Request for Proposals A FEASIBILITY STUDY TO ASSESS THE VIABILITY OF DEVELOPING SHARED RECREATION FACILITIES within the Pemberton Valley and for the greater area which includes the Squamish-Lillooet Regional District (Area C), and the Mount Currie Band (Lil wat Nation). Issue Date: August 17, 2012 Closing Date: Response Receipt Location: Response Location Email: All Response Delivery: The Village requests that responses be submitted by: 4:00 p.m. Pacific Time on Thursday, August 30, 2012. Village of Pemberton 7400 Prospect Street Pemberton, BC V0N 2L0 dsailland@pemberton.ca Respondents should phone to confirm receipt. Respondents should reference RFP No. 2012-01. Respondents can submit a single digital copy to email location above. If Respondents submits a hardcopy, the Respondent is to submit one original unbound Original Response and two (2) copies for a total of three (3) copies to receipt location above. RFP Contact Person: Addenda Process: Daniel Sailland, Chief Administrative Officer Email: dsailland@pemberton.ca Reference: RFP No. 2012-01 If the Village determines that an amendment is required to the RFP, the Village will post a written addendum on the BC Bid Website at www.bcbid.gov.bc.ca. Respondents will be deemed to have received notice of all addenda that are posted on the BC Bid Website. INTRODUCTION With a focus on specific joint use recreational facilities within the Pemberton Valley, the Village of Pemberton and the Lil wat Nation hereto referred to as Pemberton Valley invites proposals from qualified applicants interested in conducting a feasibility study to assess the viability of developing and operating shared recreational facilities. This Request for Proposals (RFP) provides a project summary and background, required tasks and deliverables, project schedule and timeline, budget,
Request for Proposal Page 2 submission requirements and deadlines, evaluation criteria, enquiry contacts, a working agreement overview and reference document listings. PROJECT SUMMARY The recreation facility feasibility study is intended to provide more detailed information and recommended implementation options that will help to achieve the needed recreational facilities for the area. The feasibility study will include three main deliverables: a concept plan, a draft management plan and location rationale. The completed project will contribute towards the undertaking of a community engagement component within the recreation service catchment area to identify possible or desired; next steps for the delivery of facilities, creation of partnerships (government and/or commercial) and cost sharing structures. This recreation initiative has been identified as a community priority in the Village of Pemberton s 2012 Strategic Plan and the Pemberton Official Community Plan (OCP) which was adopted in 2011. The recreation facility feasibility study, in addition to the subsequent community dialogue, will also inform short and long term planning initiatives and will be a key document when drafting our future Recreation Master Plan. BACKGROUND The Pemberton Valley has considerable natural and locational advantages, yet as the community grows there is an increasing demand for social, recreational, and service facilities. As part of the objectives identified in the recently adopted Village of Pemberton OCP, the Pemberton Valley would like to better understand the likely capital and operating costs associated with the development of specified recreation facilities. They would also like to review the possible partnership and financial models for the above noted, bearing the financial resources of servicing the community in mind. The information collected through this feasibility study will help future community dialogues regarding recreation in the area, as well as, feed both short and long term planning initiatives. Recently, the Village of Pemberton, working with the SLRD (Area C) and the Lil wat Nation, have been meeting to discuss the feasibility of developing certain recreational facilities to service the three jurisdictions. As a result of these meetings, a supplementary needs assessment overview for Pemberton, Area C and Mount Currie will be prepared by the working committee and will identify the following: 1. Key documented community values and organizational philosophies in the delivery and development of recreational facilities; 2. An inventory of existing recreational facilities and justification for additional facilities; 3. The documented socio-economic characteristics of the community in relation to recreation needs and financial opportunities and constraints; 4. Local usage of other competing or other existing facilities; and 5. The existing proposals for recreation facilities. This needs assessment overview provides background information necessary for the feasibility analysis. This summary analysis will be completed, in-house, by September 14, 2012.
