Expression of Interest to Operate a Child Care

The City of Toronto undertakes an Expression of Interest process when selecting an operator for a newly built or renovated child care space funded by the City.

Currently there is one active Expression of Interest to operate a child care:

Child Care Centre at Avani – application deadline Tuesday November 12, 2019

Child Care Centre at Avani - Details

Deadline to apply: Tuesday November 12, 2019.

Toronto Children’s Services is seeking an agency to deliver child care programs at the new 621 square meters Child Care Centre located at 275 Village Green Square with an anticipated occupancy in the first quarter of 2020.

Site Description

Location

As a community benefit under Section 37 of the Planning Act, Metrogate Inc, the Owner, will construct, furnish and fully equip this new 62 space child care centre, located in Scarborough near the intersection of Sheppard Avenue and Kennedy Road. The facility has easy access to transit and Hwy 401.

Operating Capacity

The centre will have space for 62 children:

10 infants
20 toddlers
32 preschoolers

Facility

The new child care is a two storey centre located in one of the new towers built by Tridel / Deltera joint venture development. This is the 2^nd phase of the new development in the area. All program rooms have large windows that provide lots of natural light into the centre. Other features included in all rooms are:

Servery that includes an adult height sink, a child height sink, ample cabinet storage and room for a microwave and a full fridge

Dedicated washrooms

Entry

Parents dropping off and picking up their children will have dedicated parking spaces located on the south side with a 15 minute limit for the families to drop off/pick up the children. The main entrance is on the west side of the building, a very short walk from the drop off /pick up area.

First Floor

Large vestibule with an intercom and security access
Gross motor area with children sitting / benches; community area with information / communication space
Corridor to the left leading to the shared infant / toddler playground
Large kitchen
Centre Supervisor’s office is located near the vestibule within sight of the main entrance
Large stroller storage room with access from the front entrance and the back entrance (from the garage area)
Laundry / toy wash and janitorial room with a laundry sink, washer and 2 dryers, triple sink, a slop sink and plenty of space for storage and folding linens
Barrier free and universal washroom for the use of staff and visitors

Kitchen

Low counter with a child height sink, accessible as a learning and observing medium for children to learn about activities in the kitchen.
Island counter, triple sink and appliances including commercial dishwasher, stand up freezer, stand up refrigerator and a commercial stove/oven
Overhead, full height and under counter millwork for secure storage spaces

Infant Playroom (1)

Cubbies area for 10 infants, located at the corridor including a dressing table and staff closet space
Self-contained washroom with child-height toilet and change table
Separate sleep room for 10 infants
- Staff can look into the playroom from the window in the infant sleep room

Toddler Playrooms (2)

Cubbies for two toddler rooms of 10 is located in the corridor area
Self-contained washroom with child height toilet and change table

Second Floor

Accessible through the elevators and stair casa
Gross motor area of 22.75 square meters serves as a lobby on the second floor
Universal washroom, easily accessible from the lobby
Toy wash area, located near the staff room, has a double sink.
Custodian storage and Mechanical & Electrical room, easy access

Staff Room

9 x 3 tiers of lockers for staff use
Kitchenette with fridge, microwave, sink and storage space with millwork
Enclosed and private

Preschool Playrooms (2)

Cubbies for the preschool area are located along the corridor
Self-contained washroom with child height toilet and a bench for changing

Playground

All child care playgrounds are immediately outside of the building. The playgrounds are specifically designed for different age groups.

Shared infant / toddler playground is located at the ground floor with access from the corridor
Dedicated preschool playground is located at the 2^nd floor with access from the corridor
Total playground area of 290 square meters
Secure shed / storage for each playground
With a naturalized theme, there are a variety of surfacing materials such as hardscape, rubber surfacing and each feature playground elements such as sand play, water play and areas designed for trike use
Seating area to allow for staff to sit as well as host child story times

Approvals

Public Health approval and Ministry of Education pre-approval in principle have already been completed for the new Child Care Centre. Once an operator is identified, the operator will need to follow through on the Ministry of Education licensing and City of Toronto, Initial Assessment for Quality Improvement of the centre prior to opening.

Start Up Costs

The Owner shall make a one-time contribution of $100,000 increased annually, commencing 2 years from the date of June 28, 2007, towards start-up costs for the Daycare Centre, which amount shall be payable upon the execution and delivery of the initial Lease with the first Operator for the day care. This payment shall be made to the first Operator and shall be used for the remuneration and expenses of the first Operator relating to opening the Daycare Centre and to defray start-up costs incurred in the first year of operation.

ln addition to the start-up payment referenced above, the Owner shall provide all fixtures, furnishings, equipment and supplies reasonably required by the Operator and the City in compliance with all applicable by-laws, regulations, guidelines and industry standards so that on the Commencement Date operation of the Daycare Centre may be commenced by the operator without the requirement of additional expenditure or cost for each fixtures, furnishings, equipment and supplies.

Lease Agreement

The Child Care Operator will determine the name of the centre and enter into a lease agreement with the owner, Metrogate Inc. for the Child Care Centre located at 275 Village Green Square.

