TAURANGA'S HEART OF THE CITY - Registration of Interest STRATEGIC ACTIVATION AND PLACE MAKING IN - Downtown Tauranga
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1 REGISTRATION OF INTEREST
Registration of Interest
STRAT EGI C A C T I VATI O N A N D
PLAC E MAKI N G I N
TAURANGA’S
HEART OF THE CITY
2 REGISTRATION OF INTEREST
SECTION A – OVERVIEW
Create a sensational and surprising place that draws people into the city centre
1. INTRODUCTION
1.1 Purpose of Registration of Interest Decisions on the museum and library will be part of the
2018-28 Long Term Plan deliberations in June 2018.
We invite interested parties to register their interest and
submit their proposals to Tauranga City Council for the The space will be available for activation for a minimum
activation and place making of the soon to be vacant of 12 months.
land at 91 Willow Street. Following the demolition of
Tauranga City Council (TCC) wants to reinvigorate the
Council’s administration building, approximately 1,800m²
Tauranga city centre by creating a destination full of
of space will be available until such a time as other
choices for people to enjoy. Activities, eateries and
projects commence on this land.*
music to delight and to bring people back to the heart of
This opportunity is part of the Heart of the City Tauranga.
programme, which Council’s Elected Members approved
in September 2016, to transform Tauranga’s city centre.
The Heart of the City programme is the progression
of a range of Council-led projects in the city centre,
intended to create a more vibrant, safe and successful
Tauranga city centre. The projects include a new
civic administration building and surrounding open
space, business cases for a museum, city library and A talented and A city with heart A city of great
performance venue, future investment in the waterfront innovative city and soul spaces, places and
and streetscape, seeking a private developer to build a full of opportunity environments
hotel on the Council-owned 21-41 Durham Street site,
and living in the city centre.
One of the first steps is to demolish the existing Council
administration building, due to its poor condition and
remediation of the building not being a viable option.
The demolition of the administration building is
programmed to start in April 2017, and is currently
* The site is adjacent to the public
scheduled to be completed in September 2017.
transport bus terminal and has
The demolition site will remain in place as a publicly direct sight lines to the waterfront
accessible transitional space until such a time as other across Masonic Park. It is also
projects commence on this land. These projects could next to the Tauranga City
be a new museum and/or library, for which Council is Library which generates more
developing business cases for, or potentially other uses. than 7,200 visits per week.
3 REGISTRATION OF INTEREST
1.2 Tauranga’s Heart of the City
Tauranga City Council’s shared aspiration for Tauranga is Council-led projects encompassed within the Heart
to be an ‘Internationally Competitive City’. of the City programme include:
An internationally competitive city is one where people - the new civic administration building and
want to live, work and invest. To sustain our growing city, surrounding open space
we need talented people, businesses and investors to
- business cases for a museum, a new library and
choose Tauranga. In a globalised economy we’re now in
performance venue
competition with other cities and countries in this space.
- future investment in the waterfront and
Great cities have vibrant city centres. The purpose of the
streetscape
Heart of the City programme is to work in partnership to
create a vibrant, safe and successful city centre, where - living in the city centre.
more people want to live, work, learn and play. This
is in line with the City Centre Strategy, which seeks to
establish the city centre as the commercial, civic and
cultural heart of the sub region.
The purpose of the Heart of the City Programme is to
maximise the delivery of:
- a more vibrant safe and successful city centre
- improved value for money for the community
- local and regional economic development
- to encourage more people to visit the city centre
and stay longer.
4 REGISTRATION OF INTEREST
1.3 Strategic Activation 1.4 Lease Opportunity
Once Council’s administration building is demolished, We are inviting interested parties to register their interest
the site effectively acts as a temporary ‘placeholder’ and submit their proposals for the activation and
until such a time as it is developed. During this time, it is programming of the soon to be vacant land at 91 Willow
important to activate the space to support the objectives Street.
of the Heart of the City programme.
