111 Erie Street North, Leamington, ON, Canada N8H 2Z9
Telephone (519) 326-5761 • Fax (519) 326-2481
CORPORATION OF THE MUNICIPALITY OF LEAMINGTON
REQUEST FOR PROPOSAL
Restoration, Use and Ownership of the
Gregory Building
March, 2016
Internet Site: http://www.leamington.ca
“Building on the Past … Preparing for Future Prosperity”
RFP – Gregory Building: Restoration, Use, Ownership
TABLE OF CONTENTS
Section:
Page #:
1) Introduction
3
2) RFP Rules and Procedures
3
3) RFP Submission Process
4
4) RFP Evaluation Process
5
5) RFP Evaluation Criteria
5
6) Scope of Work and Design Criteria
6
7) Schedule
6
8) Confidentiality
6
9) Governing Law
7
10) Multiple Proposals
7
Introduction Letter Instructions
8
Form A - Organizational Information & Qualities
9
Form B – Proposed Design and Features
10
Form C - Financial and Timing
11
Form D - Warranty
12
Appendix A – History Associated with the Gregory Building
13
Appendix B – Gregory Building Aerial View _
19
Appendix C - Submission Checklist
21
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RFP – Gregory Building: Restoration, Use, Ownership
1. Introduction
1.1. The Corporation of the Municipality of Leamington (Municipality) is seeking proposals from
qualified organizations or individuals to restore, renew, occupy and purchase the ‘Gregory
Building’ (see pictures in Appendix A).
1.2. The Gregory Building was constructed in 1911 and is located at 43 Mill St W. in Leamington.
See Appendix A for information on William T. Gregory and the history of the site. The
building has historical significance, but it does not have a formal historical designation. While
there are no restrictions on the type of restoration to be completed, the Municipality desires
a form of restoration, where practical, that preserves and promotes the existing architectural
qualities in a style that represents the time period and history of the building.
1.3. The Gregory Building was appraised for $58,000 in 2013. See Appendix B for an aerial
image and a copy of the Reference Plan. Note the reference plan includes lot dimensions.
1.4. The Municipality of Leamington has owned the building since 2004. The building is no longer
required by the Municipality. Rather than sell the building to the highest bidder, the
Municipality desires to have the building restored, renewed, and used for a purpose that will
promote uptown revitalization.
1.5. Proposals for the restoration, use, and purchase of the Gregory Building are expected to be
financially self-sustaining. The Municipality will not provide funds for the purpose of
restoration or future operations.
1.6. The ideal proposal will include a restoration plan including estimated cost of restoration,
information on expected future use, and a proposed purchase price for the land and building.
1.7. While not mandatory, the preferred proposal will likely include an offer to purchase the land
and building, though an offer of purchase is not a mandatory requirement of proposal
submission. As an example, a proposal for a long term lease from the municipality is also
acceptable.
2. RFP Rules and Procedures
2.1. This is not a call for tender. This is a request for proposals to identify a preferred
Proponent and to initiate negotiations which, if mutually satisfactory, would lead to an
agreement for the restoration, use, and sale of the Gregory Building.
2.2. The Municipality will select the preferred Proponent, which in the opinion of the
Municipality, submits the most advantageous proposal. If an agreement cannot be
reached with the preferred Proponent, the Municipality will at its sole discretion, initiate
negotiations with the Proponent with the next most attractive proposal.
2.3. The Proponent agrees that the submission of a proposal is acknowledgement of their
understanding and acceptance of all information contained within this RFP.
2.4. Proposals will be considered revocable.
2.5. The Municipality reserves the right to waive any irregularities in submitted proposals.
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RFP – Gregory Building: Restoration, Use, Ownership
2.6. The Municipality reserves the right to request additional information or seek clarification
from multiple parties.
2.7. The Municipality reserves the right to reject any or all proposals and to re-advertise or recommence the RFP process if it so desires.
2.8. Submissions are made at the sole expense of the Proponent and the Municipality takes no
responsibility for any expense incurred by a Proponent in preparing or submitting its
proposal.
