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Home My WebLink AboutPD 21-10 Citq oo Report To _ Planning & Development PICKERING Committee Report Number: PD 21-10 Date: July 5, 2010 09 From: Neil Carroll Director, Planning & Development Subject: Pickering Official Plan Review Status Update; and, Request for Proposals for an Environment and Countryside Conformity Amendment File: D-2000-013 Recommendation: 1. That Report PD 21-10 of the Director, Planning & Development, providing a status update on the Pickering Official Plan Review Program and advising of the release of Request for Proposal RFP-6-2010 to engage consultants to undertake the Environment and Countryside Conformity Amendment for the Official Plan Review Program, be received for information. Executive Summary: In September 2007, Council endorsed a workplan for the review of the City's Official Plan. One of the elements of the workplan was to undertake an Environment and Countryside Conformity Amendment. Among other matters, this amendment would implement the Provincial Greenbelt Plan, new regulations respecting flood protection, the Regional Official Plan changes for environmental, rural and agricultural policies, several watershed strategies, Agricultural Preserve policies in the Central Pickering Development Plan, and the introduction of local food and other policies by Pickering. Request for Proposal RFP-6-2010 was released calling for proposals by consultants to undertake an Environment and Countryside Conformity Amendment as part of the City's . Official Plan Review. The closing date was June 10, 2010. The"submission will be reviewed by an Evaluation Committee consisting of City staff, and evaluated according to the criteria in the Request for Proposal. A recommendation will be made in an Addendum Report directly to Council on July 12, 2010. A copy of RFP-6-2010 is attached (see Attachment #1). The Environment and Countryside Conformity Amendment is a key workplan component of the Official Plan Review Program. With respect to the status of the other components in the workplan, the Bill 51 implementation is half complete, Duffin Heights Neighbourhood planning is complete, Central Pickering planning for Seaton is underway as a separate process and the sustainability amendment will be underway later this year. Completion of the Growth Plan implementation, now underway, will be delayed until the Regional Growth Plan conformity amendment is approved. The wrap-up general Official Plan review amendment will be undertaken in 2011. Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 2 Financial Implications: Although there are no financial implications to receiving this report as information, acceptance of a proposal to undertake the Environment and Countryside Conformity Amendment by Council at the July 12, 2010 meeting will commit the City to pay the costs of the selected proposal. Monies have been budgeted in the 2010 City budget for this purpose. Sustainability Implications: Revision and updating of environment and countryside policies in the official plan will provide the authority to apply much more sustainable natural heritage, environmental and countryside policies throughout the City of Pickering. Background: 1.0 Significant Progress has been made on the Official Plan Review Program since its commencement in 2007 After initiating the Official Plan Review at the Special Council Meeting in May 2007, Council endorsed a final workplan for the Official Plan Review in September 2007 and also asked for further information on a strategy for community engagement, including a First Nations engagement strategy. The Final Workplan included: • a Housekeeping and Provincial General Policy Implementation Amendment (Provincial Policy Statement and Bill 51 Conformity) • a Duffin Heights Neighbourhood Amendment • an Environment and Countryside Policy Amendment • a Central Pickering Implementation Amendment • a Sustainable Neighbourhood Plan Amendment • an Urban Matters Amendment (growth plan, sustainable downtown, Regional population, employment, commercial and transportation policies issues) • a general Official Plan Amendment (to address remaining issues, including any outstanding Council resolutions) In February and April 2008, presentations respecting an engagement strategy including a community advisory committee and a strategy for engagement with First Nations were discussed with the Planning & Development Committee. At the time, staff anticipated that a final community and First Nations engagement strategy for the Official Plan Review would be forwarded for endorsement by Council later in the year. Although significant progress on the Official Plan Review has been made, progress has been somewhat delayed due to the need to. address other pressing matters (including the environmental assessments for the Highway #7 widening, Highway #407 extension and Durham Transit Strategy). In addition, the increasing importance of the Sustainability Vision has led to a need for a different emphasis for parts of the Official Plan Review. Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 3 11 What became evident to staff, as work progressed on the different components, is that each amendment was quite focused (either geographically or in terms of the topic), and with a few exceptions, unrelated to the others. The requirement for mandatory compliance with Provincial laws and plans leaves limited scope for creative and meaningful input from a community advisory committee or First Nations into a number of the Official Plan Review workplan components. For example, the task of rewriting the Pickering Official Plan policy to conform to the Greenbelt Plan is very much a technical function. Thus, upon reflection, staff concluded that establishment of community advisory committee would not be beneficial to moving the Official Plan Review forward. Instead, each workplan component is being undertaken using specific consultation strategies, designed to fit that component. Also, since the original intent to come back with a First Nations consultation strategy, a new opportunity has arisen through work on Seaton. As part of the preparation of the Master Environmental Servicing Plan, the Regional Environmental Assessment for infrastructure and the City's Neighbourhood Planning Review for Seaton, the Ontario Realty Corporation is developing a special protocol for consultation with First Nations. It is anticipated that the same protocol may be used for other work plan components of our Official Plan Review. The current status of the Official Plan Review Program reflects major progress on some of the components of the workplan. Table 1 below summarizes the status of the Final Workplan components of the Official Plan Review. A more detailed description is provided in Appendix I. Table 1 - Status of Workplan Components of the Official Plan Review Original Completed Underway Pending Component Housekeeping & • Bill 51 Complete • Bill 51 Provincial Policy Applications Development Implementation Amendment 17 Control Powers • Housekeeping . Provincial Policy Informational Statement Revisions Implementation and • Housekeeping ---Policy Revision Duffin.Heights Duffin Heights Neighbourhood Amendment 18 Central Pickering • Seaton Development Plan Neighbourhood Planning Review for urban area and Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 4 Original