Request for Proposal RFP 08 19 - To Acquire and Develop 2203 Marine Drive, 787 815 22nd Street West Vancouver, BC Prime development site in the heart of West Vancouver Adjacent to Marine Drive and the new Civic Centre Issue date: August 25, 2008 Proponent Site Meeting: September 8, 2008 11:00am Closing date/time: October 6, 2008 3:00 pm Location for Proposal submissions: 3755 Cypress Bowl Road West Vancouver, BC V7S 3E7
LEGAL NOT A CALL FOR TENDERS OR AN OFFER TO LEASE OR SELL This request for proposal is not a call for tenders, bids or offers, nor does it amount to an offer by the District to sell or lease the subject site. By issuing this request for proposal document, the District does not intend to enter into contractual relations with any proponent, and no contractual obligations shall arise between the District and any proponent until and unless the District and a proponent enter into a formal written contract authorized and formally approved by District Council for the project contemplated by this request for proposal. Nothing done or not done by the District in respect of this request for proposal or the consideration of proposals shall in any manner render the District in any way liable to any proponent, including, without limitation, with respect to any claims for proposal preparation costs or loss of anticipated profit. USE OF IDEAS The District shall be entitled to use any concept or idea contained in any proposal in negotiating changes to any other proposal and may incorporate such concepts or ideas into a final agreement with such other proponent. PRIVACY Proponents should be aware that documents and other records in the custody of or under the control of the District are subject to possible disclosure under the Freedom of Information and Protection of Privacy Act and that the District may be obligated to disclose all or a part of a proposal, including where the proponent has expressly stipulated that the proposal or a part thereof is supplied in confidence. NO DISTRICT WARRANTY AS TO INFORMATION The District does not warrant the accuracy or completeness of any information included in or attached to this request for proposal document, or of any information at any time provided by the District in connection with this request for proposal. Proponents should independently and at their own expense satisfy themselves as to the accuracy and completeness of such information and its applicability to their intended development of the site and to otherwise make such site investigations as they may consider necessary in with respect to their proposal and intended development. Page 2 of 11
REQUEST FOR PROPOSAL The District of West Vancouver seeks proposals for a 99 year land lease of the Districtowned site at 22 nd Street and Marine Drive as further described in this document. Proponents should be aware that the District may make changes to this request for proposal package. Prospective proponents are responsible for confirming directly with the District whether any such changes have been made from time to time. PROPOSAL SUBMISSION DATE A proponent should submit three copies of its proposal by 3:00 PM on Monday, October 6, 2008, addressed and delivered to the office of: Clay Nelson Manager, Building Construction and Contracts 3755 Cypress Bowl Road West Vancouver, B.C., V7S 3E7 Page 3 of 11
Email: cnelson@westvancouver.ca Telephone: 604-925-7062 in a sealed envelope, clearly marked RFP 08 19 - LEASE PROPOSAL Development Site 22 nd Street and Marine Drive with the proponent s name and return address. Proponents should submit a précis of relevant development and operating experience in other development projects of the type being proposed. SITE VISIT The District intends to hold a site visit on Monday, September 8, 2008, at 11 a.m., meeting at the parking lot in the middle of the site on 22 nd Street and requests that all interested proponents attend. Attendance is not mandatory but will assist the District in providing information and identifying further information needs. THE FORM OF PROPOSAL TO LEASE The District intends to maximize its financial return from the lease but also to ensure that the development on site is an asset to the community architecturally, socially, economically and environmentally. Accordingly, it is anticipated that the parties would enter into an conditional agreement to lease, with actual commencement of the lease term being conditional upon the satisfaction of various conditions precedent, including the preparation of detailed development plans satisfactory to the District, adoption of any necessary amendments to the District s zoning bylaw and the official community plan, possibly the issuance by the District of a development permit and finalization of any associated covenants, rights of way and servicing agreements. The form of lease would be negotiated before entering into the agreement to lease and would form a schedule to that agreement. All proposals should include a description of proposed