3. RFP Submission Process
3.1. Copies of this document can be obtained from The Corporation of the Municipality of
Leamington, Town Hall, 111 Erie Street North, Leamington, Ontario, N8H 2Z9 during
normal business hours (8:30 a.m. to 4:30 p.m.), or at www.leamington.ca, starting from the
date outlined in Section 7- Schedule.
3.2. Proponents shall submit proposals sealed in a package. The package shall contain; three
(3) hard copies of the proposal.
RFP: Gregory Building Restoration & Future Use
Attn: Mr. Gary Emery
Each proposal shall be divided into the following 5 sections and be clearly marked as such:
•
•
•
•
•
Section 1:
Section 2:
Section 3:
Section 4:
Section 5:
Introduction Letter
Organizational Information & Qualities (Form A)
Proposed Restoration and Construction (Form B)
Proposed Future Use (Form C)
Cost of Restoration and Purchase Price Offered (Form D)
3.3. The Introduction Letter and completed Forms A through D shall be the first page(s) of the
corresponding submission sections. Additional supporting documentation provided shall
be included in the applicable submission section only.
3.4. Sealed proposals will be received by the Municipality at the first floor main reception of at
111 Erie Street North, Leamington Ontario until the submission deadline as outlined in
Section 7- Schedule. Proposals received after this deadline will be sent back unopened.
3.5. Questions, including site visit requests, will be received until the date outlined in Section
7- Schedule. Responses will be provided by the date outlined in Section 7- Schedule.
All inquiries shall be directed to:
Mr. Gary Emery, Supervisor of Fleet and Facilities, from Monday to Friday, 8:30 A.M. to
4:30 P.M., by e-mail to [email protected] or by telephone: 1-519-326-5761 ext.
1508.
3.6. Addenda, if required, shall hereby form part of the proposal. All addenda shall be posted
on the Municipality’s website not less than forty-eight (48) hours before the closing date
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RFP – Gregory Building: Restoration, Use, Ownership
and time. It is the responsibility of the Proponent to have received all addenda that have
been issued. No oral explanation or interpretations will modify any of the requirements or
provisions of the documents. The Proponent is to acknowledge receipt of addenda, if any,
by signing and submitting the form issued with the addenda as part of the RFP
submission.
3.7. All submitted proposals shall become the property of the Municipality and will not be
returned to Proponents.
3.8. A bid security will not be required.
3.9. There will not be a public opening of submitted proposals.
4. RFP Evaluation Process
4.1. The evaluation process will be carried out by an evaluation committee who will establish
and rank all of the submissions. Should a preferred Proponent be selected, formal
negotiations will begin shortly thereafter.
4.2. Evaluation results of submitted proposals and the ranking of proposals will not be
disclosed by the Municipality after the evaluation process.
4.3. After the evaluation process, all Proponents will be notified as to the status of their
proposal.
5. RFP Evaluation Criteria
5.1. Proponents should demonstrate through supporting documentation, how they have met
the desired outcomes as outlined in this RFP.
5.2. Proponents should demonstrate why their proposal for the Gregory Building should be the
preferred proposal for the Municipality.
5.3. Proponents should demonstrate how their organization will bring added value to the
restoration, use and ownership of the Gregory Building.
The Municipality will evaluate and score proposals based on the following criteria:
1.
2.
3.
4.
Organizational Information & Qualities
Proposed Restoration & Construction Plan
Proposed Future Use
Financial Considerations- Cost of
Restoration & Purchase Price Offered
Total:
10
40
20
30
%
%
%
%
100 %
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RFP – Gregory Building: Restoration, Use, Ownership
6. Scope of Work and Design Criteria:
6.1. It is expected that successful Proponent will include a proposal that provides:
•
A significant scope of restoration to the interior and exterior of the building
•
A use that contributes to the revitalization of uptown Leamington
•
An offer to purchase the property from the Municipality, that when combined with
the proposed cost of restoration, equals a value of no less than the appraised
value of $58,000.
