THE CITY OF NORTH VANCOUVER REQUEST FOR EXPRESSION OF INTEREST 2015 EVENT VENUE LEASE PIPE SHOP THE SHIPYARDS 1
TABLE OF CONTENTS 1.0 INTRODUCTION... 3 2.0 TERMS AND CONDITIONS... 3 3.0 BACKGROUND... 4 4.0 DESCRIPTION OF REQUIRED SERVICES / PROJECT... 5 5.0 SUBMISSION REQUIREMENTS... 6 6.0 SELECTION PROCESS... 8 Attachments 1-4... 9 2
1.0 INTRODUCTION The City of North Vancouver is requesting responses to this Request for Expression of Interest (RFEI) for 2015 Event Venue - Pipe Shop, The Shipyards. Proponents who have the desire, expertise, and capability to undertake a project of the type and magnitude described in the following sections are invited to submit their interest to the City of North Vancouver. This RFEI is intended to determine the range and level of interest of Respondents in the project. 2.0 TERMS AND CONDITIONS 2.1 Responses should be received on or before: 4:00PM (Local Time) Wednesday February 11, 2015. The City prefers electronic submission of responses. Responses should be in the form of a single pdf file. Submissions are to be uploaded through Sendit, the City s file transfer service accessed at website: https://sendit.cnv.org/envelope/purchasing 1. In the Competition Title field enter: RFP Name 2. Attach the file in.pdf format and Send (ensure you receive an email confirmation from Sendit to confirm upload is complete) Submissions shall be deemed to be successfully received when displayed as new email in the in-box of the City email address. The City will not be liable for any delay for any reason including technological delays, or issues by either party s network or email program, and the City will not be liable for any damages associated with Quotations not received. If there is no ability to submit electronically a paper copy of the response may be submitted, on or before the closing time to: Mr. Wolfgang Beier Purchasing Manager, City of North Vancouver, 141 West 14 th Street, North Vancouver, BC V7M 1H9. 2.2 All responses received shall become the property of the City of North Vancouver and will not be returned. The responses will be held in confidence by the City subject to the provisions of the Freedom of Information and Protection of Privacy Act. 3
2.3 The City will not accept any responsibility for costs incurred in responding to this and, if short-listed, for the preparation of a detailed proposal. 2.4 Submitting a response, and its receipt by the City, does not present a commitment on the part of the City to proceed further in this process or plan with any respondent. 2.5 The City may at its discretion, enter into discussions or negotiations with any respondent, request further information from the marketplace, or pursue other options. 2.6 All amendments or changes will be published at the City of North Vancouver website and the BC Bid website. It is the responsibility of the proponent to monitor the City of North Vancouver website to check for updates or changes. 2.7 Questions regarding this Expression of Interest should be directed to: Mr. Wolfgang Beier, Purchasing Manager Ph: 604-983-7392 Finance Department Fax: 604-985-1573 City of North Vancouver Email: wbeier@cnv.org 141 West 14 th Street North Vancouver BC V7M 1H9 3.0 BACKGROUND The Pipe Shop is an approximate 9,300 sq. ft. restored shipyard heritage building (in shell condition) located in The Shipyards on the City s waterfront (115 Victory Ship Way) (Attachment 1 and 2). The building is a spectacular, large open space with concrete floors, high ceilings, significant glazing, multiple doors and exposed wooden beam construction (Attachment 3). The building has security, fire suppression, water, and minimal lighting. There is no HVAC and or washrooms. There are public washrooms located in a temporary structure in the adjacent public square. The building is located in The Shipyards adjacent to Shipbuilders Square and stage, which has become a popular outdoor event and entertainment precinct during the summer months. Ongoing outdoor events include the Friday Night Market from May September that offers over 90 art, craft, and food vendors as well as a large selection of gourmet food trucks and entertainment. This 4
event attracts between 2,000 and 5,000 people each Friday night. In July and August the City hosts a summer Saturday evening concert series that attracts as many as 2,000 people per event. The area is also regularly booked for weekend car shows and cultural festivals/community events such as the Brazilian Festival. The Shipyards precinct also includes the Pinnacle Hotel and Convention Centre, Pier 7 Restaurant, St. Roch Dock (with temporary public moorage) and Burrard Dry Dock Pier (which attracts visiting Navy ships). The Tap and Barrel Restaurant, with over 700 indoor and outdoor seats, is expected to open in the adjacent historic Coppersmith Shop in June 2015. The Shipyards is located on the City s Central Waterfront in Lower Lonsdale, the up and coming restaurant district of the North Shore, and is adjacent to the Lonsdale Quay, SeaBus and transit hub for the North Shore (Attachments 1-3). 