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Home My WebLink AboutPLN 31-21Report to Planning & Development Committee Report Number: PLN 31-21 Date: June 7, 2021 From: Kyle Bentley Director, City Development & CBO Subject: Northeast Pickering Area Request for Proposals Particulars for Preparation of a Community Plan for Northeast Pickering Funding Agreement for Consulting Assistance Funding Agreement for a Senior Project Manager -File: D-1100-099 Recommendation: 1.That Council approve the draft “Appendix D – Request for Proposals Particulars Northeast Pickering Community Plan”, which identifies the deliverables, including scope of work,project management, consultation and engagement, and timetable, for the consultingassignment for the preparation of an overall community plan for the Northeast PickeringArea for the consideration of Council, generally as set out in Appendix I to Report PLN 31-21; 2.That Council approve the funding agreement between the North East Pickering Landowners Group Inc. and the City of Pickering, for the hiring of a planning consulting team to preparea Community Plan for the Northeast Pickering Area, generally as set out in Appendix II toReport PLN 31-21; 3.That Council approve the funding agreement between the North East Pickering LandownersGroup Inc. and the City of Pickering, for the hiring of a Senior Project Manager (contract) dedicated to managing the preparation of the overall community plan for the NortheastPickering Area, generally as set out in Appendix III to Report PLN 31-21; 4.That the Mayor and City Clerk be authorized to execute the funding agreements subject toany minor refinements acceptable to the Chief Administrative Officer, the Director,Corporate Services & City Solicitor and the Director, Finance & Treasurer; 5.That staff be authorized to issue Request for Proposals for the overall Northeast PickeringCommunity Plan, subject to any minor refinements to the project particulars acceptable tothe Director, City Development & CBO and the Director, Economic Development & StrategicProjects, following the execution of the funding agreements and the hiring of the contractSenior Project Manager; 6.That staff report back to Council on the recommended planning consulting team; and 7.That Council authorize the appropriate City officials to undertake the necessary actionsrequired to implement the above recommendations. Report PLN 31-21 June 7, 2021 Subject: Northeast Pickering Area Page 2 Executive Summary: Council Resolutions #173/19 and #347-348/20 directed staff to outline a process to initiate a secondary plan for a new proposed community in Northeast Pickering, and to arrange the establishment of a dedicated team with the landowners (see Location Map, Attachment #1, and Pickering Council Resolutions #173/19 and #347-348/20, Attachments #2 and #3). Since that time, a North East Pickering Landowners Group Inc. (NEPLG) has been established. Currently, six landowners comprise the group, although discussions are underway to include other property owners. For the past several months, staff have been having regular meetings with NEPLG representatives to develop a work program for the community planning process, and to establish a terms of reference for the Request for Proposals (RFP) to procure a consultant team to undertake the necessary background and planning studies in support of the vision for this community (see Request for Proposals Particulars Northeast Pickering Community Plan, Appendix I). Also, staff has been working with the NEPLG to secure funding for this initiative. NEPLG has committed to funding the majority of the cost for the consulting team (29 percent is covered by Development Charges; therefore, the NEPLG will be funding 71 percent of the cost). The NEPLG will be fully funding the cost of a 3-year contract City staff member to co-ordinate this project (see Funding Agreement for Northeast Pickering Community Plan Consulting Assistance, Appendix II and Funding Agreement for the Northeast Pickering Senior Project Manager Position, Appendix III). It is recommended that Council approve the Request for Proposals (RFP) Particulars substantially as set out in Appendix I to this Report. The draft funding agreements have been reviewed and approved by the Director, Corporate Services & City Solicitor and the Director, Finance & Treasurer. It is recommended that Council approve the funding agreements substantially as set out in Appendices II and III to this Report, and authorize their execution. Further, it is recommended that Council authorize staff to release the RFP, subject to the funding agreements being executed between the NEPLG and the City, and the timing of the contract staff member being hired, and report back to Council with appropriate recommendations. Financial Implications: A planning study for Northeast Pickering is identified in the current 2021 approved budget for Planning & Design with funding to be provided by 71 percent from Landowners and 29 percent from DCs. A full-time, contract Project Manager for Northeast Pickering is identified in the current 2021 approved budget for the Office of the CAO for a total of $155,000. The position is to be funded 100 percent by external sources. The implementation of the recommendations of this report enable funding to be secured from the North East Pickering Landowners Group to: (a) offset 71 percent of the cost of the City retaining the services of a consulting team to undertake an overall community plan for Northeast Pickering community, and (b) offset the full cost of the City hiring a contract Senior Project Manager position (including salary, vacation, benefits, expenses, and equipment (computer, phone, etc.)), for a term of 3 years. Report PLN 31-21 June 7, 2021 Subject: Northeast Pickering Area Page 3 Discussion: The planning for the future development of Northeast Pickering area has been underway for the past 4 years (see Location Map, Attachment #1). In response to delegations and submissions from one of the Northeast Pickering landowners (Dorsay Development Corporation), Council passed Resolutions #173/19 and #347-348/20, which included the following actions: • reaffirmed Council’s support for inclusion of the Northeast Pickering lands within an expanded urban area (see Pickering Council Resolution, #140/19); • indicated Council’s support for the proposed community planning principles for Northeast Pickering; • directed staff to outline a process to initiate a secondary plan for the new proposed community in Northeast Pickering; and • requested staff to work with the landowners to establish a dedicated team for this project. Copies of Resolutions #173/19, #347-384/20 and #140/19 are provided as Attachments #2, #3 and #4. In December 2020, the North East Pickering Landowners Group Inc. (the ‘NEPLG’) was established, and as of writing this Report, includes representatives from: • Dorsay Development Corporation; • Stonelake Developments Inc. (Tribute); • Canelli Heights Development Inc. (Greenpark); • Cougs (Lakeridge) Ltd. (Coughlan Homes); • 2750 Highway 7 Inc. (Clark/Ravi); and • Pinebrown Salem Lands Ltd. (the Brown Group). The NEPLG control approximately 40 percent of the lands in Northeast Pickering. The Group has a group manager, a planner, a lawyer, a trustee, and the Group has established a funding mechanism. The NEPLG has revised the community planning principles for Northeast Pickering (which were originally developed by Dorsay Development Corporation, in consultation with City staff), to only ‘consider’, not require, a true-north road configuration, where feasible. The community planning principles form part of the Request for Proposals Particulars (see Appendix I). The NEPLG has committed to funding a 3-year contract staff position for the City to coordinate the community plan process. The NEPLG has also committed to funding 71 percent of the cost of the consulting assistance that the City will require to undertake the community planning process. The remainder of the cost will be funded by Development Charges. The Region of Durham is currently undertaking a Municipal Comprehensive Review of its Official Plan. Through that review process, the need for additional land for urban development is being assessed. Pickering Council is already on record as supporting an expansion to the urban boundary to include Northeast Pickering (see Pickering Council Resolutions #140/19 and #173/19, Attachments #2 and #4). The Region anticipates having its new Official Plan adopted by Regional Council in 2022. The Province is the approval authority for the Region’s new Official Plan. Commencing the community plan process for Northeast Pickering now will allow the Region to be in a position to approve the City’s official plan amendment that will be the outcome of the community plan study. Report PLN 31-21 June 7, 2021 Subject: Northeast Pickering Area Page 4 It is recommended that Council approve the Request for Proposals (RFP) Particulars substantially as set out in Appendix I to this Report. It is recommended Council approve the funding agreements, substantially as set out in Appendices II and III to this Report, and authorize their execution. Further, it is recommended that Council authorize staff to release the RFP, subject to the funding agreements being executed between the NEPLG and the City, and the timing of the contract staff member being hired, and report back to Council with appropriate recommendations. Appendices: Appendix I Request for Proposals Particulars Northeast Pickering Community Plan Appendix II Funding Agreement for Northeast Pickering Community Plan Consulting Assistance Appendix III Funding Agreement for the Northeast Pickering Senior Project Manager Position Attachments: 1. Location Map 2. Pickering Council Resolution #173/19 3. Pickering Council Resolutions #347-348/20 4. Pickering Council Resolution #140/19 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Catherine Rose, MCIP, RPP Kyle Bentley, P. Eng. Chief Planner Director, City Development & CBO Original Signed By Fiaz Jadoon Director, Economic Development & Strategic Projects CR:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Appendix I to Report No. PLN 31-21 Request for Proposals Particulars Northeast Pickering Community Plan Appendix D – Request for Proposals Particulars Northeast Pickering Community Plan Contents A: THE DELIVERABLES ............................................................................. 1 Introduction and Purpose ..................................................................... 1 1.1 Study Area .................................................................................................................... 1 Background ............................................................................................ 1 2.1 Envision Durham .......................................................................................................... 1 2.2 Carruthers Creek Watershed Plan ................................................................................ 2 2.3 Initiating the Community Planning Process .................................................................. 2 Policy Context ........................................................................................ 2 Project Organization and Management ................................................ 2 4.1 City’s Project Manager .................................................................................................. 3 4.2 Consulting Team Project Lead ..................................................................................... 3 4.3 Consulting Team ........................................................................................................... 4 4.4 Steering Committee ...................................................................................................... 4 Scope of Work ....................................................................................... 5 5.1 Phase 1: Develop Work Plan and Confirmation of Vision and Principles ..................... 5 5.1.1 Develop Work Plan .................................................................................. 5 5.1.2 Develop Stakeholder Engagement Strategy ............................................ 5 5.1.3 Confirm Vision and Guiding Principles ..................................................... 6 5.1.4 Lakeridge Health Acute Care Hospital – Request for Information ............ 6 5.2 Phase 2: Background Studies ...................................................................................... 6 5.2.1 Prepare Terms of Reference ................................................................... 6 5.2.2 Undertake Required Background Studies ................................................ 6 Planning Report and Community Master Plan ......................... 6 Community Services and Facilities Study ................................ 7 Transportation Background Analysis ....................................... 7 High Level Background Servicing Analysis ............................. 8 Natural Heritage and Hazard Background Analysis ................. 8 Archeological Assessment ...................................................... 9 Cultural Heritage Analysis ....................................................... 9 Urban Design Guidelines ........................................................ 9 Housing Affordability Strategy ................................................. 9 Retail Market Study ............................................................... 10 Agricultural Impact Assessment ............................................ 10 Sustainability Plan ................................................................. 10 Employment Lands Strategy ................................................. 10 5.2.3 Develop Community Structure Plan and Neighbourhood Plan Areas ..... 11 5.3 Phase 3: Refinement of Community Structure Plan & Neighbourhood Plan Areas & Preparation of Draft Official Plan Amendment ......................................................................... 