Request for Proposal Retail Consulting Services Date issued: Monday November 24, 2014 Close date: Wednesday December 10, 2014 at 12:00 pm MST Unit # 5 3500 24 Ave NW Calgary, AB T2N 4V5 p. 403-910-1101 f. 403-474-4110 info@wcdt.ca www.wcdt.ca
Table of Contents I. Purpose... 3 II. Process... 3 III. Background... 3 IV. Scope of Work... 7 V. Timeline... 9 VI. Proposal Requirements and Contents... 9 Proposal Requirements... 9 VII. Evaluation Criteria... 11 Submitting... 12 Terms and Conditions... 12 VIII. Appendix 1 Direct Control Land Use Bylaw...14 PAGE 2
Purpose The West Campus Development Trust (WCDT) invites you to respond to this Request for Proposal (RFP) described herein. WCDT has released this RFP to secure a Retail Consultant to establish a retail program for the West Campus retail corridor and if WCDT retains ownership of the retail, advocate for WCDT in negotiations and securing retail tenants. Process WCDT s primary objective in the RFP selection process is to select a committed, experienced and capable candidate who will develop and implement a retail program for the West Campus and later potentially fulfill the role of advocate for WCDT in seeking, negotiating and securing retail tenants for the development. Those interested in submitting a Response should address the requirements outlined under Proposal Requirements and Contents. The Response is due back no later than December 10, 2014 at 12:00 PM MST. An RFP Selection Committee has been established to fairly review and evaluate and score submitted proposals based on the predetermined selection criteria outlined in Evaluation Criteria section of this document. This process will identify the highest rated respondent who WCDT will meet with and interview. If the interview is successful, the selected respondent will enter into a contract agreement with WCDT. Background The West Campus community is a ±184 acre site located immediately west of the University of Calgary campus, bounded by 32 Avenue, Shaganappi Trail and 16 Avenue NW (see Figure 1). The West Campus community is identified as part of a Major Activity Centre in Calgary s Municipal Development Plan. Built over the next 20 years, the vision for the lands, created through comprehensive consultation with stakeholders, imagines a complete, vibrant, walkable community for people of all ages and life stages underpinned by high quality and performance-oriented design. The West Campus community promises to be the leading choice for residential, office and retail markets in the city s northwest quadrant, ideally positioned near primary medical facilities, the main campus and within minutes of light rail transit, the downtown core and countless other amenities. The community will set a new standard for sustainable development; a response to economic needs of the present while inspiring rich and practical benefits for individuals and the community as a whole. The PAGE 3
development is anticipated to be built out in approximately 15 20 years with breaking ground on Phase 1 anticipated for as early as 2015 and planned occupancy in 2018. The West Campus lands are owned by the University of Calgary (University) and were originally anticipated to be utilized as lands for the future expansion of the University campus. Through careful consideration and exploration the University determined that the lands would not be required for future core academic facilities, but rather that the West Campus lands could provide an essential service to the University, by delivering a vibrant, complete, integrated neighbourhood that would enhance the University s reputation on a national and international scale while also assisting in attracting key faculty, researchers, and students to the University of Calgary. The West Campus Development Trust (WCDT) was then created by the University to oversee the development of the West Campus lands. The WCDT is governed by a Board of Directors consisting of a community representative, students, faculty, University administration, business leaders and development experts. The WCDT s financial model is also unique in that the revenue generated from the development will be returned to the University. West Campus received outline plan and land use approvals on September 8, 2014. The outline plan identifies a gross floor area of approximately 23,800 m² of retail, with the majority occurring along the main retail corridor West Campus Way. West Campus Way is envisioned as not only the retail corridor but also the active center of the community. The approved land use for the retail corridor is a Direct Control Commercial Corridor 1 (C-COR1) district and is provided in Appendix 1 which stipulates parameters surrounding the development of the parcels. WCDT is seeking a retail consultant to provide further delineation in the form of a retail program to identify a recommended ownership option for the retail, the timing and rate of release and the core uses to target. See the Scope of Work section of this RFP for further details. PAGE 4
Figure 1 West Campus Detailed Plan PAGE 5
Figure 2 West Campus Development Statistics PAGE 6
