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HomeMy WebLinkAboutPLN 22-18DICKERING Report to Planning & Development Committee Report Number: PLN 22-18 Date: June 18, 2018 From: Kyle Bentley Director, City Development & CBO Subject: Consulting Services for the Infill and Replacement Housing in Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 File: D-1100-096 Recommendation: 1. That the proposal submitted by SGL Planning & Design Inc. to undertake the Infill and Replacement Housing in Established Neighbourhoods Study in the amount of $147,657.00 (including HST) be accepted; 2. That the total gross project cost of $164,342.00 (HST included), including the RFP amount and contingency costs, and the total net project cost of $147,995.00 (net of HST rebate), utilizing the funding identified for this project in the 2018 Current Budget for the City Development Department, Consulting and Professional (Account 2611.2392.0000), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost in the amount of $147,995.00 as follows: a) The sum of $81,39700 to be funded from property taxes; b) The sum of $66,598.00 to be funded by a transfer from the Development Charges — Studies Reserve Fund; and 4. That the appropriate City of Pickering staff be authorized to enter into any agreements to give effect hereto. Executive. Summary: As a result of local resident concerns, on November 21, 2016 Council passed Resolution #236/16 recognizing the importance of preserving community character in established neighbourhoods. The Resolution directed staff to convene a Focus Group that would "enable Pickering to create guidelines that will encourage the design of new housing to be mindful of established community character". In May 2017, City Development staff facilitated Focus Group meetings where participants identified measures for protecting community character in established neighbourhoods. Report PLN 22-18 June 18, 2018 Subject: Consulting Services for the Infill and Replacement Housing in Page 2 Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 On September 5, 2017, City Development staff presented Report PLN 15-17 to Planning & Development Committee summarizing feedback received at the Focus Group meetings where discussions centred on concern over the scale of new housing in some of Pickering's established neighbourhoods. Based on this feedback, Report PLN 15-17 recommended the City institute a maximum building height in Zoning By-law 2511, for lands not subject to such a provision; and, undertake an Infill and Replacement Housing in Established Neighbourhoods Study. On March 5, 2018, Report PLN 06-18 to Planning & Development Committee recommended amending the general provisions of the "R3" and "R4" zones in Zoning By-law 2511 to implement a maximum building height of 9.0 metres which would apply to lands not already subject to a site specific amendment regulating building height. City Initiated By-law 7610/18, implementing the 9.0 metre height limit, was passed by Council on March 12, 2018 and is in full force and effect. On March 28, 2018, a Request for Proposal (RFP) was issued calling for proposals to undertake the Infill and Replacement Housing in Established Neighbourhoods Study. The RFP closed on April 19, 2018 with 2 bids being received. The Evaluation Committee reviewed the proposals against the criteria outlined in the RFP and conducted interviews with the submission from SGL Planning & Design Inc. receiving the overall highest ranking score. Financial Implications: 1. Proposal Amount Proposal No. RFP -8-2018 HST (13%) Total Gross Project Amount $130,670.00 16,987.00 $147,657.00 2. Estimated Project Costing Summary Proposal No. RFP -8-2018 Contingency Total HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $130,670.00 14, 765.00 145,435.00 18,907.00 $164,342.00 (16,347.00) $147,995.00 Project Costs Under Approved Funds By $2,005.00 Report PLN 22-18 June 18, 2018 Subject: Consulting Services for the Infill and Replacement Housing in Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 Page 3 3. Approved Source of Funds Account Code 2611.2392.0000 Total Funds Source of Funds Development Charges Reserve Fund — Residential -Planning (45%) Property Taxes (55%) Budget Required $67,500.00 $66,598.00 $82,500.00 $150,000.00 $81,397.00 $147,995.00 1. Discussion: 1.1 Council Passed a Resolution Recognizing the Importance of Preserving Community Character Similar to other municipalities, the City has experienced a considerable amount of infill and replacement housing within many of its established neighbourhoods. In some cases, these new dwellings are 2 to 3 times larger than existing dwellings. Local residents started raising concerns that these new homes were not compatible with the predominant character of these neighbourhoods. Subsequently, on November 21, 2016 Council passed the following Notice of Motion (Resolution #236/16): "Guidelines to Protect Community Character (Infill) Whereas the City of Pickering recognizes the importance of community character and its preservation where infill construction takes place; Whereas the Planning Act enables approvals when it involves Draft Plans of Subdivision, but provides no jurisdiction to enable municipalities to impose conditions for individual building permits not subject to Draft Plan Conditions; Now Therefore be it resolved that the City Development Department commence a community engagement process via the establishment of a focus group that will enable Pickering to establish the creation of guidelines that will encourage developers and builders to be mindful of established community character when bringing forward draft plans and/or individual building permits in communities such as Fairport Beach, South Rosebank and others within Pickering. And that City staff forward copies of this resolution to all City of Pickering community associations and ratepayer groups seeking appointments to this focus group." Report PLN 22-18 June 18, 2018 Subject: Consulting Services for the Infill and Replacement Housing in Page 4 Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 In response to Council's direction, City Development staff commenced a community engagement process by hosting 3 Focus Group meetings in May 2017 that were attended by residents from a variety of neighbourhoods. At the meetings, staff invited participants to: define what community character meant to them; and, identify measures for protecting that character. Feedback included concern that infill development was not sensitive to existing neighbourhood character in terms of building heights, building massing and architectural design. On September 5, 2017, City Development staff presented Report PLN 15-17 to Planning & Development Committee summarizing feedback received at the Focus Group meetings. Based on this feedback, Report PLN 15-17 recommended the City initiate an amendment to Zoning By-law 2511 to add a maximum building height where site specific height restrictions did not exist; and, that the City undertake an Infill and Replacement Housing in Established Neighbourhoods Study. 1.2 Council Approves Amendment to Zoning By-law 2511 for Maximum Building Height Through a review of Zoning By-law 2511 and further public consultation, City Development staff recommended implementing a maximum building height of 9.0 metres for parts of the Rosebank, West Shore and Bay Ridges neighbourhoods, zoned "R3" and "R4" in Zoning By-law 2511, that were not already subject to a maximum building height (Report PLN 06-18). On March 12, 2018, Council endorsed the recommendation and passed By-law 7610/18. The 9.0 metre height limit is an interim measure to address a component of community character until the completion of the Infill and Replacement Housing in Established Neighbouhoods Study. 