11 5.3.1 Prepare Draft Official Plan Amendment ................................................. 11 5.4 Phase 4: Official Plan Amendment Adoption and Approval........................................ 11 5.4.1 Official Plan Amendment Adoption ........................................................ 11 5.4.2 Official Plan Amendment Regional Approval.......................................... 12 Consultation and Engagement Strategy ............................................ 12 Meetings & Presentations ................................................................... 13 Project Schedule.................................................................................. 14 Considerations .................................................................................... 15 9.1 AODA Compliance and City of Pickering Brand Guidelines ....................................... 15 9.2 Submission of Electronic Documents ......................................................................... 16 Resources ............................................................................................ 16 B: MATERIAL DISCLOSURES ................................................................. 19 C: MANDATORY TECHNICAL REQUIREMENTS .................................... 20 D: RATED CRITERIA ................................................................................ 21 Appendices Appendix A: Northeast Pickering Community Plan Study Area Appendix B: Preliminary Vision and Community Design Principles Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 1 A: THE DELIVERABLES Introduction and Purpose The City of Pickering is seeking the professional services of a qualified Consulting Team to prepare a Community Plan (Secondary Plan) and associated background studies for lands in Northeast Pickering. The purpose of the Community Plan is to establish a more detailed planning framework in accordance with the City of Pickering Official Plan and Durham Region Official Plan. The Northeast Pickering Community Plan (NPCP) work program will be undertaken as the background study in support of a City-initiated Official Plan Amendment to the Pickering Official Plan. The Amendment will be a “parent” or “Part One” plan, and as a minimum, contain the vision, the guiding principles, the master plan concept, and implementing policies including directions on secondary plan requirements. The Community Plan work program will be undertaken in cooperation with the City of Pickering, the Region of Durham, and in consultation with the public, agencies and other stakeholders. A final work plan shall be prepared by the successful Consulting Team prior to commencement of the Community Planning (Secondary Plan) process. 1.1 Study Area The Northeast Pickering Community Plan (NPCP) Area encompasses approximately 1,600 ha (4,000 acres) in Northeast Pickering. The lands are situated in northeast Pickering, generally north of Highway 7, south of Concession Road 8, west of Lake Ridge Road, and east of Westney Road. The extent of the Community Plan is identified in Appendix A as the Northeast Pickering Lands. Background As part of the Region’s previous Municipal Comprehensive Review, some of the lands in northeast Pickering were recommended for urban development. However, when the Minister of Municipal Affairs & Housing approved the Region’s Official Plan Amendment #128, the Minister did not support the inclusion of the lands at that time. The Minister added policy 7.3.11 p) to the Regional Official Plan that reads as follows: “where a comprehensive review of this Plan includes consideration of lands for Urban Area expansion within the City of Pickering east of the Pickering Airport lands, outside of the Greenbelt Plan, the following additional matters will be assessed and evaluated at that time: i) the amount and rate of development that has occurred in the Seaton Community; and ii) the preparation and completion of a watershed plan update for the East Duffins and Carruthers Creek watersheds.” 2.1 Envision Durham The Region is currently undertaking Envision Durham a Municipal Comprehensive Review of the Regional Official Plan to ensure conformity of the Official Plan with the policies of the Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 2 Growth Plan. A key component of the Envision Durham background studies includes a Growth Management Study (GMS). The Region’s GMS is being completed in two phases. The first focuses on the completion of a Land Needs Assessment (LNA). The LNA is a comprehensive review and calculation of the Region’s land base, including existing urban areas, to determine how the Growth Plan population and employment forecasts can be accommodated and how much, if any, additional urban land is required. The second, focused on determining the most appropriate location for Urban Boundary expansions. As part of the GMS, the Region will be considering the Northeast Pickering lands for Settlement Area Expansion (refer to Durham Region Report 2020-P-15). The GMS will provide the appropriate analysis of the Seaton Community to satisfy subsection i) of policy 7.3.11 p) of the Regional Official Plan. 2.2 Carruthers Creek Watershed Plan Furthermore, the Toronto and Region Conservation Authority (TRCA) initiated a review of the Carruthers Creek Watershed Plan in 2015. The draft watershed plan, was released for public review and comment on March 2020. City staff prepared comments on the draft Watershed Plan (see Pickering Report PLN 16-20). The City of Pickering’s Planning & Development Committee approved the recommendations of the Report on September 24, 2020. The public comment period closed March 19, 2021. Feedback will be incorporated into an updated draft, which will be presented to Durham Regional Council. The final Carruthers Creek Watershed Plan will satisfy the requirements of subsection ii) of policy 7.3.11 p). 2.3 Initiating the Community Planning Process Prior to commencing a Work Program for the NPCP, City staff must report to Council on the Work Program and receive Council’s authorization to proceed. This is building on Resolution #173/19 from the November 25, 2019 Council Meeting, see attached modified Principles in Appendix B. The NPCP will be a prototypical community focused on the mental and physical well-being of its residents and the sustainability of its natural environment. This will be accomplished through ground-breaking approaches to environmental and social place-making, healthy living practices, and community resiliency. The NPCP is conceptualized and realized through a holistically planned community that is Complete, Thriving (sustainable) and Connected (smart).” Policy Context The Community Plan must conform with and be consistent with all applicable policies and land use planning requirements of the City of Pickering, Region of Durham, and Province of Ontario. The City of Pickering Official Plan should serve as the starting point for this analysis. Project Organization and Management The City of Pickering is looking for a superior interdisciplinary Consulting Team to undertake the Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 3 Northeast Pickering Community Planning Program. The Consulting Team’s Project Lead and City’s Project Manager will have experience in coordinating major multidisciplinary projects of a similar scope and scale, exercise strong financial control, integrate and inform work underway through related studies by others, and creatively address competing interests. The Consulting Team will demonstrate strong leadership skills and a commitment to implementing a model of sustainable development. The Consulting Team will bring expertise in sustainable community development, urban design, housing, retail market assessment, parks and recreation, transportation, engineering, planning, landscape ecology, communication, consultation and engagement, report writing and drafting policy. The Consulting Team, in collaboration with the City of Pickering, will be responsible for establishing the Work Program and the necessary studies and consultation required to produce the Northeast Pickering Community Plan. The Community Plan will be led by the Consulting Team’s Project Lead and conducted by the Consulting Team. A Project Manager assigned from the City of Pickering will manage the Community Plan process and oversee the Consulting Team’s Project Lead and the Consulting Team. A Steering Committee will provide strategic direction and will consist of representatives from various City departments, agencies, and landowner representatives. The responsibilities of the City’s Project Manager, Consulting Team Project Lead, Consulting Team and Steering Committee are outlined below. 4.1 City’s Project Manager The Community Planning process will be led by the City Development Department who will assign a Project Manager to this process. The Project Manager will be responsible for the supervision of the process ensuring it is carried out to the satisfaction of the City in accordance with this request for proposal, and the Consulting Team’s proposal. The Project Manager will monitor the progress of the process, circulate reports for review and comment, liaise with the Consulting Team’s Project Lead, and exercise budgetary control. The Project Manager is to be: • Kept informed through regular progress meetings with the Consulting Team and Steering Committee for the duration of the Study; • Copied on all correspondence; • Advised of significant problems, issues, options, and solutions considered; • Involved in meetings with the public and stakeholders; • Consulted prior to making any changes to the project schedule; and • Advised of any additional work considered beyond the scope of work (additional work is not to be undertaken without prior written approval by the City’s Project Manager). 4.2 Consulting Team Project Lead The Consulting Team’s Project Lead will make all day-to-day decisions, address requests for information, coordinate the Consulting Team’s work, ensure the process is within budget, and be responsible for all the deliverables outlined in this request for proposal. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 4 The Project Leader will: • Attend meetings with City staff, the public and stakeholders; • Involve the City’s Project Manager in any meetings with the public, agencies and stakeholders (all liaison with the public and stakeholders by the Company must be approved by the Project Manager); • Prepare agendas, draft meeting notes, and final meeting notes for the Steering Committee meetings and progress meetings; • Provide written responses to questions raised at meetings, as required (the City’s Project Manager is to review and approve responses prior to responding to the public and stakeholders); • Liaise and correspond with the City’s Project Manager to obtain and communicate information related to the Study; • Advise the City’s Project Manager of significant problems/issues and options considered; • Update the City’s Project Manager on a monthly basis on details of 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 and obtain comments, and approvals; • Submit progress reports to the City’s Project Manager at least five (5) days prior to any progress meeting; • Prepare for, operate, and follow-up on open houses and other consultations including presentations/displays, and dry-runs; • Record and prepare a summary of comments; and • Receive the City’s Project Manager’s prior written approval for any significant change from the approved project schedule, budget or tasks. 4.3 Consulting Team The Consulting Team shall have the necessary qualifications to undertake the scope of work and deliverables detailed in Section 5.0. 4.4 Steering Committee The Northeast Pickering Steering Committee will be led by the City’s Project Manager and will have senior representation from various City Departments, the Consulting Team Project Lead, Region of Durham, Conservation Authorities, Landowners Group, and other agencies and stakeholders as may be required. The purpose of the Steering Committee is to ensure that all of the major stakeholders in the Community Plan area have a forum and opportunity to make their interests known. The Committee is intended to keep all relevant agencies and organizations up to date on the status up the planning process and timelines for achieving key milestones, as well as to highlight issues and progress that is made on any related studies. The Steering Committee will: • Provide advice and strategic direction to the City and the Consulting Team on the overall Community Plan process; and, Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 5 • Review draft and final meeting notes for Steering Committee meetings. The Steering Committee members will serve as the liaison between their respective agency/organization and the City. Members are responsible for coordinating and representing their agency’s/organization’s position. Scope of Work The NPCPNPCP Work Program is intended to occur in four (4) phases including the following: • Phase 1: Develop Work Plan and Confirmation of Vision and Guiding Principles; • Phase 2: Background Studies, Preliminary Community Structure Plan & Neighbourhood Plan Areas; • Phase 3: Refinement of Community Structure Plan & Neighbourhood Plan Areas & Preparation of Draft Official Plan Amendment; and, • Phase 4: Official Plan Amendment Adoption & Approval Key components of the scope of work required to be undertaken by the Consulting Team as part of each phase is detailed in the subsections below. 5.1 Phase 1: Develop Work Plan and Confirmation of Vision and Principles Phase 1 of the Community Planning Program is intended to occur concurrently with Phase 2 and includes the following key tasks: 5.1.1 Develop Work Plan At the outset of this project, the Consulting Team will be required to develop a Work Plan, including a chart with key deliverable and meeting milestones, for review and approval by City staff in consultation with the Steering Committee. The Consulting Team’s Work Plan will be based on the Scope of Work detailed in Section 5.0 and the Project Schedule included in Section 8.0 of this document. 