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HomeMy WebLinkAboutTR-53-96 THt,CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# EI_I_Q_ � Date: TUESDAY, JULY 2, 1996 Report#: TR-53-96 File#: By-Law# Subject: REQUEST FOR PROPOSAL, COURTICE COMMUNITY COMPLEX, RFP96-2 SECTION 1 - MANAGEMENT SERVICES CONTRACT SECTION 2 - LEASE OF APPROXIMATELY 5500 SQUARE FEET Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-53-96 be received for information and direction. BACKGROUND AND COMMENT: On February 12, 1996, Council approved Treasury Report TR-8-96, authorizing staff to issue a Request for PropQsal for the operation of the Courtice Community Complex. Staff have reviewed various contracts issued by other Municipalities and have subsequently prepared the attached Request for Proposal document, marked Schedule "A" . RFP96-2 is divided into two sections as follows, which can be I. awarded either separately or together, whichever is in the best interest of the Municipality: Section I - The management Services Contract - provides for contract term of 5 years - includes operation and programming of community hall, fitness room, pool and concession Section 2 - Lease of Approximately 5500 Square Feet provides for one or more leases submissions must include price offered, proposed use, square footage required, and preferred term of agreement . REC YCLED "" _"D $ EC ER'D c 728 -.ID11--DECYCLED­RR REPORT NO. : TR-53-96 PAGE 2 RFP96-2 , COURTICE COMMUNITY COMPLEX The attached document has been forwarded to the Municipality' s solicitor for review and legal comment . The proposed schedule for RFP96-2 is as follows : Request for Proposal Issued July 31, 1996 Information Meeting (Section 1 only) August 12, 1996 Proposal Submission Deadline August 28, 1996 Recommendation to Council October 7, 1996 Contract Award October 21, 1996 Opening of Courtice Community Complex May, 1997 i Subject to the direction of Council, as well as the comments received by the solicitor, RFP96-2 will be issued as outlined in the body of this report . Respectfully submitted, Reviewed by, ie Marano, H.BSc . ,AMCT. , W.H. Stockwell, T surer Chief Administrative Officer J. Caruana, D' ctor of Communit Services i d F. Horvath, RDMR; RRFA Property Manager MM*LB*ld 729 MUNICIPALITY OF SCHEDULE "A" arington -C!, ONTARIO June 18, 1996 Mr. Dennis Hefferon 130 Adelaide St. W., Ste. 2600 Toronto, Ontario M5H 3P5 Dear Dennis: RE: REQUEST FOR PROPOSAL RFP96-2 SECTION 1 - MANAGEMENT SERVICES CONTRACT SECTION 2 - THE LEASE OF APPROXIMATELY 5500 SQUARE FEET Attached for your review and legal comment is RFP96-2. This document will be presented to Council for approval, pending legal comments, at a meeting scheduled for July 8, 1996. This proposal is tentatively scheduled as follows: Request for Proposal issued: July 31, 1996 Information Meeting (Section 1 only) August 12, 1996 Proposal Submission Deadline August 28, 1996 Recommendation to Council October 7, 1996 Contract Award October 21, 1996 Opening of Courtice Community Complex May, 1997. Should you have any questions regarding the intent of this document, please contact either myself or Fred Horvath. Please advise when we may anticipate your review to be completed. i Yoursly, Lou Ann Birkett, C.P.P., A.M.C.T. Purchasing Manager LAB*ld dn:rfp96-2.1et cc: L. Hannah, Councillor M. Marano, Treasurer W. Stockwell, Chief Administrative Officer J. Caruana, Director of Community Services F. Horvath, Property Manager CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET • BOWMANVILLE -ONTARIO • LIC 3A6 • (905) 623-3379 • FAX 623-417 n RECYCLEO PAPER i LR:JUNE 18 REQUEST FOR PROPOSALS FOR THE COURTICE COMMUNITY COMPLEX MUNICIPALITY OF CLARINGTON RFP96-2 SECTION 1 THE MANAGEMENT SERVICES CONTRACT SECTION 2 THE LEASE OF APPROXIMATELY 5500 SQUARE FEET i 731 INDEX 1. INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 2. REQUEST FOR PROPOSALS OUTLINE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 3. MANAGEMENT SERVICES CONTRACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4. PROPOSAL SUBMISSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 I i I 732 SECTION I - MANAGEMENT SERVICES CONTRACT 1.0 TERMINOLOGY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 2.0 OCCUPATIONAL HEALTH AND SAFETY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 3.0 LOST PROPERTY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 4.0 CENTRE MANAGEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 5.0 INSURANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 6.0 DEFAULT OF CONTRACTOR, TERMINATION . . . . . . . . . . . . . . . . . . . . . . . . . 17 7.0 BANKRUPTCY OF CONTRACTOR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 8.0 DESTRUCTION OF PREMISES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 9.0 CONFLICT OF INTEREST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 10.0 PROJECT GOALS AND OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 11.0 PROGRAMS AND SERVICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 12.0 STAFF QUALIFICATIONS AND TRAINING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 13.0 PHYSICAL PLANT AND EQUIPMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 14.0 EQUIPMENT OWNERSHIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 15.0 MANAGEMENT AND OPERATION OF THE FACILITY . . . . . . . . . . . . . . . . . . 25 16.0 DISPOSAL OF WASTE/REFUSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 17.0 GROUND MAINTENANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 18.0 BUILDING MAINTENANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 19.0 PROGRAM FEES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 20.0 QUALITY CONTROL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 21.0 MONITORING OF PERFORMANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 22.0 FINANCIAL RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 23.0 MANAGEMENT INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 24.0 SPONSORSHIP AND ADVERTISING SALES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 25.0 MARKETING AND ADVERTISING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 26.0 OPENING HOURS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 27.0 COMPENSATION IN RESPECT OF DAMAGE TO THE FACILITY . . . . . . . . . . 37 28.0 MODIFICATION TO THE FACILITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 29.0 CATERING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 i i I 733 SECTION II - LEASE OF APPROXIMATELY 5500 SQUARE FEET 1.0 Repairs and Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 2.0 Taxes, Utilities and Operating Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 3.0 Insurance and Indemnification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 734 REQUEST FOR PROPOSALS PAGE 2 FOR COURTICE COMMUNITY COMPLEX RFP96-2 1. INTRODUCTION The Municipality of Clarington is currently constructing the Courtice Community Complex located in Courtice, Ontario. Operational start-up is planned for May of 1997 for all components of the facility. This facility will include an indoor pool and amenities, fitness room,and community hall. It is required that all proposals will reflect these approved design components. It will also house the Courtice Branch of the Clarington Public Library. The management and operation of the library is not included as part of this initiative. Note: the correction of any construction deficiencies will be the responsibility of the Municipal Property Manager. However, the Contractor will be expected to communicate such deficiencies to the Municipal Representative, and to participate, where warranted, in the correction procedure. 2. REQUEST FOR PROPOSALS OUTLINE 2.1 Purpose - Section I The purpose of this Request for Proposals (RFP) by the Municipality of Clarington, is to solicit from interested public, not-for-profit, and private sector parties, proposals for the provision of Management Services for the day-to-day operations of Courtice Community Complex. The Municipality of Clarington is interested in entering into a partnership for the Management Services for Courtice Community Complex as part of the Municipality's efforts to pursue innovative strategies for the development and delivery of services that are more cost effective, user based and which utilize a wider array of community resources and options. Purpose - Section II The purpose of this Request for Proposal (RFP) by the Municipality of Clarington, is to solicit from interested public, not-for-profit, and private sector parties,. proposals for the leasing of approximately 5500 square feet (gross) of space located within the Courtice Community Complex. I 735 REQUEST FOR PROPOSALS PAGE 3 FOR COURTICE COMMUNITY COMPLEX RFP96-2 Purpose - Section II (continued) The area available, as per the floor plan attached, is situated on the south end of the building adjacent to the community library. Final description of the space is pending and may accommodate one or more tenants. Access can be given externally or through the main entrance of the building. The space would be provided unfinished but with access to heating, cooling, plumbing and electrical systems. No alteration to the exterior facade of the building will be allowed at this point, other than a possible entry point. 2.2 Process/Open For Acceptance - Sections I and II The Municipality of Clarington will review all Proposal Request submissions and reserves the right to select the submission that best suits the achievement of the Municipality objectives or to not select any of the proposals submitted. Note, proponents may submit a proposal on Section I and/or II. The Municipality of Clarington reserves the right to reject any or all proposals and to award Section I and II together or separately. All bids shall be open for acceptance for a period of ninety (90) days after the closing time and date. After this time elapses, the bid may only be accepted with the consent of the successful bidder. The lowest/highest or any proposal not necessarily accepted. 