The Daycare Centre shall be operated for an initial term of 25 years, beginning on the Commencement Date and, if required by the City, may be renewed for additional terms of 25 years, 25 years and 24 years, respectively, for an aggregate of no greater than 99 years provided:

a) The City, acting reasonably, is satisfied with the manner in which the Daycare Centre is operated and
b) The City, acting reasonably, is satisfied with the continued need for the Daycare Centre, having regard to existing and future anticipated demand for the facility and other relevant considerations

The City, acting reasonably after considering the factors listed above, shall have the right to determine whether the Owner shall be required to continue operation of the Daycare Centre. As a result, this initial term or any subsequent term may be shortened.

Rent for the Daycare Centre, including all equipment and furnishings supplied to the Daycare Centre by the Owner, shall be $2.00 for the initial term and all renewal terms.

The Owner, at its expense, shall be responsible to maintain and repair the Daycare Centre in accordance with Acceptable Standards. Without limiting the generality of the foregoing, the Owner shall be responsible for ongoing repairs and maintenance of heating, ventilating and air conditioning systems, the building structure and outdoor spaces associated with the Day care Centre (including outdoor play space). The Owner shall provide and pay for all necessary property management and reasonable caretaking/cleaning services including waste disposal services which will collect diapers and organic waste.

The Operator shall be responsible for daily cleaning and waste removal associated with food preparations and activities. The Operator is responsible to maintain the Daycare Centre in a state of cleanliness, in accordance with all applicable laws and regulations.

The Operator, at its expense, shall be responsible for the day to day operating costs of the Daycare Centre, including but not limited to, all costs of the Operator relating to the employment of qualified staff for the Daycare Centre; telephone, internet and cable television service costs; costs relating to the maintenance, repair and replacement of all fixtures, furnishings, appliances and equipment associated with the Daycare Centre.

The parties acknowledge that priority placement in the Daycare Centre shall be given to children of the residents of the Site and employees of businesses located on the Site.

Service Agreement

The successful agency resulting from this Expression of Interest will have this location added to their existing Service Agreement with the City of Toronto.

Child Care Centre Waitlist

Once an operator is identified through the EOI process they will show up on the City of Toronto website on the A to Z Child Care listing. Families will need to contact the operator directly to be placed on their waitlist.

Financial Viability and Budget Requirements

Agencies will be required to demonstrate that they are in a sound financial position and have the necessary financial capacity to add the new program at 275 Village Green Square.

Upon request by the agency, the District Consultant will provide a copy of the required Financial Viability and Budget package.

The completed Financial Viability and Budget package submissions will be reviewed by Toronto Children’s Services as part of the selection process.

Who Can Apply

Not-for-profit child care operators or public institutions with a current service agreement for fee subsidy are eligible to apply.

The City is looking for operators that are committed to providing integrated services to families through collaboration with school boards and other learning and care services in the community ensuring accessibility to local needs.

Compliance with the following items is required.

Applicant holds a current Service Agreement for the provision of fee subsidy.
Applicant meets the requirements of a not-for-profit agency (public institutions will submit documentation to support the public institution status)
Applicant meets or exceeds the Assessment for Quality Improvement (AQI) for each site operated by the applicant over the last two year period.
Applicant’s service agreement has been in good standing for a minimum of the last two years. Note: Good standing will be assessed by the City through a review of Stop Admissions compliance with contract requirements.
Applicant currently meets Financial and Administration Criteria.

How to Apply

Avani

To request a copy of the application package including the financial viability package, please email Susan.Gifford@toronto.ca.

You must submit three (3) original copies of the EOI application by 3 p.m. on Tuesday November 12, 2019 to:

Attention: Susan Gifford
Toronto Children’s Services
10th floor Metro Hall
55 John St
Toronto ON M5V 3C6

After Applying

All Expression of Interest applications will be screened and evaluated and interviews will be conducted by a Review Panel.

Application Evaluation

The Expression of Interest process consists of three stages.

Stage 1: Agencies must submit their complete Expression of Interest packages by the deadline.
- Mandatory Agency, Program and Document requirements must be met. Agency must submit the signed Mandatory Program Requirement document.
Stage 2: Submitted Expression of Interest packages will be evaluated the for completeness and will be scored on their submission.
Stage 3: Organizations that are successful in Stage 2 will be invited to a Review Panel Interview.

Decision

The applicant’s Expression of Interest that best meets the requirements of the City, in the absolute discretion of the City, in consultation with the Review Panel, will be designated as the preferred agency.

No obligation will arise until an agreement, based on the accepted Expression of Interest application, has been authorized and executed by the appropriate City authority.

After receipt of Expression of Interest applications and at any time prior to the execution of an agreement, the City may request clarification on any items related to the Expression of Interest and conduct negotiations with the preferred agency. The City, at its sole discretion, may adjust the evaluation score or ranking of an applicant as an outcome of the clarification process.

Notes

Where the school board is involved, the process will be adapted to include other procedures related to the school boards selection process.

