SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL

Agency: City of Vancouver
State: British Columbia
Type of Government: State & Local
NAICS Category:
  • 721110 - Hotels (except Casino Hotels) and Motels
Posted Date: Jan 8, 2020
Due Date: Feb 4, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Request For Proposal
RFP PS20190060 - SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL

On this page: General Description | Information Meeting | Document Downloads | Amendment | Addendum | Questions & Answers

LAST UPDATED:

Addendum

No updates

Amendment

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Questions & Answers

No updates

CONTACT

All enquiries regarding the RFP must be addressed to:

Jim Lowood, Contracting Specialist

Email: jim.lowood@vancouver.ca

All enquiries must be made in writing. In-person or telephone enquiries are not permitted.

PHONE NUMBER

604.873.7257

FAX NUMBER

604.873.7057

ENQUIRIES

purchasing@vancouver.ca

[Please specify proposal document number, proposal title and purchasing agent's name when sending email.]

Questions will be accepted, and answers posted, ONLY IF they are submitted in writing five working days prior to the bid closing date

CLOSING DATE & TIME

3:00:00 pm (Local Vancouver Time), Tuesday, February 4, 2020

All references to time in the RFP are references to the time in the City of Vancouver, as indicated in the electronic timestamp the Proposal receives upon delivery to the email address specified herein, which is in turn synchronized to Network Time Protocol (NTP) provided by the National Research Council of Canada adjusted to local Pacific Time Zone.

CLOSING LOCATION

SUBMISSION OF PROPOSALS

Proponents should submit their Proposals on or before the time and date specified in the bottom row of the table in Section 2.1 above (the “Closing Time”).

Each Proponent should submit its Proposal by email in accordance with the following:

•Subject of the file to be: PS# - Title – Vendor name.

•Document format:

oRFP Part C in PDF format – 1 combined PDF file,

oAppendix 3 (Commercial Proposal) in Excel format, and;

oAny other attachments if necessary

•Zip the files to reduce the size or email separately if needed.

•Send your submissions to Bids@vancouver.ca; do not deliver a physical copy to the City ofVancouver.
•If you did not receive an automated email within few minutes, check your junk folder first,and then contact Purchasing@vancouver.ca.
•Submitting the files via Drop box, FTP, or similar programs, is not acceptable.

To be considered by the City, a Proposal must be submitted in the form set out in Part C (the “Form of Proposal”), completed and duly executed by the relevant Proponent.

Amendments to a Proposal may be submitted via the same methods, at any time prior to the Closing Time.

Proposals are revocable and may be withdrawn at any time before or after the Closing Time.

Proposals received after the closing time may be returned unopened.

Faxed proposals will not be accepted.

Please visit our Bidding Procedures page for additional information.

General Description of Requirement

By this Request for Proposals (“RFP”), the City seeks proposals from qualified hotel management companies for the management and operation of the City-owned motel property located at 2400 Kingsway in Vancouver. Known as the 2400 Motel, this property consists of multiple motel room buildings used generally for overnight motel room rental purposes and two detached single-family dwellings used generally for monthly rental purposes (collectively, the “Motel”).

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Information Meeting

A site and information meeting (the “Site and Information Meeting”) will be held to enable Proponents to seek clarification with respect to any aspect of the RFP in a group forum. The details are as follows:

Date: January 22, 2020

Time: 10:00 AM.

Location: 2400 Motel, 2400 Kingsway, Vancouver

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Downloading the Document

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so will invalidate your bid.

Download

Description

SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL

APPENDIX 3 - COMMERCIAL PROPOSAL (OPERATING BUDGET AND PROJECT CASHFLOW

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Amendment

No amendment at this time.

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Addendum

No addendum at this time.

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Questions and Answers

No questions and answers at this time.