2.3 The Proposal Evaluation Committee for Sections I and II make up will include: • Community Services (1) • Property Management (1) • Purchasing (1) • Council (1) 2.4 Tentative Project Schedule for Sections I and II Request for Proposal Issued: July 31, 1996 Information Meeting (Section I only): August 12, 1996 Proposal Submission Deadline: August 28, 1996 i 736 REQUEST FOR PROPOSALS PAGE 4 FOR COURTICE COMMUNITY COMPLEX RFP96-2 2.4 Tentative Project Schedule for Sections I and II (continued) Recommendation to Council: October 7, 1996 Contract Award: October 21, 1996 Opening of Courtice Community Complex: May, 1997 2.5 General Proposal Requirements and Conditions- Sections I and II • The Municipality of Clarington assumes no responsibility or liability for costs incurred by a proponent responding to the RFP; • all information provided by a proponent in response to the RFP must contain sufficient detail to support the services being proposed. Incomplete proposals will not be considered; • all proposal documents are the property of the Municipality of Clarington. The proposals will be considered confidential during the evaluation process but are subject to access requests under the Municipal Freedom of Information and Protection of Privacy Act, 1989. Extracts of proposals and the costs of their solutions may be used as part of a recommendation to Council. This information will be part: of a public document. Proponents should indicate in the proposals which parts of their proposals, if any, are exempt from disclosure under the Municipal Freedom of Information and Protection of Privacy Act, 1989; • the lowest cost proposal will not necessarily be accepted, and the Municipality reserves the right to reject any or all proposals and/or to reissue the RFP in its original or a revised form; • in the event of any disagreement between the Municipality of Clarington and the proponent regarding the interpretation of the provisions of the RFP, the Purchasing Manager of the Municipality of Clarington or the individual acting in the capacity, shall make the final determination as to interpretation. • all proponents shall acknowledge that all existing and future Federal,Provincial,and Municipal By-laws and policies shall be strictly adhered to during the performance of the contract, should a contract with the Municipality be entered into. 737 REQUEST FOR PROPOSALS PAGE 5 FOR COURTICE COMMUNITY COMPLEX RFP96-2 2.6 _ Submission - Sections I and II Proposals are to be submitted by 4:00 p.m. (local time), Wednesday, August 28, 1996 to: Mrs. Lou Ann Birkett, C.P.P.,A.M.C.T. Purchasing Manager Corporation of the Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L1C 3A6 * Proposals not submitted by the closing time and date will be rejected. 3.0 SECTION I - MANAGEMENT SERVICES CONTRACT Following the submission of written proposals, a selected group of proponents may be asked to attend an interview with a Proposal Review Committee. Proponents may at that time be requested to: • provide additional information; • address specific requirements not adequately covered in their initial submissions;and • enter into further negotiations. 3.1 Evaluation Criteria The evaluation criteria may include but are not necessarily limited to the following points: • Proposal Presentation Quality and Completeness; • General Management Experience and Philosophies of the Organization; • Specific/Comparable Management Experience of the Organization; • Financial StabilityNiability; • Marketing and Community Relations Skills and Experience of the Organization; • Facility Manager, Operational Staff and any Sub-contractors; • Management Fee and Financial Proposal to include pricing methods,indexing and/or potential revenue sharing • Interview/Presentation; • Safety Record; • References; • Flexibility,Innovation and Overall Perspective of the Organization and the Proposal. 738 REQUEST FOR PROPOSALS PAGE 6 FOR COURTICE COMMUNITY COMPLEX RFP96-2 4. PROPOSAL SUBMISSION 4.1 Content The Municipality of Clarington is requesting proposals from potential Management Services Contractors who are both interested in and capable of undertaking the day-to-day management and operation of the Courtice Community Complex and related programs. Proposed submissions are to contain the following materials and information and five (5) copies of the proposal are to be provided. The contract term will be five (5) years. 4.1.1 Specific Requirements Type and Format of Proposal Submissions This section details the type and format of information which must be included within the Proposal Submission if the bid is to be considered by the Municipality. All information listed below must be submitted and documentary evidence of your Company's ability to comply with the requirements must be provided with the proposal. Failure to do so may result in the proposal being rejected. 0 the name, address and telephone number of the organization and principal contact person; • a historical sketch or profile which includes business strategies and service philosophies of the proposed Management Services Contractor, which could be a community group, public body or private firm interested in and capable of undertaking this contract; • the resumes and experience profiles of the proposed Facility Manager and other staff that would be involved in the direct management and operation of the facility and its various operational components, such as aquatics,food service,maintenance, etc. (Note: There are no successor rights for existing or former Municipality of Clarington employees) • proposed organization structure; • identification of the organization's experience in operating similar facilities or related functions, along with three references which are to include the name of the organization, the contact person(s), telephone number and address; i 739 REQUEST FOR PROPOSALS PAGE 7 FOR COURTICE COMMUNITY COMPLEX RFP96-2 4.1.1 Specific Requirements (continued) • sample operating and programming schedules for the Courtice Community Complex with alternatives, along with a preliminary marketing plan outline; • list of sub-contractors who may be involved in the operation of the facility; • evidence (letter) that the contractor can secure a minimum of$4 million in liability insurance and a performance/security bond of $100,000. • a projected annual management services fee,and detailed operating budget outlined by year, based on currently available information, as per the attached income and expenditure Schedule "A" attached- completed Schedule "A" must be returned with your bid submission; • detailed extensions of complete operational and revenue accounts ie.lifeguards(total hours times average wage = budget), to include projected capital equipment purchases. • bank reference; • a copy of the Contractor's Occupational Health and Safety Policies and Procedures; • Workers' Compensation Board Account Number; • CAD7, Neer Certificate or other verification of safety record. • identification of a proposed annual payment schedule for the Management Services Fee; • any other pertinent information in regards to the programming, operations,financial considerations, staffing and community relations/services considerations associated with operating Courtice Community Complex as a community centre resource for the residents of the Municipality of Clarington. All enquiries pertaining to the Request for Proposal document and process should be directed to: Mrs. Lou Ann Birkett, C.P.P.,A.M.C.T. Purchasing Manager Telephone: 905-623-3379, Ext. 268 Fax: 905-623-4169 740 REQUEST FOR PROPOSALS PAGE 8 FOR COURTICE COMMUNITY COMPLEX RFP96-2 All requests for clarification must be received in writing by Monday, August 19, 1996. Written responses will be provided. At the Municipality's discretion, questions and answers discussed with individual proponents will be distributed to all. I I i i 741 j REQUEST FOR PROPOSALS PAGE 9 FOR COURTICE COMMUNITY COMPLEX RFP96-2 A. TERMINOLOGY Wherever in this document the words "proponent" and "contractor" are used, they shall be interpreted to mean the person or entity making a proposal and are used interchangeably. Wherever in this document the words "Municipality"and "Corporation" are used, they shall be interpreted as meaning the "Corporation of the Municipality of Clarington". Wherever in this document the words "Municipal Council"are used, they shall be interpreted to mean the "Council of the Municipality of Clarington". The Municipality shall: Appoint an "Authorized Officer"from the Department of Community Services who shall be the designated person through whom all information to and from both parties (Contractor, and Municipality)will be channelled. From time to time the Authorized Officer may appoint a designate during periods of absence. The Contractor acknowledges that there will be instances or occasions where the Authorized Officer will have to obtain direction from Municipal Council itself, before the Authorized Officer may respond to or direct the contractor and the contractor will schedule and plan accordingly. 1.0 DISCLAIMER 1.1 While every attempt has been made to provide proponents with detailed and comprehensive information on which to prepare their bid,the Corporation of the Municipality of Clarington accepts no responsibility for omissions or errors within this specification or attached documents. It is the responsibility of each proponent to satisfy themselves that they have sufficient and adequate information on which to prepare a proposal. 742 REQUEST FOR PROPOSALS PAGE 10 FOR COURTICE COMMUNITY COMPLEX RFP96-2 1.2 The proponent shall be deemed to have fully acquainted themself with all conditions to affect the services, to satisfy themself of the nature and extent of the services to be provided. No claim by the Contractor for additional payment shall be allowed on the grounds of any misunderstanding or misrepresentation due to lack of knowledge of these conditions or any regulations or requirements. 1.3 BID SURETY Each proponent shall submit with this proposal a Certified Cheque or an Irrevocable Letter of Credit in the amount of Ten Thousand($10,000) Dollars. All sureties must be in a form satisfactory to the Municipal Treasurer, and must clearly state that the bank agrees that it will not notify its customer of any demand until after payment is made to the Municipality. If one of these documents is not submitted, the proposal will be rejected. Bid Deposits will be returned within fifteen (15) days following the RFP opening,except for those under consideration, which deposits will be returned upon execution of the contract. In the event of default or failure of the successful bidder to execute the contract as prescribed,the Municipality shall declare the Bid Surety forfeited and the bidder will be held responsible for any increased costs or damages incurred by the Municipality. 1.4 PERFORMANCE OF CONTRACT SURETY The successful contractor shall,prior to execution of the Agreement by the Municipality and before the commencement of any work, pay for and provide a Performance of Contract surety in the amount of One Hundred Thousand($100,000) Dollars and shall be in the,form of a Certified Cheque, Irrevocable Letter of Credit or Performance of Contract Bond. The Performance of Contract Surety or Irrevocable Letter of Credit shall be in a form and from a company satisfactory to the Municipal Treasurer. The Irrevocable Letter of Credit, if used, must clearly state that the bank agrees that it will not notify its customer of any demand until after payment is made to the Municipality. ? 43 i REQUEST FOR PROPOSALS PAGE 11 FOR COURTICE COMMUNITY COMPLEX RFP96-2 1.4 PERFORMANCE OF CONTRACT SURETY (continued) Further, the successful contractor shall,in each subsequent year of the Agreement, provide a Continuation Certificate in respect of the surety for the preceding year or a new Performance of Contract Surety. If a certified cheque is submitted as the surety, said cheque will be cashed immediately by the Municipality and no interest paid. If a Performance Bond is to be used as Contract Surety an agreement to Bond from a satisfactory Guarantee Surety Company, resident in Canada or authorized to carry on business in Canada must be submitted with your proposal. 