7. Schedule
7.1. The following chart indicates the anticipated RFP schedule:
Task
Date
Release of RFP
March 18, 2016
Final date for Proponent questions or site
visit requests
March 31, 2016
Final date for addenda/clarifications from
the Municipality
April 4, 2016
RFP submission deadline
Evaluation process
Selection of preferred Proponent and
commencement of contract negotiations
April 6, 2016 11:00 AM Local Time
April 6 to 14, 2016
April 15, 2016
8. Confidentiality
8.1. All correspondence, documentation and information provided by the Municipality to
Proponents in connection with this proposal:
(a)
(b)
(c)
Are and shall remain the property of the Municipality
Shall be treated by the Proponents as confidential, and
Shall not be used for any purpose other than for replying to this RFP.
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RFP – Gregory Building: Restoration, Use, Ownership
8.2. The Municipality will not disclose a Proponent’s submission to a third party, save and
except the legal compulsion to do so.
9. Governing Law
9.1. The successful Proponent will be expected to comply with all existing Federal, Provincial,
and Municipal Regulations, guidelines and standards, and other authorities having
jurisdiction.
9.2. Any subsequent agreement resulting from this RFP will be governed by the laws of the
Province of Ontario.
10. Multiple Proposals
10.1. Proponents are permitted to submit more than one proposal. (i.e. if there are multiple
design options available with distinct features warranting independent evaluation.)
10.2. If multiple proposals are submitted by the same Proponent, a complete, independent and
standalone proposal must be submitted to be considered by the Municipality.
10.3. Submitting a single proposal containing multiple design options could lead to rejection of
the proposal.
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RFP – Gregory Building: Restoration, Use, Ownership
INTRODUCTION LETTER INSTRUCTIONS
Each proposal shall begin with an introductory letter. The letter shall summarize the proposal by
discussing key features such as the nature of the Proponents organization, a summary of the
proposed restoration, and the proposed future use of the building.
The letter shall be no more than 2 pages in length.
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RFP – Gregory Building: Restoration, Use, Ownership
FORM A - ORGANIZATIONAL INFORMATION & QUALITIES
Proponents are to provide the information requested below. In addition, Proponents are
encouraged to provide additional supporting documentation, to the extent the Proponent deems
necessary, to demonstrate how they will bring added value to the proposal.
Required Information:
1) A description of the Proponent’s organization.
2) Information on key personnel.
3) The proposed process and timeline for the proposal.
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RFP – Gregory Building: Restoration, Use, Ownership
FORM B - PROPOSED RESTORATION PLAN AND CONSTRUCTION ACTIVITIES
Proponents are to provide a restoration and renewal plan for the building in as much detail as
can be reasonable expected at this time. The restoration plan and construction activities should
include discussion on the proposed scope of construction, the type of materials to be use, and a
breakdown of costs by activity.
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RFP – Gregory Building: Restoration, Use, Ownership
Form C – PROPOSED FUTURE USE
Proponents are to provide information on their proposed future use of the building and how that
future use will promote the revitalization of Uptown Leamington.
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RFP – Gregory Building: Restoration, Use, Ownership
FORM D –
FINANCIAL CONSIDERATIONS: COST OF RESTORATION AND PURCHSE
PRICE OFFERED
Proponents are to indicate the total cost of construction proposed in Form B.
Proponents are to include the purchase price offered for the land and building.
The Total Investment Proposed should be a minimum of $58,000.
Task
Start Date
Completion Date
A) Total Value of Restoration
B) Purchase Price Offered
Price
$
N/A
N/A
Total Investment
Proposed (A+B):
$
$
Comments (if necessary):
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RFP – Gregory Building: Restoration, Use, Ownership
APPENDIX A- History Associated with the
Gregory Building
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RFP – Gregory Building: Restoration, Use, Ownership
APPENDIX B- Aerial Image and Reference Plan
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RFP – Gregory Building: Restoration, Use, Ownership
RFP SUBMISSION CHECKLIST
Please use the checklist below to ensure you have included the minimum necessary
information in your Proposal.
Completed RFP Introduction Letter
Completed Form A- ORGANIZATIONAL INFORMATION & QUALITIES
Completed Form B- PROPOSED RESTORATION PLAN
Completed Form C- PROPOSED FUTURE USE
Completed Form D- FINANCIAL CONSIDERATIONS
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