REQUEST FOR PROPOSALS – CORONATION HALL LEASE

INTRODUCTIONCoronation Hall was designed by Milton Varnham and built by local firm Rose and Mason, opening on February 2nd 1912. It was named for the Coronation of George V. Coronation Hall’s popularity has waxed and waned over the years. The hall was hired out for weddings and other functions, and for many years a small kiosk ran from the front of the hall while the main body of the building was used as an aquarium. In 2001 property developer Doug Catley refurbished the building and opened a French-styled restaurant, Café Cecille. Most recently the café has been operated as a café and function venue under the name The Lakehouse Café.

Coronation Halls sits within Masterton’s iconic Queen Elizabeth Park. As a part of this important reserve, any proposed utilisation of the building must comply with the Queen Elizabeth Park Masterton Management Plan 2000.

Masterton District Council are running a full procurement process and will select a preferred lessee. Proposals will be invited via Tenderlink and directly via Masterton District Council.

SCOPE

This Request for Proposal is for the lease of Coronation Hall.It is the Council’s expectation that any use and lease of the facility should ensure that it: maximises the building’s unique setting, character and layout while minimising the

effects on the surrounding amenity values and building’s heritage values. is a viable, long-term use for the building has one or more ‘public good’ elements, namely recreation, leisure, community/cultural,

or education. will ‘actively’ use the building and is not a static activity such as a storage facility maximises the building’s use both temporarily and spatially i.e. not occupied or used for

just a few hours a week, or limited to using just part of the lease area.Note that due to its location with a recreation reserve and heritage precinct, a resource consent may be required for any change of use (i.e. a proposal for a commercial enterprise that is not a café or restaurant).

Masterton District Council (MDC) will retain ownership of the buildings, grounds, carparks, supplied equipment and chattels.

TERMSTerm of the lease: Three year lease

Rights of renewal: Two rights of renewal of 3 years each

Rental reviews: Two yearly from the commencement of the lease

Outgoings: The tenant being responsible for all normal outgoings associated with the premises.

The annual lease for the premises as from August 2018 is $27,500+GST.

PURPOSE OF REQUEST FOR PROPOSALSThe purpose of this RFP is to select a shortlist of potential tenants. MDC will then conduct an evaluation and select a preferred lessee.

In general terms the process will be as set out below.

1. Request for Proposals2. Evaluation by MDC Staff3. Interviews with shortlisted submitters4. Letting of facility

This RFP is intended to be simple and easy to respond to and reduce the overall workload and cost for all parties involved.

SERVICES

The proposal is for the lease of Coronation Hall. Council will retain ownership of the building and will retain responsibility for the maintenance of the building structure and exterior.

Any approvals to carry out commercial activity will only be permitted to the extent that any new activity does not require a new permanent building or structure for the site. The building is in good condition and won’t need any improvements to the building fabric to make it a wonderful place to occupy. However, due to the heritage significance of the facility there are limits to the changes that can be made to make it fit for your proposed purpose:

1. No commercial fit-out that results in changes to the exterior façade, present room layout or building works that materially detract from the heritage aspects of the building.

2. Any furniture, fixture and equipment or as-built installations required for your proposed activity must be able to be removed and any damage to the building ‘made good’.

Any services, wiring and cabling required for a functional workplace must be installed using external conduit as wall intrusions are to be minimised.

Rates and building insurance will remain the responsibility of Council, and all other costs associated with the activity and occupancy of the building will rest with the lessee.

OVERVIEW

Coronation Hall is located within Queen Elizabeth Park and is accessible via Memorial Drive and Park Avenue, or on foot via pathways from Dixon Street.

Valuation number: 1806051700ALand area: building only, with access to adjacent carpark and lawn areas.

Assets: Commercial microwave 6 Burner turbofan gas oven Gas Chargrill 2 grill plates Deep fryer, 2 baths and 2 baskets Turbofan back bar electric oven Salamander grill Commercial dishwasher Commercial glass washer Upright freezer Ice maker 20 litre mixer with attachments Kenwood mixer 1 x 2 door under counter fridge 4 x 3 door under counter fridge Walk in chiller with shelving units Overhead extraction fans An assortment of pots, pans, fry pans, bakeware, plates, crockery and glassware Large and small outside tables and chairs Large and small inside tables and chairs

Large 4 door wooden storage dresser Large mirrors 2 x wall gas heaters Alarm system

Note: The above list does not include miscellaneous small items and appliances.