5.1.2 Develop Stakeholder Engagement Strategy The Consulting Team will be required to develop a Stakeholder Engagement Strategy with recommended approaches and formats for engaging broad interest and public participation in the Community Plan process (e.g. type of session, required materials etc.). The Strategy at minimum shall include, recommendations for the required Public Consultation Meetings, Statutory Public Meeting and Steering Committee Meetings outlined in Section 7.0. The Strategy shall also clarify the roles and responsibilities of the Project Team. In general, it is expected the Consulting Team will be responsible for preparation, operation and follow-up on open houses and other consultations, including presentations/displays, dry-runs, set-ups, attendance, and compilation of comments. The City will be responsible for preparation and circulation of public notices for the public/stakeholder consultation meetings. Additional consultations with specific stakeholders may be identified through the course of the Study. Further details on the Stakeholder Engagement Strategy are provided in Section 6.0. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 6 5.1.3 Confirm Vision and Guiding Principles The Consulting Team will be required to facilitate visioning sessions with key stakeholders and the public. The sessions are intended to aid the City in confirming an overall vision and guiding principles for the NPCP, as well as to support the development of a Community Structure Plan and Neighbourhood Plan Areas. This task includes six (6) Public Consultation Session as identified in Section 7.0. The Vision and Community Design Principles included as Appendix B should form the preliminary basis of this exercise and shall be refined by the Consulting Team, in consultation with the City, as a result of stakeholder and public engagement. 5.1.4 Lakeridge Health Acute Care Hospital – Request for Information The Consulting Team is to use a $20,000 total budget allotment (excluding HST) to assist the City of Pickering’s Hospital Task Force with the completion of the necessary Lakeridge Health Request for Information (RFI) and/or Request for Proposal (RFP) processes associated with a new acute care hospital site selection within Durham Region. It is the understanding, that Lakeridge Health will be undertaking a RFI and/or RFP process for the new acute care hospital site located within Durham Region. In addition to the budget allotment, the Consulting Team is to include appropriate tasks within the Work Plan to include address the potential for a hospital site located within the NPCP. 5.2 Phase 2: Background Studies Phase 2 of the Community Planning Program includes the following key tasks: 5.2.1 Prepare Terms of Reference The initial step of the Phase 2 Work Program involves the preparation of detailed Terms of Reference for required studies, circulation of draft Terms of Reference to the Steering Committee for review and comment, and finalization of Terms of Reference prior to commencing work on the respective studies. This task includes one (1) Steering Committee Meeting as identified in Section 7.0. 5.2.2 Undertake Required Background Studies The following studies and analyses will be required to be completed by the Consulting Team. It is expected that the City will circulate draft reports to all relevant agencies and stakeholders for review and comment and that reports will be finalized based on this input. Planning Report and Community Master Plan This report provides the overall planning framework and policy recommendations for the Northeast Pickering Community Plan (“NPCP”). The key sub-deliverables of the report will include: Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 7 1) An overall statement of the intended character and objectives for the NPCP will be included to provide the framework and vision. 2) Compliance matrix addressing the requirements of Provincial Plans, Durham Region Official Plan, and Pickering Official Plan policies. 3) A growth management analysis, including the forecasted population, employment, housing mix, density, and recommended phasing policies to stage development. 4) Recommended NPCP Community Structure Plan, including: a. Recommended location of community structural elements such as community facilities, parks, hospital, arterial and major collectors roads, and centres and corridors. b. Proposed land use structure and designations, c. Delineation of Neighbourhood Plan Areas, d. Description of the other background studies that feed into the analysis. The report will form the planning basis for a Community Structure Draft Official Plan Amendment for the NPCP. The Community Structure OPA provides a framework for the preparation of Neighbourhood Plans by establishing policies on land use, accessible, affordable & age-friendly housing, transportation, urban design, community facilities, environmental protection, and servicing and infrastructure for the NPCP. Relevant work completed to-date: Veraine Master Plan Report, prepared by Sasaki, dated October 2019; Community Services and Facilities Study Community, cultural, recreational and other public uses are an essential component of the development of the Northeast Pickering Community. The Community Services and Facilities Study assesses the need for community services and facilities (e.g. community centres, parks and open space, schools, places of worship, emergency services) required to adequately support the planned population of the NPCP. The key sub-deliverables of the report include: 1) A review of the community services and facility goals and objectives of the Region and City Official Plans, including a review of all relevant documents including the City’s Recreation and Parks Master Plan. 2) An assessment of the need for community services and facilities based on population driven service ratios or other City and agency standard service levels and requirements; 3) A description of where, how, and when the public services and facilities could be provided. 4) a recommendation based on best practices regarding parks and recreation and opportunities for the development of joint and/or mixed-use facilities to achieve land use efficiencies. Transportation Background Analysis This analysis is required to assess the adequacy of existing local and regional infrastructure (transportation/transit, including pedestrian and bicycle paths), as well as evaluate and identify infrastructure requirements (i.e., new or upgraded local and Regional infrastructure) that will be Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 8 necessary to service the Northeast Pickering Community. This analysis will build off Durham’s Transportation Master Plan and Pickering’s Integrated Transportation Master Plan (for which a Notice of Study Completion has been issued), as well as the City and Region Official Plan policies. The key sub-deliverables of the report will include: 1) An integrated transportation/transit strategy (e.g., road network, public transit, active transportation, complete streets) that will support a well-connected network of corridors and complete streets (roads, rails, sidewalks, trails and bikeways). 2) Phases 1 and 2 of the Environmental Assessment (EA) process under the Environmental Assessment Act, with respect to the planning and layout of any arterial or major (mid-block) collector roads. Policies will also be included in the Plan to inform the later completion of Phases 3 and 4 of the EA process. Relevant work completed: Preliminary Transportation Study Veraine, Pickering: Final Report, prepared by IBI Group, dated October 2019; High Level Background Servicing Analysis The servicing analysis will be required to examine and identify the adequacy of existing local and regional water and wastewater infrastructure, as well as major infrastructure requirements (i.e., new or upgraded local and Regional infrastructure) necessary to service the Northeast Pickering Community. Information from the Region’s Water and Wastewater Master Plan Study Review (currently underway), as well as City and Regional Official Plan policies should be used to inform this analysis. The key sub-deliverables of this study will include: 1) An evaluation of alternatives and recommendations for a preferred strategy. 2) The preferred means of servicing the community. Relevant work completed: Preliminary Master Servicing Report Veraine – North East Pickering, prepared by SCS Consulting Group Ltd., dated April 2020; Natural Heritage and Hazard Background Analysis This analysis will inventory, characterize and assess natural hazard, natural heritage and water resource features and functions within the NPCP. The analysis will provide recommendations for the protection, conservation and management of natural hazard, natural heritage, and water resource features within the NPCP. The Natural Heritage and Hazard Background Analysis will draw on the City and Regional Official plan policies as well as TRCA and CLOCA guidelines. The key sub-deliverables of this study will include: 1) A hydrology assessment based on flood plain modelling and land use concept and a Regional Flood Analysis and an Assessment of Mitigation Measures 2) A desktop assessment of natural heritage features, and recommendations for the creation of a natural heritage system, including mapping and proposed policies; 3) Recommendations for a management strategy, implementation and monitoring plan to be implemented through the NPCP and future Neighbourhood Planning Programs. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 9 Relevant work completed: Veraine Environmental Conditions Report: Final Report, prepared by GeoProcess Research Associates, dated June 2020; Veraine Hydrologic and Hydrogeologic Characterization Final Report, prepared by GeoProcess Research Associates, dated June 15, 2020; Archeological Assessment The archaeological assessment will identify, assess, and inventory significant archaeological resources or sites and develop a strategy to conserve those archaeological resources as per Ministry of Heritage, Sport, Tourism and Culture Industries 2011 Standards and Guidelines for Consultant Archaeologists. The assessment will also need to draw upon policies of the City and Regional Official Plans. The key sub-deliverables of this study will include: 1) Stage 1 and Stage 2 assessments including: a. background study, b. property inspection, c. property assessment, d. identification of lands requiring further study. Cultural Heritage Analysis This cultural heritage analysis will identify, inventory and assess the significance of cultural heritage resources (built heritage resources and cultural heritage landscapes) within and in close proximity to the Northeast Pickering Community. Further, it will provide recommendations for the conservation of the cultural heritage resources within the Northeast Pickering Community and draw upon the City and Regional Official Plan policies. Information from Pickering’s Municipal Heritage Register and Cultural Strategic Plan, among other plans and studies should be used to inform this analysis. Urban Design Guidelines The Urban Design Guidelines will result in urban design recommendations that assist in the interpretation of the City’s Official Plan policies. The guidelines will detail and illustrate how the Official Plan urban design goals and objectives for the built and natural environment will be achieved within the NPCP Neighbourhoods. The guidelines will provide high-level design direction and will inform the preparation of more detailed urban design and sustainability guidelines as part of future Neighbourhood Planning processes. Housing Affordability Strategy The strategy will detail the means to achieve the affordable housing targets established by the City and Regional Official Plan policies in housing forms considered affordable to low- and moderate-income households. The strategy will include a demographic and housing profile of the City of Pickering, an analysis of affordability and recommend policies and implementation measures to accommodate affordable housing within the NPCP area and future Neighbourhood Plan areas. The strategy will also need to consider the findings of Durham Region’s At Home in Durham (Housing Plan) and Pickering’s Housing Strategy Study (currently underway), as well Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 10 as the City and Regional Official Plan policies. The Housing Affordability Strategy will be implemented through the NPCP. Retail Market Study The Retail Market Study will determine the total amount, type, role and function of retail uses to properly serve residents in the Northeast Pickering Community. The study will recommend the distribution of retail space within a retail hierarchy as well as identify the most appropriate locations for designating retail commercial land. In completing the Retail Market Study, the consulting team should consult with the Region of Durham as to whether a Regional Interest in commercial planning has been triggered. This study will also draw from City and Regional Official Plan policies. Agricultural Impact Assessment This assessment will include a review of agricultural land uses within and surrounding the Northeast Pickering Community and the applicable planning policies and regulations. The assessment will identify the potential of adverse physical and operational impacts of the proposed land uses on surrounding agricultural uses and where applicable propose mitigative measures. It will also need to consider how the change in land use will adversely affect existing and future agricultural production or activities in the area. The assessment will need to draw upon the work and