RFQ- 2526-51 sooner Theatre Design Master Plan

CITY OF NORMAN
PARKS & RECREATION DEPARTMENT
REQUEST FOR QUALIFICATIONS
RFQ No. 2526-51
FOR
DESIGN SERVICES
FOR THE
SOONER THEATRE IMPROVEMENTS
MASTER PLAN
101 East Main St. Norman, OK 73079

PUBLIC NOTICE
REQUEST FOR QUALIFICATIONS
R.F.Q. No. 2526-51
The City of Norman, Oklahoma, through the Parks and Recreation Department, is soliciting
proposals for:
Design Services
For Sooner Theatre Improvements Master Plan
These design services will be for the design of a master plan for a renovation and expansion
project at The Sooner Theatre, located at 101 East Main Street, Norman, Oklahoma.
Any correspondence, questions, or requests for copies of the Request for Qualifications should
be directed to James Briggs, Park Development Manager, Norman Parks and Recreation
Department, 225 North Webster Avenue, Norman, OK 73069; Phone: (405) 366-5480; and via e-
mail at james.briggs@normanok.gov
Proposals submitted in response to this RFQ will be received in the office of the Parks and
Recreation Department, located at the Norman Development Center, 225 North Webster
Avenue, Norman, OK 73069, until 4:00 p.m. on Friday, May 29, 2026. Responses received after
this time and date will not be accepted. Responses are solicited in accordance with the terms,
conditions, and instructions set forth in this RFQ.
The City of Norman reserves the right to reject any and/or all proposals.
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TABLE OF CONTENTS
Page Number
PUBLIC NOTICE 2
I. INTRODUCTION
A. Requesting Entity Information 4
B. Project Overview and Objectives 4 - 7
C. Project Funding 7
II. PROJECT CRITERIA
A. Detailed Criteria 7 - 9
B. Project Schedule 9
C. Inquiries 9
III. R.F.P. CRITERIA
A. General Requirements 9 - 10
B. Prohibited Interests 10
C. Equal Employment Opportunities 10
D. Insurance Requirements 10 - 11
E. Minimum Content of Proposal 11
IV. SELECTION PROCESS
A. Right to Reject 11
B. R.F.P. Review Process 11 - 12
C. Keynotes 12
D. Ranking Criteria 12
V. AFFIDAVITS
A. Certificate of Non-Discrimination 13
B. Non-Collusion Affidavit 14
VI. LOCATION MAP 15
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I. INTRODUCTION
A. Requesting Entity Information
The requesting entity is the City of Norman, Oklahoma, through the Parks and Recreation
Department, with municipal offices at 225 North Webster Avenue, Norman, Oklahoma,
73069.
B. Project Overview and Objective
The City of Norman (the "City") is proposing to design several ADA-focused
improvements to The Sooner Theatre (the "Theatre"), as well as an accessible addition
to this historic building in downtown Norman, Oklahoma, along with cost estimates for
the proposed work. The City will use the design to guide the creation of a program to
improve the facility's accessibility for daily staff operations, performers using the space,
and the general public attending performances and events at the Theatre.
The Theatre is a performing arts venue that has operated as a live theater space for the
past several decades, since the City acquired the building in the 1980's. Prior to that, it
operated primarily as a movie house, starting not long after its construction in 1929.
Designed by architect Harold Gimeno, the Theatre was also a vaudeville stage and has
always had a stage with counterweighted line sets above it, which have provided
performance opportunities since the original construction. However, there is very
limited wing space, few restrooms, small, non-accessible dressing rooms below the
stage, insufficient storage and set construction space, and other limitations to its use for
live performances in its current state. The building is at the end of its block of downtown
buildings, with the next, adjacent building occupied by a furniture store. These facts
have limited the ability to gain any much-needed space for the theatre, which has been
proposed for several years. It is now time to consider a more robust project that does
not view the adjacent road or buildings as obstacles to growth, but rather as challenges
to overcome.