Completed Underway Pending Component Central Pickering • Agricultural Development Plan Preserve (part of (continued) Environment & Countryside Amendment Environment and Request for Countryside Proposals issued Conformity Amendment Sustainable Vision • Sustainable Vision and • Policy Revisions to implement Sustainable Guidelines and Measuring Sustainabilit Growth Plan Growth Strategy Program Other Urban • Transportation Matters and • Commercial Policy Other Components • General Official Plan Review and • Unresolved Issues 2.0 Request for Proposal RFP-6-2010 is seeking consultant proposals to undertake an Environment and Countryside Conformity Amendment 2.1 Environment and Countryside Conformity Amendment The Pickering Official Plan natural heritage, other environment and countryside policies must be updated to reflect current conditions, conform to Provincial and Region of Durham policies, respond to Conservation Authority initiatives and introduce City initiatives. This provides the opportunity for Pickering policies to align with the new and much more sustainable Provincial policies introduced recently. I I Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 5 13 The list of environmental and countryside initiatives includes, among others, new regulations respecting flood protection administered by Conservation Authorities, the Provincial Greenbelt Plan, the Durham Region revisions to its Official Plan for environmental, rural and agricultural policies, several watershed strategies, Agricultural Preserve policies in the Provincial Central Pickering Development Plan and the introduction of local food and other policies by Pickering. The revisions will include both policy and mapping/schedule changes. The Environment and Countryside. Conformity Amendment work will be commenced in the summer 2010 by consultants selected through the RFP-6-2010 process and be completed by mid-year in 2011. Once the amendment is prepared, the formal official plan amendment process will commence. 2.2 Request for Proposal No. RFP-6-2010 On May 18, 2010, the notice for RFP-6-2010 was released to invite consultants to submit proposals to undertake an Environment and Countryside Conformity Amendment for the Pickering Official Plan. Review. The notice was faxed to a list of consultants (see Attachment #2), posted on the City website and advertised in Novae Res Urbis (see Attachment #3). The closing date to submit a proposal was before 2:00 pm (local time) on Thursday, June 10, 2010. The RFP process ensures a fair process to bidders and ensures the City's financial and corporate interests are fulfilled. The RFP also describes the study components and the list of environment and countryside initiatives that have to be analyzed and reflected in policy revisions. During the evaluation process, the consultants may also be asked to demonstrate how they can balance not only environmental values but also economic and social objectives of the City of Pickering. The scope of services to be provided is broken into four components. Component 1 requires: 1) a document review and agency consultation to scope the policy initiatives that require mandatory policy revisions and those which are permissive; and, 2) to obtain the viewpoints of the key agency stakeholders on these matters. A summary report and public consultation will be required. Component 2 includes a detailed evaluation of options to address each of the initiatives for environment/natural heritage and countryside policies, and to include the maps and schedules necessary to implement the policies. The deliverables for component 2 are: a report, a focus group workshop for strategic stakeholders and a public meeting to obtain input from the general public. Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 6 14 Component 3 includes the preparation of a report recommending preliminary policy directions for the initiatives, a focus group workshop for strategic stakeholders and a public meeting for the general public. The findings are to be presented to the Planning & Development Committee for endorsement of the policy directions. Component 4 includes the preparation of a draft official plan amendment (including policies, maps and schedules) and a draft information report to explain the reasoning for the recommended policies. Completion of the four components of the Environment and Countryside Conformity Amendment is expected by late summer of 2011. At that point, staff will initiate the formal process to obtain approval of the amendment. The process requires an open house, a statutory public meeting at Planning & Development Committee, a staff report to Planning & Development Committee to recommend formal adoption of the Environment and Countryside Conformity Amendment to the Pickering Official Plan by City Council and approval by the Region of Durham. Typical timelines for the approval process for an amendment are approximately eight months. The consultants will also be required to attend the open house, statutory public meeting, a Planning & Development Committee meeting and other meetings as assigned. 2.3 An Addendum Report will be prepared for the July 12, 2010 Council Meeting, recommending which proposal should be accepted Since the evaluation process to select the best proposal cannot be completed in time to recommend a consultant for the July 5, 2010 meeting of the Planning & Development Committee, staff are providing the background and purpose of the RFP in Report PD 21-10, and will forward a recommendation respecting selection of the best proposal directly to Council on July 12, 2010. Report PD 21-10 has been reviewed by the Manager, Supply &Services, who concurs with the contents. The Addendum Report will be a joint report from the Director, Planning & Development and the Director, Corporate Services & Treasurer. Appendix Appendix I Detailed Status of the Workplan Components of the Official Plan Review Program Report PD 21-10 July 5, 2010 Subject: Request for Proposal RFP-6-2010 Page 7 15 Attachments: 1. RFP-6-2010 2. List of Consulting Firms 3. Advertisement for RFP-6-2010 Prepared By: Approved/Endorsed By: Steve Gaunt, MCIP, RPP Neil Car IP, R P Principal Planner, Policy Director, anning & Development Catherine Rose, MCIP, PP Manager, Policy SG:ld Copy: Chief Administrative Officer Recommended for the consideration of Pickering Counc' 2.Z, Zo(O Tony P evedel, P. Eng. Chief Administrative 0 fficer Appendix I to 1 6 Report Number PD 21-10 Detailed Status of the Workplan Components of the Official Plan Review Program Detailed Status of the Workplan Components of the Official Plan Review Program r~ Housekeeping and Provincial General Policy Implementation Amendment The Housekeeping and Provincial General Policy Implementation Amendment has been split into four parts. The new powers introduced by Bill 51 included : 1) new authority to require complete applications and mandatory pre-submission consultation; and, 2) new development control powers. #1 Amendment 17 to the Pickering Official Plan to require complete applications and mandatory consultation was adopted by Council on April 20, 2009, with no appeals. #2 Initial analysis of the new development control powers introduced by Bill 51 was undertaken in 2009 and 2010 and implementing policies are expected to be brought forward by staff in an amendment (Bill 51 - Part II) to be initiated late in 