REQUEST FOR EXPRESSIONS OF INTEREST FOR THE … · 1. Expressions of interest must target the...

REQUEST FOR EXPRESSIONS OF INTEREST FOR THE DEVELOPMENT OF

AFFORDABLE FAMILY HOUSING

In The Pas, MB REOI #: #NHO-THE PAS-001 Issued By: Manitoba Housing – Northern

Housing Operations Issue Date: December 18th, 2015 Submission Deadline: February 19th, 2016 2:00 p.m. CDT Proposals must be enclosed in a sealed envelope addressed to: MAIL: Manitoba Housing Box 2550 The Pas, MB R9A 1M4 DELIVERY: Manitoba Housing 3rd Street & Ross Avenue (Room 131- Lower Level, Provincial Building – Main Entrance)

The Proponent’s name must appear on the face of the sealed envelope, as well as the REOI #, #NHO-The Pas 001 and Submission Deadline: February 19, 2016 2:00:00 CDT

TABLE OF CONTENTS

1. INTRODUCTION ________________________________________________________ 1

2. DESCRIPTION OF SITE __________________________________________________ 1

3. PROCESS _____________________________________________________________ 2

4. FINANCIAL ASSISTANCE _________________________________________________ 2

5. PROJECT SPECIFICATIONS ______________________________________________ 3

6. MANDATORY SUBMISSION REQUIREMENTS ________________________________ 4

7. SUBMISSION CONTENT _________________________________________________ 5

8. EVALUATION AND SELECTION ___________________________________________ 7

9. SUBMISSION CONDITIONS _______________________________________________ 8

10. INQUIRIES _____________________________________________________________ 9

11. ESTIMATED TIMELINES __________________________________________________ 9

APPENDICES:

APPENDIX “A”: SITE MAP _____________________________________________________ 1

APPENDIX “B”: PROGRAM INCOME LIMITS ______________________________________ 1

APPENDIX “C”: AFFORDABLE RENTS ___________________________________________ 1

APPENDIX “D”: VISITABLE DESIGN STANDARDS __________________________________ 1

APPENDIX “E”: ACCESSIBLE DESIGN CRITERIA __________________________________ 1

APPENDIX “F”: MHRC CONFLICT OF INTEREST POLICY AND GUIDELINES ____________ 1

APPENDIX “G”: PROCUREMENT GUIDELINES ____________________________________ 1

APPENDIX “H”: APPLICATION FORM ____________________________________________ 3

1 REOI #: NHO-THE PAS-001

1. INTRODUCTION Manitoba Housing would like to hear proponents’ ideas, concepts, or specific proposals to create new housing near the intersection of Centennial Avenue and Centennial Drive (the “Site”) in The Pas, Manitoba. The site dimensions are to be determined and will be made to suit the project. Manitoba Housing is issuing this Request for Expressions of Interest (“REOI”) directed to non-profit housing organizations interested in constructing affordable rental or cooperative family housing at the Site. The Manitoba Housing and Renewal Corporation (‘MHRC”) currently owns the Site and is prepared to transfer ownership of the property to the successful proponent. Affordable housing is a key priority for the Province of Manitoba and Manitoba Housing is continuing to work toward meeting the Province of Manitoba’s commitment to add five hundred (500) new affordable and five hundred (500) new social housing units. To assist in achieving this goal and, by way of its long-term strategic document “Strong Communities – An Action Plan”, Manitoba Housing, with funding support from the Canada Mortgage and Housing Corporation (CMHC), is prepared to offer financial assistance to help meet the continued need and demand for additional affordable family housing at the Site. Further information on Manitoba Housing’s Strong Communities – An Action Plan can be found online at http://www.gov.mb.ca/housing/pubs/hcd_strategicframework_web.pdf. A competitive project selection process is being used to ensure that the most appropriate, sound, and cost-effective project proceeds to commitment. Further details on the selection process can be found in Section 3 of this REOI document. 2. DESCRIPTION OF SITE The proposed project must be located within the site in The Pas, Manitoba, further described as follows:

Civic Address

TBD

Legal Description

RL-2-PS-0 Parcel 1 – THOSE PORTIONS OF RL 2, 3 AND 4 THE PAS SETTLEMENT LYING SOUTH & SW OF CENTENNIAL DRIVE PLAN PLTO. PARCEL 2 – THOSE PORTIONS OF RL 3, 4 AND 5 THE PAS SETTLEMENT LYING SE OF CENTENNIAL AVE PLAN 6243, NE OF CENTENIAL DRIVE PLAN 6243 AND SW OF ROAD PLAN 3545 PLTO

Roll Number

250107.000

Present Use

Vacant - Forested

Parcel Size 28.17 acres Current Zoning

Residential 2

The site is located near a developed area. The neighbourhood is comprised of residential and institutional (education campus) and some commercial uses.