Since the late 1990's, the City has worked to upgrade much of the existing buildings to
accommodate modern technology while also preserving the historical details of the
space. Among other things, the Theatre's electrical system was upgraded from the
original technology, a complete fire suppression (sprinkler) system was added, and the
HVAC system(s) have been replaced regularly, along with the building roof and
miscellaneous plumbing, lighting, seating, finishes, and structural improvements over
the decades. The space below the stage has been regularly renovated and maintained
over the years for use as the dressing rooms for stage performances. Recently, all the
above-stage rigging was completely rebuilt by JR Clancy from Nashville, TN. Also, the in-
house fiber was upgraded by TransTel in 2022, and all stage curtains, legs, borders, and
drapes were replaced with IFR materials from Rose Brand in Secaucus, New Jersey.
The total seating for the space is 535 patrons, including the balcony seating. There is a
business office and two small restrooms on the main floor, adjacent to the lobby, and
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additional offices on the mezzanine level, as well as a "Sweet Shop" concession stand by
the lobby, renovated for ADA compliance in 2020. Some of the floor seating is accessible,
but not available in all parts of the audience area (the house).
The space has limited performance windows each year, since all sets are built on the
stage prior to each performance due to the lack of a scene shop or a second performance
space, such as a small "Black Box" space at the Theatre.
The Theatre is owned by the City and leased to The Sooner Theatre, Inc. to operate as a
performing arts venue. They program the space with live theatre, musical acts,
occasional film screenings, and assorted rental events year-round, with their primary
focus on locally cast youth and adult musical theatre performances. These shows use
traditional in-house-built physical sets, as well as modern projection techniques for set
design. They have above-stage electrics and some side-of-house and balcony rail-
mounted light instruments, but no mid-house lighting on trusses/motors, which limits
the lighting design of shows. The sound and light boards are both mounted in the
balcony, instead of at floor level or in a booth setting. The original orchestra pit at the
front of the stage is currently closed off with a pit filler system and often covered with
sets that project past the stage; however, it can be used by live musicians, if needed.
There is very limited wing space for set pieces and actors on both sides of the stage, since
the Theatre was originally built for motion pictures and vaudeville-style performances.
However, the entire stage depth does have several line sets in a fly tower configuration,
which allows sets sometimes to be flown in/out and includes a mid-stage traveler curtain
that can be closed for set changes, along with a rear scrim line set and optional starfield
curtain in the furthest upstage line set to add depth and variety. A movie screen is hung
on one of the downstage line sets, and it is mostly used for rental events or an annual
film festival. All dressing rooms are below the stage; however, temporary ground-level
stations have been placed in the wings whenever a performer with limited mobility or
other inability to use the stairs down to the dressing room has performed in the space.
As we approach the 100th birthday of The Sooner Theatre, we believe it is now time to
masterplan a program of accessibility improvements, along with a physical expansion of
the Theatre to carry it into its next 100 years. Our goal is to bring the Theatre up to the
standards of modern cultural facilities in the region and around the country. We intend
to use this Sooner Theatre Masterplan as a major part of our next taxpayer-funded
proposal for a group of "Quality of Life" projects in Norman. We want to enhance the
accessibility, aesthetics, and overall experience of this cherished historic structure for
the staff who work in it every day and for those who choose to perform in or attend a
special event at the Theatre at any time of year. We want to evaluate all our current
operations and systems to ensure we are getting the best use of the original Gimeno
design, and then plan a way to expand beyond the original structure and add features
that don't fit in the current building.
The new design shall include a proposal to expand the square footage of the Theatre by
expanding to the west, which would involve closing a city street and moving several
utilities, among other site considerations; OR to the east, which would include purchase
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of the adjacent building from the current owner (who occupies several buildings on the
block as a furniture store); OR a combination of both directions. The rear of the building
is the back of the stage, which opens onto a public alley with a restaurant and a private
parking lot on the other side, so expansion in that direction is unlikely.
Whichever way the expansion occurs, we intend to add both public and performer
spaces on the Ground Floor Level, including the following:
* Additional accessible restrooms for patrons.
* An accessible route to the Theatre stage.
* New accessible dressing room spaces, a Green Room, and restrooms for
performers.
* A scene shop/workshop for tech staff.
* Additional wing space on one or both sides of the stage.
* A Black Box second performance space with modern production technology and
movable bleacher-style seating.
* Expanded concession and/or bar counter space.
* Consider adding office space(s), a conference room, and a small music or
rehearsal room in the new addition.
Second-floor rooms may be considered for the addition, since the Black Box and scene
shop will ideally be two stories in height and may be connected in a way that has usable
second-story square footage in the connecting space between the two.