The space will be available following the completion of
In addition to the programme objectives, the objectives the demolition of the existing Council administration
of the strategic activation of the space are as follows: building at 91 Willow Street, which is anticipated to be in
September 2017.
- To provide a coordinated offering of activities in
the space that aligns with and enhances the Heart We offer the Site lease for activation for a minimum of
of the City programme of work 12 months. The space will be available until such a time
as investment decisions are made on the museum and
- To provide opportunities for the residents and city library, and subsequent physical work occurs in this
visitors to utilise and enjoy the space. space. Extensions of the initial 12-month term will be on
- To take an amazing central location and make the an as agreed basis.
city centre exciting and relevant to new markets During this time it will be desirable that the space is:
and demographics.
a) Programmed with ongoing activities,
- To provide a range of activities that link to the entertainment and ways for the public to enjoy the
potential future uses of the land, being a museum space.
and city library
b) Freely accessible to the public for their enjoyment
The City Centre Strategy provides an outline of the when activities are not programmed.
objectives of public spaces:
c) Programmed to enhance the city centre as a
- To enhance the outdoor life of the City Centre destination.
through the quality of its open spaces.
d) Used to showcase local talent.
- To provide a diversity of public spaces across
the City Centre that serve a range of different e) Networked with other city centre activities
functions, from small plaza spaces to large scale and events.
gathering spaces for major public events.
- To enhance the appearance and amenity of
the street spaces in the City Centre to ensure a
vibrant and active street scene.
- To utilise landscape and public art that projects
the character and uniqueness of Tauranga.
- Enlivens public spaces and showcases local
talent.
5 REGISTRATION OF INTEREST
1.5 Design of Space and Services
Council will undertake the physical works to establish the
platform for the space.
Council will work with the successful provider in the
design of the space and provision of services such as
water supply, power points, lighting and CCTV coverage.
Public toilets are located adjacent on Masonic Park.
Council does not anticipate providing any ongoing
financial support for the activation opportunity.
1.6 Lease Agreement Details
Clauses covering the following points will be included in
the lease agreement:
a) The successful provider will manage the use of the
Site. Should any other parties express an interest
in the use of the Site, they will be directed to the
successful provider for coordination.
b) The space cannot be used for events, advertising
or activities that directly compete with the
objectives of the space. For example, promoting
or advertising activities or businesses outside of
the city centre.
c) The successful provider will be required to
undertake stakeholder management.
d) The successful provider will meet regularly with
Council’s City Events team to coordinate and
integrate the programming with other events.
e) The successful provider will be responsible for
ongoing operational and regulatory fees.
f) H&S - provider will manage H&S compliance.
Council will assist through review and comment
on activity specific safety plans.
6 REGISTRATION OF INTEREST
2. DESCRIPTION OF REQUIREMENTS
2.1 Proposal Details
We are inviting interested parties to register their interest and submit their proposals that
clearly set out the following:
a) Vision and objectives for the space.
b) The type of community and/or business activities proposed and details of how these
relate to the Council and the community’s vision and objectives for the space.
c) The facilities that will be provided, including service/storage methods.
d) Any images or reference images that communicate the vision and facilities provided.
e) A sample programme of events and activities.
f) The opening hours proposed, and a minimum standard of activities and programming.
g) Any requirements or expectations that proposals have of Council.
h) Details of experience and track record and examples of working in place management
and activation.
i) H&S policy and procedures.
