Request for Proposal PL-ZB-1 Consultant for Township of ... of Cavan Monaghan Zoning By-law...

Request for Proposal

PL-ZB-1

Consultant for

Township of Cavan Monaghan

Zoning By-law Preparation

Please note should you download documents for any bid, tender, quotation or proposal, you must send a confirmation email to the identified Municipal contact to be registered on the potential proponents list. Failure to register may result in

your proposal being disqualified or you missing issued addendums.

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Township of Cavan Monaghan Zoning By-law

Table of Contents

1.0 General Background and Context ……………………………...…. 3 - 5

2.0 Purpose ………………………………………………………………. 5

3.0 Study Area …………………………………………………………… 5

4.0 Objectives ……………………………………………………………. 5 - 6

5.0 Study Team ………………………………………………………….. 6

6.0 Study Program ………………………………………………………. 6

7.0 Working Relationship ……………………………………………….. 6 - 8

8.0 Deliverables ………………………………………………………….. 8

9.0 Request for Proposal ……………………………………………… 8- 10

10.0 Items to be Addressed in the Proposal …………………………10 – 15 Appendix 1: Road Map

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1.0 General Background and Context

The Township of Cavan Monaghan is a predominantly rural municipality, forming the south west section of Peterborough County. The population of the Township of Cavan Monaghan is approximately 8600. The Township encompasses a geographic area of approximately 306 square kilometers. The study area includes all of the Township of Cavan Monaghan.

Within the Municipality’s boundaries is a small developed urban centre (Millbrook), seven hamlets (Ida, Cavan, Mount Pleasant, Five Mile Turn, South Monaghan, Bailieboro and Springville), a portion of the Oak Ridge Moraine and multiple trail systems and linkages (Millbrook Valley Trails, Ganaraska Hiking Trails). Much of the Municipality is prime agricultural land and is actively used for agricultural cultivation. The Township is home to the Peterborough Airport. The Township is also blessed with a portion of the Otonabee River and many natural heritage features.

In 2015, the Ontario Municipal Board approved a new Official Plan for the Township of Cavan Monaghan. The new Official Plan sets out the long term vision for the Township to the year 2031 and beyond.

The Township’s new Official Plan contains new policies that reflect the principles of the Provincial Growth Plan, the Provincial Policy Statement and, where applicable, the County of Peterborough Official Plan. The purpose and goals of the Plan are to:

Assist Council in determining future policies and actions in all matters relating to the development of the Township;

Build a sense of community in the Township through development of a Plan that guides the future of the Township as a single entity with a common purpose and common objectives;

Preserve the rural character of the landscape, settlement areas and cultural heritage of the Township;

Provide for the protection and preservation of the natural environment through policies that implement the Oak Ridges Moraine Conservation Plan and the Provincial Policy Statement;

Direct development primarily to the existing designated urban serviced community of Millbrook and, to a lesser extent, the existing hamlets in the Township;

Improve the economy of the Township by encouraging improved opportunities for employment in the commercial and industrial sectors;

Ensure development is attractive, accessible and reflects the historic character and built form in the Township;

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Encourage a density of new development that is energy efficient, sustainable and makes the most efficient use of existing services;

Ensure that new development incorporates sustainable elements into design, construction and operation to the benefit of the environment, the economy and the residents of the Township;

Identify, protect, conserve and manage the cultural heritage of the Township, including archeological sites, built heritage features and cultural landscapes for present and future generations;

Provide a variety of housing opportunities to meet the needs of the present and future residents of the Township;

Make information available to the public regarding the future development pattern of the Township, to reduce speculation in land;

Ensure that no public works shall be undertaken by Township authorities or private developers that do not comply with the provisions of this Plan;

Manage change in a manner that has the greatest positive impact on the Township; and

Develop methodologies to ensure that the impact of change is measured and recorded.