2.0 OCCUPATIONAL HEALTH AND SAFETY 2.1 The Contractor shall obey all Federal , Provincial and Municipal Laws, Acts, Ordinances, Regulations, Orders-in-Council and By-Laws, which could in any way pertain to the work outlined in the Contract or to the Employees of the Contractor. Without limiting the generality of the foregoing, the Contractor shall satisfy all statutory requirements imposed by the Occupational Health and Safety Act and Regulations made thereunder, on a contractor, a Constructor and/or Employer with respect to or arising out of the performance of the Contractor's obligations under this Contract. 2.2 The Contractor, and employees must also familiarize themselves with the following which may not be all inclusive: a) Building Code; i b) Amusement Devices Act; C) The Public Pool Act; d) Liquor License Act; e) Occupiers Liability Act; f) Retail Sales Tax; and g) Parks By-law #91-20 (copy attached - Schedule "C") 744 REQUEST FOR PROPOSALS PAGE 12 FOR COURTICE COMMUNITY COMPLEX RFP96-2 2.3 The Contractor shall ensure the Facility is managed and operated in a safe manner at all times to ensure the positive health, safety and well being of staff, users, visitors and .contractors at the Facility. 2.4 To ensure the safety of employees and members of the public from hazards associated with chemical substances used or stored in the Facility, the Contractor shall comply with the requirements of WHMIS regulations in respect to all chemicals and designated substances brought into the Facility, whether for use within the Facility, or storage or any other subsequent act. 2.5 The Contractor shall provide sufficient qualified and experienced staff at the Facility at all times to ensure safe and effective operation. 2.6 The Contractor shall provide adequate personal protective clothing which shall be readily available for use by all employees when undertaking hazardous or potentially hazardous situations. The Contractor will ensure that adequate and documented training is given for such circumstances. 2.7 The Authorized Officer may request and inspect information and documentation which relates to Occupational Health and Safety information and training,provided to the Facility staff by the Contractor. 2.8 The Contractor shall display warning signs as necessary to ensure public safety. 2.9 The Contractor shall inform the Authorized Officer IMMEDIATELY (by phone, fax or similar instant means) of an incident involving a fatality or critical injury at the Facility. 2.10 Upon notification of any injury or incident, the Municipality reserves the right to carry out its own investigation of the circumstances and the cause of the incident. The Contractor shall provide full co-operation of all its staff and shall permit access to all areas and records for this purpose. 745 j REQUEST FOR PROPOSALS PAGE 13 FOR COURTICE COMMUNITY COMPLEX RFP96-2 3.0 LOST PROPERTY 3.1 The Contractor shall make arrangement for the collection, return and disposal of property found in or around the Facility and will supply to the Authorized Officer a written copy of the arrangements in operation. 4.0 CENTRE MANAGEMENT 4.1 The Contractor shall provide authorized Municipal Officials with a list of staff and personal telephone numbers to be included on an emergency call out register prior to the commencement of the Contract. Such list shall be updated as required. 4.2 The Contractor shall appoint a Facility Manager to oversee the entire management of the Courtice Community Complex,including the operation and maintenance. The Manager shall spend at least 80% of the whole of his/her working hours at the Complex(except for times when the Facility Manager is on authorized leave) and be dedicated to the work out of the Complex. 4.3 In the event of a change in management, the Contractor shall request in writing approval from the Authorized Officer. The Municipality reserves the right to accept or reject any proposed candidates. 4.4 In the event of a change of ownership, the Contractor shall advise the Authorized Officer in writing. Transfer of the existing Contract shall be subject to the approval of the Council of the Municipality of Clarington. i 746 REQUEST FOR PROPOSALS PAGE 14 FOR COURTICE COMMUNITY COMPLEX RFP96-2 5.0 INSURANCE 5.1 The Municipality shall at all times throughout the contract period carry: - a) all risk insurance coverage on the Facility and the boilers,machinery and equipment contained therein and owned by the Municipality(specifically excluding any property with respect to which the Contractor is obliged to insure pursuant to the provisions of this Specification) in such reasonable amounts and with such reasonable deductions as would be carried by a prudent owner, having regard to the Facility's age, size and location, including risk of loss of rental or revenue income, as notified to the Municipality's insurance brokers; b) public liability and property damage insurance with respect to the Municipality's operations in the Facility in such reasonable amounts and with such reasonable deductions as would be carried by a prudent owner; and C) such other form or forms of insurance as the Municipality reasonably considers advisable. 5.2 No insurable interest is conferred on the Contractor under any policies of insurance carried by the Municipality and the Contractor has no right to receive any proceeds of any such insurance policies carried by the Municipality. 5.3 The Municipality shall not in any way be responsible for theft or loss of any equipment or other property owned or used by the Contractor or any person permitted or allowed by the Contractor to use the Facility. The Municipality shall not in any way be responsible for any damage, including indirect damage,loss, injury or death to any person or property, however caused, and whether directly or indirectly, resulting from the management and operation of the Facility by the Contractor or from the use of the Facility by any person permitted or I allowed by the Contractor to use the Facility. The Municipality shall not in any way be responsible for ally damage, including indirect damage, loss, injury or death to any person or property, however caused, whether directly or indirectly, from the condition of the Facility. 747 REQUEST FOR PROPOSALS PAGE 15 FOR COURTICE COMMUNITY COMPLEX RFP96-2 5.4 The Contractor agrees to indemnify and save harmless the Municipality, its officers, employees, consultants and agents, from and against any actions, causes of action, claims, demands, interest,damages, expenses,losses, costs,charges and all other proceedings made or brought against or suffered by or imposed upon the Municipality in respect of any loss, damage, indirect damage,injury or death to persons or property directly or indirectly arising out of or resulting from or sustained by reason of any act or omission of the Contractor,its, employees, consultants or agents, or of any person permitted or allowed by the Contractor to use the Facility. 5.5 The Contractor shall, throughout the contract term, as its sole cost and expense, take out and keep in full force and effect: - a) comprehensive general public liability insurance all on an occurrence basis with respect to the business carried on in or from the Facility and the Contractor's use and occupancy of the Facility with coverage for any one occurrence or claim of not less than $15,000,000.00 or such other amount as the Municipality may reasonably require upon not less than one (1) month's notice at any time during the term of the contract; b) tenants legal liability insurance for the actual replacement cost of the Facility, including loss of use thereof, with a maximum deductible of $10,000.00; C) Property and Business Interruption insurance on an "All Risk" basis respecting all property of every description and kind owned by the Contractor or for which the Contractor is legally liable, or installed by or on behalf of the Contractor, and which is located in or at the Facility,including,without limitation, installations, alterations, additions,partitions, fixtures and anything in the nature of a leasehold improvement and the Contractors stock-in-trade,furniture and moveable equipment,in an amount of not less than $300,000.00 for business interruption and not less than $100,000.00 for property owned by the Contractor or for which the Contractor is legally liable; d) Boiler Direct Damage and Business Interruption Insurance on a Comprehensive basis respecting equipment controlled or serviced by the Contractor, including any of its agents, employees and Contractors, on a replacement cost basis, with maximum deductible of$10,000.00; i 748 REQUEST FOR PROPOSALS PAGE 16 FOR COURTICE COMMUNITY COMPLEX RFP96-2 5.5 e) any other form of insurance that the Municipality may reasonably require from time to time in the form, amounts and for insurable risks acceptable to the Municipality; 5.6 All policies of insurance required by this specification to be held by the Contractor shall: a) name the Corporation of the Municipality of Clarington as an additional insured; b) shall be taken out and maintained with insurers licensed to do business in Ontario and acceptable to the Municipality; C) be non-contributing with, and shall apply only as primary and not as excess to any other insurance available to the Municipality; d) contain an undertaking by the insurers to notify the Municipality in writing not less than sixty(60) days prior to any material change,cancellation or termination thereof, e) the "All Risks" and Boiler Direct Damage/Business Interruption insurance shall include a waiver of subrogation rights which the Contractor's insurers may have against the Municipality or those for whom the Municipality is in law responsible and the comprehensive general liability policy shall contain a provision for cross-liability and severability of interests. The said policies shall contain a waiver in favour of the Municipality of any breach of warranty clause, such that the insurance policies in question shall not be invalidated in respect to the Municipality's interest by reason of any breach or violation of any warranties, representations, declarations or conditions contained in the policies. 5.7 All of the insurance policies shall be provided, to the satisfaction of the Municipality,in the form of certified copies of the policies, executed and issued by the insurance company (not agent) not less than one (1) week before the Contractor proposed to enter the Facility for set-up of its operation in any respect. 5.8 The Municipality retains the right to increase the required minimum limits of insurance coverage provided by the Contractor in the event that changing trends or legal precedents indicate that it is prudent to do so, as solely determined by the Municipality acting reasonably. I 749 REQUEST FOR PROPOSALS PAGE 17 FOR COURTICE COMMUNITY COMPLEX RFP96-2 5.9 The successful proponent will be required to submit to the Municipality an original certificate of good standing from the Ontario Workers' Compensation Board and shall provide additional certificates as often as is deemed necessary by the Municipality during the term of the contract to ensure continued good standing with the Workers' Compensation Board. 