http://www.gov.mb.ca/housing/pubs/hcd_strategicframework_web.pdf


The Site is currently zoned Residential 2 and a re-zoning application will be required to accommodate the proposed project. Proponents are encouraged to consult with The Town of The Pas by calling 204-627-1109 on zoning requirements for their proposed project concept. A map of the Site can be found attached as Appendix “A”. The map is not intended to depict actual property boundaries and is provided for context only. There is no formal site visit planned for this REOI but proponents are encouraged to view/investigate the site. 3. PROCESS The selection process includes this REOI stage and possibly a subsequent Request for Proposals (“RFP”) stage. Northern Housing Operations reserves the right not to conduct a further RFP or to proceed further with this REOI in the event of insufficient response to this REOI or other circumstances at Manitoba Housing’s discretion. Submitted expressions of interest will be reviewed by a Manitoba Housing evaluation committee to gauge proponent interest in developing the Site, the general viability of the proposed housing initiatives as well as how the proposed housing initiative meets the mandate and strategic priorities of Manitoba Housing. Manitoba Housing’s mandate and strategic priorities can be found in “Strong Communities – An Action Plan” as referenced in Section 1. Once this initial review is complete, Northern Housing Operations may proceed to the RFP stage and request detailed proposals from those proponents who have expressed a project interest and with whom Manitoba Housing wishes to further explore project development opportunities. Detailed proposals will be reviewed with the intent to enter into a purchase/sale agreement for the Site with Manitoba Housing and a Financial Assistance Agreement (FAA) with Manitoba Housing. A template copy of Manitoba Housing’s FAA is available upon request by contacting the Contract Administrator with Manitoba Housing. 4. FINANCIAL ASSISTANCE Financial assistance from Manitoba Housing is a one-time capital contribution toward the project in the form of a fully forgivable loan that does not have to be repaid if select terms and conditions are adhered to. An FAA must be executed in order to ensure, among other requirements, that the units remain affordable for a minimum 15 year period. Housing units eligible for financial assistance from Manitoba Housing must be leased to families with low- and moderate-incomes in accordance with the Program Income Limits as set out in Appendix “B” and the units must lease at the applicable Affordable Rents as set out in Appendix “C”. The level of financial assistance available is intended to allow the project to charge Affordable Rents. However, funding will be capped at the lesser of the following:

(a) 35 per cent of total eligible project capital costs; or (b) up to $75,000 per affordable housing unit


The maximum financial assistance available under this REOI is $1,800,000; however proponents may propose the development of more than 24 family units within their project. Proponents must be prepared to leverage equity from additional sources. Proponents are encouraged to explore additional financial incentives through programs such as Manitoba’s Rental Housing Construction Tax Credit which can be found by visiting http://www.gov.mb.ca/housing/mh/progs/rental_housing_tax_credit.html. Proponents may incorporate units into a development plan that may be leased above applicable Affordable Rents, (units offered at market rents) provided appropriate need/demand exists to support such an approach. However, financial assistance from Manitoba Housing will only be provided on a prorated basis to units which will be leased at or below applicable Affordable Rents. Financial assistance will be secured by way of a registered mortgage between Manitoba Housing and the accepted proponent, with the principal due reduced on a monthly basis over a 15 year period. No payment of the principal or interest is due as long as all obligations of the accepted proponent under the FAA are met. Manitoba Housing may also make available a limited amount of rent-geared-to-income (RGI) assistance to help further decrease rents so that they are affordable for lower-income households. Manitoba Housing’s Proposal Development Funding program (“PDF”) is not available to proponents who intend to submit an expression of interest at this stage. However, PDF may be made available to qualifying proponents who are selected to submit a detailed proposal under the prospective RFP. PROJECT SPECIFICATIONS

Eligible proponents include municipalities, private and public/municipal non-profit corporations, housing cooperatives, private developers and First Nations Housing Authorities. These proponents are encouraged to pursue partnerships with other non-profit or private sector groups in order to leverage financing. The proposed project must be financially self-sufficient and must not depend on ongoing operating assistance or public operating subsidies. Expressions of interest must target the development of affordable rental or cooperative housing for families. Proponents must ensure that both the shelter and any service components of a project are independently self-sustaining, as no individual component can be used to subsidize the other to reach economic viability. This requirement also applies to situations where the expression of interest includes the planned development of non-residential or commercial space, as both the shelter component and any non-residential or commercial portion of a project must be independently self-sustaining. Proponents are strongly encouraged to include a unit mix that is most desirable to serve the target population and which best addresses community need. Financial assistance will however, be prioritized for the development of family sized units or units with two or more bedrooms.

http://www.gov.mb.ca/housing/mh/progs/rental_housing_tax_credit.html


Manitoba Housing will not provide financial assistance to support the development of other unit types, including studio units, except in appropriately documented special circumstances deemed satisfactory at Manitoba Housing’s sole discretion. Affordable housing units eligible for financial assistance from Manitoba Housing must target the following dimensions:

Units must be occupied in accordance with National Occupancy Standard. Floor areas for units designed for an individual living with a disability may exceed unit sizes consistent with Affordable Rents for the geographic area, to accommodate mobility requirements. As a guideline, accessible units should be no greater than 12 per cent above the unit sizes identified above. Proponents are encouraged to ensure a modest and spatially efficient project design. The following features are ineligible for financial assistance and should not be included in areas that receive financial assistance from Manitoba Housing:

