
managerial services.
4.E. FINANCIAL STATEMENTS
In a separately enclosed flash drive, we have provided audited and certified financial statements for
OVG360's last three years of operation. Please note that these documents are confidential and have
been marked as such.
4.F. FACILITY MANAGEMENT EXPERIENCE
OVG360 proudly manages 59 convention centers. At the end of this Section, we have provided a
comprehensive list of these venues. Throughout this Response, we have provided details of our success
on behalf of our clients in venues most similar to the Grand River Center.
45.1. QUANTIFIABLE SUCCESS
In Section 5.A. Comporable Focilities, we have provided specific, quantifiable measures of success at
other facilities managed by OVG360, including Waterloo Convention Center at Sullivan Brothers Plaza
in Waterloo, IA; St. Charles Convention Center in St. Charles, IVIO; Terre Haute Convention Center in
Terre Haute, IN; Durham Convention Center in Durham, NC; and Overland Park Convention Center in
Overland Park, KS.
45.2. EXPERTISE GAINED FROM PAST MANAGEMENT
As a leader in venue management with decades of operating experience, OVG360 brings immense
expertise to the City of Dubuque as it pertains to the operation of the Grand River Center. Key areas of
expertise that we will bring to the operation include the following:
• Operating a convention center in a post-Covid world: Throughout the Covid-19 pandemic, our
organization worked diligently with clients to continue operations in a safe way and with limited
resources. We creatively developed com m unity-d riven events and worked to integrate technology
into events that allowed for virtual participation. These tactics remain useful and effective in
continued operations, even without restrictions in place.
• Sustainability: OVG is a leader in public assembly facility sustainability. Later in this Response, we
have provided information on our organization's approach to sustainability, which we would employ
at the Grand River Center. Sustainable operations are an important aspect to operating venues in a
cost-effective and community -focused manner.
Security: OVG360 emphasizes the security of our venues and the safety and well-being of our
patrons. Later in this Response, we have highlighted our approach to security as well as the
experience brought forth by OVG entity Prevent Advisors, which recently attained SAFETY Act
designation from the U.S. Department of Homeland Security.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
@VG
360
• Hospitality Advancements: OVG Hospitality is a At the Moody Center in Austin, TX, Toshibo self -checkout
leader in in -venue food and beverage technology. kiosks increose per cops while reducing dependency on
We are leading the way in developing automated port -time lobor. In fact, though utilizing only opproximotely
markets featuring self -ordering and self -checkout two-thirds the employee populotion of a non -technology -
capabilities. As your hospitality provider, we will driven venue, the Moody Center boosts on overoge bosket
work to identify areas for improvement in the size of 2.6 items, compored to on overoge of 1.5 items ot
Grand River Center's food and beverage operation, other OVG venues.
including targeting areas for capital improvement &
and locations to incorporate automated technology,
such as self -checkout markets, which will resonate
with event planners and patrons.
• Focusing on Multi -Year Deals with Tenants: On
behalf of our convention center clients, we always
strive to secure multi -year deals with venue users. This helps to secure guaranteed revenue and
allows us to build upon and expand the relationship over time.
4.G. OUR EXPERIENCE WITH PUBLIC ENTITIES
OVG360 provides comprehensive management services to more than 230 facilities, including 59
convention centers, with the majority of our clients being public entities (cities, counties, states, etc.).
Later in this Response in Section 5.A. Comporoble Focilities, we have provided information detailing our
success on behalf of public entities similar to Dubuque with facilities comparable to the Grand River
Center.
4.H. GENERAL INFORMATION
Corporate headquarters: OVG360 is headquartered at 150 Rouse Blvd., Philadelphia, PA 19112.
Age of the firm: OVG was created in 2015 to positively disrupt the sports and entertainment industry,
leaving the industry better and stronger than where we found it. In early 2018, OVG brought on Silver
Lake as an equity partner, which owns companies such as William Morris Endeavor, UFC, PBR, and
many more. OVG's executive team is comprised of industry veterans that have made a career out of
helping entrepreneurial and independent companies stand out from the competition. In November
2021, OVG completed its acquisition of Spectra (including the company's Venue Management,
Food Services & Hospitality, and Partnerships divisions), which brought more than 20 years of
proven operating history to the organization. This acquisition effectively blended the two most
entrepreneurial and innovative companies in the sports, entertainment, and hospitality industry to
redefine facility management and venue services.
Information on the firm/firm history: Information on OVG360 and our history has been provided
earlier in this Response in Section 4. Proflle of Firm.
Annual revenues and number of employees: As requested, audited financial statements have been
provided as part of this Response. Across our OVG360 venue management operations, we employ
more than 2,900 full-time and 28,000 part-time employees.
Area of Expertise and Experience as it relates to the RFP and success in performing similar
operations management services: As demonstrated throughout this Response, OVG360 provides
similar management services to more than 230 facilities, including 59 convention centers. Later in
this Response in Section 5.A. Comporoble Focilities, we have provided detailed examples of our
success in providing these services on behalf of clients similar to the City of Dubuque.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
4. PROFILE OF FIRM
@VG
360
Office locations where supervision of management will be performed: OVG360's corporate office
is based in Philadelphia, PA, and Oak View Group's corporate office is based in Los Angeles, CA.
Support personnel at both locations will provide resources to our operation in Dubuque. Additionally,
through our regional support system, the account will be overseen by District General Manager
Carrie Jackson (based in Des Moines, IA) with support from Brenclon Wagner, OVG360 General
Manager at the Waterloo Convention Center at Sullivan Brothers Plaza in Waterloo, IA.
4.1. FINANCIAL SUPPORT
As demonstrated by our audited financial statements provided as part of this Response as well as
our deep client portfolio, OVG has the capacity to enter into and to provide the services at the level
anticipated in this RFP, or higher. There is nothing to disclose at the time of submission regarding any
action with respect to a contemplated sale, act of receivership or reorganization of the proposer or any
subsidiary that is, or has previously been, engaged in delivery of the services contemplated in this RFP.
4.1 GRC INTEGRATION
OVG360 presently has the capacity to undertake the operations management services as requested by
the RFP. We have a strong track record of transitioning similar account operations into our organization.
As highlighted throughout this Response, we also have a strong corporate and regional team, including
several operations in Iowa, to support the initial onboarding as well as the ongoing operation of the
Grand River Center.
4.K. LABOR LAWS
OVG360 acknowledges that it is our responsibility to ensure adherence to all applicable local, state and
federal wage and labor laws and employment eligibility requirements.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
CITY
VENUE
SO. FT. EXHIBIT SPACE
Atlantic City, NJ
Atlantic City Convention Center
627,000
Bangor, ME
Cross Insurance Center
25,427
Beaumont, TX
Ford Exhibit Hall at Ford Park Entertainment Complex
48,000
Charleston, WV
Charleston Coliseum & Convention Center
283,000
Chicago, IL
Navy Pier
250,000
Cincinnati, OH
Duke Energy Convention Center
700,000
Cleveland, OH
I-X Center
861,000
Clovis, NM
Clovis Civic Center
30,000
Corpus Christi, TX
American Bank Center Convention Center
138,000
Dallas, TX
Automobile Building at Dallas Fair Park
84,000
Dallas, TX
Centennial Hall at Dallas Fair Park
90,000
Dallas, TX
Creative Arts Building at Dallas Fair Park
17,000
Dallas, TX
Embarcadero at Dallas Fair Park
27,000
Dallas, TX
Food & Fiber Building at Dallas Fair Park
25,000
Dallas, TX
Grand Place at Dallas Fair Park
50,000
Dallas, TX
Kay Bailey Hutchison Convention Center Dallas
1,000,000
Dallas, TX
Tower Building & Rotunda at Dallas Fair Park
40,000
Dallas, TX
Women's Building at Dallas Fair Park
70,000
Des Moines, IA
Community Choice Credit Union Convention Center at Iowa Events Center
223,875
Des Moines, IA
Hy-Vee Hall at Iowa Events Center
223,098
Durham, NC
Durham Convention Center
33,250
Enid, OK
Stride Bank Center
13,220
Everett, WA
Edward D. Hansen Conference Center at Angel of the Winds Arena
13,700
Fayetteville, NC
Crown Expo Center & Ballroom at Crown Complex
69,200
Fort Smith, AR
Fort Smith Convention Center
116,800
Fredericksburg, VA
Fredericksburg Expo and Conference Center
120,000
Grand Forks, ND
Alerus Center
160,000
Grand Junction, CO
Grand Junction Convention Center
23,000
Greenville, SC
Greenville Convention Center
300,000
Hamilton, ON, Canada
FirstOntario Centre Exhibition Centre
117,000
Hartford, CT
XL Center Exhibition Hall
68,800
Indiana, PA
Kovalchick Complex, Indiana University of Pennsylvania
23,000
Jackson, MIS
Jackson Convention Complex
330,000
Ke rrvi I I e, TX
Hill Country Youth Event Center and Outdoor Arena
78,000
Lexington, KY
Central Bank Center
200,000
Loveland, CO
First National Bank Exhibition Building at The Ranch Events Complex
36,000
Lynnwood, WA
Lynnwood Convention Center
34,000
Miami Beach, FL
Miami Beach Convention Center
750,000
Moon, PA
UPMC Event Center Meeting Space, Robert Morris University
5,000
Nampa, ID
Nampa Civic Center
28,000
Nanaimo, BC, Canada
Vancouver Island Conference Centre
38,000
Overland Park, KS
Overland Park Convention Center
100,000
Owensboro, KY
Owensboro Convention Center
60,000
Penticton, BC, Canada
Penticton Trade & Convention Centre at SOEC Complex
60,000
Provo, UT
Utah Valley Convention Center
47,000
Pueblo, CO
Pueblo Convention Center
22,000
Richmond, VA
Greater Richmond Convention Center
288,550
Robstown, TX
Exhibition Center at Richard M. Borchard Regional Fairgrounds
178,077
Salina, KS
Heritage Hall at Tony's Pizza Events Center
17,368
Santa Clara, CA
Santa Clara Convention Center
302,000
Savannah, GA
Savannah Civic Center
22,600
Shawnee, OK
Heart of Oklahoma Exposition Center
152,400
Stateline, NV
Tahoe South Events Center Conference Center
30,000
St. Charles, MO
Saint Charles Convention Center
66,000
Tallahassee, FL
Donald L. Tucker Civic Center, Florida State University
51,000
Terre Haute, IN
Terre Haute Convention Center
41,824
Topeka,KS
Exhibition Hall at Stormont Vail Events Center
74,500
Waterloo, IA
Five Sullivan Brothers Convention Center
40,000
West Palm Beach, FL
Palm Beach County Convention Center
148,000
TOTAL CONVENTION & CONFERENCE C"TE T; 59 J�OTA_L SO. FT. EXV,,IBIT �PACE: 9 8.9,
r �s
bran'l Ver Center Conference and Educ on Center Opera ions K anagem n rvic RFP A11M
CURRENT AND FORMER MANAGEMENT CONTRACTS *VG
360
5. CURRENT AND FORMER
MANAGEMENT CONTRACTS
5.A. COMP. FACILITIES
WATERLOO CONVENTION CENTER
AT SULLIVAN BROTHERS PLAZA
200 W 4TH ST, WATERLOO, IIA 50701
• Facility Overview: 100,000 sq. ft. convention
center with 40,000 sq. ft. of meeting/event
space
• OVG360 Scope: Comprehensive
management and food and beverage services
• Quantifiable measures of success:
— Despite the many challenges faced as
the COVID-19 pandernic continued to
evolve, construction delays, supply chain
constraints, inflation, and labor availability,
the Waterloo Convention Center staff pulled
together to successfully meet our bottom
line financial results promised to the City of
Waterloo for each year of our operation.
— Our sales team worked to secure long-
term commitments for many clients, with
highlights including annual contracts
through 2026 for the Iowa Operators
of Machines & Amusements State Dart
Tournament and State Pool Tournament
and annual contracts through 2028 for
the Eastern Iowa Home Show. In total, our
team secured 11 multi -year agreements that
extend to 2023 and beyond.
• Dates of management: 2020 - Present
• Contract Administrator: Mayor Quentin Hart,
319-291-4301, mayor4waterloo-ia.org, 715
Mulberry St, Waterloo, IA 50703
ST. CHARLES CONVENTION CENTER,
1 CONVENTION CENTER PLAZA, ST
CHARLES, MO 63303
• Facility Overview: 154,000 sq. ft. facility with
83,000 sq. ft. of flex space
• OVG360 Scope: Comprehensive
management and food and beverage services
Quantifiable measures of success: Regulalry
meet budget, saving our client more than
$4M over our tenure; our F&B program has
exceeded top -line revenue of $4M in top
years; drove stronger per -event revenue
through a more convention -focused event mix
Dates of management: 2003 - Present
Contract Administrator: Dan Krankeola,
Director of Tourism, Greater Saint Charles
Convention & Visitors Bureau/City of St.
Charles, 636-946-7776, DKrankeolaCd
discoverstcharles.com, 230 S. Main Street, St.