recommendations of the Durham Region Agricultural Strategy and the City and Region Official Plan policies. Information from OMAFRA’s Guidance Document for Agricultural Impact Assessments, among other plans and studies, should be used to guide this analysis. Relevant work completed: High Level Agricultural Assessment for Agricultural Capability, Livestock Operations and Identification of Agri-food Network Operators Durham Region, prepared by DBH Soil Services Inc., dated October 2019. Sustainability Plan The purpose of the Sustainability Plan is to establish sustainable initiatives, principles and implementation measures to guide future development. The plan should align with and build upon the goals and objectives found within the City and Regional Official Plans. The plan should review and consider the City of Pickering Sustainable Guidelines (latest version currently under review), Guideline #1 and Guideline #2 as well as Durham’s Community Climate Action Plan. Furthermore, it should identify sustainability measures at different stages of the development process (e.g. those applicable at draft plan of subdivision vs those more appropriate at site plan control and building permit. Relevant work completed: The Veraine Sustainability Report, prepared by Urban Equation, dated October 2019; Employment Lands Strategy The Employment Lands Strategy (ELS) will provide a recommended vision and strategy to ensure the provision of an adequate supply of jobs for the City of Pickering’s growing population. The ELS is to include a review of the City of Pickering’s current employment land areas and related policies, best practices review, and analysis of trends/factors influencing Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 11 employment. It will assist in identifying employment land locations (primarily along the Highway 407 corridor) and offer guidance on the planning framework and policy recommendations for the NPCP. 5.2.3 Develop Community Structure Plan and Neighbourhood Plan Areas Based on the results of the visioning exercises and the findings and recommendations of preliminary background study work the Consulting Team will refine the Community Structure Plan and Neighbourhood Plan Areas and will identify next steps and requirements for Neighbourhood Plans. The Consulting Team, along with City staff and in consultation with the Steering Committee will assess the merits of the Community Structure Plan and delineated Neighbourhood Plan Areas. This task includes one (1) Public Consultation Session and one (1) Steering Committee Meeting as identified in Section 7.0. 5.3 Phase 3: Refinement of Community Structure Plan & Neighbourhood Plan Areas & Preparation of Draft Official Plan Amendment Phase 3 of the Community Planning Program includes the following key tasks: 5.3.1 Prepare Draft Official Plan Amendment This task involves the preparation of draft Official Plan Amendment policies and associated schedules for the NPCP. The draft Official Plan Amendment will be a “parent” or “Part One” plan, and at minimum shall contain the vision, the guiding principles, the master plan concept, and implementing policies including directions on secondary plan requirements. The draft amendment will be circulated to relevant agencies and stakeholders for review and comment. This task includes one (1) Steering Committee Meeting as identified in Section 7.0. 5.4 Phase 4: Official Plan Amendment Adoption and Approval Phase 4 of the Community Planning Program includes the following key tasks: 5.4.1 Official Plan Amendment Adoption This task involves the refinement of the draft Official Plan Amendment and associated schedules in response to agency and stakeholder comments. It will result in the preparation of a draft final Official Plan Amendment and associated schedules for consideration by the City’s Planning & Development Committee and Council for adoption. This task includes one (1) Statutory Public Meeting and one (1) Committee/Council Meeting for the Recommended By-law. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 12 5.4.2 Official Plan Amendment Regional Approval The Council adopted Official Plan Amendment and supporting background studies will be provided by the City to the Region of Durham for approval. This task includes City staff’s and the Consulting Team’s review and response, as required, to Regional comments and proposed modifications regarding the Council adopted Official Plan Amendment. Consultation and Engagement Strategy Initiating a dialogue with the public and stakeholders, and facilitating participation in the process is key to achieving broad support in the development and successful implementation of the new By-law. A strong emphasis placed on consultation in this Study. The consultation strategy is to include proposed consultations (information and response components) with Aboriginal communities, First Nations and Métis communities. It is noted that the strategy is to be flexible and adaptable, considering the information obtained throughout the consultation strategy. As such, the Consulting Team shall prepare, and include in their proposal, a consultation strategy that demonstrates how they propose to obtain early input from the public and stakeholders in an effort to advance the resolution of issues, and identify concerns requiring further research. The consultation strategy is to incorporate the City of Pickering’s digital engagement platform. The final consultation strategy is to be developed following the project kick-off meeting and in coordination with the City of Pickering’s Corporate Communicates staff to ensure that it utilizes current communication methods/platforms. Over the course of the Community Plan process, the Consulting Team will facilitate public consultation, host open houses, present the draft discussion papers and draft By-law to Planning & Development Committee and Council, and present the recommended By-law to Planning & Development Committee. The City shall be responsible for the preparation and circulation of public notices for public/stakeholder consultation meetings and public meetings. Additional consultations with specific stakeholders may be required. The Consulting Team will be responsible for the following: • Facilitation, presentation and subject matter expertise at public and stakeholder meetings, including the preparation and delivery of any presentations, preparation and printing of handout material and/or display boards, and, staffing for public consultation sessions; • Presentation and subject matter expertise at meetings of the Planning & Development Committee and Council; including the preparation and delivery of any presentations, display boards, and consolidation/summary of comments; • Creation and maintenance of a public consultation file, including a matrix documenting public and stakeholder comments with the Project Team and City staff responses; • Preparation of agenda, draft meeting notes, and final meeting notes for the progress meetings and Steering Committee meetings; • Advice/input on consultation proposed by The City, such as media releases and Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 13 newspaper ads, social media advertisements, website page, brochures, etc; and, • Recommended approach for consultation (and form of consultation) with specific stakeholders that may be warranted or appropriate to seek input on specific topics. 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; • Creation and maintenance of 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; and, • Preparation and circulation of public notices in the local newspaper, mail, email, on the City’s website, etc. All external consultation elements will require pre-approval by the City’s Project Manager and are subject to participation by the City. The consultation strategy proposed by the Project Team shall comply with Municipal Freedom of Information and Protection of Privacy Act requirements. Meetings & Presentations The following lists the type and minimum number of meetings that are to be included in the proponent’s proposal. The Project Schedule identified in Section 8.0, includes preliminary targets by phase for key meetings/presentations. Meeting Minimum Number Start-up Meeting • One (1) Start-up Meeting with Consultant Team and City’s Project Manager 1 Steering Committee Meetings • One (1) Kick-off Meeting • One (1) Terms of Reference Review Meeting • Two (2) Draft Background Studies, Preliminary Concept, Structure and Neighbourhood Plan Areas Review Meeting • Two (2) Draft Official Plan Amendment Review Meeting 6 Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 14 Public Consultation Sessions • One (1) Session on Visioning and Guiding Principles; • One (1) Session on Preliminary Concept, Structure and Neighbourhood Plan Areas • One (1) Recommended Structure and Neighbourhood Plan 3 Planning & Development Committee Meetings and/or Council Meetings These meetings include: • One (1) Statutory Public Meeting • One (1) Information/Update Meeting • One (1) Meeting for Recommended By-law 3 TOTAL 13 Additional Meetings may be required over the course of the Community Plan process. These meetings will be identified by the City’s Project Manager, in consultation with the Consulting Team Project Lead and Steering Committee, during the course of the Community Plan process. Project Schedule The Community Plan process is expected to take approximately twenty-four (24) months with an award and start-up meeting between the Consulting Team and City’s Project Manager prior to [INSERT DATE]. Proponents shall 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. Proponents may propose alternative milestone events and/or dates, provided that the proposed overall duration does not exceed twenty-four (24) months. Expected Date Award of Contract TBD Phase 1 – Develop Work Plan and Confirmation of Vision and Principles 4 months (concurrent with Phase 2) Start-up Meeting TBD Complete Stakeholder Engagement Strategy TBD Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 15 Steering Committee Kick-off Meeting TBD Public Consultation Meeting #1 TBD Phase 2 – Background Studies, Preliminary Community Structure Plan & Neighbourhood Plan Areas 12 months (concurrent with Phase 1) Complete Terms of Reference for Background Studies TBD Complete Draft Background Studies TBD Complete Preliminary Concept, Structure and Neighbourhood Plan Areas TBD Public Consultation Meeting #2 TBD Phase 3 – Community Structure Plan & Neighbourhood Plan Areas Refinement & Draft Official Plan Amendment 6 months Complete Draft Official Plan Amendment TBD Phase 4 – Official Plan Amendment Adoption & Approval 6 months Statutory Public Meeting at Planning and Development Committee TBD Official Plan Amendment Adoption TBD Official Plan Amendment Approval TBD Considerations 9.1 AODA Compliance and City of Pickering Brand Guidelines Studies, reports, plans and presentations that will be published on the City of Pickering website must be provided to the City in an accessible format compatible to Adobe Acrobat XI or higher. Companies performing the work for the City must comply with the Accessibility for Ontarians With Disabilities Act, 2005 (“AODA”), in particular the Integrated Accessibility Standards, O. Reg. 191/11. Unless determined by the City to not be practicable, Companies shall ensure that any information, products, deliverables and/or communications (as defined in the Integrated Regulation) produced pursuant to a contract shall be in conformity with World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 Level AA and shall Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 16 be provided in accessible Word, Excel, PowerPoint, PDF, etc. Visit Ontario.ca for rules on how to comply. Materials produced must comply with the City’s Creating Accessible Documents Procedure. All documents and products produced by the Company that will be released to the public (electronic and hard copy) must also comply with the City’s Brand Guidelines. This includes PowerPoint presentations, reports, newsletters, brochures and any other handout material. 9.2 Submission of Electronic Documents All electronic documents produced by the Project Team during the course of the study and at the conclusion of it will be compatible with the City’s Information Technology systems and software. At the conclusion of the Study, the Company 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 2016 • background and technical documents in Microsoft Word or Excel, as applicable • study report(s) and appendices, including draft By-laws in the following formats, as applicable: o Microsoft Word 2016 o Adobe InDesign o PDF (compatible with Acrobat Pro Version 2019.010.20091) • GIS and AutoCAD (Map 3D 2018) files in the following format: o GIS shapefile georeferenced to NAD_1983_UTM_Zone_17N o WKID: 26917 Authority: EPSG • sketches, drawings, illustrations and graphics in the following, as applicable: o AutoCAD (map 3D 2018) georeferenced to NAD_1983_UTM_Zone_17N o Corel Draw (X8) o Adobe Illustrator Resources The City will, upon request, make a variety of documents and data available to the Project Team. In certain circumstances, the Project Team 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: • Planning Act • Provincial Policy Statement Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 17 • A Place to Grow: Growth Plan for the Greater Golden Horseshoe • Greenbelt Plan • Oak Ridges Moraine Conservation Plan • TRCA Living City Policies • Carruthers Creek Watershed Plan • OMAFRA’s Guidance Document for Agricultural Impact Assessments and Minimum Distance Separation Formulae Region of Durham • Durham Regional Official Plan • Transportation Master Plan • Water and Wastewater Master Plan Study Review (in progress) • At Home in Durham (Housing Plan) • Durham Region Agricultural Strategy City of Pickering • Pickering Official Plan • Recreation & Parks Master Plan • Integrated Transportation Master Plan (in progress) • Cultural Strategic Plan • Housing Strategy Study (in progress) • City of Pickering Sustainable Guidelines • Municipal Heritage Register Landowner Group Documents • Why Veraine? Settlement Boundary Expansion Rationale, prepared by Sorensen Gravely Lowes Planning Associates Inc., dated June 2020 • Veraine Master Plan Report, prepared by Sasaki, dated October 2019 • Veraine Environmental Conditions Report: Final Report, prepared by GeoProcess Research Associates, dated June 2020 • Veraine Hydrologic and Hydrogeologic Characterization Final Report, prepared by GeoProcess Research Associates, dated June 15, 2020 • Preliminary Transportation Study Veraine, Pickering: Final Report, prepared by IBI Group, dated October 2019 • Preliminary Master Servicing Report Veraine – North East Pickering, prepared by SCS Consulting Group Ltd., dated April 2020 Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 18 • The Veraine Sustainability Report, prepared by Urban Equation, dated October 2019 • High Level Agricultural Assessment for Agricultural Capability, Livestock Operations and Identification of Agri-food Network Operators Durham Region, prepared by DBH Soil Services Inc., dated October 2019 Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 19 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 City’s Health & Safety 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. 