CONTACT PERSON

General enquiries regarding the RFP process and proposal submission should be directed only to the Contact Person set out below:

Contact Person Audrey DenchRole Properties and Facilities ManagerDDI 06 370 6296Mobile 027 541 4208Email audreyd@mstn.govt.nz

Direct approaches to MDC or their staff without the consent of the Contact Person may result in you being disqualified from the review. Existing working relationships will obviously need to continue through the review and are acceptable.

EVALUATION TEAM

Person Role Andrea Jackson Manager Community Facilities and

ActivitiesAudrey Dench Properties and Facilities ManagerRosanne Heyes Senior Parks and Reserves AdvisorDavid Paris Manager FinanceTBC Resource Planner

DEADLINES

Site visits: all visits to be completed 5pm Friday 2 November 2018 Visits must be coordinated through the following contact person:

Paula BeasleyProperty Rental and Community Facilities SupportPhone: 06 370 6300Email: paulab@mstn.govt.nz

Questions: 5pm Friday 9 November 2018

Submission: 4pm Friday 16 November 2018

Submission format: Please email the contact Soft copy of your response (Word or PDF) Pricing spreadsheet

Please include your company name in the filename for each file.

QUESTIONS

All questions should be directed to the contact person.

Key points: Any questions submitted verbally or in writing will be distributed to all respondents if

deemed by us to be pertinent to all respondents.

If you feel that your question contains confidential information, then this must be submitted with the question and in writing. We will assess the validity of the confidentiality;o if we agree, then your question and answer will not be circulated to other partieso if we do not agree then we will notify you and give you the opportunity to withdraw

the questiono if you choose not to withdraw the question we will respond and circulate the

question and answer.

LATE PROPOSALS

Requests for extensions to the closing date are likely to be declined unless extenuating circumstances exist. Late proposals are unlikely to be considered, but may be if circumstances require.

CLARIFICATION

The evaluation panel may seek clarification regarding your RFP, or request you to provide additional information during the evaluation process.

EVALUATION CRITERIA

The evaluation criteria and weightings are set out below. All questions in this RFP relate to these criteria.

The following table outlines the criteria for the RFP evaluation process. The question weightings are percentages of the group weighting.

GROUP GROUP WEIGHTING

QUESTION WEIGHTING

Strategic Fit 30% Role within Park 30% Benefit to community 25% Value to Council 15% Synergy with Council strategy 15% Activity complies with relevant Acts and Plans 10%Proven Track Record 25% Demonstrated experience operating similar facilities 40%

Commercial performance 30% Health and safety record 15% Management & Staff experience and organisational

structure15%

Sustainability and Environmental Impacts 20% Demonstrated community need and support 20% Meeting and optimising community goals set by

Council20%

How will they optimise the asset 20% Effects on park environment (social as well as physical) 20% Community benefit 20%Business Plan 20% Business model demonstrates viability 70% Value-adds and innovation 30%Implementation 5% How will they implement the new activity 100%

ACCEPTANCE OF PROPOSALS

This RFP should not be construed as an agreement to purchase goods or services MDC are not bound to accept any RFP of those submitted. MDC will be under no obligation to receive further information, whether written or oral,

from any respondent. Neither this RFP, nor the respondent’s response to it, creates any obligation on MDC to

enter into any agreement with the respondent or any third party. This RFP is an invitation to treat only and the respondents’ submission is the respondents’ offer to supply.

The request for, and receipt of responses, does not imply any obligation on MDC to contract for any services included in any proposal. MDC will not be bound in any way until express acceptance of a respondent’s offer occurs.