Charles, MO 63301
OVERLAND PARK CONVENTION
CENTER
6000 COLLEGE BLVD, OVERLAND PARK,
KS 66211
- Facility Overview: 240,000 sq. ft. convention
center with 98,500 sq. ft. of usable space
OVG360 Scope: Comprehensive
management services
Quantifiable measures of success:
— In 2022 & 2020, the venue was named Best
Small Convention Center in North America
by EXHIBITOR Magozine
— In 2021, the venue was Named Best
Customer Service in North America by
EXHIBITOR Mogozine
— In 2020, OPCC became the second
convention center in the world to achieve
GBAC Accreditation
— In 2018, OPCC was selected as one of
two pilot venues for the Exhibitions &
Meetings Safety & Security Initiative (EMSSI)
which was developed in conjunction with
Department of Homeland Security
Dates of management: 2000 - Present
Contract Administrator: Kate Gunja,
Assistant City Manager, City of Overland Park,
913.895.6110, kate.gunjaCdopkansas.org, 8500
Santa Fe Drive, Overland Park, KS 66212
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
CURRENT AND FORMER MANAGEMENT CONTRACTS *VG
360
TERRE HAUTE CONVENTION CENTER
800 WABASH AVE, TERRE HAUTE, IN 4780
• Facility Overview: 43,000 sq. ft. convention
center with 22,000 sq. ft. of meeting/event
space
• OVG360 Scope: Comprehensive
management and food and beverage services
• Quantifiable measures of success: OVG360
provided pre -opening services and oversaw
the grand opening of the venue in April 2022.
In this short time period, we already project
our first 9 months of operation to produce
$700K of gross revenue in nine months. In
just over seven months of operation, we have
held 97 events, and will end the year with an
estimated 120 events.
• Dates of management: 2020 - Present
• Contract Administrator: Jon Marvel, CIB
President, 812-208-0622,jrmarvel8414gmail
com, 605 S. First St., Terre Haute, IN 47807
DURHAM CONVENTION CENTER
301 W MORGAN ST, DURHAM, NC 27701
• Facility Overview: 45,000 sq. ft. convention
center with 35,000 sq. ft. of meeting/event
space
• OVG360 Scope: Comprehensive
management and food and beverage services
• Quantifiable measures of success:
— When OVG360 assumed management from
a hotelier, the city was funding a $1.4M loss
per year. In our first year of operation, our
team reduced their subsidy by 75%. After
six years the venue was operationally in the
black and profitable.
— In total, our successful operations have
saved venue ownership $12.5M over the
last 11 years (including the three years
affected by Covid).
Dates of management: 2011 - Present
Contract Administrator: Jina Probst, Director,
General Services Department, 919-560-4197,
jina.propstLddurhamnc.gov, 101 City Hall Plaza,
Durham, NC 27701
5.13. FORMER FACILITIES
In the past 10 years, relevant facilities (convention
centers) for which our management contract
was not renewed for reasons other than loss in a
competitive process include the following:
• Berglund Center, Roanoke, VA - At the end of
our contract term, the client chose to operate
the venue on an in-house basis
• Roswell Convention Center, Roswell,
NM - During the Covid-19 pandemic, our
organizations mutually agreed to terminate
this agreement as the use of the facility
changed
• Wichita Falls Multipurpose Events Center,
Wichita Falls, TX - At the end of our contract
term, the client chose to operate the venue
on an in-house basis
• Conference & Event Center Niagara Falls -
Niagara Falls, NY - At the end of our contract
term, the client chose to operate the venue
on an in-house basis
5.C.-5.D. CONTRACTS
NOT RENEWED
Since we began doing business, we have
never had a management contract terminated
for cause. We have had some contracts that
were discontinued for reasons unrelated to our
performance. Below and on the following page
are examples from the past five (5) years outlining
occasions where a contract has not been
renewed when renewing was an option. Note
that through 2021, all former clients were that of
Spectra Venue Management (acquired by OVG
Facilities in 2021).
2018
- Muskogee Civic Center, Muskogee, OK
Reason for Contract Loss: Mutually agreed
upon transition to in-house management
Contact: Mike Miller, City Manager, P.O. Box
1927, Muskogee, OK 74402, P: 918-684-62011
citymanagergmuskogeeonline.com
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
CURRENT AND FORMER MANAGEMENT CONTRACTS @VG
360
• Lowell Memorial Auditorium, Lowell, MA
Reason for Contract Loss: Lost competitive
bid.
Contact: Eileen Donoghue, City Manager, 375
Merrimack St., Lowell, MA, 01852, P: 978-674-
4400 1 edonoghueLdlowellma.gov
• Berglund Center, Roanoke, VA
Reason for Contract Loss: Client took
services in-house
Contact: Sherman Stovall, Assistant City
Manager for Operations, 215 Church Ave.,
Roanoke, VA 24011, P: 540-853-2333 1
sherman.stovallCdroanokeva.gov
2019
• Sandy Springs Performing Arts Center,
Sandy Springs, GA
Reason for Contract Loss: Mutually agreed
upon transition to in-house management
Contact: Jim Tolbert, Asst. City Manager, 1
Galambos Way, Sandy Springs, GA 30328, P:
770-730-5600 1 JtolbertCdsandyspringsga.gov
• Las Cruces Convention Center, Las Cruces,
NM
Reason for Contract Loss: Lost competitive
bid.
Contact: Jennifer Bales, Exec. Director, Las
Cruces CVB, 336 S. Main St., Las Cruces, NM
88001, P:575-541-2444 I jbalesCdlas-cruces.
org
The Railyard, Lincoln, NE
Reason for Contract Loss: Mutually agreed
upon transition to in-house management
Contact: Brea Kniss, Assoc. Counsel, WRK
Partners, 440 N 8th Street, Suite 140, Lincoln,
NE 68508, P: 402-477-6767 1 breagwrkllc.
com
2020
- Alaska Airlines Center, Anchorage, AK
Reason for Contract Loss: Mutually agreed
upon termination of contract
Contact: Monica Kane, Interim Dir. of Bus.
Services, 3211 Providence Drive, Anchorage,
AK 99515 1 mekaneLdalaska.edu 1907-786-
1030
- Du Arena & Du Forum, Abu Dhabi, LIAE
Reason for Contract Loss: Due to a change
of use in the facilities, our management
contract was not renewed at the end of its
term.
Contact: Alexis Dijksterhius, VP, Strat.
Planning & New Bus, Flash Entertainment,
Khalifa Park, Abu Dhabi, UAE 1 +97102
5098009 1 Alexis4thinkflash.ae
2021
• Roswell Convention Center, Roswell, NM
Reason for Contract Loss: Mutually agreed
upon termination of contract
Contact: Joe Need, City Manager, City of
Roswell, 575-637-6269
• Wichita Falls MPEC, Wichita Falls, TX
Reason for Contract Loss: Client took the
operation in-house
Contact: Blake Jurecek, Asst. City Manager;
1300 7th Street, PO Box 1431, Wichita Falls,
TX 76307; P: 940.761.7404; Blake.JurecekCd
wichitafallstx.gov
- Abbotsford Centre, Abbotsford, BC
Reason for Contract Loss: NHL Canucks
organization assumed management upon our
contract expiration as part of their agreement
with the City to bring their AHL team to the
venue.
Contact: Scott Hill, Manager, Rec Svcs.; 2499
McMillan Road, Abbotsford, BC V3G 1C4; P:
604-557-4401; shillCdabbotsford.ca
- Conf. & Event Centre Niagara Falls/Old Falls
Street, Niagara Falls, NY
Reason for Contract Loss: Client took
management in-house
Contact: Anthony Vilardo, President, USA
Niagara Corp., 222 1st St #7, Niagara Falls, NY
14303; P: 716-284-2556; anthony.vilardoLdess.
ny.gov
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
*VG
360
&MANAGEMENT PLAN
6.A. MANAGEMENT PLAN 6.A.2.113. REPORTING INTO CORPORATE
OFFICES/CITY
6.Al. MANAGEMENT PHILOSOPHY
The OVG360 venue management philosophy
is simple: our mission is to work as an agent
for the City of Dubuque to execute your goals
and objectives as they pertain to the Grand
River Center. We will act as your partner but
manage your venue as if it were our own. Our
management approach has been described in
detail throughout this Section.
6.A.2. MANAGEMENT STRUCTURE
6.A.2.A. EMPLOYEE/EMPLOYER
RELATIONSHIPS
OVG360's human resources team has an
unwavering focus on hiring, nurturing, and
retaining the industry's best employees for the
venues we manage around the world. We work
to create a diverse environment that's free from
discrimination and harassment — an environment
that fully reflects the rich individuality of
the local communities we serve. OVG360's
human resources team is responsible for the
development and administration of human
resources policies and programs throughout our
organization. This includes employee benefits,
compensation, employee relations, training and
development, and labor relations.
We designate and train a staff member at each
venue we manage to serve as that location's HR
point person, coordinating personnel record -
keeping, and administering employee benefits,
policies, and programs. In venues with large
employee populations, we have an on -site HR
manager to address day-to-day issues. Later
in this section, we have provided a proposed
organizational chart for the Grand River Center.
OVG360 has a regional support system. Our
on -site management team in Dubuque will report
into Carrie Jackson, District General Manager
based in Des Moines, IA, who reports into SVP
Convention Centers, Joyce Leveston. Joyce is
based in our corporate office in Philadelphia and
interfaces with other corporate departments to
secure the necessary resources and support
for our on -site operations. Biographies on our
regional and corporate support personnel have
been provided earlier in this Response in Section
4. B. Key PersonneL
6.A.2.C-6.A.2.D. INTERACTING WITH AND
REPORTING TO THE CITY
Effective and timely communication with the
Client cannot be overstated, and our General
Manger will take the lead to ensure OVG360 is
meeting the requirements of the City of Dubuque
or its designated managing authority. While
the reporting function is subject to continuous
improvement, we recommend the following as a
starting point for further discussion:
- Written Weekly Reports/Updates to the
Contract Administrator
— Includes Executive Summary of notable
activity
— Sales Bookings
— Customer Correspondence
— Press Articles
— Relevant Industry Related Articles
Written Monthly Reports/Updates
— Sales Bookings and Sales Activity
— Events On -the -Books (by year)
— Press Articles
— PR Activity
— Website Summary
— Critical Issues
— Financial Performance
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
— Communication Issues
— Quality Issues
— Department Recaps
— Turnover
— Successes
— Survey results
— Customer Comments
Written Annual Reports/Updates
— Messages from the General Manager,
Mayor, Contract Administrator
— Summary of prior year's accomplishments
6.A.3.-4. ORGANIZATIONAL CHARTS
— Venue Overview
— Staffing
— Customer Service
— Partners
— Financial Performance
— Market Segment Summary
— Community Involvement
— Client Testimonials
— Signature Events
— Future Outlook
Below, we have provided our proposed organizational chart for the Grand River Center.
6.A.5. RESUMES
Bios of key personnel have been provided earlier in this Response in Section 4.B. Key Personnel.
6.A.6. TRANSITING EMPLOYEES TO OVG360
*VG
360
As described later in this Response in Section 6.D. Tronsition Plon, OVG360 always looks to maximize
our engagement with current employees working at facilities where we're transitioning to our
management services (provided such personnel are mutually satisfactory to the parties), and we look
forward to doing so at the GRC. When a potential client has concerns about staff transition, we work
to find the best solution that works for them and their employees. In some instances, this has included
having existing employees remain on the city's payroll and benefits with all new employees hired in as
OVG360 employees. High-level summaries of our experience and success in transitioning venues to our
management, including how we address potential challenges and our history of welcoming employees
to our organization, are highlighted on the following page.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
*VG
360
CHARLESTON, WV (SEPT. 2020) AND FORT SMITH, AR (JAN. 2021)
At the time of contract, our clients in Charleston, WV and Fort Smith, AR desired that all current
employees remain on city payroll/benefit plans. In both instances, we were able to do so, with all new
hires being employed by OVG360. Regardless of payroll/benefits enrollment, all employees at these
accounts report to OVG360.
AMERICAN BANK CENTER, CORPUS CHRISTI, TX (JULY 2022)
In early Q2 of 2022 the City of Corpus Christi made the decision to transition management of American
Bank Center from ASM Global to OVG for venue management, hospitality, and partnership services
effective July 1, 2022. Upon this announcement, several members of OVG's leadership team were
in market to discuss the entire transition process with FT and PT staff and to provide them comfort
regarding the impending process. OVG's strategic approach to management of this complex included re-
structuring a few departments and hiring new roles while supporting all of the current staff, all of whom
were retained. After a proactive onboarding of several hundred FT and PT staff, all employees were fully
transitioned onto OVG's payroll and had benefits on day one of management
6.B.MARKETING PLAN
6.13.1. MARKETING APPROACH
CORPORATE SUPPORT AND SERVICES
OVG360 provides an unmatched level of sales and marketing support, thanks to ongoing dialogue,
idea sharing, and information exchange among our corporate marketing executives, regional marketing
directors, regional interactive marketing directors, and on -site marketing directors.
Our teams of marketing professionals stay on top of the latest marketing trends, build strategic
relationships with key industry and local organizations, and share best practices and resources. We also
provide a variety of sales and marketing services that include:
• In-house advertising
• Event marketing and promotional services
• Design ideas and support of venue marketing collateral
• Event marketing calls (launch of new tours, brainstorming, and idea sharing, etc.)
• Public, media, and community relations services
— PR support through VenuesNow and Pollstor, spotlighting success stories, direct pitches to
decision makers, employee high I ig hts/awards, etc.
