Request for Proposal Municipal Development Plan & Land Use Bylaw

Camrose County is looking for a company or individual to conduct a full Municipal Development Plan and Land Use Bylaw Review. The full Request for Proposal is available on the County website under Planning Notices: http://www.county.camrose.ab.ca/content/planning-notices-0

This RFP closes on October 31, 2014 at 4:00p.m.

Request for Proposal

Comprehensive Review of Camrose County Municipal Development Plan and Land Use Bylaw Proposal Closing: October 31, 2014 at 4:00pm

Key Dates:

DATE* Step October 3 Distribute RFP October 31, 4pm RPF Closing Date & Time November 13 Notification of Selection Results December 2014 Contract Starts December 2015 Contract Completion

*Dates are subject to change

Scope

Camrose County invites proposals through this RFP to undertake a comprehensive review and re- write of its Municipal Development Plan and Land Use Bylaw to reflect the needs of the community.

The County’s existing Municipal Development Plan was approved in 2004 and the Land Use Bylaw was approved in 2008. Both documents need updating to reflect changes to the community and to keep up with changing development demands.

Project Background

Camrose County is located in the East Central region of , with its northwestern boundary located about 40 kilometres southeast of when travelling on Highway 21. From this point, the County covers an area approximately 128.5 km (80 miles) long from the north to south by 48.25 km (30 miles) wide. Within this area there is about 390,000 hectares of land classified as pasture, to very good arable soils throughout most of the district. This area is well known for its mixed farming attributes. The County has a population of 8,004.

Within the boundaries of the County are the City of Camrose, the Town of Bashaw and the Villages of Bittern Lake, Bawlf, Edberg, Ferintosh, Hay Lakes, and Rosalind as well as the hamlets of , Duhamel, Kelsey, Kingman, Pelican Point, Meeting Creek, , , Round Hill and .

Camrose County is just outside of the Capital Region and the Highway 2 corridor and in recent years has seen increasing demand for residential, recreational and industrial development. In addition to the strong agricultural base, there is a large quantity of gravel extraction in some areas.

Since the adoption of the existing MDP and LUB there have been several major amendments:

1. Addition of New Norway as a 2. Changes to Natural Resource Extraction regulations 3. Changes to residential and parcel density in the agricultural district 4. Changes to Development Authority between staff and Municipal Planning Commission

Objective

To create a clear and concise MDP & LUB that reflect the changing needs of the community and provide a framework for future land use decisions.

Municipal Development Plan

 Review in context of the Land Use Framework  Review in context of the County Strategic Plan  Ensure alignment with existing Intermunicipal Development Plans  Any issues raised by administration, council or the community as part of the engagement process.

Land Use Bylaw

 Ensure compliance with new MDP, provincial regulations, etc.  Increase the clarity, intent and ease of understanding of the LUB, incorporating explanatory or illustrative diagrams where appropriate to assist in interpretation  Review and update the definitions section of the LUB to include, or more specifically define, uses  Recognize new uses and include them in the bylaw (Park Model Trailers, Seacans, work camps, etc.)  Address Home Occupations and Home Businesses  Review existing Land Use Districts and consolidate where possible  Review existing uses and consolidate similar uses where possible  Address Recreational Vehicles, particularly adjacent to lakes  Review environmental regulations and setbacks  Review enforcement components  Review the key components of the Land Use Bylaw, including but not limited to: bylaw administration, general provisions, and district standards  Any other issues raised by administration, council or the community as part of the engagement process.

Some relevant documents to consider: 1. Municipal Development Plan 1052 (as amended) 2. Land Use Bylaw 1142 (as amended) 3. Strategic Business Plan 2014 4. Intermunicipal Development Plans (Bashaw, Buffalo Lake, Camrose) 5. Area Structure Plans (Armena, Duhamel, Kingman, Pelican Point, Meeting Creek, Ohaton, Round Hill, Ervick Junction, Legacy Junction, Miquelon, North Shore)

Public Consultation Process

Public and other stakeholder involvement is key to the success of this project. The Consultant shall design a formal community consultation process which outlines the method(s) and tools for engaging stakeholders in the community and maximizing input at each stage of the project, which may include: community consultations sessions, public open houses, technical working groups, newsletters, surveys, notices, web materials and social media, posters and mail/hand-outs. Written explanatory briefs and other summary documentation shall be encouraged to assist members of the public in its understanding of the project.

Regular meetings are expected with the Planning Department throughout the course of this project (which may include other municipal staff), and consultations should be held with key stakeholders.

Specifically, the Consultant will be required to organize and convene one open house session near the beginning of the project to gather community feedback and enhance the Consultant’s understanding of the community’s interests. The Consultant will also be required to work with a Steering Committee comprised of County Staff, Councillors and members at large (approximately 3 meetings). A second public open house will be required to present the Draft Bylaws. Finally, County Council will convene the Public Hearing(s), once the draft Bylaws have been revised by the Consultant based on earlier community consultation and input.