1.3 A Request for Proposal (RFP) for Consulting Services for the Infill and Replacement Housing in Established Neighbourhoods Study was Issued On March 28, 2018, the City issued RFP -8-2018 for consulting services for the Infill and Replacement Housing in Established Neighbourhoods Study at an upset limit of $150,000.00 including HST. The scope of work (provided in Attachment #1) outlined 3 phases for the Study. Phase 1 of the Study involves background research and analysis including identification of the City's established neighbourhoods; creation of neighbourhood inventories; and, analysis of neighbourhood character. Phase 2 of the Study includes evaluating strategies, such as zoning provisions and urban design guidelines, to regulate infill and replacement housing. In Phase 3 of the Study, recommended tools, including urban design guidelines, will be presented. Public and stakeholder consultation will be conducted in each project phase. The RFP closed on April 19, 2018 with 2 proposals being received. Report PLN 22-18 June 18, 2018 Subject: Consulting Services for the Infill and Replacement Housing in Page 5 Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 t4 SGL Planning & Design Inc. is Recommended for Selection The Evaluation Committee consisting of staff from City Development reviewed the proposals against the criteria outlined in the RFP and conducted interviews. The consultant that received the highest score through the review and interview process was SGL Planning & Design Inc. (see Attachment 2). Award of the project to SGL Planning & Design Inc. is conditional upon approval of the Health & Safety Regulations form by the (Acting) Coordinator, Health & Safety; and approval of the Certificate of Insurance by the Manager, Budgets & Internal Audit. The Director, Finance & Treasurer has confirmed funding is available for this Study, and the Senior Financial Analyst — Capital & Debt Management has reviewed the wording of the Recommendations and the Financial Implications section of this Report. 2. Recommendations It is recommended that SGL Planning & Design Inc. be retained to undertake the Infill and Replacement Housing in Established Neighbourhoods Study. It is further recommended that staff be authorized to enter into any agreements as required to give effect hereto. Attachments 1. Scope of Work — Excerpt of Appendix D from RFP -8-2018 2. Memo from Supply & Services dated June 1, 2018 Report PLN 22-18 June 18, 2018 Subject: Consulting Services for the Infill and Replacement Housing in Established Neighbourhoods Study Request for Proposal No. RFP -8-2018 Page 6 Prepared By: Stet' Andis, MCIP, RPP Principal Planner, Policy Jeff Brooks, MCIP, RPP Manager, Policy & Geomatics 1 SA:Id Approved/Endorsed By: Catherine Rose, MCIP, RPP Chief Planner AY/ Adei, Kyle Bentley, P.Eng. Director, City Development & CBO Stan Karwowski, CPA, CMA MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer s, 20/8 [ TACHr ENT #.. 1 TO Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D Appendix D — Request for Proposals Particulars A. The Deliverables 1.0 Introduction The City's Official Plan recognizes that neighbourhoods are fundamental building blocks of the City's urban area and recognizes the importance of community character in establishing neighbourhood identity and a sense of place. While community character can vary from neighbourhood to neighbourhood, it is shaped by a number of common natural and built elements in the public and private realms. It is a sum of all these elements that make a neighbourhood unique and establishes a sense of place for its residents. The City recognizes that neighbourhoods evolve over time and that neighbourhood character can change as a result of social and economic conditions, changing housing preferences, and provincial/municipal policies. The City also recognizes that respecting neighbourhood character does not mean preventing change; rather it means that the design of new development should be responsive to key natural and built elements identified in a neighbourhood. In other words, new housing should be designed in response to a neighbourhood's context. This Study will look at how to guide the future evolution of the City's established neighbourhoods by recommending an appropriate scale of infill and replacement housing, and how the City can ensure neighbourhood character is properly considered through the development and building approval processes. For the purposes of this Study: • Infill means the development of 2 or more ground -oriented housing forms such as single detached, semi-detached and townhouse dwellings through a consolidation of lots or the severance of a larger lot. Within the context of this Study, infill does not include the development of stacked townhomes, stacked back-to-back townhomes, or other forms of multi -unit housing; however, such proposals may be appropriate and would be evaluated on a site specific basis. Infill can occur through draft plan of subdivision/condominium, site plan and/or land division. • Replacement housing involves a smaller dwelling being substantially altered or demolished and replaced with a new larger dwelling through the building permit application process and possibly the minor variance process. The City is seeking a Consultant to provide direction for the preparation of official plan policies, zoning provisions and other appropriate tools; and to develop design guidelines that would facilitate the development of an appropriate scale of infill and replacement housing that is sensitive to the existing character in the City's established neighbourhoods. Page 1 of 23 ATTACHMENT #_ . / TO REPOR1 PLN (9,9-/6 Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D 2.0 Background The patterns of development and housing stock within the City's neighbourhoods vary largely based upon their year of construction. Areas in south Pickering near the lake were initially developed with summer cottages. Over time, many of these cottages were converted to year round residences and more permanent residences were built along existing township roads such as Fairport Road, Rosebank Road and Woodview Avenue. By the 1960s, Pickering's first planned communities (Bay Ridges and West Shore) were being developed. Over the subsequent 30 years, similar low-density neighbourhoods were developed in most of south Pickering. Similar to the experiences of other municipalities, the City's established neighbourhoods have been experiencing a significant shift over the last several years. There has been a considerable amount of infill and replacement housing built within certain neighbourhoods of the City and, in some cases, these new dwellings are two or three times larger than existing dwellings in the neighbourhood. Consequently, local residents started raising concerns that these new homes were not compatible with the predominant character of these neighbourhoods. As a result, on November 21, 2016 Council passed the following Notice of Motion (Resolution #236/16): "Guidelines to Protect Community Character (Infill) Whereas the City of Pickering recognizes the importance of community character and its preservation where infill construction takes place; Whereas the Planning Act enables approvals when it involves Draft Plans of Subdivision, but provides no jurisdiction to enable municipalities to impose conditions for individual building permits not subject to Draft Plan Conditions; Now Therefore be it resolved that the City Development Department commence a community engagement process via the establishment of a focus group that will enable Pickering to establish the creation of guidelines that will encourage developers and builders to be mindful of established community character when bringing forward draft plans and/or individual building permits in communities such as Fairport Beach, South Rosebank and others within Pickering. And that City staff forward copies of this resolution to all City of Pickering community associations and ratepayer groups seeking appointments to this focus group." In response to Council's direction, City Development staff commenced a community engagement process by hosting three Focus Group meetings in early Page 2of23 ATTACHMENT # / TO IREPOR1 # PSN -/ B Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 May 2017. Participants representing a variety of neighbourhoods in the City attended the meetings. At the meetings, staff invited participants to define what community character meant to them and to identify measures for protecting that character. Feedback included concern that infill development is not sensitive to the existing neighbourhood character in terms of building heights, building massing and architectural design. In September 2017, Planning & Development Committee Report PLN 15-17 summarized the feedback received at the Focus Group meetings and recommended the City undertake an Infill and Replacement Housing in Established Neighbourhoods Study. Additionally, as Focus Group participants identified building height as a key element to the compatibility of new infill and replacement housing in established neighbourhoods, PLN 15-17 also recommended an interim measure to implement a maximum building height, where none exists, in south Pickering neighbourhoods experiencing some of the greatest pressure from infill and replacement housing activity. A subsequent report to Planning & Development Committee on March 5, 2018 (Report PLN 06-18) identified that parts of the established neighbourhoods of Rosebank, West Shore and Bay Ridges, zoned "R3" and "R4" in Zoning By-law 2511, were not subject to a maximum building height. On March 12, 2018, as recommended in Report PLN 06-18, Council passed an amendment to Zoning By-law 2511 (By-law 7610/18) to establish a maximum building height of 9.0 metres in the "R3" and "R4" Zones. 