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396567-1100-2146303v3
REQUEST FOR EXPRESSIONS OF INTEREST
RYERSON UNITED CHURCH
PROJECT TO REDEVELOP SURPLUS CHURCH LANDS
Closing Time:
Delivery Address: 2195 West 45th Avenue
Vancouver, BC V6M 2J2
Contact Person: ▼Dennis Ewasiuk
E-mail Address: ▼ [email protected]
September 27, 2010
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REQUEST FOR EXPRESSIONS OF INTEREST
RYERSON UNITED CHURCH
TABLE OF CONTENTS
1. INTRODUCTION....................................................................................................................................... 1
1.1 Purpose of the RFEI ....................................................................................................................... 1
1.2 Closing ......................................................................................................................................... 1
1.3 Eligibility ...................................................................................................................................... 1
1.4 RFP Stage ..................................................................................................................................... 1
2. THE PROJECT........................................................................................................................................... 2
2.1 The Church’s Objectives ................................................................................................................ 2
2.2 Site Rezoning ................................................................................................................................ 3
3. SUBMISSION INSTRUCTIONS.................................................................................................................... 3
3.1 Closing Time and Delivery Address ................................................................................................. 3
3.2 Response Form and Number of Copies ........................................................................................... 3
3.3 Declaration of Interest .................................................................................................................. 3
3.4 Enquiries – Contact Person ............................................................................................................ 3
3.5 Fax and Email communication ....................................................................................................... 4
3.6 Addenda ...................................................................................................................................... 4
3.7 Revisions Prior to the Closing Time................................................................................................. 4
4. SUBMISSION CONTENT............................................................................................................................ 4
4.1 General ........................................................................................................................................ 4
4.2 Cover Letter ................................................................................................................................. 5
4.3 Submission Contents ..................................................................................................................... 5
5. EVALUATION........................................................................................................................................... 7
5.1 Evaluation Committee ................................................................................................................... 7
5.2 Evaluation Criteria ........................................................................................................................ 7
5.3 Evaluation and Selection Process ................................................................................................... 7
5.4 Short-Listed Proponents and Changes to Proponent Teams ............................................................. 8
6. GENERAL CONDITIONS ............................................................................................................................ 9
6.1 No Obligation to Proceed .............................................................................................................. 9
6.2 Cost of Preparing the Response ..................................................................................................... 9
6.3 No Claims ..................................................................................................................................... 9
6.4 Confidentiality .............................................................................................................................. 9
6.5 No Lobbying ................................................................................................................................. 9
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6.6 Conflict of Interest ...................................................................................................................... 10
6.7 Changes to Short-listed Respondent ....................................................................................... 10
7. DEFINITIONS ......................................................................................................................................... 10
7.1 Definitions ................................................................................................................................. 10
396567-1100-2146303v3
REQUEST FOR EXPRESSIONS OF INTEREST
RYERSON UNITED CHURCH
1. INTRODUCTION
1.1 Purpose of the RFEI
Ryerson United Church (the “Church”) wishes to conduct a competitive selection process that will lead to a contract (the “Project Agreement”) with a qualified entity (“Project Co”) to undertake the Ryerson United Church Redevelopment Project (the “Project”). The Project generally is for the redevelopment of lands which are surplus to the Church’s needs, together with the design and construction of some new Church space.
The purpose of this Request for Expressions of Interest (“RFEI”) is to invite interested parties to submit a response (a “Response”) to this RFEI to indicate their interest in and qualifications for the Project.
Based on the Responses the Church intends to select a short-list of up to three qualified parties (the “Proponents”) to be invited to participate in the next stage of the competition, the Request for Proposal (“RFP”) stage. At this RFEI stage the Church is not looking for re-development or financial proposals.
1.2 Closing
Submissions must be received on or before:
4:00 pm local time November 8, 2010
Responses received after the Closing Time will not be considered and will be returned unopened.
1.3 Eligibility
Any interested party, or parties, (each a “Respondent”) may submit a Response to this RFEI. Respondents may be individuals, corporations, joint ventures, partnerships, or any other legal entities. The Church is making this RFEI known generally in the community, and is also bringing it to the attention of some specific entities that the Church representatives believe might be interested in the Project.
1.4 RFP Stage
The Church anticipates issuing the RFP only to the three short-listed Proponents selected out of this RFEI, who will be invited to submit proposals (each a “Proposal”) to undertake the Project. The Church expects that the RFP will invite Proposals that outline:
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(a) a description of the proposed design of the Activity Centre (amount and quality
of space) that the Proponent will provide;
(b) the nature of the interest the Proponent proposes to take in the Additional
Lands (for example fee simple or lease);
(c) the Proponent’s financial proposal for the Project.
