East Sydney community and arts centre Operator / tenant operatorInformation for applicants

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ESCAC – operator / tenant operator – information for applicants

In this document you will find everything you need to complete your application for Operator / Tenant Operator of the East Sydney Community and Arts Centre.

Content

sEast sydney community and arts centre..................................................................................1

Key information........................................................................................................................3

Introduction............................................................................................................................. 5

Background.............................................................................................................................. 5

About the property..................................................................................................................6

Specifications........................................................................................................................6

Hours of operation permitted for upper floor:.....................................................................7

Operating the property............................................................................................................7

Rent...................................................................................................................................... 8

Outgoings............................................................................................................................. 8

Accommodation Grants Program.............................................................................................9

Your plan of management......................................................................................................10

a) Vision..............................................................................................................................10

b) Business Model...............................................................................................................10

Submitting your application...................................................................................................11

Timeline..................................................................................................................................13

How we will assess your application......................................................................................13

Operator / Tenant Operator Responsibilities.........................................................................14

ESCAC – operator / tenant operator – information for applicants

Key information

East Sydney community and arts centre

Operator / tenant operatorOpening date 8 February 2017

Property inspections

Two open houses will be offered for applicants to view the property. Interested parties must view the spaces before making an application.

10.30am 20 February 2017

10.30am 27 February 2017

Please see page 10 for further information.

Closing date / time

5pm, Monday 13 March 2017

Asking Questions / Making Enquiries

If you have a question about submitting an application you will need to email the City’s Grants and Sponsorship Team: communitygrants@cityofsydney.nsw.gov.au with the heading Question – East Sydney Community and Arts Centre.

Answers to all questions about this opportunity will be published once a week as a frequently asked question guide to the East Sydney Community and Arts Centre information webpage.

It is the responsibility of applicants to review the FAQ guide regularly prior to starting and submitting their applications. Questions will be received until Friday 3 March, with the last FAQ guide published on Wednesday 8 March.

Submitting an application

Submissions will need to be lodged through the SmartyGrants Online Application Portal by 5pm on 13 March 2017.

Applicants will need to login or register with SmartyGrants to make the online submission. It is recommended that applicants login/register well in advance of the closing date to view the application form and become familiar with navigating the form.

Documents Annexure A – Property Management Plan

Annexure B – Property Maintenance Schedule (currently not available, will be released by Wednesday 8 March)

Annexure C – Floor Plans

ESCAC – operator / tenant operator – information for applicants

Annexure D – Furniture and fit out provided by the City

Annexure E – Accommodation Grants Program Lease

Annexure F – Notice of Determination - D/2013/546

General conditions of contract

The general conditions of contract for this opportunity are:

Accommodation Grants Program Lease

ESCAC – operator / tenant operator – information for applicants

IntroductionThe City of Sydney (City) invites applications from organisations or individuals servicing the creative sector who are able to manage the upper floor of the East Sydney Community and Arts Centre. The successful applicant will be responsible for the day-to-day operational management of the hall, the breakout space and the accompanying facilities (on the upper floor).

The tenant will enter into an Accommodation Grants Program lease with the City for a 5 year term.

The East Sydney Community and Arts Centre is located at 225-245 Palmer Street, Darlinghurst, NSW, 2010.

BackgroundThe City has long recognised the challenges creative practitioners face when seeking affordable space to work and live in the inner city. The City seeks to support the small to medium arts sector, particularly artists and those working in the creative industries, by providing space for creative practice though the provision of subsidised space (workshop, office, rehearsal, exhibition space etc.), cash and value-in-kind grants, and cultural infrastructure such as major theatres and performance venues.

Darlinghurst has a strong cultural and creative scene with numerous art galleries, museums, film and media services, design shops, cafés, art house cinemas and bookshops, community theatre groups, and cultural institutions including the National Art School. The East Sydney Community and Arts Centre is 200 metres from Oxford Street with its creative and boutique retail spaces, cafés, bars, restaurants, takeaway food shops and nightclubs.

