EXECUTIVE SUMMARY
The Redevelopment Agency of Salt Lake City (RDA), as a partner in the Utah Performing Arts
Center Agency (“UPACA”) and co-Owner of the Eccles Theater, invites well-qualified
individuals or teams to respond to the Request for Proposals (RFP) for event management
services for the Grand Opening celebration of the George S. and Dolores Dore Eccles Theater
(“Eccles Theater”). A well-qualified Proposer will have demonstrated experience and expertise
in organizing and coordinating artistic performances and similar productions. The anticipated
budget for the Grand Opening celebration, including the costs of all performances, events, and
the management fee contemplated by this RFP, will be in the upper six-figure range. The 8-10
day Grand Opening is tentatively scheduled to occur during the third week in September 2016
(approximately September 16-25). Pursuant to Section II of this RFP, the fees for event planning
and management services for the Grand Opening will be determined as part of the final selection,
and will be adequate to provide the services and scope of work outlined therein.
This RFP is divided into five sections that provide detailed information on the Eccles Theater
and Grand Opening, as well as how to respond to the RFP. An abbreviated description of each
section is provided below:
•
The First Section is a description of the Eccles Theater, which includes the background
and mission of the theater, as well as information about the surrounding downtown area.
This section also details the redevelopment of Regent Street, which will also open
officially in fall 2016.
•
The Second Section provides specific information on the scope of work that is
anticipated under this RFP for the Grand Opening.
•
The Third Section describes the RFP submittal requirements.
•
The
•
The Fifth Section (appendices) provides additional supporting documentation for
proposer information.
Fourth
Section
includes
the
RFP
evaluation
and
selection
process.
Eccles Theater Grand Opening RFP
i
TABLE OF CONTENTS
EXECUTIVE SUMMARY ........................................................................................................... i
SECTION I – PROJECT DESCRIPTION..................................................................................1
OVERVIEW OF ECCLES THEATER................................................................................................................................ 1
SURROUNDING NEIGHBORHOOD ............................................................................................................................. 1
PROJECT GOALS ......................................................................................................................................................... 2
SECTION II – GRAND OPENING SCOPE OF WORK .........................................................3
SECTION III – RFP SUBMITTAL REQUIREMENTS ..........................................................4
PRE-PROPOSAL CONFERENCE…………………………………………………………………………………………………………………………….. 4
PARTNERS .................................................................................................................................................................. 4
SUBMITTAL DOCUMENT ........................................................................................................................................... 4
SUBMITTAL FORMAT ................................................................................................................................................. 6
SUBMITTAL DEADLINE ............................................................................................................................................... 7
REQUEST FOR PROPOSALS SUMMARY ...................................................................................................................... 7
SECTION IV - SELECTION PROCESS AND CRITERIA ..................................................10
SELECTION TIMELINE ............................................................................................................................................... 10
EVALUATION CRITERIA ............................................................................................................................................ 10
DISCRETION AND AUTHORITY ................................................................................................................................. 11
PUBLIC INFORMATION ............................................................................................................................................ 11
PROPOSAL COORDINATOR/ADDENDA .................................................................................................................... 12
SECTION V – LIST OF APPENDICES ..................................................................................13
APPENDIX A – Eccles Theater and Regent Street Renderings
Eccles Theater Grand Opening RFP
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SECTION I – PROJECT DESCRIPTION
OVERVIEW OF THE ECCLES THEATER
The George S. and Dolores Dore Eccles Theater will be Salt Lake’s new performing arts center
and cultural destination. The Eccles Theater is located on Main Street in the heart of downtown
Salt Lake City, nestled among Salt Lake City’s restaurants, shops, galleries, and cultural venues.
The guiding statements for the Eccles Theater are as follows:
Vision Statement:
The Eccles Theater will be a nationally recognized venue, enriching the lives of people
throughout our community and serving as a catalyst for artistic, cultural, and economic growth.
Mission Statement:
The mission of the Eccles Theater is to engage and grow audiences and inspire creativity through
accessible, diverse, and dynamic arts and entertainment.
