Cultural and Performing Arts Community Center

Douglas County Cultural and Performing Arts Community Center

Description

Click here to view the entire RFQ

A: Introduction
Douglas County Community Services requests qualifications from architectural design
professionals for consulting and architectural design services. These services are required
for the recently acquired Douglas County Cultural and Performing Arts Community Center, located at 1760 U.S. Highway 395 North #4700, Minden, NV 89423. The facility, formerly
known as Carson Valley Cinemas or the Ironwood 8 Cinemas, is an eight-screen
commercial theater complex.
• Main Floor: 23,026 sq. ft.
• Mezzanine: 3,680 sq. ft.
• Total Square Footage: 26,706 sq. ft.
• Douglas County purchased. July 2025.
The project encompasses the development of a Conceptual Master Plan building design,
including phased improvements to the Center, and Construction Services for the Phase
One improvements to the Center. Phase One improvements will be implemented using the
standard plans and specifications and the bid-build delivery method.

B: Overview
The Architectural Firm(s) selected through the RFQ process will be requested to provide
Douglas County Community Services with a Conceptual Master Plan building design, and
Phase One Plans, Specifications, and Construction Services on a non-exclusive basis.
These services may include, but are not limited to, design, planning, construction
management, and other architectural services.
The Conceptual Master Plan building design must outline the prioritization and phasing of
building improvements, with a focus on viability, accessibility, and meeting community
needs. The plan shall include provisions for a functional, multi-screen movie theater
complex, a gallery and multi-use space to support the visual arts, as well as converting at
least four of the existing theaters into a 300 to 700-seat cultural performing arts venue,
designed for music, dance and theater, operated by a nonprofit organization. Further detail
is provided in Subsection D below.

C: Proposed Budget
• $100,000 allocated for the development of a Conceptual Master Plan, building design
planning, Phase One plans, bid documents, and construction management. This
amount represents compensation for selected architectural design firms.
• $400,000 designated for Phase One remodel and capital improvement construction
costs.

D: Scope of work
Design and Construction Services
Part A: Develop Conceptual Master Plan for Cultural Performing Arts Theater and Cinema
• Review the project and existing facility.
• Meet with Douglas County project team and Carson Valley Arts Council Board of
Directors as needed to complete the conceptual plan.
• Participate in a two-day program involving tours of existing community theatre
facilities and successful commercial cinema venues. (Any additional cost other than
travel, lodging and meals expenses will be covered separately by the county and are
not included in this scope of work.)
• Hold a public meeting through the Parks and Recreation Advisory Board to gather
community input on future needs for a cultural performing arts theater and
commercially viable cinema.
• Hold a public workshop with the community and potential user groups to gather
community input on future needs for a cultural performing arts theater and
commercially viable cinema.
• Facilitate a public survey to gather community input on future needs for a
commercially viable cinema.
• Conduct a second public meeting via the Parks and Recreation Advisory Board to
review the draft conceptual plan.
• Present the draft plan to the Douglas County Board of County Commissioners for
final adoption.
Part B: Prepare Plans, Specifications, Bid Documents, and provide Construction
Management Services for Phase One Improvements
• Meet with Douglas County project team and Carson Valley Arts Council Board of
Directors as needed to complete the Phase One improvement Plans, Specifications
and Bid Documents.
• Design the first phase of remodel/ improvements (approx. $400,000 construction
budget).
• Hold a public meeting at 10% completion through the Parks and Recreation
Advisory Board to gather community input on Phase One improvement Plans and
Specifications.
• Submit plans for staff review at the 10%, 50%, 90%, and final stages.
• Develop plans and specifications and prepare bid documents for Phase One.
• Present a recommendation of bid award to the Board of County Commissioners.
• Provide construction management services for Phase One improvements.
• Approve progress and final payments for these improvements through certificate of
occupancy.

E: Selection process
This RFQ Process consists of three phases:
• RFQ Phase: Architectural/Design firms submit their qualifications to the County for
review.
• Review/Interview Phase: After reviewing submissions, the County will interview the
top three firms. Based on these interviews and the Selection Criteria below, Douglas
County Community Services will choose the firm(s) for the project.
• Award/Contract Phase: The recommended firm will negotiate a contract and will
receive a Letter of Intent, while all others will be notified in writing. The Douglas
County Board of Commissioners will approve the contract with the chosen firm at a
regular Board meeting.