It is expected that the RFP process will include an opportunity for the short-listed Proponents to provide in-put and comment on the RFP, and the draft Project Agreement that will ultimately be the basis for the competitive Proposals.
2. THE PROJECT
2.1 The Church’s Objectives
The Church owns properties with civic addresses 2279, 2267, 2205, 2195, 2183 and 2185 on West 45th Avenue in the City of Vancouver. Some of these lands are surplus to the Church’s needs, and some of the lands could be used more efficiently and effectively, considering the Church’s current and future needs.
The Church is not looking to alter or redevelop the stone church building (2205 West 45th), but is interested in the redevelopment of the other Church lands (collectively the “Additional Lands”) that are currently occupied by the Memorial Centre, a gymnasium and three houses. Attached as Appendix A to this RFEI is an aerial photograph showing the location of the Church’s lands and buildings and the legal description of the Additional Lands.
The Church would like to enter into a Project Agreement that would provide the following:
(a) the Church would receive a new “Activity Centre” located in a new building to
be constructed on the Additional Lands comprised of offices and meeting rooms
and possibly community athletic space. For reference a draft of the Activity
Centre Program is attached as Appendix B;
(b) the Church would convey the balance of the Additional Lands to be re-
developed in a way that is compatible with the Church’s activities (expected to
be residential redevelopment); The Church is open on how the Project might be
structured, including, for illustration:
(1) sale or long-term lease of the lands that are surplus to the Church’s
needs that will be suitable for residential development; or
(2) joint use of the new Activity Centre space by the Church, occupants of
the new residential development(s) and the community;
(c) the Church would receive a net financial contribution to the financial resources
of the Church.
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2.2 Site Rezoning
The Church is advised that the current zoning of the Additional Lands is RS-5. The Church intends in the RFP stage to invite and encourage innovative design solutions from Proponents that optimize the benefits to the Church. The Church wishes to encourage consideration of solutions that are not constrained by existing zoning. The Church expects that the Proponents Co will be knowledgeable about the City’s requirements, and will assume responsibility for any required re-zoning.
3. SUBMISSION INSTRUCTIONS
3.1 Closing Time and Delivery Address
Responses to this RFEI must be received before the Closing Time set out in Section 1.2, at the following address:
Delivery Address: 2195 West 45th Avenue
Vancouver, BC V6M 2J2
3.2 Response Form and Number of Copies
Respondents should submit 6 hard copies and one electronic (CD or USB Key) of their Responses.
3.3 Declaration of Interest
Parties interested in preparing a Submission, and receiving further information or Addenda issued by the Church may register their interest by submitting a completed Declaration of Interest Form, attached as Appendix C to this RFEI.
3.4 Enquiries – Contact Person
All enquiries related to this RFEI should be directed by e-mail to the following person (the
"Contact Person"):
Dennis Ewasiuk
Email: [email protected]
Information obtained from any other source will not form part of this RFEI, and may not be used
or relied on with respect to this RFEI.
Enquiries and responses will be recorded may be distributed to all Respondents at the Church’s
discretion as follows:
(a) the Church may respect the proprietary or confidential nature of any enquiry and not distribute the answer to other Respondents if distribution of the answer to all Respondents, in the Contact Person’s judgment:
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(1) is not necessary to maintain even treatment and fairness between
Respondents; and
(2) would unfairly result in the loss of competitive advantage of the
Respondents making the enquiry;
(b) a Respondent may request that a response to an enquiry be kept confidential if the Respondent considers the enquiry to be commercially sensitive, and if the Contact Person decides that an enquiry must be distributed to all Respondents, then the Contact Person will permit the enquirer to withdraw the enquiry rather than receive a response.
3.5 Fax and Email communication
Communication with the Contact Person must be by email.
The Church does not assume any risk or responsibility or liability whatsoever to any person that an electronic transmission is received by the Church in its entirety, or within any time limit specified by this RFEI.
All permitted email communications with or delivery of documents to the Contact Person will be deemed as having been received by the Contact Person on the dates and times indicated on the Contact Person’s electronic equipment.