2010. Housekeeping amendments to official plan policy which have already been developed by staff will be included with the Part II - Bill 51 implementation amendment. #3 Informational Revision 16 updating specific technical information in the Pickering Official Plan was adopted by Council in November 2009. #4 Also upon analysis (in 2009), it has been decided that policies contained in the Provincial Policy Statement, 2005 that relate to Bill 51 topics should be dealt with in the upcoming Bill 51 - Part II amendment, others should be dealt with in the Growth Plan Conformity Amendment and still others in the Environment and Countryside Conformity Amendment (the main subject of Report PD 21-10). Duffin Heights Neighbourhood The Duffin Heights Neighbourhood Amendment 18 incorporated policy revisions to implement the Master Environmental Servicing Plan and was accompanied by revisions to the Duffin Heights Development Guidelines to ensure that Duffin Heights is the most sustainable community in south Pickering. Amendment 18 was adopted by Council in May 2009 and came into force following settlement of a number of appeals to the Ontario Municipal Board in November 2009. Seaton The amendment to the Pickering Official Plan to implement the Provincial Central Pickering Development Plan, initially listed as a workplan deliverable of. the Official Plan Review Program, is being completed in part through the Seaton Neighbourhood Planning Review. The amendment will include Neighbourhood Plan policies for Seaton, provisions for the employment lands, provisions for infrastructure, master environmental servicing policies and natural heritage management plan and master trails plan policies. Due to the complexity of the planning for Seaton, the timing for adoption of this amendment is uncertain at this time. i Page 2 .18 Growth Strategy The urban matters amendment, listed in the 2007 Official Plan Review workplan was to address Provincial Growth Plan conformity, sustainable downtown, Regional population, employment, commercial and transportation policies. However, in order to implement the range.of urban matters addressed in the Provincial Growth Plan and the Region's implementing amendment, Pickering's Growth Strategy Program will now address all urban matters in a process separate from an urban matters amendment, except for commercial and the transportation policies. Although Pickering commenced preparation of its Growth Strategy Program early in 2009, the conformity amendment cannot be finalized until the Regional conformity amendment (ROPA 128) comes into force, which is now anticipated in late in 2010. Sustainability Vision The Pickering Official Plan must be revised to champion the City's commitment to a sustainable City. The fundamental policies of the Official Plan require revision to reflect the objectives to achieve a healthy environment, healthy economy, healthy society responsible development and responsible consumption in Pickering, in addition to revisions to other specific policies. Policies will be revised to endorse or incorporate the Sustainable Neighbourhood Guidelines and the Measuring Sustainability Program in the Official Plan. Implementation of the Sustainability Vision in the Official Plan will provide an opportunity to engage and consult the broader community in a more fundamental philosophical shift in the policies of the Official Plan to fix the primary vision of the Official Plan as achievement of a sustainable future for Pickering. Staff anticipates commencing the Sustainable Vision workplan item late in 2010. Subsequent Workplan Items Once the above-noted workplan elements are completed, the only remaining official plan review workplan items will be the commercial and transportation policies, which will be added to the General Official Plan Review amendment in which all remaining, unresolved policy matters will be completed. This work can proceed once the Sustainability Vision workplan item is completed. ATTACHMENT # TO REPORT # PD Z I -Il> 19 Citq D PICXE REQUEST FOR PROPOSAL RFP-6-2010 Consulting Services for an Environment & Countryside Conformity Amendment Pickering Official Plan Review ATTACHMENT #~TO REPORI # PD Z I D 20 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study INFORMATION TO BIDDERS DELIVERY, CLOSING DATE, TIME AND LOCATION 1. One original and 4 (four) copies of the bidders submission shall be provided by the closing date and time, and each shall be no more than ten letter size pages printed "double-sided". 2. Each submission shall be printed double-sided, corner "stapled" or "clipped". No other form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be used. 3. All submissions will be prepared at no cost to the City and will become the property of the City. 4. Submissions shall be sealed, clearly marked as to content - RFP-6-2010, Consulting Services for an Environment & Countryside Conformity Amendment, Pickering Official Plan Review and shall be delivered only to Supply & Services, 2nd Floor, Pickering Civic Complex, One The Esplanade, Pickering, ON L1 V 6K7, before 2:00pm (local time): Thursday, June 10, 2010 5. The bidder is responsible for delivering the proposal before the closing date and time and assumes the risk of and all means of delivery be it by hand or courier. 6. Submissions must be time stamped at the above location. Submissions, which are time stamped after 2:00 pm local time, will be returned unopened, without exception. The time stamp applied by the time clock located in Supply & Services will be the only recognized time piece used in this process. 7. Submissions received at any other location or after the aforementioned date and time will be rejected. 8. Facsimile or electronic (email) transmissions will not be considered - and will be rejected. i 9. Where an envelope does not bear the Consultant or company name and/or address and it is received late by the City, the City is required to open the envelope or carton only for the purpose of returning the submission. 10. Proposals submitted shall be considered final and may not be altered by subsequent offerings, discussions or commitments unless authorized by the City. 11. Submissions will be opened by a member of Supply & Services as soon as practicable following the closing date and time, which is not a public opening. Only the company names of submissions received by the closing date and time will be made available to enquiries. This is only a list of company names responding to the proposal and is not deemed to indicate compliance with submission requirements. Page 2 ATTACHMENT # TO 2 REPORT # PD Z I-/D No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 12. Proposals shall be irrevocable and valid for acceptance by the City of Pickering for a period of one hundred and twenty (120) days from the proposal closing date. 13. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any person or business prior or subsequent to, or by reason of the acceptance, or non-acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 14. In the receipt of proposals, no obligation is incurred by the City to accept the lowest, highest or any proposal. 