6.0 DEFAULT OF CONTRACTOR, TERMINATION 6.1 The Municipality's goal is to have a relationship of co-operation with the Contractor. 6.2 In the event that a dispute between the Municipality and the Contractor cannot be resolved the paragraphs below detail the procedure that will be implemented. 6.3 If at any time during the contract period the Authorized Officer shall provide proof that any services have not been undertaken or have been carried out inadequately and not in accordance with the specification or the conditions, the Municipality may(without prejudice to any other right or remedy available to it) do any one or more of the following: a) give written notice to the Contractor setting out in general terms the matter or matters giving rise to such notice and containing a reminder to the contractor of the implications of such notice; b) deduct such amounts from any sums payable to the Contractor as the Municipality shall determine to be either necessary to effect recovery for sums paid or be sums otherwise payable in respect of the services the Contractor shall have either failed to provide or provided inadequately. The amount of any such deduction shall be certified by the Municipality and a copy of such certificate shall be sent to the Contractor. 6.4 The Municipality, may, without determining the whole of the contract, determine that portion of the contract which relates to the inadequate performance or non-performance by the Contractor,whereupon and thereafter the Municipality may provide or procure a third party to provide such part of the services deemed to be in default. A corresponding reduction in the payment will be made to the Contractor. 750 REQUEST FOR PROPOSALS PAGE 18 FOR COURTICE COMMUNITY COMPLEX RFP96-2 6.5 The Contractor will be allowed a six(6) week "settling in" period during which time written warnings will not be issued and deductions shall not be made from the contract sum. 6.6 The Municipality may charge the cost of any part of the services provided by it or by a third party together with an administration charge equal to twelve percent (12%),of such cost to the Contractor. In the event that the cost of providing these services is not recoverable from the payments made to the Contractor, then the Municipality may claim the required funds from the Performance Security issued to the Municipality by the Contractor. 6.7 In the event the Municipality applies the performance security in all or part as provided herein, the Contractor shall forthwith replace any amounts to the Municipality to make up any deficiency in the performance surety within five (5) days. 6.8 For the avoidance of doubt, in the event that the Municipality enforces any of its rights under the Specification or Contract,the Municipality may also retake possession of any of its materials, equipment, machinery or other goods loaned or hired by the Municipality to the Contractor. 6.9 If the Contractor refuses or fails to comply with any of the terms and conditions of this agreement or with any proper order or request of the Municipality and such refusal or failure continues for five (5) days after receipt by the Contractor of notice in writing from the Authorized Officer setting out the particulars of such refusal or failure,the Municipality shall have the right, at its sole option, to terminate this agreement forthwith by notice in writing to the Contractor at the address given in the bidding documents and thereupon the rights of the Contractor shall immediately cease, determine and be at an end, and all monies payable and owing to the Municipality shall immediately become due and payable and the Municipality shall not be liable for payment to the Contractor of any monies whatsoever by reason of such termination. 751 REQUEST FOR PROPOSALS PAGE 19 FOR COURTICE COMMUNITY COMPLEX RFP96-2 6.10 Where the agreement is terminated in accordance with the foregoing, the Municipality, without limiting the generality of the foregoing: i) may remove any of the Contractor's fixtures or chattels from the Facility by force if necessary, and in that event, neither the Municipality nor any of its servants, agents or employees shall be liable in damages or otherwise to the Contractor and there shall be no compensation payable for any improvements made by the Contractor and such improvements shall become the absolute property of the Municipality; ii) shall be deemed free to enter into an agreement with any other person or persons for the operating of the Facility; iii) shall be entitled to apply the bid surety or the performance of contract surety as the case may be in all or in part against any amounts as thereby are or become payable and such application shall not preclude the Municipality from recovering any further amounts and damages if same can be established to be payable. 7.0 BANKRUPTCY OF CONTRACTOR 7.1 Subject to the provisions of the Bankruptcy and Insolvency Act or any successor legislation or any other applicable legislation, where, during the term of the contract, the Contractor makes an assignment for the benefit of its creditors, or becomes bankrupt or insolvent, or undergoes reorganization, or makes a proposal to its creditors, or otherwise becomes financially unable to perform this contract, the Municipality may, at its option, declare the contract void. Where the Municipality declares the contract void, the Municipality shall be entitled to enter into a contract with another party without the consent of the Contractor. The exercise by the Municipality of its right to declare the contract void and to enter into a contract with another party shall in no way prejudice any rights or remedies that the Municipality may have at law against the Contractor. III 752 � REQUEST FOR PROPOSALS PAGE 20 FOR COURTICE COMMUNITY COMPLEX RFP96-2 8.0 DESTRUCTION OF PREMISES 8.1 If during the term of the agreement or any extension to it the Facility shall be destroyed or damaged by fire or the elements, or other causes beyond the control of the Contractor, the following provisions shall have effect: i) If the Facility shall, in the Municipality's opinion, be so badly injured or destroyed as to be unfit for occupancy, and to be incapable of being repaired with reasonable diligence within one hundred and twenty(120) days of the happening of such injury, or if the damage is so extensive that the Municipality shall decide not to repair same, then the Municipality may, at its option, terminate this Agreement by notice in writing given within thirty (30) days of the date of the damage and on the giving of such notice,this Agreement shall cease and become null and void and the Contractor shall immediately vacate the Facility and the payments from the time of such termination shall be apportioned. ii) If the Municipality does not terminate the Agreement, as aforesaid, and the damage is such: a) as to render the Facility wholly unfit for immediate occupancy, then the payments herein shall not (run or) accrue after such injury or while the process of repair is going, on, the Municipality shall repair the Facility with all reasonable speed, and the payments shall recommence immediately after such repairs shall be completed; b) that the Facility is capable of being partially used, then until such damage shall have been repaired, the payment shall abate in the proportion that the part of the Facility rendered unfit for occupancy is of the whole of the Facility; iii) If the damage of destruction shall be due to the act, fault or neglect of the Contractor,its servants, employees or agents, the provisions of this paragraph apply and such repairs as may be made by the Municipal Council shall be without prejudice to any claims, rights and remedies of the Municipality. i 753 REQUEST FOR PROPOSALS PAGE 21 FOR COURTICE COMMUNITY COMPLEX RFP96-2 8.2 There shall be no abatement from or reduction of the payments due hereunder for, nor shall the Contractor be entitled to, damages, losses, costs or disbursements caused by or on account of fire, (except as above), water, sprinkler systems, partial or temporary failure or stoppage of heat, light, electricity, live steam or plumbing service in or to the said Facility, whether due to acts of God, strikes, accidents, the making of alterations, repairs, renewals, improvements,structural changes to the said Facility or the equipment or systems supplying the said services, or from any cause whatsoever; provided that the said failure or stoppage be remedied within a reasonable time. 9.0 CONFLICT OF INTEREST 9.1 In accordance with Purchasing By-law #94-129, an employee of the Municipality shall not have a direct or indirect interest in a Company or own a Company which sells goods or services to the Municipality. 9.2 All proponents shall disclose to the Municipality prior to submitting their proposal, any potential conflict of interest. If such a conflict of interest does exist, the Municipality may, at is discretion, withhold the awarding of the contract until the matter is suitably resolved. And further, that if during the term of the contract the contractor is retained by another client giving cause to a potential conflict of interest, then the contractor shall so inform the Municipality. If a significant conflict of interest is deemed by the Municipality to exist, then the contractor shall refuse the new assignment or shall take such steps as are necessary to remove the conflict of interest. 9.3 There must be a declaration provided in the proposal stating the names of senior employees to be hired and the names of the Companies to be used as subcontractors, and where possible, the names of the managers that will be responsible for the particular operation of the service eg. concessions, cleaning company, outdoor maintenance, sport's shop etc. I 71514 REQUEST FOR PROPOSALS PAGE 22 FOR COURTICE COMMUNITY COMPLEX RFP96-2 SECTION ONE -.SPECIFICATIONS 10.0 PROJECT GOALS AND OBJECTIVES 10.1 To provide community access and use, focussing on the provision of recreational and community based programs and services, for the residents of Clarington, including sport groups and associations. 10.2 To involve the community in the development, operation and evaluation of the facility's activities on an ongoing basis. 10.3 To establish the Complex as a focal point for promoting and supporting the enrichment of the community as a whole. 10.4 To operate the facility in the most effective manner recognizing all relevant legislation and by-laws. 10.5 To co-ordinate programs and services with other providers within the community providing a variety of opportunities, which demonstrate co-operation with the intent of avoiding duplication. 