Page 1 of 18 THE HUNTSVILLE CURLING CLUB Request for Proposal A Facilitator to conduct a Feasibility Study on building a multi-use facility for the HUNTSVILLE CURLING CLUB, lead, and the TOWN of HUNTSVILLE, HUNTSVILLE HIGH SCHOOL, the HUNTSVILLE SOCCER CLUB, the MUSKOKA HORNETS BASEBALL ASSOCIATION, partners. Reference No. 2016-Multi-use Facility Issue Date: 26 October 2016 Closing Date & Time: 23 November 2016 at 5:00 pm EST In-person submissions can be made at: Canada Summit Centre Main Reception 20 Park Drive Huntsville, Ontario P1H 1P5 Contact: John Furner President – Huntsville Curling Club [email protected]Notice: Late submissions will not be accepted
Transcript
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THE HUNTSVILLE CURLING CLUB
Request for Proposal
A Facilitator to conduct a
Feasibility Study on building a multi-use facility for the HUNTSVILLE CURLING CLUB, lead, and the
TOWN of HUNTSVILLE, HUNTSVILLE HIGH SCHOOL, the HUNTSVILLE SOCCER CLUB, the MUSKOKA HORNETS BASEBALL ASSOCIATION, partners.
Reference No. 2016-Multi-use Facility
Issue Date: 26 October 2016
Closing Date & Time: 23 November 2016 at 5:00 pm EST
In-person submissions can be made at:
Canada Summit Centre Main Reception 20 Park Drive Huntsville, Ontario P1H 1P5
Contact: John Furner President – Huntsville Curling Club [email protected]
APPENDIX 3: HUNTSVILLE CURLING CLUB HISTORY, MEMBERSHIP …………………………..……………….……………16
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BACKGROUND Huntsville Curling Club currently owns a property on Veterans Way that has a four-sheet curling rink, new six sheet capable ice plant, lounge, kitchen, bar, and change rooms. The location and building structure come with limitations such as insufficient parking, accessibility and ageing facilities that prevents the club from sustainable future growth.
The Collaborating Sports Partners are in need of facilities that will provide much needed indoor space that will accommodate support for their ever growing membership and provide for year round opportunities to enhance the skills of the athletes. The Town of Huntsville promotes an accessible and sustainable multi-use facility that will provide opportunities for the community.
The collaborating partners will be responsible to provide background data including:
Existing Mandates for Partners excluding the Town of Huntsville and Huntsville High School
The Town of Huntsville staff will be made available to provide guidance and expert advice on building and site plan requirements. The Huntsville Curling Club is interested in securing the services of a consultant to act as facilitator for the duration of this project.
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FACILITATOR TERMS OF REFERENCE
SCOPE OF SERVICES
The scope of services required to complete this assignment include but are not limited to the following:
1. Project Initiation - Meet with Huntsville Curling Club representatives and Partners to
review all background information, project schedules and to confirm reporting protocols.
2. Existing Conditions Review
The Facilitator will become familiar with the project and the expectations.
- The Facilitator will subject the existing Huntsville Curling Club building
to an architectural, structural review, and property value assessment
- The Facilitator will review potential site located at McCulley-Robertson
Sports Park located at 300 Williams Street, Huntsville. - The Facilitator will review potential curling facility layouts. - The Facilitator will review the requirements of the partners, associated sport
facilities, and other community organizations excluding the Town of Huntsville and Huntsville High School.
- The Facilitator will review the current finances of the Curling Club and associated partners excluding the Town of the Huntsville and Huntsville High School.
3. Technical Review
- In conjunction with the above noted review, the project will also be subjected to a rigorous technical review process.
- The Facilitator will review and evaluate ownership options for the facility, including but not limited to the following:
Own land, building and programming; Own building and programming while leasing land; and, Own programming while leasing land and building.
- The Facilitator will develop a fundraising and capital strategy to help alleviate building costs.
- The Facilitator will propose a Concept that includes building and site layout for the curling club and other recreational facilities as determined by the Existing Conditions Review, above.
- The drawings proposed will include: Architectural; Mechanical; Electrical; Site Plan including buildings and sport field layouts; Traffic flow and parking.
