EXPRESSION OF INTEREST JANUARY 8, 2021 HILLCREST SPORTS CENTRE CITY OF MOOSE JAW SASKATCHEWAN CLOSING DATE: February 19, 2021 at 3:00 p.m ...
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EXPRESSION OF INTEREST
JANUARY 8, 2021
HILLCREST SPORTS CENTRE
CITY OF MOOSE JAW
SASKATCHEWAN
CLOSING DATE:
February 19, 2021 at 3:00 p.m. (Central Standard Time)
Revs. May 28, 2019Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 2 of 12
Table of Contents
INTRODUCTION ........................................................................................................................... 3
EOI DOCUMENTS ........................................................................................................................ 3
INQUIRIES ...................................................................................................................................... 3
SUBMISSION OF EOI.................................................................................................................... 3
SITE VISITS ...................................................................................................................................... 4
PROJECTED TIMELINES ............................................................................................................... 4
CONTENT AND COST OF PROPOSALS .................................................................................. 5
PROPOSAL REVIEW PROCESS ................................................................................................. 5
EFFECT OF EOI ............................................................................................................................. 6
CONFIDENTIALITY, PUBLIC ANNOUNCEMENTS ................................................................... 6
Schedule "A" – Hillcrest Sports Centre Facility Information......................................... 7
Schedule "B" - Future Operating Model Considerations .......................................... 10
Schedule "C" – Submission Requirements ..................................................................... 11Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 3 of 12
EXPRESSION OF INTEREST (“EOI”) INSTRUCTIONS
INTRODUCTION
1. The City of Moose Jaw ("The City") is inviting formal proposals from local groups and
organizations for the regular use of the Hillcrest Sports Centre.
2. The Hillcrest Sports Centre located at 1599 Main Street North, Moose Jaw, SK, is a
former curling centre that provides opportunities for multi-purpose sport and
recreation activities. Further details regarding the facility and future operating
model considerations are provided in Schedules “A” & “B”.
3. The purpose of the EOI process is to gather detailed information from parties
interested in the space. The submissions will be used by the City to develop a plan
that will maximize the available recreational space by accommodating as many
groups/organizations as possible. Full details on submission requirements are
included in Schedule “C”.
4. The EOI is not a tender and is not subject to the laws of competitive bidding. No bid
contract or agreement is created by the submission of an EOI.
EOI DOCUMENTS
5. The following documents are attached to and form part of this EOI:
Schedule "A" – Hillcrest Sports Centre Facility Information
Schedule "B" – Future Operating Model Considerations
Schedule “C” - Submission Requirements
INQUIRIES
6. Inquiries, interpretations, and questions regarding this EOI are to be directed to:
Derek Blais, Director of Parks and Recreation
Phone: 306-694-4466
E-mail: dblais@moosejaw.ca
Scott Osmachenko, Recreation Services Manager
Phone: 306-694-4403
E-mail: sosmachenko@moosejaw.ca
7. Proponents shall refrain from contacting other employees, agents or members of
City Council in respect of this EOI process, particularly for the purposes of lobbying
or attempting to influence the outcome of this EOI process. Any such contact
may, in the City’s sole discretion, result in disqualification.
SUBMISSION OF EOI
8. Proposals will be accepted until 3:00pm on Friday, February 19, 2021. All proposals
must be addressed and delivered to:
City of Moose Jaw, Attn: Director of Parks and Recreation
City Hall - 228 Main Street N,
Moose Jaw, SK S6H 3J8Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 4 of 12
9. Proposals can be submitted in either hard copy or electronic format. All proposals
must be in envelopes indicating the EOI title and Closing Date.
Proponents submitting hard copies of their proposal must include one (1)
unbound copy for photocopying and scanning purposes.
Proponents submitting an electronic copy must do so on a USB Flash Drive
with all document clearly titled and organized.
10. The City Hall office hours for the purpose of receiving proposals are 11:00am to
3:00pm Monday to Friday, excluding statutory holidays. Proposals can also be
dropped off in the City Hall front entrance mail slot at any time.
11. Proposals and accompanying documentation provided to the City in response to
this EOI will not be returned.
SITE VISITS
12. The City is providing the following opportunities for site visits to the facility:
Friday, January 15, 2021 – 4:00pm
Wednesday, January 20, 2021 – 7:00pm
Friday, January 29, 2021 - 4:00pm
Wednesday, February 3, 2021 – 7:00pm
Friday, February 12, 2021 – 4:00pm
13. Proponents considering the submission of a proposal are encouraged to attend
one or more of the scheduled site visits to better understand the space that is
available. Site visits are also an opportunity to ask any questions you may have
regarding the process.