The Township’s Comprehensive Zoning By-law was approved in October of 2004. Since that time, a significant number of amendments to the By-law have been approved by Council. A number of zoning issues have also been identified that need to be addressed. These issues include:

Apartments in houses;

Existing lots with less lot area and/or frontage than required;

Gun ranges and target practice;

Fencing standards;

Number of accessory buildings permitted;

Urban chickens and keeping of livestock on smaller lots;

Sea containers;

Parking requirements;

Lot sizes;

Home based businesses;

Signs;

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Established building lines;

Climate change;

Boarding and Lodging Houses;

Employment Lands;

Swimming Pools;

Airport Zoning; and

Pits and Quarries setbacks.

The Township is now proposing to complete a new comprehensive zoning by-law that implements the principles and policies of the Township’s new Official Plan and the Peterborough County Official Plan, addresses current issues and trends, and meets the needs of the community.

The goal of this RFP is to secure the services of a qualified consulting firm to conduct a review of existing documents, facilitate a community consultation process, and generate a new comprehensive zoning by-law for the Township. 2.0 Purpose

The main objective of the zoning by-law project is to create a comprehensive zoning by-law that addresses the requirements of the new Township Official Plan, addresses current issues and trends, is easy to read and interpret, and has Schedules (maps) that are compatible with the Peterborough County GIS platform. The preparation of the new zoning by-law must be conducted with the benefit of a full and comprehensive public engagement and consultation program that promotes public input. 3.0 Study Area

The study area includes the entire Township of Cavan Monaghan. A base map of the Township is attached hereto as Appendix 1. 4.0 Objectives

The objectives of the project are as follows:

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To prepare zone categories and regulations to conform with the Township’s new Official Plan (2015);

To complete a comprehensive review of all zoning maps, including all amendments passed since October 2004;

To reflect Bill 73 requirements;

Identify policy issues that need to be researched and included in the new by-law;

Investigate, identify and prepare recommendations for existing zoning issues;

Review and compare definitions to permitted uses to identify potential issues;

Consolidate Oak Ridges Moraine Zoning By-law amendment into the zoning by-law.

5.0 Study Team

The planning consultant, in conjunction with the Township, will be responsible for identifying any additional expertise required. The planning consultant will act as the project coordinator. 6.0 Study Program

The study consists of the six steps outlined below;

Background analysis and issue identification;

Public consultation;

Zoning by-law preparation;

Review of draft by-law by Township Staff;

Open house(s) and public meeting; and

Presentation to Council for adoption.

7.0 Working Relationship

7.1 Municipal Contact

The Director of Planning will act as the lead on this project. The consultant shall meet on a regular basis with Township Staff to discuss the progress on the project. The Township will provide staff to review the various reports, documents and maps.

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The Township will provide background information as required. The information includes but is not limited to:

Township of Cavan-Millbrook-North Monaghan Zoning By-law No. 2004-62, as amended

Township of Cavan Monaghan Official Plan;

Township of Cavan Monaghan Corporate Strategic Plan 2012;

Township of Cavan Monaghan Parks and Recreation Master Plan 2011;

Downtown Millbrook Revitalization Plan 2013;

Trail Master Plan 2010;

Accessibility Plan 2010;

Cultural Resource Mapping 2011; and

Oak Ridges Moraine Zoning By-law Amendment.

7.2 Role of Consultant

The consultant will act as the coordinator of the project. The consultant will be responsible for providing policy information and direction, the preparation of the new By-law and ensuring that time frames are met. The consultant is also responsible for all presentations at community open houses, the public meeting and the Council meetings. 7.3 Insurance and Workplace Safety Insurance Board

The successful proponent must deliver a certified copy of the Firm’s Public Liability and Property Damage Insurance. Where applicable, the proponent shall carry a standard automobile and non-owned automobile liability insurance Policy for the works. Coverage shall be at least $5,000,000.00 per incident, with the Township of Cavan Monaghan named as insured. The successful proponent will also be required to submit proof of Workplace Safety Insurance Board Coverage and shall provide additional certificates as often as is deemed necessary by the Township during the term of the contract to ensure continued good standing with the Workplace Safety & Insurance Board.