3.6 Addenda
If the Contact Person determines that an amendment is required to this RFEI, the Church will
issue a written addendum (an “Addendum”) that will form part of this RFEI. No amendment of
this RFEI is effective unless contained in a formal written Addendum. No other form of
communication whether written or oral, including written responses to enquiries as provided by
Section 3.3, will be included in or in any way amend this RFEI. Only the Contact Person is
authorized to amend or clarify this RFEI by issuing an Addendum. No other employee or agent
of the Church is authorized to amend or clarify this RFEI. It is the responsibility of any potential
Respondent to ensure that it has received all issued Addenda. The Church will send a copy of
any Addendum to any party who has delivered a completed Declaration of Interest Form as
described in Section 3.3.
3.7 Revisions Prior to the Closing Time
A Respondent may amend or withdraw its Response at any time prior to the Closing Time by delivering written notice to the Delivery Address prior to the Closing Time.
4. SUBMISSION CONTENT
4.1 General
For ease of reference Responses should follow the order and organization suggested below.
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4.2 Cover Letter
A Response should be sent with a cover letter, signed by authorized representative of the Respondent, and include:
(a) confirmation that the signatory has the authority to sign on behalf of all parties
listed in the Response;
(b) the name and contact details of the Respondent’s representative who can
receive information and communications on behalf of the Respondent,
including:
(1) Name
(2) Employer
(3) Mailing/Courier Address
(4) Telephone No.
(5) Facsimile No.
(6) E-mail address
4.3 Submission Contents
(a) Respondent Team
Describe key members of the proposed Respondent with a brief summary of each member’s area(s) of responsibility and expertise. The Church would expect the required areas of expertise would include:
(1) Respondent lead: if the Respondent is a consortium, identify which
firm or entity will be the lead;
(2) Design Team: list the firms or entities that will be responsible for design
of the Project including: architectural; land use and zoning (Including
liaison with the City); construction (project manager, general
contractor);
(3) Financial: list the anticipated source of required funding for purchase of
interest in the land, including equity interest and potential source of any
lending financing; and
(4) Organizational Chart: show anticipated reporting relationships for each
of the key members listed in subsection 4.3(a) above.
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(b) Key Individuals
List key individuals for each of the key members listed in subsection 4.3(a) above, together with brief description of relevant expertise and experience.
(c) Statement of Interest and Key Parameters
A statement (no strict limit but the Church anticipates no more than 1000 words in total) describing:
(1) the key reasons why the Respondent is interested in the Project, apart
from the opportunity to undertake a profitable project;
(2) the key Project issues that would need to be addressed, and the
Respondent’s anticipated general approach to such issues; and
(3) an indication of the Respondent’s willingness to explore innovative
approaches to the re-development of the Additional Lands.
(d) Relevant Experience and Expertise
Brief description of key member’s and key individual’s professional expertise and experience that is relevant to the Project, having regard to considerations such as:
(1) experience and expertise with mixed use projects involving residential
and non-profit users such as church groups, and community working
group;
(2) experience and expertise with land use and rezoning issues in
established urban areas similar to the neighbourhood surrounding the
Church; and
(3) experience and expertise with projects of a size and complexity similar
to the Project.
(e) Financial Strength
An indication of the financial strength and capability of the Respondent to undertake the Project (such as supporting documentation from the Respondent’s banking institution).
(f) References
A list of references for each of the key members and key individuals listed in subsection 4.3(a) above, including contact person for reference, and address, telephone number and email for each contact person.
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5. EVALUATION
5.1 Evaluation Committee
The evaluation of Responses will be carried out by the Property Development Committee as appointed by the Council of the Church (the “Evaluation Committee”). The Evaluation Committee may be assisted by other persons as the Evaluation Committee may decide it requires, including technical, financial, legal and other advisors or employees of the Church.
5.2 Evaluation Criteria
The Evaluation Committee will evaluate Responses by application of the Evaluation Criteria set out below in this Section 5.2. The Evaluation Committee will apply the following Evaluation Criteria to select three Respondents that the Evaluation Committee judges have the potential to offer the most advantages to the Church under the RFP and as a counterparty to the Project Agreement:
(a) the extent to which the interest and key parameters as requested in Section
4.3(c)) reflect the needs of the Church as described in Section 2.1 – 30 points;
(b) the depth of related experience and expertise as requested in Section 4.3(d),
including experience and capacity of the key individuals, and the strength of
references as invited in Section 4.3(f) – 40 points; and
(c) the demonstrated financial strength to undertake the Project as requested in
Section 4.3(a)(3) and in Section 4.3(e) – 30 points.
The evaluation points listed above are provided to give an indication of the Church’s overall
objectives, and will be used as a guide by the Evaluation Committee in the evaluation of
Submissions.
