Project Information

Bid Title

Presenting Partner for the Garden Theatre on Plant

Issuing Agency

City of Winter Garden

Location

Florida

Published Date

Jan 25, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 26-001-ED

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 26-001-ED
Bid Title:	Presenting Partner for the Garden Theatre on Plant
Category:	Project / Service
Status:	Open

Description: The City of Winter Garden, Florida is soliciting statements of qualifications from experienced and visionary organizations or individuals to serve as the Presenting Partner for the Garden Theatre on Plant, a municipally owned performing arts venue located in the heart of historic downtown Winter Garden. The selected partner will collaborate with the City to deliver high-quality, family-friendly programming that supports the cultural, economic, and community development goals of the City. Publication Date/Time: 1/25/2026 12:01 AM Closing Date/Time: 6/30/2026 11:59 PM Contact Person: City of Winter Garden Attn: Marc Hutchinson, Economic Development Director 300 West Plant Street Winter Garden, FL 34787 RFQ #26-001-ED Qualifications: Qualification packages must be received no later than 4:00 p.m. (local time) on March 11, 2026. Any qualification packages received after the above-noted time will not be accepted under any circumstances. Any uncertainty regarding the time a qualification package was received will be resolved against the respondent. Related Documents: RFQ 26-001-ED Presenting Partner for Garden Theatre on Plant RFQ 26-001-ED LEGAL ADVERTISEMENT

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Request for Qualifications

RFQ #26-001-ED

Presenting Partner

for the

Garden Theatre on Plant

City of Winter Garden

300 West Plant Street

Winter Garden, FL 34787

(407) 656-4111

SCOPE OF SERVICES

The selected Presenting Partner will be responsible for:

• Developing and presenting a season of live performances including but not limited to

theatrical productions, concerts, comedies and other similar events.

• Ensuring programming aligns with the City’s goals of family-friendliness, entertainment

value and economic vitality.

• Coordinating with the City on scheduling, marketing, and facility use.

• Managing all aspects of production, including staffing, licensing, and ticketing.

• Submitting all proposed programming and promotional materials for City approval.

• Maintaining required insurance and complying with all applicable laws and City policies.

• Reserving and coordinating designated programming time for:

o City-sponsored events and civic programming

o Local public and private school programming, including school clubs and student

performing arts organizations

o Local nonprofit organizations serving the Winter Garden community

SUBMISSION REQUIREMENTS

Submissions shall be limited to thirty-five (35) 8.5” x 11” pages, single-sided, portrait

orientation, 12-point font (excluding covers, dividers, and a 2-page cover letter). Required

materials include:

I. Qualifications

• Description of relevant experience in producing or presenting live theatrical or

performing arts events.

• Organizational structure and key personnel.

• List of similar projects completed within the past five (5) years with an overview

description, event/performance type, targeted audience, production budget and notable

accomplishments.

• Three (3) client references with contact information.

• Proof of insurance or statement of insurability.

• Financial statement or funding plan.

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II. Programming & Outreach

• Sample programming plan and philosophy.

• Marketing and audience development strategy.

• Community engagement and outreach efforts.

III. Office Location

• Location of primary office and proximity to Winter Garden.

INSURANCE REQUIREMENTS

The successful respondent shall be required to provide evidence of the following minimum

insurance coverage:

• General Liability Insurance: $2,000,000 per occurrence

• Automobile Liability Insurance: $2,000,000 per occurrence

• Workers’ Compensation Insurance: As required by Florida law

• The City of Winter Garden shall be named as an additional insured on all applicable

policies.

SELECTION CRITERIA

Qualification packages will be reviewed and evaluated by a selection committee based on the

following criteria:

1. Relevant experience and qualifications – 30%

2. Quality and alignment of proposed programming – 25%

3. Organizational capacity and financial stability – 20%

4. Community engagement, outreach strategy and philosophy – 15%

5. References and past performance – 10%

SELECTION PROCEDURES

A City selection committee will evaluate each respondent’s qualifications and may shortlist firms

or individuals for interviews or presentations. During the evaluation process, the City reserves the

right to request additional information or seek clarifications from one or more respondents. The

committee will recommend a finalist to the City Commission for approval. The selection or

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ranking of respondents does not constitute a contract. There is no contract unless and until the

City Commission approves a contract at a public meeting and a contract is executed by the parties.