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- The Facilitator will conduct 3 site visits to facilities in Ontario that have similar designs and operational models and will provide a report. Report will include at minimum:
Operation and Ownership Model Funding strategy for capital build Revenue streams Partnerships Summary of best practices.
- This review will be based on, but not limited to the Ontario Building Code minimums and the Town of Huntsville Site Plan Requirements.
4. Project Coordination Meetings
- The Facilitator will be required to attend and coordinate scheduled project coordination meetings. This will include preparation of agendas, meeting
minutes, and working with the stakeholders and public.
- Meetings will include:
One project initiation; Two stakeholder meetings;
3 public meetings; Meetings with municipal authorities as required; and
Monthly Meeting with the Steering Committee.
5. Project Reporting
- Throughout the project activity the Facilitator will provide agendas and
minutes for each meeting.
- Facilitator will present preliminary findings and recommendations to the
Steering Committee by March 31st, 2017 as well as provide a formal written
interim report.
- Facilitator will present final report in digital and hard copy to the Steering
Committee by June 1st, 2017.
- One digital and hard copy of all reports will be provided following the Existing Conditions Review and Technical Review. Reports will include:
Summary of findings and detailed recommendations; Cost estimates; and, Concept drawings.
- At the end of the project, the Facilitator will prepare and present the final digital report at a public meeting no later than June 30th, 2017.
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QUESTIONS
Respondents must submit all questions regarding this RFP, by email, no later than November 16th, 2016, 5:00 pm EST. The question(s) must reference the RFP name and must be directed by email to:
Huntsville Curling Club will answer all questions it receives no later than end of business day on November 18th, 2016. Answers to questions will be distributed via e-mail to all Respondent contact persons.
SUBMISSION SHOULD INCLUDE AT A MINIMUM
1. Introduction Letter 2. Proposal covering the following topics:
- Detailed work plan and schedule highlighting key dates with the goal of the proponent completing the project by June 30th, 2017
- Company background and experience with projects of a similar scope - Minimum of 3 references
3. Pricing
- Fee proposals should be based on the scope of work listed above and should be
inclusive all project costs. If you see additional or modified scope of services that
would better achieve our stated deliverables, please provide this with your proposed
Submissions will be evaluated based on the submission requirements noted above:
CRITERIA SCORE
Overall Project Approach, work plan/schedule 25%
Knowledge of the industry and needs of all partners involved 20%
Successful Experience with projects of a similar scope 20%
Knowledge of Accessibility Requirements 5%
Commitment to Sustainability (sustainability = People, Planet, Profit) 5%
Project Budget 20%
Overall Quality & Professionalism of the Proposal 5%
The Club will not necessarily accept the lowest price or any submission. Any implication that the lowest price or any submission will be accepted is hereby expressly negated. Huntsville Curling Club reserves the right to interview any one or all Proponents once submissions have been received and reviewed.
SUBMISSION DEADLINE Proposals must be submitted either electronically or in a sealed envelope and shall be clearly marked with the project title “Reference No. 2016-Multi-use Facility”, and addressed to the Huntsville Curling Club, 20 Park Drive, Huntsville Ontario, P1H 1P5, before 5:00 pm on November 23, 2016. The use of the mail for delivery of a proposal with be at the risk of the proponent. Submissions sent by electronic communication can be sent to [email protected], no later than 5:00 pm EST on November 23, 2016. Emails sent must have the subject line “Reference No. 2016-Multi-use Facility”. Under no circumstances will proposals be received after 5:00 pm EST on November 23, 2016 be
The Huntsville Soccer Club was founded in 1996, to foster and teach the sport of soccer within the Town of Huntsville, Ontario. Establishing, preserving, maintaining and enhancing a philosophy of soccer based upon skill development and programs in which each member may maximize their potential as an athlete and as a human being is our primary focus. The Huntsville Soccer Club currently organizes house league soccer programs for over 700 youth and adults players each year. We also are proud of the 100+ coaches and volunteers who help run the many programs we provide to our membership. This consist of House League and Rep programs who service our members’ needs. In 2016 we ran the following programs:
● Under-9 Girls ● Under-9 Boys ● Under-10 Girls ● Under-10 Boys ● Under-11 Girls ● Under-12 Girls ● Under-12 Boys ● Under-14 Boys ● Under-16 Girls ● Under-18 Boys ● Over-35 Men’s Team ● Open Aged Women’s Team
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Over the past 5 years our player base for outdoor soccer has slowly declined as most sport programs have seen, but we have seen an increase to players looking for more competitive experience.