The Eccles Theater, designed by world-renowned firm Pelli Clarke Pelli Architects and local
firm HKS Architects, will house the 2,500-seat state-of-the-art Delta Performance Hall, which
will be home to touring Broadway shows and concerts, as well as local arts presentations and
private events. The 150-seat flexible black box theater, accessed through a separate entrance on
Regent Street, will be used by community arts groups, educational workshops, and private
receptions. The 5-story Grand Lobby will be open to the public throughout the day, with an invenue bistro and free musical performances. An outdoor plaza on Regent Street will be a
gathering space for outdoor dining, public art, film projection, and live performances. Other
indoor facilities include a dance rehearsal room, two VIP lounge spaces, a galleria connecting the
Regent Street and Main Street entrances, and various backstage and administrative spaces.
The Eccles Theater is owned by UPACA, an interlocal agency made up of Salt Lake City, the
Salt Lake City Redevelopment Agency, and Salt Lake County. The Operator of the Eccles
Theater is Salt Lake County’s Center for the Arts (CFA), which also operates three other major
cultural venues in downtown Salt Lake. Major Broadway and concert tours will be co-promoted
in partnership with MagicSpace Entertainment, the premiere Broadway booking agency for the
Intermountain region.
SURROUNDING NEIGHBORHOOD
The Eccles Theater is located on Main Street in the heart of downtown Salt Lake City. Just north
of the Theater is City Creek Center, an outdoor shopping and dining destination. Just south of the
Theater is the Gallivan Center, a City-operated plaza, amphitheater, ice rink, and indoor event
venue, home to concerts, festivals, celebrations and private events. The Theater shares an open
lobby and galleria with the newly-designed 111 Main office tower, which will be home to major
national financial firms as well as local businesses. These 4,000 employees will be intimately
connected with the Eccles Theater as they enter and exit each day. Other neighbors include
Neumont University, with 400 students pursuing bachelor’s degrees in software development
Eccles Theater Grand Opening RFP
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and other technical fields; popular local eating and drinking establishments, like Martine, Lamb’s
Grill, Eva’s Boulangerie, and the Beerhive; and, within a few blocks, the Capitol Theatre,
Abravanel Hall, and numerous art gallery spaces.
Concurrent to the construction of the Eccles Theater, Salt Lake City will be undergoing a
significant redesign of the neighboring Regent Street. Regent Street is a small street on the east
(back) side of the Eccles Theater situated between two busy, highly developed streets; Main and
State Streets. Formerly named Commercial Street, it was one of the first streets to be cut through
Salt Lake City’s large city blocks. Over the years, Regent Street has been home to Salt Lake
Valley’s earliest immigrant groups and the center of publishing for Salt Lake City’s two daily
newspapers. The street is now largely industrial, used as an access point to neighboring parking
garages and businesses, and Salt Lake City has identified the need to redefine this connecting
block and create a new downtown gathering space.
The redevelopment of Regent Street offers an opportunity to merge history with the
contemporary to create a welcoming, dynamic urban environment unlike any other found in Salt
Lake City. Led by the local firm GSBS Architects, the project design team is developing Regent
Street into a new public experiential gathering place that will engage its visitors as they shop,
dine, socialize and stroll. Regent Street is a place where well-conceived ideas and projects are
focused on activating the street and enhancing the public spaces. It will become a hub for
unexpected experiences with permanent and temporary public artwork and installations. The
spaces will play host to festivals, performances and interactive opportunities celebrating
Regent’s exceptional stories of past and present. Regent will also become the place for locallyowned restaurants, clubs, bars and boutiques as well as a mixture of surprising micro-shops and
specialty food carts.
The construction teams anticipate that Regent Street will be completed at the same time as the
theater, so there is an ideal opportunity to connect the Grand Opening of the Eccles Theater with
an opening celebration on Regent Street.
GOALS OF ECCLES THEATER GRAND OPENING
The primary goal of the Eccles Theater Grand Opening is audience development. We would like
to introduce the new cultural facilities to as many of our community members as possible
through diverse performances, to build awareness and excitement for future visits. The Grand
Opening should provide access to all spaces and accurately reflect the Eccles Theater experience
following the Opening (a first-class guest experience, diversity and quality of programming
content, and quality of dining options). We also expect that the Grand Opening events will
include gathering of information from attendees for future marketing efforts. The Grand
Opening should provide appropriate gratitude and recognition to our government, private, and
corporate supporters.