• Dishwashers • Microwaves • Central vacuum systems • In-sink disposal unit • Motion activated sink faucet • Skylights • Jetted bathtubs • Fireplaces (in units and common areas) • Greenhouses • In-suite laundry (not applicable for townhouses) • Non-standard wall, ceiling and floor finishes • Common areas finished with costly detailing

Projects not eligible under this REOI include supportive housing, nursing homes, and other long-term care facilities, shelters and crisis care facilities, and ownership housing of any kind. Proponents will ensure project designs meet Manitoba Housing’s design criteria which include Manitoba Housing’s Visitable Design Standards as outlined in Appendix “D” and Manitoba Housing’s Accessible Design Criteria as outlined in Appendix “E”. Additionally, proponents must be committed to meeting Manitoba Hydro’s Power Smart New Buildings Program 2.0 – Performance Path. More information on the New Buildings Program can be found by visiting Manitoba Hydro’s website at: http://www.hydro.mb.ca/your_business/new_building/index.shtml 5. MANDATORY SUBMISSION REQUIREMENTS

Unit Type Size (m2) Size (sq. ft.) 1-Bedroom 55 594 2-Bedroom 72 779 3-Bedroom 89 960 4-Bedroom 105 1,130

http://www.hydro.mb.ca/your_business/new_building/index.shtml


Each expression of interest will be screened to ensure that it meets the basic mandatory requirements listed below. Any expression of interest that fails to meet all of the mandatory criteria will not be considered further. The mandatory requirements are:

1. Expressions of interest must target the development of affordable family housing in The

Pas, MB.

2. Proponents must submit five (5) hard copies of their expression of interest in a sealed envelope clearly and legibly identified on the outside and delivered to:

ITEM # CONFIDENTIAL – REOI NHO-THE PAS-001 Mail: Manitoba Housing

Box 2550 The Pas, MB R9A 1M4 DELIVERY: Manitoba Housing (Room 131- Lower Level, Provincial Building – Main Entrance) 3rd Street & Ross Avenue, The Pas MB

Expressions of interest submitted by facsimile transmission (fax) or electronic mail (e-mail) will not be accepted.

3. Expression of interest must be received no later than the Submission Deadline on Friday, February 19th, 2016 at 2:00 pm CDT at the above address.

It is solely the proponent’s responsibility to ensure that their expression of interest is received at the designated location prior to the submission deadline.

Expressions of interest received after the deadline will not be accepted and will be returned to the proponent unopened.

4. Submitted expressions of interest must include the Application Form (Appendix “H”)

signed in ink by the appropriate signing officer or officers of the proponent.

5. Submitted expressions of interest must additionally include written confirmation that the proponent is willing to meet the following requirements:

i. Unit sizes consistent with those outlined in Section 5 of this REOI ii. Manitoba Housing’s Visitable Design Standards iii. Manitoba Housing’s Accessible Design Criteria iv. Manitoba Housing’s Procurement Guidelines v. Manitoba Hydro’s Power Smart New Buildings Program 2.0 –

Performance Path

6. Submissions under this REOI must not include supportive housing, nursing homes, and other long-term care facilities, shelters and crisis care facilities, and ownership housing of any kind.

7. SUBMISSION CONTENT


Simplicity and clarity of responses are important. Proponents should avoid including extraneous, repetitive or irrelevant information. All submissions should be submitted in an 8.5” x 11” format and bound in such a manner as to lay flat when opened. Proponents should include the following in their submitted expression of interest:

a. Proponent Information: • A profile of the proponent, including the proponent’s experience in housing

development and property management.

b. Development Team Information: • A list of all development team members and their respective roles in the project

including any architectural firms or project development consultants that have been or will be engaged.

• A brief profile of each team member’s experience in developing affordable housing.

• An explanation of how and why each consultant was selected.

c. Project Concept: • A narrative of the overall project concept and development approach. • Identification of the specific target population(s) to be served. • Proposed number, type and size of units. • Any preliminary conceptual drawings, including site plans, if available. • A list of special design and amenity considerations. • A high level description of any intended green building or sustainable design

practices. • Number and location of parking spaces to be provided. • A high level description of intended accessibility features.

If applicable, please provide:

• A description of any non-residential or commercial portion of the project, including the marketing plan for each use.

d. Site and Neighbourhood:

• A description of how the proposed project concept is suitable for the site. • A description of how the proposed project and building design is compatible with

the neighbourhood. • A description of the required site zoning, including any known pertinent

information that may impact rezoning or necessary variances.

e. Financial Plan, Project Viability and Value for Money: • Describe the cost assumptions used to complete the capital budget including the

class of construction cost estimate used and the source of the construction cost estimate.

• A list of prospective capital funding sources including equity contributions, grants, and all related estimated funding amounts.

• Describe the estimated amount of mortgage financing required, the proposed amortization period, interest rate and term.

• Describe the cost assumptions used to complete the operating budget.


• Describe any cost contingencies and related amounts included in the estimated capital and operating budgets.

• Describe how the project will be financial viable and how the long-term viability of the project can be protected.

f. Partnerships:

• Provide details of any relevant partnerships with other non-profits or private sector groups.

g. Development Timetable

• A broad outline of the envisioned milestones and related timelines for complete project development.

h. Application Form

• A completed and appropriately signed Application Form (attached to this document as Appendix “H”). The Application Form must be signed and completed with as much detail as possible.

