Request for Proposal (RFP) For
Holland Civic Center Place (HCCP) Management
December 5, 2023
Introduction:
The City of Holland is seeking qualified firms to manage, market and operate the George and Lucille
Heeringa Holland Civic Center Place (HCCP). The City’s current contract expires at the end of June 2024 and
the City desires to enter into a three-year contract, with the option to renew thereafter for a mutually agreed
upon term.
The City of Holland officially distributes RFP documents through the Michigan Intergovernmental Trade
Network (MITN) website https://www.bidnetdirect.com/mitn/cityofholland and through the Bids and RFPS
page on the City’s website https://www.cityofholland.com/Bids.aspx.
An electronic or one hard-copy submission of your proposal must be received by the City of Holland no later
than 11 a.m. on Friday, January 5, 2024, at which time they will be publicly opened and read. Proposers
accept all risks of late delivery of mailed proposals, regardless of fault. Proposals arriving after the deadline
will not be considered. Electronic copies will only be accepted via the MITN website. Hard-copy proposals
must be clearly marked “Holland Civic Center Place Management” and mailed or delivered to:
The City of Holland
Attn: Lynn McCammon, Finance Director
270 S River Ave
Holland, MI 49423
Late proposals will not be considered. Amendments to proposals will be considered only if they are received
by the above deadline. Proposals are to be irrevocable for a period of sixty (60) days from the date of the
public RFP opening and shall not be withdrawn, modified or altered after the RFP opening. The City of Holland
reserves the right to accept or reject any or all proposals, to waive any information or irregularities in any
proposal and to split the proposal if deemed desirable by the City.
Questions:
Communications concerning this RFP should be made in writing through the MITN system or Matt VanDyken,
Assistant City Manager at 616-355-1313 or by email at m.vandyken@cityofholland.com. Written responses
to all requests will be furnished to all potential proposers who register their intent to propose with the City
on the MITN website.
Background:
The HCCP was renovated in 2018 to become a multipurpose facility of approximately 50,000 square feet
that has been designed to host a wide variety of uses for the people of the City of Holland. These uses
include but are not limited to; hosting corporate and community events, basketball games, a farmers
market (including indoor space), wedding receptions, quinceañeras, city recreation department functions,
concerts, and any other events of value to the community. The intention is to have the HCCP, and its
surrounding features, in full use as much as possible and welcome the broadest range of residents. The
facility is heavily used to host events and welcome visitors during the Tulip Time Festival, the LAUP Fiesta,
the International Festival and other community events. The facility is equipped with a catering kitchen and
the City of Holland holds a full-service liquor license for this location. The seating of the facility is up to
1,450 for sporting events and up to 2,000 for concerts or receptions. The original and recently confirmed
“vision statement” for the HCCP is as follows:
The Holland Civic Center and Market is a Place where the beauty of the ordinary moments
of everyday life are recognized as having extraordinary value. More than any other place,
it is where more residents of Holland from all walks of life gather and feel welcome. The
next chapter in the life of Holland Civic Center Place will build on this legacy and continue
serving many purposes and people rather than being dedicated to one use. The
accumulation of these familiar activities in comfortable surroundings will welcome the
broadest range of residents in a more capable space that remains flexible and adaptable
over time, so that fifty years from now we will still be celebrating Civic Center Place as the
heart of the community.
The selected vendor will be expected to operate as part of a team that consists of the Downtown
Development Authority, Principal Shopping District, Holland Farmers Market and Windmill Island Gardens.
The City will negotiate a contract with the selected vendor, with oversight of the contract being the
responsibility of the City Manager’s Office. Additionally, the Holland Civic Center Place Board will provide
strategic input and direction on the management of the facility. The selected vendor will be tasked with
sales and marketing of the facility, and facility and event management for non-City related events. City
staff will manage the facility for City Events (Recreation, Farmers Market, and other City uses).
Proposed Scope:
1. Negotiate various contracts and agreements for non-capital products and services related to a
multipurpose facility.
2. Assess any need for capital purchases and coordinate with City of Holland. All purchases of this
nature must comply with City of Holland Purchasing Ordinance.