We will assess the success of the Grand Opening by the number of visitors, diversity of visitors
(not just in ethnic and geographic demographics, but also in the number of attendees that are not
typical arts consumers), media coverage, patron satisfaction, stakeholder (donors, government
representatives, Board members) satisfaction, and involvement of our local arts community.
Eccles Theater Grand Opening RFP
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SECTION II – GRAND OPENING SCOPE OF WORK
This RFP seeks proposals for event planning and management services for the Eccles Theater
Grand Opening. A short list of finalists will be determined based on qualifications and
experience; short-listed finalists will be asked to submit additional detail regarding event
management fees and project approach.
Once selected, the winning Proposer will be responsible for collaborating with the RDA and
UPACA to plan and implement artistic performances and other events during an 8-10 day Grand
Opening period. Programming should include both ticketed events and events that are free and
open to the public, with a diversity of programming genres. Planned events should activate all
areas of the Eccles Theater facility, including but not limited to the Delta Performance Hall,
Black Box Theater, Grand Lobby, Regent Street Plaza, Bistro (in the Grand Lobby), Donor and
Member Lounges, and Terrace overlooking Main Street. Programming will likely include one
major “gala” event to open the Delta Performance Hall, with inclusion and recognition of major
donors/sponsors.
The selected Proposer will be responsible for planning, ordering, and ensuring delivery and setup of all required equipment and materials for the events (e.g. lighting and sound equipment,
tents, etc.), in collaboration with the Operator of the Eccles Theater, Salt Lake County’s Center
for the Arts (CFA). This entity will also be responsible for coordinating food and beverage
services with the Eccles Theater’s resident Food & Beverage partner.
The selected Proposer will provide required management personnel, and the RDA, UPACA, and
the CFA will provide staff, temporary labor and non-professional volunteer assistance for the
setup and take down of structures, cleanup and maintenance, assistance to vendors and nontechnical assistance/support for stage and event management. The human resource requirements
to provide these services should be identified in proposal responses so the necessary support can
be recruited.
The selected Proposer may also be asked to manage or develop the marketing and fundraising
budgets and strategy for the Grand Opening. If Proposer does not have the capacity or expertise
to take on these areas, another firm may be engaged for these functions.
Eccles Theater Grand Opening RFP
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SECTION III–RFP SUBMITTAL REQUIREMENTS
The information in the submittal should reference the Proposer’s qualifications to deliver the
specific requirements as outlined in Section II—Grand Opening Scope of Work.
PRE-PROPOSAL CONFERENCE
A mandatory pre-proposal conference will be held Tuesday, October 13, 2015, at 11:00 a.m. in
the City and County Building, 451 South State Street, Room 404, Salt Lake City, Utah. The preproposal conference will be an opportunity to ask questions about the Grand Opening and the
selection process. Teams wishing to participate in the pre-proposal conference are requested to
register in advance with Katherine Potter at [email protected]. Teams that want to
submit on the project but cannot participate in the pre-proposal conference in person must
contact Katherine Potter in order to receive information to join by phone. All parties will
ultimately be responsible to research information on this RFP and subsequent addenda on
www.bidsync.com.
PARTNERS
Proposers may submit as an individual, a corporation, or a partnership. Team members may
include: Event Producer, Event Director, Marketing Consultant, Fundraising Consultant, or any
other partner deemed appropriate.
SUBMITTAL DOCUMENT
Cover Page:
Include the name and address of the individual/company
and the name of the RFP. Also indicate Proposer’s lead
contact and provide a phone number and email address.
Letter of Introduction:
Include a letter of introduction signed by the principal(s) of
the respondent Proposer indicating: (1) location of principal
office; (2) form of organization (corporation, partnership,
LLC, etc.); (3) years the Proposer’s firm(s) have been in
business under their current name(s); (4) other names under
which the Proposer’s firm(s) have operated; (5) primary
contact information including name, mailing address, and
phone number for each team member; (6) Proposer’s
organizational and management approach; (7) role of each
team member; (8) identification of legal entity with whom
the RDA would contract; (9) status as registered business in
the state of Utah; and (10) statement of willingness to
negotiate an agreement with the RDA.