8. EVALUATION AND SELECTION All expressions of interest will be opened following the noted deadline. The evaluation committee will be made up of representatives from Manitoba Housing. The evaluation committee will be responsible for reviewing and evaluating expressions of interest submitted in response to this REOI and recommending those projects for which Manitoba Housing wishes to receive a second, more detailed project proposal. Manitoba Housing may retain additional committee members or professional advisors as is determined to be prudent or necessary. All eligible expressions of interest will be considered although preference will be given to responses which:

• Are put forward by proponents with extensive and successful documented experience in the development and/or management of housing, or who intend to link with partners and/or consultants with more substantial experience.

• Are clearly described and are based on a sound/logical project concept.

• Target family housing that provides appropriate accommodation for families.

• Provide an architectural vision which complements the surrounding neighbourhood.

• Incorporate sustainable design and green building principles which go beyond Manitoba Hydro’s Power Smart New Buildings Program 2.0 –Performance Path and which do not compromise overall project feasibility.

• Include a commitment to incorporating procurement practices that support

apprenticeship training and skills development as part of the tender evaluation process.

• Provide realistic estimated project capital and operating budgets.


• Reveal no heightened level of risk which would inhibit project advancement or completion.

• Can move ahead to the construction stage within a reasonable timeframe.

• Are aligned with the strategic priorities of Manitoba Housing. 9. SUBMISSION CONDITIONS Expressions of interest must be submitted in a sealed envelope and delivered, by mail or by courier to the address noted in Section 6 of this REOI document. Expressions of interest, once submitted, become the property of Manitoba Housing. All expressions of interest will be kept in the strictest of confidence subject to such disclosure as may be required under the provisions of The Freedom of Information and Protection of Privacy Act or The Personal Health Information Act. It is solely the proponent’s responsibility to ensure that the expression of interest is received at the designated location prior to the submission deadline. Manitoba Housing may, at any time before the submission deadline, issue written addenda correcting errors, discrepancies, or omissions in the REOI or clarifying the meaning or intent of any provision therein. Manitoba Housing will make reasonable efforts to forward addenda to all registered recipients of the REOI document however, the proponent is responsible for ensuring that it has received and reviewed all addenda. Addenda will be available on the Manitoba Housing internet site and the proponent is responsible for monitoring the website ensuring that it has received and reviewed all addenda. The proponent shall acknowledge receipt of addenda on the Application Form (Appendix “H”). Failure to acknowledge receipt of addendum may render an expression of interest non-compliant. No expression of interest will be considered which is received after the submission deadline. No expression of interest will be considered from a proponent where Manitoba Housing, determines that a potential conflict of interest exists. The Conflict of Interest Policy and Guidelines are attached as Appendix “F”. No expression of interest will be considered that is in any way conditional or that proposes to impose conditions on Manitoba Housing that are inconsistent with the requirements of this REOI and the terms and conditions stipulated herein. The submission of an expression of interest, its receipt by Manitoba Housing, and the opening of an expression of interest, or any one of those, does not constitute Manitoba Housing’s acceptance in any way. Manitoba Housing may reject or accept all or any part of any submitted expression of interest. Furthermore, an invitation by Manitoba Housing to submit a further detailed project proposal does not guarantee any level of further project support from Manitoba Housing. Manitoba Housing reserves the right to reissue this REOI where, in the opinion of Manitoba Housing, an insufficient number of submitted expressions of interest warrant acceptance or where it would be in the best interest of Manitoba Housing to do so. Costs incurred in the preparation, presentation and submission of an expression of interest submitted under this REOI shall be borne entirely by the Proponent. Manitoba Housing shall be responsible for any liabilities, costs, expenses, loss nor damage occurred, sustained or suffered


by any proponent, prior to or subsequent to, or by reason of any delay in the acceptance of an expression of interest. Proponents are cautioned not to finalize their project designs as Manitoba Housing requirements may impact final design. Manitoba Housing shall be responsible for any costs required to adjust project designs. Manitoba Housing reserves the right to request proponents to clarify any information related to their expression of interest. Submission of an expression of interest in response to this invitation constitutes an acknowledgement and acceptance of the conditions set forth herein. 10. INQUIRIES All inquiries related to this REOI should be directed to: Manitoba Housing Theresa Manko, Project Officer Email: [email protected] Fax: 204-623-6114 Arrangements will be made for the appropriate staff person to provide a written response to the questions. 11. ESTIMATED TIMELINES Expressions of interest submitted under this REOI proceed through an application and review process as outlined in Section 8. The following timelines are targets only and are subject to revision by Manitoba Housing. Projected Milestone Timeline REOI release December 18th 2015 Expressions of interest submission deadline February 19th 2016 Conclusion of expression of interest review Mid-March 2016 Notification letters to proponents April 2016


APPENDIX “A”: SITE MAP

This map is not intended to depict actual property boundaries and is provided for context only. Possible locations shown in orange.