• Professional support for venue website design, development, maintenance, and search engine
optimization
• Digital Advertising: social, digital display, geo-targeting, and retargeting
• Database marketing: drip campaigns, remarketing
• Graphic design services
• Corporate sponsorship sales
• Development of communications plan
• Event creation guidance
• Shared resources: Knowland
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
BRANDING
Short -Term Goal: Meet with the City and
Travel Dubuque to understand the brand
positioning and strategy and how we can
help energize and amplify the brand moving
forward.
Long -Term Goal: Continue to collaborate
with the City and Travel Dubuque to provide
consistent brand messaging to meeting
planners.
Tactics:
— Identify content needs for the short- and
long-term marketing and communications
plan
— Align with the core strategic partners of
the City on the primary mission of the
communications strategy and tactical efforts
— Trade show presence (sponsor unique
opportunities, create engaging activations,
lead round tables, etc.)
— Creative sales blitzes, targeting meeting
planners and influencers
— Direct mail campaigns
— Charity initiatives
— Host networking events and exclusive
opportunities with key influencers in
Dubuque to expand our connections and
relationships
WEBSITE
Web -based marketing is the most cost-effective,
targeted, flexible, and useful medium for
growing all segments of a business. The most
reliable websites are those that are simple,
easily navigated, and informative for potential
exhibitors, planners, and attendees.
• Short -Term Goal: Perform a content audit and
analyze website data to increase SEO and
generate revenue.
• Long -Term Goal: Drive bookings, increase
revenue, and inform all audiences regarding
the Grand River Center and Dubuque as a
destination.
• Strategy: Provide educational information
and engaging content to increase lead
generation among meeting planners,
increase revenue among exhibitors, and
increase attendance at consumer shows.
@VG
360
- Tactics
— Enhance planner content to create
increased productivity in the research stage
of the lifecycle
— Update the exhibitor online ordering
experience with services offered by GRC
— Provide direct links to social media outlets
for continued communication and to
maximize followers
— Offer advertising opportunities for clients,
events, and local outlets
— Enhance the GRC perception and
encourage new bookings through
testimonials from customers
— Use video content to drive engagement,
(e.g., time lapse of trade show move -ins,
food preparation, and visual tastings)
Continue providing meeting planners with
communications, sales, and service tools
to address their needs at all stages of the
meeting planner experience
— Create optimal online experiences to
increase the amount of highly -qualified
meeting planner leads to allow for
increased virtual and in -person sales
opportunities
— Offer more robust and exact information
desired by meeting planners in all stages of
the lifecycle
— Enhance self -structured meeting planner
knowledge base to create increased
planner productivity in the "research" stage
of the lifecycle
— Create a sales lead report utilizing Google
Analytics
— Use tracking and analytics to further drive
sales and lead to increased RIFPs and
bookings
— Partner with Destination Advantage and
implement SwiftRFP system
SOCIAL MEDIA
As part of the overall content strategy, OVG360
will use social media platforms to promote GRC,
Dubuque, and client events. Current platforms
include Facebook, Twitter, Linkedln and
Instagram.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
• Short -Term Goal: Evaluate current use of
platforms and create a social media plan and
content calendar to improve engagement
amongst meeting planners and consumers.
• Long -Term Goal: Increase the relevance
of GRC amongst target markets through
engaging content and influencers that drive
traffic to the GRC website, to create lead
generation and to promote client events.
• Strategy: Provide educational information
and resources via social channels in order
to stay connected and top -of -mind with
meeting planners and consumers.
• Tactics
— Develop rich content tailored to meeting
planners/show organizers, exhibitors,
attendees, and the residents of Dubuque to
drive site traffic and engagement
— Actively engage with the online community,
promote the facility, the events, and building
projects, and become an influencer in the
industry
— Utilize the social platforms as a PR tactic
and post across relevant social channels,
including LinkedIn and Twitter
— Begin to drive quality leads by targeting
meeting and convention planners with
relevant messaging and awareness
advertisements on LinkedIn
— Connect with Influencers to launch direct
sponsored content on LinkedIn and
promote the content to relevant individuals
ADVERTISING
OVG360 will look to develop a media plan
that integrates a mix of digital and traditional
advertising efforts to sell GRC and Dubuque.
- Short -Term Goal: Create a media strategy
that helps to promote and sell Dubuque and
GRC.
• Long -Term Goal: Drive traffic, using clata-
driven marketing, to the GRC website,
generating leads, and promoting client
events.
• Strategy: Develop compelling, organic, and
authentic creative content that is unique to
platforms; leverage multi -channel attribute
tracking to target prospective planners.
@VG
360
Digital Tactics
— Develop branded copy for search, display,
and ad efforts across digital platforms.
— Leverage Google Ads, social media ads,
and industry related outlets to capture
meeting planners who are conducting
research
— Target attendees of relevant industry trade
shows through geofencing and mobile
display ads
— Create digital campaigns that allow for
increased trackability and ROI
— Align with partners to maximize resources
and exposure
— Share media plans with the City and
partners to amplify and activate GRC and
destination messaging with complementary
placements by partner organizations
Traditional Tactics
— Leverage traditional advertising
opportunities
— Leverage any co-ops through OVG360
corporate or the City to maximize resources
and secure best pricing
— Work with partners to avoid duplication
of efforts while remaining selective with
traditional advertising mediums
— Collaborate with the City, Travel Dubque,
hotels, and other area partners to develop
creative content that features GRC
Share media plans with the City and area
partners to amplify and activate GRC
messaging with complementary placements
by partner organizations
COMMUNICATIONS PLAN & PUBLIC
RELATIONS
OVG360 always looks for opportunities to garner
positive PR through facility news and events.
Oversight by OVG360's corporate support
team is ongoing with on -site crisis management
available as -needed, along with access to a team
of highly successful and capable marketers at
their fingertips.
- Short -Term Goal: Launch a local campaign
built around the GRC.
- Long -Term Goal: Increase the relevance
of GRC and Dubuque amongst target
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
publications while developing a constant flow
of positive news stories.
Strategy: Generate a consistent stream of
digital and print coverage within the local
community, meetings, and conventions media
space.
- Tactics:
— Create an editorial calendar that supports
key strategic messages for GRC including
destination, venue upgrades, technology
enhancements, green initiatives, staff
updates, etc.
— Ensure that press releases on the website
are current and accurate
— Develop advertorials upon request for
key meetings'tracle magazines, to be
used to leverage additional publicity from
advertising or accomplishments
— Make personal pitches to local media for
larger conventions due to economic impact
— Create and maintain relationships with
local and trade publications over social
media
— Evaluate efforts through a media
monitoring service
— Create an internal community involvement
committee that identifies opportunities to
give back to Dubuque
— Host networking events and exclusive
opportunities with key influencers in
Dubuque to expand our connections and
relationships
OVG360'S CONVENTION CENTER
INDUSTRY NETWORK
OVG360 has proven itself as a leader in the
convention and exhibition industry through
our extensive employee network of industry
professionals. Having access to these industry
leaders allows for increased awareness and
additional opportunities, ultimately creating a
considerable marketing advantage.
*VG
360
LEADERSHIP
OVG360 encourages our employees to
become extremely active with various industry
associations, such as the International
Association of Venue Managers (IAVM), the
American Society of Association Executives
(ASAE), the Professional Convention Management
Association (PCMA), the International Association
for Exhibitions and Events (IAEE), Meeting
Professionals International (MPI), the Center for
Exhibition Industry Research (CEIR), Exhibition
Services and Contractors Association (ESCA),
Trade Show Exhibitors Association (TSEA), the
Convention Industry Council (CIC), and others.
Activity includes:
• Corporate leadership on association boards,
committees, panels, and task forces
• Corporate support/sponsorship of events
industry -wide functions
• Select participation in major and regional
industry events
• Local staff speaking at/participating on panels
and events
WORKING WITH LOCAL ENTITIES
Oak View Group places a strong emphasis
on our collaboration with local and regional
organizations, like the Dubuque Chamber of
Commerce and Greater Dubuque Development
Corporation. We also focus our efforts on working
with the local arts, museums, and attractions
as part of our overall marketing strategies for
cross -col I a bo ration on campaigns, creating
exclusive experiences for their guests, stay -
and -play packages, and overall branding. Our
team understands that the ability to create a
successful destination package where meeting
planners/organizers and attendees want to come
is half the battle in winning a bid and booking an
event. It is imperative that the experience for the
planner appears as seamless as possible and
that the guest experience at the hotel, as well
as throughout their stay, is exciting, engaging,
rewarding, and successful.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
Our goal is to create complementary experiences and events that would occur simultaneously, allowing
guests to explore all of Eastern Iowa and gather to enjoy entertainment, shopping, and the food and
beverage experience. Below is a short list of the partnerships we will create to expand our reach and
engage new guests:
• Travel Dubuque
• Five Flags Center
• Q Casino
• Dubuque Main Street
• Dubuque Area Chamber of Commerce
• Greater Dubuque Development Corporation
• The National Mississippi River Museum and Aquarium
• The Field of Dreams Movie Site
• Grand Harbor Resort and Waterpark
• Dubuque Farmers' Market
• Dubuque Arboretum & Botanical Gardens
• Historic Millwork District
• 7 Hills Brewing Company
Additionally, we would align with area stakeholders like local entertainment destinations, breweries,
and restaurants to create events and experiences that bring people to the area. The goal would be
to get people to experience all that Dubuque has to offer, Stay & Play, and extend attenclees'visit to
Eastern Iowa. Working with area partners, we would create experiences and events that would occur
simultaneously around Convention Center events, allowing guests to explore Eastern Iowa and enjoy live
entertainment, consumer goods, and the ultimate food and beverage experience. Also, OVG360 would
create a series of events to fill the dark days at the GRC. We have an array of expertise in producing self -
promoted events to fill dark days. Examples of our self/co-promoted events are provided below:
• Iowa's Premier Beer, Wine & Food Expo — Iowa Event Center
• Sip & Shop Experience — Fredericksburg Expo Center
• Holiday Craft Show — Fredericksburg Expo Center
• Pet Palooza - Fredericksburg Expo Center
• FXBG Boat Show - Fredericksburg Expo
• Easter Bunny Brunch — Grand Junction Convention Center
• Sunset Terrance at the Avalon — The Avalon Theatre (featuring local bands weekly in the summers)
• Grand Junction Convention Center Holiday Craft Show — Grand Junction Convention Center
• Explore the Outdoors Expo — Grand Junction Convention Center
• Oktoberfest Amped — Amphitheater at Las Colonias Park
• Winter Bazaar — Kovalchick Complex
• Spring Market Place Fair — Kovalchick Complex
• Springtober Fest Fair — Kovalchick Complex
• Kraftucky Arts & Craft Expo — Owensboro Convention Center
On the following page, we have provided a letter of support from local entity Dubuque Fighting Saints.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN @VG
360
OttoMR ---
FIGHTI G EZNTS
November 14, 2022
To Whom It May Concern:
I am pleased to be writing in support of OVG360's proposal in response to the City of Dubuque's open
request for proposal for the management and operations of the Grand River Conference and Education
Center.
The Dubuque Fighting Saints have a great relationship with many of the OVG executives and further, Oak
View Group Chairman, Peter Luukko, is a partner in our ownership group, Northern Lights Hockey, LLC.
Knowing OVG360'S innovative aggressive and entrepreneurial approach to business and their already
established connection to our community, we highly recommend working with OVG360. OVG is reshaping
the hospitality and entertainment landscape and we are confident they will be a great partner for the City
of Dubuque to further drive the much -needed economic impact to our community.
The Fighting Saints and OVG already have a strong collaborative connection and we feel that OVG
managing the Grand River Convention Center would provide yet another positive touch point for our
community.
I am happy to recommend OVG360 to any city, most importantly, to the City of Dubuque as it continues
to strive to achieve the highest quality of standards and experience in all its venues.
Sincerely,
Brad Kwong
Managing Partner
Northern Lights Hockey
1800 Admiral Sheehy Dr, & Dubuque, IA 52001 9 563.583.6880 9 DubuqueFightingSaints.com
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
6.13.2. RELATIONSHIP WITH PLANNERS
*VG
360
OVG360 takes pride in our partnerships with meeting planners and show organizers. With our reach
and scope of experience, we have relationships with meeting planners at every level. From international
to state and regional to local, our team cultivates and shares these relationships across all OVG360
channels. If chosen, these relationships would be open to GRC.
One way to connect our venues and relationships throughout the company is through our GPS (Global
Prospecting System). Our GPS is a robust database warehouse that consolidates all meeting planners and
their events in one centralized location showing real-time data. OVG360 has partnered with the industry
leader, Ungerboeck Systems International, to create this database, which provides a uniform operating
system amongst OVG360-managed venues.
• Allows for solicitation and lead sharing
• Allows for real-time financial history and meeting space needs
• Allows the executive team to see what clients are doing business across all OVG360 venues, thus
establishing the value of the business and what that Client brings to OVG360
• Allows for executive dashboards utilizing KPIs to benchmark buildings against goals
• Allows the executive team to see real-time forecasted revenues versus actualized revenues by
OVG360 venue on a monthly/yearly basis
UNGERBOECK EBMS
OVG360's convention center division exclusively uses Ungerboeck EBMS and has developed new
innovative ways to utilize this software. By working with Ungerboeck leadership and their developers, we
have shaped an OVG360 platform that supports our approach to sales and marketing. This CRM platform
allows us to optimize the calendar, streamline our processes, and generate company -wide reports and
data sharing. EBMS creates a single access point for staff The system controls all operational aspects of
the venues from sales prospecting through event booking, event planning, execution of the event, to final
invoice. Each department will have access to the software and will utilize the system as its single source
of data pertaining to events. Some important features of EBMS include:
• CVB Access: EBMS is a totally seamless, integrated software package designed to allow CVBs access
to information, such as the booking calendar and the Customer Relationship Management (CRM)
component, making it easy to share information.