Depending on the direction of the expansion, the Masterplan could also include a
redesign of the parking lot and street west of the Theatre (both of which the City also
owns), along with all associated enhancements to outdoor pedestrian walkways, security
lighting, parking access, and any necessary outdoor signage. Other possible
considerations, based on the direction of the Theatre expansion, include redesigning any
second-floor spaces gained if the adjacent two-story building is purchased. Elevator
options will also be explored for any proposed addition, with the possibility of connecting
to the second floor and balcony at the front end of the existing Theatre.
The project will also include proposed renovations to the existing Theatre lobby to
improve accessibility and functionality of the business office, ticket counter, and other
patron access points to all support facilities, such as the existing lobby restrooms and
concessions, any other boutique/retail space, and house seating access. We also want to
explore options for renovating the existing house, including the stage and the space
below the stage, with features such as a trap door, a rotating stage deck segment, and/or
stage tracks for moving set pieces. Other ideas to explore would be adding a mid-house
lighting truss, relocation of the sound and light boards to ground level, remodel of the
balcony seating once all production elements are relocated away from the front of the
balcony, and other technology and production-related feature accessibility and
functionality upgrades to fit in the house without significantly altering the original
architectural details of the interior.
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The chosen design team will work with Parks and Recreation staff to establish priorities
relative to the Theatre's components. A resident advisory committee will be involved at
periodic milestones during the project. The selected firm is expected to provide cost
estimates throughout the establishment of a project implementation budget.
The City is seeking a qualified firm to design the following improvements:
1. Prepare a Master Plan, detailed cost estimates, and conceptual design graphics,
plans, and a general framework of specifications for all proposed building
additions and renovations. Once funding is secured in future budgets for
construction documents and bid package preparation, those items can be
completed as a second-phase bid package with the architect chosen for this work.
2. Prepare cost estimates to ensure the master plan can be accomplished either at
once or in phases, as required by the final construction budget. Include cost
estimates for all permits from City and State agencies.
The selected design consultant may be hired for additional services at that point to
coordinate design progress, construction documents, plan submittals, and construction
observation, as appropriate, once the Master Plan phase is complete and design
development begins. The City will approve the plans. City project managers or a contract
project manager will administer construction in a later phase of the project.
Relocation of City utilities may be significant and must be considered while conceptualizing
the final master plan. All city-owned and any other utilities (phone, fiber optic, gas, electric,
oil pipeline, cable, etc.) must be verified during the conceptual design process and accounted
for in the Master Plan in a way that they can be encapsulated in a packet prepared for bid by
a general contractor upon completion of any future final design phase. The utilities currently
used by the Theatre and surrounding businesses must remain in service throughout
construction.
C. Project Funding
The City of Norman will supply 100% of the construction and design cost. No Federal
Funds are being used for this project.
II. PROJECT CRITERIA
A. Detailed Criteria
The design consultant will be required to visit the site to become familiar with the
proposed improvements, the scope of work, and the area affected. A non-mandatory
pre-proposal meeting will be held at The Sooner Theatre on Tuesday, May 19, 2026, at
1:00 p.m. Consultants may coordinate additional follow-up meetings on-site with staff
as needed before the proposal's due date.
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The scope of proposed work for the selected Design Firm is expected to include the
following activities:
1. Kick off the Master Plan Conceptual phase with City Staff to gather background
information and input for the master plan design. Plan committee input kickoff at the
Theatre to lay the foundation of the masterplan for the Theater.
2. Meet with the citizen advisory committee and/or the general public at periodic
milestones to maintain public information exchange (see proposed schedule). Also,
meet virtually or in person with the project manager and Park staff as needed to clarify
any questions regarding the Theatre's past, current, and proposed usage, and all
building elements that will remain unchanged by the master plan, as they arise during
the design process.
3. Perform a detailed survey of the existing Theatre and the possible expanded facility
footprint to the west, locating all existing features in the considered project area,
including all public rights-of-way and easements, utility locations (above and below
ground), adjacent property lines and current land use for the project area, all fences,
trees, driveways and parking facilities, and other pertinent physical and legally
described features. Survey data must include alignment ties to corners and/or
monuments. Also include the footprint of the building to the east of the Theatre,
which is being considered for possible expansion.
4. Research all relevant soil information needed for the design of all areas of building
expansion/addition.