APPENDIX “B”: PROGRAM INCOME LIMITS

To ensure that units produced as a result of this REOI are made available to low and moderate-income family households, tenants must have a total household income at or below the upper limit of the Second Quintile of Family Housing Income (2QFI) for Manitoba. At this time, the current upper income limit of 2QFI in Manitoba $69,671. Total income includes wages and salaries, net income from self-employment, investment income, retirement pensions, and miscellaneous income such as alimony or government transfer payments.


APPENDIX “C”: AFFORDABLE RENTS

Affordable Rents refer to the maximum monthly rent, inclusive of essential utilities (heat, electricity, and water), for a designated market area and unit type. Applicable affordable rental rates for The Pas are currently as follows:

Please note that these rent levels may be updated without notice during the REOI process.

2015 AFFORDABLE WARM RENTS (includes heat, electricity, water) 1 Bedroom 2 Bedroom 3 bedroom 4+ bedroom

The Pas $643 $833 $1,097 $1,240


APPENDIX “D”: VISITABLE DESIGN STANDARDS

Visitable housing is the concept of designing and building homes with a basic level of accessibility. Visitable homes provide independent access for everyone, including people with limited mobility or those with disabilities. A level entrance provides easier access to the home for all ages and abilities. People who may require the use of mobility aids such as wheelchairs, walkers or scooters, as well as seniors and families with small children, can benefit from visitable homes. Visitable Design Features

• One level, no-step entrance – minimum 36 inches (91.4 centimetres) wide – on an accessible route;

• Wider doorways – minimum of 32 inches (81.3 centimetres) clear passage throughout; and,

• A wheelchair accessible bathroom on the main floor. Other Visitable Design Features that can be included to improve a home

• Reinforced bathroom walls (for the installation of grab bars, if desired); • Levered door handles and single-lever kitchen and bathroom faucets; • Raised electrical outlets – 18 inches (45.7 centimetres) from the floor; • Lowered climate controls; and, • Lowered light switches – 48 inches (121.9 centimetres) from the floor.


APPENDIX “E”: ACCESSIBLE DESIGN CRITERIA

While the following accessible design features are minimum mandatory requirements, Manitoba Housing encourages proponents to incorporate design initiatives that go beyond those listed below. The Manitoba Building Code, the National Building Code, the Fire Safety Code and municipal code/requirements take precedence over these requirements. Where there is a difference in requirements, the most stringent shall apply.

Required Features within Accessible Units (excludes common areas)

Minimum (mm)

Maximum (mm)

Preferred (mm)

Doorways Clear Width 850 950 915

Door hardware Height from floor 915 1220

Lever handles on interior doors and unit entrance door

Easily opened doors

Second peep hole Height from floor 1,100 1,100

Hallways with the unit Width 915 1,220

Turning radii (all rooms) 1,500 1,750

Window sills Height from floor 800

Outlets (telephone, cable, etc.) Height from floor 450

Light switches and intercom Height from floor 1,220

Thermostat controls Height from floor 450 1,220

Rods in clothes closets/shelves Height from floor 900 1,220

Lateral transfer area – by toilet 900

Bathroom sink Height from floor 800 860

Mirror Height from floor 1,000 or tilted

Medicine cabinet Height from floor 1,220

Pull-up space under bathroom sink

Offset pipes and drains under sinks

Grab bars in bathroom (with reinforced bathroom walls) – design all towel bars as grab bars.

2

Hand-held shower on an adjustable rod

Pull-down seat in shower

Single lever pressure balanced faucets

Knock-out cupboards below kitchen sink

A refrigerator with a bottom mounted freezer

Kitchen Counter Height from floor 810 850

Rocker-style or large knob light switches


APPENDIX “F”: MHRC CONFLICT OF INTEREST POLICY AND GUIDELINES

INTRODUCTION The Manitoba Housing and Renewal Corporation (MHRC) in coordination with the Province of Manitoba is charged with the responsibility of protecting the public interest, particularly in regards to accountability for the spending of tax dollars. External agencies are perceived by the public as extensions of government. As such, boards of directors and employees of external agencies delivering services on behalf of government are accountable to the public and are particularly vulnerable to charges of conflict of interest. As a funder of many external agencies, the Province of Manitoba expects agencies to adopt the following conflict of interest policy and guidelines for their boards of directors and employees. By stating clearly the standards of conduct expected of board members and employees, the guidelines serve as a preventative measure so board members and employees do not inadvertently place themselves in a position of perceived, potential or actual conflict of interest. Furthermore, the sections dealing with disclosure and appeals provide for avenues to clarify and resolve issues before they become a problem. The aim of the conflict of interest guidelines is to strike a balance between legitimate protection of public interest and the protection of the board members’ and employees’ personal and professional interests. It is the responsibility of the board of directors to ensure that these guidelines are communicated to all board members and employees of the individual external agencies and to establish procedures for ensuring compliance with the standards set out in the policy and guidelines. POLICY STATEMENT The Province of Manitoba expects boards of directors and employees of external agencies which it funds to maintain high standards of integrity, impartiality and ethical conduct. Board members and employees must be constantly aware of the need to avoid situations which might result either in actual, potential or perceived misconduct, or conflicts of interest and to conduct themselves in a manner which commands the respect and confidence of their fellow citizens. This policy, including disclosure requirements, applies to all members of the boards of directors and all employees of external agencies. The policy and guidelines contained herein should complement rather than replace the provisions of relevant legislation, or any other statute, collective agreement, rule or statement which applies to boards of directors or employees of external agencies, and in the event of a conflict, relevant legislation shall govern and supersede this policy. DEFINITION A conflict of interest is any situation in which a board member or employee of an external agency has an employment, business or personal interest which results or appears to result in: (a) an improper material interest or an advantage by virtue of the person’s position; (b) an interference with the objective exercise of the person’s duties.