Expression of Interest evaluation results shall be the absolute property of the City. The City does not disclose Expression of Interest evaluation results, before, during or after he evaluation process. However, applicants must be aware that such information may become public as a result of the need for transparency and accountability in decisions made by the City.

If the City does not receive an adequate number of satisfactory proposals, we reserve the right to negotiate with any Operator deemed suitable, where necessary.

Service Agreement for Fee Subsidy

The Toronto Child Care Service Plan sets out priorities for Toronto’s child care system. This includes setting geographic and age equity targets that ensure funding for child care fee subsidy is equitably distributed.

There is a waiting list for fee subsidy and eligible applicants will have to access fee subsidy on a first come first served basis, subject to ward and age equity targets. However, new child care operators may be prioritized for placement for the first six months of operation or until they achieve full enrolment, whichever occurs first.

Clients already receiving fee subsidy are able to transfer to a new centre if there is a physical vacancy. Families not requiring a fee subsidy are able to enrol their children in child care with a licensed physical vacancy and pay full fee.

Families may contact 311 or 416-338-8888 for more information on how to apply.

Scoring

Criteria	Weighting Percentage
Program Delivery and Community Collaboration	40%
Financial Viability	40%
Interview	20%

Questions and Answers

The Financial Viability package calculates the staffing at 261 days, however, 2020 has 262 days, how should we proceed?

This is correct. The financial viability package will calculate the days of operation at 261 days. The package will not be updated as the 1 day would be an immaterial difference. The Financial Viability is being used to score the EOI, it is important that all proponents are scored using the same criteria.

When will the child care open?

The child care is anticipated to be completed in the first quarter of 2020, the playground is anticipated to be completed in June or July depending on the weather. The child care centre can open once the license has been issued and the service agreement has been signed with the City of Toronto. Note, Public Health approval and Ministry of Education pre-approval in principle have already been completed for the new child care centre.

Are there any requirements about the minimum cash reserve for running this new site?

The information provided in the EOI submission will be used by the City to assess the agency’s financial viability. When completing the budget worksheets, please refer to the Budget Guidelines for Child Care Centres.

The Financial Viability package includes The Pro Forma Cash Flow Statement which identifies a line to include the beginning cash balance.

When we were being walked through the site it was noted that there was only 5 reserved parking spots, where would the other parking spaces be located? Do they require paid parking?

There are 5 assigned parking spaces designated in close proximity to the child care centre at the expense to the owner. There is a designated lay by for the pickup and drop off of children. If the operator requires additional spaces, they will need to assess the surrounding area for potential public parking spaces.

Do we have to provide staff names on the package? Can we just put RECE 1, RECE 2, etc.?

If the names of the staff are known you may enter them, if the names of the staff are unknown at the time of submission it is acceptable to enter “To Be Hired” (TBH) with the position.

Is the lease agreement with the owner with a fixed term of 25 years or still need to be renewed annually? Will the initial term of the lease agreement be 25 years, but may be shortened at the discretion of the owner and/or city?

As per the Expression of Interest: The Daycare Centre shall be operated for an initial term of 25 years, beginning on the Commencement Date and, if required by the City, may be renewed for additional terms of 25 years, 25 years and 24 years, respectively, for an aggregate of no greater than 99 years provided:

a) the City, acting reasonably, is satisfied with the manner in which the Daycare Centre is operated and
b) the City, acting reasonably, is satisfied with the continued need for the Daycare Centre, having regard to existing and future anticipated demand for the facility and other relevant considerations

Is the stated $2.00 rent annual? And will it remain the same for the subsequent terms?

As per the Expression of Interest: Rent for the Daycare Centre, including all equipment and furnishings supplied to the Daycare Centre by the Owner, shall be $2.00 for the initial term and all renewal terms.

Is there any condo management fee applied to the Child Care facility? If yes, how much is it?

The owner shall provide and pay for all necessary property management fees.

Is the operator responsible for the utility cost (water, heat, etc.) or the owner?

The owner, at its expense, shall supply the child care centre with all necessary heating, air conditioning, hydro, gas, water and other utilities.

Are there window coverings included at the site?

The windows will have roller shade window coverings installed and covered by the owner.

What flooring is being installed?

There will be tiling in washrooms, kitchen, laundry and janitor rooms and Marmoleum in the rest of the centre.

Will the operator keep all revenue from the operation or contribute a portion of it to the owner? Any other financial obligations to the owner in addition to those stated in the information sheet?

A section 37 is a legal agreement between the developer and the City of Toronto, this agreement documents the responsibilities and financial obligations of the operator for the term of the agreement. The intention of the Expression of Interest is to identify and confirm a qualified, licensed, not-for-profit child care provider to operate the child care centre. The owner and the operator will enter into a lease agreement which will detail any expenses that the operator will have related to the occupancy costs. There is no revenue sharing agreement noted in the section 37.

During the site visit, it was mentioned that there is an operator in a condo in the vicinity. Is that centre full yet? Could we have the contact information of the operator?

A listing of all child care programs in the area is available on the Child Care & Before-After School Program Locator.