• Negotiated Bulk Pricing Discount: OVG360's relationship and bulk purchasing of the software has
allowed us to negotiate a discounted price for a premium booking system, making it very affordable to
OVG360-managed venues.
APEX Commitment: EBMS is a result of working with key software providers in the hospitality industry
(building associations, general service contractors, CVBs, hotels) as part of the Events Industry
Council's (EIC) Accepted Practices Exchange (APEX) program to make sure that all participating
systems can talk to one another and can share event data seamlessly.
Historical Analysis: The reporting mechanism within EBMS provides information in a uniform manner
that will allow for benchmarking data. These reports allow us, as the operator, to view the operation
in a data -driven manner and ensure we are running efficiently and effectively. Some of the most
commonly utilized reports include:
— Booking Pace — a benchmarking report necessary for successful yield management
— Utilization — identifies user trends, peak and off-peak time frames used to create flexible pricing, and
sales strategies
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
— Lead Sources — tracks origin of new and repeat business, allowing us to recognize what is effective
and what should be modified
— Lost Business — shows the reason we lost a piece of business and the value of that piece of
business (hotel rooms and revenue); essential to effective yield management
— Event Mix — analysis of event types using the venue, which helps in strategic booking efforts and
aligns our focus as needed
OVG360 CORPORATE MARKETING & TRADE SHOW OPPORTUNITIES
GRC will be included in all of OVG360's efforts to bring meeting planners to our venues. The OVG360
National Marketing Plan ("NMP") is supported by our corporate office and driven by our Convention
Center team. The NMP drives opportunities to enhance the presence of each venue through industry
publications, our GPS database, and participation in some of the industry's top conventions and
conferences. Current efforts include:
• Negotiate rates with industry publications and offer each convention center exposure in these
publications at heavily discounted rates. Planned for the coming year are co-ops in publications
such as Trade Show Executive, EXPO Magazine, Small Market Meetings, Facilities & Destinations
Magazine, Convene, and more.
• Additionally, digital efforts are planned to help drive lead generation. Digital allows us to track ROI
and gather data on current prospects.
• Create and distribute content to meeting planners and potential and existing clients of all OVG360-
managed centers. These efforts help fill the funnel and drive traffic to our venues.
• Determine which national shows are beneficial to attend, and coordinate attendance and marketing
at these shows. Participation in the current year includes IAEE's EXPO! EXPO!, IMEX Americas, SISO,
and PCMA Convening Leaders Annual Meeting.
• Trade show Exposure, representation, and event leads from TEAMS Expo. Recently our convention
center team met with and cultivated 50+ leads from TEAMS that were shared with all OVG360
venues.
6.B.3 OUR APPROACH TO EVENTS
DEVELOPING OUR GRC MARKETING APPROACH
Serving as a vital economic generator for the region, OVG360's approach will be to strike a balance and
work to create an event mix for GRC that maximizes revenue while focusing on providing attendees
with a unique experience. By striking this balance, OVG360 will provide world -class service that will be
unique to the GRC.
Once the event mix has been identified, the approach to balancing the calendar of events for a facility
like the GRC that can accommodate so many event types is to work with local community stakeholders
and suppliers to develop target lists and key account strategies that clearly and firmly outline the
value proposition for why the best host facility for them to partner with is GRC. Once the sales effort
has converted the booking, in order to maximize length of stay/visit, OVG360 will focus on:
• Generating awareness of the events and demographics of attendees to GRC
• Generating awareness of upcoming events to the Dubuque community through communication,
social media, and public relations
• Generating sponsorship and revenue opportunities wherever possible
• Providing and measuring OVG360 quality products and services and customer service to ensure
meeting planners, event attendees, and media have positive experiences
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
Our sales focus will be to work closely with the City of Dubuque and Travel Dubuque to book new
business not currently coming to the Grand River Center and to maintain relationships with current
clients. This will be accomplished not only through our aggressive pursuit of new events, but also
through establishing strategic work groups with our partners to qualify the right business, establish
superior customer service, and provide exceptional guest experiences.
@VG
360
Our staff will integrate our OVG360 sales and marketing efforts with those of the GRC—prospecting,
issuing proposals, and closing on first -priority business, which we define as conventions, conferences,
and trade shows (guest room -night -generating business). The GRC and the OVG360 events sales teams
will work as one to develop leads that will have a significant impact on the hotel community. Conventions
and trade shows are our first priority, and our strategy will leverage the strength of the Dubuque market
and the unique attributes of GRC to book the right pieces of business at the right time in order to
maximize the economic benefits of overnight visitation.
While opportunities to book business of this size may occur at any time, the sales process usually
precedes the event by one to four years. On an ongoing basis, we will work with the City to target and
secure "high impact" business for the GRC and area hotels, and this partnership will bring a tremendous
benefit to the community.
SALES STAFF DEPLOYMENT
To ensure we are maximizing relationships and resulting sales within key segments, OVG360's sales
force will be aligned with the City and Travel Dubuque and their sales staff's market segments. We will
also place a strong emphasis on marketing, branding, and reach within the department.
SALES AND MARKETING ACTIVITIES
OVG360 is prepared to develop a comprehensive plan to drive business to the City of Dubuque. We will
work to collaborate with partners of the GRC to maximize activations and to expand efforts on a regional,
state, and national basis to include sales blitzes, customer engagement opportunities, and campaigns.
GRC MARKET POSITION
Calendar years 2020 and 2021 have been unprecedented years for the convention, meetings, and
events industry. The impact of 2020 will be felt for years to come, as this disruption has allowed for
convention centers to reposition how they are viewed by meeting planners and event organizers.
Destinations face perception issues, and GRC and Dubuque are not immune to negative perceptions.
As part of our customized and fully integrated GRC sales and marketing approach, we will focus on
the ability to drive attendance, regional accessibility, and the overall destination experience to take
advantage of and capitalize on shifting marketplace perceptions. Our goal is to build a collaborative,
targeted client acquisition strategy focused on clients who have previously said "No."
FOCUS GROUPS
We believe that there is a wealth of underutilized resources for GRC within the Dubuque area. As your
manager, with our many years of experience working with area planners, we will arrange priority focus
groups within key market segments, beginning with the largest association and corporate markets.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
Conducting professionally -organized focus groups with existing customers will jump start the process of
identifying areas of concern and opportunities for future success. Strategies of these focus groups will
be as follows:
1) Target established OVG360 contacts who represent groups that comprise ideal business for the GRC.
2) Establish mission and agenda for this group to provide input toward establishing future best
practices for the GRC.
3) Based on results, address any areas of opportunity or concern and follow up with group main
contacts.
EVENT MIX
The GRC serves as a major economic engine for the City of Dubuque. We define the event mix into the
following categories:
- Conventions
• Sporting Events
• Special Events
• Trade shows
• Consumer Shows
• Banquets
• Meetings
Profitability and economic impact for the City will be greatest with larger, multi -day convention bookings.
They tend to work for the GRC to book these several years in advance of arrival because the selection
process is complicated, and many factors beyond price are critical to the decision.
TRACKING SALES ACTIVITY TO THE DESIRED EVENT MIX
Sales activity will be documented through a variety of standard measurement systems. Our plan includes
developing accounts that focus on the 18-month booking window, while supporting the efforts of the
GRC to secure accounts outside the 18-month booking window.
The DOS will have a standing daily meeting (Daily Business Review), during which sales reps will review
their potential sales accounts and decisions are made based on yield management strategies. Each
piece of business is evaluated by the team, and decisions are made based on value, appropriateness,
and long-range impact, among other factors. All actions are tracked through EBMS, which results in
a qualitative and quantitative review of "look back" and "look forward" activities for insights on our
decision -making processes.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN ORVG
360
OVERVIEW
P
Target markets for conventions are National, Regional, and State Associations. The objective is to host
the organization's annual or premier convention. Association markets' annual conventions typically book
beyond the 18-month booking window and can book as far as five (5) or more years into the future,
depending on size. The strategy for GRC will be to book larger association business further out to build
a strong base of business occupying dates on the calendar. For -profit trade shows are typically hosted
over a shorter duration of days and are mid -week in nature, allowing them to fit well into the overall yield
strategy. Trade shows typically book 18-36 months out. These events offer a significant economic impact
for the Dubuque region, room nights for hotels, revenue for GRC including through audio visual, internet
(WiFi), and catering. SMERF (Social, Military, Educational, Religious and Fraternal) business will be a
focus as well to book these organizations for off peak time.
• Audit Booking Calendar to identify space and
date opportunities
• Partner with hotels and Travel Dubuque, build
a collective client target list to fill open dates
• Target consumer events
• Partner with food and beverage provider to
drive premium catered events into available
dates
• Integrate sales and marketing messaging
• Use data analytics as part of the group
retargeting strategy
• Review the profitability of each annual
convention and trade show to determine the
best fit
- Partner with local hotels and Travel
Dubuque to drive city-wide impact
- Build target list of accounts in collaboration
with Travel Dubuque
• Target premier Conventions, Meetings and
Trade shows
• Maintain and confirm a defined number of
annual long-term bookings of conventions
and trade shows
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STRATEGIES & TACTICS
• Identify "right fit" conventions and trade shows that can be accommodated in a hotel package
• Work closely with Travel Dubuque to promote and expand our relationships with annual users and
assist with all contractual needs
• Maintain relationships for endorsements, testimonials, and promotional opportunities
• Drive attendance through website, social media, and sponsorship opportunities
• Travel to industry trade shows to promote the GRC
• Use Knowland's digital platform Reader Board Services to prospect for groups meeting this profile
currently meeting in our competitive set
• Complete event research through industry organizations, publications, and databases
• Host familiarization tours (FAM) for potential clients to showcase the GRC, our hotels, attractions,
dining, and unique shopping opportunities
• Host exclusive, tailored site visits for high targeted pieces of business
• Work with stakeholders and partners of Travel Dubuque by participating in sales missions
• Direct sales calls on regional and state associations as well as a focus on the Social, Military,
Educational, Religious, Agricultural, Fraternal, Automotive, and Tech convention and meeting
segments
• Tap into our Chamber of Commerce relationships around the U.S. to sell Dubuque and the GRC
• Incentivize existing conventions to place the GRC in the rotation pattern and encourage multi -year
contracts through freezing rates and offering preferred dates
• In collaboration with the City and Travel Dubuque, identify and attend trade shows such as IMEX,
IAEE, ASAE, ISAE, SISO, Helms Briscoe, and Cvent, with a particular focus on state chapters
• Participate in industry meetings such as MPI, the Heartland chapter of MPI, ASAE, and the Heartland
chapter of PCMA, cultivate relationships, host events, and build awareness of the GRC as an
affordable and easy place to do business
• Work with the in-house food team to create a "room service" type menu for delivery of fresh items to
show exhibitors
• Work with the in-house food team provider to create a variety of custom menu items, allowing our
planners a greater choice in menu planning
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OVERVIEW
Meetings can be local, regional, national, or international, and they tend to be booked with shorter lead
times than conventions and trade shows. They sometimes require the same type/size spaces as SMERF
events, but typically require less, making them great filler business.
In addition, meetings require very high quality food and beverage services, sophisticated audio-visual
services, and high -quality hotel rooms. The corporate meetings market is extremely strong across the
country, and the Dubuque region offers a significant number of opportunities to expand the current
meetings market base of business. Corporate meetings typically book inside 14 months.
EVENT & ATTENDEE PROFILE
- More focused on the educational value of event
• May not have large exhibit hall needs, but more breakouts are necessary
• Maintain a balanced program across meeting space, typically with significant food and beverage, audio-
visual, and internet needs
• Offers a requirement for certification purposes for attendees
• May be a mix of attendees flying in versus driving in
• Good short-term bookings from corporate, Dubuque -based businesses
• Fewer room nights required
Identify businesses already doing business in
the area
STRATEGIES & TACTICS
I
- Fill space in the GRC with meetings that
typically book inside a 18-month window
and layer multiple meetings into the GRC as
space and demand allows
• Focus on corporations that conduct meetings to further their business goals
• Develop and maintain strong local presence at MPI and PCMA chapter events to meet planners
• Establish a strong local presence at networking events
• Gather referrals from existing clients
• Use customer events to introduce our product to new clients
• Establish strong, positive business relationships within the corporate community
• Identify local corporations that potentially have the most positive impact on our short-term business
• Partner with hotels to use National Sales Office (NSO's) contacts to drive business into hotels
• Attend Iowa Society of Association Executives events
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OVERVIEW
Consumer trade show organizers who own regional trade shows, such as Marketplace Events, support an
effective yield management strategy and the ability to drive revenue and activity to the GRC in-between
conventions and trade shows. These ticketed events, which can yield high attendance, are one of the
most under -producing markets for GRC. OVG360, having had great success in other markets, will
identify key targets and is the best management firm to deliver bookings in this area of opportunity.
Typically, these groups book inside of 18 months and work on a flexible schedule, often helping to boost
occupancy and attendance when otherwise vacant. Typically contracted 12-18 months out, this business
brings much needed event activity to the venue and can provide significant incremental revenue to the
Center. Consumer shows are required to be booked inside of 0-18 months and should be a secondary
target behind conventions and trade shows.