14. Interested parties must pre-register for site visits as they are subject to COVID-19
capacity restrictions and safety protocols. Please register with Derek Blais, Director
of Parks and Recreation by e-mail to dblais@moosejaw.ca with the names of
representative(s) who will be attending and the date(s).
PROJECTED TIMELINES
15. The following is the projected timelines related to this EOI. Please note that dates are
subject to change at the discretion of the City.
EOI Release Date: Friday, January 8, 2021
EOI Closing Date: Friday, February 19, 2021
Follow-up Meetings with Interested Parties: February 22 to March 12, 2021
Final Report to City Council for Approval: March 22, 2021
Lease/Rental/Licensing Agreements Finalized: Month of April 2021
Facility Availability Date: Saturday, May 1, 2021Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 5 of 12
CONTENT AND COST OF PROPOSALS
16. Proposals should address all items set out in Schedule "B" - Submission
Requirements.
17. Proponents may provide additional information beyond that requested in the EOI
for the City's consideration.
18. The City is not responsible for any costs incurred by proponents in preparing their
proposals, attending any site visits or interviews with the City, making any
presentations to the City in connection with their proposals, or otherwise incurred
in connection with this EOI process.
PROPOSAL REVIEW PROCESS
19. Upon closing of the EOI, the City will likely contact proponents to request
additional information. Individual and group meetings may also be requested
prior to finalizing a recommendation to City Council.
20. In assessing proposals, the City will take into consideration the following
evaluation criteria:
Completeness of proposal and submission of all required documentation.
Governance and/or staff structure.
Experience, and expertise in facility operation. (if applicable)
Business plan and supporting documentation. (if applicable)
Financial status, organizational capacity, and overall organizational
readiness.
Willingness and ability to contribute to facility improvements and renewal
projects.
Short and long-term vision for the space.
Community impact including the number of residents that will benefit from
the space.
Type of organization. ie: non-profit vs. private enterprise.
21. Proposals will be evaluated based on the information provided but the City may
also consider the following when assessing qualifications, experience and
capacity:
clarifications and/or additional information that may be supplied pursuant
to requests from the City;
interviews and/or reference checks that may be conducted at the City's
discretion;
previous experience the City has with the proponent; and
information received from any source that the City considers reliable.
22. The City will notify all proponents of the direction it will be proceeding with after
final approval is provided by City Council.Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 6 of 12
EFFECT OF EOI
23. Submission of a proposal does not obligate the City to accept any proposal or to
proceed further with any of the Expressions of Interest. Consideration of any
proposal shall be in the City's sole discretion.
24. The City reserves the right to accept or reject in whole or in part any or all
proposals submitted.
25. Proposals may be withdrawn or amended by proponents at any time by email
notice to the Director of Parks and Recreation prior to the City and a proponent
signing a formal agreement.
26. The City will not discriminate proposals on the basis of age, race, sex, color,
national origin, religion, or disability in admission to, access to, or operations of its
programs, services, or activities.
27. This EOI does not create any legal obligations between the City and any
proponent.
CONFIDENTIALITY, PUBLIC ANNOUNCEMENTS
28. Proponents are expected to keep confidential all documents, data, information
and other materials of the City which are provided to or obtained or accessed
by a proponent in relation to this EOI, other than documents which the City places
in the public domain. Proponents are expected not to make any public
announcements or news releases regarding this EOI without the prior approval of
the City.
29. Proponents are advised that the City is subject to the provisions of The Local
Authority Freedom of Information and Protection of Privacy Act (Saskatchewan),
which provides a right of access to information in records under the control of a
municipality and that the City may be required to disclose the EOI documents
and a part or parts of any proposal in response to this EOI pursuant to The Local
Authority Freedom of Information and Protection of Privacy Act (Saskatchewan).
30. Proponents are also advised that The Local Authority Freedom of Information and
Protection of Privacy Act (Saskatchewan) does provide protection for
confidential and proprietary business information; however, proponents are
strongly advised to consult their own legal advisors as to the appropriate way in
which confidential or proprietary business information should be marked as such
in their proposal in response to this EOI. Proponents should identify any information
in their proposals that they consider to be confidential or proprietary business
information.Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 7 of 12
Schedule "A" – Hillcrest Sports Centre Facility Information
Background
The City is the registered owner of the Hillcrest Sports Centre which is located east of Main
Street and south of Thatcher Drive, within the Hillcrest Golf Club.
The facility was constructed in 1968 and has an approximate footprint area of 38,370
Square Feet (ft²) and total building area of 42,315 ft2. It was originally built as the Moose
Jaw Country Club and contained a 14-sheet curling rink, a golf pro shop and supporting
change and dining facilities for golfing and curling.