2. Supplementary Documents: Subsequent to the Request for Proposal opening and upon request, the following documentation may be requested by the City for approval at any time throughout the duration of the project: a) A completed Accessibility Regulations for Contracted Services from; b) A completed Sub-contractors List, listing all sub-contractors who may be carrying out any part of this Contract; and c) Such further information, as the City may request in writing. Documentation 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. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 20 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. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 21 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) Threshold 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 85 51 Pricing 15 Total Points 100 Interview (up to 3 Proponents, if required) 25 Total Points (if interview required) 125 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 Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 22 b) A summary of the risks, problems or issues associated with the work and how they will be mitigated. Work Plan and Deliverables = 30 Points The Proponent is to provide a written response which clearly and concisely details the following: 1. An indication of when the Consultant can commence the work; 2. A detailed work plan for Phases 1 - 4 indicating and detailing the method, tasks and deliverables, including an outline of the methods to engage and communicate with the public; 3. 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; 4. Proposed staffing roles and the amount of time that they will be dedicated to this project; 5. State the assumptions regarding the roles and involvement of City staff; 6. Identification of “value-added” services brought by the Consultant’s team; and 7. 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; Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 23 e) Current and future project list that will be undertaken by members of the Proponent’s team including their current workload (i.e., 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. Quality of References = 5 Points 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. Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 24 Appendix A – Northeast Pickering Community Plan Study Area Northeast Pickering Community Plan RFP-XX-2021 Appendix D – Request for Proposal Particulars Page 25 Appendix B – Preliminary Vision and Community Design Principles Vision for Northeast Pickering Community Plan “To create a world-renowned community based on healthy, sustainable and thriving principles that will enable leading edge innovations in housing affordability, environmental stewardship and improved quality of life.” Modified Community Design Principles from Resolution #173/19 (attached). Community Planning Principles: Veraine Appendix 1 Veraine will be a prototypical community focused on the mental and physical well-being of its residents and the sustainability of its natural environment. This will be accomplished through ground-breaking approaches to environmental and social place-making, healthy living practices, and community resiliency. Veraine is conceptualized and realized through a holistically planned community that is Complete, Thriving (Sustainable) and Connected (Smart). 1. A Complete Community: a. Neighbourhoods that support a fully inclusive and integrated lifestyle where residents and visitors alike can live, learn, work and socialize; all within the bounds of their own community. b. A multi-generational community offering a wide variety of housing choice and affordability, that is designed for residents from all walks and stages of life—a community to age in place. c. A mixed-use town-centre acting as a central focal point for shopping, entertainment, high-rise living, and employment, in cohesion with neighbourhoods containing a mix of densities to generate demand for the local transit and active transit network. d. Integrates with the greater surrounding area and region by embracing its authenticity, as well as its diversity of people, places, and natural habitats. e. Walkable neighbourhoods linked by multi-modal connections and an intuitive grid network which offer seamless opportunities for healthy living and active and safe active transport along streets and intersections. 2. A Thriving (Sustainable) Community: a. Create a highly resource efficient community that deploys cost-effective, community scale solutions to achieve reduced greenhouse gas emissions, energy and water consumption, and waste generation. b. Celebrates and enhances the Region's ecological systems and resources for future generations through land stewardship and the preservation of natural heritage. c. Resilient to a changing climate and the varying characteristics of Canadian weather through infrastructure, building, home, and community design. d. Achieves economic sustainability through the inclusion of a strong employment node with a focus on health and wellness, higher education, and a wide variety of commercial and professional service industries to ensure a diverse range of employment options and opportunities. e. Strives for excellence in environmental and social placemaking through a myriad of initiatives including maintaining existing/historic hedgerows and concession roads for use as a natural trail system and managing North East Pickering Landowners Group Inc. Proposed Modifications to the Veraine - Community Planning Principles Attachment 2 Community Planning Principles: Veraine Appendix 1 stormwater using sustainable design that strives to capture the greatest amount of rainwater that the natural system will allow. 3.A Connected (Smart) Community a.A future-focused community that is adaptable and evolving, supporting future opportunities for innovative forms of transportation through adaptable infrastructure. b.Provides and allows for the potential of various incoming multi-modal transportation opportunities that take advantage of smart technologies including Autonomous Vehicles (AV). c.Integrated planning approach to land use to maximize the potential for dual use functions such as resource efficient structure being integrated with inclusive neighbourhood spaces. d.Achieves a sustainable and healthful way of life through the deployment of low-carbon and smart systems and technologies at the district-scale and building-scale. e.Optimizes solar gain opportunities through a grid street network potentially aligned with True North where feasible. North East Pickering Landowners Group Inc. Proposed Modifications to the Veraine - Community Planning Principles Attachment 2 Appendix II to Report No. PLN 31-21 Funding Agreement for Northeast Pickering Community Plan Consulting Assistance NORTH EAST PICKERING COMMUNITY PLAN FUNDING AGREEMENT THIS AGREEMENT is made this  day of , 2021 BETWEEN: THE CORPORATION OF THE CITY OF PICKERING (hereinafter referred to as the “City”) and NORTH EAST PICKERING LANDOWNERS GROUP INC. (hereinafter referred to as the “Trustee”) RECITALS: A. The Trustee represents owners of land listed in Schedule “A” (the “Owners”). B. The Owners’ lands are located in the north east area of the City of Pickering identified and depicted on Schedule “B” within the thick red line (the “North East Pickering Area”). C. The Owners have agreed to initiate a process to pursue the development of the North East Pickering Area including, inter alia, the completion of a proposed community plan (“Community Plan”). D. The Owners have agreed to fund the full costs associated with the preparation of the Community Plan, subject to the terms of this Agreement. E. The Trustee has been appointed by the Owners to act on their behalf in order to implement the terms of this Agreement. F. The Trustee and the City have entered into this Agreement to confirm the manner in which the Owners, through the Trustee, will provide funding for the Community Plan, participate in the process of the Community Plan, and recover costs in the future. G. The City is authorized to execute this Agreement through the enactment of By- law  by the City’s Council on  . NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the covenants and agreements herein contained, the receipt and sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. ARTICLE 1 DEFINITIONS 1.1 Definitions - In this Agreement, the following terms and expressions shall have the following meanings: (a) “Actual Costs” means all actual costs incurred by the City, and any other costs agreed to by the City and the Trustee, to complete the Community Plan, and includes, but is not limited to, HST and project management or administrative costs of the City associated with the completion of any aspect of the preparation and approval of the Community Plan. (b) “Additional Costs” means any amount of the Actual Costs (or any component thereof) that exceeds the Estimated Costs (or the 2 applicable component thereof) by more than the Contingency Allowance. (c) “Agreement” means this agreement and all Schedules attached hereto, as same may be amended from time to time. (d) “Business Day” means a day other than Saturday or Sunday or any day upon which the principal commercial banks in the geographic area of the City are not open for business during normal banking hours. (e) “Community Plan” has the meaning ascribed to it in Recital C. (f) “Community Plan Area” is the area depicted on a preliminary basis as the lands shown outlined in red on Schedule “B”, and subject to adjustment as determined by the Consultant and the City. (g) “Consultant” means the consulting firm retained by the City to complete the Community Plan. (h) “Contingency Allowance” means an allowance of ten percent (10 %) of the Consultants’ fees, which has been included in the calculation of the Estimated Costs by the City. (i) “Development Charges” means charges imposed pursuant to the Development Charges Act. (j) “Development Charges Act” means the Development Charges Act, 1997, S.O. 1997, c. 27, as amended, revised or consolidated from time to time and any successor legislation. (k) “DC By-law” means a by-law to impose Development Charges pursuant to Section 2(1) of the Development Charges Act. (l) “Estimated Costs” means the City’s estimate of the costs to complete the Community Plan to be incurred pursuant to this Agreement set out for reference in Schedule “D” prior to the confirmation of the Actual Costs. (m) “Non-Participating Benefitting Owner” means the owner of any land in the Community Plan Area who is not a “Owner”, as confirmed by the Trustee. (n) “North East Pickering Area” has the meaning ascribed to it in Recital B. (o) “Owner” means an owner of land in the North East Pickering Area currently listed in Schedule “A”, as well as any other owner of land in the North East Pickering Area who contributes its share of the Actual Costs, as confirmed by the Trustee. (p) “Planning Act” means the Planning Act, R.S.O. 1990, c. P. 13, as amended, revised, or consolidated from time to time and any successor legislation. (q) “Steering Committee” is defined in Section 3.2. (r) “Terms of Reference” means the terms of reference to be adhered to by the Consultant to prepare the Community Plan dated , a copy of which is attached hereto as Schedule “C”. ARTICLE 2 PRINCIPLES 2.1 Principles – The parties agree that the following constitute the principles which govern the interpretation, application, and administration of this Agreement: 3 (a) The City will retain the Consultant to complete the Community Plan in accordance with the Terms of Reference; (b) The Trustee and the Owners will provide input to the completion of the Community Plan as provided for in the Terms of Reference and this Agreement; (c) The Trustee, on behalf of the Owners, will administer payments to the City of the Actual Costs as set out in this Agreement; (d) The City will use best efforts to seek future contributions to the Costs from Non-Participating Benefitting Owners in accordance with the policies of the Official Plan of the City; (e) The Trustee, on behalf of the Owners, has entered into this Agreement on the basis of the understanding that the City will initiate and pursue the completion and final approval of the Community Plan; and (f) Any consent or approval required or permitted under this Agreement shall be sought and considered reasonably, in good faith and in a timely basis. ARTICLE 3 COMMUNITY PLAN PROCESS 3.1 Initiation of Community Plan – The City will be the proponent of the Community Plan. The City covenants and agrees to retain the Consultant and all necessary sub-consultants and complete all necessary work related to the undertaking and completion of the Community Plan, in accordance with the Terms of Reference and the process set out in this Agreement. 