A material interest includes any matter or situations where a board member or employee has a direct or indirect financial or other interest beyond the interest of an ordinary citizen. REQUIREMENTS FOR DISCLOSURE Members of the boards of directors and employees of external agencies are responsible for disclosure of any situation or matter where they have an actual or perceived conflict of interest or the potential for a conflict of interest. Conflict of interest declarations should be filed annually at a minimum or updated immediately where: (a) an actual, potential or perceived conflict situation arises where none existed previously; (b) change occurs which alters the nature or degree of the conflict, subsequent to a declaration being made. Where a conflict of interest has been found to exist, the board member or employee, if necessary, will be required to take steps to avoid the conflict of interest. As well, where a perceived or potential conflict situation may exist, the board member or employee will be provided with advice on what steps need to be taken to remove the perception of or other potential for a conflict of interest. Where a board member is unsure whether any conflict of interest may exist, it is his/her responsibility to seek clarification from the board of directors. A board member shall disclose in writing to the board of directors, or request to have entered in the minutes of meetings of the board of directors, the nature and extent of his/her interest. The board of directors shall decide by majority vote of other members at the meeting whether a perceived or actual conflict of interest exists in the case of a board member. No board member shall be present during any discussions of the board or vote on any matter where it has been decided that a material interest exists. The minutes of the board meeting shall in each case record the member’s disclosure of interest and the fact he/she took no part in the discussion or decision. In addition, the board member must refrain from attempting, directly or indirectly, to influence the decision of the board. The board of directors may choose to delegate to an executive committee of the board, the authority to decide whether a material interest exists for board members. If the executive committee of the board cannot decide, the matter shall be referred to the full board for decision. Where an employee is unsure whether any conflict of interest may exist, it is his/her responsibility to seek clarification from the board of directors or the board’s delegate. An agency employee shall disclose in writing to the board of directors, or the board’s delegate, the nature and extent of his/her interest. The board of directors shall decide by majority vote whether a perceived, potential or actual conflict of interest exists in the case of an employee.


The board of directors may choose to delegate to the executive director or executive management committee, the authority to decide whether a material interest exists for employees, subject to a quarterly review and ratification of those decisions by the board. If the board’s delegate cannot decide, the matter shall be referred to the board of directors for decision. No employee shall participate in negotiations, decision-making or activities where it has been decided that a material interest exists. GUIDELINES The range, complexity and unique nature of individual external agencies’ activities are such that it is not possible to outline all conflict of interest situations. Board members and employees shall not engage directly or indirectly in any personal business transaction or private arrangement for personal profit which accrues from or is based upon their official position or authority or upon confidential or non-public information which they gain by reason of such position or authority. Board members and employees shall not divulge confidential or restricted information to any unauthorized person or release such information in advance of authorization for its release. Board members and employees shall not act in any official matter where there is a personal interest which is incompatible with an unbiased exercise of official judgement. Board members and employees must declare where they have direct or indirect personal business or financial activities which conflict with their official duties and responsibilities. Board members and employees shall not place themselves in a position where they are under obligation to any persons who might benefit from special considerations or favours on their part. APPEALS A board member who disputes the manner of application of these guidelines within his/her agency may appeal such application to an independent arbitrator agreed to by both parties. An employee who disputes the manner of application of these guidelines may appeal such application to the board of directors. A board member or employee, at his/her option, may have a representative present at the appeal. DISCIPLINARY ACTION Departure from any of these rules by board members, without the specific prior approval of the majority of board members, may be cause for dismissal from the board. Departure from any of these rules by employees, without the specific prior approval of a board of directors, or board’s delegate, may be cause for disciplinary action.


SPECIFIC PROVISIONS FOR AGENCIES While the guidelines mentioned above should be sufficient to protect against conflict of interest in a vast majority of cases, individual agencies may wish to develop additional more specific conflict of interest guidelines. In certain cases, the Minister may request more specific conflict of interest guidelines. These additional guidelines may also be necessary in response to particular statutory requirements, specific operational requirements, problems unique to a particular agency or at the request of Government. On request, any additional guidelines developed for an organization should be made available to Government for approval prior to distribution and implementation.


APPENDIX “G”: PROCUREMENT GUIDELINES

While Manitoba Housing will consider a number of procurement techniques under specific circumstances, the standard and preferred technique is public general tender. Any departure from public tendering will require the proponent to provide a thorough rationale for their intended method and requires approval by Manitoba Housing. 1) For General Contract

• A minimum three week public tender period is required. • At least three (3) bona fide bids must be received (see definition of bona fide

Construction Manager, below). • A 10% Bid Bond and a 50% Performance Bond, in favour of the owner, is required. • The Contractor must be experienced and capable of performing the work under the

contract, satisfactory to Manitoba Housing. • The Contract must be reviewed by and acceptable to Manitoba Housing prior to

tendering. 2) For General Contract (Invitational Tender)

• Requirements are the same as above except the tender would be invitational to at least five (5) bidders acceptable to Manitoba Housing.