Request for Proposal Page 3 REQUIRED TASKS/DELIVERABLES As mentioned, the feasibility analysis has three components: draft management plan, concept plan and location rationale. The following outlines the project tasks together with the required deliverables. Phase 1 Draft Management Plan The purpose of the management plan is to identify the potential users of the facilities, recognize the financial resources and opportunities to fund the facilities and identify a management structure. Note: the facilities of interest must include, but need not be limited to, a rink, a pool, a gym as well as sports fields. The task and related deliverables are as follows: Tasks Description Deliverables User Estimates Consider community input, comparable/competitive facilities, projected population and trends, as well as, influencing factors such as access, fees, and competition, location as well as, target groups, programs, services, private partnerships and revenue sources. Identify anticipated usage of proposed facilities locally and an analysis of facility utilization options with a best and worst case scenario. Anticipated usage should also consider possible market based draws from outside the Pemberton Area. Provide a snapshot of program initiatives required Revenue Sources and Opportunities Facility Management and Operational Framework The various sources of both capital and operational funding revenue shall be identified including internal and external sources and possible non-profit or private partnerships. Recognizing that traditional and exclusively publicly funded and operated recreation facilities may not be appropriate given challenges and opportunities in this area. Special consideration shall be given to: Synergies/ partnerships in delivery of the community s recreational objectives, Facility utilization Sport market opportunities for inclusion in a multipurpose facility plan (indoor/outdoor), and Identification of ancillary revenue development plan options for the inclusion of other opportunities and partnerships (retail, sports academy, trade shows etc.) to form a solid business plan. Identify funding for design, construction and operations of each facility as a standalone structure and for a recommended combined structure as per a proposed business plan. Identify the impact on property taxes & local government/first Nations budgets. Recommend a management approach for the design, build and ongoing operation of the recreation facilities.
Request for Proposal Page 4 Phase 2 Concept Plan A concept plan is required to identify high level components of the proposed facilities that are consistent with the findings of the needs assessment and the management plan. The concept plan is for preliminary costing estimates. Task Description Deliverables Concept Plan Identify the indoor and outdoor activity spaces, functional requirements, inter-related spaces. The specific facilities for consideration include a pool facility, a skating rink facility, gym and indoor or outdoor field facility. Provide a concept plan for general costing purposes. The plan will consider stand-alone facilities. Additional functions can be included as part of a greater feasibility argument for the noted facilities. As such the recommended outcome should be based on a business concept that may or may not include a pool, a skating rink, gym or fields whether combined or Preliminary Business Plan Based on the concept plan prepare preliminary cost estimates for design, construction and ongoing operations. stand-alone. Prepare preliminary business plan. Partnerships The roles of public, private, and non-profit groups should be identified if required. Identify the agreements that are required to enable the facility planning to continue. Phase 3 Location Rational This phase of the study considers where the facilities should be located. The location rational will make a recommendation related to preferred sites for the recreational facilities. Task Description Deliverables Facility Locations Review possible locations for facilities in relation to the findings of the needs analysis, management structure, concept plan and cost estimates, as well as, land use constraints in the area. Recommend locations for facilities.
Request for Proposal Page 5 PROJECT SCHEDULE AND TIMELINE The project deliverables shall be completed no later than October 29, 2012. The following are key milestones for the project: RFP Issued August 17, 2012 RFP Submission Deadline August 30, 2012 RFP Selection/Contract September 5, 2012 Project Initiation September 7, 2012 Draft Feasibility Study for Review October 29, 2012 Please note that all proponents will need to factor working with the Lil wat Land and Resources Department, as well as, with a Lil wat community liaison when engaging the Lil wat community. BUDGET Submissions should be in (Canadian dollars) including all fees, taxes and disbursements assigned to this project. The project may consider added services, whereby the submission clearly documents how the additional works will ensure the project s success. SUBMISSION REQUIREMENTS All proponents are required to provide the following information (in order) with their submissions: Profile of the applicant including experience and qualifications; Detailed proposal of what will be delivered, including the expected outcome and benefits to the Pemberton Valley; Detailed project timeline including milestones, project meetings, interim reports and progress reports; Detailed project methodology explaining each project task including what will be expected of the consultant, the Pemberton Valley and its partners with respect to each task; Community and stakeholder consultation plan; Detailed budget, including billable rates, taxes, expenses; and A minimum of three (3) references (name and contact information) for each principle named; EVALUATION CRITERIA Proposals shall be evaluated to determine the best value offered to the Pemberton Valley against conformance, but not limited to, the following criteria: Quality of the Proposal Responsiveness to the requirements of the RFP Experience and Qualifications of Applicants Understanding of the project objectives/outcomes and vision Creativity in preparing the deliverables Proposed budget and the ability to complete the work in accordance with the schedule References Interviews (if required) Pemberton has the right to reject any or all proposals received.