Firm Profiles:
Include brief profiles for the firm, including background
and experience.
Resumes:
Include resumes of the team’s principals and officers.
Eccles Theater Grand Opening RFP
4
Project Examples:
List and briefly describe relevant, successfully completed
planning and implementation for grand openings or similar
events that demonstrate quality of production, capacity for
similarly-scaled projects, experience with management of
artists, attention to detail, and/or technical production.
Include description of each team member’s role, names of
all personnel involved in the project that will also be
assigned to this project, impact of project (attendance
figures, ticket sales, etc.), and contact information for client
or reference. Projects must have been completed or
underway within the last ten years; however, please focus
on highlighting the projects completed most recently.
Project Personnel:
Identify the key team members and main contact person
with primary responsibility for this project and the names
of specific personnel proposed to work on this project. A
résumé for each professional and technical person assigned
to the project, including partners and/or subconsultants,
shall be submitted. The résumés shall include at least three
references from previous assignments with telephone
numbers and e-mail addresses.
Project Goals:
Proposers must provide a brief statement on how the Eccles
Theater Grand Opening Project Goals (indicated in Section
I) will be integrated into the project planning and
implementation process. Proposer should include a
statement on any issues identified in the Project Goals that
could impact project feasibility.
References:
Provide a minimum of three total references from
organizations with whom the respondent’s team members
have had relevant experience in comparable events. Include
contact names, addresses, and telephone numbers.
Project Approach (finalists only): Provide a detailed description of the overall proposed
approach to the project as it relates to the goals and scope
of work as outlined herein. This narrative must include, at a
minimum, the following:
•
•
•
•
A recommended process for the selection of artists
and identification or creation of artistic material for
the Grand Opening events.
A description of the human resource requirements
to produce the events.
A proposed outline of events that would meet the
goals stated herein.
If applicable, an identification of other areas,
beyond event management and production, which
Eccles Theater Grand Opening RFP
5
Proposer is interested in managing (i.e. marketing
and PR, fundraising and sponsorships, and other
areas that Proposer deems necessary to the success
of the grand Opening).
Proposed Fees (finalists only):
Provide a schedule of fees for the project. This schedule
must include, at a minimum, the following:
•
•
•
Proposer’s Obligations:
A proposed not-to-exceed fee schedule for
Proposer’s management services, including an
estimated total number of hours for the project.
An estimated schedule for costs and service hours
required per month to perform the required services.
Include a breakdown of pay rates and estimated
hours for staff who would be assigned to the
project. The schedule should reflect that no more
than 80% of the Management Fee will be paid prior
to satisfactory completion of the project, with 20%
paid after project completion.
A list of proposed costs for artists, production, and
staging for Grand Opening events (with the
understanding that final budgets will be determined
when the Grand Opening plan is created
collaboratively with the RDA and UPACA).
It is incumbent upon the Proposer to read and comply with
Section IV—Selection Process and Criteria.
SUBMITTAL FORMAT
Eight copies of the RFP package (qualifications) must be submitted by no later than 4:00 p.m.
MST on Friday, October 16, 2015. Eight copies of the RFP package for Finalists (full
proposals) must be submitted by no later than 4:00 p.m. MST on Monday, October 26, 2015.
No late, oral, faxed, emailed, or unsigned submittals will be considered.
•
•
Please submit: One (1) signed Original and six (6) hardcopy submittals typed and
securely bound on 8.5x11 inch paper, identical to the electronic version.
One (1) electronic proposal in PDF format stored on a common media (CD, DVD, or
flash drive), identical in content and sequence to the submitted hardcopy version of the
proposal.