The City reserves the right to cancel this RFQ at any time up until there is an awarded and

executed contract. The City reserves the right to reject any or all submittals and to negotiate with

the most qualified respondent. In no event shall the City be responsible for any response or

proposal preparation costs or other expenses incurred by the responders in responding to this RFQ.

The City shall be the sole judge of its own best interests, the responses/proposals, and the resulting

negotiated contract, if any. If a contract cannot be reached with the highest rated responder, the

City reserves the right to negotiate and recommend contract award to the next highest rated

responder or subsequent responder until a contract is reached.

PROCUREMENT PROTEST

Procurement protests will be governed by and handled in accordance with the City of Winter

Garden Purchasing Manual, which is incorporated herein by this reference. Failure to timely file a

written bid protest and pay the required bid protest fee in accordance with the Purchasing Manual

shall constitute a waiver and invalidation of any protest to the award of contract under this

solicitation.

PUBLIC RECORDS

Florida has a broad public records law that requires the City to allow inspection and copying of

public records upon request subject to few exemptions. In accordance with Chapter 119, Florida

Statutes (Public Records Law), and except as may be provided by other applicable State or Federal

Law, all proposers should be aware that Request for Proposals and the responses thereto are in the

public domain. Proposers must invoke the exemptions to disclosure provided by law in the

response to the solicitation and must identify the data or other materials to be protected by separate

envelopes and must state the reasons why such exclusion from public disclosure is necessary

pursuant existing Florida law. Ownership of all data, material, and documentation originated and

prepared for the City pursuant to this request for services shall belong exclusively to the City and

be subject to public inspection in accordance with the Public Records Law. Trade secrets or

proprietary information submitted by a proposer shall not be subject to public disclosure under the

Public Records Law; however, the proposer must invoke the protection of this section prior to or

upon submission of the data or other materials and must clearly identify the data or other materials

to be protected and state the reasons why protection is necessary.

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CONE OF SILENCE

To ensure a fair and transparent RFQ process by restricting communications between potential

respondents and City officials during the solicitation period, a Cone of Silence/Lobbying Blackout

Period begins upon issuance of this RFQ #26-001-ED. For awards requiring City Commission

approval, the Cone of Silence/Lobbying Blackout period concludes at the meeting which the City

Commission will be presented with the award(s) for approval or a request to provide authorization

to negotiate a contract.

However, if the City Commission refers the item back to the City Manager and/or Procurement

Division for further review or otherwise does not take action on the item, the Cone of

Silence/Lobbying Blackout Period will be reinstated until such time as the City Commission meets

to consider the item for action. The Cone of Silence/Lobbying Blackout Period for award requiring

the City Manager approval concludes upon issuance of a Notice of Intent to Award.

NEGOTIATION OF PRESENTING AGREEMENT

The City will draft and negotiate a presenting agreement with the most qualified respondent at a

rate and scope deemed fair and reasonable. If an agreement cannot be reached, the City may

negotiate with the next most qualified respondent. The terms of the presenting agreement will

include, but will not be limited to, addressing the following matters in more detail:

1. Purpose

To establish the terms under which the Presenter will present live theatrical productions and

other related live performance programming at the City-owned Garden Theatre on Plant located

at 160 W. Plant Street, Winter Garden, FL 34787. Programming must promote a family-friendly

atmosphere, have desirable entertainment value and serve as an economic driver for downtown

vibrancy.

2. Term

This Agreement shall commence on April 23, 2026, and continue through April 22, 2028, unless

terminated earlier in accordance with Section 8.

3. Use of Facility

• Presenter shall submit all proposed productions and programming to the City for prior

written approval.

• The City reserves the right to deny or revoke use of the Theatre if the event violates law,

poses a risk to public safety, or conflicts with accessibility requirements.

• Presenter shall not imply City sponsorship or endorsement without written permission.

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Commodity Codes

• NAICS 444220Nursery, Garden Center, and Farm Supply Stores
• NAICS 561730Landscaping Services

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