• Manitoba Housing approval is required prior to tender. 3) For Construction Management

• A minimum of 75% of the total construction budget must be fixed prices based on signed contracts with sub-trades/suppliers prior to commitment.

• No advances for any portion of the work will be made unless signed contracts are in place.

• All sub-trades will be competitively tendered. A minimum of three bona fide bids must be received for each sub-trade tender.

• Fee proposals from at least two bona fide construction managers must be received. Fee proposals should be based on complete working drawings and specifications but must be based on at least completed preliminary drawings and outline specifications for the project, which include the designs of all major systems and subsystems, as well as the results of all site/installation investigations.

• Construction managers must have completed at least two projects of comparable scale and complexity on time and within budget as indicated by evidence satisfactory to Manitoba Housing. Projects would generally be deemed comparable if they involve the same building technique and/or housing form and are at least 75% of the scale of the proposed project. The time period of the previous experience is relative only to the degree that the firm still has the skills and adequate staff available with the skills which were applied in the previous comparable projects.

• The Management Fee must be within current market limits and acceptable to Manitoba Housing.

• Fee structure will be: 25% pre-construction stage; 65% construction stage: fee divided by number of months in schedule and if

project falls behind, then monthly fee is postponed; 10% post construction stage.

• The Construction Manager must have no more than (0.15% x construction budget) autonomous signing authority.


• The Site Supervisor's remuneration must be specifically identified and acceptable to Manitoba Housing.

• All sub-trades with contract values over $25,000, or 5% of the construction budget, must provide a 50% Performance Bond or a 50% unconditional irrevocable Letter of Credit approved as to form and held by the owner's Lawyer. The owner may choose to require more Surety from Sub-Contractors.

• Sub-trades with prices less than 90% of the next lowest bid must be bonded. • The construction budget must be acceptable to Manitoba Housing and consist of a

minimum 5% contingency (new construction) or 10% contingency (rehab or conversion). General Conditions must represent 5% of the total construction budget, unless otherwise accepted by Manitoba Housing.

• The total construction budget (including the above noted requirements) must not exceed the project's valuation as determined by a registered quantity surveyor appointed by Manitoba Housing at their option.

• Conflicts of interest are disallowed; for example, the architectural firm cannot act as construction manager, the construction management firm cannot be a tendered sub-trade or supplier, the development consultant cannot be either a sub-trade or construction manager, etc.

APPENDIX 'H' REOI: NHO-THE PAS-001SECTION 1: PROPONENT INFORMATION

Name of Proponent:

Legal Name of Proponent:

Contact Person Name: Title

Phone Number: Alternate Phone Number:

Email Address:

Mailing AddressApt. Street Number Street Name PO Box

Municipality Province Postal Code

Corporation Type:

Corporate Status:

Incorporated (attach articles) Date:

GST Registration Number:

SECTION 2: DEVELOPMENT TEAM (please provide all known information)

Project DevelopmentCompany Name Contact Name Title

Phone Number Email Mailing Address

ArchitectCompany Name Contact Name Title


Law FirmCompany Name Contact Name Title


Other (specify):Company Name Contact Name Title


APPENDIX 'H' REOI: NHO-THE PAS-001

SECTION 3: SUMMARY OF PROPOSED PROJECT

Please provide all known informationProject Name:

Target Market: Tenure Type:

Family Rental

Other (specify): Cooperative

Other (specify):

Dwelling Type: Construction Method:

High-Rise Apartment (8+ Storeys) Wood Frame

Mid-Rise Apartment (5-7 Storeys) Concrete Frame

Low-Rise Apartment (2-4 Storeys) Steel Frame

Motel/Hostel Style (1 storey) Other (specify):

Other (specify):

Heating Fuel/Source: Heating System:

Electricity Natural Gas Forced Air Radiant

Ground Source Geothermal

Other (specify): Other (specify):

Elevators: Zoning:

Elevatored Building # of elevators Existing Zoning

Non-Elevatored Building Required Zoning

Parking: Energy Efficiency Program:

Surface Parking # of stalls Manitoba Hydro New Buildings Program 2.0

Underground Parking # of stalls LEED (specify target):

Other (specify below): # of stalls Other (specify):

Total Number of Parking Stalls

The Pas, Manitoba


SECTION 3: SUMMARY OF PROPOSED PROJECT (continued)

Total Gross Area of Building(s) (sq. ft.): (a)

(b)

(c)

Total Gross Residential Portion (sq. ft.): [(b) + (c)] (d)

Residential Portion of Building Area: [(d) / (a) x 100] % (e)

(f)

Non-Residential Portion of Building Area: [(f) / (a) * 100] % (g) *

* Lines (e) and (g) should amount to 100 percent when added together.

Circulation and Service Areas

Total Gross Non-Residential Space (sq. ft.)

Other (please specify)

Other (please specify)

Total Gross Residential Other Space (sq. ft.)