The East Sydney Community and Arts Centre, previously known as Heffron Hall is a two storey public building located on the corner of Burton and Palmer Streets in Darlinghurst, Sydney. The building has a long history as a community hall and meeting space on the upper floor and after school children’s service on the lower floor.

The Centre is surrounded by residential apartments and terrace houses and is adjacent to the Eternity Playhouse, currently occupied by Accommodation Grants Program tenant, Darlinghurst Theatre Company. At the rear of the centre is the Albert Sloss Reserve which is used by the after school children’s services and the public.

The Centre has recently undergone significant renovations. These include:

upgrading the entrance of the building to include lift and stair access to connect all building areas and provide accessible entry from Burton Street and Albert Sloss Reserve;

upgrading the fitout, amenities and kitchen for the after school children’s services area on the lower floor including improving access from indoor spaces to the reserve;

ESCAC – operator / tenant operator – information for applicants

upgrading the hall on the upper floor including a new sprung floor, acoustic treatment and lighting to ensure its suitability for use as a rehearsal, small scale performance and creative workshop space;

upgrading the support facilities on the upper floor including kitchenette, office space, breakout space, lobby, storage and amenities; and

installing a new public artwork featuring three giant translucent discs that move behind a five-metre glass wall and will open up the building to the street.

The Albert Sloss Reserve has also received an upgrade to improve the connection of the centre to the Reserve and surrounding streets, installing a new playground and improving the Reserves landscaping and seating.

About the propertyThe East Sydney Community and Arts Centre, as the name suggests is a multi-use space. The upper floor contains a hall, office and breakout space. The lower floor will be used prominently by an after school children’s service and outside of these operations will be a venue-for-hire managed by the City’s Community Venues team.

An operator is being sought to manage the hall and breakout space on the upper floor providing access for affordable rehearsal, small scale performance and workshop space to the cultural and creative sector. The tenancy includes an office, a kitchenette, a storage space at rear of hall and shared use of the upper floor lobby area and accessible bathroom facilities.

Specifications

Address 225-245 Palmer Street, Darlinghurst, NSW, 2010Type of use recommended

Rehearsal space and venue for hire

Lease length 5 yearsLease Accommodation Grants Program LeaseLeased Area Value TBC (will be released in FAQ guide updates)Available Space We are looking for one organisation to take a lease on the

following: Hall – 175m2 Accompanying storage area at rear of space – 28m2 Office – 9m2 Breakout space – 21m2 Kitchenette – 7m2

They will also have shared access to: Upper lobby – 25m2 Hall entry area – 9m2 Accessible bathroom facilities with shower (on upper

floor) – 6m2

ESCAC – operator / tenant operator – information for applicants

Access to lower ground floor bathroom facilitiesCapacity TBCEquipment provided As per Annexure D - Supplied Furniture and Equipment ListKitchen Small kitchenette located on upper floor (equipment as per

Annexure D - Supplied Furniture and Equipment List)Bathroom facilities 1 x accessible toilet with shower – located on upper floor.

Shared access facilities on lower floor via stairs or lift: 2 x female toilets 1 x male toilet and 2 x urinals

Entrance Accessible entrance via Burton Street - entrance will be programed to be open during business hours (as agreed with tenant). Outside this time access for the tenant will be via a pin code.

Security Security system will be installed for the protection of the property and management of access to areas within the facility. The system will comprise a building intruder alarm system, electronic access control on the main building entrances, with pin codes provided to the tenant and mechanical locks on internal doors.

Foyer Lobby area with stools and ottomans (as per Annexure D - Supplied Furniture and Equipment List)

Storage At rear of hall for folding chairs and tables (as per Annexure D - Supplied Furniture and Equipment List) and potentially props or other equipment used by the tenant.

Loading Dock NoLift Lift accesses both upper and lower floorsAccessibility All areas accessible Access Via Burton Street entranceParking On street paid parking only. Users of the hall and breakout

area should be encouraged to use public transport and utilise secure parking within the local area.

Air-conditioning No air-conditioning. Recent upgrades to centre include improved ventilation.

