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Request For Proposals - Food Services - National Music Centre


 
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Header

  Reference Number PR297987
  Solicitation Number NMC RFP FR 01-01
  Buying Organization National Music Centre (NMC)
  Source ID PP.CO.AB.761377.C78972
  Associated Components Yes
  Non-disclosure Agreement Not required.

Dates

  Published 2014-06-03
  Revised 2014-06-06
  Closing 2014-07-31 12:00 PM Mountain Daylight Saving Time MDT

Details

  Opportunity Access Open
  Category Food
Custodial Operations and Related Services
  GSINS K102B: FOOD CATERING SERVICES
K102BA: FOOD CATERING SERVICES
N89: Food (Subsistence)
V502CA: ACCOMMODATION AND/OR FOOD SUPPORT SERVICES
  Region of Delivery Alberta
  Agreement Type
  Tender Type Request for Proposal (RFP)
  Estimated Value
  Pre-bid Meeting Not Applicable
  Site Visit Not Applicable
  Bid Security Required No
  Deadline for Bidders' Questions 2014-07-24

Notice Description

  Request For Proposals - Food Services - National Music Centre

Summary
NMC is seeking to enter into a long-term contract for food services with a qualified operator who will:
1) Develop and manage the King Eddy bar and restaurant
2) Develop and manage a coffee and retail shop, and associated temporary food services for NMC visitors
3) Provide catering services for a wide variety of events, both NMC events (internal) and rentals to third parties (external)

The food and catering services will complement the NMC experience for patrons and visitors to the public spaces and must also support the experience of the King Eddy bar.

The King Eddy Hotel (originally constructed in phases between 1905 and 1910) – affectionately called “The Eddy” – has been deconstructed and will be reconstructed on its original site as part of the new NMC facility currently under construction in Calgary’s East Village. NMC wishes to recreate the “spirit of the Eddy” – its originality and authenticity, its raw energy and edginess – that captures the unique music and bar experience that was the “reputation” of “The Eddy”.

Introduction
Eligible proponents are invited to submit proposals for the provision of the services as specified in this RFP. This RFP will be conducted with the objective of maximizing the benefit to the National Music Centre (NMC), while offering proponents a fair and equitable opportunity to participate.

Eligible proponents are advised to pay careful attention to the wording used throughout this RFP. Failure to satisfy any term or condition of this RFP may result in an unacceptable proposal.

Subject to the amendments specified below, the RFP Administration Terms and Conditions in Appendix A form part of this RFP. Eligible proponents are deemed to have accepted the RFP Administration Terms and Conditions by submitting a proposal.

About the National Music Centre
The National Music Centre gives Canada a place that amplifies the love, the sharing, and the understanding of music. Its vision is to become a national catalyst for discovery, innovation, and renewal through music. NMC is home to the histories and memories of music in Canada, with a growing collection of unique and iconic musical instruments and sound equipment.

Designed by Allied Works Architecture, the new National Music Centre will be a 160,000 square-foot, architecturally stunning destination in the heart of Calgary’s East Village. Located at the corner of 9th Avenue SE and 4th Street SE, it will be an iconic structure that is expected to attract 150,000 visitors annually. The “state of the art” building uses the latest best practices in exhibitions design and public programming. It will resonate with the community by way of expanded programming, including education, performance, entertainment, recording, artist incubation, and community building collaborations—both in Calgary and across the country.

The building will also incorporate NMC’s largest artifact, the iconic King Eddy Hotel and its famous bar and soon-to-be restored neon sign (the reconstructed building is being completely renovated and will meet modern standards), as well as permanent exhibitions galleries (stages), business offices, classrooms, conference rooms, and other spaces. Please see Appendix E for further details.

Across our nation, the soundtrack of Canadian culture plays daily. It connects us, creates links to our past, engages us in the moment, and awakens inspiration for the future. Music in Canada will now have a place to call home—the National Music Centre.

Visit www.nmc.ca/media for more information about the new building.

NMC Experience
For the first time, the spectrum of Canada’s enduring musical narrative will be combined with collections, programs, and inspiring spaces—allowing all of us to remember, explore, create, and celebrate the story of our music as one we wrote together.

NMC Visitor Experience
The NMC visitor experience is inspired by the music festival experience, where visitors will be drawn from stage to stage by sound and light pouring from every room. The over-arching exhibitions narrative will be driven by key themes—rather than chronology, geography or genre—creating surprising juxtapositions, and leading visitors to unsuspected and unexpected ideas, performers, and performances—which explore the story of music in Canada.