3.0 Policy Context 3.1 City of Pickering Official Plan 3.1.1 Land Use Policies The City's Official Plan (Sections 2.9, 3.2 and 3.9) speak to maintaining, protecting and enhancing the different identities and characters of the City's neighbourhoods as they evolve over time by considering such matters as building height, yard setback, lot coverage, and access to sunlight. Section 9.2 of the Official Plan states that the City should encourage developments that are designed to fit their contexts by considering the mix of uses, and the massing, height, scale, architectural style and details of existing, adjacent buildings. There are also neighbourhood specific policies in Chapter 12 that identify established residential areas and encourage new development to be compatible with the character of existing development (Sections 12.3, 12.7, 12.8, 12.9, and 12.12). Additionally, policy 14.10 also states that where new development is proposed within an existing established area, building designs should reinforce and complement existing built patterns such as form, massing, height, proportion, position relative to street, and building area to site area ratios. Page 3 of 23 ATTACHMENT # 1 TO REPORT / Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D 3.1.2 Built Heritage Resource Policies The Official Plan (Chapter 8 — Cultural Heritage) notes that decisions and actions should respect Pickering's cultural heritage resource where the integration of old and new results in a complimentary character. It also notes that heritage resources may be adversely affected by planned and incremental changes including development proposals and smaller changes such as residential infill. The City has a list of heritage properties designated under the Ontario Heritage Act and other properties of heritage interest. These properties are an important element in defining neighbour character. 3.1.3 Development Guidelines The City of Pickering Official Plan includes a Compendium Document that contains Development Guidelines for various neighbourhoods. The Guidelines act as a bridge between Official Plan policy and implementing Zoning By-laws by addressing matters such as: scale and intensity of use; streetscape design; and landscaping. 3.2 Zoning By-laws 2511, 2520, 3036 and 3037 The City is covered by 6 Parent Zoning By-laws: 2511, 2520, 3036, 3037, 7553/17 (City Centre) and 7364/14 (Seaton). Each Parent By-law establishes zones, general provisions and development standards. Zoning By-laws 2511, 2520, 3036 and 3037 also have a number of site specific amendments to establish new zones and development standards that are specific to the proposal. The established neighbourhoods are predominately covered by By-laws 2511, 2520 and 3036. 4.0 Scope of Services 4.1 Study Area The area to be studied shall generally be within the predominately low density neigbourhoods in the South Pickering Urban Area (refer to `Map 9 South Pickering Urban Area Neighbourhoods' in the City of Pickering Official Plan, Edition 7). The exact boundaries of the neighbourhoods/areas to be studied will be confirmed during Phase 1 through the review of neighbourhood characteristics to identify the City's established neighbourhoods, or parts thereof. 4.2 Purpose and Objectives The purpose of this Study is to provide direction for the preparation of appropriate Official Plan policies, zoning regulations and other implementation tools that will be developed by City staff; and to develop design guidelines that can facilitate a sensitive transition between existing older housing stock and new contemporary housing development in the City's established neighbourhoods/areas. Objectives for the Infill and Replacement Housing in Established Neighbourhoods Study are to: Page 4 of 23 ATTACHMENT # RF PORI # • Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D • Identify the City's established neighbourhoods, or parts thereof, within the South Pickering Urban Area: • Identify and evaluate the unique qualities and characteristics of the City's established neighbourhoods, or parts thereof, and key issues regarding infill and replacement housing that are of concern to residents: • Provide an opportunity for full and meaningful consultation and engagement with residents, agencies and the development industry: • Review the City's Official Plan, Development Guidelines and Zoning By-laws to propose amendments, as necessary, that would improve the ability to manage an appropriate scale of infill, replacement housing and additions that allows established neighbourhoods, or parts thereof, to evolve while respecting community character; and • Identify and develop other tools the City can use, including Design Guidelines, that will allow neighbourhoods, or parts thereof, to evolve while maintaining and enhancing the character of the City's established neighbourhoods/areas. 4.3 Scope of Work and Deliverables Many other municipalities in the Greater Toronto Area have conducted similar studies in recent years. This Study will learn from and build upon the successful approaches implemented in those municipalities. An internal Project Committee, led by the City's Project Manager and comprised of staff from the City Development (Planning & Design, and Building), and Engineering Services departments will provide strategic advice and direction during each phase of the Study. The City's Project Manager will invite representatives from the City Development and Engineering Services departments to Project Committee meeting on an as -needed basis. The scope of work has been divided into 3 Phases and detailed below with corresponding tasks, consultation and deliverables for each Phase. This is not intended to be an exhaustive list of the work activities. The Consultant may outline additional tasks, meetings, workshops or other activities necessary to achieve the objectives of the Study (see Section 4.6.4 for direction on documenting additional activities and related costs). 4.3.1 Phase 1 — Background Research & Analysis of Existing Neighbourhood Conditions Phase 1 of the Study includes identification of the City's established neighbourhoods, or parts thereof, to confirm the boundaries of neighbourhoods/areas that are to be studied; creation of neighbourhood/area inventories; analysis of each neighbourhood's/area's Page 5 of 23 ATTACHMENT # 1 TO RF PORI J1"%-1V - Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 character; review of legislative authority to regulate character; review of other municipal best practices; and presentation of preliminary observations. 