[e-drive][CALL FOR SUBMISSIONS: FESTIVAL DEVELOPER, KELOWNA]

[Patricia Joyce]

~~~~~~~~~~ e-drive ~~~~~~~~~~

Notice of Request for Expressions of Interest and Comments 
to Create a Signature Festival
File No. T02-69

ISSUE DATE:
July 18, 2002

CLOSING DATE AND TIME FOR RESPONSES:

Expressions of interest including any comments submitted in a clearly
marked envelope with the words "Expression of Interest - Signature
Festival, File No. T02-69" will be received in the Offices of the City
Clerk, City of Kelowna, 1435 Water Street, Kelowna, B.C.  V1Y 1J4 up
until 3:00 P.M., local time, Thursday, August 29, 2002.

 1.	INTRODUCTION

The City of Kelowna with a population of 100,000 is a major urban centre
in the Okanagan and one of the main economic centres in the Province of
British Columbia. Nearby communities within a one hour driving distance
(including Penticton and Vernon) bring the valley-wide audience
potential up to about 330,000.  

Kelowna has a beautiful lakefront setting, a comfortable climate, and a
strategic position in the region.  A high quality airport easily
accommodates aircraft the size of a Boeing 767.  A new campus at the
Okanagan University College further adds to the attractiveness of the
city.

Kelowna's Cultural District is just north of the City's downtown area.
It has the physical advantages of proximity to the Lake, it is central
to existing cultural facilities and attractions, including the Grand
Waterfront Hotel and Conference Centre, and is adjacent to both downtown
commercial uses and residential communities.

The City of Kelowna recognizes the potential of cultural tourism to
attract new visitors to the community and has identified the development
of its new Cultural District as a priority. To enhance development and
awareness of this specific area the City wishes to establish an annual
multi-day Signature Festival that will attract 10,000 new visitors each
fall to the City's Cultural District. 

The City seeks 'Expressions of Interest and Comments' from qualified
event managers, promoters and producers who have experience with the
development and production of multi-day arts and culture festivals or
special events.

2.	OBJECTIVES

The City of Kelowna wishes to establish a 'Signature Festival' that
meets the following objectives:

1.	Will have a clearly defined and unique theme and be held in late
September or October, starting in 2004 for a minimum of 3 years,
2.	Will include large-scale series of arts and culture performances
over a minimum 3-day period to attract 10,000 or more tourist visitors
to the Cultural District, showcasing its venues and amenities,
3.	Will encourage and develop new and unique partnerships among
cultural organizations creating opportunities and new markets for
existing cultural products,
4.	Will have a target audience matching the following cultural
tourist demographic profile:
*	average age range of 45 to 64 years,
*	higher proportion of female to male,
*	higher level of education (i.e. university and/or post-graduate
studies),
*	higher level of income compared to average leisure traveler,
*	stays longer at cultural destination and spends more per day
than the average tourist,
*	uses more commercial accommodation for longer duration than
average leisure traveler,
*	spends more on consumer products than average leisure traveler.

3.	CULTURAL DISTRICT FACILITIES

The Cultural District is an area of about six large city blocks located
immediately north of Bernard Avenue in downtown Kelowna, bound by
Queensway Avenue to the south, Clement Avenue to the north, Ellis Street
to the East, and Lake Okanagan to the West. (See attached map).

Current facilities and amenities within the Cultural District include:
*	A professional art gallery
*	Commercial art galleries 
*	A library with meeting and performance space
*	An 866 seat community theatre
*	Two arenas, including one with space to accommodate major
cultural, recreational, and commercial activities with audience seating
of over 5200.
*	A major hotel and convention centre
*	A casino
*	Three museums
*	Several open-air stages
*	A cabaret featuring professional touring, musical artists
*	Parks of various sizes, including a lakefront walkway system
*	A new arts centre with performance space of various size,
including a medium size theatre with 332 seats.
