SJTCC_2026

Scope

Issued by: NEW REGIONAL ECONOMIC DEVELOPMENT AGENCY FOR GREATER SAINT JOHN Published: 2026/09/21 15:52 REQUEST FOR PROPOSALS Facility Standards Assessment, Market Gap Analysis, and Capital Investment Business Case Saint John Trade & Convention Centre Saint John, New Brunswick, Canada Issuing Authority Envision Saint John Issue Date September 21st, 2026 Proposal Deadline October 16th, 2026 - 4:30PM ADT Budget Envelope $100,000 RFP Reference SJTCC-2026 1. Introduction and Background 1.1 Facility Ownership and Governance The City of Saint John is the owner of the Saint John Trade and Convention Centre (SJTCC), located at One Market Square in the heart of Uptown Saint John, New Brunswick. The property leaseholder is Fundy Harbour Group Inc. and the SJTCC is managed and operated by Oak View Group. Its operating and capital budgets are funded and approved by the member municipalities of the Fundy Regional Service Commission. Envision Saint John is the economic development and destination marketing organization for the region. As such, Envision Saint John is the issuing authority for this RFP and will be assisting with stakeholder engagement and governance navigation. 1.2 Facility Overview The SJTCC has operated since 1984 and is the second largest dedicated convention centre in New Brunswick with approximately 23,454 square feet of pillar-free meeting space, including a 17,000 sq ft main ballroom, a foyer, six breakout rooms, a boardroom, and a welcome centre, with a total stated capacity of 2,300 persons. The facility is physically connected via pedways to the Saint John Harbourfront Hotel, the Delta Hotels Saint John, Market Square retail and dining, Saint John City Market, and the broader Brunswick Square complex - an integrated urban hospitality ecosystem that represents one of the facility's most significant competitive assets. It is located on the Saint John waterfront, which has recently seen significant investment and in the years to come. A separate RFP for a Waterfront Development and Experience Plan is currently underway. 1.3 Purpose of this RFP Envision Saint John is seeking proposals from qualified consulting teams to undertake a Facility Standards Assessment, Market Gap Analysis, and Capital Investment Business Case for the SJTCC. This study will serve as the primary evidentiary foundation for seeking funding to support a reinvestment in the facility. 2. Study Objectives The successful proponent will be expected to achieve the following objectives: 2.1 Establish Facility Standards Framework Define a credible, evidence-based set of facility standards for a convention centre operating in the SJTCC's competitive market segment. Standards should address: Total sellable floor area (sq ft) relative to host city population and target delegate count ranges. Pre-function and crush space ratios relative to ballroom / plenary capacity. Number, size, and configuration of breakout rooms. Loading dock access, back-of-house logistics, and exhibit-ready infrastructure. Technology infrastructure, including hybrid-virtual event capability. Accessibility and universal design standards. Sustainability credentials (e.g., LEED, BOMA BEST, GBAC STAR). Arrival and entrance experience including wayfinding, public realm interface, and drop-off/parking. Food and beverage facilities capacity. The standards framework should be benchmarked against a defined peer group of convention centres. Envision Saint John proposes the following peer set as a starting point, which the consultant may refine/expand: Fredericton Convention Centre (Fredericton, NB) Delta Beauséjour (Moncton, NB) PEI Convention Centre / Delta Prince Edward (Charlottetown, PE) Comparable mid-tier Canadian convention centres as identified by the consultant A benchmarking analysis was conducted in 2020, which is available to proponents upon execution of a non-disclosure agreement. 2.2 Evaluate Current Facility Performance Assess the SJTCC's current performance against the standards established in Section 2.1, drawing on: Inspection of existing facility Review of the 2020 benchmarking analysis. Review of three years of bid records (wins and losses) provided by Envision Saint John and Oak View Group Stakeholder interviews with facility management (Oak View Group), property leaseholder (Fundy Harbour Group), property owner (City of Saint John), the Saint John Hotel Association, and the regional destination sales team (Envision Saint John). The evaluation should identify and quantify gaps between current performance and market standards. 2.3 Evaluate Governance and Partnership Opportunities Assess the SJTCC's current governance model and compare it against innovative approaches utilized by publicly funded event facilities in comparable jurisdictions. The assessment shall: Identify strengths, challenges, risks, and opportunities associated with the current governance structure. Evaluate alternative governance models including implications for long-term capital planning, facility investment, destination development, event attraction, and long-term financial sustainability. Identify partnership opportunities that could improve facility utilization, increase convention and event attraction, support funding applications, enhance visitor experience, and generate additional economic impact. Provide recommendations regarding the preferred governance and partnership framework for the future facility, including implementation considerations, transition requirements, risks, benefits, and expected outcomes. 2.4 Produce a Business Case for Capital Investment Synthesize the findings of Sections 2.1-2.3 into a structured business case document suitable for strategic decision making and potential funding bodies. The business case shall include: A high-level capital cost estimate (order-of-magnitude) with stated assumptions for renovating the existing facility to meet the Facility Standards Framework. Projected impact on facility capacity, event attraction potential, delegate volumes, competitive positioning, and operating costs. Demonstrate the return on public investment using standard economic impact methodology. Identify viable public and private funding opportunities. Include an executive summary suitable for potential funders and decision makers. 3. Scope of Work 3.1 Phase 1 - Situation Analysis Kickoff meeting with project team and key stakeholders. Review existing data. Stakeholder interviews (minimum: Oak View Group, Fundy Harbour Group, City of Saint John, Envision Saint John, the Fundy Regional Service Commission, the Saint John Hotel Association, and 3 recent national association clients). Preliminary peer benchmarking data collection. 