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Attachment Preview

REQUEST FOR PROPOSALS
SELECTION OF OPERATOR
FOR 2400 KINGSWAY MOTEL
RFP No. PS20190060
Issue Date: January 8, 2020
Issued by: City of Vancouver (the “City”)
REQUEST FOR PROPOSALS NO.PS20190060
SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL
TABLE OF CONTENTS
TABLE OF CONTENTS
PART A – INFORMATION AND INSTRUCTIONS ..................................................................A- 1
1.0 THE RFP ......................................................................................................... A-1
2.0 KEY DATES ...................................................................................................... A-2
3.0 CONTACT PERSON ............................................................................................ A-2
4.0 SUBMISSION OF PROPOSALS .............................................................................. A-2
5.0 CHANGES TO THE RFP AND FURTHER INFORMATION............................................. A-3
6.0 PROPOSED TERM OF ENGAGEMENT..................................................................... A-4
7.0 PRICING .......................................................................................................... A-4
8.0 EVALUATION OF PROPOSALS ............................................................................. A-4
9.0 CITY POLICIES.................................................................................................. A-5
10.0 LIVING WAGE EMPLOYER................................................................................... A-5
11.0 CERTAIN APPLICABLE LEGISLATION .................................................................... A-6
12.0 LEGAL TERMS AND CONDITIONS ......................................................................... A-6
APPENDIX 1 TO PART A............................................................................................... A-7
PART B – SCOPE OF WORK ........................................................................................... B-1
1.0 MOTEL BACKGROUND .......................................................................................B-1
2.0 CITY REQUIREMENTS ........................................................................................ B-3
3.0 CURRENT STATUS ............................................................................................ B-4
4.0 SERVICE AGREEMENT ........................................................................................ B-4
5.0 SECURITY CONSIDERATIONS .............................................................................. B-5
PART C – FORM OF PROPOSAL...................................................................................... C-1
APPENDIX 1 LEGAL TERMS AND CONDITIONS OF RFP ...................................................... C-3
APPENDIX 2 QUESTIONNAIRE ....................................................................................... C-8
APPENDIX 3 COMMERCIAL PROPOSAL.......................................................................... C-10
APPENDIX 4 PROPONENT’S REFERENCES ..................................................................... C-11
APPENDIX 5 CERTIFICATE OF INSURANCE .................................................................... C-12
APPENDIX 6 DECLARATION OF SUPPLIER CODE OF CONDUCT COMPLIANCE...................... C-13
APPENDIX 7 PERSONAL INFORMATION CONSENT FORM(S) ............................................. C-14
APPENDIX 8 SUBCONTRACTORS ................................................................................. C-15
APPENDIX 9 PROPOSED AMENDMENTS TO FORM OF AGREEMENT.................................... C-17
January 8, 2020
Page i
REQUEST FOR PROPOSALS NO.PS20190060
SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL
TABLE OF CONTENTS
APPENDIX 10 PROOF OF WORKSAFEBC REGISTRATION.................................................. C-18
APPENDIX 11 CONFLICTS; COLLUSION; LOBBYING ........................................................ C-19
PART D FORM OF AGREEMENT ....................................................................................D -1
January 8, 2020
Page ii
REQUEST FOR PROPOSALS NO.PS20190060
SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL
PART A – INFORMATION AND INSTRUCTIONS
SUMMARY
By this Request for Proposals (“RFP”), the City seeks proposals from qualified hotel
management companies for the management and operation of the City-owned motel property
located at 2400 Kingsway in Vancouver. Known as the 2400 Motel, this property consists of
multiple motel room buildings used generally for overnight motel room rental purposes and two