5.3 Evaluation and Selection Process
To assist in evaluation of the Responses, the Evaluation Committee may, in its sole and absolute discretion, but is not required to:
(a) conduct reference checks relevant to the Project with any or all of the references cited in a Response to verify any and all information regarding a Respondent, inclusive of its directors/officers and Key Individuals, and to conduct any background investigations that it considers necessary in the course of the Competitive Selection Process, and rely on and consider any relevant information from such cited references in the evaluation of Responses;
(b) seek clarification of a Response from any or all Respondents and consider such supplementary information in the evaluation of Responses; and
(c) request interviews/presentations with any, some or all Respondents to clarify any questions or considerations based on the information included in
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Responses, and consider any supplementary information from interviews/presentations in the evaluation of Responses.
The Evaluation Committee is not obligated to complete a detailed evaluation of all Responses and may in its discretion after completing a preliminary review of all the Responses identify and drop from the detailed evaluation any Respondent who, when compared to the other Respondents, the Evaluation Committee judges is not in contention to be short-listed.
The Evaluation Committee will recommend the short-list to the Church.
The Church will notify Respondents that have been short-listed by sending a written notice to the Respondent’s Representative.
The Evaluation Committee will conduct a debriefing, upon request, for any Respondent. In a debriefing, the Evaluation Committee will discuss the relative strengths and weaknesses of that Respondent’s Response, but the Evaluation Committee will not disclose or discuss any confidential information of another Respondent. Requests for debriefing may be made after the short-list has been announced.
5.4 Short-Listed Proponents and Changes to Proponent Teams
The Church intends to issue the RFP only to the entities that have been short-listed under this RFEI. If for any reason a short-listed Proponent wishes or requires to make a change to its list of team members as listed in the Proponent’s Response to this RFEI (either by adding new members, deleting listed members or substituting new member for listed members), then the Proponent must submit a written application to the Church for approval. The Church may, in its absolute discretion, grant or refuse to grant permission for a change to a short-listed Proponent’s team list, considering the Church’s objective of achieving a competitive procurement process that is not unfair to other short-listed Proponents, and without limiting the above:
(a) The Church may refuse to permit a change to the membership of a short-listed Proponent’s team if:
(1) the change would in the Church’s judgment result in a weaker team
than the Proponent’s team as listed in its Response to this RFEI; or
(2) the evaluation of the new team, using the evaluation criteria described
in Appendix A, would rank the Respondent with its changed team lower
than another Respondent that had not been short-listed; and
(b) The Church discretion to give approval for changes to a short listed Proponent’s team membership includes discretion to approve requests for changes to facilitate or permit changes in ownership or control of a Proponent or a team member; and discretion to approve changes to the legal relationship between team members such as the creation of a new joint venture or other legal entity that will take the place of the short-listed Proponent.
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6. GENERAL CONDITIONS
6.1 No Obligation to Proceed
This RFEI does not commit the Church in any way to proceed to an RFP stage or award a Project Agreement and the Church reserves the complete right to at any time reject all Responses and to terminate the competitive selection process and proceed with the Project in some other manner.
6.2 Cost of Preparing the Response
Each Respondent is solely responsible for all costs it incurs in the preparation of its Response, including without limitation all costs of providing information requested by the Church, attending meetings and conducting due diligence.
6.3 No Claims
Each Respondent, by submitting a Response, agrees that in no event will the Church nor any of its employees, advisors or representatives be liable, under any circumstances, for any Claim, or to reimburse or compensate the Respondent in any manner whatsoever, including but not limited to costs of preparation of the Response, loss of anticipated profits, loss of opportunity or for any other matter.
Without in any way limiting the above, each Respondent specifically agrees that it will have absolutely no claim against the Church or any of its employees, advisors or representatives if the Church for any reason whatsoever:
(a) does not select a short-list of Respondents;
(b) suspends, cancels, or in any way modifies the Project or the competitive selection process (including modification of the scope of the Project or modification of the RFEI or both); or
(c) accepts any compliant or non-compliant Response or selects a short-list of one or more Respondent(s); or for any breach, including fundamental breach, by the Church.
6.4 Confidentiality
The Church will. subject to any requirements imposed by law, keep all Submissions received in
response to this RFEI confidential. and will not disclose the contents of a Respondent's
Submission to any third parties without the prior written approval of the Respondent.
6.5 No Lobbying
A Respondent, and any firms, corporations or individual member of a Respondent, or any of their respective representatives, will not attempt to communicate directly or indirectly with any representative of the Church at any stage of this RFEI process, including during the evaluation process, except as expressly permitted under this RFEI. The Church reserves the right to reject any Respondent that contravenes this Section.