Outgoing costs to be considered by tenant.

Outgoings including power, water and garbage removal, public liability insurance and glass plate insurance, maintenance and repair costs.

Floor Plan: As per Annexure C

Hours of operation permitted for upper floor:

Monday to Thursday: 8:00am – 10:00pm. Friday to Saturday: 9:00am – 11:00pm Sunday: 9:00am – 8:00pm

Operating the property

ESCAC – operator / tenant operator – information for applicants

Rent

A recent market rental assessment of the available upper floor space of the East Sydney Community and Arts Centre will be independently conducted by a registered valuer and released via an update to the FAQ guide.

The City will consider a request for a rental subsidy for this property to enable the delivery of the site as a creative centre. The subsidy requested can be between 0 - 100% and should reflect the market rental assessment and the organisation’s capacity to pay.

Applicants are encouraged to consider how their organisation might become more sustainable over time and to reflect this in subsidies requested.

Outgoings

Utilities including water and electricity will be charged for this property. Phone and internet connection and ongoing costs, waste collection and cleaning, and general maintenance are the responsibility of the tenant. A general maintenance schedule will be released through an update to the FAQ guide.

Applicants should familiarise themselves and will need to adhere to the management plan (Annexure A). The tenant will be responsible for managing their users whilst they are onsite and entering or exiting the premises, in particular managing the noise levels.

ESCAC – operator / tenant operator – information for applicants

Leasing agreementsA standard City Accommodation Grants Program lease (Annexure E) will be established between the head tenant and the City. The lease term will five years.

The lease will include standard criteria applicable in addition to specific criteria that address the successful respondent’s purpose.

These criteria will be assessed annually and failure to adequately meet the stated criteria will breach the lease agreement.

A condition audit will be undertaken prior to occupation of the premises and will form part of the lease.

Accommodation Grants ProgramThrough an Expression of Interest or ad hoc Grant Application process, cultural organisations apply to occupy a specific City-owned property at a reduced rental rate through the City’s Accommodation Grants Program. The City offers this ‘grant’ of support in the form of a value-in-kind rental subsidy of up to 100% of the market rental rate

The rate of the rental subsidy is determined by the type of organisation, the focus of their services and their capacity to pay rent.

During the application process, applicants are asked to nominate rental amounts for consideration based on their proposed business model and operational plan. The rental amounts nominated should reflect:

The operational plan for the property; The project’s budget and financial structure; and The ability to pay rent.

The market rental amount for East Sydney Community and Arts Centre will be released as an update to the FAQ guide.

Please note, rent is paid monthly in advance and all rental rates across all Accommodation Grants Program properties are subject to a 3% annual CPI increase, which you should reflect in any level of subsidy you propose.

Applicants will need to respond to how they will meet one or more of the Accommodation Grants Program outcomes in their application. For more information please see Assessment Criteria on page 12 of this document.

ESCAC – operator / tenant operator – information for applicants

Open HousesTwo open houses will be held on-site at the East Sydney Community and Arts Centre during the application period. Please note, the Centre will be under construction at this time. All interested parties must register via Eventbrite and details are on the website.

Interested parties must attend an open house prior to submitting an application.

Your plan of managementThe City is seeking applications which require you to include a business model and operational plan. These should demonstrate your experience and a vision for upper floor of the East Sydney Community and Arts Centre

The following must be included in your business model and operational plan:

a) Vision

Compelling vision for the upper floor of the East Sydney Community and Arts Centre including:

How you propose to activate the tenancy; How you propose to engage creative practitioners/organisations and the local

community; How your program will support the City’s cultural and creative sectors; and How your program will align with the City’s Cultural Policy and Action Plan.(Total word count: no more than 250 words)

b) Business Model

A detailed business model including:

Draft operational plan (who, what, why and how); Proposed structure for how you are going to make available and use the space (i.e.