3.2 Steering Committee – The parties acknowledge and agree that: (a) The Community Plan will be undertaken in accordance with the process described in the Terms of Reference, which will include the creation of a “Steering Committee” comprising the following persons: (i) The City’s Project Manager (Chair); (ii) The Consulting Team Project Lead (iii) Staff of the City; (iv) Staff of the Region of Durham; (v) Staff of the Conservation Authorities; (vi) The Trustee; and (vii) At least two (2) Owner representatives. (b) The Steering Committee will provide direction related to the Community Plan, be a sounding board for ideas, provide key directions and input for criteria for evaluation of land use alternatives, review all technical input, and oversee the schedule of the project. (c) Through ongoing meetings of the Steering Committee (which will be held regularly) the Trustee and its appointees will be given a meaningful opportunity to comment on the Community Plan process, including, without limitation, with respect to the review, negotiation and approval of any Additional Costs or contingencies. The authorization for the completion of these Additional Costs, either in whole or in part, will be evaluated on an ongoing basis through the Community Plan process, and approved by the Owners through discussion with the Steering 4 Committee to be undertaken at which time it is deemed to be necessary and appropriate. (d) The Consultant will provide leadership to the Steering Committee to ensure that the Community Plan process adheres to the applicable consultation and notification requirements to satisfy the requirements of the Community Plan. Each participant in the Steering Committee will be encouraged to provide the Consultant with any and all relevant background studies that may be in their possession, and will provide the Consultant with all relevant information requested by the Consultant in as timely a manner as is reasonably possible. ARTICLE 4 ADMINISTRATION 4.1 Payments of Costs – The City will, on a phased basis as outlined in the terms of reference, invoice the Trustee in respect of the Estimated Costs (including Contingency Allowance) prior to commencing the next Phase of the Community Plan process. Provided that the City’s invoice is appropriate for the applicable Phase of the Community Plan in accordance with the approved budget of Estimated Costs set out in Schedule “D”, the Trustee will provide payment to the City in the amount set out in the invoice received from the City within fifteen (15) Business Days following receipt of such invoices. 4.2 Cost oversight – In the event that the Owners have an objection to any Additional Costs or if Additional Costs are projected to exceed the contingency amount set out in Schedule “D”, the Trustee, on behalf of the Owners, may request a meeting with the City for the purpose of resolving the issue. In the event that the Trustee delivers written notice of such an objection to the City, a meeting between the City, the Trustee and representatives of the Owners shall be held as soon as possible, and an automatic extension of at least five (5) Business Days following the date that such meeting is held shall apply with respect to the time period for the Trustee to remit any related payment to the City, if any. ARTICLE 5 TRUSTEE 5.1 Appointment – The Trustee represents that it has been duly appointed by the Owners to act as Trustee for the Owners for the purposes of this Agreement. 5.2 Functions of Trustee – The Trustee shall perform the functions specified in this Agreement and functions ancillary thereto. The Trustee shall generally do all such things required to give effect to those provisions of this Agreement, in accordance with the intentions of the parties as expressed by the terms of this Agreement. 5.3 Representative of Trustee – For the purpose of any of the functions of Trustee that entail communications and/or interactions between the Trustee and the City pursuant to this Agreement, the affairs and functions of the Trustee shall be controlled, managed, and performed by lawyers at a law firm retained to act on behalf of the Trustee and the Owners for this purpose. ARTICLE 6 REPRESENTATIONS AND WARRANTIES 6.1 Trustee representations and warranties – The Trustee represents and warrants that, as of the date of this Agreement: (a) It is duly incorporated, organized, and subsisting under the laws of the Province of Ontario. (b) It has all necessary capacity, power, and authority to enter into and to carry out the provisions of this Agreement. (c) Neither the execution of this Agreement nor the fulfilment of or compliance with the terms and conditions hereof: 5 (i) Conflicts with or will conflict with or result in a breach of any of the terms, conditions, or provisions of or constitute a default under the constating documentation of the Trustee; and (ii) Conflicts in a material respect with or will conflict in a material respect with or result in a material breach of any of the terms, conditions, or provisions of or constitute a material default under any agreement, licence, or other instrument to which the Trustee is a party or by which it is bound. (d) To its knowledge after due inquiry, there are no actions, suits or proceedings pending or threatened against the Trustee which could reasonably be expected to materially adversely affect its ability to perform its obligations under this Agreement. 6.2 City representations and warranties – The City represents and warrants that, as of the date of this Agreement that: (a) It is a municipal corporation duly established and organized under the laws of the Province of Ontario. (b) It has all necessary capacity, power, and authority to enter into this Agreement pursuant to Part II of the Municipal Act, 2001, S.O. 2001, c. 25, as amended and, subject only to the qualifications expressly provided in this Agreement, to carry out the provisions of this Agreement. (c) To its knowledge after due inquiry, there are no actions, suits or proceedings pending or threatened against the City which could reasonably be anticipated to materially adversely affect its ability to perform its obligations under this Agreement. ARTICLE 7 TERM AND TERMINATION 7.1 Effective date of this Agreement – This Agreement shall be of no force and effect until executed by the City and the Trustee. Once so executed, the effective date of this Agreement shall be deemed conclusively to be the date shown on the first page of the Agreement. 7.2 Termination – This Agreement shall terminate upon such time as the Community Plan is complete, finally approved and in force, and the City confirms that the Actual Costs have been paid by the Trustee. ARTICLE 8 OWNER RECOVERIES 8.1 Development Charges – The City acknowledges that policies in the City’s Official Plan permit the Actual Costs to be included in an existing and/or future DC By-law for the City. The City will include the Actual Costs within a DC By-law for the City and will provide any available Development Charge credits to the Owners in relation to the Actual Costs. 8.2 Recoveries from Non-Participating Benefitting Owners – The City agrees to use its best efforts to recover the portions of the Actual Costs funded by the Owners through the Trustee pursuant to this Agreement for the benefit of Non-Participating Benefitting Owners, by requiring, as a condition of development, that appropriate cost sharing arrangements be entered into by Non-Participating Benefitting Owners. The City further agrees to support the inclusion of a specific policy in the Community Plan that requires that appropriate cost sharing arrangements be entered into by Non-Participating Benefitting Owners to reimburse the Owners for the Actual Costs as a condition of development approval. 6 ARTICLE 9 NOTICE 9.1 Notice particulars – Any notice, demand, acceptance, request, or other communication (“Notice”) required to be given hereunder shall be given in writing and shall be given by personal delivery or email and addressed to: (a) The City as follows: The Corporation of the City of Pickering One The Esplanade Pickering, ON L1V 6K7 Attention: Catherine Rose, Chief Planner Email: crose@pickering.ca (b) The Trustee as follows: North East Pickering Landowners Group Inc. c/o Davies Howe LLP The Tenth Floor 425 Adelaide Street West Toronto, ON M5V 3C1 Attention: Daniel Steinberg Email: daniels@davieshowe.com 9.2 Method of notice – Any notice shall be conclusively deemed to have been given to and received by the party to which it is addressed (a) if personally delivered, on the date of delivery; or (b) if by email or facsimile, on the day transmission delivery is confirmed by the party delivering the notice, provided that if delivery occurs after 5:00 p.m., Eastern Standard time, on a Business Day or at any time which is not a Business Day, delivery shall be conclusively deemed to have been given on the next Business Day. ARTICLE 10 GENERAL PROVISIONS 10.1 Recitals – The parties agree that the recitals herein are true and accurate and form part of this Agreement. 10.2 Singular and plural – Words importing the singular include the plural and vice versa. 10.3 Gender – Words importing gender include all genders. 10.4 Captions and headings – The captions and headings contained herein are for reference only and in no way affect this Agreement or its interpretation. 10.5 Covenants – Each agreement and obligation of each party hereto in this Agreement, even though not expressed as a covenant, shall be considered for all purposes to be a covenant. 10.6 Applicable law – This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada applicable thereto and shall be treated in all respects as an Ontario contract. 10.7 Currency – All references to currency in this Agreement shall be references to Canadian dollars. 10.8 Entire agreement – This Agreement, the schedules referred to herein constitute the entire agreement between the parties hereto and supersede all prior agreements, representations, reports, recommendations, statements, promises, information, arrangements, and understandings, whether oral or 7 written, express or implied, with respect to the subject matter of this Agreement. 10.9 Successors and assigns - It is hereby agreed by the parties hereto that this Agreement shall be enforceable by and against the parties, their administrators, heirs (where applicable), successors and permitted assigns. 10.10 Force majeure – If the City is delayed or hindered in or prevented from the performance of any act required to be performed by the City under this Agreement by reason of acts of God, strikes, lockouts, unavailability of materials, curtailment of transportation facilities, failure of power, prohibitive governmental laws or regulations, riots, insurrections, war, terrorist activities, explosions, unavoidable casualty or the act or failure to act of any other party (except those for whom in law the City is responsible), adverse weather conditions preventing the performance of work, or other unspecified, unforeseen or uncontrollable events beyond the City’s control, then the time for performance of such act shall be extended for a period equivalent to the period of such delay. 10.11 Modifications and amendments – No modifications or amendment to this Agreement may be made unless agreed to by the parties in writing. 10.12 Further assurances – At all times and from time to time hereafter upon every reasonable written request to do so, the Parties shall make, execute, deliver or cause to be made, done, executed and delivered, all such further acts, deeds, assurances and things as may be reasonably required to implement and carry out, the true intent and meaning of this Agreement. 10.13 Parties to act reasonably – Notwithstanding anything else in this Agreement, wherever in this Agreement any decision, action, consent, approval, or fee is to be made, taken or charged by or on behalf of any party hereto, this Agreement requires that the parties and their respective agents, servants, consultants or contractors shall act reasonably, expeditiously, and in good faith in respect thereof. 10.14 Time of the essence – Time shall be of the essence of this Agreement. 10.15 Counterpart execution – This Agreement may be executed in counterparts (i.e. it shall not be necessary for all of the parties to have signed the same copy hereof) and may be executed and/or transmitted by facsimile or e-mail. 10.16 No fettering – Where any provision of this Agreement contemplates a future legislative or policy decision within the discretion of Council of the City, such decision shall remain within the sole and unfettered legislative or policy discretion of Council of the City. 10.17 Schedules – The following schedules are attached to and form an integral part of this Agreement: Schedule “A” List of Owners Schedule “B” Plan Depicting North East Pickering Area Schedule “C” Terms of Reference Schedule “D” Estimated Costs The parties are signing this Agreement on the date above first written. [SIGNATURE PAGES TO FOLLOW] PICKERINGWHITBY8TH CON RD 7TH CON RD SALEM RDSIDELINE 6SIDELINE 4SIDELINE 2WESTNEY RDSIDELINE 8SIDELINE 4HWY 7 LAKE RIDGE RDWESTNEY RDLAKE RIDGE RDKINSALE RD6TH CON RD £¤407 3 2 20 1 10 4 5 8 19 17 12 16 14 13 15 6 11 7 18 21 9 Sources: Goog le Earth Im ag ery, May 2018 Contains inform ation licensed und er the Open Governm ent Licence – Ontario North East Pickering Municipal Boundary Greenbelt Plan - Protected Country Hamlet Non-Developable Area Hwy 407 Right-of-Way 30m Hydro Corridor Natural Area/Natural Heritage System Participating Landowners Armland Group Brown Group Clark (Ravi) Coughlan Homes Dorsay Trinison Tribute 0 250 500125 metres Ü PARTICIPATING LANDOWNERS NORTH EAST PICKERING MGP File: 20-2918 Date: May 17, 2021 KINSALE GREENWOOD KINSALE PARTICIPATING LANDOWNERS DEVELOPABLE AREA Notes: 1. Areas m easured in hectares. 