The Huntsville Soccer Club experienced a 40% increase in demand for indoor programs over the past year and are predicting a similar number of registrations for this year.
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OUR CHALLENGES FOR WINTER PROGRAMMING The Huntsville Soccer Club currently runs a house league indoor program. This program runs on Thursday nights in the Huntsville High School gymnasium. Currently the program is able to host 40 players with ages ranging from 4-12. The program is limited by the size of the gymnasiums and the available rental times. Additionally, the Club offers Adult Soccer to players. This program is in high demand and fills up quickly. Soccer is fast paced, 4v4, but is very limited in registration spots. The Huntsville Soccer Club also runs semi-competitive teams which participate in leagues against other clubs. Our provincial soccer association is broken down into Regional Districts which forms the competitive leagues we compete in. The Huntsville Soccer Club is in Huronia District Soccer Association (HDSA) which also contains these other Towns and Cities:
The Huntsville Soccer Club teams compete against these much larger soccer clubs, but unfortunately, we aren’t always successful against teams from the larger centres. The teams for cities such as Barrie, train year-round on indoor artificial turf fields. Our Club has been utilizing gym space for our Rep Coaches to train their players, but because of the size and flooring, are limited in what they can do. Coaches and players have found the lack of adequate year-round training facilities prevents our players from developing at the same pace as those from southern clubs. Currently our competitive teams are practicing through the winter in gymnasiums provided by facilities located in Trillium Lakelands District School Board (TLDSB) facilities. Gymnasiums offer our coaches and players an option to train but are hardly ideal. Most gymnasiums are not of a sufficient size to hold a practice and the flooring doesn’t offer a surface that is comparable to an outdoor field. Additionally, due to the demand for gym space, we are only able to offer 1 training day per week for our Rep teams.
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MUSKOKA FC
This year saw the formation of a joint soccer team with the Bracebridge Soccer Club with the goal of competing at a high level. A U13 Girls team was formed and entered into the Huronia District Soccer League’s (HDSL) competitive U13 Girls division. The team was comprised of the best players from Huntsville and Bracebridge. The Muskoka FC team finished 2nd in their division and qualified for promotion into the Central Girls Soccer League (CGSL). Both soccer clubs are thrilled with the success. However, in order for this team to compete at a higher level, the Coaches and Parents decided it was necessary for the team to train year-round. In order to do this, the team regularly travelled to Bradford during the winter in order to train twice a week in an appropriate facility. Travelling such great distances in the winter season shows how dedicated these players were to improving themselves.
OUR NEEDS The Huntsville Soccer Club envisions a multi-use sports facility that meets the needs of its membership and enables the Club to grow year-round programs. In 2013, the Huntsville Soccer Club had plans to build a new Clubhouse. These plans were ultimately put on hold, but the design incorporates some facilities that the Club would like to see in any multi-use building. This would include, change rooms, showers, storage and a meeting area for the Club Executive to hold its Board of Director meetings. The design approved in 2013 is below:
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The Huntsville Soccer Club also employes a part-time Administrator, whose responsibilities include being the first line of contact for our membership. The Administrator is often responsible for meeting with parents/players to handle program registrations. Without an office, the Administrator will meet with people at their home, or at alternate locations such as Tim Horton’s. Ideally, there would be office space for the Club Administrator to work from and handle these types of meetings. Lastly, and most importantly, the Huntsville Soccer Club would like to see an indoor artificial turf field included in a multi-use facility. Having an indoor field would transform the programs the Huntsville Soccer Club offers residents. It would enable the Club to run a vastly expanded indoor program. Ideally, this field would meet FIFA regulations for a full-sized soccer field (100m-110m long by 64m-73m wide).
