Request for Proposal 2017 Outlaw Field Summer Concert Series Idaho Botanical Garden 2355 Old Penitentiary Road Boise, Idaho 83712 August 12, 2016 2017 Outlaw Field RFP Page 1
Mission Statement of the Idaho Botanical Garden The Idaho Botanical Garden provides a full garden experience for all ages that enhances our community s quality of life through plant collections, our education programs, entertainment, cultural, and community events. The Idaho Botanical Garden, a private non-profit 501(c)(3) organization was established in 1984 by a group of dedicated community volunteers. It s a living museum with a rich historic past, which was once the site of the Idaho State Penitentiary tree nursery and grounds. Today, the Idaho Botanical Garden has blossomed into 14 specialty gardens, each with a unique focus. Included are a contemporary English Garden, a Meditation Garden, a Children's Adventure Garden, and an Heirloom Rose Garden. The Garden is over 33 acres, of which 15 acres are cultivated and dedicated to providing an interactive and educational experience for Garden guests. Last year the Garden received over 134,000 visitors, and was supported by over 5,000 Garden members. The Garden is completely dependent on tax-deductible contributions from our community-minded citizens, corporations, foundations and site rental. The Garden receives no state or federal funding. Our 2016 operating budget is $1,469,295. Additional information about the Garden and its programs can be found in EXHIBIT A. Core Values of the Idaho Botanical Garden Community we value the sense of connection and belonging that develops between people of all ages as they share a common interest, event, activity or cause. The Garden develops this sense of community by respecting and welcoming everyone, providing experiences for people to share with others, inviting the public to be a part of the Garden and its mission, and by interacting with people outside of our physical location. Sense of Place we believe that when people understand the climatic, geographic, and ecological conditions of the Intermountain West, they will have a greater appreciation of their location, and will be more likely to cultivate landscapes that will thrive in a sustainable manner. We educate people about these topics through a variety of education opportunities and experiences. Providing a Gateway- we feel that people live more satisfying lives when engaged in a wide range of experiences. The Garden introduces people to a variety of high quality, stimulating, interactive experiences and educational opportunities that lead to lifelong enrichment. 2017 Outlaw Field RFP Page 2
PROPOSAL The Idaho Botanical Garden is currently accepting proposals to promote and produce the 2017 Outlaw Field Summer Concert Series. This will be the tenth consecutive season for the Outlaw Field Summer Concert Series. The Idaho Botanical Garden has been the site of over 85 concerts in the past nine years representing various musical genres. The purpose of this Request for Proposal is to solicit proposals from various concert promoters. Based on proposals received, IBG will conduct a fair and extensive evaluation based on the criteria listed herein, and select the candidate which best represents a partner for the Idaho Botanical Garden in 2017. PROJECT SCOPE The Idaho Botanical Garden branded concert series has been the voted by the Treasure Valley as #1 Concert Venue six years in a row! The Idaho Botanical Garden offers a unique outdoor setting nestled against the foothills surrounded by nature. The Garden seeks a creative, strategic, and passionate partner to take on this task. This outdoor venue, located on the historic grass Outlaw Field can accommodate up to 4,000 concert goers. Parking available on property and surrounding business in the Historical District for 1,000 cars The classroom portion of the Education Building and Plaza area are available for exclusive artist use the day of the concert. If the cottage is required, additional in-building security will be required for the Garden Store. The scope of this project includes: To book a minimum of 10 concerts featuring nationally recognized touring artists, May 24 October 1, 2017 Concert promoter will be responsible for all event-related logistics, tasks, marketing, promotion, and labor A successful proposal must demonstrate the applicant possesses the following qualifications and expertise: A partner whose values, approach, and performance help to fulfill the Garden s core mission and needs. Refer to EXHIBIT A. Financial viability, proposal should include a summary of company financial viability 2017 Outlaw Field RFP Page 3
Experience/expertise in booking a variety of touring acts with national name recognition that will appeal to a diverse audience with examples of consistently successful, revenue generating concerts Experience/expertise with stage management Experience/expertise in publicity and marketing concerts Experience/expertise in sound systems and sound monitoring Experience /expertise with concert staffing and security Experience/expertise in corporate sponsorship procurement and relationship management Experience/expertise with problem solving, especially in a non-profit situation Understanding of volunteer dynamics In addition, a successful proposal will also include: Resume of team leader that will have primary responsibility of managing the day-today oversight Organizational chart for teams or key contacts for Outlaw Field PROPOSAL GUIDELINES The Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5:00 pm MDT, Friday, September 9, 2016. One copy of the proposal must be signed by an official representative of the company submitting the proposal. All revenue and costs must be itemized to include an explanation of all fees and costs. Please submit a proposal to include the following: 1. 3 year Exclusive Agreement 2. 2 year Exclusive Agreement 3. 1 year Exclusive Agreement IBG is willing to consider a variety of options including but not limited to: 1. A share of the total concert series income, including but not limited to food and beverage concession sales. 2. Other options for sharing the concert series income. 3. A guaranteed minimum gross revenue for the concert season Other items of importance to the Garden: 1. IBG members-only discount per ticket sold based on membership level 2. Certain number of comp tickets per concert to IBG for exclusive VIP seating 3. Certain number of comp tickets per concert for IBG employees and staff 4. Local/Craft beverage offerings 5. IBG to retain artist approval and concert date approval 2017 Outlaw Field RFP Page 4