Programming
Programming at NMC is innovative, diverse, inclusive, and collaborative. NMC reaches music lovers through programs and exhibitions, including a wide demographic of people from elementary school children to professional musicians. NMC delivers programming in four streams: education, exhibitions, incubation, and performance. These streams are designed to:
• Provide original and inspiring experiences for all ages and tastes
• Showcase NMC's exceptional collection of musical instruments and sound equipment
• Draw on NMC’s rich partnerships, at the regional, national and international levels
• Provide one-of-a-kind creative opportunities for musicians, researchers and technicians 
through artist-in-residence programs

Exhibitions

The interactive exhibitions are designed to engage and enhance the visitor experience. Everything is designed to encourage visitors to contribute and connect. Curiosity will drive visitors to explore the building as they are attracted by sounds coming from the exhibition stages.

The values of NMC’s visitor experience are:
• Informal. NMC is comfortable and welcoming. Programming embraces spontaneity, 
opportunity, and self-directed learning.
• Interactive. NMC encourages visitors to play with sound and create music, to connect with 
each other, to contribute to the story of music in Canada.
• Individual. Programming is flexible and accommodating of each individual’s physical, 
emotional, and intellectual level. NMC aims to create genuine points of access and connection, 
and to foster thinking and creativity.
• Immersive. Visitors are absorbed by the activities and learning experiences being offered.
• Inspirational. Visitors leave with more questions than when they arrived and feel inspired to 
learn, create and explore music.
• Innovative. NMC will deliver unique experiences through progressive methods of delivery to ensure all visitors are engaged.

About the New National Music Centre Building
At the gateway to Calgary’s East Village, the new National Music Centre will be home to the country’s most comprehensive collection of musical instruments and sound equipment, and exhibitions about music in Canada including the Canadian Music Hall of Fame and the Canadian Country Music Hall of Fame Collection.

Special Features
• Incorporation of the famed King Eddy Hotel as a live music venue
• Rolling Stones’ mobile recording studio
• Radio station
• 300-seat performance space
• Recording and practice facilities
• Classrooms
• Distance learning studio
• Café and retail space
• Temporary exhibition space

The Design
The overall concept for the building is that of a musical instrument; the exterior will be reminiscent of instrument cases, while interior flow will be inspired by rhythm and acoustics. The inspiration for the building was drawn from Canada’s iconic landscapes—from the cadence of waves to the lullaby of lakeshores, from the silence of the prairies to the echo of the arctic, and the energy and diversity of Canada’s urban spaces.

The building pays homage to Canadian landscapes with a series of “resonant vessels” informed by the crags and canyons of the Rocky Mountains, the hoodoos of Southern Alberta, and the vast openness of the prairies creating spaces that will resonate with the sounds of NMC’s dynamic programming offerings.

For more information on events, programs, and the future of NMC please visit: nmc.ca, and for more NMC images, please visit: nmc.ca/media

Scope of Work
NMC is seeking to enter into a long-term contract with a qualified operator who will:
1) Develop and manage the King Eddy bar and restaurant
2) Develop and manage the coffee and retail shop, and associated temporary food services for 
NMC visitors
3) Provide catering services for a wide variety of events, both NMC events (internal) and rentals 
to third parties (external)
An overview of services required under each of these categories is provided below.

King Eddy Bar and Restaurant
The King Eddy Hotel (originally constructed in phases between 1905 and 1910) – affectionately called “The Eddy” – has been deconstructed and will be reconstructed on its original site as part of the new NMC facility in the west block.

NMC will reopen the Eddy bar and restaurant as part of the new facility, and the restaurant will include a performance stage. Plans are to be open seven days a week, and to offer regular live music once again. Programming at the Eddy is an extension of programming activity at NMC as a whole.

NMC will be responsible for the programming of the performance stage, however NMC will undertake the Eddy programming in consultation and cooperation with the bar operator. It is anticipated that musical performances or events will occur seven days a week (with the exception of major holidays). Proponents are encouraged to present ideas that propose an innovative and creative management style and smooth delivery for programming at the Eddy. See Section 4.2 for further information.

The design of the Eddy space, including the stage, will be developed by NMC working together with the selected proponent. It should be noted that the NMC has in its possession artifacts that were preserved for reuse in the new space. RFP respondents are encouraged to provide ideas on ways that NMC’s programming would be complimented at the King Eddy. See Section 4.2 for further information.