Note: It is the provider’s responsibility to carry out full due diligence before submitting response
proposal, including but not limited to, investigating:
1. Regulatory consent requirements.
2. Mobile Shop Licence including Health Inspections.
3. Any other regulatory approvals required to undertake the activity.
7 REGISTRATION OF INTEREST
SECTION B – ROI PROCESS
3. REGISTRATION OF INTEREST PROCESS 3.3 Communication 3.5 Evaluation criteria
3.1. Timetable No communication will be entered into with any of the Proposals will be selected against the criteria set out below:
respondents except, in the following circumstances:
The anticipated timetable for this ROI process is as follows:
• Clarification of the ROI document by respondents ROI – SPECIAL WEIGHT
(only prior to the prescribed closing date); or REQUIREMENTS CONSIDERATIONS (%)
ACTIVITY DATE
• Tauranga City Council seeking clarification of
Proposal is compatible How the proposal 40%
aspects of submitted responses. with Council and the delivers on
Registration of Interest –
29 March 2017 community’s vision and the vision and
Released All communication and/or correspondence between
objectives for the city objectives
any respondent and Tauranga City Council will be
centre
Registration of Interest – conducted in writing through the following Authorised
2pm, 13 April 2017
Closes Representative: • The type of Community
community and/or outcomes are
Tauranga City Council Authorised Representative business activities maximised
Respondents notified of
25 April 2017 proposed and
outcome Clinton Bowyer
details of how
Email address: clinton.bowyer@tauranga.govt.nz
these relate to the
Respondents are to note that this timetable is indicative Tauranga City Council will not be bound by any Council and the
statement, written or verbal, made by any person community’s vision
only, and may be subject to change at the sole discretion
and objectives for
of Council. other than the Tauranga City Council Authorised
the space
Representative stated in this section. The Tauranga City
3.2 Canvassing Council Authorised Representative is the only person • A sample
authorised to make representations or explanations programme
Respondents will not canvass any Tauranga City Council regarding this ROI document. of events and
employees, contractors, consultants, Elected Members activities.
or anyone who has a direct working relationship with 3.4 ROI Questions • The opening hours The space is
Tauranga City Council, other than the Authorised proposed, and a available and
Representative, in relation to this ROI. Any respondent Questions can be submitted in writing via email to the minimum standard activated during
found to be canvassing, or to have canvassed, any Authorised Representative identified in section 3.3 of this of activities and both day time and
Tauranga City Council employee, contractor, consultant, ROI document. Questions and answers that Tauranga programming evening periods
Elected Member or anyone who has a direct working City Council deems relevant to all respondents will be
published to all respondents. • H&S
relationship with Tauranga City Council, other than the
Authorised Representative, regarding this ROI may be Illustrated
disqualified from further participation in this and/or any proven track
subsequent process. Proven Track Record record including 60%
examples of
previous work
Financial Viability PASS / FAIL
8 REGISTRATION OF INTEREST 3.6 Clarification of responses Respondents may be asked to clarify aspects of their ROI response, or provide additional information during the ROI evaluation. These requests will require a response within two working days, or the time specified in the written request from Tauranga City Council’s Authorised Representative. Failure to respond to such a request within the stated timeframe may result in the exclusion of the ROI response from further consideration. 3.7 Communication of outcome All respondents who submit an ROI response will be notified in writing of the outcome of this ROI process. 3.8 Shortlisting and negotiation Tauranga City Council reserves the right to proceed directly to negotiation with shortlisted respondents. Should negotiations between Tauranga City Council and the preferred respondent(s) be unsuccessful, then Tauranga City Council reserves the right to re-evaluate the other shortlisted proposals. Further negotiations may commence if there is a proposal selected from this re-evaluation. Tauranga City Council is not bound to shortlist and negotiate an agreement with any respondent.
9 REGISTRATION OF INTEREST
4. ROI RESPONSE
4.1 Form, content and preparation of ROI response all information requested in this ROI document.
In submitting a response to this ROI opportunity, the Responses must:
respondent accepts, and agrees to comply with, the
• be received on or prior to the time at the date
provisions of the ROI documents. Respondents should
stipulated as the closing date. Late responses may not
submit one response only, although this response may
be accepted by Tauranga City Council;
include one or more options/solutions. Responses are
to be signed by the respondent. • be placed in a sealed envelope clearly marked
“Registration of Interest for Strategic Activation and
The cost of preparing and submitting a response shall be
Place Making of Tauranga’s Heart of the City” and
borne by the respondent. All responses will be retained
“Commercial in Confidence”;
by Tauranga City Council.