Non-Residential PortionDescription of Non-Residential Space

(please specify)Size (sq. ft.)

Modest Amenity Space

Residential Portion - UnitsUnit Type

(No. of Bedrooms)Market or Affordable

UnitNo. of Units Unit Size (sq. ft.)

Total Gross Residential Unit Space (sq. ft.)

Residential Portion - Other

Description Size (sq. ft.)

Circulation and Service Room Areas


SECTION 4: OPERATING BUDGET

Monthly Rent

1 Bedroom

2 Bedroom

3 Bedroom

4 Bedroom

Monthly Rent / Co-op Housing

Charge

1 Bedroom2 Bedroom

3 Bedroom

4 Bedroom

1. Base Rents (Market Units + Affordable Units)

2. Parking ( spaces @ $ /month)

3. Laundry

4. Surcharges, user fees, etc.

5. Other (specify):

6. Total Annual Revenue for Residential Portion (lines 1 to 5)

7. Specify:

8. Specify:

10. Total Annual Revenue (line 6 + 9)

Estimated Annual Operating RevenueResidential Portion - Rental Revenue Proponent Estimate MHRC Use

Non-Residential Portion

9. Total Annual Revenue for Non-Residential Portion (lines 7 to 8)

# of Units Rent

Annual

Total Market

Total Affordable

Rent / Co-op Charge Includes

Residential Portion - Non-Rental Revenue

Annual

# of Units

Market Units (if applicable)

Affordable Units


SECTION 4: OPERATING BUDGET (continued)

11. Maintenance and Repairs

12. Elevator

13. Snow and Waste Removal

14. Grounds Maintenance

15. Other (specify):

16. Subtotal Maintenance (add lines 11 to 15)

17. Heating

18. Lights and Power

19. Water/Sewer

20. Janitorial

21. Security


23. Subtotal Utilities (add lines 17 to 22)

24. Management

25. Audit and Legal

26. Property Taxes

27. Insurance

28. Contingency for Vacancies and Bad Debts

29. Replacement Reserve


31. Subtotal Administration (add lines 24 to 30)

32. Annual Operating Costs - net debt servicing (lines 16 + 23 + 31)

33. Annual Loan Repayment (line 79 "iv")

34. Total Annual Operating Costs (line 32 + line 33)

35. Pro-Rated Non-Residential Portion of Operating Costs(line 34 x line "g" of section 3)36. Total Operating Costs Related to Residential Portion(line 34 minus line 35)

Estimated Annual Operating Costs

Utilities

37. Cash Flow (line 10 - line 34)

Maintenance Proponent Estimate MHRC Use

Administration


Class of Construction Cost Estimate Used (select which class, D-A, applies):Class D Class C Class B Class A

Property Acquisition and Servicing Costs38. Land Cost 39. Off-site Servicing

40. Legal Fees for Land Acquisition

41. Surveyor's Fees

42. Land Transfer Tax

43. Zoning/Variance Fees

44. Appraisal Fees

45. Environmental Site Assessment


47. Subtotal Property Acquisition and Servicing Costs (add lines 38 to 46)Development Fees and Charges48. Architect/Engineering/other Consulting Fees

49. Legal Fees (excluding land acquisition)

50. Development/Project Management Fees

51. Insurance During Development

52. Property Taxes During Development

53. Utilities During Development

54. Permits/Other Development Fees

55. Rent Up Costs

56. Interest Charges

57. Audit

58. GST


60. Subtotal Development Fees and Charges (add lines 48 to 59)Building and Landscaping Costs61. Building Construction Costs

62. Rehabilitation/Conversion/Demolition Costs

63. Onsite Servicing

64. Landscaping

65. Stoves, Refrigerators and Laundry Equipment

66. Hard Furnishings

67. Maintenance Equipment

68. Contingency


70. Subtotal Building and Landscaping Costs (add lines 61 to 69)

71. Total Project Capital Cost (line 47 + 60 + 70)

73. Total Residential Capital Costs (line 71 minus line 72)

SECTION 5: ESTIMATED CAPITAL COSTS

Proponent Estimate MHRC Use

72.Total Pro-Rated Non-Residential Portion (if applicable, line 71 x line "g" from section 3)


SECTION 6: FINANCING PLAN

Proponent Equity and Funding Details

74. Proponent Equity (unencumbered funds)

75. Capital Grants (non-Manitoba Housing)



78. TOTAL EQUITY AND OTHER FUNDING (add lines 74 to 77)

Project Financing Details

79. (i) Total Mortgage Financing =

(ii) Mortgage Term: ____________ years

(iii) Interest Rate: %

(iv) Annual Loan Repayment $_______________

(v) Amortization Period ____________ years

81. Total Funding and Financing (add lines 78, 79, and 80)

SECTION 7: DECLARATION

Signed in the presence of:

Signature Witness Signature

Name and Title of Person Signing

Date

80. Prospective Financial Assistance from Manitoba Housing

MHRC UseProponent Estimate

The information in this application as well as any attachments are to the best of knowledge, accurate statements of fact and we hereby acknowledge receipt of all addenda issued via The City of Brandon's website at http://www.brandon.ca/purchasing.

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