The curling rink closed in 2011 and the facility was re-purposed for multi-purpose
recreational use with the City entering into a Lease Agreement with Gymtastiks
gymnastics club for the exclusive use of the facility.
As part of that agreement, Gymtastiks is responsible for all expenses related to the
operation and management of the facility including:
Utilities – natural gas, electricity, water
Telephone, internet and cable TV
Garbage disposal
Permits and licenses required for the property
Facility cleaning and maintenance/repairs
Parking lot maintenance and snow removal
Leasehold improvements
Insurance – General commercial liability, content, tenant’s legal liability and
commercial and non-owned automobile insurance
In 2020, the City received notice that Gymtastiks would be re-locating and terminating
the agreement effective January 1, 2021.
The City has since taken over the facility and is in the process of finalizing a future
operating plan for the facility. Part of that process is the distribution of a formal Expression
of Interest (“EOI”) to local organizations to gather detailed information on the groups
interested in the space. With the information gathered, the City will develop an
operating model that will ensure as many groups as possible are able to access the
facility throughout the year. The plan will be presented to City Council for review and
approval prior to March 31, 2021.
Current State of the Facility
In November 2020, the City worked with a consultant to complete a Baseline Property
Condition Assessment and Indoor Air Quality Assessment to determine if the building
remains in a safe operating condition for future users.
The Baseline Property Condition Assessment determined that the finishes of the building
are tired and have exceeded their life expectancy, but the structure appears solid andExpression of Interest - Hillcrest Sports Centre January 8, 2020
Page 8 of 12
suitable for its continued use as rental space for recreational activities. Deficiencies were
however noted relating to the minor repair to the roof systems, wall systems, interior
finishes, site features and mechanical/electrical systems.
The Indoor Air Quality Assessment confirmed by lab analysis, that some water leak repairs,
and remediation is required to ensure the health and safety of the building occupants.
The City is currently addressing the required remediation work which is expected to be
completed by April 30, 2021.
Current Use of the Facility
With Gymtastiks as the operator, the Hillcrest Sports Centre was very highly utilized by
multiple community groups and participants. Gymtastiks was the primary user of the
facility using it for their recreational, fitness and competitive gymnastic programming and
events. They also rented space for private bookings such as birthday parties.
The additional facility space not utilized by Gymtastiks was also sub-let to Hillcrest Golf,
Moose Jaw Tennis, and Sowden Flanagan Baseball Training. These groups have
continued to occupy their respective spaces with the City assuming operation on
January 1, 2021.
Hillcrest Golf rents space year-round space for club storage and has their
maintenance shop and a storage building attached to the facility. They also share
the parking lot.
Moose Jaw Tennis has invested into the facility by creating an indoor tennis court
which is used 8 months a year by roughly 80 indoor club members. Members
access the facility 7 days a week and pre-book playing times through the Moose
Jaw Tennis booking software.
Sowden Flanagan Baseball Training has invested into the facility by creating an
indoor baseball training site which they rent 12 months a year and use 6 -7 days a
week during the winter season. There are approximately 150 - 200 youth that
participate in baseball, fastball, and dryland training programs on an annual basis.
Prior to the pandemic, there was also a dance group who regularly used the 2nd floor
space for their programs.
It is important to note that existing sub-tenants will be given priority to their current spaces
when developing a new operating model given the capital investments they have made
into the facility.
Rental Space Available
The primary space available is the space previously leased by Gymtastiks and consists of:
Entrance Level
Office/multi-purpose spaceExpression of Interest - Hillcrest Sports Centre January 8, 2020
Page 9 of 12
Lower Level
150’ x 85’ concrete floor space
Multiple storage areas
Change room facilities
Viewing area
Upper Level
Commercial kitchen area and viewing lounge
Multi-purpose space opportunities
Storage
Proposals will be considered for the facility space currently occupied by the Moose Jaw
Tennis Club and Sowden Flanagan Baseball Training but interested parties must consider
reimbursement to these groups for their capital contributions made to the facility. The
space currently occupied by Hillcrest Golf will remain under their occupancy as it is
required for the Hillcrest Golf Course Operations. Please contact the City for further
information.
Future Facility Improvements
Given the age of the facility, several renewal projects are required to ensure the facility
remains functionable into the future. Should any major systems fail; the facility will be
forced to close until funding is made available for replacement. The City will be reviewing
opportunities to complete the improvements with City Council and all interested facility
users.
Immediate Action Required (within 1 year)
Repair the active water leaks on the second-floor patio.
Air quality remediation work identified in November 2020 assessment.
Emergency exit and lighting upgrades
Short-term Action Required (2-10 years)
Replacement of the natural gas-fired heating boiler.
Replacement of the two Air Handling Units (AHUs).
Replacement of one of the Domestic Hot Water (DHW) heaters.