The GRC will capitalize on license fee, service, and concession revenue.
Depending on the show, there is a measurable economic impact for the city and the surrounding
businesses. There is also a high economic impact for Dubuque -area businesses participating as
vendors, through the flow through of selling products and services to area consumers
— Potential for attend ee/vis itor hotel room usage
— Some consumer trade shows have capability to attract a high number of out-of-town exhibitors/
vendors, which utilize rooms, dining, and entertainment options
— Draw into downtown Dubuque from attendees outside the City, typically flowing into area businesses
and restaurants before and after the show.
- Review profitability of current consumer
shows and determine the ideal fit
STRATEGIES & TACTICS
Identify any calendar gaps or layering for
new show development while focusing
attention on renewal and protection of
current, strong shows
• Strengthen relationships and create a deeper understanding of consumer show producer/promoter
variables influencing date flexibility related to their show.
• Work with the sales staff at the GRC to efficiently maximize space by booking "right fit" shows
• Evaluate standard operating procedures for move -in and move -out days in an effort to maximize
event scheduling
• Utilize OVG360's GPS database and relationships to add shows
• Increase emphasis of in-house ad program to generate additional revenue for show organizers and
the GRC
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OVERVIEW
Sports event organizers who produce National, Regional, and State Competitions, such as the National
Collegiate Athletic Association (NCAA), Amateur Athletic Union (AAU), and Varsity Events, have business
models that rely on large, high -volume team engagement, and tournaments that can support an effective
yield management strategy by adding revenue and activity to the GRC in-between conventions and
trade shows.
Sporting competitions and events are typically contracted 18 to 24 months out. This business brings
much needed event activity to the campus and can provide significant incremental revenue to the GRC.
Sporting Events & Competitions should be a secondary target behind conventions and trade shows.
• GRC will capitalize on license fee, staging rental, service, and concession revenue.
• Depending on the show, there is a high economic impact for Dubuque -area businesses.
— Potential for participant/team hotel rooms
— Sporting events may draw a high number of out-of-town teams, which utilize rooms, dining and
entertainment options
Review PrOTITIMIlty Urcurrent sporting
events and determine the ideal fit
STRATEGIES & TACTICS
HeneVTrUrreT=oWS lin strolly
performance
Identify calendar gaps for new sporting
event development
• Evaluate existing operating procedures for Sporting Events currently utilizing the GRC to streamline
move-in/move-outs or add event days to maximize event scheduling and revenue potential
• Target available dates at GRC to add Sporting Events and Competitions working around Priority 1
events
• Utilize OVG360's GPS database and relationships to add Sporting Competitions & Events
• Work with Travel Dubuque to strengthen Dubuque's position for high profile sports competitions
• Utilize relationship with Sports Events Tourism Association (Sports ETA)
• Develop relationships and creative direct sales initiatives with Varsity Spirit, Groove Dance, Spotlight
Dance, Association of Dance Competitions & Conventions (The ADCC), and other cheer and dance
organizations
• Attend and exhibit at Sports Travel's TEAMS Conference and Expo
• Target wrestling, dance, and gymnastics tournaments, and non-traditional sports markets, such as
billiards, pickleball, esports, juggling, dodge ball, rock climbing, and darts
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TARGET AUDIENCE
The Ballroom will be a focus for engaging both the non-profit and corporate community to host these
events and increase the Ballroom's occupancy.
SOCIAL EVENTS PROFILE
• Typically single -day events
• Positive public relations and communications from high -end society events and exposure can lead to
additional events and bookings
• Can be used to fill in between larger, multi -day conventions
• Can provide significant food and beverage revenue
- Develop a target and action list of galas
that currently exist in the market; identify
potential
- Increase capitalization of short-term
business with a focus on banquets, social
events, and subsequently the occupancy
of the Ballroom
STRATEGIES & TACTICS
• Maintain relationships with current clients and target new galas in the local/regional market that are
looking to increase attendance.
• Use local publications and other local lists and galas to identify galas not currently using GRC
• Develop a competitive bid package
• Use Knowland Digital Reader board services to identify events occurring over available dates
• Develop relationship with local, civic, non-profit, and corporate event organizers
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6.C. OPERATIONS PLAN
6.C1. POLICIES & PROPOSED METHODS
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We recognize the significant responsibility we have to protect and maintain the assets that our clients
have spent millions of dollars to develop. We understand that each venue we manage must meet its
operational life expectancy — and, equally important, that we must keep a watchful eye on operating
expenses, as well as the building's bottom -line performance.
That's why we approach every venue we manage as if it were our own, focusing not on short-term profits
but on long-term fiscal stability and performance. It's why our partnership with an existing venue begins
with an exhaustive audit to fully understand how it's being managed — and how its operations can
be improved. And it's why we develop a comprehensive, customized plan that covers even the tiniest
details of your venue's day-to-day and long-term operations, allowing your venue to function at the
highest levels of operational and fiscal performance.
The bottom line? OVG360 understands that managing the Grand River Center is about more than just
improving the bottom line — it's also about protecting your assets.
OPERATION PLAN OVERVIEW
Detailed information about our approach to venue and event operations is provided in our operations
manual, which is a proprietary document that we will begin customizing for your venue within 120 days
after contract award.
6.C.1.A - 6.C.1.F OPERATIONAL SERVICES
OVG360 believes that the immaculate physical condition of your venue is every bit as important as
the level of customer service provided by the staff. The GRC's look and condition project an image to
attendees — and it can be a positive or negative one, depending on the staff's knowledge, dedication,
and attention-to-cletail when completing their day-to-day responsibilities.
We're committed to exceeding industry standards for custodial services. Although we customize
our services for each specific venue, OVG360 provides the necessary policies and procedures in
our operations manual for routine maintenance, cleaning, recycling, trash collection, room set-up,
conversions, and related work needed to keep the venue in like -new condition. Our ultimate goal is to
have a client walk into the GRC, regardless of how many years it has been in operation, and say that it
looks just as good as the day it opened. Other companies may share this view — but few will commit the
staff and resources to actually make it happen.
PREVENTATIVE MAINTENANCE
OVG360 understands that preventive maintenance (PM) is the key to avoiding equipment breakdowns,
which can be costly and may interfere with the performance of an event. Our detailed PM plan — which
is task- and frequency -based, and developed within a computerized maintenance management system
— protects your venue, ensures smooth operations of events, minimizes costly emergency repairs, and
helps protect the safety of attendees, show -related personnel, and staff. Our PM program focuses on
completing original equipment manufacturer (OEM) recommended tasks, such as lubricating moving
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parts, tightening loose parts, replacing parts,
cleaning, and other similar activities at certain
intervals of time. A PM program consists of the
following:
• An inventory of all equipment to be
maintained
• An inventory of spare parts (critical to
operation)
• A list of all required and recommended
maintenance tasks
• A schedule for routine maintenance and
servicing
• A completed record of completion, repair, and
follow-up
• Follow-up supervision
NON -MECHANICAL EQUIPMENT
OVG360 provides a maintenance program for
all non -mechanical equipment. This includes
inspecting and repairing all video, sound, lighting,
and telecommunications systems. It also includes
inspection, cleaning and repairs of all furniture,
fixtures and equipment in inventory, including:
• Staging
• Seating and risers
• Cleaning equipment
• Lifting equipment
• Maintenance equipment
PREDICTIVE MAINTENANCE
Predictive maintenance involves monitoring
equipment to detect deterioration, preventing
possible breakdowns. Methods used include:
• Vibration monitoring
• Thermal imaging
• Lubricating oil analysis
• Insulation resistance monitoring
• Ultrasonic leak detection
CUSTODIAL MAINTENANCE
The following provides a brief overview of some
of the most important custodial maintenance
areas we focus on during operations.
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THE MASTER CUSTODIAL CHECKLIST
Every location in the venue is prioritized on a
master custodial checklist by how often it needs
to be checked or cleaned. In many of our venues,
tasks are entered in a computerized maintenance
management system (CMMS), ensuring that
cleaning in every part of the venue is addressed
in a timely manner, as well as preventing areas
from going an extended period of time without
review. This system also allows us to track the
costs associated with maintaining the venue.
HARD FLOORS AND CARPETS
Flooring is a large capital investment item in
a venue, making it imperative that we focus
on hard floors and carpets. Detailed cleaning
and maintenance methods are provided in the
operations manual.
EXTERIOR MAINTENANCE AND LANDSCAPING
Staff regularly assesses the venue's exterior to
correct defects, pick up trash, shovel snow, and
maintain the landscaping's beauty and health
before the public arrives.
EQUIPMENT
Frequently used event equipment such as tables,
chairs, pipe and drape, dance floors, and staging
are checked and maintained continually to
prevent permanent damage, and to ensure that
an unacceptable piece of equipment is not used
during an event. The FF&E investment in these
items can amount to millions of dollars, making
regular maintenance and cleaning critical.
STAFF TRAINING
The custodial staff members in each OVG360-
managed venue are trained to safely and
efficiently perform the required tasks described
in our operations manual. Each task must be
completed as efficiently as possible, minimizing
the impact on visitors during events. We also
require mandatory staff participation in training,
and we document each element of our training
program.
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EMPLOYEE SAFETY
As part of our commitment to provide a safe,
secure environment for employees and
attendees, OVG360 has developed a safety plan,
which is incorporated into our operations manual
for each venue we manage.
This safety plan details the procedures and
training requirements to be used in handling
issues such as blood -borne pathogens, confined
spaces, and equipment operation. It also
trains staff on handling accidents and accident
investigation, electrical safety, and more.
CAPITAL IMPROVEMENTS
OVG360 will develop and provide to the client
an annual capital replacement plan as part of
the budget process. Generally, any items below
$5,000 are part of OVG360's operating budget,
while items over $5,000 are part of our normal
reports, which segment capital improvement
projects into three classes:
• Health- and safety -related
• Cosmetic- and replacement -related
• Revenue -generating and expense -reducing
ENVIRONMENTALLY CONSCIOUS OPERATIONS
OVG is the industry leader in environmental
operations. Our company -wide commitment
to sustainability, along with an overview of our
plan for your venue, can be found in at the end
of this section. Our approach to energy cost
containment includes:
• Establish detailed energy consumption
baselines for each utility and track at least
monthly
• Work with energy management consultants to
negotiate favorable utility rates
• Test our electrical systems and components
annually to ensure they operate at peak
efficiency
• Work with building management software
providers, such as Johnson Controls,
Honeywell, and Siemens, to improve
efficiencies and lower operating costs
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- Explore alternate energy sources and cost -
reduction programs, such as thermal ice
storage, open market purchasing of energy,
co -generation options, and conservation and
recycling programs.
EVENT MANAGEMENT
EVENT COORDINATION
Successful events begin well before the guests
arrive at your venue. As a world leader in
venue management, OVG360 understands that
thoughtful planning is what makes an event
spectacular. That's why we assign an event
manager for every event at our venues — and it's
why these managers follow a pre -event checklist
to ensure that everything operates smoothly. The
checklist includes:
• Review event information with client
• Review event rider, if applicable
• Create an event estimate
• Create and review event contract
• Complete event advance information sheet
• Track show (touring shows) and monitor ticket
sales (ticketed events)
• Contact venues where event has been
previously
• Relay essential event set-up information to all
staff
On the day of the event, the event manager
serves as the primary contact with the client,
while the event manager ensures that all staff is
in place for the event.
EVENT PRODUCTION: SET UP AND TEAR DOWN
We use standard operating procedures for set up
and tear down at all of the venues we manage.
An outline of these procedures is provided below:
• Verification of contractual issues (rental terms)
• Signed agreements
• Deposits received
• Certificate of insurance on file
• Identification of offered on -site promoter
representative
• Coordination of production commitments
• Time of day
• Scheduled security (backstage staff)
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• Lights and power on (working mode)
• House staff properly scheduled, including
event manager, operations staff, engineers
stagehands, catering, police (regarding traffic
flow), etc.
• Load out
• Verification of no damage
• Security watch on facility FF&E
SECURITY
OUR APPROACH
Security has always been of paramount
importance for OVG360, who fully understand the
potential perils of bringing together thousands
of people into a single building. However,
today's world demands much more. It requires a
heightened state of vigilance and an unwavering
focus on safety. It calls for in-depth training
to prevent and respond to myriad types of
emergencies. And it demands that venues have
airtight plans to maintain their security and safety
when the unexpected strikes.
To those ends, OVG360 places a heavy emphasis
on creating and using proven security procedures
at the venues we manage. We know that security
and crowd control are perhaps our most basic
and important responsibilities. After all, patrons
won't attend events at venues where they feel
unsafe. Furthermore, a properly secured building
positively affects a venue's bottom line, while
a building that's not well secured will suffer
needless losses.
Ultimately, though, OVG360 takes security so
seriously because we're protecting more than just
assets. We're protecting lives.
OURFOCUS
In the broadest sense, we focus on the following
areas of safety and security:
- Scheduling and directing event, admission,
and crowd control staff, including ushers,
ticket takers, fire, emergency medical
personnel, and hired security guards (private
security, private -duty policemen, etc.)