uses, preliminary concept plans indicating potential site layout, massing and relation to surrounding buildings, proposed site value as a prepaid 99 year lease and terms of payment. Additional annual payments may be proposed and considered as part of the value. The District prefers to maintain ownership of the site and all proposals must provide a proposal based upon a 99 year prepaid ground lease. Notwithstanding, a proponent may, in addition, provide an alternate proposal based upon sale of the land. The District may consider, but does not presently intend to proceed on that basis. The proposal should include a description of the community amenities proposed in the development and the expected benefit to the community (see also Community Benefits and Site Development Guidelines ) The District intends to include, as a term of the agreement to lease, a requirement that the developer pay a substantial deposit concurrently with the execution of that agreement in an amount to be negotiated. That deposit would be non-refundable, unless the project does not proceed by reason that Council does not approve of the detailed development plans or amend the zoning or the Official Community Plan as required. Page 4 of 11
While the form of the lease will be negotiated, the District intends that the lease will be triple-net, with all taxes and costs associated with the site and the lease to be borne by the tenant. The lease may include a clause entitling the District to terminate the lease if development does not proceed in accordance with milestone dates set out in the lease. DEVELOPMENT APPROVALS The site development guidelines in this document describe the objectives identified by District Council. It is anticipated that discussions with the preferred proponent would lead to a more detailed concept and financial proposal, including potential community benefits. As noted above, a conditional agreement to lease would be entered into which would set out the preconditions to the lease, including required development approvals, and describe the anticipated actions and responsibilities of each party. PREFERRED PROPONENT Following the evaluation of proposals, the District intends to select a preferred proponent and to then endeavour to negotiate the agreement contemplated in this document. In order to determine the preferred proponent for such further negotiation on the agreement, the District may enter into discussions with two or more of the proponents. For clarity, the District may negotiate changes to any proposal in order to achieve an acceptable agreement. The District intends to require that the selected preferred proponent make an upfront, non-refundable payment to the District in the amount of $20,000 as a contribution towards the District s administrative and legal costs associated with attempting to negotiate an agreement with the preferred proponent. The District will be required to post public notice of the intended agreement prior to its formal approval by Council. ENQUIRIES CONTACT LIST All enquiries regarding the site and its development should be directed by telephone, in writing, by fax or in person to the appropriate contact person listed below. If a proponent contacts anyone inside the District organization, including members of Council, regarding this request for proposals without being referred to such person by the appropriate person identified below, the District may exclude any proposal submitted by that proponent from consideration. Primary contact: Gordon Reid Land Agent, Planning, Lands and Permits 604-925-7055 greid@westvancouver.ca Page 5 of 11
On matters related to the lease proposal, environmental issues, building, zoning and planning: Bob Sokol Director of Planning, Lands and Permits, 604-925-7058 604-925-7055 (secretary) bsokol@westvancouver.ca On matters related to offsite engineering requirements and servicing: Tony Tse Land Development Engineer 604-925-7109 ttse@westvancouver.ca On matters related to submission of responses, closing time, etc.: Clay Nelson, Manager of Building Construction and Contracts 604-925-7062 cnelson@westvancouver.ca GENERAL SITE INFORMATION The District acquired an option to purchase the site from the Wetmore family in 2001 and finalized acquisition in 2003. At that time it was occupied by Wetmore Motors on the south and 3 residential properties with houses on 22 nd Street extending up to the 3 storey Tudor Gardens private seniors condominium. At that time the District was also involved in a major redevelopment of the Civic Area block to the immediate east. This has involved the rejuvenation of the Ice Arena, a complete rebuilding and expansion of the Aquatic Centre, a new contemporary Recreation Centre with upper storey occupied by Municipal staff and the relocated Vancouver Coastal Health s Region West Community Health Centre. The Tennis Club and highly successful Senior s Centre remain integrated in the overall Civic Centre campus. The site is one block away from the West Vancouver