15. Should a dispute arise from the terms and conditions outlined herein, regarding meaning, intent or ambiguity, the decision of the City shall be final. ESSENTIAL SUBMISSION REQUIREMENTS 16. The submission of a proposal will be considered presumptive evidence that the bidder has carefully examined the City's requirements, investigated and is fully informed of all conditions which may be encountered and may affect the delivery of the services, quality and volume of work to be performed outlined within the Terms of Reference. 17. Proposal is to include the following essential documentation and be organized and presented in the order outlined below, in an indexed format. Proposals which do not include essential documentation, are incomplete or assembled not in accordance with instructions will adversely affect its evaluation by way of scoring reductions and could include not considering the proposal at all. 18. Qualifications of Personnel Resume(s) for each of the personnel assigned to the project and a description of roles of each.of the personnel in carrying out the scope of services required. Detailed resumes are excluded from page count referred to in Clause 1. 19. Work Program and Schedule Work program and schedule including details of the study process, personnel assigned to each task, milestones, projected dates for Draft and Final deliverables, and timing for meetings with the Project Manager, Steering Committee and other public/agency/ consultation meetings. Page 3 ATTACHMENT # TO 2 2 REPORT # PD 1-11? No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study Consultants are encouraged to suggest and identify modifications and revisions within their proposal to the study approach and task list identified in Item Nos. 58 - 61 that they believe would provide additional value to the project and will lead to the enhancement of the final product. The Project Schedule is exempt from the page count referred to in Clause 1 and is acceptable to be printed on 11 x 17 paper size for clarity. 20. Letters of Recommendation: Provide three letters of recommendation from municipal/government clients which include a description of the work performed and the outcomes. Letters of recommendation are excluded from page count referred to in Clause 1. 21. Fee Schedule: Per diem and hourly fees shall be stated for each personnel assigned to the project. State the time for each personnel assigned, by individual task, within each. work component listed in the Scope of Service, with fees totalled per task and work component. Rates and details of travel (mileage, accommodation) shall be stated for each task and component, as applicable. A Budget Matrix shall be included in the proposal. The Budget Matrix shall contain all itemized costing noted in this Clause and is exempt from the page count referred to in Clause 1 and. is acceptable to be printed on 11 x17 paper size for clarity." Harmonized Sales Tax (HST) will be applicable to the work. 22. Company Experience A description of company experience in undertaking projects having similar complexity, scope and importance, of similar value, and lessons learned from similar completed projects that will be applied to this one. A description of how the company addresses competing environmental, social and economic objectives. 23. Insurance, Health & Safety, Accessibility, Addenda, Conflict of Interest (a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder can be insured for Commercial General Liability Insurance Coverage, Automobile Liability Insurance Coverage, Property Damage and Professional Liability, each of not less than $2 million ($2,000,000); Page 4 ATTACHMENT # TO REPORT # PD 1 'IO No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Stud 3 (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) Acknowledge City's Health & Safety Regulations and Accessibility Regulations (attached); (d) Statement to acknowledge Addenda received. If no Addenda has been issued by the City and therefore, not received, a statement to that effect shall be included; (e) Statement to confirm that there is no actual or potential conflicts of interest that would preclude involvement on this project, and that we will be notified in the event a specific task creates an actual or potential conflict of interest that may preclude involvement in a particular component of the project; (a) to (e) excluded from the page count referred to in Clause 1. EVALUATION OF SUBMISSIONS 24. Submissions will be evaluated according to the following criteria: Relative Value/100 a. Overall completeness and quality of submission 10 b. Qualifications of personnel, work program 35 and schedule, quality of recommendation letters c. Professional Fees 15 d. Relevant company experience in undertaking projects 35 of similar complexity, scope, importance and value, and lessons learned that can be applied to this project. Demonstrated ability to balance the consideration of environmental objectives with social and economic objectives e. Insurance, health & safety, accessibility, addenda, 5 conflict of interest documentation 25. Submissions will be reviewed by an Evaluation Committee consisting of City staff and evaluated according to the criteria described above. The Evaluation Committee will rank the submissions lowest to highest score to tabulate an average score per submission and develop a short-list of up to two highest scoring proposals for consideration. An interview may be requested of the two consultants by the evaluation committee to tabulate a combined average score (proposal and interview) to recommend the highest scoring consultant for consideration. The Evaluation Committee may recommend the highest scoring submission for consideration without undertaking the interview process. Page 5 ATTACHMENT # TO 2 4 REPORT # PD 2.1-10 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study The score or ranking by the committee for any or all proposals/interview will not be disclosed on enquiry. 26. Unsatisfactory references known to a member of the evaluation committee or unsatisfactory previous work experience will result in the Consultant's proposal not being considered. 27. The City reserves the right to: a) accept a proposal in whole or in part b) expand the number of Consultants for consideration, as recommended by the evaluation committee c) not consider, not accept or reject any or all submissions d) waive omissions, notwithstanding essential items; or e) cancel or amend this call, if in so doing the best interests of the City will be served and no liability shall accrue to the City from such undertakings and all decisions derived therefrom. 28. Professional fees must include all operating, overhead, and incidental costs and the Consultant must be satisfied as to the total requirements of this request for proposal. Pricing is subject to the Harmonized Sales Tax. 29. All invoices will precisely indicate the tasks for which work has been completed as well as the remaining percentage of a task or tasks to be done. 30. Any representation or solicitation to the City, its elected officials, employees or agents with respect to the proponent's submission will disqualify the submission. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 31. Disclosure of information submitted is subject to the Municipal Freedom of Information and Protection of Privacy Act. To prevent the release of information the proponent must state the information is submitted in confidence and indicate the nature of the confidential information and what harm would result from the release. ENQUIRIES 32. All enquiries shall be in writing and submitted by facsimile to 905.420.5313 to the attention of Supply & Services before 2:00 pm local time Thursday, May 27. 