2. Developable area exclud es: - Greenbelt Plan (outsid e of Veraine Com m unity) - Hig hw ay 407 R ig ht-of-Way - 30m Hyd ro Corrid or - Natural Area Desig nation from Sched ule I: Land Use Structure, Pickering Official Plan, Ed ition 8, June 2018 - Natural Heritag e System Desig nation w ithin Active R ecreational Areas from Sched ule III A: R esource Manag em ent - The Natural Heritag e System , Pickering Official Plan, Ed ition 8, June 2018. GREENWOOD Map ID Participating Landowner Gross Area Developable Area 21 Arm land Group 4.0 3.5 11 Brow n Group 8.4 4.3 17 Clark (R avi)31.8 6.1 14 Coug hlan Hom es 18.1 16.8 1 50.2 31.2 2 68.9 41.7 3 104.2 77.7 4 38.4 26.8 7 4.0 2.2 10 82.2 63.6 12 27.2 0.3 13 13.1 9.5 16 19.1 12.6 18 4.8 3.0 5 37.2 25.5 6 6.2 6.2 8 36.3 19.4 9 0.8 0.8 15 12.1 12.1 19 69.6 14.4 20 118.7 61.5 Total Participating Landowners 755.5 439.2 Tribute Dorsay Trinison Appendix III to Report No. PLN 31-21 Funding Agreement for Northeast Pickering Senior Project Manager Position DH 01709084 4 NORTH EAST PICKERING SENIOR PROJECT MANAGER POSITION FUNDING AGREEMENT THIS AGREEMENT is made this  day of , 2021 BETWEEN: THE CORPORATION OF THE CITY OF PICKERING (hereinafter referred to as the “City”) and NORTH EAST PICKERING LANDOWNERS GROUP INC. (hereinafter referred to as the “Trustee”) RECITALS: A. The Trustee represents owners of land listed in Schedule “A” (the “Owners”). B. The Owners’ lands are located in the north east area of the City of Pickering identified and depicted on Schedule “B” within the thick red line (the “North East Pickering Area”). C. The Owners have agreed to initiate a process to pursue the development of the North East Pickering Area including, inter alia, the completion of a proposed community plan (“Community Plan”). D. The Owners and the City have agreed that the Owners will front-fund the fees and expenses of a senior project manager to assist the City in the Community Plan formulation process (the “City’s Project Manager”), subject to the terms of this Agreement. E. The Trustee has been appointed by the Owners to act on their behalf in order to implement the terms of this Agreement. F. The Trustee and the City have entered into this Agreement to confirm the manner in which the Owners, through the Trustee, will provide funding for the City to pay City’s Project Manager and recover costs in the future. G. The City is authorized to execute this Agreement through the enactment of By- law  by the City’s Council on  . NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the covenants and agreements herein contained, the receipt and sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. 1.1 Definitions - In this Agreement, the following terms and expressions shall have the following meanings: (a) “Actual Costs” means all actual fees and expenses (including HST) of the City’s Project Manager. (b) “Additional Costs” means any amount of the Actual Costs that exceeds the Estimated Costs by more than the Contingency Allowance. (c) “Agreement” means this agreement and all Schedules attached hereto, as same may be amended from time to time. (d) “Business Day” means a day other than Saturday or Sunday or any day upon which the principal commercial banks in the geographic area of the City are not open for business during normal banking hours. (e) “City’s Project Manager” has the meaning ascribed to it in Recital D. (f) “Community Plan” has the meaning ascribed to it in Recital C. DH 01709084 4 2 (g) “Community Plan Area” is the area depicted on a preliminary basis as the lands shown outlined in red on Schedule “B”, and subject to adjustment as determined by the City’s Project Manager and the City. (h) “Development Charges” means charges imposed pursuant to the Development Charges Act. (i) “Development Charges Act” means the Development Charges Act, 1997, S.O. 1997, c. 27, as amended, revised or consolidated from time to time and any successor legislation. (j) “DC By-law” means a by-law to impose Development Charges pursuant to Section 2(1) of the Development Charges Act. (k) “Disbursement Allowance” means an allowance of $5,500 paid at the beginning of the first year and $1,500 paid up front each year thereafter, which has been included in the calculation of the Estimated Costs by the City. (l) “Estimated Costs” means the City’s estimate of the fees and expenses of the City’s Project Manager set out for reference in Schedule “D”, prior to the confirmation of the Actual Costs. (m) “Non-Participating Benefitting Owner” means the owner of any land in the Community Plan Area who is not a “Owner”, as confirmed by the Trustee. (n) “North East Pickering Area” has the meaning ascribed to it in Recital B. (o) “Owner” means an owner of land in the North East Pickering Area currently listed in Schedule “A”, as well as any other owner of land in the North East Pickering Area who contributes its share of the Actual Costs, as confirmed by the Trustee. (p) “Planning Act” means the Planning Act, R.S.O. 1990, c. P. 13, as amended, revised, or consolidated from time to time and any successor legislation. ARTICLE 2 PRINCIPLES AND GENERAL OBLIGATIONS 2.1 Principles – The parties agree that the following constitute the principles which govern the interpretation, application and administration of this Agreement: (a) The City will retain the City’s Project Manager; (b) The Trustee and the Owners will provide funding for and input into the selection of the City’s Project Manager, which is subject to this agreement and to the Community Plan process pursuant to a separate agreement to be entered into between the City and the Trustee; (c) The anticipated term of employment of the City Project Manager is three (3) years, which is related to the duration of the Community Plan process; (d) The term of employment may be extended in six (6) month increments if approved in writing by the City and the Trustee, to ensure completion of the Community Plan process; (e) The Trustee, on behalf of the Owners, will administer payments to the City of the Actual Costs as set out in this Agreement; (f) The City will use best efforts to seek future contributions to the Costs from Non-Participating Benefitting Owners in accordance with the policies of the Official Plan of the City; DH 01709084 4 3 (g) The Trustee, on behalf of the Owners, has entered into this Agreement on the basis of the understanding that the City will initiate and pursue the completion and final approval of the Community Plan; and (h) Any consent or approval required or permitted under this Agreement shall be sought and considered reasonably, in good faith and in a timely basis. 2.2 Retainer of City’s Project Manager – The City will retain the City’s Project Manager to assist the City with the project management and implementation of the Community Plan process. 2.3 Payments of Costs – The City will make written requests for funds from the Trustee on a semi-annual basis to fund the Estimated Costs (including the Disbursement Allowance). Provided that the City’s request is appropriate for the Estimated Costs of the applicable semi-annual term in accordance with the approved budget set out in Schedule “C”, the Trustee will provide payment to the City in the amount set out in the request received from the City within fifteen (15) Business Days following receipt of such request. 2.4 Cost oversight – In the event that the Owners have an objection to any Additional Costs or if Additional Costs are projected to exceed the estimated amount set out in Schedule “D”, the Trustee, on behalf of the Owners, may request a meeting with the City for the purpose of resolving the issue. In the event that the Trustee delivers written notice of such an objection to the City, a meeting between the City, the Trustee and representatives of the Owners shall be held as soon as possible, and an automatic extension of at least five (5) Business Days following the date that such meeting is held shall apply with respect to the time period for the Trustee to remit any related payment to the City, if any. ARTICLE 3 TRUSTEE 3.1 Appointment – The Trustee represents that it has been duly appointed by the Owners to act as Trustee for the Owners for the purposes of this Agreement. 3.2 Functions of Trustee – The Trustee shall perform the functions specified in this Agreement and functions ancillary thereto. The Trustee shall generally do all such things required to give effect to those provisions of this Agreement, in accordance with the intentions of the parties as expressed by the terms of this Agreement. 3.3 Representative of Trustee – For the purpose of any of the functions of Trustee that entail communications and/or interactions between the Trustee and the City pursuant to this Agreement, the affairs and functions of the Trustee shall be controlled, managed, and performed by lawyers at a law firm retained to act on behalf of the Trustee and the Owners for this purpose. 3.4 Trustee representations and warranties – The Trustee represents and warrants that, as of the date of this Agreement: (a) It is duly incorporated, organized, and subsisting under the laws of the Province of Ontario. (b) It has all necessary capacity, power, and authority to enter into and to carry out the provisions of this Agreement. (c) Neither the execution of this Agreement nor the fulfilment of or compliance with the terms and conditions hereof: (i) Conflicts with or will conflict with or result in a breach of any of the terms, conditions, or provisions of or constitute a default under the constating documentation of the Trustee; and (ii) Conflicts in a material respect with or will conflict in a material respect with or result in a material breach of any of the terms, DH 01709084 4 4 conditions, or provisions of or constitute a material default under any agreement, licence, or other instrument to which the Trustee is a party or by which it is bound. (d) To its knowledge after due inquiry, there are no actions, suits or proceedings pending or threatened against the Trustee which could reasonably be expected to materially adversely affect its ability to perform its obligations under this Agreement. 3.5 City representations and warranties – The City represents and warrants that, as of the date of this Agreement that: (a) It is a municipal corporation duly established and organized under the laws of the Province of Ontario. (b) It has all necessary capacity, power, and authority to enter into this Agreement pursuant to Part II of the Municipal Act, 2001, S.O. 2001, c. 25, as amended and, subject only to the qualifications expressly provided in this Agreement, to carry out the provisions of this Agreement. (c) To its knowledge after due inquiry, there are no actions, suits or proceedings pending or threatened against the City which could reasonably be anticipated to materially adversely affect its ability to perform its obligations under this Agreement. ARTICLE 4 TERM AND TERMINATION 4.1 Effective date of this Agreement – This Agreement shall be of no force and effect until executed by the City and the Trustee. Once so executed, the effective date of this Agreement shall be deemed conclusively to be the date shown on the first page of the Agreement. 4.2 Termination – This Agreement shall terminate upon such time as all Actual Costs have been paid or mutually agreed by the City and the Trustee, provided that a minimum of 60 days notice is provided. ARTICLE 5 OWNER RECOVERIES 5.1 Development Charges – The City acknowledges that policies in the City’s Official Plan permit the Actual Costs to be included in an existing and/or future DC By-law for the City. The City will include the Actual Costs within a DC By-law for the City and will provide any available Development Charge credits to the Owners in relation to the Actual Costs. 5.2 Recoveries from Non-Participating Benefitting Owners – The City agrees to use its best efforts to recover the portions of the Actual Costs funded by the Owners through the Trustee pursuant to this Agreement for the benefit of Non-Participating Benefitting Owners, by requiring, as a condition of development, that appropriate cost sharing arrangements be entered into by Non-Participating Benefitting Owners. The City further agrees to support the inclusion of a specific policy in the Community Plan that requires that appropriate cost sharing arrangements be entered into by Non-Participating Benefitting Owners to reimburse the Owners for the Actual Costs as a condition of development approval. ARTICLE 6 NOTICE 6.1 Notice particulars – Any notice, demand, acceptance, request, or other communication (“Notice”) required to be given hereunder shall be given in writing and shall be given by personal delivery or email and addressed to: The City as follows: DH 01709084 4 5 The Corporation of the City of Pickering One The Esplanade Pickering, ON L1V 6K7 Attention: Catherine Rose, Chief Planner Email: crose@pickering.ca The Trustee as follows: North East Pickering Landowners Group Inc. c/o Davies Howe LLP The Tenth Floor 425 Adelaide Street West Toronto, ON M5V 3C1 Attention: Daniel Steinberg Email: daniels@davieshowe.com 6.2 Method of notice – Any notice shall be conclusively deemed to have been given to and received by the party to which it is addressed (a) if personally delivered, on the date of delivery; or (b) if by email or facsimile, on the day transmission delivery is confirmed by the party delivering the notice, provided that if delivery occurs after 5:00 p.m., Eastern Standard time, on a Business Day or at any time which is not a Business Day, delivery shall be conclusively deemed to have been given on the next Business Day. ARTICLE 7 GENERAL PROVISIONS 7.1 Recitals – The parties agree that the recitals herein are true and accurate and form part of this Agreement. 7.2 Singular and plural – Words importing the singular include the plural and vice versa. 