• be addressed to the place of closing, marked for the
4.2 Submission of ROI responses
attention of the contact name; and
The ROI will close at 2pm on the 13 April 2017.
• comprise one copy of your response.
The responses can be submitted electronically to clinton.
Any response received by Tauranga City Council that
bowyer@tauranga.govt.nz or dropped off to Council’s
does not conform to all of the above conditions may be
Tender Box.
rejected, at the sole discretion of Tauranga City Council
Emailed submissions must be a maximum of 10MB.
Any request for an extension of the closing date is likely
The place of closing is: to be declined.
Tender Box
Tauranga City Council Reception Area
91 Willow Street
Tauranga
Responses must be submitted in the format at Section C
of this document, and must be clear, legible and provide
10 REGISTRATION OF INTEREST
5. ROI CONDITIONS
5.1 Rights reserved by Tauranga City Council 5.4 Clarification of information 5.8 Copyright
Tauranga City Council reserves the right to: Responses to requests for clarification that relate solely to one Copyright in every document (electronic and paper) comprising this
respondent will be provided to the respondent requesting the ROI belongs to Tauranga City Council. All rights are reserved. This
• re-advertise this ROI; clarification. All other clarifications issued by Tauranga City Council ROI document must be kept secure, and must not be used, stored,
• suspend or cancel (in whole or in part) this ROI process and/or will be provided to all respondents by way of a Notice to Tenderers copied or passed on in any form by any means without Tauranga
the overall procurement process; (“NTT”). City Council’s prior written consent in each case.
• not proceed to negotiation;
• waive any irregularities or informalities in this ROI process; 5.5 Information complete and accurate 5.9 Conflict of interest
• amend the closing date for submission of ROI responses, Each proposal must include the information as required by Tauranga Respondents should disclose any conflicts of interest in relation
or any other date referred to or implied in this ROI, by the City Council in this ROI. Information not specifically required by the to the matter covered by this ROI. (Refer to the conflict of interest
issuance of a written notice; ROI, but believed by the respondent to be of value in evaluating the disclosure form at the back of this ROI document).
• vary this ROI by way of notice to tenderers; responses, should be included as an addendum.
• enter into discussions and/or negotiations with any one or All respondents warrant that: 5.10 Acceptance of gifts
more responders relating to matters dealt with in this ROI;
• all information provided in their response is complete and In compliance with Tauranga City Council policy, gifts, inducements,
• not to proceed to evaluation of ROIs;
accurate in all material respects; and promotional products or services, etc. should not be offered to
• seek clarification of any aspect or information provided in an any Tauranga City Council employee, agent, consultant, Elected
ROI response, or seek further information from any party; and • the provision of information to Tauranga City Council, and
the use of it by its employees, agents or contractors for Member or contractor acting on behalf of Tauranga City Council at
• consider, accept for evaluation or reject any response received the evaluation of responses and the possible subsequent any time. Any respondent attempting to provide gifts, inducements,
after the ROI closing date. negotiation and implementation of a licence to occupy promotional products or services to any Tauranga City Council
agreement, will not breach any third party’s intellectual employee, agent, consultant, Elected Member or contractor acting
property rights. on behalf of Tauranga City Council may be disqualified from the
5.2 No obligation to discuss evaluation process.
Nothing contained or implied in this ROI shall oblige Tauranga City
Council to discuss, justify or give reasons for any of its decisions 5.6 Confidentiality
5.11 Governing law
or actions relating to this ROI or any response. Respondents who This ROI, and the information supplied by Tauranga City Council
are not selected from the ROI evaluation process, will be advised in (either itself or through its consultants or advisors) in connection This ROI is governed by New Zealand law, and the New Zealand
writing that they have been unsuccessful and will be provided with a with this ROI, is confidential. You must not release or disclose any of courts have exclusive jurisdiction to all matters relating to this ROI.