Scope of Work The Scope of Work for retail services are outlined in this RFP and are represented in two (2) distinct stages. These two stages are delineated below; Stage 1 Establish a Retail Program Stage 1 of this RFP is the development of a retail program for the West Campus retail corridor along West Campus Way (see Figure 3). The following information is to be compiled into a comprehensive and well packaged document capable of being distributed digitally and in hard copy. Provide options and a recommendation on ownership models and structures for the retail at West Campus, including identifying possible roles for WCDT. Drawing on a clear understanding of the NW retail market and the West Campus project, identify the optimal tenant mix to support a viable retail centre on West Campus Way. Provide insight and details surrounding tenant requirements including size, preferred locations and compatible uses. Identify not only types of retail but names of potential tenants which would be best suited for the area. Provide solid rationale and research to support conclusions including meeting with perspective tenants and verifying assumptions relating to timing, location and area. Work is close consultation with WCDT and delegates in developing the layout of the retail program, including identifying preferred location for types of retail services and building size and design to support tenant requirements. Identify project sales forecast including price per buildable square foot expected to be achieved for retail space identified. Consider impacts of the Design Guidelines and sustainability requirements as well as the integration of retail with the streetscape design (these documents and information will be provided to the successful Respondent). Develop go-to-market strategy including comprehensive leasing and marketing positioning. Identify competitive advantage and market appeal of West Campus Way. Provide recommendations on retail absorptions and timing of release of the lands for particular tenants. Respondent will be required to work closely with WCDT to ensure compatibility of retail release with overall Phasing strategy. Identify the parking requirements for each retail use identified. Provide recommendations for opportunities for shared parking. Respondents will be required to schedule and attend regular meetings throughout Stage 1 of the project. Participation is anticipated for up to two larger West Campus project team workshops to provide insight into the retail program and market. PAGE 7
Stage 2 Advocate for WCDT for retail The scope of work for Stage 2 of this RFP is dependent on the recommended ownership structure for the retail identified in Stage 1 and the role WCDT will assume. Therefore the scope of Stage 2 may be modified to reflect the outcomes of Stage 1. The award of Stage 2 is also dependent on the successful completion of Stage 1 and WCDT s desire to move forward with the Respondent. For the purpose of evaluation of this RFP, the responsibilities for Stage 2 may include; Identify and solicit retailers, negotiate and secure targeted tenants on behalf of WCDT. The Respondent is to function as a representative of WCDT and is to advocate for WCDT and the West Campus projects while in discussions and negotiations with targeted tenants. Scheduling and attendance at regular project meetings. Figure 3 West Campus Way Retail Corridor PAGE 8
Timeline In order to assist Respondents, following are the Key Target Dates and Events with respect to this RFP process. Such dates are not guaranteed and may change based on circumstances. MILESTONE DATE Last Day to Submit Questions December 5, 2014 Closing Date for Submission of Proposals December 10, 2014 Evaluation December 12, 2014 Interview of Highest Rated Respondents December 15, 2014 Award of Contract December 17, 2015 It is intended that once a contract is awarded the respondent will initiate work on Stage 1 immediately. Proposal Requirements and Contents Proposal Requirements Submissions in response to this RFP should clearly demonstrate the ability of the Respondent to successfully fulfill the requirements outlined in this section. All information requested herein is mandatory and must be included in any response to this RFP. Proposals should be prepared simply and concisely, providing a straightforward, succinct description of the Respondent s capabilities for satisfying the Requirements of the RFP. Respondents must specifically state their agreement to accept and comply with the Terms and Conditions of the RFP and must designate the individual who is authorized to negotiate on behalf of the proponent. Emphasis should be on completeness and clarity of content. Note: This forms part of the evaluation criteria. Excessive documentation or materials is discouraged. Respondents are instructed that submissions should be 15 pages or less. Any additional information the Respondent considers to be relevant, but not specifically applicable, may be provided as an appendix to the Proposal. The following outlines the information which should be provided to demonstrate a complete proposal and will be evaluated; PAGE 9
1. Corporate Profile & Demonstrated Team Expertise Provide a description of your firm s background and profile including corporate mission, vision, and values, as well as number of years in business. Provide an overview of the key members of the project team, their role in the project, relevant skills and their past experience on similar projects. Provide a description or diagram of the project team organization. Identify any sub-consultants and their role to the project. Provide overview of experience and expertise of working within the Calgary marketplace. Resumes should be provided as part of the Appendix rather than in the body of the Proposal response. 2. Previous Relevant Projects Provide examples of previous completed projects that are comparable to the outlined scopes of work (Stage 1 and Stage 2). Provide three (3) relevant examples for each Stage. Examples provided should demonstrate comparable scopes of work and project similarities. Projects provided should have been completed in the last five (5) years. Please provide up to three (3) client references for comparable projects. WCDT reserves the right to only contact client references of the highest rated respondent. 