F: Selection Criteria
Proposals submitted by qualified firms will be assessed according to the following criteria:
• General Experience (weighted at 20%)
• Movie Theater and Performance Venue Experience (weighted at 25%)
• Demonstrated experience with public scoping and needs assessment (weighted at
25%)
• Documented success with public projects completed on schedule and within budget
(weighted at 30%)

G: Submittal Instructions
All proposals must be received no later than 4:00 p.m. on October 3, 2025.
To ensure consideration in the selection process, please submit three (3) hard copies and
one (1) digital copy of your qualifications to the address listed below by the specified
deadline.
Douglas County Community Services
Attn: Brook Adie
1329 Waterloo Lane
Gardnerville, NV 89410
Proposals must be submitted in a sealed envelope clearly marked as follows:
REQUEST FOR QUALIFICATIONS FOR:
DESIGN AND CONSTRUCTION SERVICES
Douglas County Community Services
Douglas County Cultural and Performing Arts Community Center
DOUGLAS COUNTY COMMUNITY SERVICES will accept questions and/or
comments received by email no later than October 3, 2025. Please provide
company name, address, phone number, email address and contact person
when submitting inquiries. Please direct all questions to:
Douglas County Community Services
Attn: Brook Adie
Cell: 775-720-9126
Email: [email protected]
All proposals must include, at a minimum, the following:
1. RFQ Cover Letter:
• Provide a concise overview of the firm's history and relevant experience.
• Identify a single point of contact for all future correspondence, including full
contact information (name, phone number, and email address) for the
individual who will directly perform the services.
• Acknowledge that you have read and will comply with Douglas County's
Request for Qualifications requirements.
• Disclose any potential conflicts of interest, whether real or perceived; if none
exist, please state so explicitly.
• Confirm your understanding of the scope and requirements outlined in the
Request for Qualifications.
• Acknowledge receipt of any addenda issued.
• Include a statement of qualifications and demonstrate the firm's capability to
perform the required scope of work.
• The cover letter must be signed by a principal representative of the firm who
affirms the accuracy and truthfulness of the information provided, and who
possesses the authority to negotiate and enter into contracts for professional
services.
2. Proposal/Submittal Requirements:
• Provide a list of principals and a summary of the firm’s experience, including
details of any collaborations with other firms on the project.
• Submit an overview describing the firm's capacity to fulfill the County's
requirements within the estimated budget.
• List projects completed over the past five years, specifying for each the
estimated and actual costs, as well as the estimated and actual completion
dates.
• Include a separate list of theater-related projects, detailing for each the
estimated price, actual price, estimated completion date, and actual
completion date.
Any proposals exceeding 30 pages, including the bid form, cover letter, proposal, and any
submittals, will not be accepted.

H: Terms and Conditions
1. DOUGLAS COUNTY COMMUNITY SERVICES reserves the right to
request clarification of information submitted, and to request additional
information from any proposer.
2. DOUGLAS COUNTY COMMUNITY SERVICES reserves the right to
award any contract to the next most qualified bidder, if the successful
firm does not execute a contract within fourteen (14) days of being
awarded the contract.
3. DOUGLAS COUNTY COMMUNITY SERVICES shall not be
responsible for any costs incurred by the firm in preparing, submitting,
or presenting its response to this RFQ.
Late Proposals:
As a deadline has been issued for submission of proposals, and as proposals will
be stamped for accuracy, any proposal received after the due date and time will
be returned unopened to the bidder.
Withdrawal of Proposal:
Proposers may request withdrawal of a posted, sealed proposal prior to the
scheduled closing date and time provided the request for withdrawal is submitted
to Douglas County Community Services in writing. No accepted proposals may
be withdrawn for a period of sixty (60) calendar days after the scheduled closing
date and time.
Federal, State and Local Laws:
All proposers shall comply with all Federal, State and Local laws relative to
conducting business in the County of Douglas, including but not limited to
licensing, labor and health laws, OSHA, and including NRS 338.10 through
338.180, if applicable. The laws of the State of Nevada shall govern as to the
interpretation, validity, and effect of this Request for Proposal, its award, and any
contract entered.

Status

Deadline Date