debrief, if requested. the information to any other person (other than your employees or
advisors) without the prior written consent of Tauranga City Council. 5.12 Subject to contract
5.3 Tauranga City Council’s liability for information disclosed Respondents are advised that Tauranga City Council is subject to All parties submitting an ROI response agree that:
While Tauranga City Council endeavours to supply correct the Local Government Official Information and Meetings Act 1987,
and respondents should make their responses “Commercial in • this ROI and any provision contained in it does not give rise to a
information, it disclaims, to the extent allowed by law, any liability
Confidence” if they wish to protect specific information. Tauranga separate process contract between Tauranga City Council and
(in contract and in tort, including negligence) to any party or other
City Council cannot, however, guarantee that information marked as that party; and
person if they rely on any information provided by Tauranga City
Council in relation to the ROI. such can be protected if Tauranga City Council receives a request for • nothing in this ROI, or in the relationship of Tauranga City Council
information under that Act. and that party, imposes any duty of care on Tauranga City Council,
Those submitting ROI responses will be deemed to have: and any such duty of care is expressly excluded.
• examined this ROI and all documents referenced (if any); 5.7 Advertising and statements
• considered all the risks, contingencies and other circumstances that No advertising, press release, public statement or other information
may have an effect on their response; and relating to the ROI, any subsequent proposal or licence to occupy
• satisfied themselves as to the correctness and sufficiency of their agreement shall be published by the respondent without the prior
responses. written consent of Tauranga City Council.11 REGISTRATION OF INTEREST
SECTION C – INFORMATION REQUIRED FROM RESPONDENTS
INSTRUCTIONS SPECIAL
6. GENERAL
ROI REQUIREMENTS
You are required to answer each question and/or provide CONSIDERATIONS Provide an executive summary of your ROI outlining the
the information requested in this section. You must use this key advantages of your ROI to Tauranga City Council
titling system in your response and respond in the same Proposal is compatible • How the proposal and business and community, and how you will meet
sequence. Where a question is not relevant to your ROI with Council and the delivers on Tauranga City Council’s requirements.
response, you must indicate “N/A” or “Not Applicable” community’s vision the vision and
and objectives for the objectives Provide a company profile that includes:
against the respective question number in your ROI
response. If the question invites you to comment and you city centre
choose not to, then you must indicate “No Comment” INFORMATION REQUIRED
• The type of
against the respective question number in your ROI
community and/or
response. A “No Comment” may constitute a fail during Company Trading Name
business activities
evaluation.
proposed and
The ROI response form, Declaration form and Conflict of details of how Company Legal Name
Interest form contained in this section must be completed, these relate to the
signed and returned, along with your responses to the Council and the Address details
questions. community’s vision
and objectives for Company contact (this is the person that Tauranga
Any partial compliance or non-compliance with
the space City Council will contact for any queries relating to
requirements must be clearly described in your response.
• A sample • Community this ROI)
programme of outcomes are
events and activities maximised Company negotiation contact (person with sufficient
authority to negotiate on your company’s behalf
• The opening hours • The space is without reference to other parties either overseas or
proposed, and a available and in New Zealand)
minimum standard activated during
of activities and both the day time Detail of any existing or past relationships with
programming and evening periods Tauranga City Council
• H&S
Detail of Health & Safety Risk Assessment and
Illustrated proven Hazard Identification
track record including
Proven Track Record
examples of previous
work
Financial Viability PASS / FAIL12 REGISTRATION OF INTEREST
7. FINANCIAL VIABILITY
Tauranga City Council may use an independent credit rating or other organisations to conduct financial assessments and
reports. For this assessment to be completed, a representative from such an organisation may contact you concerning the
financial information that you provide in response to this ROI.