4.3.1.1 Phase 1 Key Tasks • Background research and analysis which shall include the following: o Review of the City's Official Plan, Development Guidelines, Zoning By-laws, properties designated under the Ontario Heritage Act and properties of heritage interest, engineering standards, relevant studies and staff reports; o Review of relevant Provincial plans and policies, the Planning Act and specifically municipal authority to regulate character through zoning, site plan, and subdivision; o Development of key factors by which to identify the City's established neighbourhoods, or parts thereof, to confirm the boundaries of neighbourhoods/areas that are to be studied; o Creation of an inventory (photographs, maps, statistics, etc.) of the unique built and natural elements of each established neighbourhood, or parts thereof, including, but not limited to: lot fabric, lot size, setbacks, housing type (single, semi, townhouse, etc.), housing age, housing size, building heights; scale and massing; streetscape and vegetation; garages and driveways; and architectural styles; o Based on the inventory, development of a description of character for each neighbourhood/area ,and explanation of what makes that character; o Evaluation of the type of physical changes occurring within each of the established neighbourhoods/areas as a result of infill and replacement housing, including the trends and factors influencing the changes; o Identification of, and observations on, key issues and impacts of replacement housing, infill and the creation of lots through severance on neighbourhood character, including but not limited to: shadowing; privacy and overlook; lot grading and stormwater management; and other concerns, such as impact on property values, raised by residents, City staff and other stakeholders; o Walking tour(s) and driving tour(s) with City staff, as required, to become familiar with the character of the various established neighbourhoods; o Review of various recent development applications, building permits, and City planning application review processes; o Consideration of comments raised at the Focus Group meetings held in May 2017; o Observations on opportunities for potential infill, severance and redevelopment; and o Review of best practices from other municipalities, including Mississauga, Brampton, Halton Hills, Kitchener, Oakville, Vaughan, Hamilton, Ottawa and other comparable municipalities, including contacting municipal staff to gather information on successes and challenges. • Development of an Existing Conditions and Preliminary Observations Report that uses use pictures, maps and charts to summarize and present the background research and analysis, and that at a minimum: Page 6 of 23 ATTACHMENT # 1 TO REPORT # PSN-/� InfilI and Replacement Housing ire Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D o Describes the purpose and objectives of the Study; o Describes the neighbourhoods/areas that are part of the Study; o Provides detailed neighbourhood/area inventories and explanation of each neighborhood's/area's character; o Summarizes public, agency and stakeholder consultation from Phase 1; o Identifies and provides observations on the physical changes occurring in each established neighbourhood/area and the key issues/impacts on character; o Summarizes and provides observations of City Development's planning application review processes and approved development and building permit applications (e.g. zoning permissions, minor variance trends, building permit, site plan and subdivision approvals); o Summarizes and provides observations on opportunities for infill, severance and redevelopment; o Summarizes the policy and legislative context, including the City's authority under the Planning Act; o Summarizes best practices from other municipalities, including successes and challenges; and o Includes a technical appendix that details the background data. • The content and format of the Existing Conditions and Preliminary Observations Report shall be discussed with and approved by City staff prior to its preparation: o Prepare 1st Draft of Existing Conditions and Preliminary Observations Report and revise based on Project Committee feedback; o Prepare 2nd Draft of Existing Conditions and Preliminary Observations Report, undertake public and stakeholder consultation, as identified in Sections 4.3.1.2 and 4.4, and revise Report based on public and stakeholder consultation; and o Prepare Final Existing Conditions and Preliminary Observations Report for presentation to Planning & Development Committee. • City staff will provide: o City policies, zoning, guidelines, information on heritage properties, engineering standards, studies and staff reports; o Available data/statistics on neighbourhood form (e.g. lot size, lot frontage, etc.); o Sample development and building permit applications; and o Minor Variance data. 4.3.1.2 Phase 1 Consultation and Committee Meetings • 3 Project Committee Meetings: o 1st meeting will be the project kick-off meeting (introduction of team members, presentation of project work plan, project deliverables, community engagement strategy, etc.); o 2nd meeting to discuss the content and format of the Existing Conditions and Preliminary Observations Report; and Page 7 of 23 ATTACHMENT # 1 TO REPORT /i PLN c, -,?-I Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D O 3rd meeting to present the 1st Draft of the Existing Conditions and Preliminary Observations Report. • Public and stakeholder consultation to present the 2nd Draft of the Existing Conditions and Preliminary Observations Report: o Community Engagement Sessions: • Minimum of 2 sessions in appropriate formats (e.g. information sessions, workshops, roundtables, etc); and • Purpose of these sessions is to: introduce the Study; discuss findings from the collection of background information and analysis; obtain feedback on neighbourhood/area boundaries that are part of the Study; obtain input on developing statements of character for each neighbourhood/area; gather information on concerns/issues/opportunities with replacement housing and infill; and obtain concurrence on the identification of key compatibility issues. o Agency Consultation: • Durham Region; • Toronto and Region Conservation Authority; • Heritage Pickering Advisory Committee (to be undertaken by City staff); and • Committee of Adjustment (to be undertaken by City staff). o Development and Building Industry: • BILD-Durham Chapter, Durham Region Home Builders Association and possibly targeted consultation with key developers. • 1 City of Pickering Planning & Development Committee Meeting to present the Final Existing Conditions and Preliminary Observations Report: o Public and stakeholder input will also be invited after the Consultant's presentation to Planning & Development Committee. 4.3.1.3 Phase 1 Key Deliverables Existing Conditions and Preliminary Observations Report: O 1St Draft: electronic version for review and comment by Project Committee; O 2nd Draft for public and stakeholder consultation: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 2 bound hard copies for display at public/stakeholder meetings. o Final for presentation to Planning & Development Committee: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 3 bound hard copies. o Interim versions of the Draft and Final Reports will be required by the City's Project Manager for review and comment. Page 8 of 23 ATTACHMENT # I 10 REPORT # L -N y Q_-:18 Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D • Table of contents/outline for Planning Options Report which is to be delivered in Phase 2. • Presentation of the Existing Conditions and Preliminary Observations Report to Planning & Development Committee: o City staff will prepare a covering Information Report to Planning & Development Committee for the Existing Conditions and Preliminary Observations Report. 4.3.2 Phase 2 — Planning Options Phase 2 of the Study will synthesize the work and consultation undertaken in Phase 1 and includes identifying gaps and opportunities in existing City policy, zoning and guidelines; evaluating strategies to regulate infill and replacement housing; and putting forward a preferred strategy. 4.3.2.1 Phase 2 Key Tasks • Prepare a Planning Options Report that, at a minimum: o Lists the key compatibility issues/impacts confirmed during Phase 1; identifies different strategies/tools (e.g. policy, zoning, design guideline, other) to address each issue; and provides an analysis on the effectiveness of each strategy/tool in an easy to understand format (e.g. matrix); o Summarizes public, agency and stakeholder consultation from Phase 2 and how comments were addressed in the development of the preferred strategy; and o Identifies and provides a rationale for a preferred strategy that may include: ■ Official Plan policy and/or Zoning changes: • Where these are identified as a preferred strategy, the Report shall provide a summary of proposed amendments to the Official Plan and zoning; and provide recommendations on whether zoning should be addressed through this Study process or through the City's upcoming Comprehensive Zoning By-law Review. • Process enhancements for the review of applications for Zoning By-law Amendments, Minor Variances, Land Division, Site Plan, Subdivision and Condominium: • Where these are identified as a preferred strategy, the Report shall outline the preferred change in process and, in consultation with the City's Project Manager, identify