TOWNSHIP OF GEORGIAN BLUFFS RFP 2017-09 Request for Proposal New Comprehensive Zoning By-law Township of Georgian Bluffs New Comprehensive Zoning By-law RFT 2017-09 1. Proposal Objectives The Township of Georgian Bluffs is seeking proposals for consultants to undertake the development of a new Comprehensive Zoning By-law for the Township. 2. Background The Township of Georgian Bluffs is a predominantly rural municipality with significant waterfront on Georgian Bay and inland lakes. It forms the north-western portion of Grey County and has a population of approximately 10,500, plus additional seasonal residents. The Township was created in 2001 from the former Townships of Keppel, Derby and Sarawak, and the Village of Shallow Lake. The Township’s geographic area is approximately 600 square kilometres and includes sections of the Niagara Escarpment Protection Area. The proposed comprehensive zoning by-law includes all of the Township, with the exception of those lands governed by the Niagara Escarpment Commission. Georgian Bluffs includes a small urban centre, the Village of Shallow Lake, as well as a number of settlements areas, plus a commercial zone at the west of the City of Owen Sound. The Township Official Plan (Appendix B), covering settlement areas, was approved in 2014. Rural areas outside of these settlement areas are covered by the County of Grey Official Plan, approved in 2000, and comprehensively updated in 2012. A copy of the County’s Official Plans is available online at https://www.grey.ca/planning-development. The existing comprehensive zoning by-law was adopted in 2003 and has had a number of significant amendments, as well as over three hundred amendments for individual properties. 3. Purpose of the Project To develop a new Comprehensive Zoning By-law for the Township of Georgian Bluffs to reflect the Township and County’s Official Plans, new policy, legislation and regulations and to address emerging issues. This Request for Proposal is intended to obtain professional consulting services to complete this project. Submissions will be evaluated by Township staff and a recommendation made to Council on the contract award. The successful bidder will work with the Township Planner and Director of Legislative Services throughout the process. Other departments and members of the public shall be involved through the consultation process, and may provide assistance. Page 2 of 10 Township of Georgian Bluffs New Comprehensive Zoning By-law RFT 2017-09 4. Project Objectives • Provide a Comprehensive Zoning By-law in accordance with the recently approved Official Plan • Undertake any necessary background research to ensure the By-law is consistent with current legislation and policy. • Work with Council and Township staff to create a By-law that meets the needs of the Township and addresses emerging issues. • Conduct public engagement activities at all stages of the project to obtain the greatest possible public input to the proposed by-law. • Provide and maintain a work plan and meet key objectives as defined in this Request for Proposals. • Attend meetings and provide regular reports to Council. 5. Project Timeline The Township’s goal is to have the project completed by the end of 2017 and the work program should be scheduled accordingly. This must include public consultation activities and time for review by internal and external agencies. Please note the Township consists of a mixture of permanent and seasonal residents, and the consultation strategy will need to consider this factor. Aside from the Township, two key stakeholders in this project will be the Grey Sauble Conservation Authority (GSCA) and the Niagara Escarpment Commission (NEC). The GSCA will be involved as it pertains to the mapping and identification of natural hazards and regulated areas. The NEC will be involved as it pertains to conformity to the Niagara Escarpment Plan. All proposals should include a detailed process and proposed timeline outlining milestones, key personnel and responsibilities in specific detail. Key milestone dates should be identified, including a kick-off meeting with Township staff. The proposal should also outline the number of meetings with Council that the consultant anticipates will be necessary. The Township expects that there be public consultation at the beginning of the exercise, at the time of the initial draft publication, and the statutory open house and public meeting following the preparation of the final draft of the proposed by-law. Page 3 of 10 Township of Georgian Bluffs New Comprehensive Zoning By-law RFT 2017-09 6. Deliverables The successful bidder will be expected to provide the following materials on completion of the project: • 10 bound colour copies, including all maps or other