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• Ensuring that tenants and event planners
understand and comply with house policies
• Ensuring that our emergency preparedness
plan takes into account the various terrorist
threat levels
• Ensuring compliance with all federal, state,
and local fire, building, and life safety codes
SECURITY PROBE
We recommend the use of a continuous,
walking, computerized security probe tour to
maintain the integrity of security and enhance
the computerized fire enunciator monitoring
system. Additional duties include monitoring of
entry points and secured areas for employees
and visitors. Security will be enhanced and
supplemented by event security during those
times when events are being conducted.
TRAINING
We encourage the venues we manage to invest
in high -quality security equipment including
alarms, coded entries and closed-circuit
monitoring systems, and clear directional and
instructional signage. However, most important
to crowd control and security is having a well -
trained and attentive staff
Each OVG360 employee undergoes extensive
training in security and crowd control procedures.
In addition, our employees are provided with
reference manuals with detailed, systematic
instructions. Also, our key people at each
venue attend the International Association of
Venue Managers (IAVM) Ciglebay School of
Public Assembly Management and the annual
International Crowd Management Conference to
learn the latest in security and crowd control.
CROWD CONTROL
OVG360 has developed proven management
techniques for crowd control, including:
- Define and publish house policies for each
event
Evaluate the effects of the sale of alcohol (if
allowed)
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• If necessary, use uniformed police officers to
monitor and control
• Have a clearly defined chain -of -command for
all event staff, including police and campus
security, fire, ushers, and ticket takers —
especially in terms of what to do during an
emergency
• Encourage patrons to report dangerous
situations
• Conduct lawful but effective search and
seizure
• Establish and enforce legal capacity limits for
each event set-up
• Constantly check for and remove dangerous
obstructions to allow for successful
emergency exiting and evacuations
• Stay in control of the stage and the attraction
• Allow only those with floor tickets on the floor
• Keep all aisles clean
• Be sure the PA system works well; when
necessary, override the show sound system
• Do not turn off the house lights completely
SECURITY SPECIFICS
Security Procedures
OVG360's operations manual details specific
security procedures, including:
• Coordination with police
• After-hours lockdown
• Monitoring of recording cameras
• Shipping and receiving management
• Radio communications during each event
• Command post procedures and protocol
• Arrest and eviction policies
• ID system/access control
• Control and security of fixed asset inventory
• Customer service for security staff
• Security staff role in accident prevention and
incident reporting
• Policy regarding peer group/stage and
backstage security for concerts
• Posting of house policies
• Policy regarding search and seizure
Event Stoffing
OVG360 assumes full responsibility for all
aspects of event management. An event manager
is assigned to each event and is responsible for
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overseeing the coordination of staffing, security,
customer service, safety, and all other aspects of
event management.
Staffing for each event depends on factors
such as the promoter's/planner's requirements,
show specifics, expected attendance, and guest
expectations. OVG360's guidelines for event
staffing are part of our proprietary operations
manual.
Event ond Crowd Monogement
Our commitment to providing superior customer
service means creating and maintaining an event
atmosphere where everyone gets maximum
satisfaction in a safe setting. Our planning and
staffing will focus on the following responsibilities:
• Building design
— Public areas
— Performance maintenance
— Service area
— Support/personnel area
• Life safety issues
— Building and fire codes
— Emergency procedures
— Coordination with higher levels of security
personnel
— Coordination through appropriate channels
with the Office of Homeland Security
• Event planning and production
— Production meetings with tenants and
promoters
— Production minutes
— Event reports
— Incident reports
— Event security task force meetings
— Event research
• Security and event staffing
— Well -trained switchboard operator
PREVENT ADVISORS
OVG's security division, Prevent Advisors, is the
industry leader in providing security programs
and services to limit any gaps or issues with
their security operations. These programs
identify vulnerabilities in the overall security
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apparatus from an independent, experienced venue security professional. By identifying vulnerabilities,
organizations can find solutions to issues before an incident occurs. One way of doing this is with a Red
Team Assessment.
Red Team Assessments are a quick and efficient way for organizations to understand the effectiveness
of the security measures they put into place on event day or normal business operation. The
assessments are unannounced audits performed by experienced venue security professionals who
evaluate the security apparatus of the venue by testing the security measures. Red Teams are currently
being utilized by organizations such as the NBA, NHL, and select MLB teams and can be used by arenas
to assist with Safety Act Certification.
NYLON X63.11 01:1.*1
OVG360 utilizes a computerized maintenance management software (CMMS) system for work orders.
This system allows us to track every work order and update records on its progress as the work order
is assigned to individual employees. With our CMMS system, users have the ability to track the process
of work order requests. This system also allows us to track the amount of work orders for each building
which helps us design a better preventative maintenance schedule reflective of work order trends.
There are no limits to the number of accounts and users that our clients choose to create, and each user
will have the ability to request work orders. Once the work orders are requested on the CMMS system,
the user will be able to keep track of the work orders which were approved and determine, which
employee will be responsible for each work order. Alerts tracking progress on each work order and their
completion are also made available to OVG360's clients.
6.C.2. SUBCONTRACTED SERVICES
We regularly engage third -party contractors when it's cost effective to do so. The decision to subcontract
services depends on factors unique to the market, including the availability of quality part-time labor, the
competitive nature of the subcontracted services, and the ability of contractors to provide specialized
services. When subcontracting services, we always prefer to hire local vendors, thereby supporting the
local business community.
CONTRACT NEGOTIATIONS
When negotiating contracts for major services, we first prepare an RFP that clearly delineates a scope -of -
services and the likely contract price. We evaluate the submitted proposals based on local conditions, as
well as benchmarks we have for similar services in our other managed venues. We then negotiate with
the bidders to ensure that the services provided are the best value for our client.
Examples of subcontracted services include internet services, pest control, elevator/escalator repair/
maintenance, fire suppression system maintenance, landscape maintenance, and more.
WORKING WITH LOCAL, CERTIFIED MINORITY AND WOMEN -OWNED BUSINESSES
As mentioned earlier in this response in Section 4.C. Diversity Plan, we look forward to working with local
certified minority and women -owned businesses as part of our GRC operation. Examples of our success
in other similar venues have been provided on the following page.
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DUKE ENERGY CONVENTION CENTER, CINCINNATI, OH
OVG360's diversity commitment at the Duke Energy Convention Center is developed in conjunction
with the City in compliance with their SBE requirements and is organized into four focus areas: supplier
diversity, employment and development, community investment, and venue usage. Our team works with
the City and our local consulting firm, Ellington Management Services, to seek out minority businesses,
vendors, suppliers, and talent. We also generate information for newsletters, develop information from
surveys, and notify other organizations and agencies that provide service to minorities. At the DECC, our
minimum inclusion requirement for S/M/WBE subcontractor work is 30%. We regularly exceed this goal
and consistently record an annual inclusion rate of over 50%.
GREATER RICHMOND CONVENTION CENTER, RICHMOND, VA
The Greater Richmond Convention Center has a designated SWaM (small, minority -owned, and women -
owned businesses) goal of 50%, which is reported on monthly to our client as part of our financials. Our
recent annual results in achieving this goal have continually exceeded 50%.
SUSTAINABLE OPERATIONS
Oak View Group proudly leads the way in public assembly facility sustainability, and the responsible
stewardship of our environment is a core value of OVG360. We recognize the increasing importance
of operating venues that are environmentally friendly, and we are already the world leaders in this area
for large public assembly venues. We are committed to operating the GRC in a manner that is highly
sustainable and limits any harmful impacts on the environment while providing maximum benefits to the
local community.
ESG-Driven Practices
We actively encourage and equip our leadership and employees at our operated venues to institute
Environmental, Social, Governance (ESG) driven practices.
Environmental practices include reducing resource consumption and the
amount Of waste going to landfills.
ENVIRONMENTAL - Energy & Carbon emissions reduction
• Water& Waste
• Air Quality
Social practices include health and wellbeing -focused solutions, such as
indoor air quality measures and programmingfor local social impact.
SOCIAL - Local Procurement
• Diversity Equity & Inclusion
• Health & Wellbeing
Governance practices include employee training, diversity and inclusion,
and proactive, resilient management solutions
GOVERNANCE - Sustainability-cl riven Networks
- In -venue Branding Campaign
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN *VG
360
ESG-DRIVEN PLAN FOR THE GRC
Below and on following pages, we have provided detailed information regarding our proposed approach
to implementing an ESG-driven program at our operated venues. If selected as your partner, we will look
to facilitate a sustainability workshop to align on a set of commitments and integrate sustaina bility-cl riven
decision -ma king.
ENVIRONMENTAL PRACTICES
ENERGY & CARBON EMISSIONS REDUCTION
• Prioritize on -site and then off -site renewable energy generation
• Install energy -efficient lighting fixtures and optimize natural light to reduce energy demand for
interior lighting
• Coordinate retro-commissioning periodically to ensure building systems are running at maximum
efficiency
• Develop a plan for public transportation access and local walkability, where possible
• Ensure compatible technology is available for virtual meeting platforms to ensure global connectivity
and reduce unnecessary travel
WATER
Install low -flow bathroom and kitchen fixtures to reduce water consumption during peak occupancy
Hands -free bathroom fixtures, hand dryers and paper dispensers to reduce energy, water, and
supplies
WASTE
• On -site recycling, composting, and food waste bins used to reduce food waste and landfill waste
• Utilize biodegradable compostable packaging, cartons, and cutlery if disposables are unavoidable.
• LED electronic signage to minimize paper use, while avoiding high-energy consumption
• Install recyclable carpeting, cut into removable sections to reduce waste when maintaining a stain or
damage
• Install water fountain/filling stations to avoid single -use plastic water bottles
AIR QUALITY
- Advanced cleaning procedures are critical to a venue's overall sustainability plan and play a large
role in protecting the indoor air quality of a space, both to ensure a healthy environment for people
and also to reduce the environmental pollution inside and outside. Practices may include:
— Trap and remove dirt and pollutants before visitors enter a building through proper entryway
management
— Establish procedures to minimize particles of dust and chemicals in air to maintain indoor air quality
— Properly utilize chemical management systems for accurate dilutions that maximize cleaning
efficiency and minimize waste
— Properly apply disinfectant in restrooms by following the proper dwell time
— Ensure that waste materials are removed and separated appropriately
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN *VG
360
SOCIAL EFFORTS
LOCALPROCUREMENT
• Local laborers and employees are always prioritized in hiring process
• All products for operation are procured locally, where possible
• Menu ingredients are sourced locally
DIVERSITY, EQUITY & INCLUSION
- We have outlined our approach to DE&I earlier in this Response in Section 4.0 Diversity Plon. We
look forward to working with local certified minority and women -owned businesses as part of our
GRC operation.
HEALTH & WELLBEING
• We offer vegetarian, vegan, gluten -free, dairy -free, nut -free customized menu options to be inclusive
of common food sensitivities
• We promote good hydration via free, accessible water fountains
• We promote active design and movement throughout the space, including utilizing staircases, where
possible
• We encourage hydration with free water service for all meetings and events
GOVERNANCE STRATEGIES
SUSTAINABILITY-DRIVEN NETWORKS
OVG360's on -site team often includes a "green team", comprised of employees from a variety of
positions within the venue who are passionate about sustainability. These individuals are available to
represent the venue in local municipal sustainability networks, for sustai na bil ity-d riven local events, and
in partnerships with local sustainability-mincled nonprofit organizations.
IN -VENUE BRANDING CAMPAIGN
Communication is key in achieving a sustainable program, and it is important to convey our initiatives
to any visitor entering your venue. To accomplish this, OVG360 would propose implementing a
comprehensive sustainability campaign. This could range from murals on selected walls, to colorful
signage and displays, to biophilic green walls, to interactive activations and educational opportunities.
We often pair these opportunities with a like-minded corporate partner, who may be interested in funding
or sharing their sustainability story within and around the facility.
COST CONTAINMENT
We hold ourselves accountable for cost containment at the facilities operate. We do this by establishing
and tracking detailed energy consumption baselines for each utility, negotiating favorable utility rates to
develop conservation programs, and working with building management software providers to improve
efficiencies and lower operating costs. We account for necessary maintenance, repair, and capital
improvement projects; we test our electrical systems and components to ensure they're operating at
peak efficiency; and we explore alternate energy sources and cost -reduction programs.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
0 Y AL
'' I , rous
7. 1
VALIDATING PROACTIVE, IMPACT -DRIVEN OPERATIONS
OVG360 has launched an industry collaborative sustainability program and service called GOAL
(Green Operations & Advanced Leadership), which aims to heighten environmental awareness and the
daily actions taken to make the venues we manage more environmentally friendly. GOAL focuses on
environmental sustainability, health and wellness, and equity and social justice in our venues and in our
communities.
Inspired by the industry -leading work at OVG owned -and -operated Climate Pledge Arena, the home of
the NHUs Seattle Kraken and WNBAs Seattle Storm, and the world's first and only Carbon Zero Certified
arena, the GOAL membership portal is powered by customized software developed in collaboration with
Amazon Web Services (AWS). Member venues have the opportunity to track their performance against
scientifically backed standards in environmental and social categories such as energy and water use,
greenhouse gas emissions, biodiversity, indoor air quality, health and wellbeing, and even social impact,
such as diversity and inclusion programs.
The GOAL Standard also includes opportunities to build a customized roadmap toward venue -specific
values and locally relevant needs, ultimately leading to validated recognition of continuous improvement.