any potential budget, staff resource or other impact to the City. • Revisions to existing or creation of new Development Design Guidelines that are responsive to the unique built and natural elements of each established neighbourhood/area: • Based on research and consultation undertaken in Phase 1, Development Design Guidelines may be established on a geographic basis (e.g. neighbourhood or defined area within a Page 9of23 ATTACHMENT # I TO REPORT # - Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 neighbourhood); development scale basis (e.g. single lot replacement dwelling or addition; land division; block plans, plan of subdivision, and plan of condominium); or other appropriate basis. • Where Development Design Guidelines are identified as a preferred strategy, the Report shall provide details/draft content of what would be contained within the Guidelines. ■ Other appropriate tools such as resident design guidelines/information sheet for building permits, engineering standards, CIPs or tools to ensure built heritage character is maintained: • Where other appropriate tools are identified as a preferred strategy, the Report shall include an outline of what each tool would address. • Prepare 1st Draft of Planning Options Report and revise based on Project Committee feedback. • Prepare 2nd Draft of Planning Options Report, undertake public and stakeholder consultation, as identified in Sections 4.3.2.2 and 4.4, and revise Report based on public and stakeholder consultation. • Prepare Final Planning Options Report for presentation to Planning & Development Committee. 4.3.2.2 Phase 2 Consultation and Committee Meetings • 2 Project Committee Meetings: o 1st meeting to discuss the content and format of the Planning Options Report; and o 2nd meeting to present the 1st Draft of the Planning Options Report. • Public and stakeholder consultation to present the 2nd Draft of the Planning Options Report: o Community Engagement Sessions: • Minimum of 2 community engagement sessions (e.g. public open house, charrette, workshop, etc.). ■ Purpose of these sessions is to obtain feedback on the analysis of different strategies to address the key compatibility issues and feedback on the preferred strategy. o Agency Consultation: • Durham Region; ■ Toronto and Region Conservation Authority; • Heritage Pickering Advisory Committee (to be undertaken by City staff); and • Committee of Adjustment (to be undertaken by City staff). o Development and Building Industry: Page 10of23 A` ` ACHMLN t ` _1 _T0 RE POtU /i ' �N Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 • BILD-Durham Chapter, Durham Region Home Builders Association and possibly targeted consultation with key developers. • 1 City of Pickering Planning & Development Committee Meeting to present the Final Planning Options Report: o Public and stakeholder input will also be invited after the Consultant's presentation to Planning & Development Committee. 4.3.2.3 Phase 2 Key Deliverables • Planning Options Report: O 1St Draft: electronic version for review and comment by Project Committee; O 2nd Draft for public and stakeholder consultation: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 2 bound hard copies for display at public/stakeholder meetings. o Final for presentation to Planning & Development Committee: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 3 bound hard copies. o Interim versions of the Draft and Final Reports will be required by the City's Project Manager for review and comment. • Table of contents/outline for the Recommendations Report which is to be delivered in Phase 3. • Presentation of the Planning Options Report to Planning & Development Committee: o City staff will prepare a covering Information Report to Planning & Development Committee for the Planning Options Report. 4.3.3 Phase 3 — Recommendations This final phase assembles all the consultation results and work conducted throughout the Study process into a Recommendations Report that provides direction for Official Plan policies; zoning provisions, including elements that should be addressed in the Comprehensive Zoning By-law Review; and other implementation tools that will be developed by City staff. The Recommendations Report will also provide final draft Design Guidelines the City can use in guiding future infill and replacement housing that is sensitive to the existing character in the neighbourhoods/areas studied. 4.3.3.1 Phase 3 Key Tasks • Prepare a Recommendations Report that, at a minimum: o Provides a high level summary of key elements from the Reports in Phases 1 and 2 to provide context (e.g. study purpose and objectives, neighbourhoods/areas that are part of the Study, neighbourhood character descriptions, etc.); Page 11 of 23 AT I'AUTAMFi11 REPOR 4P4 -N as-iC Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 o Summarizes public, agency and stakeholder consultation from Phase 3 and how comments were addressed in the development of recommended strategies and tools; o Explains the relationship between the various recommended tools and provides recommendations on timing of their implementation; o Provides a rationale for each of the recommended strategies and tools: • Where amendments to the Official Plan or zoning are recommended, the Report shall provide detailed direction and general phrasing on what amendments are recommended (e.g. decrease lot coverage in the R3 zones to 30%): • Specifically, where zoning amendments are recommended, the Report shall also outline a strategy of whether to proceed with stand-alone amendments or address the amendments through the City's upcoming Comprehensive Zoning By-law Review. • Actual amendments to the Official Plan or zoning will be prepared by City staff. • The process for public consultation and Council adoption of actual amendments to the Official Plan or Zoning By-laws will be undertaken by City staff after the completion of this Study. • Where process enhancements are recommended, the Report shall detail the changes that should be considered/made and confirm any potential budget, staff resource or other impact to the City identified in Phase 2. ■ Where other appropriate tools, such as resident design guidelines/information sheet for building permits, engineering standards, CIPs, or HCDs, are recommended, the Report shall provide detailed direction on what matters the tools should address and the content of the tools: • The preparation of other appropriate tools recommended in the Report will be undertaken by City staff, as warranted, after the completion of this Study. • Where Development Design Guidelines are recommended, the Report shall include the Final Draft Development Design Guidelines. • Prepare 1st Draft of the following and revise based on Project Committee feedback: o Recommendations Report; and o Design Guidelines. • Prepare 2nd Draft of the following, undertake public and stakeholder consultation, as identified in Sections 4.3.3.2 and 4.4, and revise based on public and stakeholder consultation: o Recommendations Report; and o Design Guidelines. • Prepare Final Recommendations Report and Final Draft Design Guidelines for presentation to Planning & Development Committee. Page 12 of 23 ATTACHMENT # TO REPORT # a Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D 4.3.3.2 Phase 3 Consultation and Committee Meetings RFP -8-2018 • 2 Project Committee Meetings: o 1st meeting to discuss the content and format of the Recommendations Report and Design Guidelines; and o 2nd meeting to present the 1st Draft of Recommendations Report and Design Guidelines. • Public and stakeholder consultation to present the 2nd Draft of the Recommendations Report and Design Guidelines: o Community Engagement Sessions: • Minimum of 2 community engagement sessions (e.g. public open house, etc.); ■ Purpose of these sessions is to obtain feedback on the recommended strategies and content/direction in the Design Guidelines. o Agency Consultation: • Durham Region; ■ Toronto and Region Conservation Authority; ■ Heritage Pickering Advisory Committee (to be undertaken by City staff); and ■ Committee of Adjustment (to be undertaken by City staff). o Development and Building Industry: • BILD-Durham Chapter, Durham Region Home Builders Association and possibly targeted consultation with key developers. 1 City of Pickering Planning & Development Committee Meeting to present the Final Recommendations Report and Final Draft Design Guidelines: o Public and stakeholder input will also be invited after the Consultant's presentation to Planning & Development Committee. 