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7.4 Indemnification from Liability and Release

The successful Proponent must covenant and agree with the Municipality, on behalf of itself, its successors and assigns, to indemnify and save harmless the Municipality, their servants and agents from and against any and all actions, suits, claims and demands whatsoever which may arise either directly or indirectly by reason of any work performed by the Proponent or on its behalf in connection with the carrying out of the provisions of the Proposal.

8.0 Deliverables

The following items will be delivered to the Township throughout and upon completion of the Zoning By-law:

One unbound camera ready copy of the Zoning By-law;

One electronic copy of the Zoning By-law in Microsoft Word;

All database materials received from Peterborough County, the Township of Cavan Monaghan or other agencies, boards, or commissions as part of this project and all database materials produced by the consultant in the undertaking of this project;

Material for the Township of Cavan Monaghan website, including meeting notices, schedules, maps, photographs, etc.;

Electronic copies of all draft reports and other information provided to the Township of Cavan Monaghan throughout the project, so that they can be circulated to the Review Team members and others as required; and

All mapping products and materials to be produced by the Consultant team in cooperation with Township Staff and Peterborough County GIS Staff in a compatible GIS format.

All reports and presentation materials shall be in a form and of a quality so as to be acceptable for reproduction and presentation and shall be acceptable to Township Staff. 9.0 Request for Proposal

9.1 Proposal

The Township of Cavan Monaghan is seeking proposals from qualified planning consulting firms, identifying their experience in completing comprehensive zoning by-laws and addressing items as outlined in Section 10 below. The proposal should indicate the personnel expected to be involved in the project, the consultant’s ability to undertake the project within the time frame identified in the Request for Proposal, and whether the consultant has been or is currently

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employed or is on retainer for private or public sector clients whose interests could be considered as a conflict of interest to the Zoning By-law project. Current Curriculum Vitae for each project staff person must be included in the proposal.

9.2 Proposal Due

Five (5) copies of the Proposal shall be submitted to the Township of Cavan Monaghan during regular office hours, and not later than 2:00 p.m. on October 4, 2016 to:

Mailing and Delivery Address

Township of Cavan Monaghan 988 County Rd 10 Millbrook, ON L0A 1G0 Attention: Karen Ellis, Director of Planning

The outside of the sealed shipping carton/envelope must be clearly marked “Request for Proposal PL-ZB-1 – Zoning By-law Preparation” together with the Consultant’s name and address.

Any Proposal received after the above deadline will be returned unopened to the Consultant.

The cost of preparing and submitting the Proposal shall be at the consultant’s expense.

If any clarification is required regarding the details of the terms of reference, please contact the Planning Department at 705-932-9334.

9.3 Interviews

Township Staff, with assistance from Peterborough County Planning Staff, will review the proposal and conduct interviews as required. Not all Firms will be interviewed. The Director of Planning will submit a report to Council recommending approval of the selected consultant and the recommended work program.

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9.4 Schedule of Events

Item Date

Request for Proposal Issued September 2, 2016

Proposals Submitted (Deadline) October 4, 2016

Proposal Opening October 4, 2016

Completion of Evaluation, Scoring and Interviews October 26-27, 2016

Report to Council to Award RFP November 7, 2016

Commencement of Services November 10, 2016

10.0 Items to be Addressed in the Proposal

10.1 Methodology

The proposal must include a detailed description of the key elements of the approach that will be employed. The proposal must also outline:

a) the unique aspects of the firm and their approach to the project;

b) outline the methodology to be employed in undertaking the study, including a broad description of how the firm shall approach the subject; and

c) include a complete work plan schedule including a labour allocation schedule that depicts the time that each project member shall spend on the various tasks in the project; and

d) the Township/municipal resources that may be required to complete the work.

10.2 Work Plan/Schedule

A specific, detailed timetable and work plan for the various phases of the project, a deadline for the submission of any reports, the timing and number of meetings with Township Staff and/or Council, the timing and number of public consultation sessions and the timing for a formal public meeting.