Most critically, GOAL will support the city of Dubuque in identifying a baseline in energy, water, and
waste consumption data and will provide tactical solutions to reduce that consumption over time. All
tools and resources built by GOAL are available in a central 'Library of Resources,' which is a searchable
database for everything from template contract language to sample checklists, to best practices and
case studies. The cloud -based portal will equip users with the opportunity to chart progress and publicly
report sustainability-cl riven metrics to showcase reduction efforts described above.
Most on -site OVG360 teams currently chart consumption
in offline spreadsheets and manual trackers. While this is
above and beyond the operations of other operators, we
propose that GRC integrates GOAL to elevate this critical
measurement function for continuing to build a successful
sustainability roadmap and to implement positive impact.
MCLENNAN DESIGN
*VG
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OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
6.D. TRANSITION PLAN
*VG
360
ONBOARDING OVERVIEW
OVG360 takes pride in our best in class onboarding processes and procedures. Our Business
Development and Client Experiences department —which is responsible for onboarding all new clients —
facilitates seamless and efficient transitions. Our proven onboarding program, paired with our ongoing
operational support plans, is designed to deliver memorable experiences for clients, employees, and
customers.
Ultimately, our success in onboarding is derived from maintaining the delicate balance of employing our
powerful corporate resources as part of a customized and comprehensive plan, specifically developed
for the GRC and focused on your individual goals, objectives, timelines, and any and all other unique
factors.
THE ONBOARDING PROCESS
OVG360 has the most thorough onboarding program of any company in the industry. Once we receive
notice of a contract award, our Client Experiences department triggers a comprehensive work plan
across 20+ different functional teams (finance, payroll, marketing, etc.) to prepare for the critical "Go
Live" date. Throughout the onboarding process, Carrie Jackson, your DGM, has full access to our Client
Experiences department. This team coordinates all aspects of this critical process, ensuring that the
GIVI, DGM, and any other key team members are equipped with the proper resources for a successful
transition.
Each OVG360 transition begins with a "kick off" call, during which we educate our onboarding team
about our new client account. Participants include leaders from every functional department that will play
a role in the onboarding process. We then begin a thorough review of needs, obstacles, and timelines
for each depa rtment—u Iti mate ly beginning to develop our customized Onboarding Plan. Once our
contract is signed, field and headquarters teams work together to effectively and efficiently activate the
new account. While in an ideal scenario there are 60-90 days to onboard a new venue, our team has
experience in successfully onboarding venues in 30 days or less.
Finally, OVG360's network of venues allows for extensive benchmarking and analysis. On an as needed
basis, functional experts will be sent on -site to review and assess current strengths and weaknesses of
the venue's operations, including everything from facility maintenance, to financial reporting procedures,
to staff qualifications, and even utility expenses.
ONBOARDING CURRENT EMPLOYEES
When OVG360 assumes management responsibilities for you, we're notjust working with a new
venue; we're working with new people —your people. We understand that the transition phase can be
an unsettling time for your current employees. OVG360 has extensive experience with transitioning
employees from the public sector and other private management firms. In every transition, our first
priority is simple: putting current employees at ease.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
We treat all current employees with fairness, honesty, and empathy, easing them through the transition
process by providing thorough explanations and complete transparency each step of the way. We also
ensure that an OVG360 HR representative is on -site throughout the entire transition, further facilitating a
smooth process for everyone involved.
THE EMPLOYEE ONBOARDING PROCESS
Our team will conduct introductory group meetings with full-time employees to explain our benefits
program and provide general information about our company, our culture, and our operating philosophy.
Next, our team will conduct on -site one-on-one meetings with current employees. Those interested
in joining OVG360 will be asked to complete an employment application and submit a currentjob
description. Our Talent Acquisition team and corporate leadership for each respective function
will conduct interviews with every applicant, from operations and maintenance to management.
Management staff members who join OVG360 may hire or retain full-time employees of their respective
departments.
Part-time staff may be hired without an interview, subject to a three-month review. They will be required
to complete an employment application/any applicable screenings. Finally, our human resources team
will meet with all hired full-time employees in a group setting for benefits enrollment, completion of new -
hire paperwork, and orientation. Our HR team will also:
• Finalize the management organization chart/staffing plan
• Revisejob descriptions, as needed
• Assist OVG360 managers in filling appropriate job vacancies
• Develop effective labor relations with existing bargaining units, as needed/appropriate
THE ONBOARDING PLAN
OVG360's proprietary Onboarding Plan has over 800 line items, ensuring that no detail is overlooked.
This comprehensive Onboarding Plan serves as a checklist that is prioritized, time -sensitive, and
categorized by department —outlining responsibilities to be fulfilled by our corporate support teams,
functional area leaders, and the on -site staff. Each task description includes timing for completion as well
as warning dates by when critical tasks must be completed to ensure a successful day one.
Regular calls and meetings are held throughout the process to review progress made on the Onboarding
Plan. During each call, updates are provided and immediate priorities are reviewed. We focus on
celebrating successes and developing solutions for any obstacles at hand. Discussion points from
the call are included in a weekly status report, which is utilized to facilitate communication across our
onboarding and executive leadership teams while leveraging post -call momentum to continue to focus
on key tasks. A sample of our proprietary Onboarding Plan can be provided upon request, and highlights
from key departments' ti melines have been provided on following pages.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
NICOLE ORLOSKY, VP, HUMAN RESOUCES
Evaluate existing employees and offer employment
TIMELINE
7 days prior to start; if not possible, day 1
Hire General Manager and new employees, if any, as
approved by the Client
GM hire — prior to contract start; Other new
employees within 15 days
Review OVG360 benefits
7 days prior to start; if not possible, day 1
Put part-time employees on payroll
Within 10 day of contract start
Review and implement Affirmative Action Plan
Immediately adopt existing AAP
Develop staff evaluations
Within first 90 days of contract start
Undertake salary reviews (full & part-time existing
employees)
Within 30 days of contract start
Develop part-time event staffing levels
Within 30 days of contract start
Develop a system for processing job applications
Within 10 days of contract start
Fill appropriate full-time vacancies
Within 30 days of contract start
Develop effective labor relations with existing bargaining
units
Within 30 days of contract start
Enroll employees in benefits package
Day 2 of contract start
Implement Performance Management Program
Within 30 days of contract start
Implement Customer Service Program
Within 30 days of contract start
FINANCE & ADMINISTRATION
Evaluate and select bank for deposit of Operating Funds
Within 1st week of contract start
Set up cash accounts
Within 1st week of contract start
Purchase accounting software
Within 1st week of contract start
Set up chart of accounts
Within 30 days of contract start
Order manual checks
Within 1st week of contract start
Order purchase orders
Within 1st week of contract start
Order invoices
Within 1st week of contract start
Establish accounting policies and procedures
Within 30 days of contract start
Establish cash management procedures
Within 30 days of contract start
Input vendor listing
Within 30 days of contract start
Format financial statements
Within 45 days of contract start
Establish event settlement forms and policies
Within 30 days of contract start
Update administrative forms, letterhead, and business
cards
Within 30 days of contract start
I I
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
I
GERI HELDRING, DIRECTOR, PAYROLL TIMELINE
Be ready for payroll transmission to the corporate office Within 1st week of contract start
Purchase computer(s)
Within 30 days of contract start
Order all forms needed for new hires
Within 1st week of contract start
Input all current employee information
Within 1st week of contract start
Design time sheet
Within 1st week of contract start
Purchase and install all necessary software, (i.e. MAS-200)
Within 30 days of contract start
Establish payroll accounting codes
Within 1st week of contract start
Install phone line for transmittal
Within 1st week of contract start
OPERATIONS
MICHAEL AHEARN, SVP OF OPERATIONS, TIMELINE
ASSISTED BY DAN RUBINO, DIRECTOR OF PROJECTS
Validate floor plan(s) for all events Immediately
Develop an overall customized operations plan
Within 90 days of contract start
Develop an emergency manual
Immediately
Obtain Master Plans for the venue
Within 30 day of contract start
Review Capital Improvement Fund and 5-Year Plan
On -going
Set schedules for part-time employee training and re-training
Within 30 days of contract start
Develop written policies for all operations departments
Within 90 days of contract start
Develop a positive relationship with Paramedics
Within 30 days of contract start
Train all part-time supervisors
Within 30 days of contract start
Inventory all existing equipment
Immediately
Develop all daily and weekly clean-up activities
Immediately
Survey all electrical panels and outlets
Within 60 days of contract start
Inventory & distribute keys/develop distribution system
Immediately
Establish necessary ADA & Safety Committees/appoint in-
house ADA and Safety Coordinator
Within 60 days of contract start
Develop a pest control program
Within 60 days of contract start
Develop a safety program and disaster committee
Within 90 days of contract start
Develop a positive relationship with police and fire
Ongoing
Review and revise admissions and crowd control procedures
Within 30 days of contract start
Review exit capacity/potential problems and solutions
Within 60 days of contract start
Implementation of computerized venue maintenance plan
Within 90 days of contract start
Conduct complete inventory of all fixed assets
Within 90 days of contract start
Review, update, implement and enforce an Emergency
Response Plan
Within 60 days of contract start
I
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
ri yr. WMA R. 7 on Wk M
MATT LASHOFF, DIRECTOR, BUSINESS DEVELOPMENT &
TIMELINE
CLIENT RELATIONS
Establish an immediate and direct line of frequent
Immediately
communication with the Client and any other
stakeholders
Develop an approval system for major decisions and
During contract negotiations
regular reports to the Client
Designation by the Client's Administrator for OVG360
During contract negotiations
Agreement
Establish measurable goals for OVG360 performances,
During contract negotiations
L-i.e., key performance indicators
MARKETING & PUBLIC RELATIONS
MARISSA DIONNE, VP MARKETING; AND BLAIR CARDINAL, VP,
TIMELINE
CORPORATE COMMUNICATIONS
Develop a marketing plan including an advertising sales
Within 90 days of contract start
coordination plan
Conduct market research and customer surveys
Within 30 days of contract start and ongoing
Review national publications and prepare a media-
Within 30 days of contract start
buying plan
Develop a public relations plan announcement
Implementation of plan within 30 days of
contract start
Create press announcement
Within 1st week of contract start
ADVERTISING & SPONSORSHIP SALES
FUREY, PARTNERSHIPS
BRYAN SVP TIMELINE
Meet with existing advertisers and sponsors Within 30 days of contract start
Attempt to standardize inventory
Within 90 days of contract start
Prepare advertising signage, sponsorship, pouring and
Within 90 days of contract start
branding rights and premium seat rate schedule
Agree on plan to pool unsold inventory and develop
Within 90 days of contract start
revenue sharing allocation system
Develop an "in-house" advertising agency
Within 60 days of contract start
Identify new sources of advertising revenue (e.g.,
Within 60 days of contract start
parking lot, outdoor marquees, reader boards,
restrooms, etc.)
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
@VG
360
rM r,, M
CARRIE JACKSON, DISTRICT GENERAL MANAGER TIMELINE
Develop and review Calendar of Events Immediately
Confirm all events/holds
Immediately
Review current and proposed contract (Event License
Within 60 days of contract start
Agreement) forms
Review event files and confirm executed license
Immediately
agreements
Establish positive and cooperative relations with
Immediately
promoters
Review all event revenue streams (i.e., concessions,
Immediately review - gradual results
ticketing, sponsorships, merchandise, etc.) to increase
revenues
Maintain/improve upon current relationships with
Immediately
established venue users
Attempt to open up the Venue to as many outside
Immediately
promoters as possible
Focus on booking concerts, performing arts events,
Immediately
family shows, conferences, meetings, banquets, parties,
light trade hows and other special events
Review "Meeting Planner Guide" with the CVB
Immediately
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN *VG
360
6.E.FINANCIAL PLAN
6.E.1. MINIMIZING EXPENSES AND MAXIMIZING REVENUE
MINIMIZING ANNUAL OPERATING EXPENSES
As part of our approach to maximizing the bottom line for our clients, OVG360 takes all necessary
steps to minimize annual operating expenses. However, efforts to minimize annual operating expenses
should be taken with a long-term plan in mind as well as annual goals. OVG60 will work with the
City of Dubuque to develop both short-term and long-term strategies to minimize annual operating
expenses. This will include implementing proven industry systems that include consistent application,
measurement, and evaluation of results. Every facility and its related operations are different and
requires a customized approach to maximize its efficiency.
Examples of OVG360's efforts to minimize annual operating expenses include:
• Annual review of third -party service contracts based on effectiveness and efficiency
• Evaluation of preventative maintenance program through summary data reports
• Physical inspection of facilities
• Review of staffing levels and performance
MAXIMIZING REVENUE
Spectra regularly assumes management of facilities with operating subsidies. We have had tremendous
success in reducing these subsidies on behalf of our clients through streamlining operations, minimizing
operating expenses, more effectively selling and marketing the facility, generating historic levels of
sponsorship revenues, and reengaging with event promoter who, in some cases, have never booked the
facility/haven't in years.
We are confident in our ability to make a significant improvement to the bottom line at the GRC utilizing
similar methods.
11111111 1111 11111111 19 LAT
As requested by the RFP, our projected budgets for the GRC have been provided as a separately sealed
enclosure to this Response marked "Management Services Financial Proposal."