3. Project Understanding Respondents are to demonstrate their understanding of the project scope by identifying objectives of the project, project risks and opportunities and key issues with recommended solutions. Respondents should provide a summary of the proposed methodology for completing the work as outlined, including major steps that will be taken to address project objectives. 4. Schedule Provide a project schedule for completing Stage 1 of the project include major milestones, subtasks and deliverables. WCDT will be looking for Respondents to demonstrate the completion of Stage 1 by early February. 5. Price For Stage 1 provide a budget for the proposed scope of work including a breakdown of the labour and disbursement fees. Include any sub-consultant fees in the total. Show the total estimated fee without GST. PAGE 10
The lowest proposed price (total estimated fee referenced above) will obtain the maximum rating and all other Proposal Prices will be rated using the following formula: E.g. lowest compliant offer ($100) lowest compliant offer ($100) x 100 = 100 points lowest compliant offer ($100) next lowest compliant offer ($110) x 100 = 91 points For Stage 2, please provide an anticipated methodology and rate structure for fees. Full Disclosure Fully describe any existing business relationships, ownership interests or conflicts of interest - direct or indirect - that could affect doing business with WCDT. Failure to disclose this information may result in disqualification from the process or termination of the contract. Evaluation Criteria Responses must include the required elements as listed above. Responses that do not meet the requirements will be not be evaluated. All others will be scored based on the following criteria: EVALUATION CRITERIA Corporate Profile & Demonstrated Team Expertise Previous Relevant Projects Project Understanding Schedule Price WEIGHTING 20 30 15 10 25 TOTAL 100 PAGE 11
Submitting Submissions must be mailed, couriered, or emailed, clearly marked, for arrival no later than Wednesday December 10, 2014 at 12:00 pm MST (if response is mailed or couriered an electronic copy should accompany it) to: REQUEST FOR PROPOSAL: RETAIL CONSULTING SERVICES Deanna Romney, Project Manager West Campus Development Trust Unit # 5 3500 24 Avenue NW Calgary, AB T2N 4V5 dromney@wcdt.ca Questions about the opportunity (accepted December 5, 2014 at 12:00 pm MST) shall be directed in writing by email to: Deanna Romney Project Manager dromney@wcdt.ca Questions submitted which are deemed to be general questions pertaining to the proposal or project will be included in an addendum to this RFP. WCDT is not responsible for communication obtained outside of this protocol. Terms and Conditions WCDT will not be responsible or liable for any cost associated with either the preparation or submission of Responses pursuant to this RFP. The preferred respondent shall be required to enter into a contract with WCDT. Notwithstanding any of the other content in this RFP, WCDT does not assume legal obligation, duty or constraint associated with its delivery. All materials submitted become the property of WCDT and will not be returned. WCDT reserves the right to request more information or clarification of proponents and revise the RFP as an addendum, as required. PAGE 12
WCDT, in its sole discretion, may reject Responses, cancel or withdraw this RFP at any time and for any reason. Furthermore, WCDT may waive any nonconformance with requirements specified in the RFP. WCDT is under no obligation to award Stage 2 to the Respondent who is awarded Stage 1. WCDT reserves the right to negotiate the final contract with the highest rated respondent. The contract agreement shall contain the terms and conditions consistent with the RFP and the selected party s response to the RFP and shall contain any negotiated terms between WCDT and the selected respondent. In the event the highest rated respondent and WCDT are unable to come to agreeable terms in the time allocated by WCDT, then WCDT shall have the right, at its sole discretion, to abandon final negotiations with the selected party and initiate final negotiations with the next candidate. (Should the second (or any subsequent) party be unable to conclude the arrangement/transaction, WCDT may, at its sole discretion, initiate final negotiations with the next candidate on the RFP ranking list as determined by the Selection Committee.) Information pertaining to WCDT obtained by the respondent, its employees and agents as a result of its participation in relation to the RFP is confidential and must not be disclosed by the Respondent, their employees or agents except as authorized in advance by WCDT. If changes in staff occur throughout the life of the project, the respondent must ensure that the qualifications and experience of the proposed staff change must be equivalent or better than the staff proposed on the proposal received. WCDT and its agents shall not be liable or accountable for errors or omissions in any part of the RFP or response to proponents questions. Based on the successful Respondent s performance, WCDT reserves the right to extend the service to include additional as yet unknown work related to retail services, or return to the market with a new Request for Proposal document. More information about WCDT is available online at www.wcdt.ca. PAGE 13
Appendix 1 Direct Control Land Use Bylaw PAGE 14