RESERVATION OF RIGHTS

MDC reserves the right at any time to:

cancel or amend the process or timetable accept any or all of the proposals, whether in whole or in part reject any or all of the proposals, whether in whole or in part consider, accept or reject any proposal that does not fully comply with the RFP not accept the highest scoring proposal

re-advertise for respondents seek clarification or modification of any proposal during evaluation of proposals meet with any respondent as part of the evaluation process in order to carry out an

interview to obtain clarification of a respondent’s proposal not give any reason for the acceptance or non-acceptance of any proposal or the

cancellation of this RFP process waive and/or permit any irregularity or informality in the RFP process require any of the respondents to re-submit a proposal on a revised or

alternative basis require any of the respondents to provide MDC with further information in connection

with their proposal consider, accept or reject late proposals take into account the past performance of the respondent as a part of the evaluation.

CONFIDENTIALITY

All information provided in this RFP should be treated on a confidential basis and must not be disclosed to any other party or used for any purpose without the written consent of MDC, other than to respond to this RFP.

If you do not accept the terms of this confidentiality obligation please notify the contact person in writing immediately upon receipt of this RFP.

EXPENSES

You are solely responsible for any expenses incurred in preparing a proposal and for subsequent negotiations, if any. If MDC elects to reject all RFPs, MDC will not be liable to any claims, whether for: costs or damages incurred by you in preparing the RFP loss of anticipated profit in connection with any final contract, or any other matter whatsoever.

AGREEMENT WITH TERMS

By submitting a proposal you agree to all the terms and conditions of this RFP. The RFP received electronically must not be altered in any portion of the document, with the exception of adding the information requested. To do so will invalidate the proposal.

LIABILTY OF ERRORS

While MDC have endeavoured to provide an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline. The information is not guaranteed or warranted to be accurate by MDC, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve you from forming your own opinions and conclusions with respect to the matters addressed in this RFP.

LIMITATION OF LIABILITY

The Respondent agrees that MDC and anyone that they are responsible for, are not liable to any respondent at law, by statute, in equity or otherwise arising from the relationship between the respondent and MDC for any loss, damage or injury incurred by the respondent arising directly or indirectly from the RFP process.

If, despite the other provisions of these RFP documents, MDC are found to be liable to any respondent then their liability for any single event or series of events is limited to the respondent’s reasonable costs in preparing its proposal.

Notwithstanding any other provision in the RFP documents, the respondent agrees to indemnify and hold harmless MDC for any loss, damage or injury incurred by MDC arising directly or indirectly from any breach by the respondent of the respondent’s obligations under the RFP documents.

INTELLECTUAL PROPERTY

You should clearly indicate if any part of your proposal constitutes intellectual property, in the sense of property recognised and protected by law. Any such claim will be assessed and you may be asked to establish your property interest before your claim is accepted.

RESPONSE GUIDELINESThis section sets out the specific questions that MDC require to be answered.

We would encourage you to use this part of the RFP document as a template for your answers (that is, copy and paste the remainder of the document into your response). What works well is leaving the questions in and supplying your answers in the tables provided.

Don’t worry about trying to use the formatting that we have used, as we realise that sometimes causes problems with some suppliers.

Please make sure you retain the written question as used in this RFP, followed by your answer.

SPECIAL NOTE

Please note that there are no page limits on this response, however we would encourage you to make your response:

as brief as possible as succinct as possible as easy to read as possible

ORGANISATION DETAILS

Please provide details in regard to your organisation in the following table:

Organisation NameLegal Status

CONTACT DETAILS

Please provide details in regard to the contact person in the following table:

NamePosition within the organisationDDIMobile numberEmail address

SIGNATORY

Please complete and sign this page and scan to include in your RFP response.

Our response is submitted with this signed page and we confirm that we have read and accepted all the terms and conditions included in this RFP document and have complied with all of MDC’s conditions as set out in the RFP documents.

We acknowledge that our proposal remains open for three months following the closing date of the RFP. MDC will provide updates to the respondents at least once per month.

We acknowledge that we accept all of the terms and conditions and information requirements contained in this RFP.

Organisation name

Signatory name

Signatory role

Signature

Date

CONFLICTS OF INTEREST DECLARATION

Please declare if you have any known conflicts of interest with MDC or members of the evaluation team.