Submittals must be organized in the following order:
•
•
•
•
Cover Page
Table of Contents
Letter of Introduction
Proposer/Team Member Profiles
Eccles Theater Grand Opening RFP
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•
•
•
•
Resumes
Project Examples
Compliance with Project Goals
References
Materials submitted by US Mail should use the following address:
Katherine Potter, Interim Executive Director
Utah Performing Arts Center Agency
c/o Redevelopment Agency of Salt Lake City
PO Box 145518
Salt Lake City, UT 84114-5518
OR
Materials submitted by FedEx, UPS, or in person should use this delivery address:
Katherine Potter, Interim Executive Director
Utah Performing Arts Center Agency
c/o Redevelopment Agency of Salt Lake City
451 South State Street, Room 404
Salt Lake City UT 84114-5518
SUBMITTAL DEADLINE
Submittals of qualifications are due at or before 4:00 p.m. MDT on Friday, October 16,
2015. Submittals of full proposals are due at or before 4:00 p.m. MDT on Monday, October
26, 2015. Responses to the RFP that are not received prior to the time and date specified will be
considered late, and late responses will not be considered for award. Proposers will not be
entitled to withdraw or amend their submittals for ninety (90) days after proposals are received.
If no submittals are received on or before the RFP deadline, then the RDA may continue to offer
the project opportunity on a first-come, first-served basis, or may issue a new RFP with a new
timetable.
REQUEST FOR QUALIFICATIONS SUMMARY
RFP Title:
Request for Proposals for Event Management Services for Eccles Theater Grand
Opening
Deadline For
Submittals:
Qualifications - 4:00 P.M. MDT, Friday, October 16, 2015
Full Proposals - 4:00 P.M. MDT, Monday, October 26, 2015
No late, oral, faxed, emailed, or unsigned submittals will be considered.
Eccles Theater Grand Opening RFP
7
Submit Via
Mail Or In
Person To:
(MAIL)
Katherine Potter, Interim Executive Director
Utah Performing Arts Center Agency
c/o Redevelopment Agency of Salt Lake City
PO Box 145518
Salt Lake City, UT 84114-5518
OR
(IN PERSON)
Katherine Potter, Interim Executive Director
Utah Performing Arts Center Agency
c/o Redevelopment Agency of Salt Lake City
451 South State Street, Room 404
Salt Lake City UT 84114-5518
Labeling:
All submittals must be packaged, sealed, and clearly labeled as such:
Proposer’s Name and Address
TITLE: RFP for Eccles Theater Grand Opening
Direct All
Inquiries To:
Distribution
Website:
Katherine Potter, Interim Executive Director
Utah Performing Arts Center Agency
Email: [email protected]
BidSync: www.bidsync.com
Format of
Submittals:
1. One (1) signed original and six (6) hardcopy submittals typed and securely
bound on 8.5x11 inch paper, identical to the electronic version.
2. One (1) electronic proposal in PDF format stored on a common media
(CD, DVD, or flash drive), identical in content and sequence to the
submitted hardcopy version of the proposal.
Questions and
Revisions:
1. Submit questions no later than Tuesday, October 13, 2015.
2. Only written answers will be binding.
3. All questions submitted by parties and responses provided by the RDA will
be posted on BidSync. The RDA will respond to questions within two days
after posting.
4. In the event that it is necessary to provide additional clarification or
Eccles Theater Grand Opening RFP
8
revision to the RFP, the RDA will post addenda to BidSync. It is the
proposer’s responsibility to regularly monitor this outlet for any such
postings.
Eccles Theater Grand Opening RFP
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SECTION IV– SELECTION PROCESS AND CRITERIA
It is the Proposer’s sole responsibility to read and interpret this RFP and the written instructions
contained herein.
The initial step of the RFP process is for Proposers to compete based on their team’s
demonstrated capabilities and track record. Based on these qualifications, a short list of one or
more qualified finalists may be identified to submit a full proposal, from which a final selection
of one or more Proposers may be made to provide the Grand Opening services outlined in this
RFP. Once a final Proposer or Proposers are selected, the respective project will be defined and
designed in a collaborative partnership with the RDA and UPACA.
The RFP submissions will be reviewed by a Selection Committee consisting of representatives
from the Redevelopment Agency of Salt Lake City, UPACA Board, Salt Lake City, and Salt
Lake County. Proposers may not, for any reason, communicate with members of the Selection
Committee during the evaluation process. Contingent on the quality and content of the submitted
RFP packages, the Selection Committee reserves the right to reject any and all submittals and
may choose to reissue the RFP.