4.0 DESCRIPTION OF REQUIRED SERVICES / PROJECT The Pipe Shop is anticipated to be handed over to the North Vancouver Museum and Archives in 2016 for use as a new museum subject to the North Vancouver Museum and Archives raising sufficient capital funding. For 2015 (up to the end of January 2016) the City is looking for an organization to lease the Pipe Shop to operate it as a special event venue for commercial and community uses. If the new museum fundraising is not successful the building may be available for a longer term lease with three months termination notice. The extended period won t be known until the Fall of 2015. Since early 2014 the building has been used as an art gallery and a Christmas Craft Market. The City has also received numerous enquiries to rent the building for a variety of uses such as: ancillary uses for conventions and weddings at the adjacent Pinnacle Hotel, indoor area for events occurring in Shipbuilders Square, corporate events, wedding parties, filming and performance events. This indicates a need for and the suitability of the facility for these types of uses. The City s primary goal is to create animation of The Shipyard s through a variety of opportunities to attract the public to the area and secondly to generate revenue. Liquor primary/cabaret/night club type uses are not permitted. 5
The successful proponent will be required to pay for all utilities and may be required to pay the cost for any necessary renovations required to accommodate the proposed use. Fire and Building code requirements will need to be met and will vary by the proposed use. Future uses of the building must be compatible with and not detract from, use of Shipbuilders Square. The City is looking for an experienced event producer/promoter organization to lease the Pipe Shop for use as a special event venue from approximately February 2015 to end of January 2016. The successful proponent will be responsible for all aspects and costs of the operations of the facility and will be expected to include a mix of corporate/private and community uses. The proponent will be expected to offer preferential rental rates to community based events but it is understood that overall the venue must provide a reasonable profit for the operator. The goal should be to have an event booked in the facility at all times and that such events will contribute to the animation of The Shipyards. 5.0 SUBMISSION REQUIREMENTS Description of Proposed Operation Description of how the facility is to be managed, promoted and what the target uses will be and how this will contribute to animating The Shipyards; Description of how community based uses will be accommodated; Proposed fee schedule for venue rental including preferential fees for community based uses; Proposed lease payment to the City (profit sharing options will be considered); Description of any potential partnerships; Describe any required renovations to the building (may not alter heritage features or require structural changes); Describe your expectations of the City as landlord; Estimated cash flow summary of the proposed operations; and Proposed schedule. 6
Corporate History Letter of introduction, including name and address of Respondent. Number of years in business. Associated or affiliated companies. Unique attributes or abilities that may be brought to the project. Staffing List each professional / senior staff member, including title, who will be engaged on the project team, and their qualifications, experience and proposed function within the team. Staff changes during the project will not be allowed without the written agreement of the City. Relevant Experience Provide illustrative examples of similar past experience in which the listed staff has played a significant role, and which are relevant to the proposed project. Reference Checks Provide a client reference list for past projects of a similar nature for which the designated professional staff (as listed in A or B) has assumed responsibility. References will be asked to comment on the proponent s adherence to the original Terms of Reference, their ability to stay within budget and on schedule, and the quality and thoroughness of the proponent s work. The City is interested in achieving the best possible outcome for the project and invites respondents to include in their submissions commentaries on opportunities and challenges related to the project. 7
6.0 SELECTION PROCESS Proponents will be evaluated and short-listed on the basis of the qualifications submitted, using the following criteria: 1. The respondents ability to meet the requirements set out in this RFEI; 2. The respondents business and technical reputation in the field of event management; 3. Assessment of capabilities of personnel to be assigned to the project; 4. Examples of previous experience; 5. Demonstrated ability to manage the facility in the manner described within; 6. Reference checks. Short-listed respondents may be interviewed to clarify material submitted in the RFEI documents. Following a review of responses to this, the City may determine not to proceed and no proponent will be invited to proceed further. Should the City proceed to the next stage preferably not more than three proponents may be invited to participate in a detailed Request for Proposal process. Should a single candidate emerge that exceeds the qualifications of the other proponents, the City will consider a short-list of one. No obligation shall exist between the City and any proponent until a formal written agreement is negotiated between the parties. 8
Attachments 1-3 Attachment #1 Pipe Shop The Pipe Shop is an approximate 9,300 sq. ft. restored shipyard heritage building (in shell condition) 9
Attachment #2 Location in City of North Vancouver Located in The Shipyards on the City s waterfront (115 Victory Ship Way) 10
Attachment #3 The building is a spectacular, large open space with concrete floors, high ceilings, significant glazing, multiple doors and exposed wooden beam construction 11
Attachment #4 12