Request for Proposal Page 6 SUBMISSION DEADLINE Electronic proposals can be submitted to Daniel Sailland, Chief Administrative Officer, (dsailland@pemberton.ca), no later than 4:00 pm, Local Time, on August 30, 2012, Submissions received after this time will be returned to the sender. Pemberton reserves the right to cancel this Request for Proposal for any reason without any liability to any proponent or to waive irregularities at their own discretion. Proposals may be withdrawn by written notice only provided such notice is received at the Village of Pemberton prior to the date/time set as the closing time for receiving proposals. Proposals shall be open for acceptance for 90 days following the submission closing date. All proposals will remain confidential, subject to the Freedom of Information and Privacy Act. Any interpretation of, additions to, deletions from, or any other corrections to the Proposal document will be issued as written addenda by the Village of Pemberton. It is the sole responsibility of the potential proponents to check with the Village of Pemberton s Website, and / or BC Bid to ensure that all available information has been received prior to submitting a proposal. ENQUIRIES Clarification of terms and conditions of the proposal and purchasing process shall be directed to: Daniel Sailland, Chief Administrative Officer Email: dsailland@pemberton.ca Tel: 604-894-6135 Fax: 604-894-6136 Pemberton, its agents and employees shall not be responsible for any information given by way of verbal communication. Any questions that are received by Village of Pemberton Staff that affect the Proposal Process will be issued as addenda by the Village of Pemberton. WORKING AGREEMENT The successful proponent will enter into a working agreement with Pemberton based upon the information contained in request for proposal and the successful proponents submission and any modifications thereto. REFERENCE DOCUMENTS The following reference documents are available to assist in the preparation of the feasibility study. Additional information may be made available as electronic files by sending a request to dsailland@pemberton.ca or clicking on the links below. Village of Pemberton: Village of Pemberton Official Community Plan http://www.pemberton.ca/media/135554/ocp%20document_maps2012_web.pdf Parks & Open Spaces Master Plan http://www.pemberton.ca/media/94578/parks%20and%20open%20spaces%20master%20pl an%20may%203%202011%20adopted.pdf Downtown Enhancement Strategy http://www.pemberton.ca/media/15150/draft_strategy_may_27_09.pdf
Request for Proposal Page 7 Pemberton & Area Cultural Plan http://www.pemberton.ca/media/118594/pem%20cp%202011%20-%20final%20- %20lores.pdf Winds of Change: A Healing Vision 2006 http://www.pemberton.ca/media/15510/winds_of_change_a_healing_vision.pdf Pemberton & Mount Currie Age Friendly Community Project 2007 http://www.pemberton.ca/media/15510/winds_of_change_a_healing_vision.pdf Village of Pemberton Census http://pemberton.customfithosting.com/media/148253/2010%20community%20census%20- %20Final%20Report%20Septemberr%2010%202010.pdf Recreation Master Plan July 2005 Other recreation related documents Demographic information and community contacts lists Pemberton staff will also make available on-line surveying capabilities, public notices and meeting space. The Squamish Lillooet Regional District Area C will provide the following information documents: Area C Official Community Plan Recreation Services Bylaws The Lil wat Nation will provide the following information documents: On Reserve Land Use Plan 2009 Strategic Plan 2010-2015