Coffee and Retail Shop
In the east block of the new facility, there is provision for a coffee and retail shop to serve the needs of the visitors during the public hours for NMC. The food offerings are expected to be light fare (such as coffee/tea/other beverages, soup/salad, etc.) and should include vegetarian and kid-friendly options. The design of the space, including its retail component, will be developed by NMC working together with the selected proponent. It is also expected that temporary light fare and coffee services could be offered on the fifth level of the East Block during high visitor periods – on weekends, during the summer and holidays periods, and the Calgary Stampede and other Stampede park events.

Catering Services
Catering for events and activities that may be hosted by NMC (Internal Catering) and catering for facility rental clients (External Catering) will be included in this contract on an exclusive basis. There will be a modest number of annual discretionary exceptions to that exclusivity, and there may be additional exceptions related to ethnic catering requirements that are not possible or practical for the operator to provide.

NMC will offer multiple venues, of varying sizes and configurations, for a range of events that will require food and licensed beverage catering services within the new facility. With an active and aggressive marketing campaign to be directed by NMC to solicit rental clients and program partners, it is anticipated that the catering component of this contract will be substantial. A brief overview of venues within NMC that will be used for Internal and/or External Catering events is provided in Appendix D.

Some restrictions will apply to rental client events, in terms of timing and location. For the most part it will not be feasible to stage private functions in NMC’s exhibition and education spaces during public hours (there will be exceptions to this rule and the selected operator will negotiate with NMC as required). However, it is anticipated that most rental clients will be seeking a venue for evening events, and, notwithstanding NMC policy restrictions, each rental request will be given due consideration on individual merits.

NMC will offer unique opportunities for facility rentals for corporate and other events. The 300 seat theatre will be programmed by NMC with musical and other events; however, it will also be available for private events: the seating is retractable and it will be possible to use the space in a variety of ways, at times in combination with other spaces, such as the lobby and “stages” (exhibition galleries).

The entire east block can also be available for private events with access to the “stages” as part of the offering.

Facilities in the west block, such as the classrooms, conference rooms, and King Eddy rooftop terrace (weather permitting) together with the adjacent internal “commons” support space, can be used for corporate training, private receptions, and potentially weddings. See Appendices D and E for further details.

NMC will have dedicated staff responsible for negotiating the contract for events with individual clients; if there is a food and beverage element to the event, the client will negotiate with the food services operator. However, the client will receive one contract and pay one bill to NMC.

Operating Framework
NMC has established the following operational parameters to serve as a framework for working with the successful operator. However, note these are subject to change, and may be informed by the successful operator.

Opening Hours
Tentative public hours are as follows:
High Season: May 1 to Thanksgiving
• Monday, Tuesday, Wednesday, Saturday and Sunday: 9:00 a.m. to 6:00 p.m.
• Thursday and Friday: 9:00 a.m. to 9:00 p.m.

Low Season: Thanksgiving to April 30
• Tuesday, Wednesday, Saturday and Sunday: 9:00 a.m. to 6:00 p.m.
• Thursday and Friday: 9:00 a.m. to 9:00 p.m.
• Closed on Mondays, Christmas Day, and the week following New Year’s Day

The King Eddy bar and restaurant is expected to operate and be open during hours of operation to comparable to other similar establishments, approximately 11:00 a.m. to 2:00 a.m.

NMC’s administration office hours will be 8:00 a.m. to 5:00 p.m., Monday through Friday. However, front-of-house and public programming staff will be on site at all times that the facility is open to the public. School program events will normally be scheduled between 9:00 a.m. and 4:00 p.m., Monday through Friday. Security staff will be on site 24 hours per day, seven days per week.

Public parking for NMC staff, contractors, restaurant patrons and rental event clients will be available at adjacent parking sites operated by the City of Calgary; no parking is available at NMC.

The food and catering services will complement the NMC experience for patrons and visitors to the public spaces and must also support the experience of the King Eddy bar.

Capital Investment
NMC will provide a “white box” space in the King Eddy (west block), of approximately 398 square metres, for the restaurant, kitchen and operator office and/or storage areas. Details regarding the mechanical and electrical services, with drawings of the kitchen and restaurant areas, are provided in Appendix D. Full or partial investment on the part of the operator will be required to build out the restaurant. The operator will be required to provide their own loose equipment and supplies, including a POS system that may or may not be integrated into NMC’s network. The operator will be required to provide opening and ongoing food and beverage inventory and will be required to provide for any other working capital needs. It is anticipated that the provision of large catering services may require that the operator be supported with an off-site kitchen facility.






 

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