We do have known conflicts of interest: YES / NO

If there are any known conflicts please note below:

EXECUTIVE SUMMARY

Please provide an executive summary that summarises key points of your proposal. This should be a maximum of two pages.

STRATEGIC FIT

Masterton District Council has an obligation to ratepayers and residents of the district to ensure that our facility delivers maximum benefit to both Queen Elizabeth Park and Masterton’s communities and people, and to align activities according to Council’s strategic goals.

Please set out how your proposed activity will support Council’s objectives. Consideration of your response will be made with particular regard to the following:

My Masterton: Our People, Our Land He Hiringa Tangata, He Hiringa Whenua strategy 2017 https://mstn.govt.nz/council-plans/

Wairarapa Combined District Plan (Queen Elizabeth Park Heritage Precinct) https://mstn.govt.nz/wairarapa-combined-district-plan/

Queen Elizabeth Park Masterton Management Plan 2000

Reserves Act 1977 and Resource Management Act 1991

Further information can be found via Council’s Annual and Long Term Plans, available via the plans link above.

Please provide a summary of how your activity will align with Masterton District Council’s objectives for the Park and wider community

TRACK RECORD

Please detail the experience of your organisation and team. Your response will be considered against the following criteria:

Experience operating similar facilities well commercial performance – revenues generated against costs of running the facility health and safety record Management and Staff experience, including team leader roles and names if they are

existing and nominated staff. We appreciate that submitters will not necessarily have team members on hand, but will look to recruit to fill the roles

numbers of staff in each of the team roles

Organisation Experience – prior activities

Example 1

Business/Activity Name

Services provided

Commercial performance – revenues generated against costs of running the facility

Health and safety record

Activity performance

Organisation Experience – prior activities

Example 2

Business/Activity Name

Services provided

Commercial performance – revenues generated against costs of running the facility

Health and safety record

Activity performance

Team

Organisation Chart

For each of the key roles in the organisation chart set out above, please set out:

who would be in the role what is their relevant experience and qualifications (including two examples) their availability for this contract what are the minimum levels or experience or qualifications for someone in this role who would back them up and what is their relevant experience and qualifications

We would also like a list of all relevant references that the nominated person has provided these types of services to in the last three years, with contact details. This is so that we can get further information from referees that we select.

Add more rows as required

Role

Relevant experience and qualifications

Availability

Minimum levels of experience or qualifications

Example 1

Expertise Value added

Example 2

Expertise Value added

Back up

Relevant experience and qualifications

SUSTAINABILITY AND ENVIRONMENTAL IMPACTS

Masterton District Council would like to ensure that any activity within our facilities is set up for success and sustainability for both operators and consumers.

Please detail how your proposed activity will bring ongoing benefit to both Queen Elizabeth Park and the wider Masterton Community. You should also acknowledge impacts on the surrounding social and natural environment, both positive and negative. Your response will be considered against the following:

demonstrates meeting community need/support meets and optimises Council’s community goals optimises the asset impacts on the wider park precinct

Please provide detail on how your activity meets the above criteria

BUSINESS PLAN / VALUE FOR MONEY

MDC are looking to ensure that your proposed activity demonstrates financial viability as the basis for the long-term success of your enterprise. We would also like to ensure that your activity provides non-price value to the community via synergies with Council’s activities and innovation that you might bring.

Please set out:

How you would ensure that MDC and the community get value for money both now and into the future

How could you work collaboratively with

MDC to add value to both organisations

How else you could add value

What innovation you could bring

Business Plan

Please attach a spreadsheet detailing your business plan. All figures should be in New Zealand Dollars and exclusive of GST.

Please use the following naming guideline:

Save the spreadsheet as [Your Organisation Name] – MDC Coronation Hall - RFP Response – [date].xlsx

For example:Bob the Supplier – MDC Coronation Hall - RFP Response – 20 Oct 2018.xlsx

Please save in xlsx format (not PDF, nor embedded in the response document)

Submit the spreadsheet with your written response

Please confirm that the spreadsheet has been saved as set out above and attached. YES / NO

IMPLEMENTATION

Please set out how you would implement the new lease to establish your activity:

Implementation