Library, one of the most used and appreciated community libraries in North America. To the immediate west is John Richardson Park, a passive landscaped retreat, and two blocks to the east is Memorial Park with its gardens, children s play areas and the extensive West Vancouver Lawn Bowling Club. The Dundarave and Ambleside Village commercial areas are two to three blocks to the east and west respectively. Central bus service is available at the site. Three churches are within two blocks. The waterfront and direct access to its two-mile long Seawalk is two short blocks to the south. The District acquired the site in order to obtain control over its long term use, in relation to both long term community needs and the site s relationship to the adjacent civic uses. Reviews of the Civic Site indicated that it was capable of meeting the District s long term recreation needs as a main centre. Further study and public review over the past four years indicated that a seniors oriented development with assistance and services would best meet Page 6 of 11
long term community needs. Medical facilities could be an additional possibility. The attached demographic information brochures indicate the current and growing need for such accommodation, and the supply of appropriate sites to meet longer term needs is very limited. Consistent with its commitment to sustainability, and development of its own facilities, the District is seeking state of the art green building design and energy conservation systems, as well as rental housing and potential community amenities. DESCRIPTION OF SITE SPECIFIC SITE INFORMATION The configuration of the site is shown on the plans included in this document. It is composed of four legal lots and the District intends to close the abutting lane allowance and incorporate it in a consolidated lot. Following is a current description of the site: Civic Address Legal Description 815 22 nd Street Lot 4 of Lot A Block 5 East Part of District Lot 554 Plan 2019 793 22 nd Steet Lot E of Lots 1 to 3 Block A of Block 5 East Part of District Lot 554 Plan 4532 787 22 nd Street Amended Lot D (See 540240L) of Lots 1 TO 3 Block A of Block 5 East Part of District Lot 554 Plan 4532 2203 Marine Drive Lot 1 (Explanatory Plan 9507) Block A of Block 5 East Part of District Lot 554 Plan 4532 Adjacent 20 foot lane One of the pre-conditions to be included in the contemplated agreement to lease would the closure and cancellation of dedication of the lane. The agreement to lease would also provide for the consolidation of the various parcels into one development parcel. Total site area, subject to final survey, is approximately 51,970 sq. ft (4,828 sq. m.) including the four lots and adjacent lane area. GEOTECHNICAL CONSIDERATIONS A geotechnical assessment has not been prepared. Proponents are expected to independently and at their own expense satisfy themselves as to the geotechnical conditions and their relevancy to their intended development of the site. ENVIRONMENTAL ASSESSMENT Environmental assessments in respect to the site were conducted in 2001 to 2003 by both Dillon Consulting and EBA Engineering and are available for review. The last assessment Page 7 of 11
did not recommend any further remediation. The District intends to conduct a further site assessment at the end of the current tenancy by Wetmore Motors. Any remediation of the site due to the current tenancy will be the responsibility of the current tenant or District unless negotiated otherwise as part of the agreement with the preferred proponent. SITE DEVELOPMENT GUIDELINES The District is committed to ensuring that development on the site is an asset to the community architecturally, socially, economically and environmentally. To that end, proposals should be based upon a requirement that the development be approved before commencement of the lease term, and that the subsequent development will comply with design, plans and specifications approved by the District. The District intends to work with the preferred proponent to finalize site development and design, and the form and details of a lease, prior to entering into the agreement to lease While the District will not be restricted from considering and proceeding with a proposal that does not contemplate this process, it is unlikely to do so. DEVELOPMENT COST CHARGES A schedule of Development Cost Charges that are presently anticipated to be payable with respect to development of the site is included in this document. SERVICING The District is not currently aware of any extraordinary servicing requirements and contemplates that on and off-site servicing will be settled and the required security posted once the detailed design of the approved development is completed and prior commencement of the lease term and issuance of the building permit. COMMUNITY AMENITIES Site development objectives include consideration of various potential community amenities, including community meeting space, public parking, daycare and services complementary to the adjacent Civic Centre. A proposal may propose such amenities as options to be considered, or as essential components of the proposed development. The proposal may include an estimate of the financial benefit of the proposed amenity to the community. The District may consider the value of the proposed amenity, financially, socially and culturally, in the overall value of the proposal to the community. Page 8 of 11