4.3.3.3 Phase 3 Key Deliverables • Recommendations Report: o 1st Draft: electronic version for review and comment by Project Committee; o 2nd Draft for public and stakeholder consultation: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 2 bound hard copies for display at public/stakeholder meetings. o Final for presentation to Planning & Development Committee: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material, and • 15 bound hard copies. o Interim versions of the Draft and Final Reports will be required by the City's Project Manager for review and comment. Page 13 of 23 A! `FACHIVEN T r T© 3L1'UR # _pi_ a; -1 Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 • Draft Design Guidelines for neighbourhoods and/or areas identified through the Study: O 1St Draft: electronic version for review and comment by Project Committee: O 2nd Draft for public and stakeholder consultation: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material; and • 2 bound hard copies for display at public/stakeholder meetings. o Final Draft for presentation to Planning & Development Committee: • electronic version, including all original plans, diagrams, images and charts in their original format, and other supporting material, and • 15 bound hard copies. o Interim versions of the Draft Design Guidelines will be required by the City's Project Manager for review and comment. • Presentation of the Recommendations Report and Draft Design Guidelines to Planning & Development Committee: o City staff will prepare a covering Staff Recommendations Report to Planning & Development Committee for the Consultant's Recommendations Report and Draft Design Guidelines. 4.3.4 AODA Compliance and City of Pickering Brand Guidelines All documents and products produced by the Consultant that will be released to the public (electronic and hard copy) must comply with the City's Brand Guidelines and with the requirements of the Accessibility for Ontarians with Disabilities Act (AODA). This includes PowerPoint presentations, reports, newsletters, brochures and any other handout material. 4.3.5 Submission of Electronic Documents All electronic documents produced by the Consultant during the course of the Study and at the conclusion will be compatible with the City's Information Technology systems and software. At the conclusion of the Study, the Consultant will compile and submit to the City all electronic files corresponding, but not limited to, the following: • Letters and communications, memorandums, meeting minutes and agendas in Microsoft Word; • Background and technical documents in Microsoft Word or Excel, as applicable; • Study report(s) and appendices, and development design guidelines in Microsoft Word, Adobe InDesign and PDF formats, as applicable; • GIS files in an acceptable ArcGIS format (shapefiles and associated geodatabases); and • Sketches, drawings, illustrations and graphics in AutoCAD, Corel Draw or Adobe Illustrator, as applicable. Page 14 of 23 NTTI\CFIMENT # 1. TO InfilI and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D 4.4 Consultation and Engagement Strategy Initiating a dialogue with all stakeholders and facilitating participation in the process is key to achieving broad stakeholder support in the development and successful implementation of the Infill and Replacement Housing in Established Neighbourhoods Study. Given the level of community interest already expressed through Focus Group and public meetings held to date, a strong emphasis is to be placed on consultation and engagement in all phases of this Study. As such, the Consultant shall prepare, and include in their proposal, a Consultation and Engagement Strategy that demonstrate how they propose to provide an opportunity to understand the community's perceptions and assess the future needs of residents, the development industry and other stakeholders. The Consultant shall be responsible for the following: • Facilitation, presentation and subject matter expertise at public, agency and stakeholder meetings, including the preparation and delivery of any presentations; preparation and printing of handout material and/or display boards; assistance with session attendance; preparation of meeting minutes/summary; and, in consultation with the City's Project Manager, preparation of responses to comments and follow- up as necessary: o Agency consultation with the Heritage Pickering Advisory Committee and the Committee of Adjustment will be undertaken by the City's Project Manager. • Presentation and subject matter expertise at meetings of the Project Committee and Planning & Development Committee; including the preparation and delivery of any presentations; handout material and/or display boards; and preparation of meeting minutes/summary; • Providing input on appropriate methods/forms of consultation (e.g. workshops, open houses, charrettes, surveys, social media, project newsletters, etc.); • Recommending any additional consultation (and form of consultation) with specific stakeholders that may be warranted or appropriate to seek input on specific topics or matters over the course of the Study; • Development of social media messaging; and • Maintenance of a public consultation file, including a matrix documenting stakeholder and public comments with Consultant/City staff responses. The City's Project Manager will be responsible for the following: • Establishment and updating of a Study page on the City's website to facilitate communication with the public; • Creating and maintaining a database of public, stakeholder and agency contacts; • Posting of social media messaging; • Booking of venues and audio visual equipment, and provision of refreshments (as warranted) for all public and stakeholder meetings; • Circulation of any Study documents/deliverables; • Preparation and circulations of public notices in the local newspaper, mail, email, on the City's website, etc.; and Page 15of23 A 1 fACHMEINT ## ej 0 REPORT #.R01,22_18 Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 • Consultation with the Heritage Pickering Advisory Committee and the Committee of Adjustment. All external consultation elements will require pre -approval and are subject to participation by the City. The Consultation and Engagement Strategy proposed by the Consultant shall comply with Municipal Freedom of Information and Protection of Privacy Act requirements. 4.5 Additional Meetings and Presentations In addition to meetings with the Project Committee, Planning & Development Committee, the public, and other stakeholders as outlined in Section 4.3 (Scope of Work and Deliverables), the Consultant will participate in regular in-person meetings and/or conference calls with the City's Project Manager and Manager of Policy and Geomatics to: • Confirm, and revise if necessary, project objectives, deliverables, Consultation and Engagement Strategy, and Work Plan, including discussion of any alternative approaches to Study; • Identify any matters not outlined in this RFP that should be addressed in the Infill and Replacement Housing in Established Neighbourhoods Study; • Provide project status updates in a manner and frequency to be determined by the City's Project Manager in consultation with the Consultant; and • The Consultant shall record the minutes and action items for all meeting noted above and provide to the City's Project Manager for review and concurrence. Additional presentations to the Planning & Development Committee may be required, over the course of the Study. The proposal shall include flexibility for one additional meeting of the Planning & Development Committee. 