EXPANDED PROGRAMS
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Having an indoor full-sized field for use during the winter months would enable the Club to greatly expand our winter training. The house league program would be expanded to offer opportunities for older youths to play, as well as allow more youth players to experience the program. Adult soccer would be massively expanded to include an option for a 4 team 11v11 league. Our Rep programs would also see a massive boost, giving our players more opportunities to train and practice on correctly sized fields. Rep coaches would also be able to train their players more than once a week in order to keep them learning, active and engaged in soccer year round. It is easy to imagine an indoor soccer schedule such as below:
The Huntsville Soccer Club anticipates it would be able to increase registrations for the indoor program by 150-200%. An indoor full-sized turf field would also allow other sports the opportunity to play indoors: Lacrosse, Ultimate Frisbee, Touch Football, Field Hockey. Schools could possibly use the facility during the day to extend usage even further.
QUESTIONS Any questions regarding this appendix can be directed to:
APPENDIX 3: HUNTSVILLE CURLING CLUB HISTORY, LEAGUES, MEMBERSHIP
Huntsville Curling Club October 2016
Curling in Huntsville started back in the early 1900’s. The original logo dates it back to 1903. In 1951 the Huntsville Curling Club was established on Lansdowne Street, now Veterans Way. The Curling Club is, and always has been, owned in common – jointly owned by members in good standing in any given year. The Club is officially designated as a not-for-profit, non-share capital organization. In 1972, the structure covering the ice surface collapsed due to the snow load. No-interest loans and donations provided the funding to erect a new structure over the ice surface. In 1980/81 the clubhouse was renovated and expanded, the ice plant was replaced and the ice surface floor was upgraded from sand to concrete at a cost of $80,000. By the mid 1980’s the club continued to face financial problems and almost folded. Mayor Hugh Mackenzie and MPP Frank Miller obtained a substantial grant, $30,000, from the province to meet additional expenses. In the mid 1990’s a committee developed a planning stage for several years to relocate the Club. This initiative was blocked unfortunately when it reached Town Council. Although the Town had worked with the Club through the 1980’s, supporting an ice maker, by 1994 the support from Town was cut back drastically. In the year prior to the G8, June 2010, in Huntsville, the Curling Club met with the Mayor to discuss the possibility of relocating the Club. In January 2012, the Huntsville Curling Club passed a motion to create a Sustainability Committee to investigate whether it was feasible for the Club to continue maintaining the present facility or relocate to a better location with a new curling facility.
History of the Huntsville Curling Club
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On February 2014, the Sustainability Committee presented their PowerPoint Deputation to the Huntsville Town Council. The proposal to relocate the Curling Club at a new multi-functional facility at the McCulley-Robertson Sports Complex was unanimously supported. The Town and the Club met for several meetings in the spring of 2014 to discuss the proposed site at the McCulley-Robertson Sports Complex, to discuss the multi-usage facility, and to hold future meetings with sport groups in Huntsville during the summer. In 2015, the Town requested the Club to return to Council to review our request to relocate the Club since there were several newly elected Town councillors. Then in March 2015 the Town passed a motion to provide land to the Club at the McCulley-Robertson Sports Complex. In December 2015 the Sustainability Committee presented to Town Council the results of their research into the cost to supply utilities (water, sewage, hydro, phone line) to the proposed site at the McCulley-Robertson Sports Complex. Town Council was concerned with the total cost of $137,000. Town met with the Sustainability Committee to discuss other possible sites at the Sports Complex to reduce the utility costs. Town of Huntsville provided personnel support to help Huntsville Curling Club complete the Ontario Trillium Foundation Capital Grant application in January 2016. Town also provided personnel support to complete the OTF Seed Grant application in March 2016. Out of the Seed Grant application was formed a Steering Committee consisting of partners to support the Club’s initiative to build a multi-use community centre housing the Huntsville Curling Club. Original partners on committee consisted of Huntsville Curling Club, Town of Huntsville, Huntsville High School, Huntsville Soccer Club and the Muskoka Soccer Association. The Seed Grant was approved by the OTF so that the Huntsville Curling Club as leading partner could hire a facilitator to investigate the needs of the partners as outlined in the Request for Proposal, October 2016.
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Club membership 2016/2017 (as of Oct. 2016 registration)