11.0 PROGRAMS AND SERVICES 11.1 Programs and services are to meet the recreational/leisure needs of the residents of Clarington including program and services for the disadvantaged. 11.2 Provide opportunities for community wide sport clubs and organizations to conduct their programs in a safe and well maintained environment. 11.3 To train and develop qualified professional staff providing effective recreational events, programs and services promoting good health, fitness and personal fulfilment. 755 REQUEST FOR PROPOSALS PAGE 23 FOR COURTICE COMMUNITY COMPLEX RFP96-2 11.4 Residents of the Municipality of Clarington shall receive priority for registration for programs for the initial ten (10) days following the commencement of registration. 12.0 STAFF QUALIFICATIONS AND TRAINING 12.1 The Contractor shall ensure that all staff meet legislated qualifications at all times. Adherence to guidelines and industry standards is desirable. 12.2 The Contractor is responsible to ensure that staff training, which may be required by law, established by industry/community standards or is needed in order to ensure competency, takes place. 12.3 It is understood that the Contractor shall provide to its employees appropriate training opportunities throughout the course of the Contract. The Municipality shall not be responsible for any cost associated with training. Appropriate records indicating date,time, participant names and subject(s) covered shall be maintained. 13.0 PHYSICAL PLANT AND EQUIPMENT Contractor 13.1 The Contractor throughout the contract period maintains a properly documented system of quality control designed to ensure that the facility is properly maintained, relevant plant monitoring is conducted in accordance with all manufacturers or legal requirements. 13.2 The Contractor will follow warranty requirements and specifications as provided by the Municipality and will present a preventative maintenance plan and risk management plan for review and approval within sixty (60) days notification of contract award. 13.3 The Contractor shall not carry out any repairs to the facility until the Authorized Officer is contacted. 13.4 The Contractor will not permit the disconnection of any electricity, gas or water supply to any part of the facility without permission of the Authorized Officer. 756 REQUEST FOR PROPOSALS PAGE 24 FOR COURTICE COMMUNITY COMPLEX RFP96-2 13.5 Maintenance of Equipment and Facilities: The maintenance standard shall be sufficient to protect the asset and ensure that it does not require replacement before its normal life time expires. The diligent care of a prudent owner shall be exercised by the Contractor. If the equipment fails before the end,of the term of the Contract, it shall be replaced by the Contractor with similar equipment at no cost to the Municipality. Corporation 13.6 The Corporation will conduct the annual inspection of the fire alarm system and extinguishers and make appropriate. repairs as identified in the Inspection Report. The Contractor is responsible to ensure that the system is operational at all times and to immediately advise the Municipality of any deficiencies. The.cost of inspections and any. necessary repairs will be borne by the Municipality. The building is stocked with fire extinguishers and complies with the Ontario Building Code in this aspect. 13.7 The Corporation will be responsible for repair and/or replacement if necessary of the physical plant which includes, but not limited to pool filtration equipment, heating, ventilation, air conditioning and dehumidification. The Contractor shall inform the Municipality of any breakdown or failure of equipment immediately. 14.0 EQUIPMENT OWNERSHIP 14.1 As the Courtice Community Complex is a new facility currently under construction, the Municipality has approved Capital purchase allocation not to exceed $183,000.00 as per Schedule "B" attached. 14.2 The proponent agrees and understands that equipment and materials initially provided by the Municipality must be returned to the Municipality upon completion of the Contract in acceptable conditions, subject to normal wear and tear. 757 REQUEST FOR PROPOSALS PAGE 25 FOR COURTICE COMMUNITY COMPLEX RFP96-2 14.3 The proponent agrees and understands that all equipment and materials purchased during the course of the contract as well as all improvements to the facility, will become the property of the Municipality of Clarington upon termination of the agreement. Should this agreement be terminated by the Municipality without just cause, the proponent shall be entitled to a pro-rated reimbursement of the improvement/equipment cost on the remaining term of the Contract. 15.0 MANAGEMENT AND OPERATION OF THE FACILITY SHALL INCLUDE THE FOLLOWING SERVICES: 15.1 Management and operation of building, grounds and parking lot (See Item #17.0) 15.2 Supervision of building maintenance of grounds and all activities which take place in and on them (see Item 17.0). 15.3 Ensuring the well being and safety of anyone entering onto the property,ie: staff,public and contractors. 15.4 Cleaning and property maintenance of internal and external aspects of the facility. The Contractor will be responsible for providing equipment for the purposes of cleaning the Facility (brooms, mops, buckets, dustpans etc.) at the commencement of the contract. 15.5 Hiring of all applicable staff in accordance with terms and conditions of this Request for Proposal. 15.6 Management and operation of catering, concessions, vending machines, activities. 15.7 All security in and about the facility. If a monitoring security system is in place or added by the Contractor,the cost of normal upkeep and maintenance shall be the responsibility of the Contractor. I 758 REQUEST FOR PROPOSALS PAGE 26 FOR COURTICE COMMUNITY COMPLEX RFP96-2 15.7 (i) The Contractor will provide proper access to and supervision of the Facility. After any use or at the end of normal operating hours, the Contractor will secure the building. (ii) The Municipality will retain two (2) sets of keys for the entire facility. (iii) The Contractor must provide to the Authorized Officer a list of names, phone numbers of those having access, updated as needed. 15.8 Payment and Procurement of all day-to-day costs including but not limited to hydro, heat, telephone, water and sewer, garbage, cleaning supplies, operating supplies. 15.9 Payment of all staff salaries, wages and related statutory benefits. 15.10 Payment of all applicable sales tax and business taxes. 15.11 Payment and securing of appropriate current licenses, approvals and certificates as.required to operate. 15.12 Provision and payment of personal protective equipment to all employees. 15.13 Adhering to LLBO applicant's responsibility. 15.14 The following plans as prepared by the Wong Gregerson Architects, June 12, 1996, are attached and include: A3 Ground Floor Plan A10 Main Pool Plan All Library M1 - M5 Mechanical, HVAC, Plumbing and Drainage E1 - E6 Electrical, Lighting, Power Ll - L3 Landscape Plans 759 REQUEST FOR PROPOSALS PAGE 27 FOR COURTICE COMMUNITY COMPLEX RFP96-2 16.0 DISPOSAL OF WASTE/REFUSE 16.1 The Contractor shall make proper arrangements for the storage/disposal of all effluent,waste and refuse from all parts of the Facility from the first day of the contract period until the day after the contract period or termination of the contract. 16.2 The Contractor shall ensure that all waste refuse is stored, awaiting collection, in industry standard containers used for normal disposal of domestic and commercial waste and refuse and in all cases is to be disposed of at a Ministry of the Environment approved landfill site. 16.3 The Contractor shall ensure that the volume of any efficient, waste or refuse at the Facility does not exceed the capacity of the storage containers provided. 16.4 The Contractor shall not dispose by burning any waste or refuse at the Facility. 16.5 The Contractor shall be responsible for the payment for disposal.of any effluent, waste or refuse from the Facility that may be required by the agency or agencies approved by the Municipality for the disposal of effluent, waste and refuse. 17.0 GROUND MAINTENANCE 17.1 A plan of the grounds in which the Facility is located is attached. 17.2 The Municipality will be responsible for maintaining"asset or capital"functions and this will cover activities such as: a) maintaining tarmacadam road surfaces, asphalt paving, curb stones, etc.; b) maintaining concrete paving,walkways, paved areas, patios, decks, precast concrete areas etc.; C) storm and sanitary sewers, catchbasins and manholes; d) all external lighting including poles, bulbs, shades, etc.; e) flag poles but not flags; i f) all turf needs other than grass mowing and irrigation will be provided by the j Municipality. 760 I REQUEST FOR PROPOSALS PAGE 28 FOR COURTICE COMMUNITY COMPLEX RFP96-2 17.3 The contractor will be responsible for maintaining "day to day" or "consumable functions". In this respect the Contractor will be responsible for carrying out the following ground maintenance functions: Grass Maintenance a) including all turf grass areas to be cut and maintained on a regular maintenance schedule; b) The grass must be maintained between six (6) and ten (10) centimetres at all times. Snow Removal C) clear snow from walkways, pathways, stairs, entrances and fire exits; d) clear snow from staff parking area, loading bays, public parking areas and service roads; it should be noted that no public parking area should be used to pile snow; snow to be removed from the site as required. e) all paved areas, entrances and fire exits must be kept clear of snow at all times and salted as required; Litter Control f) litter picking should be undertaken on a daily basis throughout the whole site; g) all exterior trash receptacles should be emptied twice weekly and more frequently if required; Flower Beds h) planting and maintenance of flower beds; i) all horticultural maintenance of flower beds including planting of a wide variety of plant materials,providing a year round visual display and a floral highlight for spring, summer and fall. Flags j) provision of Municipal, Provincial, National Flags and for raising and lowering as necessary; Sweeping Parking Lot and Service Road k) ensure that the parking lot and all other paved areas are mechanically swept twice a year (spring and summer) and more frequently if required. Line markings are to be maintained by the operator as required. 761 REQUEST FOR PROPOSALS PAGE 29 FOR COURTICE COMMUNITY COMPLEX RFP96-2 18.0 BUILDING MAINTENANCE 18.1 Perform maintenance in such a manner to minimize public inconveniences and wherever possible, when the facility is closed to the Public. 18.2 Monitoring and recording of all swimming pool conditioning and application of all chemicals and any other requirements in accordance with the Durham Regional Health Unit. 18.3 Maintenance and operation of water filtration systems. 18.4 To provide and implement the facility's emergency/evacuation procedures in response to all safety and security systems/alarms on a continuous basis including door fire alarms, emergency telephone system and any other systems identified by the Municipality or its agent. 