APPROXIMATE CALENDAR OF EVENTS RFP Issuance August 25, 2008 Site Visit September 8, 2008 Receiving of Proposals October 6, 2008 Begin Evaluation of Proposals October 7, 2008 Report to Council October, 2008 Begin Negotiating Agreement to Lease and form of Lease with preferred proponent (if any) Approval of Agreement to Lease by Council and proponent and subsequent execution October, 2008 November, 2008 Develop detailed site plan December/January, 2009 Public Review of site plan February/March, 2009 Public Hearings on Zoning and Official Community Plan April, 2009 Approval of Zoning, Official Community Plan May, 2009 Issuance of Development Permit Commencement of Lease Term June, 2009 Issuance of Building Permit Lessee s Discretion, subject to time limit contained in Lease This calendar may change, or be modified based upon receipt of proposals and refinement of schedules. Page 9 of 11
SITE DEVELOPMENT GUIDELINES 22 ND STREET AND MARINE DRIVE a) Objectives and Use Uses to be considered should: enhance the surrounding area; be complementary to uses on, and site design of the adjacent main civic area site; provide an attractive focal point on this pivotal corner; meet long term community needs; promote sustainability in building construction take advantage of the benefit of the central location and recognize the substantial public financial investment Primary use proposals anticipated include: Seniors oriented residential with services and potential care Ancillary community or limited commercial uses complementary to the site and the adjacent Civic Centre uses, including medical services Medical facilities as a primary use Secondary uses considered an asset: community uses such as meeting spaces, daycare, parking for the Civic Centre inclusion of lower cost rental accommodation Page 10 of 11
b) Site Development Guidelines: The site for construction includes the Wetmore lands (current 4 lots of 47,330 sq. ft.) and adjacent unopened lane (4,640 sq. ft.) for a total of 51,970 sq. ft. Landscaping and underground parking facilities for community use may encroach under the adjacent park. If a reconfiguration of the site and park could produce a community benefit from an enhanced park and community use perspective, it would be considered. The maximum building area would be approximately 91,000 sq. ft. An increase of 20% (18,000 sq. ft.) could be considered in exchange for the provision of free community space, affordable rental units, free community parking or other nonprofit uses of benefit to the wider community. (This square footage recognizes that while a building would not be built on the parkland components, the open space that it contributes and the corner location allow for a significant net density on the Wetmore lands.) It is recognized that up to about 8% - 10% of the building area may be in lobby and recreation or amenity space that is not included in the above and that parking, services and circulation in a basement is not included. Building height limited to a maximum of 3 to 6 storeys. The upper range would be considered if it could help in the provision of community benefits (e.g. community space at grade), landscaped roof decks or enhanced open space that would enhance compatibility with adjacent buildings and area scale. A proponent may include a building of up to approximately 12 storeys as an alternative for consideration in comparison with the 3 6 storey proposal. To be further considered, the alternative would not have additional floor area and would be expected to provide demonstrable benefit to the immediate area and intended users. Parking target of 1 space/400 sq. ft. of commercial use and 1/900 sq. ft. of residential, staff or community use unless a lesser car ownership ratio can be demonstrated for the seniors use. In all use and configuration scenarios, it is assumed that consideration would be given to public benefits on the site such as providing increased parking for the adjacent Civic facilities, an extension of the park image from John Richardson to Memorial Park, landscape and outdoor space amenities and uses such as medical services or community rooms that could be symbiotic with the surrounding uses. All scenarios could incorporate community uses such as adult or child daycare or community service spaces. The favoured building would employ environmentally sustainable construction practices, and incorporate sustainable building elements (such as following the standards in the Leadership in Energy and Environmental Design (LEED) green building rating system). Page 11 of 11