181105 Town Hall MINThe Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
November 5, 2018
Council
noon
CONNECTED.
ENRICHAkn&IRED Chambers
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Andrew Gilvesy, Chair
Jesse Goossens
Rick Strouth
John Veldman
David Calder, CAO
Dave Rushton, Director of Finance/Treasurer
Cephas Panschow, Development Commissioner
Regrets:
Lana White, Deputy Clerk/Executive Assistant
1. Call to Order
The meeting was called to order at 12:16 p.m.
2. Adoption of Agenda
Resolution #1
Moved by: J. Goossens Seconded by: John Veldman
THAT the Town Hall Project Steering Committee Agenda dated November 5, 2018 be
approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
Town Hall Project Steering Committee Meetinq — Minutes ' -2-
4.
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4. Adoption of Minutes — September 11, 2018
Resolution #2
Moved by: J. Veldman Seconded by: P. Esseltine
THAT the Town Hall Project Steering Committee Minutes dated September 11, 2018 be
approved.
Carried
S. Other Business
i) Updated RFP (Redline and Clean copies)
Review and discussion took place regarding the updated Request for Proposal
document. A number of revisions were suggested as summarized below.
• Add price of land into document
• Section 1.11 - Review suitability of the 30 days for Financial Close with CPL
• For budget purposes, assume that all 3 proponents will receive the $8K in costs
• Section 1.19 — Confirm where this clause came from and if it is consistent with Town's
clause from other RFP
o Add wording or soften text such that the Town may accept a proposal where full
information is not provided
• Section 4.1(b) — Replace "Lisgar" with "Harvey Street" (also correct in other places)
• Section 6.2.(b) - Review bonding provided as part of the RFPQ process and ensure
consistency between that document and RFP
• Section 4.2 (d) (vii) — Compare Financial Statements requirement to information
provided as part of RFPQ stage and advise committee in writing once determined. Not
sure that Financial Statements requirement is suitable, especially considering info
provided earlier.
• Section 4.2 (d) (viii) and (ix) — Do we need all this information? Check with CPL.
• Section 4.2 (e) — Stipulate that design drawings will be required to be suitable for public
consultation and include a presentation component.
• Section 6.2 — Ensure description headings (... Value Added Features) are consistent with
Evaluation table descriptions
• Section 6.2 (e) — Ensure Financial score formula is suitable by reviewing with CPL
• Reference information will be qualitative
Town Hall Prosect Steering Committee Meeting — Minutes -3-
0
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• Section 7 (f) — Remove section on annual base rent increase as should be shown in the
lease terms provided by the proponent
• Section 7 (p) — Change to 120 days to be consistent
ii) Updated Statement of Requirements
The Committee reviewed the updated Statement of Requirements as drafted by the
consultant. A number of changes were suggested.
• Section 1.5 — Review this entire section as it general design standards should be
consistent with the 2012 Downtown Design Study. Remove use of glass and replace
with requirement for natural lighting
• Section 4.1.3.2 — Remove requirement for elevated council area. Why is server room
floor required to support 2,500 pounds per rack?
• Review Table 4.1.1.7 to ensure suitability of temperature control periods
• Minor corrections of institution and department names and errors
• Are Room data sheets general guidelines or specific? Concerns about missing
information, i.e. for Council Chambers: teleconference, master clock, projector, web
conference, etc
• TSR should be reviewed by Town Facility and IT Departments to ensure
appropriateness of specifications and technology requirements
• Should Electric Vehicle charging stations be specified?
Resolution #3
Moved by: Jesse Goossens Seconded by: John Veldman
THAT the Town Hall Project Steering Committee approve in principle the Request for
Proposal (RFP) document and the attached schedules including the revised Tenant
Statement of Requirements (TSR)as revised;
And That the RFP and TSR be provided to Tillsonburg Town Council for their review
and consideration.
Carried
6. Next Meeting — TBD
Town Hall Project Steering Committee Meeting — Minutes - -4-
7.
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7. Mayor Molnar invited members of the Committee to the Volunteer Appreciation Event. The
Mayor also suggest that the Committee should get together and tour some local Town Halls
that have recently been constructed or renovated.
8. Adjournment
Resolution #4
Moved by: Jesse Goossens Seconded by: Stephen Molnar
THAT the August 15, 2018 Town Hall Project Steering Committee meeting be adjourned at
1:55 p.m.
Carried