Full lighting retrofit
Roofing system replacement
Insulation and building envelope upgrades
Exterior grading & landscaping
Interior/exterior finishes
Above and Beyond Projects
Gymnasium flooring, amenities and sports specific equipment
Viewing area and commercial kitchen upgrades
Accessibility and changeroom upgrades
Additional storage space to accommodate multiple groupsExpression of Interest - Hillcrest Sports Centre January 8, 2020
Page 10 of 12
Schedule "B" - Future Operating Model Considerations
Lease & Operating Agreement
An organization would lease & operate the entire facility from the City and be provided
space for their activities.
Responsibilities:
Overall facility supervision
Utilities – natural gas, electricity, water, garbage disposal, telephone, internet, TV,
etc.
Cleaning and maintenance/repairs including parking lot maintenance and snow
removal.
Facility bookings, programming, and sub-tenant agreements.
Leasehold improvements and sport specific equipment requirements.
Insurance – general commercial liability, content, tenant’s legal liability and
commercial and non-owned automobile insurance.
In exchange for the services above, the operator would be entitled to all revenues
generated from the facility including sub-tenant rentals, hourly rentals, programming
registration fees, facility advertising, food & beverage, etc.
Negotiations with the City would occur regarding the annual lease rate and funding
responsibilities for capital improvements.
Fee for Service Agreement
An organization would operate the facility on behalf of the City and be provided a fee
for those services.
Negotiations with the City would occur surrounding:
Overall facility supervision
Utilities – natural gas, electricity, water, garbage disposal, telephone, internet, TV,
etc.
Cleaning and maintenance/repairs including parking lot maintenance and snow
removal.
Facility bookings, programming, and sub-tenant agreements.
Leasehold improvements and sport specific equipment requirements.
Capital improvements
Insurance – general commercial liability, content, tenant’s legal liability and
commercial and non-owned automobile insurance.
Facility revenues
City Operates Hillcrest Sports Centre
Under this scenario the City or a Board would assume operation of the Hillcrest Sports
Centre similar to other recreation and culture facilities in the community.Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 11 of 12
Schedule "C" – Submission Requirements
Proposals shall include all the following information:
1. Capacity
All submissions must have a cover letter identifying the type of capacity your
organization is interested in pursuing in respect to the Hillcrest Sports Centre and
why you feel your organization would benefit from the space.
a. Facility User and Operator - Lease and Operating Agreement
b. Facility Operator Only – Fee for Service Agreement
c. Tenant Only
d. Other
2. Business Plan
All organizations interested in operating the Hillcrest Sports Centre must submit a
business plan which includes:
Summary of expected usage and programming.
Conceptual plan for the facility.
Proposed staffing model and summary of relevant experience.
Proposed facility schedule.
Operating budget projections – plans for revenue generation.
Potential leasehold improvements to be made.
Ideas to upgrade facility to increase attendance.
Short and long-term goals to maximize usage.
Opportunities to help financially contribute to capital upgrades.
Please contact the Director of Parks and Recreation if interested in obtaining
historical facility operating costs for the purposes of creating a business plan.
Limited construction drawings for the facility are also available upon request.
A business plan is not required for organizations looking to strictly rent space.
3. Organizational Details
Brief overview of programs and services offered by the organization. Please
include a link to the organization’s website if you have one.
Listing of the Executive and Board members or Owners indicating roles within
the organization.
Listing of all paid staff members within the organization and titles.
Constitution and Bylaws for the organization. (if applicable)
Copy of the organization’s incorporation status.
Membership numbers and rates/registration fees. (last 3 years)
Most recent Annual Financial Statements and Annual Operating Budget.
Current facilities being used. (if applicable)Expression of Interest - Hillcrest Sports Centre January 8, 2020
Page 12 of 12
Explain how your organization is willing to help contribute to facility
improvements and upgrades.
4. Usage Proposal
How much space is needed for programs? What space are you interested in?
Is there any special equipment, flooring, or other amenities required that
cannot be provided by the organization?
What do you require the facility to provide?
Is equipment storage required? How much space?
Proposed schedule – what months, days, and times.
How many members will access facility during your rental times?
How long of a term are you seeking in terms of years?
5. Formal Agreement and Insurance Requirements
All organizations selected to occupy the Hillcrest Sports Centre must enter into a
formal agreement with either the City or the operator.
As per City policy, organizations must also have a general commercial liability
insurance policy of $5 million and tenant’s legal liability insurance in the amount
of $2 million.
If you foresee these items being a concern, please be sure to indicate in your
proposal with an explanation why.
6. References
Please provide references for any current or previous leased spaces.
Organizations interested in facility operation should also provide references in
relation to facility management experience.You can also read