*	Numerous restaurants, and boutiques
*	Dance studios
*	An historic packinghouse with unique user space
*	A multi-level parkade, as well as additional smaller parking
lots

4.	FINANCIAL CONSIDERATIONS

The City of Kelowna currently encourages partnerships between non-profit
and for-profit organizations, such as PPP (private public partnerships).
In addition, the City of Kelowna will look favourably upon proposals
which display a unique and strategic approach to funding that will
maximize programming opportunities for the Signature Festival, while
minimizing the impact on the municipal tax base. The festival should be
self-sustaining, funded by a combination of earned revenues, fundraising
initiatives, private sector sponsorships, and municipal financial
support.
 	
The City of Kelowna is prepared to contribute up to $150,000 over the
three-year commitment from 2004, 2005 and 2006.

5.	Expressions of interest including any comments submitted in a
clearly marked envelope with the words " Expression of Interest -
Signature Festival, File No. T02-69" will be received in the Offices of
the City Clerk, City of Kelowna, 1435 Water Street, Kelowna, B.C.  V1Y
1J4 up until 3:00 P.M., local time, Thursday, August 29, 2002.
 

6.	SUBMISSIONS

Your submission should include the following information:

1.	A statement of corporate and/or personal experience, include the
history and background of the firm or organization.  Identify the key
professionals, and include pertinent resume information. Include any
affiliates or sub-contractors and a statement of their responsibilities,
experience and expected involvement.
2.	Provide evidence and a detailed description of three (3) events
of similar scope and nature which your firm or organization has
developed, promoted, produced and/or managed.
3.	Business model to be established with the City of Kelowna (may
include one of the following operational models):
*	City of Kelowna as a sponsor of the festival,
*	City of Kelowna as a partner and co-producer of the festival,
*	City of Kelowna providing a "fee for service" contract to the
festival producer(s),
*	City of Kelowna providing a "grant in aid" following a review of
the festival and in the event of a financial shortfall,
*	Other business model____________________________.

4.	Proposed theme or concept for the multi-day arts & culture
festival.
5.	A budget estimate and outline for the first three years of the
festival.
6.	Provide evidence of financial capacity to develop, promote,
produce and/or manage this Signature Festival.
7.	An estimate of the amount of time it will take to complete a
formal, detailed proposal and the latest date of contract award that
will allow for a successful festival to be held in the fall of 2004.

7.	The City will evaluate all 'Expressions of Interest and
Comments' on the basis of experience, expertise, financial capacity,
proposed business model and anticipated success of the proposed festival
in meeting the City's objectives. 

8.	The City may invite selected respondents to submit a formal
response to a Request for Proposal in the fall of 2002.

9.	The City of Kelowna will consider and may utilize all
information, recommendations, and suggestions provided in response to
this notice. Respondents should not provide any information that they
consider to be privileged or confidential or which the respondent does
not want disclosed to the public. The City does not intend to respond to
comments, either to individual commentors or by publication of a formal
notice. Each submission should consist of one original and three
photocopies. 

10.	This notice should not be construed (1) as a commitment by the
City to enter into any agreement with any entity submitting an
expression of interest or comments in response to this Notice, (2) as a
commitment to issue any RFP concerning the subject of this Notice, or
(3) as a request for proposals.

11.	As this is a Request for Expressions of Interest and Comments
and not a tender or proposal call, the level of detail provided in any
submission should be the minimum required to address, through the
evaluation process, the issues identified in this RFEI&C, but of a
sufficient level to assure the City that the respondent can meet its
obligations.

12.	For clarification of the City's objectives or facilities
contact: Reid Oddleifson, Cultural Services Manager, City of Kelowna,
1435 Water Street, Kelowna, BC V1Y 1J4 Phone 250-868-3339, ext. 622, Fax
250-470-0699 or Email: roddleif at city.kelowna.bc.ca

13.	For clarification concerning the process contact: Ron Reiter,
Manager Purchasing, (250) 862-3346 of fax (250) 862-3392.

14. 	For more information about the City of Kelowna visit our web
site at: www.city.kelowna.bc.ca