2010. Both the questions and answers will be available without stating the source(s) of the enquiry(ies) in an ADDENDUM within approximately 2 days. 33. Any changes to this request for proposal will be issued as an addendum. Page 6 ATTACHMENT # TO REPORT # PQ 2 I -I a No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 34. Addenda are posted on the City of Pickering website at: http://www.cityofpickerinci.com/standard/cityhall/supply/main. html 35. It is the bidder's sole responsibility to check often on the City's website for addenda, in particular before the bid closing date and time. The onus is on the bidder to check the website prior to closing to ensure that they have received all addenda. 36. All addenda must be acknowledged in the proposal as instructed. 37. Most of the items on the Selected List of Relevant Documents (see Appendix A) are available on the web, as indicated on Appendix A. A paper copy of the documents listed as Selected Documents are available for viewing at the Planning & Development Department only by appointment. Contact Mr. Deepak Bhatt at 905.420.4660, ext: 2188 or by Email at dbhattOcityofpickering.com to make an appointment. ENVIRONMENT AND COUNTRYSIDE CONFORMITY AMENDMENT PICKERING OFFICIAL PLAN REVIEW Introduction 38. The City of Pickering is undertaking an Official Plan Review. The Official Plan Review is being undertaken as a series of topic oriented reviews. The City is interested in reviewing environmental and countryside policies at this time and adopting an amendment to the Official Plan. The Environment & Countryside work program is intended to apply to the entirety of the City of Pickering. Although it will affect mainly the rural area, it will also impact natural areas along the waterfront and stream valleys and other parts- of the south urban area of Pickering. In addition, the Amendment will incorporate natural heritage lands within the Central Pickering Development Plan area located west of West Duffins Creek (Agricultural Preserve). The work program will review and update the natural heritage, other environment and countryside policies currently contained in the Pickering Official Plan to reflect current conditions, conform to Provincial and Region of Durham policies, respond to Conservation Authority initiatives and introduce City initiatives. Sustainability is the key principle guiding planning for the City of Pickering and policies that promote a healthy environment and countryside will help mitigate climate change. However, climate change will also be influenced by sustainable development practices for healthy communities. Since the City's vision for sustainability and the practices to regulate urban community development are Page 7 ATTACHMENT #-J-TO 26 REPORT # PD_ \ 2 i -id No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study topics that will be dealt with in other elements of the Official Plan Review workplan, specific policies to address climate change are not a requirement of the environment and countryside policy study. Environment and Countryside Issues and Background 39. The current Pickering Official Plan policies designates an Open Space System comprising five subcategories: Natural Areas, Active Recreational Areas, Marina Areas, Oak Ridges Moraine Natural Linkage Areas and Oak Ridges Moraine Natural Core Areas. The policies set out permitted land uses for,each subcategory in the Land Use Tables of the Plan. The Official Plan also contains a series of maps of the ecological system (such as core areas, corridors and linkages as a natural system) which are not explicitly designated on Schedule I: Land Use. The Pickering Official Plan also includes policies on resource management and risk management, which relate to the natural heritage features designated on Schedule III, and includes policies requiring submission of environmental reports which must demonstrate achievement of specified criteria. Since this policy framework was developed, a number of senior government and other initiatives have come into force that deal with environment and countryside issues that must be reflected in the updated Pickering Official Plan. Pickering policies must either be consistent with, conform to, implement, endorse, recognize or consider the policies contained in each respective initiative. The initiatives include: • Provincial Policy Statement, 2005 • Provincial Greenbelt Plan • Provincial Central Pickering Development Plan (CPDP) • Provincial Clean Waters Act and related water resource guide • Provincial Endangered Species Act & Federal Species at Risk Act • Provincial/Conservation Authorities floodplain mapping/policies and special policy area guides • Durham Region Official Plan Review Amendments #114 (ROPA 114) and #128 (ROPA 128) • Conservation Authorities revised Generic Regulations • Toronto Region Conservation Authority (TRCA) - Terrestrial Natural Heritage Strategy and Woodlands Protection strategy • TRCA watershed studies for Duffins and Carruthers Creeks, Rouge River, Petticoat Creek • Central Lake Ontario Conservation Authority (CLOCA) watershed study for Lynde Creek • City of Pickering Frenchman's Bay Stormwater Master Plan; and, • City of Pickering Urban Forest Study (just commenced). Besides natural heritage systems planning, a number of other Provincial Acts and agency regulations affect environmental planning in the City of Pickering. The Page 8 ATTACHMENT # 1 TO REPORT # PD 2,1-10 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study implications of these Acts and regulations need to be reviewed and changes made 27 to the Official Plan wherever necessary. In addition, any other opportunities to improve the sustainability of Pickering through environmental and countryside policies identified through this review, such as a local food policy, can be introduced. Achievement of Environment and Countryside Conformity Amendment objectives for a healthy and sustainable natural environment and countryside must also be balanced with economic, social and fiscal objectives to achieve a balanced approach to planning the future of the City of Pickering. Environmental Initiatives 40. A number of initiatives must be addressed, including initiatives of the Province of Ontario, the Region of Durham, the respective Conservation Authorities and the City of Pickering. Provincial Initiatives 41. Provincial Policy Statement, 2005 The PPS, 2005 changed the Provincial policies that now must be implemented by this Environment and Countryside Amendment. In particular, the PPS, 2005 includes amended policies for rural areas in municipalities (Section 1.1.4 of the PPS) natural heritage (2.1), water (2.2), agriculture (2.3) and natural hazards (3.1), which should be reviewed and revisions to the City of Pickering Official Plan (POP) recommended. The City has already undertaken analysis of some of the PPS, 2005 policies. A copy of this analysis is provided on Appendix B to this RFP. 42. Greenbelt Plan The Greenbelt Plan applies to significant parts of Pickering including the Oak Ridges Moraine area and the Agricultural Preserve lands within the CPDP area and to three other parts of Pickering, including: • lands immediately south of the Oak Ridges Moraine; and • a wide band of lands west of Westney Road stretching northwards from Highway #7 to the northern Pickering boundary, which joins • a wider band between approximately Highway #7 and the Fifth Concession Road (the. Ajax boundary) stretching from Westney Road to the eastern Pickering boundary at Lakeridge Road The Greenbelt Plan establishes a Natural Heritage System for designated. portions of the City with differing levels of protection for Key Natural Heritage Features (KNHF) and Key Hydrologic Features (KHF), depending on whether they lie within or outside of the Greenbelt Plan's Natural Heritage system. Page 9 1 ATTACHMENT # TO REPORT # PD 28 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study The Greenbelt Plan boundaries include Natural Heritage System lands in the Agricultural Preserve for which more detailed direction is provided within the Overlay Natural Heritage System of the CPDP. The permitted range of uses between the two Plans (CPDP and Greenbelt Plan), however, are slightly different and will need to be accommodated in the Official Plan. The policies of the Greenbelt Plan restrict new residential and commercial uses and any form of urban development in order to preserve the natural heritage attributes of all lands in the Greenbelt including the Agricultural Preserve. The Greenbelt Plan also contains policies for the Protected Countryside outside of the NHS which will have to be incorporated into the POP. Central Pickering Development Plan 43. The Central Pickering Development Plan (CPDP) establishes land uses west of the West Duffins Creek in the Agricultural Preserve including small areas designated hamlet and residential cluster. These land uses and the policy framework need to be incorporated into the POP. The natural heritage system west of West Duffins Creek is indicated as an overlay designation in the CPDP. The range of permitted uses within the natural heritage system overlay designation in the CPDP includes trails, restorative, scientific and educational uses (policy section 4.1.8 of the CPDP) as well as agricultural uses (policy section 4.3), which are also subject to the definitions and policies in the Greenbelt Plan (policy section 4.1.5). The CPDP also encourages the City to consider further natural heritage system connections through and around existing settlement areas west of the West Duffins Creek when implementing municipal policies (policy section 4.1.7). Within the Seaton part of the CPDP area (east of West Duffins Creek), 53% of the lands are designated as natural heritage lands. Policies setting out permitted land uses and other matters for the natural heritage lands are included in the CPDP. In addition, consultants for the Province have prepared the Seaton Natural Heritage System Management Plan and Master Trails Plan, a thorough and detailed proposal/program to implement the CPDP policies for the natural heritage lands in Seaton and (in some cases) beyond. However, a detailed multi-faceted and multi-layered planning process for Seaton, which is currently underway, will address environment/natural heritage issues for Seaton separately from this general environment and countryside policy study. Water Resources and the Clean Water Act 44. Section 2.2 of the PPS requires municipalities to protect, improve or restore the quality and quantity of water. This includes identifying water features which are necessary for the ecological and hydrological integrity of the watershed; protecting municipal drinking water supplies and vulnerable areas; and protecting, improving or restoring vulnerable and sensitive surface and ground water features. Page 10 I ATTACHMENT # i; TO REF'OR7 # PD ZI-10 _ No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 29 The POP currently contains water resource policies in Sections 2 and 10. Map 5 illustrates Groundwater Recharge and Discharge Areas. Some general policies to enhance groundwater recharge and discharge are contained in section 2.5 of the Official Plan. Further detailed policies on groundwater recharge, discharge and aquifer vulnerability are contained in section 10.11. Aquifer vulnerability areas within the Oak Ridges Moraine Plan Area are illustrated on Schedule VI. Policies on stream corridors are contained in section 10.5 of the City's Official Plan. These policies could potentially be incorporated into the natural heritage system policies or as part of a refined water resources policy section. In addition, the Clean Water Act requires Conservation Authorities and municipalities to review source water and identify policies. and regulations to protect source water including municipal wells and lake-based water systems. This protection includes identifying well head protection zones and intake protection zones and associated policies on land uses within these zones. The City of Pickering has no municipal wells, but the Region of Durham does operate a water intake from Lake Ontario within the City of Pickering. A source protection committee composed of. the Credit Valley Conservation Authority, TRCA and CLOCA and municipal partners is currently undertaking a Source Water Protection Plan.' This Plan is anticipated to be completed in 2012. Although a separate amendment will incorporate the results of the source protection plan, an interim policy framework should be developed as part of this assignment. Provincial Endangered Species Act and Federal Species at Risk Act 45. The Federal Species at Risk Act addresses protection of wildlife species at risk in Canada on federally-owned lands. The Ontario Endangered Species Act addresses protection of endangered wildlife species in Ontario that are listed as endangered, extirpated or threatened, administered by the Ontario Ministry of Natural Resources. These two Acts should be reviewed to determine aspects that must be supported by policies in the POP. Region of Durham Initiatives 46. Regional Official Plan As part of the Durham Regional Official Plan (DROP) review, Amendment #114 (ROPA 114) addressed, among other topics, sustainable and healthy environments, and protection of rural resources. Following settlement of a number of appeals to the OMB, the policies of ROPA 114 are now in force and part of the Regional Official Plan. The Regional Official Plan includes environment policies and a Greenlands System comprised of major open space areas, the waterfront and the Oak Ridges Moraine. The Plan identifies features that fall under the categories of key natural heritage features (KNHF) and key hydrologic features (KHF) across the Page 11 ATTACHMENT # , TO 3 0 REPORT # PD ? ice- b No. RFP-6-2010 Terms of Reference Consultinci Services for Environment & Countryside Policy Study entirety of the municipality, not just in the Oak Ridges Moraine or the Greenbelt Plan Area. The Plan also identifies the boundaries of the Greenbelt Natural Heritage System. These features are protected to a degree, but generally receive the highest level of protection if located within the major open space areas or the Greenbelt Plan Natural Heritage System. The Regional policies also call for a minimum 30 metre vegetation protection zone from many of the key natural heritage features and key hydrologic features including significant woodlands. The Plan contains a general definition of sign ificant'woodlands, but it does not currently contain criteria to indicate what constitutes a significant woodland. The Regional Planning Department intends to adopt such