Additional consultation and facilitation may be required throughout the project depending on the response from these sessions, and may be directed towards specific groups such as the business, development or agricultural communities, public agencies, or interest groups. These sessions will also be organized and led by the Consultant. Accordingly, the Consultant shall include a flat rate fee (as an additional cost item) for any additional meetings as may be directed by the County. The consultant shall be responsible for scheduling of meetings, preparation of notices and agendas, presentation materials, and meeting notes and minutes. The County will provide assistance with organizing meeting room/hall bookings.

Proposed Work Plan & Schedule

The Consultant is responsible for creating a work plan, consultation strategy, and schedule for this project, which will be reviewed by the Manager of Planning & Development as part of the evaluation process. The project completion deadline is December 2015, but the consultant must determine the key project components and schedules to meet this target. The consultant should consider the large recreational property use around lakes and the agricultural focus of the community when selecting times to connect with key stakeholders.

Project Deliverables:

1. A written evaluation of the issues, along with an assessment of the existing Bylaws 2. A report of the key areas of the bylaws that need to be amended 3. Land Use Bylaw and Municipal Development Plan

Note: Mapping for this project will be done by Camrose County GIS staff in liaison with the selected consultant. If the consultant uses their own GIS, they must specify this in the proposal and outline how they will ensure the final documents are compatible with the County’s existing systems.

Content of Proposals

Proposals must contain the following:

 The Consultant’s understanding of the assignment, including an explanation of the approach and methodology to be used to achieve the objectives of the RFP, and an assessment of any anticipated difficulties in performing tasks and the proposed approach for overcoming these;  Examples of recently completed municipal development plan and/or land use by-law projects and a list of three client references relating to the same;  A work plan/project schedule, including a detailed description and costing of all tasks and sub-tasks, timelines, milestones, deliverables, meetings and key dates proposed to meet the requirements of the RFP. If the Consultant feels it is advisable to perform additional work at the proposal stage, the nature, extent and estimated cost of such work shall be identified separately;  A total cost for the project, including a breakdown of all hourly rates and predicted person hours attributed to each team member by the task and all other tasks and disbursements. Cost estimates should also include the cost of additional public meetings, printing, document reproduction, travel and accommodation, etc. and any costs of anticipated sub- consultant work;  A list of employees within the consulting team who will be involved in the project, their role in the process, anticipated percentage of time dedicated to the project, curriculum vitae complete with qualifications, experience and applicable skills, and their contact information, and a breakdown of all hourly rates;  Indication of other concurrent commitments; and  Disclosure of any potential conflict of interest if applicable.

Submission Guidelines Proposals must be received by October 31, 2014 at 4:00pm and will not be accepted if received after the submission deadline or if lacking any predetermined requirements. Interested consultants will provide 1 paper copy and one PDF copy to:

Anjah Howard, RPP, MCIP Manager of Planning and Development Camrose County 3755 – 43 Avenue Camrose, AB T4V 3S8

Faxed or emailed proposals will not be accepted.

Questions about the RFP or submissions must be directed to [email protected]

Project Completion Date

Bylaw adoption for both the MDP and LUB should be completed by December 2015.

Evaluation Criteria

Proposals will be evaluated on the following criteria:

1. Understanding of the County’s needs (10%) 2. Work plan and methodology (30%) 3. Qualifications of project team (20%) 4. Price (40%)

Acceptance of Proposals

Incomplete or late proposals will be rejected.

The review and selection of the proposals will be conducted by the Manager of Planning & Development and the Development Officer, who will make a recommendation to County Council. The proposed winning submission must be endorsed by County Council.

The County reserves the right to prioritize and weigh the importance of each criterion confidentially and to make any selection it deems prudent. Responding firms or individual participants acknowledge by their participation that such selection is not subject to protest or contest.

The successful consultant will perform a variety of duties as agreed upon in the final negotiated Work Plan. If the County and the selected Consultant are unable to agree on the terms and conditions at this point, the County may exercise its right to negotiate with other Consultants.

The County reserves the right to reject any and all proposals received in response to this request for proposal and is in no way bound to accept any proposal in relation to this RFP.

Budget The Consultant shall supply a detailed task list, itemized cost estimate, work plan, and a total proposed cost of the project, including all consulting fees, disbursements, contingencies and all other cost associated with implementing the scope of work. GST should be identified separately. It is the responsibility of the respondent to anticipate and clearly identify all tasks required to satisfy the requirements of the RFP.

The successful Consultant will be responsible for submitting detailed invoices which describe the work undertaken within each invoice time period, the personnel employed and hours expended by the hourly rate, disbursements, total fee for each invoice, and total budget expended/remaining on the project. If the Consultant determines that this target cannot be met at any time prior to or during the project work, the Consultant shall advise the County and should not undertake any work that would cause the budget to be exceeded without written permission from the County.

Ownership of Proposals

All documents, including proposals, submitted to the County become the property of the County. They will be received and held in confidence by the County, subject to the provisions of FOIPP.

Confidentiality of Information

Information pertaining to the County obtained by the Consultant as a result of participation in the project is confidential and must not be disclosed, or used for any other project, without written authorization from the County.

Contractor Safety

The Contractor shall comply with the County’s Health and Safety program as it applies to this project.