4.6 Project Management 4.6.1 The City's Project Manager The Study is being managed by the City Development Department who will assign a Project Manager to this project. The City's Project Manager will be responsible for supervising the study work to ensure it is carried out in accordance with the Terms of Reference and the Consultant's Proposal, to the satisfaction of the City. The City's Project Manager will monitor the progress of the Study, circulate reports from the Study for review and comment, liaise with the Consultant's Project Manager and exercise budgetary control. The City's Project Manager is to be: • Kept regularly informed on Study progress in a manner and frequency to be determined by the City's Project Manager, in consultation with the Consultant's Project Manager; • Copied on all correspondence; • Advised of significant problems/issues and options considered; Page 16 of 23 ATTACHMENT 0 REPORT 0 N.9 TO Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D • Consulted regarding deviations from standards, specifications and procedures prior to their implementation; • Involved in any meetings with the public, agencies and other stakeholders: o All Consultant liaison with the public and other stakeholders must be approved by the City's Project Manager in advance. • Advised of any potentially controversial issues as they arise; and • Consulted prior to considering any changes to the project schedule, budget or tasks: o All changes must be approved by the City's Project Manager in advance. 4.6.2 The Consultant's Project Manager/ Project Team The Consultant will be responsible for providing all the necessary personnel and resources required to complete the Study, making sure every part of the Study process is covered within the budget. The Project team shall have the necessary qualifications to undertake the scope of work and deliverables detailed in Sections 4.3 (Scope of Work and Deliverables) and 4.4 (Consultation and Engagement Strategy). The Consultant shall assign a Project Manager to make all day-to-day decisions, address requests for information, coordinate the consultant project team members' work, provide direction to consultant staff and take responsibility for all the deliverables required in this Study. The Consultant's Project Manager will: • Attend all meetings with City staff, the community and other stakeholders; • Provide written responses to questions raised at meetings, as required; o The City's Project Manager is to review and approve responses prior to responding to the public and other stakeholders. • Liaise and correspond with the City's Project Manager to obtain and communicate information related to the Study; • Co-ordinate project tasks with any related task undertaken by the City; • Prepare and submit reports, drawings and other documentation to the City, to obtain comments, approvals/endorsements, as required; • Submit progress reports to the City's Project Manager at least five (5) days prior to any progress meeting; and • Receive the City's Project Manager's approval of any significant deviation from the approved project schedule, budget or tasks in advance. 4.6.3 Administrative Matters • No material, data or information pertaining to the Study is to be released to any individual, group, organization or agency, without the express written consent of the City's Project Manager. Page 17 of 23 ATTACHMENT § I TO REPORT # Liv� Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D • All originals of reports, supporting documentation and presentation materials will be provided to the City Development Department upon completion of each project phase. • All reports, supporting documentation and presentation materials will be in a form and quality acceptable for reproduction and presentation as described above and shall be acceptable to the City's Project Manager. • All material will become the property of the City. 4.6.4 Project Schedule The Study is expected to take approximately eighteen (18) months. The Consultant will submit a Work Plan, in the form of a GANTT chart (or other similar illustration), for all portions of the contract in accordance with the Estimated Timeline below. The Work Plan must contain detailed descriptions of all tasks to be performed, staff responsible for each task, key milestones and activities for completing the work. The Consultant may propose alternative milestone events and/or dates, provided that the proposed overall Study duration does not exceed eighteen (18) months. Should the Consultant outline additional tasks, meetings, workshops or other activities necessary to achieve the objectives of the Study, those activities with their expected benefits shall be detailed in the Proposal. Costs of additional activities shall be indicated in Pricing Tables # 2 and #3 (Appendix C — Pricing Form). The Consultant will meet representatives of the City of Pickering as necessary to carry out the program requirements and the final Work Plan. No additional fees shall be charged for these meetings. Prior to starting the Study, the Consultant shall submit a final Work Plan for all portions of the Study. The Cit 's Estimated Timeline Page 18 of 23 el1v A Dirrble as C Tar ® e l to e Project Initiation Start-up Meeting July 2018 Phase 1 Existing Conditions & Preliminary Observations Report January 2019 Project Committee meetings Public, agency and stakeholder consultation Planning & Development Committee meeting Outline for Planning Options Report Phase 2 Planning Options Report June 2019 Project Committee meetings Public, agency and stakeholder consultation Planning & Development Committee meeting Outline for Recommendations Report Phase 3 Recommendations Report December 2019 Project Committee meetings Public, agency and stakeholder consultation Planning & Development Committee meeting Page 18 of 23 ATTACHMENT & REPORT # InfiII and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D 5.0 Study Budget The available budget for this project is $150,000.00 including HST. 6.0 Study Resources The City of Pickering will make a variety of documents and data available to the selected Consultant. In certain circumstances, the Consultant may need to enter into an agreement with the City or other public body to access or use certain data sets. The study resources include: City of Pickering: • City of Pickering Official Plan (Edition 7) • City of Pickering Official Plan Compendium Documents • City of Pickering Zoning By-law 3036 • City of Pickering Zoning By-law 2511 • City of Pickering Zoning By-law 2520 • City Centre Zoning By-law 7553/17 • Summaries of Major Residential planning applications and Building Permits • South Pickering Intensification Study and associated staff reports • City of Pickering Planning & Development Committee Report PLN 15-17 (Infill and Replacement Housing in Established Neighbourhoods) • City of Pickering Planning & Development Committee Report PLN 08-18 (Driveway Widening and Permeable Paving) • City of Pickering Site Plan Review Manual • City of Pickering Draft Plan of Subdivision Processing Manual • City of Pickering Minor Variance Application Process • City of Pickering Engineering Services Design Criteria • City of Pickering Integrated Transportation Master Plan (in progress) • City of Pickering Cultural Strategic Plan • City of Pickering Community Profile • City of Pickering Municipal Heritage Register Pickering Demographics & Statistics • City of Pickering Sustainable Development Guidelines and Scorecard for Neighbourhood Sustainability • City of Pickering Brand Guidelines Pickering Public Library: • Pickering Local History Collection Digital Archive Region of Durham • Durham Region Official Plan, Consolidation 2017 • At Home in Durham: Durham Region Housing Plan 2014 — 2024 Page 19 of 23 c�'�i e/S,Chllvirl�l I RLPORT # Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D Provincial Documents • Provincial Policy Statement, 2014 • Growth Plan for the Greater Golden Horseshoe, 2017 • Planning Act Census Data Data • Orthophotography, Region and City Official Plan, road network, sidewalks and trails, natural environment, land use and other GIS data, subject to a City of Pickering GIS Data Agreement outlining terms of use (ESRI software platform, Version 9.3.1; data projection NAD 28, Zone 17M) • Data from City Development's tracking system B. Material Disclosures The material disclosures that apply to this Request for Proposals, if any, are set out below. Not applicable for this Proposal. The pre -conditions of award that apply to this Request for Proposals, if any, are set out below. 