criteria, following consultation with the conservation authorities, and consideration of the recent adopted by MNR of the Updated (second edition) Natural Heritage Reference Manual: Natural Protection through the Provincial Policy Statement, 2005. As amended by ROPA 114, the Regional Plan also contains policies for rural areas, rural settlements and agricultural areas to which the POP must conform. The policies of the DROP include specific direction to local municipalities of how to implement the Regional policies. Region of Durham Official Plan Amendment #128 (ROPA 128) 47. ROPA 128 contains those policies dealing with growth management issues to implement the Provincial Growth Plan for the Greater Golden Horseshoe. At this time, ROPA 128 has been adopted by Regional Council and is awaiting a final decision from the Provincial government. Recently, MMAH issued a draft decision with proposed modifications to ROPA 128 that, among other matters, address environment and countryside policies in the Central Pickering Development Plan area for the Agricultural Preserve and for the Seaton Natural Heritage System that were not originally included in ROPA 128. Conservation Authorities' Initiatives The following initiatives require review and identification of an appropriate policy response for the POP. Conservation Authorities' Generic Regulations 48. The TRCA and CLOCA have prepared 'Generic Regulation' mapping (regulations with respect to development, interference with wetlands and alterations to shorelines and watercourses) and associated policies to regulate site alteration and development within the regulation area. TRCA - Terrestrial Natural Heritage Strategy 49. TRCA released a Terrestrial Natural Heritage System Strategy in 2007 to assist municipalities in promoting biodiversity over the long term by promoting a target Page 12 ATTACHMENT # TO REPORT # PD____.Z.. 1-Jp ' No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 31 terrestrial natural heritage system and associated strategies. TRCA requested municipalities to endorse its recommendations. TRCA, CLOCA & City of Pickering - Watershed Studies 50. A number of watershed/stormwater studies have been completed for lands within the City. These include the Duffins and Carruthers Creek Watershed Plan (TRCA), the Lynde Creek Watershed Plan (CLOCA), the Frenchmen's Bay Watershed Stormwater Master Plan (Pickering), the Rouge River Watershed Plan (TRCA) and the Petticoat Creek Watershed Plan (currently underway) (TRCA). A number of these watershed plans/studies also provided detailed mapping of natural features, which could be examined for possible incorporation into the POP. TRCA - Protection of Woodlands 51. In order to implement policies contained in PPS, 2005, TRCA has requested municipalities to create official plan policies to identify and protect woodlands along with other supportive policies and practices, as set out in a TRCA motion and a paper entitled "Protection of Woodlands", November 27, 2009. TRCA/Ministry of Natural Resources Floodplain Mapping and Policies 52. Related to revised PPS policies and the Generic Regulation initiative is the issue of hazard land policies and mapping, including floodplains, erosion hazard areas and hazardous sites. This matter is currently addressed in Section 10.19 and the Resource Management Schedule of the City's Official Plan. The policies on hazard lands and hazardous sites need to be updated to reflect the Provincial Policy Statement and updated Conservation Authority mapping and policies. The mapping of riverine and Lake Ontario flooding and erosion hazards also needs to be reviewed and updated. Special Policy Areas (SPA's) 53. Revised general policies for Special Policy Areas set out in the PPS, 2005 and in ROPA 114 should be reviewed and implemented in the Environment and Countryside Amendment. However, a detailed analysis of the Special Policy Area near Brock Road and Kingston Road (including policy and schedule revisions) will be undertaken as a separate project outside the environment and countryside conformity amendment. When the City undertakes the detailed analysis, the analysis will take into account the Ministry of Natural Resources recently revised procedures for the Page 13 ATTACHMENT # I TO 3L. n REPORT # PD 21-1 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study approval of Special Policy Areas which are set out in the "Technical Guide - River and Stream Systems: Flooding Hazard Limit", updated Conservation Authority floodplain mapping and changing land use policies. City of Pickering Initiatives The following City initiatives require the development of an appropriate policy framework for the POP. Local Food Policy 54. The City of Pickering wishes to consider policy options to foster a stronger agricultural community through promotion of local food. Frenchman's Bay Stormwater Management Master Plan (FB - SWMP) b9ld 55. The FB - SWMP assessed existing conditions/issues of Frenchman's Bay and its four tributaries, concluding that a $50 million (50,000,000) implementation program was needed to improve water quality, habitat areas and wetlands through mitigation measures to control erosion and flooding. An extensive list of stormwater remediation measures was proposed, to be implemented over a 25 year period. City Council recently endorsed the FB - SWMP and has commenced funding for initial steps of the implementation program. Urban Forest Study 56. The City has initiated a study of the urban forest with a view to establishing policies and a program to increase the urban forest canopy. The study is currently underway with TRCA as a partner. Countryside Issues 57. Both the PPS, 2005 and Durham Region's ROPA 114 address countryside issues, including policies for rural areas, rural settlements and agricultural areas. Since the Planning Act provides that official plans be consistent with the PPS and the POP also must conform to the Durham Region Official Plan, amended policies should be prepared so that the POP implements the PPS and ROPA 114. SCOPE OF SERVICES The environment & countryside work program is divided into four primary work components. 58. Component 1: Document Review and Agency Consultation Task 1.0 1.1 Review relevant documentation for each initiative, identify the issues/policies that must be implemented by revisions to the Pickering Page 14 ATTACHMENT # TO RE PORT # PD 21-4 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 33 Official Plan and which are optional. Meet with relevant agencies to obtain comments about how to implement mandatory and optional policy and mapping changes on all relevant matters. Include Conservation Authorities on flood plain mapping, special policy area, water resources, watershed, terrestrial natural heritage and woodland issues, the Region of Durham for its Official Plan review and Provincial MMAH and other Ministries as required on the PPS, 2005 and the Greenbelt Plan and City officials on its initiatives. 1.2 Meet with Steering Committee to discuss findings. 1.3 Prepare draft and final Document Review and Agency Consultation Summary Report. 1.4 Hold an Open House (drop-in, storey board information, invite comments) to share findings of final Summary Report and obtain feedback from the .public. 1.5 Prepare a written summary table of comments received and responses. 