illustrations • 1 unbound ‘original’ colour copy • 1 CD/USB Drive with Word and PDF electronic copies, plus any related colour photos, graphics and maps in formats compatible with Township systems. • Mapping in transferable format for municipal use (ArcGIS, AutoCAD) In addition, all documentation shall be compiled to meet AODA requirements and in a format in which it can be placed on the municipal website. It is expected that newsletters, brochures, social media updates/notifications, and other forms of communication will be also be provided to inform the public, and the proposal should provide details of this. 7. Information Available for this Project Following the closing of this RFP the Township will supply the following information to the winning bidder: • Digital and hard copies of the 2003 by-law and all amendments thereto. • ArcGIS mapping layers of the existing zoning by-law, Township Official Plan, and County Official Plan. • Any ArcGIS mapping layers available from the GSCA and/or the NEC. 8. Preparation and Submission of Proposal Each bidder must ensure that its proposal includes the following information: • The bidder’s understanding of the assignment including an explanation of the approach and methodology to be used to achieve the objectives, and an assessment of any anticipated difficulties. • A work plan/project schedule including a detailed description of all tasks and sub- tasks, timelines, deliverables and meetings. • A listing of consulting team members complete with their qualifications, experience and applicable skills. • A listing of relevant projects completed, and any work which demonstrates knowledge of the zoning challenges in rural Ontario. Page 4 of 10 Township of Georgian Bluffs New Comprehensive Zoning By-law RFT 2017-09 • An upset cost for the project (submitted in a separate envelope) which includes a detailed breakdown of the cost of the project in respect of the project objectives and deliverables. • A list of three references in respect of similar municipal projects. Bidders shall submit three bound copies of the proposal and one PDF copy on a CD/USB drive. The proposal should be limited to 25 pages, excluding CVs references and project experience materials. Submissions must be clearly marked with the RFP title. The Township will not accept any responsibility for any misunderstanding arising from failure of a bidder to comply with the requirements of the Request for Proposal. Bidders must submit a Form of Proposal as set out in Appendix A. All proposals must be submitted on the proper form or are subject to disqualification. This Form of Proposal shall be submitted as part of the proposal package. Finally, it is possible that this by-law could proceed to an Ontario Municipal Board (OMB) hearing. The winning bidder must be prepared to provide expert evidence at any hearings in relation to the work undertaken. Daily OMB rates should be provided within the submission; however these rates will not be scored in the evaluation of the overall price of the project. 9. Evaluation Proposals will be reviewed by the Township Planner, Clerk and Acting CAO, with a recommendation being brought forward to Council. Proposals will be evaluated according to the scoring system listed below. Category Points Available Qualifications, Experience and References 15 Submission 25 Approach and Methodology 30 Timeline 10 Cost 20 Page 5 of 10 Township of Georgian Bluffs New Comprehensive Zoning By-law RFT 2017-09 Total Score Available 100 The top scoring bidders may be asked to attend an interview with Township staff. Interviews will be conducted using a separate scoring system. 10. Conditions of Proposal Place for Lodgment of Proposals: Township of Georgian Bluffs 177964 Grey Road 18 RR 3 Owen Sound ON N4K 5N5 Proposals may be delivered by hand or sent by mail. Facsimile transmission, oral or e- mail submissions will not be accepted. Point of Contact for Lodged Proposals: Rick Winters, Acting CAO Township of Georgian Bluffs 177964 Grey Road 18 RR 3 Owen Sound ON N4K 5N5 Phone: 519-376-2729 E-mail: [email protected] Deadline for Lodgment of Proposals: The deadline set for lodgment of proposals is 1:00 p.m. on April 4, 2017. The Township’s determination as to the actual time that a proposal is lodged is final. The deadline set for lodgment of proposals may be extended by written notice at the sole discretion of the Township. Proposals are to be enclosed in a sealed envelope or other sealed container endorsed with the relevant Request for Proposal number, the Proposal Closing Time, the name of the Bidder and the Township Contact Officer. Late Proposals will be opened and registered separately and may be admitted to the evaluation process at the sole discretion of the Township. Page 6 of 10 Township of Georgian