18.5 To ensure at lease one competent maintenance staff is on duty at all times exclusive of lifeguards. 18.6 Cleaning of all washroom facilities a minimum of four times per day and the cleaning of locker rooms at four to six hour intervals or after group use, related to the mopping up of water in showers and wet areas and the cleaning of sinks, mirrors and counters. 18.7 Washing and cleaning of all internal windows daily or as required depending on clarity of windows for appropriate viewing of activities. 18.8 Washing of all external windows bi-monthly, depending on weather conditions. 18.9 On-going pickup of debris, refuse, litter and garbage throughout the facility. 18.10 Replacement of light bulbs, cleaning of ventilation screens louvres, the cleaning of door hardware and other tasks assigned on a regular schedule. 762 REQUEST FOR PROPOSALS PAGE 30 FOR COURTICE COMMUNITY COMPLEX RFP96-2 18.11 Undertaking of all facility maintenance and housekeeping/custodial responsibilities, which will include but not limited to the following: • cleaning of the pool, pool decks, whirlpool, steam room, locker rooms/showers and front lobby; • cleaning of offices, administration areas, fitness area gym and multi-purpose room floors; • regular,four times per day,cleaning of the corridors,reception/entrance ways,locker rooms and other high traffic areas; and • cleaning of rugs;fabric chairs,draperies, and similar materials at a minimum of once per year (steam or dry cleaning). 19.0 PROGRAM FEES 19.1 Fees, Charges and Rental costs (hereafter referred to as "Charges")will be by resolution of the Council of the Municipality of Clarington. These are reviewed annually by the Municipality and may be adjusted accordingly. The Authorized Officer may consult with the Contractor at the time of each review. 19.2 The Contractor may request any variation to the charges and this must be agreed with the Authorized Officer and confirmed in writing before being implemented. 19.3 The Municipality reviews prices each year and the Contractor shall receive one month's notice of any revised Charges set by the Municipality for the Facility, and similarly will provide at-least three weeks'notice to the users prior to levying any increases on to the users of the Facility. 19.4 The Contractor may not alter,or lower without authorization the Charges set for the Facility, as a promotional'tool',subject to the agreement of the Authorized Officer. Any subsequent raising of charges must also be agreed by the Authorized Officer. I I 763 REQUEST FOR PROPOSALS PAGE 31 FOR COURTICE COMMUNITY COMPLEX RFP96-2 19.5 The Municipality may require the use of the Facility from time to time for special events and promotions. The Municipality will endeavour to provide adequate notice and the Contractor will ensure that the Facility is available for such events.The charge for the use of the Facility for such event and promotions will be at standard rate for charges. This does not exclude the opportunity for both parties to negotiate different charges where it is mutually beneficial. 19.6 All charges shall be collected by the Contractor. 19.7 Charges for services that have been collected that relate to services to be performed after the contract period shall be handed over to the Municipality at the time of collection period. 20.0 QUALITY CONTROL 20.1 The Authorized Officer shall oversee contract compliance on the behalf of the Municipality and will have the right, at any time, to inspect the Facility and to meet with the Facility Manager to discuss the results of the inspection. 20.2 The Authorized Officer shall be entitled to reasonably request any information related to the provision of the services and such information shall be supplied by the Contractor without undue delay and at no cost to the Municipality. 20.3 In the event of a breakdown of communication or dispute, the Contractor may appear.as a delegate to Council. 20.4 The Contractor shall: a) provide the services to a standard which is to the reasonable satisfaction of the Municipality and to comply in all respects to the specification; b) deal with any complaints and suggestions received (whether received orally or in writing, from whatever source) in a prompt, courteous and efficient manner; j C) maintain an accurate record of complaints that will be available for inspection by the Authorized Officer; 764 i REQUEST FOR PROPOSALS PAGE 32 FOR COURTICE COMMUNITY COMPLEX RFP96-2 20.4 d) refer to the Authorized Officer (within 24 hours) for consideration and action any complaint that cannot be solved to the complainant's satisfaction. Complaints received or referred to the Authorized Officer may be investigated. 20.5 The Contractor will be expected to: a) respond to written complaints within 48 hours of receiving them; and b) provide and prominently display, suggestion sheets which invite customers to give comments on the service. 20.6 The Contractor shall throughout the contract period maintain a properly documented system of quality control designed to ensure that the Facility is clean,properly maintained,relevant plant and equipment monitoring is conducted in accordance with the manufacturers or legal requirements and that the specification and conditions are being complied with in all respects. 20.7 The Contractor shall become and maintain membership of. Ontario Recreation Facilities Association, the Parks and Recreation Ontario and Ontario Fitness Association and will keep informed of current trends and technologies associated with managing and operating the Facility. 20.8 The Facility Manager shall operate a quality control system on the behalf of the Contractor and the system will be available for inspection by the Authorized Officer. Any reasonable written recommendations concerning improvement of the system, made by the Authorized Officer from time to time, shall be implemented by the Contractor within a reasonable and agreed period of time. 20.9 Maintenance of the quality control system by the Contractor shall be in addition to and not prejudice: a) any independent inspection of the Facility undertaken by Senior Officers or members of Council of the Municipality; b) issue of a written warning regarding the inadequate performance or non-performance of the Contractor. 765 REQUEST FOR PROPOSALS PAGE 33 FOR COURTICE COMMUNITY COMPLEX RFP96-2 21.0 MONITORING OF PERFORMANCE 21.1 Periodic meetings as required shall be arranged by the Authorized Officer between the Municipality and the Contractor. 21.2 The Contractor shall submit progress reports on a quarterly basis in the format of: a) written report on the performance for the preceding quarter, including: complaints, problems and solutions, and any other incidents worthy of note, detailing the operation of the contract. A summary of forthcoming events or activities; b) a breakdown of all income,expenditure and attendance figures and memberships for all sections of the Facility during the preceding month. 21.3 The Facility Manager, or named representative, will be required to attend Council or Committee meetings of the Municipality as requested by the Authorized Officer. Reasonable notice shall be given and attendance at such meetings shall not be subject to an additional charge by the Contractor. 22.0 FINANCIAL RECORDS 22.1 The Contractor shall establish a properly maintained and separate book-keeping system for all the services of the Facility. 22.2 Information will include: a) details of all income; b) details of all expenditures; C) details of attendances, bookings and memberships; d) internal audit and financial control mechanisms. I 22.3 The Municipality retains the right to inspect, examine and copy any or all of the financial records of the Contractor which relate to the management and operation of the Facility. i 766 REQUEST FOR PROPOSALS PAGE 34 FOR COURTICE COMMUNITY COMPLEX RFP96-2 22.4 The Contractor must provide and pay for audited financial statements that have been prepared by a Chartered Accountant licensed to practice public accountancy in Ontario. 22.5 Audited financial statements must be provided to the Municipality within ninety (90) days of the first anniversary of the contract and as of each anniversary thereafter. The Municipality of Clarington reserves the right to request a second independent audit at their expense. 23.0 MANAGEMENT INFORMATION . 23.1 The Contractor shall co-operate with the Authorized Officer in researching information required by the Municipality at no charge to the Municipality. 24.0 SPONSORSHIP AND ADVERTISING SALES: 24.1 The Contractor is encouraged to seek sponsorship and advertising sales for specific events, activities and the operation of the Facility, subject to formal permission in writing being received from the Municipality in advance of the completion of negotiations with the potential sponsors. 24.2 The Contractor will only enter into sponsorship or advertising sales agreements with companies agreed to by the Municipality. Agreement will not be unreasonably withheld. 24.3 The Contractor shall not enter into any commitment with sponsors or advertising sales agreements which extend beyond the period of the contract except with the agreement of the Municipality. I 24.4 The gross proceeds of all sponsorship and advertising sales raised by the Contractor shall be identified separately in the management information. i 767 REQUEST FOR PROPOSALS PAGE 35 FOR COURTICE COMMUNITY COMPLEX RFP96-2 24.5 The Municipality and Contractor may enter into joint agreements with sponsors or for advertising sales, where it is mutually beneficial to do so. These agreements will be negotiated at the time and will remain separate to this contract. 24.6 At the commencement of the contract, the Authorized Officer will provide the Contractor with a list of sponsorship and advertising agreements currently in force with the Municipality. In order to prevent competition or duplication, the Contractor should not contact these organizations/companies. 25.0 MARKETING AND ADVERTISING 25.1 All marketing and advertising of the Facility and associated events will be the responsibility of the Contractor and will be carried out at their own expense. 25.2 The Contractor shall comply with regulations and standards set by the Canadian Advertising Council and display advertising that is of an acceptable, high moral standard, non-political and in good taste in the circumstances. I 25.3 The Contractor will submit, for the Authorized Officer's approval, a marketing program in writing and this will detail the marketing strategy for the forthcoming twelve (12) months. 25.4 The marketing strategy will be presented on completion of the "settling in"period (referred to in 6.5) and on the anniversary of the contract thereafter. 25.5 Additional advertising campaigns/strategies must be approved by the Authorized Officer prior to their initiation. 25.6 The Authorized Officer retains the right to prohibit, at any time, any material which, the Authorized Officer deems may offend the public or embarrass the Municipality. 