3.2 Phase 2 - Standards and Gap Analysis Develop draft facility standards framework with peer benchmarking. Conduct site visit and inspection. Complete gap analysis against SJTCC current state. Quantify lost business attributable to identified facility gaps using bid history data. Present interim findings to project team for review and direction. 3.3 Phase 3 - Capital Estimates and Business Case Develop order-of-magnitude cost estimates and capital investment program. Develop economic impact modelling. Identify applicable funding opportunities and financing models. Draft business case document. Project sponsor to review and comment. Final revisions and delivery. 4. Deliverables Deliverable Format Timing Kickoff Meeting Notes & Work Plan Digital (PDF/Word) End of Week 1 Interim Findings Presentation PowerPoint + presentation to Envision Saint John End of Week 9 Facility Standards Framework Report PDF + editable Word End of Week 10 Gap Analysis Report PDF + editable Word End of Week 10 Capital Cost Estimates and Investment Program PDF with supporting spreadsheet End of Week 14 Economic Impact Analysis PDF with supporting model End of Week 14 Draft Business Case Document PDF + editable Word End of Week 15 Final Business Case Document PDF + editable Word (print-ready) End of Week 16 Executive Summary (standalone) PDF, max 8 pages End of Week 16 All deliverables shall be provided in both editable (Word/Excel) and PDF formats. The Final Business Case Document shall be designed and formatted to a standard suitable for direct submission to government funding bodies without further production work. Timing above is proposed and open for adjustment. 5. Proposal Requirements Proposals shall be submitted by email to admin@envisionsaintjohn.com and must include the following components: 5.1 Proponent Qualifications Firm overview and relevant credentials. Demonstrated experience with convention centre feasibility, facility assessment, or convention/meetings market analysis in Canada - minimum three comparable projects in the past ten years. List of key personnel including project lead, market analyst, and cost estimator. A minimum of three client references from comparable projects (name, title, contact information, project description, and year completed). 5.2 Technical Proposal Understanding of the project context and objectives as described in this RFP. Proposed methodology for each study phase. Description of the peer benchmarking approach and proposed peer set. Proposed economic impact methodology (model type, baseline data sources, output metrics). Description of stakeholder engagement approach. Project schedule with milestones keyed to the deliverables in Section 4. Identification of any assumptions, exclusions, or risks. 5.3 Financial Proposal All-inclusive lump sum fee broken down by phase and by deliverable. HST identified separately. Proposed payment schedule tied to deliverable acceptance. Identification of any disbursements or out-of-pocket expenses included or excluded. Note: There is an established a budget envelope of $100,000 CAD (inclusive of all fees and disbursements, exclusive of HST) for this engagement. Proposals that exceed this envelope will not be evaluated. 6. Evaluation Criteria Proposals will be evaluated using the following weighted criteria: Evaluation Criterion Weight Description Proponent Qualifications & Relevant Experience 30% Track record on comparable convention / meeting facility studies; quality of references. Technical Approach & Methodology 35% Rigour and appropriateness of proposed methodology; quality of benchmarking and economic impact approach; clarity of work plan. Key Personnel 15% Qualifications, experience, and availability of proposed project team members. Financial Proposal 20% Value for money; reasonableness of fee relative to proposed scope. Envision Saint John reserves the right to shortlist proponents and conduct interviews prior to award. Envision Saint John is not obligated to accept the lowest-cost proposal. 7. Procurement Process and Conditions 7.1 Timeline Activity Target Date RFP Issued September 21st 4:30PM ADT Deadline for Written Questions October 5th 9:00AM ADT Responses Issued October 7th 4:30PM ADT Proposal Submission Deadline October 16th 4:30PM ADT Project Kickoff Within 5 business days of contract execution 7.2 Submission Instructions Proposals must be submitted electronically to the attention of Nick Cameron, Envision Saint John, at admin@envisionsaintjohn.com, by the deadline noted above. Proposals received after the deadline will not be considered. The subject line of the submission email must read: RFP SJTCC-2026 - [Proponent Firm Name]. 7.3 Questions and Clarifications All questions regarding this RFP must be submitted in writing to Nick Cameron at admin@envisionsaintjohn.com by the questions deadline noted above. Clarifications based on the questions received will be issued by addendum on the New Brunswick Opportunities Network (NBON). 7.4 General Conditions This RFP does not constitute a commitment by Envision Saint John to award a contract. Envision Saint John reserves the right to cancel this RFP, reject any or all proposals, or re-issue the RFP at any time without obligation. All costs incurred in preparing and submitting a proposal are the sole responsibility of the proponent. Proposals and all related materials become the property of Envision Saint John upon submission. Envision Saint John reserves the right to negotiate the scope, deliverables, and fee with the recommended proponent prior to contract execution. All work products and deliverables will be the intellectual property of Envision Saint John. The consultant shall maintain confidentiality of all data and information received from Envision Saint John and its stakeholders in the course of this engagement. 8. Provided Information and Data Envision Saint John will make the following information available to the successful proponent: 2020 Operation and Benchmark Analysis Three years of bid records including RFP responses submitted, bid outcomes (won/lost), and stated reasons for unsuccessful bids where documented, where available Current facility booking schedule and multi-year confirmed events list Operating and financial summaries for the past five fiscal years Facility floor plans and current measurement data Envision Saint John acknowledges that the quality and completeness of historical bid records may vary and will work with the selected consultant to optimize the use of available data. 9. Contact Information Project Owner Envision Saint John Contact Nick Cameron, Director of Data Services & Project Management Email admin@envisionsaintjohn.com Mailing Address City Hall, 15 Market Square, Suite 1000, Saint John, NB E2L 1E8 RFP Reference SJTCC-2026 Commodities: Commodity # B SPECIAL STUDIES AND ANALYSIS