161124 Town Hall MIN=
ATTENDANCE:
Mayor Stephen Molnar
Councillor Penny Esseltine
Marty Klein, Chair
Andrew Gilvesy
John Veldman
Rick Strouth
David Calder
Cephas Panschow
Regrets:
Donna Wilson
Laurie Kirwin
Lana White
1. Call to Order
The meeting was called to order at 4:03 p.m.
2. Adoption of Agenda
Moved By: Rick Strouth Seconded By: Penny Esseltine
Resolution #1
THAT the Town Hall Project Steering Committee Agenda dated November 24, 2016 be
approved.
Carried
3. Adoption of Minutes – November 7, 2016
Moved By: Andrew Gilvesy Seconded By: Penny Esseltine
Resolution #2
THAT the Town Hall Project Steering Committee Minutes dated November 7, 2016, be
approved.
Carried
The Corporation of the Town of Tillsonburg
TOWN HALL PROJECT COMMITTEE
Thursday, November 24, 2016
4:00 p.m.
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Town Hall Project Committee Meeting Minutes, November 24, 2016 - 2 -
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. RFPQ 16-001, Town Hall Project
Presented By: CAO & Development Commissioner
The Development Commissioner provided a review of the revised RFPQ.
The RFPQ to be sent to those who have replied to date and widely circulated on RFP
websites and in the local newspaper.
Respondents are required to include an Option to Purchase with terms in the RFPQ.
Page 3, Section 2.1 – Project Vision and Objectives:
1st Bullet Point - Strike out “nucleus” and replace with “downtown core”
Paragraph 2 – Strike out “plus provisions for other tenants”
Paragraph 6 – Strike out second sentence (Expiration of 20-Year Concession Period)
Paragraph 7 – Strike out last sentence
Page 4 – Section 2.2 – Project Components:
Reword Heading of Column 3 to “Other Possible Developments”
Remove information under Column 2 - Expected Development and note as detailed in
the Space Needs Study
Add “To be Determined” under Column 3 regarding Outdoor Public Space
Strike out Section 2.3 – Terms of Agreement as this will be included in the RFP
Page 5 – Key Milestone Dates
Keep RFPQ Release Date as December 1, 2016, and extend the following dates by one
week.
Change the Approval by Council date to March 27, 2017 and add the wording “Council
approval to proceed to RFP stage”
Add Committee Review & Recommendation to Council under Stage 1 before Approval
by Council
Page 6 – Section 2.5 – Inquiries
All inquiries and/or questions regarding RFPQ to be directed to the Purchasing
Coordinator
Include contact details for Purchasing Coordinator
Town Hall Project Committee Meeting Minutes, November 24, 2016 - 3 -
Page 7 – Section 3.1 – Mandatory Requirements
Sections C & D – Strike out “Communications Management and public relations
strategies and outcomes”
Section F – Rename Heading to “Letter of Credit or Agreement to Bond”
Section F – Add requirement to provide a Letter or Credit or Agreement to Bond – Andy
to provide wording
If Respondent can’t provide items requested in the RFPQ, they can submit a letter
stating the reasons and still submit them at the time of the RFP.
Section G – Insurance – Strike out bullets and note that additional insurance coverage
will be requested at the time of the RFP
Staff to investigate Wrap-up liability coverage
Page 10 – Section 3.1 – Mandatory Requirements
Section H – Site Location – Replace “excludes” with “includes” (Prequalification Process)
Page 11 – Section 4.1 – Qualification of Proposals
Strike out “mandatory” in paragraph one and in table
Include statement – Failure to meet one or more of the requirements will not exclude a
respondent from consideration.
Remove Criterion column – Evaluation Committee to include comments as part of the
evaluation process as a measurement tool
Strike out “Performance Bond” and add “Agreement to Bond (M6)
Change M8 from Development Plan to Site Location
Include Development Plan under M9
Page 11 – Section 4.2 – Evaluation Committee
Replace “Evaluation Committee” in the second paragraph with “Town Hall Project
Committee”
A site location may be identified as owned by the Town, the Respondent or third party.
Page 12 – Section 4.4 – Submission of Response to RFPQ
Require (3) copies of Pre-qualification submissions and an electronic copy.
Town Hall Project Committee Meeting Minutes, November 24, 2016 - 4 -
Page 13 – Section 4.5 – Note to Respondents
Strike out “partnering” in the third paragraph
Page 15 – Section 4.11 – Changes to the Respondent’s Team
Strike out paragraph
Page 16 – Section 4.13 – Rights Reserved by the Corporation of the Town of
Tillsonburg
Strike out last paragraph
Amend cover page to note “Multi-use Town Hall” instead of “Municipal Offices” and include
Submission Deadline details.
A staff report to be presented to Council on November 28, 2016 with the committee’s
recommendations.
Moved By: Andrew Gilvesy Seconded By: Rick Strouth
Resolution #3
Resolved that the Town Hall Project Committee recommend that Municipal Council adopt
the terms and conditions as contained in the amended RFPQ with a closing date of
February 17, 2017.
Carried
6. Next Meeting – Will be at the call of the chair.
7. Adjournment
Moved By: John Veldman Seconded By: Andrew Gilvesy
Resolution #4
THAT the meeting of the Town Hall Project Committee, be adjourned at 5:14 p.m.
Carried