booking type, hire type, self-use, timeframes etc.) Proposed fees and charges for spaces maintaining the City’s intention to support

cultural and creative sector sustainability (including any commercially priced use); Proposed budget including sources of income and consideration of maintenance,

cleaning and repair costs; Proposed rental payments for the 5 years; Proposed marketing plan indicating how you will reach the targeted tenants and

users; and Proposed commencement process from mid-2017.(No word count limit)

c) Program Overview

Your program overview including:

ESCAC – operator / tenant operator – information for applicants

Application process for hire of spaces; Demonstrated consideration of the other tenants and users of the building (after

hours school service and independent hirers of the venue); Proposed Key Performance Indicators for your proposed model; and Demonstrated consideration of the development consent conditions (Annexure F:

Notice of Determination - D/2013/546) for the property including: proposed hours of operation; and consideration of noise and other restrictions as per the Management Plan (Annexure

A).

d) Experience

Your past experience including:

What you currently do; Your organisations objectives; Your experience in creative space management; and Key personnel.(Total word count: no more than 250 words)

e) Corporate Responsibility

Examples of environmentally responsible business practices you would plan in relation to the management of the upper floor of the Centre;

An example of a disability action plan you would use in relation to the management of the upper floor of the Centre;

Examples of your work health and safety policies and procedures; and Details of insurances currently held by you / your organisation.

Proposals should align with relevant City strategies, specifically:

Cultural Policy and Action Plan (2014 – 2024)http://www.cityofsydney.nsw.gov.au/__data/assets/pdf_file/0011/213986/11418-Finalisation-of-Cultural-Policy-Document-July-2016.pdf

Business proposals must cover all of the above areas clearly using the section headings and must be submitted as a single PDF document via Smarty Grants (See Submitting Your Application).

Submitting your applicationSubmissions will need to be lodged through the SmartyGrants Online Application Portal by 5.00pm Monday 13 March, 2017.

The online application form will require answers to the following questions:

Confirming you have:

ESCAC – operator / tenant operator – information for applicants

o Read the East Sydney Community and Arts Centre Information for Applicants Guide and agreed to the responsibilities outlined in documentation.

o Read all updates to the FAQ guide posted on the online information page.o Inspected the property during one of the official inspections

You details including:o Organisation’s nameo ABN o Contact details

How you will meet one or more of the following Accommodation Grants Program outcomes:

o Improved social wellbeing, reduced isolation and increased cultural participation

o Increased services undertaken by community and cultural organisations that benefit of residents, workers and visitors, and contribute to the social, cultural, economic and environmental health of the city

o Enhanced financial sustainability for local organisations including artistso Greater public participation in arts and creative projectso Greater sharing of knowledge and resources by new and emerging groups,

increasing the capacity and viability of the business and community sectorso Active development of solutions to sector wide issues and provision of direct‐

services that benefit communities by newly established and start up‐ businesses and organisations.

Your rental subsidy request over five years What insurances you hold A brief statement about your commitment to Work, Health and Safety A brief statement about your commitment to Environmental Management Upload your business model and operational plan Upload credentials of key personnel Upload financial report Supply any supporting documentation

Applicants will need to login or register to make the online submission. It is recommended that applicants login / register well in advance of the closing date to view the application form and become familiar with navigating the form.

You can start an application, save it and return to it as needed prior to submitting.

You will need to upload/submit attachments to support your application. This is very simple, but requires you to have the documents saved on your computer, or on a storage device.

Be sure to allow enough time for each file to upload. Files can be up to 20MB each; however, we do recommend trying to keep files to a maximum of 5MB – the larger the file,

ESCAC – operator / tenant operator – information for applicants

the longer the upload time. If your internet connection is not strong you may have difficulties uploading large files.

To help you complete your submission you can find information on the SmartyGrants Online Application Portal including a ‘Help Guide For Applicants’ and some ‘Applicant Frequently Asked Questions’ regarding using SmartyGrants.

If you have problems submitting your application using SmartyGrants Online Application Portal you will need to put all questions in writing to the Community Grants email address: communitygrants@cityofsydney.nsw.gov.au with the heading: ESCAC – Application enquiry

Please ensure that you allow enough time to make your submission. If you leave the application to the last minute, and have any issues with submitting it, there may not be enough time for City staff to be able to assist you.