1. The Proponent agrees to provide to the City for review after closing: a) a copy of the Health & Safety Regulations form (currently dated and signed); b) a certificate of insurance completed by the Company's agent, broker or insurer (City form is attached); and c) such further information as the City may require, as requested in writing. Items (a) and (b) do not have to be submitted with the proposal. Documentation (a) and (b) shall be provided within three (3) business days of written request by the City. The City's findings shall be used to serve the best interests of the Corporation of the City of Pickering. C. Mandatory Technical Requirements The mandatory technical requirements that apply to this Request for Proposals, if any, are set out below. Not applicable for this Proposal. Page 20 of 23 ATTACHMENT °.a r _TO REPORT ' LNC-/' Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D RFP -8-2018 D. Rated Criteria The following is an overview of the categories and weighting for the rated criteria of the Request for Proposals. Proponents who do not meet a minimum threshold score for a category will not proceed to the next stage of the evaluation process. Rated Criteria Category Weighting (Points) Company's Experience and Qualifications 15 Understanding of Project 15 Work Plan and Deliverables 30 Project Manager, Project Team and Resources 20 Quality of References 5 Total Rated Criteria Points Pricing 15 Total Points 100 Interview (Up to 3 Proponents, if required) 25 Total Points (if interview required) 1 25 Company's Experience and Qualifications = 15 Points a) Provide a Company profile and three (3) relevant examples of past projects within the last five (5) years that are comparable in scope. This should include a project synopsis that identifies the team members assembled who worked on the project, the current project status, budgeted costs versus actual costs, scheduling issues and resolutions, and design challenges or efficiencies. Provide client names, contacts and up-to-date contact phone numbers. b) A description demonstrating the Company's substantial resources and support services available. c) A description of the Company's proven methodology for communicating information to the applicable stakeholders. Understanding of Project = 15 Points The Proposal should include information that provides: a. Information that the Proponent understands the objectives and requirements of this project. Proponents must relate these objectives to past experience or expertise of the Proponent and/or their team; and b. A summary of the risks, problems or issues associated with the work and how they will be mitigated. Page 21 of 23 ATTACHMENT # REPORT 0 LN Infill and Replacement Housing in Established Neighbourhoods Study RFP -8-2018 Excerpt of Appendix D Work Plan and Deliverables = 30 Points The Proponent is to provide a written response which clearly and concisely details the following: a. An indication of when the Consultant can commence the work; b. A detailed work plan for Phases 1 3 indicating and detailing the method, tasks and deliverables, including an outline of the methods to engage and communicate with the public; c. A preliminary work schedule that identifies work phases (by Gantt Chart or other similar illustration) including key dates for major deliverables (concept, goals and objectives, development criteria, community workshops and focus groups, infrastructure and implementation) in the proposed detailed work plan; d. Proposed staffing roles and the amount of time that they will be dedicated to this project; e. State the assumptions regarding the roles and involvement of City staff; f. Identification of "value-added" services brought by the Consultant's team; and g. A description of the quality control methods that will be employed throughout the work phases. Project Manager, Project Team and Resources = 20 Points It is important that the Work be provided by a staff team that can demonstrate knowledge of, and experience in providing similar services for projects of comparable nature, size and scope. In particular, the Proponent should provide an overview of the key personnel who would be primarily involved in the project and include the following: a. Identify the prime firm submitting the Proposal and the sub -consultant firms (if applicable) that will be assembled to undertake the work for each part of the deliverables. b. The name, title, mailing address, phone number and e-mail address of the Project Manager; c. Condensed resumes and professional credentials of each individual on the Project Team that highlights their education, training, and work history; d. The respective roles of the team members and their current office locations. Team members named in this RFP cannot be replaced without prior written approval from the City; e. Current and future project list that will be undertaken by members of the Proponent's team including their current workload (Le., identify other competing priorities that are assigned to each member within this project timeline); and f. Organizational chart that clearly defines the chain of command for each individual with the team. Page 22 of 23 a €9ili viEi'E1 E ,tm. I To Infill and Replacement Housing in Established Neighbourhoods Study Excerpt of Appendix D Quality of References = 5 Points RFP -8-2018 Relevance of projects similar in scope and value completed over the last five (5) years. Complete Appendix E — Reference Form (or supply on other paper stock) and submit with the proposal. The City will contact the references provided as part of its evaluation process. Pricing = 15 Points Proponents should review, complete and submit Appendix C, Pricing Form. Interview — 25 Points (if required) Up to a maximum of three (3) of the top-ranked Proponents may be selected to attend an interview with key City staff at a mutually agreeable date/time at the City's specified location. Interview questions may be provided to those Proponents who have been chosen, prior to the interview. Page 23 of 23 € IAGH V EN S EPOR 9 PICKERING ►�►� (`18 Memo To: Kyle Bentley Director, City Development & Chief Building Official From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, City Development Subject: Proposal No. RFP -8-2018. Infill and Replacement Housing in Established Neighbourhoods Study Closing Date: April 19, 2018 - File: F-5300-001 June 1, 2018 RECEIVED JUN 01 2018 CITY OF PICKERING csry DEVELOPMENT DEPARTMENT Further to earlier memo dated April 19, 2018, 2 proposals proceeded to Stage II evaluation. The Evaluation Committee, consisting of City Staff from City Development, conducted independent evaluations of the proposals. A summary of average scores is completed and a copy is attached. In accordance with Item 2.6 Stage V — Ranking and Contract Negotiations, all scores from Stage II, Stage III and Stage IV have been added together, the proponents have been ranked based on their total scores, and may be selected to engage in contract negotiations. SGL Planning & Design Inc. is the highest ranking proponent in the amount of $130,670.00 plus HST. The highest ranking proponent may be selected for contract negotiations. Please advise if this is required. A budget of $150,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Part B. Material Disclosures, Item 1, as a pre -condition of award, the selected proponent — SGL Planning & Design Inc. - will be required to provide the following documents for review. Please advise if we are to proceed with this task. (a) A copy of the City's Health and Safety Policy form currently dated and signed; and (b) The City's certificate of insurance or approved alternative form shall be completed by the Proponent's agent, broker or insurer. In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: (c) An award over $50,000 is subject to the additional approval of Council. REPORT Please include the following items in your Report to Council: 1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent SGL Planning & Design Inc. including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. ; the\budgret yrt o r t(s) assigned thereto; 6. Treasurer's confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project.. Upq`r receivitng.,C.o ncc.'s approval, an approved "on-line" requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponents will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. RR \\ attachments (1) RFP -8-2018 Housing Infill Study Page 2 of 2 a • PLN- RFP -8-2018 Housing Infill Closing Date: Apri 19, 2018 Clarification May 23, 2018 Rated Criteria Category Max Points SGL SvN Company's Experience and Qualifications 15 11.0 13.3 Understanding of Project 15 13.0 13.0 Work Plan and Deliverables 30 23.7 23.0 Project Manager, Project Team and Resources 20 16.3 17.7 Quality of References 5 4.3 4 Total Rated Criteria (Threshld is 51) 85 68.3 71.0 Pricing 15 15.0 14.96 Total Points 100 83.3 86.0 Interview 25 22.0, 15.0 Total Points (if interview required) 125 105.3 101.0