6. IBG to retain community support sponsorship dollars 7. Branding/Marketing opportunities for IBG and sponsors 8. Additional investments and improvements that may benefit the concert series and IBG, including improving the quantity and quality of bike racks and for wear and tear on IBG s parking lot 9. Transparency regarding the total economics of the concert series between both parties 10. Donation and attendance to IBG fundraising events Memorandum of Understanding (MOU) terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All MOU terms and conditions will be subject to IBG s legal consultants and will include scope, budget, schedule and other necessary items pertaining to the project. PROPOSAL EVALUATION CRITERIA Idaho Botanical Garden will evaluate all proposals based on the following criteria: Overall proposal suitability: Proposed guidelines, to be presented in a clear, complete, and organized manner Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project Value and revenue opportunity: Proposals will be evaluated on terms deemed most advantageous to the Garden and consistent with the Garden's Core Values PROPOSAL TIMELINE One hardcopy of the proposal in response to this RFP is due no later than 5:00pm MDT, Friday, September 9, 2016. In addition, please submit an electronic copy to executivedirector@idahobotanicalgarden.org. The selection decision will be made no later than September 30, 2016 Upon notification, MOU negotiations will begin immediately Question(s) should be directed to: Idaho Botanical Garden 2355 Old Penitentiary Road Boise, Idaho 83712 Email: executivedirector@idahobotanicalgarden.org 2017 Outlaw Field RFP Page 5
EXHIBIT A Horticulture Program The Garden s horticulture program shows by example how Treasure Valley residents can garden within the constraints of the local soils and climate. The Water Conservation Landscape, Western Waterwise Garden and Lewis and Clark Native Plant Garden demonstrate the beauty of drought-tolerant plantings and the possibilities of water-efficient irrigation systems. Demonstration displays show gardeners plants ideal for local growing conditions. Connected to the Garden s grounds, and available to Garden visitors at no additional cost, is the Bureau of Land Management and the College of Western Idaho s Firewise Garden. This display illustrates best practices and plant choices for home landscapes to minimize fire danger for homes in high fire risk locations. The Garden also supports native plant conservation efforts by working with the BLM and US Forest Service to collect and grow native plants and seeds for conservation and ecological rehabilitation projects and seed banking. The College of Western Idaho offers a two year horticulture degree through the Garden and the horticulture campus is located directly adjacent to the Idaho Botanical Garden. This direct proximity allows extensive sharing of knowledge, facilities, and resources between the Garden and the student program, creating a hub for horticulture at the site, and enhancing both programs efforts and capabilities. Education Programs The Idaho Botanical Garden offers education programs for both adults and children. The Garden s Adult Education Program includes guided tours of the Garden, classes, workshops, and access to horticultural professionals. Many of the classes and workshops focus on ornamental horticulture education, involving information about roses, perennial gardens, Bonsai, container gardening, backyard ponds, turf care, trees, landscaping with native plants and more. Additional education resources include a small library and brochures describing what flowers are in bloom each month and an overview of Garden trees. The Garden s Youth Education Program serves over 15,000 children each year. One of the Garden s goals is to nurture a child's fascination with the natural world through a variety of educational presentations including school field trips, spring and winter programs for preschool-age children, and summer botany camps. The Garden s Botany Camp features gardening and horticultural themes for children to experience through games, crafts and nature walks. 2017 Outlaw Field RFP Page 6
Arts, Culture and Entertainment Culture and the arts are interwoven into many of the Idaho Botanical Garden s events. These events provide the community with additional year-round opportunities to enjoy the Idaho Botanical Garden with friends and family and help support Garden operations and education. The Garden also provides a beautiful backdrop for private events that bring the community together, including weddings, receptions, and memorial services. The Plant Sale helps kick off the growing season each year. This popular event encourages the public to practice the horticultural arts. For additional landscaping inspiration, the community is invited to visit the Garden for no charge during May s National Public Garden Day, and is welcomed into the yards of Treasure Valley homes during the Garden Tour. Each summer, the Garden presents the Great Garden Escape Concert Series. People of all ages enjoy dancing to local jazz, country, blues, big and bluegrass bands, or relaxing on the cool grass in the Meditation Garden. The Garden s Outlaw Field Concert Series brings nationally known performing artists to Boise. Bug Day is a family, entomological extravaganza that takes place each August. October s Scarecrow Stroll encourages families and businesses to exercise their creativity and create a scarecrow to be displayed at the Garden. Fall Harvest Festival, enjoyed by 6,000 people the first weekend in October, celebrates Idaho s agricultural heritage. The Garden closes each year with Winter Garden aglow, a winter celebration with over 308,000 artistically displayed lights, enjoyed by more than 58,000 visitors. Volunteer Program Volunteers play a critical role in helping the Garden grow. A dedicated group of volunteers work closely with our small staff to present a wide range of activities to the community. Volunteers offer their skills and knowledge to assist in a variety of ways; and there are many exciting opportunities to explore new interests and meet new people. Annually 300-400 people participate in this opportunity to keep the Garden operating by donating over 19,000 hours of time. 2017 Outlaw Field RFP Page 7