Submissions of qualifications are due on October 16, 2015. Submissions of full proposals are due
on October 26, 2015. If the Selection Committee elects to conduct interviews, all teams will be
notified of this outcome by October 28, 2015. Interviews, if held, will be held on November 2,
2015. A final selection will be made within one week of interviews.
SELECTION TIMELINE
•
•
•
•
•
•
•
•
October 6, 2015: The RDA issues RFP
October 13, 2015: Pre-proposal conference and deadline for initial query submittal
October 16, 2015: Initial RFP submittals (qualifications) due
October 19, 2015: Short list of finalists (“Finalists”) selected and notified
October 26, 2015: Full RFP submittals due from Finalists
October 27, 2015: Selection Committee convenes and ranks RFP submittals from
Finalists. One or more Finalist(s) may be short-listed and invited for an interview and
short presentation with the Selection Committee.
November 2, 2015: Finalist interviews, if held
November 6, 2015: Selection Committee finalizes selection. The selected Finalist or
Finalists will proceed to contract negotiation.
EVALUATION CRITERIA
The following criteria will be used by the Selection Committee to evaluate the initial RFP
submittals:
•
•
•
Completeness of submittal document;
Quality and success of examples of previous projects;
Quality of professional experience and background of individual project team members;
Eccles Theater Grand Opening RFP
10
•
•
•
•
•
•
Quality of team’s prior experience in comparable projects;
Demonstrated experience in completing projects on time and on budget;
Demonstrated experience in managing and operating high-profile events;
Demonstrated experience in managing and operating artistic events;
Quality of reference comments; and
Quality of response to project goals and integration of the Eccles Theater mission and
vision into the Grand Opening.
The evaluation criteria listed above are inherently qualitative, and the process by which the
Selection Committee may or may not select a Proposer is deliberative and is not based on a
numerical ranking format.
DISCRETION AND AUTHORITY
The RDA may accept RFP submittals as deemed to be in the public interest; proceed with further
selection processes; reject any and all submissions; or may waive any irregularity, informality, or
technicality in proposals received. The Selection Committee will determine from the submitted
information the most qualified Proposer or Proposers to meet the stated duties as evaluated under
the criteria set forth herein. The determination of the most advantageous proposal shall be final
and conclusive.
The issuance of the RFP and the receipt and evaluation of the submittals does not obligate the
RDA to select a Proposer or enter into any agreement. A submittal does not constitute business
terms under any eventual agreement. The RDA will not pay costs incurred in responding to the
RFP. The RDA may cancel this process at any time prior to the execution of any agreement
without liability.
The RDA reserves the right to revise the RFP evaluation process. Such revision will be
announced in writing to all Proposers or Finalists, depending on the timing of the change. The
RDA also reserves the right to reject any and all RFP responses at any time, or to terminate any
negotiations implied in this RFP or initiated subsequent to it. If the Selection Committee receives
a submittal it deems incomplete or ambiguous, it reserves the right to request additional
information or to reject the submittal.
The RDA reserves the right to, at any time and for any reason, discontinue negotiations with any
initially selected Proposer, and to pursue negotiations with an alternative team.
PUBLIC INFORMATION
Proposers are hereby advised that the information provided as a part of all submittals shall
become RDA property at the time of submittal and will not be returned to the Proposer unless
requested. Information contained in the submittals, excluding proprietary information, will be
available to the public upon inquiry immediately following the execution of a written agreement
with the selected Proposer. Proposers shall identify any information included in their submittals
that is considered proprietary to ensure it is not released as public information.
Eccles Theater Grand Opening RFP
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PROPOSAL COORDINATOR/ADDENDA
The point of contact for this project is Katherine Potter. Questions concerning the meaning or
intent of any part of the RFP should be directed to Katherine Potter via email:
[email protected] by 4:00 pm on Tuesday, October 13, 2015. The answer to any
such request shall not be relied upon unless in writing. Written clarification to or answers to
questions regarding the RFP shall be issued in the form of written Addenda. Any such written
Addenda issued by the RDA shall be available on Bidsync (www.bidsync.com) no less than five
days prior to the submittal deadline.
Eccles Theater Grand Opening RFP
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SECTION V– LIST OF APPENDICES
The following Appendix items are included in this RFQ package and are available for download
at BidSync (www.bidsync.com). The items available and the format of documents are subject to
change.
APPENDIX A
Eccles Theater and Regent Street Renderings
Eccles Theater Grand Opening RFP
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