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HomeMy WebLinkAboutCSD-07-097 - Market RFP Deliverables and Conditions ) R Community Services Report To: Date of Meeting: Submitted By: Prepared By: Ward(s) Involved: Date of Report: Report No.: Subject: Community Services Committee October 15, 2007 Keith Baulk, Director, Enterprise Division, 2393 Keith Baulk, Director, Enterprise Division, 2393 all October 11 , 2007 CSD-07-097 MARKET RFP DELIVERABLES AND CONDITIONS RECOMMENDATION: That the detailed conditions for the four (4) cornerstone deliverables as outlined in Report CSD-07-097 be included in the Request for Proposals (RFP) for a private management firm to operate the Kitchener Market and; That an RFP be issued subject to the satisfaction of the Director of Purchasing and City Sol icitor. BACKGROUND: At the September meeting of CSC, staff were directed to investigate options for moving the Market forward. The five options include: · Creating an Arts & Culture Incubator for the unused space on the upper level · Undertake an RFP for private management of the facility and the Market business · Investigate the potential of recruiting a large scale grocer to fill the unused space on the upper level · Sell the Market to the private sector · Re-test the original vision of small independent vendors on the upper level Staff are proceeding to complete the workplan and report on the status of each of the options before the end of the year. The previous CSC report dealt primarily with the option to engage the private sector through a management contract to operate the Market. Council directed staff to proceed to issue an RFP and request submissions from the two proponents who expressed interest in Phase 1 of the RFP process. CSD-07-097 - 2 - Council also supported 4 key outcomes that a private management firm would have to deliver. These outcomes included the following: 1. Continue with successful Saturday Market 2. Provide vibrant urban full time Market on the upper level that may include food or other uses compatible with the viability of the downtown and service to its citizens 3. Improve financial position over time 4. Create a destination that would continue to support re-urbanization of east end downtown Council also supported the formation of a Task Force to develop more detailed conditions around each of the 4 key outcomes. These conditions and factors would be included in the RFP and addressed in proponent submissions. REPORT: A Task Force was created, comprised of staff from various departments along with a number of stakeholders. The composition of the team included staff from Purchasing, Finance, Legal, Facilities Management, Economic Development and Community Services along with representative vendors, shoppers, downtown businesses and neighbours. The Task Force specific role was to define the RFP deliverables and conditions in more detail. The Task Force met on 2 occasions to develop these detailed conditions. Consensus was reached on the conditions outlined in Appendix #1 . The goal of this report is to garner Community Services Committee support for the conditions so these can be included in the RFP. The two proponents will be required to address these conditions if they decide to submit a proposal in this phase of the process. FINANCIAL IMPLICATIONS: None, as it applies to this report. COMMUNICATIONS: The Task Force was established to provide a wide range of expertise and opinions. Staff, stakeholders and community representatives participated in two sessions to develop and confirm the RFP conditions and factors. CONCLUSION: Committee support is required to finalize the RFP and request proposals from the two (2) proponents. Proposal submissions will ultimately be provided to allow Council to compare private management to the other 4 options for moving the Market forward. Proponents are aware that Council may not support the private management model and hence there is potential that neither of the private sector submissions may be approved. Keith Baulk Director Enterprise Division, Community Services CSD-07 -097 Appendix 1 MARKET RFP - FACTORS AND CONDITIONS FOR POTENTIAL OPERTOR OCT. 10/07 1. Continue with successful Saturday Market Requirements vendor retention strategy increase farmers and locally grown Ontario produce in season improve parking, parking perceptions and access to Market 2. Provide vibrant urban FIT Market Requirements lease out vacant space (preferably food but any retail except highly structured franchised chains and unacceptable uses) increase visitor volumes proposed hours of operation based on vision 3. Improve Financial position over time Requirements no increase in city subsidy and decrease subsidy over time reasonable annual vendor rents with a cap established for any increases plan to utilize existing capital envelop to achieve goals establish uses for lower level covered area that doesn't compromise Saturday Market 4. Create a destination that would continue to support re-urbanization of the east end downtown. Requirements deliver regular special events activity create vitality on the piazza regularly liaise with east end stakeholders, KDBA, neighbourhood associations and east end business etc. identify assistance in advancing lease-out of the private-owned retail wings Finally, the Task Force strongly recommends that the RFP include a requirement for the proponents to provide an overall vision for the Market moving forward.