INFORMATION REQUIRED
Is the respondent solvent, and able to meet its debts as and when they fall due in the normal course of business?
Yes (provide information) No
Are there any significant events, matters or circumstances which have arisen since the end of the last financial year
which may affect the operations of the respondent?
Yes (provide information) No
Are there any mergers or acquisitions that can be notified, either recent (within the past 12 months) or which are
imminent?
Yes (provide information) No
Are there any court proceedings of any kind, actual or threatened, against the respondent, its parent or associated entities or
any director of the respondent, its parent or associated entities within the past 5 years?
Yes (provide information) No
Are there any actions of insolvency proceedings, actual or threatened (including voluntary administration) against the
respondent, its parent or associated entities?
Yes (provide information) No
Are there any factors which could (in your opinion) impact on the financial ability to successfully perform the contract?
Yes (provide information) No
8. ASSUMPTIONS
Detail any assumptions that you have made in responding to this ROI.13 REGISTRATION OF INTEREST
FORM OF REGISTRATION OF INTEREST
PROJECT NAME: Strategic Activation and Place Making in Tauranga’s Heart of the City
THE PARTY(IES) SUBMITTING THIS ROI RESPONSE ARE:
ADDRESS FOR SERVICE:
WE ACKNOWLEDGE RECEIPT OF NOTICES
to
TO TENDERERS NUMBERED:
On behalf of the party(ies) submitting this ROI response, I/we confirm that I/we have fully understood the requirements set out in the ROI documents, and that none of the information submitted by
me/us breaches any third-party copyright.
In lodging this response the respondent also warrants:
• that they did not rely on any express or implied statement, warranty or representation, whether oral, written, or otherwise made by or on behalf of Tauranga City Council, its officers, employees,
agents, contractors or advisers other than any statement warranty or representation expressly contained in the ROI document and any Notice To Tenderers documents issued relating to this ROI
document.
• that it did not use the assistance of Tauranga City Council employees, or information unlawfully obtained from Tauranga City Council in compiling its response.
Rental Proposed: Insert dollar amount plus GST.
Site Area required for Licence to Occupy: insert area m2
Please provide a site plan and full description of how you intend to set up on the site to submit with your proposal.
Dated:
Signed by:
for and on behalf of the submitting party(ies)14 REGISTRATION OF INTEREST
DECLARATION
Strategic Activation and Place Making in Tauranga’s From:
Heart of the City
Tauranga City Council
I/We declare that the information provided to Tauranga City Council in response to the ROI for a Licence to Occupy Tauranga
All respondents submitting a response to the Registration
Waterfront Land is true and correct in all aspects.
of Interest (“ROI”) for Licence to Occupy Tauranga
Waterfront Land are required to complete and sign this
declaration confirming that the information given to
Tauranga City Council in response to the ROI, and any Declared at this day of 20
other documents provided as part of their response to
this ROI, is true and correct in all aspects.
Signature (of duly authorised officer):
Full Name and Designation:15 REGISTRATION OF INTEREST
CONFLICT OF INTEREST DECLARATION
Strategic Activation and Place Making in Tauranga’s Heart of the City If “Yes” please advise your strategy for managing the conflicts of interest noted above, and
identifying and preventing conflicts of interest during the contract period.
The respondent hereby confirms that it, and its staff, agents, consultants and partners do
not have and are not aware of any actual or potential conflicts of interest which may arise
between Tauranga City Council and the respondent, unless indicated below.
Are you aware of any actual or potential conflicts of interest?
No
There are no conflicts of interest.
Please provide details of your strategy for identifying, managing and preventing conflicts
of interest during the contract period.
RESPONDENTS NAME:
AUTHORISED SIGNATURE:
DATE:
Yes
Please provide details of any engagements, obligations or commitments that the
respondent or any of its staff, consultants and partners have or are likely to acquire which
may give rise to any actual or potential conflict of interest with any of the services that may
be required as a result of this process or in connection with the proposed contract.You can also read