25.7 The Contractor shall ensure that all relevant advertising information is displayed and made available at all appropriate locations. I 768 REQUEST FOR PROPOSALS PAGE 36 FOR COURTICE COMMUNITY COMPLEX RFP96-2 25.8 The Contractor may supply advertising material to the Municipality to be displayed on notice boards and at information centres. 25.9 The Contractor shall ensure that the Municipality's name and logo appears on all published material. 25.10 The Contractor shall ensure that all relevant information is distributed to community associations, local clubs, sports associations and other local clubs to promote the development and use the Facility at no cost to the Municipality. 25.11 The Municipality will provide the Contractor with information which shall be posted on the Facility notice boards. 25.12 The Authorized Officer will provide the Contractor with copy deadlines for the publication of the "Community Guide" so that the Contractor may provide information to be included in the publication. The Municipality reserves the right to appropriately charge for space in this publication. 26.0 OPENING HOURS 26.1 The Contractor will make arrangements for the Facility to be open during such times as are appropriate for use by the public, community and sports groups and the successful implementation of a balanced program. Such times to be notified to the Authorized Officer. 26.2 Once opening times have been established and operated for a period of time, alternations to the opening times will only be undertaken with prior approval of the Authorized Officer which will not unreasonably be withheld. 26.3 The Municipality produces two (2) "Community Activity Guides" each year (Fall & Winter Guide and Spring and Summer Guide). Once published, the opening times and programs will be expected to remain in force for the useful life of the publication. 769 REQUEST FOR PROPOSALS PAGE 37 FOR COURTICE COMMUNITY COMPLEX RFP96-2 26.4 The Contractor may, at their discretion, close the Facility on Public holidays however the Municipality requires ninety (90) days prior notice of closure. 26.5 The Contractor shall publish a leaflet giving details of opening hours to the public which shall be on display in the Facility at all times. 26.6 In the event of a closure of the facility owing to unforeseen or emergency conditions, the Contractor shall notify the Authorized Officer immediately. 27.0 COMPENSATION IN RESPECT OF DAMAGE TO THE FACILITY: 27.1 A survey will be undertaken of the Facility two (2) months before the completion of the contract or on termination of the contract by an independent surveyor and be jointly and equally financed by the Municipality and the Contractor. The survey will determine the state and condition of the Facility at the end of the contract period. 27.2 The independent surveyor will be required to report jointly to the Municipality and the Contractor on the performance of the Contractor in relation to the upkeep of the Facility as required by the contract. 27.3 Should the report of the surveyor show that the Contractor has not fulfilled the requirements of the contract, the Municipality may, but shall not be obliged to, undertake and complete remedial work listed in the report considered necessary to return the Facility to a satisfactory standard of upkeep and the Contractor will be charged with the cost of the work. All such costs will be deducted from the Performance Surety and the contractor will be required to, within five (5) days, replace any amounts to the Municipality to make up any deficiency in the Surety Deposit. I 770 REQUEST FOR PROPOSALS PAGE 38 FOR COURTICE COMMUNITY COMPLEX RFP96-2 28.0 MODIFICATION TO THE FACILITY: 28.1 Any modification to the Facility, requested by the Contractor and approved by the Municipality, shall be funded and implemented by the Contractor unless otherwise agreed to. 28.2 Ownership of Equipment: All capital equipment installed by the Contractor and leasehold improvements to the building shall be transferred to the ownership of the Municipality of Clarington after completion of the initial Contract term as submitted by the.Contractor and accepted by the Municipality. "Catering" equipment as identified in 29.2 shall remain the property of the concessionaire. The proposal shall state in detail what equipment would be Municipally owned at expiry of initial Contract term. 28.3 It shall be the responsibility of the Contractor to obtain Planning/Building Department consent or building regulation approval and any other Regulatory Bodies such as, but not limited to, Ministry of Natural Resources and Department of Health, as necessary for any modification agreed by the Municipality. 28.4 On completion of a modification to the Facility, that modification will become part of the Facility and shall only be subject to further modification in accordance with the requirements of the contract. 28.5 The Municipality reserves the right to make modifications to the Facility during the contract. period. A modification initiated by the Municipality that affects the performance of the contract will be subject to an agreement between the Municipality and the Contractor on the appropriateness of any compensation. 29.0 CATERING 29.1 The Contractor shall provide throughout the contract period the catering service which shall be performed to the required standard within the Facility and in accordance with the requirements of the specification and to the satisfaction of the Authorized Officer. 771 REQUEST FOR PROPOSALS PAGE 39 FOR COURTICE COMMUNITY COMPLEX RFP96-2 29.2 Catering equipment eg. utensils, pots, pans, tools, etc. will be provided, maintained and replaced by the Contractor. 29.3 Listed below are the minimum levels of service required for the provision of an effective catering service for users of the Facility: a) short order snacks and meals at appropriate times of the morning, daytime, lunch and evening times; b) service in a range and style and times which best meets the customers needs; c) food and service of good quality, with reasonable priced products; d) provide a vended food, hot and cold drinks, snacks confectionary service to meet customers needs when the concession service is not available; e) cater for special events, meetings and other such special functions; f) A suggested menu and prices are to be submitted in the proposal for consideration. The contractor will be required to submit a detailed price menu for approval which cannot be changed without the permission of the Authorized Officer. Authorized Officer to be advised of schedule of hours of operation for concession. Alteration to the opening times will only be undertaken with prior approval of the Authorized Officer which will not unreasonably be withheld. 29.4 The Contractor shall provide and supply food ingredients, cleaning materials, protective clothing and first aid items for staff and to ensure that the kitchen areas and equipment are maintained to acceptable standards. 29.5 All persons engaged in food handling must take all steps as may be reasonably necessary to protect the food from risk of contamination and pay particular attention to separating raw and cooked foods to minimize the risk of cross contamination. 29.6 All ingredients used in the provision of hot/cold meals and snacks prepared on site shall be prepared, cooked and where appropriate wrapped and served on the same day they are I required for consumption. j I 772 REQUEST FOR PROPOSALS PAGE 40 FOR COURTICE COMMUNITY COMPLEX RFP96-2 29.7 The cooking and preparation periods of all meals/snacks shall be in accordance with approved health standards. 29.8 The Contractor shall in relation to pre-packed foods abide by the manufacturer's sell by/eat by dates and the manufacturer's recommendations to storage. Under no circumstances shall the Contractor display or allow to be sold foods whose sell by date has expired. 29.9 The Contractor must make himself aware of and complies with the relevant.requirements of the Ontario Regulation 562 made under the Health Protection and Promotion Act, 1983 and the Occupational Health and Safety Act, 1990 (Ontario) and other such relevant legislation which may from time to time be in force. 29.10 During all stages of food storage, handling, preparation and service special attention must be given to minimize the risk of cross contamination. 29.11 The Contractor shall maintain only adequate stock levels to ensure provision of the service . to allow for stock rotation and to meet manufacturers date codes and sell by dates. 29.12 The Contractor may be required to make available to the Authorized.Officer on demand samples of raw materials and prepared foodstuffs he intends to use during the period of the contract: a) the Contractor will meet the cost of any food required for analysis; b) the Municipality will meet the cost of analysis. 29.13 The Contractor must not allow any refuse, litter, rubbish or waste food to be deposited or allowed to accumulate anywhere within the Facility and will be responsible.for emptying and cleaning internal waste bins, which must be lined, and plastic bin liners will promptly be deposited in the receptacles in the external refuse area. 29.14 During period of extreme heat, the Contractor will ensure the refuse is collected frequently enough to prevent food in the refuse bins from becoming a potential nuisance because of its odour. 773 i REQUEST FOR PROPOSALS PAGE 41 FOR COURTICE COMMUNITY COMPLEX RFP96-2 29.15 The Contractor will ensure that the external refuse area is kept clean and tidy. 29.16 The Contractor shall be responsible for providing and payment of a licensed professional pest control monitoring and services program on a monthly basis for all kitchens and food storage areas. 29.17 The Contractor must take all reasonable action to prevent the ingress or spread of pests and to facilitate their treatment and or eradication if necessary. 29.18 The Contractor will notify the Authorized Officer immediately'and on all occasions of pest infestation of the Facility. 29.19 The Contractor will provide food samples for inspection and examination by either of the Municipality's officers or by Inspectors of the local Public Health Unit. Such food will be at the Contractor's own expense. 29.20 The Contractor shall employ only such persons as are in good health and have a high standard of oral and general personal hygiene. 29.21 The Contractor shall not employ in or about the provision of food services any person who: a) shows active signs of or is under treatment for any infections or communicable disease that may be spread through the medium of food or who is a known carrier of such disease; b) has suffered from recurrent sore throats; C) has suffered from any of the enteric groups of fevers; d) has suffered from dysentery and who has recurrent symptoms of this disease unless shown to be free from infection to the satisfaction of the Public Health Unit; e) has a skin disease unless he/she has obtained approval of a medical officer of the local Public Health Unit. 774 REQUEST FOR PROPOSALS PAGE 42 FOR COURTICE COMMUNITY COMPLEX RFP96-2 29.22 The Contractor must provide for the use of the staff employed, adequate supplies of clean paper towels in a dispenser, toilet rolls, soap in a dispenser, nail brushes, first aid facilities and supplies, including waterproof bandages of a conspicuous colour. 