detached single-family dwellings used generally for monthly rental purposes (collectively, the
Motel”).
1.0 THE RFP
PART A – INFORMATION AND INSTRUCTIONS
1.1 Except as expressly stated otherwise in Appendix 1 of Part C of this Request for Proposals
(“RFP”): (i) no part of the RFP consists of an offer by the City to enter into any contractual
relationship with any Proponent; and (ii) no part of the RFP is legally binding on the City.
1.2 The City is interested in selecting a company submitting a Proposal in response to the RFP
(“Proponent”) which has the capability and experience to efficiently and cost-effectively meet
the objectives and requirements described in the RFP. The City currently expects to select
such a Proponent and enter into contract negotiations and, if the negotiations are successful,
enter into a contract with it for the services sought hereby (“Agreement”). However, the City
may: (i) decline to select any Proponent; (ii) decline to enter into any Agreement; (iii) select
multiple Proponents for negotiation; or (iv) enter into one or more agreements respecting the
subject matter of the RFP with one or more Proponents or other entities at any time. The City
may also terminate the RFP at any time.
1.3 The City currently intends that Proposals will be evaluated by the City in relation to their
overall value, which will be assessed in the City’s sole and absolute discretion. In assessing
value, the City expects to consider the factors described in Section 8.0 below, among others.
1.4 No bid security is required from Proponents in connection with the submission of Proposals
because Proposals will not be irrevocable or otherwise binding legal offers to the City. The
legal obligations of a Proponent that will arise upon the submission of its Proposal will be
limited to the terms and conditions stated under the heading “Legal Terms & Conditions” in
Appendix 1 to the Part C - Form of Proposal.
1.5 The execution of an Agreement may be contingent on funding being approved, and the relevant
Proposal being approved, by the Vancouver City Council.
1.6 The RFP consists of four parts, plus appendices:
(a) PART A – INFORMATION AND INSTRUCTIONS: This part is intended to serve as a guide to
the RFP process for Proponents.
(b) PART B – SCOPE OF WORK: This part describes the subject matter of the RFP, in
respect of which the City invites Proposals.
(c) PART C – FORM OF PROPOSAL: This is the form in which the Proposal should be
submitted.
(d) PART D - FORM OF AGREEMENT: This part contains a model Agreement (the “Form of
Agreement”). Any Agreement resulting from the RFP is expected to be substantially in
the form of the Form of Agreement.
January 8, 2020
Page A-1
REQUEST FOR PROPOSALS NO.PS20190060
SELECTION OF OPERATOR FOR 2400 KINGSWAY MOTEL
PART A – INFORMATION AND INSTRUCTIONS
2.0 KEY DATES
2.1 Potential Proponents should note the following key dates:
Event
Time and Date
Deadline for submission of Site and 3:00 PM January 20, 2020
Information Meeting registration form
(Appendix 1 to this Part A)
Site and Information Meeting
Deadline for Enquiries
10:00 AM January 22, 2020
5:00 PM on January 28, 2020
Closing Time
3:00 PM on February 4, 2020
2.2 All references to time in the RFP are references to the time in the City of Vancouver, as
indicated in the electronic timestamp the Proposal receives upon delivery to the email address
specified herein, which is in turn synchronized to Network Time Protocol (NTP) provided by the
National Research Council of Canada adjusted to local Pacific Time Zone.
3.0 CONTACT PERSON
3.1 All enquiries regarding the RFP must be made in writing and addressed to:
Jim Lowood
Email: jim.lowood@vancouver.ca
3.2 In-person and telephone enquiries are not permitted.
3.3 IF A POTENTIAL PROPONENT BELIEVES THAT THE CITY MAY BE UNABLE TO SELECT IT DUE
TO A CONFLICT OF INTEREST, BUT IS UNCERTAIN ABOUT THIS, THE POTENTIAL PROPONENT
IS URGED TO CONTACT THE ABOVE-MENTIONED INDIVIDUAL AS SOON AS POSSIBLE WITH THE
RELEVANT INFORMATION SO THAT THE CITY MAY ADVISE THE POTENTIAL PROPONENT
REGARDING THE MATTER.
4.0 SUBMISSION OF PROPOSALS
4.1 Proponents should submit their Proposals on or before the time and date specified in the
bottom row of the table in Section 2.1 above (the “Closing Time”).
4.2 Each Proponent should submit its Proposal by email in accordance with the following:
Subject of the file to be: PS# - Title – Vendor name.
Document format:
o RFP Part C in PDF format – 1 combined PDF file,
o Appendix 3 (Commercial Proposal) in Excel format, and;
o Any other attachments if necessary
Zip the files to reduce the size or email separately if needed.
January 8, 2020
Page A-2

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