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6.6 Conflict of Interest
Respondents. including all firm, corporation or individual members of a Respondent. will
promptly disclose to the Contact Person any potential conflict of interest and existing business
relationships they may have with representatives of the Church, including advisors to the
Church. or the Evaluation Committee.
The Church reserves the right to disqualify any Respondent that in its opinion has a conflict of
interest, whether such conflict exists now or is likely to arise in the future.
6.7 Changes to Short-listed Respondent
After the selection of the Proponents (Short-listed Respondents), a Proponent may, with the approval of the Church, make a change to the makeup of the Proponent’s membership. The Church may refuse to permit changes of members who in the judgement of the Church have qualifications that were unique and essential to the Respondent's selection as a Proponent.
7. DEFINITIONS
7.1 Definitions
In this RFEI:
“Activity Centre” has the meaning set out in Section 2.1(a);
“Addendum” has the meaning set out in Section 3.6;
“Additional Lands” has the meaning set out in Section 2.1;
“Church” has the meaning set out in Section 1.1;
"Contact Person" has the meaning set out in Section 3.4;
“Evaluation Committee” has the meaning set out in Section 5.1;
“Project” has the meaning set out in Section 1.1;
“Project Co” has the meaning set out in Section 1.1;
“Project Agreement” has the meaning set out in Section 1.1;
“Proponents” has the meaning set out in Section 1.1;
“Proposal” has the meaning set out in Section 1.4;
“Respondent” has the meaning set out in Section 1.3;
“Response” has the meaning set out in Section 1.1;
“RFEI” has the meaning set out in Section 1.1; and
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“RFP” has the meaning set out in Section 1.1.
A-1
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APPENDIX A
PLAN OF CHURCH LANDS
REQUEST FOR EXPRESSION OF INTEREST
RYERSON UNITED CHURCH
A-2
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A-3
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B-1
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APPENDIX B
DRAFT ACTIVITY CENTRE PROGRAM
1. The new Activity Centre should contain the following:
Reception/waiting area
5 Offices and support rooms/areas (photocopy and supply storage)
Staff lunch room [5 people]*
Large meeting/multi-use room [250 people standing for receptions / 120 people
seated for dinner] preferably divisible into two rooms [might be used for
Beavers/Cubs/Scouts meetings and by Gymboree] [could it be used for badminton if
the ceiling was sufficiently high?]
Medium meeting room/library** [for up 80 people seated lecture style] divisible
into 4 small meeting rooms [for up to 8-10 people around meeting table]
o [on weekdays available for meetings of staff with others]
o [on Sunday one room to be used as the Nursery and 2 rooms as Sunday School
rooms]
Kitchen [commercial grade to prepare and serve up to 120 meals]adjacent to the
Large meeting/multi-use room
Youth Room [±600 sq. Ft.]
Thrift Sale Receiving and Sorting Room [±800 sq. Ft.][should have door onto alley]
Workshop & Storage Area *10’x20’- preferably with direct access to outdoor]
Washrooms
Cloakrooms/closets
Storage space
o tables and chairs when not in use
o working unit filesF
o archival materials
o cleaning supplies
o custodian’s cleaning machines & equipment
o Sunday School supplies
o (sufficient storage space for every regular user group
* may be combined with another room
**with adjacent area to prepare coffee, tea and light refreshments [with refrigerator]
2. In addition to the uses in (1) above the Church would like the Activity Centre to also
include:
Stage and backstage amenities for theatrical production concerts [probably in the
large meeting/multi-use room]
1 or 2 preschools/ daycares [this may depend on costs and what incentives the City
will provide]
Music Library [climate controlled to preserve sheet music]
Athletic space/gym [badminton, basketball, floor hockey?] [can this be
accommodated in the large meeting/multi-use room?]
B-2
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APPENDIX C
DECLARATION OF INTEREST FORM
REQUEST FOR EXPRESSION OF INTEREST
RYERSON UNITED CHURCH
The undersigned is interested in considering submitting a Response to the Request for
Expression of Interest for the Project to Redevelop Surplus Church Lands and accordingly would
like to receive any information or Addenda issued by the Church with respect to the Project at
the email address as set out below.
Name: ____________________________________________
Address: ____________________________________________
Telephone: ____________________________________________
Email: ____________________________________________
Signature of Authorized Representative of interested party:
____________________________________________
____________________________________________
(date)
Please return the above completed form to the Contact Person at the email address listed in
Section 3.4 of the RFEI.