29.23 The Contractor shall ensure that staff engaged in handling food takes proper care to maintain the requisite standards of hygiene and in particular: a) keeps all parts of his/her person and clothing, likely to come into contact with food as clean as is practicable; b) wears protective clothing which covers or,substantially covers all personal clothing; C) keeps coats, shoes and other personal belongings in the cloakroom and lockers provided and not around the kitchen areas; d) observes all normal catering hygiene standards; e) wears a suitable waterproof dressing over cuts or abrasions on any exposed part of their body; f) does not spit, smoke or use tobacco snuff when handling food; g) washes their hands thoroughly before commencing or continuing work after using the WC; h) wears no jewellery with the exception of plain rings or ear studs; i) wears no nail varnish; j) confine the hair with hats and/or nets etc. 29.24 The Contractor shall provide and maintain a separate wash basin for the sole use of persons engaged in the preparation or handling food in accordance with Ontario Regulation 562. 29.25 The Contractor shall ensure that every person employed in the provision of food complies with Ontario Regulation 562 made under the Health Protection and Promotion Act 1983. 29.26 The Contractor shall, at no cost to the Municipality,ensure that all catering staff wear clean and washable protective clothing whilst engaged in catering activities. 29.27 The Contractor shall ensure that clothing for catering staff is maintained in a clean condition and that sufficient changes are provided. 775 REQUEST FOR PROPOSALS PAGE 43 FOR COURTICE COMMUNITY COMPLEX RFP96-2 SECTION II - THE LEASE OF APPROXIMATELY 5500 SQUARE FEET Bid Submission The Municipality will receive and consider offers to lease approximately 5500 square feet (gross) of space located within the Courtice Community Complex. Submissions must include, price offered, proposed use, square footage required, and preferred term of agreement. Any proposal that is deemed to be acceptable will be subject to negotiation of a satisfactory lease agreement and the approval of the Municipality of Clarington Council. Evaluation of Criteria • price offered; • term; • financial stability; and • intended use. *NOTE, proposals which compliment the intended use of the building may be given preference. 1.0 Repairs and Maintenance The Tenant hereby accepts the Premises on an"as is"basis. The Tenant, at its own expense, shall maintain and keep the Premises in good order and condition as would a prudent owner of similar premises(reasonable wear and tear and damage by fire,lightning and tempest and structural defects only excepted). The Tenant shall keep the Premises clean and in such condition as a prudent owner would do. If structural repairs or replacements to the roof, foundation or load bearing walls or the heating equipment of the Premises are required during the Term, then the Landlord shall be obligated, at its expense, to effect such repairs or replacements. The Tenant covenants with the Landlord to leave the Premises in as good repair as the Premises were at the commencement of the Term. The Tenant shall be responsible and pay for cleaning,janitorial services, window cleaning and waste removal. 776 REQUEST FOR PROPOSALS PAGE 44 FOR COURTICE COMMUNITY COMPLEX RFP96-2 2.0 Taxes, Utilities and Operating Costs The Tenant shall, as additional rent, in each and every year during the Term, be responsible for and pay and discharge promptly when due: (a) all taxes (including, without limitation, local improvement rates and business taxes),rates,duties and assessments that may be levied, rated, charged or assessed against the Premises; and (b) all charges for public utilities, including water, gas, oil, electrical power or energy,•light, heat, air conditioning, telephone, steam or hot water used upon or in respect of the Premises or for fittings, machines, apparatus, meters or other things leased in respect thereof, and for all work or services performed by a corporation or commission in connection with such public utilities. The Tenant shall have the right to contest by appropriate legal proceedings the validity of any tax, rate, including local improvement rates, assessment or other charges referred to in this Section provided that, in so doing, the Tenant shall not cause or permit any liens or encumbrances to be filed or arise against the Premises. 3.0 Insurance and Indemnification (a) The Tenant covenants to keep the Landlord indemnified against all claims and demands whatsoever by any person, whether in respect of damage to person or property, arising out of or occasioned by the maintenance, use of occupancy of the Premises or the subletting or assignment of same or any part thereof. And the Tenant further covenants to indemnify the Landlord with respect to any encumbrance on or damage to the Premises occasioned by or arising from the act, default, or negligence of the Tenant, its officers, agents, servants, employees, contractors, customers, invitees or licenses and the Tenant agrees that the foregoing indemnity shall survive the termination of this Lease notwithstanding any provisions of this Lease to the contrary. 777 REQUEST FOR PROPOSALS PAGE 45 FOR COURTICE COMMUNITY COMPLEX RFP96-2 (b) The Tenant shall carry: (i) insurance in his own name to provide coverage with respect to the risk of business interruption to an extent sufficient to allow the Tenant to meet his ongoing obligations to the Landlord and to protect the Tenant against loss of revenues; (ii) insurance in his own name insuring against the risk of damage to the Tenant's property within the Premises caused by fire or other perils and the policy shall provide for coverage on a replacement cost basis to protect the Tenant's stock-in-trade, equipment, Trade Fixtures, decorations and improvement; and (iii) public liability and property damage insurance in the amount of Two Million Dollars in which policy the Landlord shall be a named insured and the policy shall include a cross-liability endorsement; and the Tenant shall provide the Landlord with a copy of the policy certified by the insurer. 778 i dn:CCCREV.97 SCHEDULE "A" COURTICE COMMUNITY COMPLEX REVENUE PROJECTIONS 1997 - 2001 DESCRIPTION 1997 1998 1999 2000 2001 1) FACILITY RENTALS a) Pool Rentals b) Hall Rentals Other Rentals (Specify) C) d) e) f) TOTAL REVENUE - RENTALS 2) PROGRAMMING a) Youth Instruction (Aquatic) b) Adult Instruction (Aquatic) c) Fitness Youth d) Fitness Adult Other Programs (Specify) e) f) TOTAL REVENUE - PROGRAMMING 3) DAILY ADMISSIONS a) Pool b) Fitness Other (Specify) C) d) e) fl TOTAL REVENUE ADMISSIONS T7, 9 COURTICE COMMUNITY COMPLEX REVENUE PROJECTIONS 1997 - 2001 DESCRIPTION 1997 1998 1999 2000 T-2001 4) MEMBERSHIPS a) Pool b) Fitness c) Facility Others (Specify) d) e) fl TOTAL REVENUE - MEMBERSHIPS 5) FOOD/BAR SALES a) Catering b) Concessions c) Vending Machine d) Bar Others (Specify) e) fl TOTAL REVENUE - FOOD/BAR 6) OTHER REVENUES a) Lockers b) Merchandising Other (Specify) C) d) e) fl TOTAL REVENUE - OTHER 780 dn:CCCexp.97 COURTICE COMMUNITY COMPLEX EXPENDITURE PROJECTIONS 1997 - 2001 DESCRIPTION 1997 1998 1999 2000 2001 1) STAFFING a) Manager b) Wages Full-time (Maintenance) c) Wages Part-time (Maintenance) d) Wages Aquatic Instructors e) Wages Lifeguards f) Wages Cashiers g) Wages Bartenders h) Wages Fitness Instruction i) EHT j) CPP k) UIC 1) WCB m) Staff Training n) Clothing Issue Other (Specify) o) P) q) TOTAL STAFFING COSTS 2) ADMINISTRATION a) Stationary b) Office Supplies c) Postage d) Printing e) Photo Copier I 781 DESCRIPTION 1997 1998 1999 2000 2001 f) Licenses/Memberships g) Computer Considerables h) i) i) TOTAL ADMINISTRATION COSTS 3) INSURANCES a) Public Liability b) Building Contents c) Performance Bonds d) Product Liability Other (Specify) e) f) g) TOTAL INSURANCE COSTS 4) UTILITIES a) Hydro b) Heating Fuel c) Water Sewer d) Telephone Other (Specify) e) fl g) TOTAL COSTS UTILITIES 5) FACILITY MAINTENANCE a) Cleaning Equipment b) Cleaning Supplies 782 DESCRIPTION 1997 1998 1999 2000 2001 c) Refuse Collection d) Repairs/Maintenance Building e) Repairs/Maintenance Equipment f) Pool Operation Supplies Other (Specify) g) h) i) TOTAL FACILITY MAINTENANCE 6) PROGRAMING EXPENSES a) Catering Supplies b) Bar Supplies c) Aquatic Supplies d) Fitness Supplies e) Concession Supplies f) Vending Supplies g) Merchandising Supplies Other (Specify) h) i) J) TOTAL PROGRAMING COSTS 7) MARKETING AND PROMOTION a) Advertising b) Promotions c) Publications Other (Specify) d) TOTAL MARKETING AND PROMOTION COST 783 DESCRIPTION 1997 1998 1999 2000 2001 8) GROUNDS MAINTENANCE a) Grass Cutting b) Snow Removal c) Flower Beds d) Shrub/Tree Maintenance e) Parking Lot Cleaning Other (Specify) f) g) TOTAL GROUNDS MAINTENANCE COURTICE COMMUNITY COMPLEX PROJECTIONS SUMMARY DESCRIPTION 1997 1998 1999 2000 2001 Grand Total Income Grand Total Expenditure DIFFERENCE Management Fee for services NOTES: a) The above tables are provided as a summary of income and expences. Proponents should within this written proposal provide detailed supporting documentation as to how these figures will be reached. b) All income and expences should be net of applicable taxes. I 784 SCHEDULE "B" COURTICE COMMUNITY COMPLEX CAPITAL BUDGET ITEMS AMOUNT DESCRIPTION COST POOL PROGRAM EQUIPMENT 2 Pace Clocks $1200 . 00 60 Life Jackets $3100 . 00 6 Lane Markers $4400 . 00 1 Pool Slide Lane $ 400 . 00 Markers 1 Lane Reel $2000 . 00 6 Starting Platforms $13300 . 00 FITNESS PROGRAM EQUIPMENT 2 Climbers $ 6000 . 00 2 Stationary bikes $ 5500 . 00 2 Treadmills $15000 . 00 1 Multi-Station $20000 . 00 30 Steps $ 3000 . 00 Free Weights $ 500 . 00 MULTI-PURPOSE ROOM EQUIPMENT 34 Round Tables $ 6800 . 00 10 Rectangular Tables $ 1500 . 00 260 Chairs $32500 . 00 1 Podium $ 400 . 00 1 Portable Stage $10000 . 00 Floor Scrubber $17500 . 00 8 Dollies $ 1600 . 00 Custodial Carts $ 400 . 00 1 Vacuum cleaner $ 1000 . 00 3 Refrigerators $ 4400 . 00 (1 Commercial) 785 i AMOUNT DESCRIPTION COST Serving Carts $ 1500 . 00 Pots & Pans, Roasters, Etc . $ 1200 . 00 Warming Oven $ 2500 . 00 Commercial Stove $ 4000 . 00 Work Station $ 2500 . 00 Beverage Cooler $ 3000 . 00 CONCESSION AREA 1 Refrigerator $ 700 . 00 1 Cash Register $ 1500 . 00 2 Microwave Ovens $ 800 . 00 1 Freezer $ 800 . 00 1 Coffee Maker $ 400 . 00 1 Popcorn Machine $ 1400 . 00 OFFICE EQUIPMENT 1 Photocopier $ 4000 . 00 1 Fax Machine $ 1000 . 00 1 Desk & Chair $ 2500 . 00 Manager 2 Chairs Cashier/Steno $ 1200 . 00 1 Filing Cabinet $ 1500 . 00 1 Book Shelf $ 500 . 00 1 Cash Register $ 1500 . 00 TOTAL 1996 CAPITAL BUDGET ALLOCATION $183000 . 00 786