6.E.4. CAPITAL IMPROVEMENTS
OVG360 will develop and provide to the client an annual capital replacement plan as part of the budget
process. Generally, any items below $5,000 are part of OVG360's operating budget, while items over
$5,000 are part of our normal reports, which segment capital improvement projects into three classes:
• Health- and safety -related
• Cosmetic- and replacement -related
• Revenue -generating and expense -reducing
We will work closely with the City of Dubuque to finalize agreed upon policies and procedures for
approval, billing, purchasing, and letting of contracts. These terms will be finalized in our Grand River
Center Operations Manual.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
6.E.5. OVG360'S APPROACH TO ANNUAL FUNDRAISING
@VG
360
As owners and operators of venues, OVG understands the importance of revenue generation and
prioritizes the effort in our management approach. For the GRC, we believe there are two significant
opportunities that will drive more revenue for the center and the city:
1. New event inventory from our Content Development and Private Events Division
2. Monetizing of GCC assets through our Global Partnerships Division
Our Content Development & Private Events division specifically focuses on innovative private functions,
major corporate events, and content development across the OVG360 universe of 200+ arenas,
stadiums, and convention centers. Specifically for GRC, we have identified the following content
development services:
• Partner with GCC to identify content priorities that best serve the local and visitor community
• Source and drive revenue through new content opportunities
• Identify, and co-clevelop, tentpole events
• Increase national and international sales and marketing reach
• Provide best -in -class resources and support to surpass industry standards
GRC will also benefit from the service of OVG Global Partnerships, our naming rights and sponsorship
division solely dedicated to connecting world -class entertainment properties with world -class brands
who want to build and communicate a compelling story to their customers through live entertainment.
OVG Global Partnerships will utilize its experience to customize a go -to -market strategy to maximize
revenue for GRC.
Our approach for GRC is to reimagine the current environment with the goal of increasing revenue
for both the venue and its clients by executing a plan to Build a Brand, Create Engaging Marketing
Platforms, Capitalize on Emerging Trends, and Prioritize Solutions for brands and shows.
Our view is that the current operation is not focused on non-event revenue generation and is not
addressing industry trends or client needs. Therefore, the GCC is missing out on key revenue streams.
Our 4-step plan will be to focus on building a partner program to maximize revenue.
#1: BUILD A BRAND
Effective sponsorships are based on brands reaching consumers that have an emotional connection
with a property. There needs to be a story that resonates with attendees and the surrounding
community. If you walk around the convention center today the walls are barren. While visitors are in
the building, there is an opportunity to promote Dubuque. We will create a brand and story that we can
tell prospective sponsors that exemplifies the city and showcases how the GRC is an integral part of
the region's economic development throughout its history to today as a major hub for companies in the
automotive, tech, and R&D development industries.
#2: CREATE ENGAGING MARKETING PLATFORMS
OVG Global Partnerships will develop advertising inventory that today's sponsors demand to effectively
reach attendees and convey their marketing messages. The venue doesn't adequately provide these
offerings today.
- Naming Rights - Upon approval from the city, OVG will develop a naming rights partnership for the
venue and approach the market.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
&MANAGEMENT PLAN
- Interactive Areas - We will create activation
areas that may be sponsored. Activation
areas will be designed in open spaces and
walls with the intent to Build the Brand
Promoting Dubuque and enhance the guest
experiences. Activations could include art
installations, interactive kiosks, educational
displays, and guest amenities could include
business centers, Wi-Fi areas, charging
stations, or a branded terrace.
Digital Signage Network - OVG Global
Partnerships will recommend a digital signage
infrastructure to include new video screens
and digital signage around the facility to be
used for messaging to guests and sponsor
messaging, as well as new outdoor marquees.
The digital signage is a critical offering
to provide partners the ability to change
marketing messages to varying audiences or
during specific times of the year. The digital
signage can be sold to venue partners or
rented to shows who can resell to their own
partners for new revenue streams.
#3. CAPITALIZE ON EMERGING TRENDS
The convention center industry is experiencing
a movement towards commercialization over
the last five years, ranging from the installation
of digital signage and sponsor -branded areas
to facility naming rights. There are now a dozen
markets in North America that have sold naming
rights to their convention centers including
Detroit, Des Moines, Memphis, Sacramento,
Cleveland, and Cincinnati. OVG Global
Partnerships has recently been hired in major
markets to help guide and sell facilities including
Louisville's Kentucky International Convention
Center, the Walter E. Washington Convention
Center in Washington, DC, and the Miami Beach
Convention Center in Miami Beach. We will
continuously deploy the best practices we learn
across the industry to benefit Dubuque and make
sure the venue stays ahead of industry trends so
it may exceed client expectations and maximize
revenue opportunities.
@VG
360
#4 PRIORITIZE SOLUTIONS FOR BRANDS
ANDSHOWS
Operating with a focus on generating new
revenue streams starts with changing a mindset
and requires a team dedicated to meeting the
needs of both consumer brands and the shows
that rent venues. OVG Global Partnerships has
a team of 150 sponsorship sales professionals
across North America, led by experienced venue
executives who are dedicated to finding solutions
for brands that generate revenue for our facilities.
We recognize that both venues and shows are
looking for ways to generate new revenue and
that our venues will only succeed if the events
we host succeed. Many shows also sell their own
corporate sponsors. The GRC needs to provide
amenities for its shows to make more money
to be more competitive with other venues and
keep pace with industry trends as it is quickly
becoming the expectation of event and meeting
planners.
By executing our suggested approach creating
the marketing platforms outlined, including the
digital signage network, the GRC can offer both
brands and shows an attractive solution to meet
their needs. The GRC can have confidence that
it is being led by a sponsorship team with proven
experience, as OVG Global Partnerships is widely
recognized as the world leader in venue and
naming rights sales with over $1.513 in sales and
12 naming rights secured over the last two years.
6.F. COMPENSATION
PROPOSAL
As requested by the RFP, our compensation
proposal has been provided as a separately
sealed enclosure to this Response marked
"Management Services Financial Proposal."
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
TECHNICAL STATEMENTS @VG
360
TECHNICAL STATEMENTS
UNDERSTANDING OF FINAL AGREEMENT TERMS
OVG has read and understands Appendix D — City of Dubuque Contract Terms and Conditions (the
"Contract Terms and Conditions") and agrees to include the clauses that are listed in Appendix D in the
final Agreement, with the exception of any areas for negotiation/exceptions noted at the end of this
section.
INSURANCE REQUIREMENTS
OVG360 is able to meet the City's insurance requirements for professional services.
LITIGATION AND DISPUTE DISCLOSURE
While Global Spectrum L.P. d/b/a OVG360 is currently (or has in the past) been involved in various
matters of litigation, each such matter is routine and "in the ordinary course" of the company's business,
and none, whether taken individually or collectively, would prevent or otherwise affect the company's
ability to perform the services being bid.
PROPOSED SCHEDULEMMELINE
Earlier in this Response in Section 6.D. Tronsition Plon, we have provided a proposed schedule/timeline
for transition to our services. We are confident in our ability to transition to our services by the City's date
of April 1, 2023. As indicated in our plan, our needs from the City will be proper access to current records
as it pertains to event and service contracts.
PROPOSAL TIME -FRAME
Proposals will be valid for one hundred twenty (120) calendar days from the proposal closing date.
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
EXCEPTIONS
EXCEPTIONS
@VG
360
OVG360 looks forward to the opportunity to negotiate a contract for operation of the GRC. We have
listed our exceptions to the terms outlined in the RFP and its associated documents below, which we
would look to negotiate should we be awarded this opportunity.
Scope of Services. F. Regarding terms in the "Equipment Repairs and Maintenance" and "Maintenance
and Service Contracts" provisions, note that OVG360 would not be responsible for funding any costs or
repairs at the venue. Any repairs (or facility expenses) would be funded by the city through the operating
budget.
Assignment. We should be permitted to assign the agreement in connection with a sale of all or
substantially all of our assets or equity interest, and to any affiliate where such assignment is intended to
accomplish an internal corporate purpose and would not materially and substantially alter the method of
delivery of services to the city.
Contract Documents. We prefer that the final agreement be the only document governing the parties'
following negotiations, as including the entire RFP and our entire Response opens the door for various
conflicting provisions. We are happy to incorporate specific portions of the RFP and our response during
negotiations, however the full final agreement should represent the only document governing the parties
going forward.
Disputes. In the event of dispute, we take exception to the city's ability to unilaterally suspend payments.
Instead, we request this be framed as a normal breach/cure period termination right. If either party is
in breach, notice would be issued with at least a 30-day window to cure. If the party fails to cure, then
there would be a right of termination for the non -breaching party. We take exception to the city's ability
to charge us for additional costs incurred by the city (or us) because of our failure to continue providing
services despite any ongoing dispute.
Indemnification. Indemnity should be limited to third -party claims and should only apply to claims arising
out of our breach of the agreement or by our gross negligence or willful misconduct. Furthermore, any
indemnity we provide should be limited to the extent any claim arises out of any acts or omissions by
the city or its employees or any pre-existing conditions at the facility (including structural or construction
defects).
Warranties — Work. We take exception to our responsibility for "all damages to property or persons as
a result of the firms acts, errors or omissions." We would agree to a reasonable indemnity, as described
above, but should not be liable for anything that occurs on the property. We also take exception to our
responsibility for all services and our financial liability to the extent "corrective services" are necessary. If
we are negligent in our provisions of services, we would be liable through indemnity but should not be
wholly responsible.
Warranties — Intellectual Property. All representations about the materials and services we provide
should be made "to the best of our knowledge".
OVG360 Response - City of Dubuque, Iowa
Grand River Center Conference and Education Center Operations Management Services REP
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GRAN�D R+I�UER N%a,TE�R
Operations
Management
March 20, 2023
H I STORY
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CITY COUNCIL HIGH
PRIORITY
910MID
Qualified
professional
management firm
capable of providing
a full range of
comprehensive
management
services with a well -
proven track record
of services consistent
with a first-class
conference and
education center.
• Maximize direct spending benefitting the Dubuque economy.
• Maximize economic impact with a mix of events increasing overall
utilization
• Develop and implement initiatives to penetrate new markets and
attract new events and activities
• Partner with Travel Dubuque, hotels and motels, and tourist
destinations
• Provide superior service and maximize customer satisfaction
• Partner and enhance relationships in community to attract and
retain city wide events including national, international, trade
shows and meetings
RFP SUBMISSIONS
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• Aggressive approach to sales and marketing
. Dedicated food and beverage approach
• Partnership-driven approach
• Revenue generation through sponsorship
sales
• Focus on sustainability
• Commitment to diversity, equity, and inclusion
• Excellence in transition
Dedicated Convention
Center Division
*VG
Accessible Leadership 360
��, Extensive Employee Network
�, Shared Resources
Best Practices and Standard Operating
Procedures
Comp Set Analysis, Pricing &
Yield Management Strategy
�, Enhanced Industry Presence
OVG Hospitality Support — Staffing,
Pricing, Menu Development, Purchasing
DEDICATED CONVENTION CENTER DIVISION
NETWORK OF RVPS & DGMS
NETWORK OF SUBJECT MATTER EXPERTS
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239 venues
59 conv. centers
OVG
Hospitality
GRAND RIVER CENTER
331 clients
55 conv. centers
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OVERLANE PARK
K A N S A S
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SAINTICHARLES
10
Initial term 5 years,, 5-year renewal potential
Management fee
9 $150,000 per year (subject to CPI each year)
Revenue incentive
* Event revenue benchmark $1.8 million
* 20% incentive if over benchmark
* Renegotiated annually
* Never less than $1.8 million
Qualitative Incentive- up to $25,000 each year
* Customer Service Surveys — a c h i eve m e nt of a n 80%
positive response rate
• StakeholderlTenant Relationship — positive reviews
from Travel Dubuque
• Repairs and Maintenance — FF&E quarterly review and
walkthrough
• Community Involvement — community engagement
through initiatives, outreach, and community -centric
approaches.
• Economic Impact -Focused Sales and Marketing - new
sales and marketing approach of attracting unique
events and regional/national meetings and/or
conventions to the GRC1 sale of Commercial Rights,
positive economic impacts
• Revenue Incentive (revenue incentive +qualitative
incentive) capped
• shall not exceed the annual fixed management fee
paid
• OVG will receive 20% of all commercial rights revenue
• OVG provided a financial contribution to the
partnership
• OVG investing a capital contribution of $300,,000
* Budget very different in former agreement
Specific expenses were budgeted for related to the
agreement which totalled in FY 24 $381,998 related
to management agreement expense (FY24)
Stub Year Budget
9 April 1-June 30, 2023 (3 months)
* Full Year Budget — FY 24
9 July 1, 2023 - June 30, 2024
* During budget anticipated new agreement in FY24
• Budgeted $381,,998 expenses related to current
agreement
• Budgeted $106,391 for a potential management fee
• Budgeted $370,000 for first year transition costs and
potential incentives
9 Available funding equals $858,,389
* Negotiated full year budget is $691,,230
First year transition budget is the highest with the third
year as the normalized year.
THE BUDGET
Agreement budget
subsidy
Funding available
in current FY23 and
proposed FY24
budget
Stub Year
(April -June,
2023
FY 24 Year
(July 2023-
June 2024)
TRANSITION
Go LIVE - March 31
12:01 a.m.
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Platinum Hospitality
Group
III ILI bILM, I � will Ll I wqw RFP Committee
1N., &kIVERT0,1ENTER
Dorsey & Whitney
LLP
Jason Lehman,
Assistant City
Attorney
Bill Krueger, Senior
VP, Conventions,
Sports and Leisure
International (CSL)
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