3. Manage the day-to-day operations of the facility in close coordination with City Staff for City
related events.
4. Manage facility concessions on the City’s behalf.
5. Advertise, book, staff and manage non-City events including all setup and tear downs.
6. Assist in recommending and managing various policies, such as a booking policy.
7. Assist in recommending a variety of financial accountability and reporting structures and policies,
such as a rental rate structure.
8. If there is a change in the selected management individual or firm, provide a transition plan for the
assumption of booking and management duties.
9. Manage, operate, and maintain the HCCP to the highest industry standards, and protect the HCCP
capital investments through high quality maintenance and recommendations to the City on capital
fund maintenance.
10. Establish a system of communication that encourages linkage and collaborative effort between and
among other segments of the community, including but not limited to the City, key non-profit
partners and the hospitality industry.
11. Create an open, clear, and responsive reporting system to the HCCP Board and City that enhances
all HCCP operations and public perception of the HCCP. A copy of the existing “scorecard” used to
track performance on a variety of measures and report to the HCCP Board and City is attached as a
reference.
The City of Holland will supply:
1. Office Space and furniture
2. Utilities including internet and Wi-Fi.
3. Phones, computers, and printer as needed to support operations.
4. Ongoing capital support as approved by City Council, to replace existing equipment and enhance
the facilities use in the future. All purchases of this nature must comply with City of Holland
Purchasing Ordinance.
The contractor will supply as part of their contract:
1. All labor, benefits, and necessary insurance.
2. All marketing\sales\advertising\trade show\travel costs.
The existing booking policy is attached to this RFP.
Response Requirements:
1. Name and address of the respondent and the individual authorized to execute agreements.
2. A brief description of the respondent’s experience in managing similar facilities.
3. The names, experience, and qualifications of any individuals who will be primarily involved with
the management, operation, and marketing of the HCCP.
4. A narrative rendition and any other description or information of the business model/plan
to manage, operate and market the HCCP, including management fees, variable costs,
incentives for performance, or other pertinent fees.
5. An overall marketing plan for the facility.
6. An example of a “scorecard” to assist the HCCP Board and City in the ongoing assessment
of its use and success. A copy of the existing “scorecard” used to track performance on a
variety of measures and report to the HCCP Board and City is attached as a reference.
7. A proposed approach to balancing the use of the facility to provide community events
with the desire to operate in a sound financial manner. The intent is to maximize a mix of
community benefiting events while minimizing the annual operating support borne by
the City. Creative and experienced approaches in striking this critical balance are of
utmost importance to the City.
8. A statement regarding any potential conflicts of interest.
9. A statement of insurance.
Selection Process:
The City reserves the right to designate proposers as qualified and to prepare a list ranking those
designated as qualified on the basis of the City’s determination, in its sole discretion, of the best interest of
the City. The City will evaluate proposals in a fair, consistent and objective manner. Selection shall be
based on the response to questions or requirements identified in this RFP. The final recommendation will
be made to City Council for consideration and approval.
The following criteria will be used in the evaluation and selection process. Note that this is not a
comprehensive list and is not in order of priority:
1. Experience in Management, Operation and Marketing of similar facilities.
2. Knowledge and experience working in Southwest Michigan, and the laws and regulations of
Michigan.
3. Business model/plan.
4. Cost.
The City will negotiate with the selected vendor, and include in the final contract, contractual specifics on
various responsibilities such as: insurance requirements, separation of duties for landscaping/snow
removal/janitorial, and the overall structure of compensation and incentives for successful management.
Award of Agreement:
The City will award the agreement to the proposer which will provide the highest quality services at the
most competitive price at the sole discretion of the City. The selected firm will be required to enter into
a written professional services agreement with the City. Such agreement will reflect the terms and
conditions included in the RFP and the selected proposer’s response, as well as any other provisions
mutually agreed to by both parties. The City reserves the right to reject any agreement which does not
conform to the RFP, the proposal of the firm, and/or the City’s requirements for agreements and
contracts. The agreement is subject to final approval by the respective governing body.