7.3 Gender – Words importing gender include all genders. 7.4 Captions and headings – The captions and headings contained herein are for reference only and in no way affect this Agreement or its interpretation. 7.5 Covenants – Each agreement and obligation of each party hereto in this Agreement, even though not expressed as a covenant, shall be considered for all purposes to be a covenant. 7.6 Applicable law – This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada applicable thereto and shall be treated in all respects as an Ontario contract. 7.7 Currency – All references to currency in this Agreement shall be references to Canadian dollars. 7.8 Entire agreement – This Agreement, the schedules referred to herein constitute the entire agreement between the parties hereto and supersede all prior agreements, representations, reports, recommendations, statements, promises, information, arrangements, and understandings, whether oral or written, express or implied, with respect to the subject matter of this Agreement. 7.9 Successors and assigns - It is hereby agreed by the parties hereto that this Agreement shall be enforceable by and against the parties, their administrators, heirs (where applicable), successors and permitted assigns. 7.10 Force majeure – If the City is delayed or hindered in or prevented from the performance of any act required to be performed by the City under this Agreement by reason of acts of God, strikes, lockouts, unavailability of materials, curtailment of transportation facilities, failure of power, prohibitive DH 01709084 4 6 governmental laws or regulations, riots, insurrections, war, terrorist activities, explosions, unavoidable casualty or the act or failure to act of any other party (except those for whom in law the City is responsible), adverse weather conditions preventing the performance of work, or other unspecified, unforeseen or uncontrollable events beyond the City’s control, then the time for performance of such act shall be extended for a period equivalent to the period of such delay. 7.11 Modifications and amendments – No modifications or amendment to this Agreement may be made unless agreed to by the parties in writing. 7.12 Further assurances – At all times and from time to time hereafter upon every reasonable written request to do so, the Parties shall make, execute, deliver or cause to be made, done, executed and delivered, all such further acts, deeds, assurances and things as may be reasonably required to implement and carry out, the true intent and meaning of this Agreement. 7.13 Parties to act reasonably – Notwithstanding anything else in this Agreement, wherever in this Agreement any decision, action, consent, approval, or fee is to be made, taken or charged by or on behalf of any party hereto, this Agreement requires that the parties and their respective agents, servants, consultants or contractors shall act reasonably, expeditiously, and in good faith in respect thereof. 7.14 Time of the essence – Time shall be of the essence of this Agreement. 7.15 Counterpart execution – This Agreement may be executed in counterparts (i.e. it shall not be necessary for all of the parties to have signed the same copy hereof) and may be executed and/or transmitted by facsimile or e-mail. 7.16 No fettering – Where any provision of this Agreement contemplates a future legislative or policy decision within the discretion of Council of the City, such decision shall remain within the sole and unfettered legislative or policy discretion of Council of the City. 7.17 Schedules – The following schedules are attached to and form an integral part of this Agreement: Schedule “A” List of Owners Schedule “B” Plan Depicting North East Pickering Area Schedule “C” Approved Budget Schedule “D” Estimated Fees and Expenses The parties are signing this Agreement on the date above first written. [SIGNATURE PAGES TO FOLLOW] PICKERINGWHITBY8TH CON RD 7TH CON RD SALEM RDSIDELINE 6SIDELINE 4SIDELINE 2WESTNEY RDSIDELINE 8SIDELINE 4HWY 7 LAKE RIDGE RDWESTNEY RDLAKE RIDGE RDKINSALE RD6TH CON RD £¤407 3 2 20 1 10 4 5 8 19 17 12 16 14 13 15 6 11 7 18 21 9 Sources: Goog le Earth Im ag ery, May 2018 Contains inform ation licensed und er the Open Governm ent Licence – Ontario North East Pickering Municipal Boundary Greenbelt Plan - Protected Country Hamlet Non-Developable Area Hwy 407 Right-of-Way 30m Hydro Corridor Natural Area/Natural Heritage System Participating Landowners Armland Group Brown Group Clark (Ravi) Coughlan Homes Dorsay Trinison Tribute 0 250 500125 metres Ü PARTICIPATING LANDOWNERS NORTH EAST PICKERING MGP File: 20-2918 Date: May 17, 2021 KINSALE GREENWOOD KINSALE PARTICIPATING LANDOWNERS DEVELOPABLE AREA Notes: 1. Areas m easured in hectares. 2. Developable area exclud es: - Greenbelt Plan (outsid e of Veraine Com m unity) - Hig hw ay 407 R ig ht-of-Way - 30m Hyd ro Corrid or - Natural Area Desig nation from Sched ule I: Land Use Structure, Pickering Official Plan, Ed ition 8, June 2018 - Natural Heritag e System Desig nation w ithin Active R ecreational Areas from Sched ule III A: R esource Manag em ent - The Natural Heritag e System , Pickering Official Plan, Ed ition 8, June 2018. GREENWOOD Map ID Participating Landowner Gross Area Developable Area 21 Arm land Group 4.0 3.5 11 Brow n Group 8.4 4.3 17 Clark (R avi)31.8 6.1 14 Coug hlan Hom es 18.1 16.8 1 50.2 31.2 2 68.9 41.7 3 104.2 77.7 4 38.4 26.8 7 4.0 2.2 10 82.2 63.6 12 27.2 0.3 13 13.1 9.5 16 19.1 12.6 18 4.8 3.0 5 37.2 25.5 6 6.2 6.2 8 36.3 19.4 9 0.8 0.8 15 12.1 12.1 19 69.6 14.4 20 118.7 61.5 Total Participating Landowners 755.5 439.2 Tribute Dorsay Trinison Westney RoadSalem RoadLake Ridge RoadHighway 407 High w a y 7Sideline 8Eighth Concession Road Sideline 2Seventh Concession Road Sideline 4Sideline 6Sideline 121:30,000 SCALE: © The Corporation of the City of Pickering Produced (in part) under license from: © Queens Printer, Ontario Ministry of Natural Resources. All rights reserved.;© Her Majesty the Queen in Right of Canada, Department of Natural Resources. All rights reserved.; © Teranet Enterprises Inc. and its suppliers all rights reserved.; © Municipal Property Assessment Corporation and its suppliers all rights reserved.; City DevelopmentDepartment Location MapProperty Description for Northeast Pickering Lands: THIS IS NOT A PLAN OF SURVEY. Date: Jul. 24, 2020 Parts of Lots A, 1 to 11, Parts of Concessions 5, 6 and 7 L:\PLANNING\01-MapFiles\Other\02- CityDevelopment\Planning Studies\D1100-99_Veraine\LocationMap - Northeast Pickering.mxd Legend Northeast Pickering Lands MTO Owned Lands Greenbelt Boundary Hamlets Attachment #1 to Report #PLN 31-21 Attachment #2 to Report #PLN 31-21 Council Decision Resolution #173/19 WHEREAS, at the September 23, 2019 Council meeting, the City of Pickering adopted Resolution #140/19 “An Age Friendly Affordable Housing Strategy”; And Whereas, included in this Resolution was a request for Durham Region to include in their Municipal Comprehensive Review all lands within the City of Pickering that meet the following criteria: •lands not restricted by availability of servicing •lands that do not compromise a specialty crop area •lands that are not within a natural heritage system •lands not located in the moraine natural core and linkage areas •lands experiencing growth pressures and/or with locations in the white belt thatare appropriate for growth and can achieve a healthy, connected, thriving andcomplete community •lands that have existing or planned infrastructure to support and accommodate growth; And Whereas, at the Planning and Development Committee meeting of November 4, 2019, the Community of Veraine presentation was made to the City of Pickering, being a new community proposed for northeast Pickering based on thriving, connected and complete community principles that comprise inclusivity and affordability; And Whereas, among other things Veraine provides an opportunity that can address the need for age friendly, affordable housing options for future generations for decades to come; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 1.Supports the Vision and Community Planning Principles for the lands innortheast Pickering known as Veraine, and reaffirms its request that the Regionof Durham include these lands in the settlement area boundary during its currentMunicipal Comprehensive Review; 2.That City Staff be directed to report back to Committee in Q1 2020 outlining a process to initiate a secondary plan for the new community of Veraine based onthe Community Planning Principles in Appendix 1 attached to this Motion; 3.That City Staff be directed through the CAO’s Office to discuss with the landownersan arrangement for a dedicated team that will work on the Veraine file, without impacting other priorities of the City of Pickering; and, 4.That a copy of this resolution be forwarded to the Region of Durham. Attachment #3 to Report #PLN 31-21 Council Decision Resolution #347/20 & #348/20 1.That Corr. 29-20, dated June 17, 2020, from Geoffrey Grayhurst, President andCEO, Dorsay (Pickering) Limited, regarding a Request to Initiate a Ministerial Zoning Order for Lands in Northeast Pickering – the Community of Veraine, be received; 2.a) That the Deputy Mayor, on behalf of Council, be directed to make a request toMinister Steve Clark, Minister of Municipal Affairs and Housing, for a Minister’s Zoning Order for the Community of Veraine; b)That Staff be directed to include in the August Secondary Plan Strategy, the ability to implement an interim control by-law, prior to any approvals, to ensurethat the Town of Ajax is satisfied with any matters pertaining to the watershed onCarruthers Creek; and, 3.That the request and this resolution be copied to the Premier of Ontario, the Honourable Doug Ford and Pickering-Uxbridge MPP, the Honourable Peter Bethlenfalvy. Attachment #4 to Report #PLN 31-21 Council Decision Resolution #140/19 WHEREAS, the City of Pickering is projected to be a driving force for residential and economic growth in Durham Region and the GTA over the next 2 decades; And Whereas, by the year 2031 the estimated population of Pickering will grow to 190,000; And Whereas, the lack of affordable and sustainable housing options have reached a crisis in parts of Canada, and in particular the Greater Toronto area; And Whereas, the City of Pickering recognizes that there is an urgent need to create an age friendly housing strategy that includes reviewing and redefining its urban/living boundaries consistent with current and future growth within the GTA, Durham, and City of Pickering beyond 2031; And Whereas, the City of Pickering considers all serviceable lands with access to water and sewer within its current and potential urban/living boundaries be considered as a living area; And Whereas, the Province of Ontario has recognized the need for more housing choices and more affordability; And Whereas, the Ministry of Municipal Affairs and Housing has produced its “More Homes, More Choice: Ontario’s Housing Supply Action Plan”, and has given royal assent to Bill 108 (More Homes, More Choice Act, 2019) to address housing supply, housing variety and affordability; And Whereas, the City of Pickering has commenced a Strategic Plan Review that includes redefining its urban/living boundaries; And Whereas, the Provincial Government amended the Growth Plan to permit some additional options for urban area boundary expansions, and to allow upper and single- tier municipalities to request alternative intensification targets to address, among other matters, greater housing supply, and affordability; And Whereas, proposed amendments to the Provincial Policy Statement will allow consideration of market demands and needs in determining housing options, as a strategy to provide a more diverse range of grade related homes; And Whereas, the Region of Durham is currently undertaking a municipal comprehensive review of its settlement areas, including a land needs assessment as required by the Growth Plan for the Greater Golden Horseshoe; And Whereas, on February 27, 2019, Durham Regional Council commented on Amendment 1 to the Growth Plan for the Greater Golden Horseshoe 2017 in support of a minimum density of 50 persons and jobs per gross hectare for new greenfield developments, and a region-wide intensification target of a minimum 45% within the existing built boundary; Council Decision Resolution #140/19 And Whereas, the City of Pickering supports the Region’s comments on Amendment 1 to the Growth Plan; Now therefore be it resolved that the Council of the Corporation for the City of Pickering request that the Region of Durham in their review include: 1. All lands within the City of Pickering meet the following criteria: • Lands not restricted by availability of servicing • Lands that do not comprise a Specialty Crop Area • Lands that are not within a Natural Heritage System • Lands not located in the Moraine Natural Core and Linkage Areas • Lands experiencing growth pressures and or with locations in the white belt that are appropriate for growth and can achieve a healthy, connected, thriving and complete community • Lands that have existing or planned infrastructure to support and accommodate growth 2. That the Region of Durham be requested to seek approval of the Minister of Municipal Affairs and Housing to an alternate intensification rate of 45% for Durham Region that will enable greater flexibility to provide a more diverse range of grade related housing mix; 3. That City staff be directed to report back to Planning & Development Committee in the first quarter of 2020 outlining a process to develop an age friendly housing strategy, including changes to Pickering’s Official Plan and any required secondary plan reviews of those lands in Pickering that meet the stated criteria of recommendation #1; and, 4. That a copy of this resolution be forwarded to the Premier of Ontario, Durham Region MPPs, all Durham Regional Municipalities, and the Region of Durham.