5. Determine all necessary environmental clearances required. The Consultant is also
responsible for determining all essential local, state, and federal permits necessary to
complete the project. Such regulations and permitting processes need to be factored
into project cost estimating.
6. Prepare and submit Master Plan conceptual design drawings; a written project
analysis report that includes design requirements, phasing, project layout, etc.; all
necessary calculations; a cost-effectiveness analysis of how best to accomplish the
project's goals; and a detailed cost estimate. The final design analysis report shall
receive written approval from the Project Manager. Once approved, the master plan,
including implementation/phasing, will be used by the Parks and Recreation
Department to submit all construction funding requests before proceeding to a
second phase of design, through construction documents and final plans and
specifications.
7. Additional Services may be requested in the future, upon approval to fund
construction (T.B.D.). At that time, an amendment will be made to any design contract
to take the conceptual Master Plan and proceed through Design Development and
then Construction Documents to furnish all necessary plans, studies, applications,
clearances, etc., for all planned building design elements. Coordination with utilities,
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City, State, and Federal agencies requiring review/plan submission (if any), and
meetings with City of Norman and any other related outside agencies affected by such
a construction contract will be included in additional services as part of any
amendment in future design services. Construction-phase observation may also be
included in a future amendment for additional services (T.B.D.).
8. Meet with City staff and/or City Council for project discussions, coordination,
presentations, etc., as required and listed on the proposed schedule, below.
9. Provide four complete printed sets of all masterplan documents upon completing this
process/project. Also, provide plans in digital format (file type T.B.D.).
B. Required Schedule
The services sought by the City shall meet or exceed the following schedule:
EVENT DATE
Proposal Submission May 29, 2026
Interviews (if necessary) Week of Jue 8, 2026
Consultant Selection June 12, 2026
Council Approval of Contract July 14, 2026
Notice to Proceed July 15, 2026
Project Kickoff July 20, 2026
Meet with City Staff/Steering Comm. July 27, 2026
Public Meeting of conceptual plan August 24, 2026
Master Plan Review with Committee August 31, 2026
Present Master Plan to Park Board September 3, 2026
Complete Master Plan September, 2026
Present Master Plan to City Council October 6, 2026
NOTE: Additional Design Services beyond the Master Plan conceptual phase are not
included in this Request for Qualifications. All additional services, up to construction-
phase services, will be addressed in a separate contract before construction.
C. Inquiries
Questions should be directed to James Briggs, Park Development Manager, at (405) 366-
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5480, james.briggs@normanok.gov. No inquiries will be received after 4:00 p.m. on
May 29, 2026.
III. R.F.Q. CRITERIA
A. General Requirements
Proposals will be accepted at the Parks and Recreation Department until 4:00 p.m. on
May 29, 2026. The office is located at 225 North Webster, Norman, OK 73069.
Proposals must be signed by a duly authorized official of the proposer. Proposals must
include Standard Form 254, "Architect-Engineer and Related Services Questionnaire,"
and Standard Form 255, "Architect-Engineer Related Services for Specific Project," or
similar forms containing this standard information. A minimum of six (6) copies of the
proposal must be submitted. No reimbursement will be made for any costs incurred in
preparing the proposal or any costs incurred before a formal notice of award. All
proposals must state their validity for at least sixty (60) days from the date of receipt.
B. Prohibited Interest
No member, officer, or employee of the City of Norman, or member of its governing
body during his or her tenure or one (1) year after that, shall have any interest, direct or
indirect, in any resultant contract or the proceeds thereof.
C. Equal Employment Opportunities
In connection with this proposal, the consultant shall not discriminate against any
employee or applicant for employment because of race, color, religion, ancestry, national
origin, age, place of birth, disability, sex, sexual orientation, gender identity or expression,
familial status, marital status, including marriage to a person of the same sex, being
disabled, or disadvantaged person, or a Veteran, except where religion, sex or national
origin is a bona fide occupational qualification reasonably necessary to the normal
operation of the consultant.
In accordance with State law, the consultant must submit a certificate of non-
discrimination with this proposal to be considered. Failure to submit this affidavit may
render the proposal incomplete and thus eliminate the consultant from further
consideration.
D. Insurance Requirements
The chosen Consultant for this project must obtain the following insurance, with the City
of Norman listed as additional insured:
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