The proposed work schedule must include, based upon elapsed time in weeks, the tentative complete date for each phase. The work plan must also detail the work of any sub-consultants. The consultant should address the completion of the entire project within a maximum 10 month time frame. Please note that

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any and all schedule changes must be signed off by the successful proponent and the Director of Planning.

10.3 Proposed Project Staff

Information on the individuals who will be assigned to the project including;

Academic/formal training;

Past relevant experience including experience providing expert testimony before the Ontario Municipal Board;

Specific roles and responsibilities which will be assigned to each person involved.

10.4 Summary of Relevant Experience

The proposal must include a listing of recent and current planning projects completed by the consultant and each sub-consultant. For each project cited, include:

Name of the project;

Name of the client organization (listed organizations will be used as references);

Duration of the project;

Approximately total cost; and

Brief (one or two sentences) description of the project.

10.5 Costs

The costing should include the total contract fee for completion of the Zoning By- law. The rates should detail the total contract fee in Canadian dollars. The H.S.T. should be shown separately.

All sub-consultants and their fees must be identified and costs included in the upset limit. The consultant shall provide a per hour cost estimate for additional work relating to the adoption of the new zoning by-law beyond the point of Council approval and presentation before the Ontario Municipal Board, if required.

Invoicing will be required on a monthly basis. Payment at the tendered price shall be deemed to be compensation in full for all work, materials, and labour necessary to complete the work in accordance with the provisions of the proposal. Terms shall be thirty (30) days net from the date the invoice is received by the Township of Cavan Monaghan.

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The Township will be responsible for the cost of all public notification associated with the By-law including the open houses and the formal public meeting. The Township will also be responsible for meeting space arrangements and costs.

10.6 Potential Conflict of Interest

The consultant shall identify any potential conflicts that the consultant and/or sub- consultants may have.

10.7 Additional Tasks

All additional tasks suggested by the Consultant that are not specifically referred to in the Request for Proposal must be identified.

10.8 Pre-Submission and Other Information

The evaluation of proposals shall be based upon (but not solely limited to) the following criteria and any other relevant information provided by the Consultant at the time of submission and any additional information provided during subsequent meetings with the Consultant:

expertise and experience of the project manager, senior staff, and technical staff;

evidence of current and recent experience with a similar project in a comparably sized municipality;

approach and methodology proposed;

timelines for completion of the project;

total costs; and

references that support the firm’s stability and reputation.

Submission Scoring System Points Available

Qualifications, Experience and References 15

Submission 25

Approach and Methodology 30

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Timeline 10

Cost Breakdown for Project 20

Total Score 100

The top scoring Firms may be asked to attend an interview with Township Staff. Interviews will be conducted using a separate scoring system.

If any Respondent has questions concerning the request, finds discrepancies or omissions in the solicitation document, or requires clarification, such matters should be submitted in writing to:

Karen Ellis Telephone: 705-932-9334 Director of Planning Fax: 705-932-3458 988 County Rd 10 Email: [email protected] Millbrook, ON L0A 1G0

Contact with Council members is prohibited and can be considered as grounds for disqualification from the selection process.

All quotations and proposals submitted in response to this RFP become the property of the Township of Cavan Monaghan and, as such, are subject to the Municipal Freedom of Information and Protection of Privacy Act.

The Township of Cavan Monaghan reserves the right to request additional data or information after the Proposal date if, in the Township’s sole view, such data or information is considered pertinent to aid the review and evaluation process.

The Township reserves the right to supplement, add to, delete from and change this solicitation document. Respondents will be advised by fax or email of any changes that are made.

The Township reserves the right to reject any portion of any Proposal and/or reject all Proposals, to waive any informalities or irregularities in the Proposals, or to re-invite or to re-advertise.

Any amendments and/or questions will be circulated to all registered proponents.

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Appendix 1

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Request for Proposal PL-ZB-1 Consultant for Township of ... of Cavan Monaghan Zoning By-law...

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