The SmartyGrants Online Application Portal will close for applications at 5.00pm AEDT on Monday 13 March, 2017. After this time the portal will not accept applications.

Applicants will receive a confirmation email when your submission has been uploaded successfully. If this confirmation is not received then you should presume that your submission has NOT been submitted.

All applications lodged will become the property of Council and on no account will they be returned to the applicant.

TimelinePlease note that these dates are indicative and subject to change pending construction.

Applications open 8 February 2017

Open house 20 and 27 February 2017

Applications close 5pm 13 March 2017

Applications shortlisted and interviewed April 2017

Assessment Panel’s recommendation submitted to Council for approval and applicants notified

June 2017

Council approval and all applicants officially notified of the outcome

June 2017

Head tenancy lease agreement commencesJuly/August 2017, pending construction

How we will assess your applicationApplications will be evaluated according to the following criteria:

ESCAC – operator / tenant operator – information for applicants

Quality and relevance of your application including:

Vision; Business model and Operational plan; Program overview; and Financial structure and sustainability.

Relevant experience and capabilities:

Organisational history, experience and objectives; Calibre and professional experience of your personnel; and Connection and relevance to the local and cultural community.

Corporate responsibility and professional practices including:

Environmental Management planning; Work Health & Safety planning; and Financial and commercial trading integrity including insurances.

Meeting one or more Accommodation Grants Program outcomes:

Improved social wellbeing, reduced isolation and increased cultural participation Increased services undertaken by community and cultural organisations that benefit

of residents, workers and visitors, and contribute to the social, cultural, economic and environmental health of the city

Enhanced financial sustainability for local organisations including artists Greater public participation in arts and creative projects Greater sharing of knowledge and resources by new and emerging groups, increasing

the capacity and viability of the business and community sectors Active development of solutions to sector wide issues and provision of direct ‐

services that benefit communities by newly established and start up businesses and ‐organisations.

Each of the mandatory evaluation criteria listed above are considered to be critical.

They are not listed in order of priority or of equal weight for evaluation.

Operator / Tenant Operator ResponsibilitiesThe successful applicant will be required to do the following:

Oversee the overall management of the facility to ensure that professional, safe, and ethical standards are applied in order to run a viable, culturally aware, community sensitive space;

Enter into an Accommodation Grants Program (AGP) lease with the City of Sydney that will also include Key Performance Indicators as an essential term of the lease (Annexure E);

ESCAC – operator / tenant operator – information for applicants

Ensure the hireable spaces are clean, presentable and safe; Participate in AGP lease review annually and at end of initial term; Manage regular waste and recycling collections; Liaise with City Staff and Brookfield Multiplex, managers of the City of Sydney’s

Property Portfolio, to book maintenance jobs as required; Pay all utilities costs including electricity, water, waste removal and cleaning or any

other costs associated with the obligations of the lease; Prepare a WH&S plan for the use of lettable space to ensure its suitability for both

staff and public under the applicants care which complements the evacuation and fire safety plans for the building;

Prepare Environmental Management plan for the lettable space noting the management of regular waste and recycling collections;

Prepare a Disability Action Plan for the property; Prepare a Venue Hire Agreement in consultation with City Staff; Build positive and productive working relationships with other tenants as well as

with local organisations and residents to optimise a positive impact on the surrounding precinct;

Provide Public Liability Insurance of $20 million (on execution of the lease), noting the City of Sydney as an interested party on the Certificate of Currency;

Respond appropriately and in a timely way to emergency situations and ensure users and guests are informed of situations that may affect their use of the property;

Develop environmental systems, accreditations and or procedures and a full description of the proposed environment management plan;

Ensure that all areas of the upper floor the tenant is responsible for are utilised actively and efficiently;

Appropriate recognition of the City including use of City of Sydney logos on marketing and promotional material; and

Contribute to research and providing quarterly data and feedback for the purposes of project evaluation and reporting.

ESCAC – operator / tenant operator – information for applicants