59. Component 2: Evaluation of Policy and Mapping: Issues and Options i Task 2.0 The following three sub-tasks require an analysis to determine the areas of the POP that require revision in order to meet the requirements of the respective senior government/agency/City initiatives and initiatives that are not mandatory. Undertake an analysis of optional methods of addressing each policy element, including mapping and schedules, to best incorporate and/or respond to the various initiatives. Since environment and countryside issues are often geographically based, methodology of mapping and schedule presentation will be a key consideration. Component 2 has been broken down into the following sub-headings: Policy Review - Environment/Natural Heritage Policy Review - Countryside Mapping and Schedule Changes Completion of Component 2 2.1 Policy Review - Environmental/Natural Heritage 2.1.1 Identify policies in the POP that will require revision to implement amended environment/natural heritage policies in the PPS, 2005, Durham Region's ROPA 114 and the Provincial Greenbelt Plan. In addition, prepare policies to implement the MMAH decision on ROPA 128 that Page 15 ATTACHMENT # TO 3 4 REPORT # PD--Z- -i0 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study address environment/natural heritage issues for the Agricultural Preserve area of the CPDP area. If practical, design policy revisions to the POP that will generally maintain the current structure of the POP. To assist in reviewing implementation of PPS, 2005, the City has provided an (already undertaken) analysis of some PPS policies for information (see Appendix B). 2.1.2 (a) Compare and evaluate at a policy level: 1) The current open space system on Schedule I, features on Resource Management Schedule III, and other physical features as delineated on Maps 2 to 7 of the Pickering OP recognizing potential updates through updated feature mapping; 2) The data presentation on Maps and Schedules which would result from the implementation of the Greenbelt Plan Natural Heritage System and the Durham Region Greenlands System; and 3) The NHS that would result from implementation of the TRCA Terrestrial Natural Heritage System methodology. (b) Assess the ability under each system to incorporate the features contained within the KNHF and KHF categories that fall within and outside of the Region's Major Open Space Areas, or the Greenbelt Plan NHS; (c) Identify appropriate criteria for identifying significant woodlands; (d) Identify optional criteria for delineating significant woodlands outside of the Greenbelt Plan and Oak Ridges Moraine Plan Area and how these options relate to the "Oak Ridges Moraine Conservation Plan Technical Paper 7 on Identification and Protection of Significant Woodlands and the Draft Technical Paper 2: Technical Definitions and Criteria for Significant Woodlands in the Natural Heritage System of the Protected Countryside Area of the Greenbelt Plan"; (e) Recommend an appropriate NHS approach to protecting natural heritage features and systems in the City of Pickering; (f) Assess the implications of each woodlands criteria option for land use policies, municipal management, development potential within future growth areas and farm operations; and, Page 16 ATTACHMENT # i _ TO REPORT # PD 'Z I-i'6 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 35 (g) Assess the implications of the application of minimum vegetation protection zones as prescribed by the ORMCP, the Greenbelt Plan and the Regional Plan to the urban area of Pickering. 2.1.3 Based on secondary source mapping data available from the Conservation Authorities, undertake updated mapping of groundwater recharge and discharge areas and aquifer vulnerability areas outside of the Oak Ridges Moraine Plan Area. 2.1.4 The consultant shall identify where changes to the policies may be necessary in order to further address the Provincial Policy Statement or other requirements of the Conservation Authorities with regard to water resources. 2.1.5 The consultant shall also identify an interim policy framework within which the Source Water Protection Plan and related Intake Protection Zone policies could be implemented in the City's Official Plan once the Source Water Protection Plan is completed. 2.1.6 Review and propose policies to implement the Agricultural Preserve area of the Central Pickering Development Plan area that address land use designations and natural heritage system features to conform with the Central Pickering Development Plan (CPDP) and the Greenbelt Plan. 2.1.7 Review and assess the various Watershed Plans that are applicable within the City of Pickering and identify options to address them in the City's Official Plan. These could range from simple regard and reference to the watershed plans to specific policies for development approvals and public works. 2.1.8 Undertake a review of general policies for Special Policy Areas to identify suitable general policy revisions at this time. 2.1.9 Review Provincial Endangered Species Act and Federal Species at Risk Act and identify mandatory and optional revisions to the POP to incorporate relevant policy considerations. 2. 1.10 Identify and evaluate policy and mapping/schedule options to respond to TRCA's Terrestrial Natural Heritage Strategy and also its "Protection of Woodlands" paper. 2.1.11 Identify appropriate policies and mapping/schedule revisions to the POP to implement Conservation Authorities' 'Generic Regulations'. 2.1.12 Research options for a `Local Food' policy for the POP. 2.1.13 Prepare policy options to implement the Frenchman's Bay SWMP. Page 17 ATTACHMENT # TO REPORT # PD_,?._I-ID 3 6 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 2.1.14 Prepare an interim generic policy to recognize the findings of the Urban Forest Study when it is completed. 2.2 Policy Review - Countryside 2.2.1 Identify. policy options for incorporating policies of the Regional Plan, Greenbelt Plan, CPDP, Growth Plan and PPS with respect to the countryside outside of the NHS. This should address rural areas, rural settlements and agricultural areas and the potential differing policy framework and policy directions of these documents. 2.2.1 Meet with Steering Committee at least three times to discuss and obtain direction at the mid-point and near the end of Environment/Natural Heritage policy review and near the end of the Countryside policy review. 2.3 Mapping and Schedule Changes 2.3.1 Review all existing maps and schedules currently in the Pickering Official Plan, evaluate the best method of showing the information in the existing maps and schedules plus the updates and new data sets to be introduced as a result of the following set of tasks and design a revised set of maps and schedules to appropriately present the revised information in the Official Plan. 2.3.2 Use Schedules and Maps from the existing Pickering Official Plan, provided by the Planning & Development Department, employing Autocad.dwg files. 2.3.3 Obtain feature information from Durham Region, TRCA, CLOCA, the Central Pickering Development Plan and MNR, and prepare a comprehensive Autocad map of the features. 2.3.4 Taking into account the requirements of the Endangered Species Act and Species at Risk Act, identify and map the habitat of endangered and threatened species, as necessary. 2.3.5 Overlay the Greenbelt Plan boundary and the Greenbelt Natural Heritage System on the Autocad map. 2.3.6 Within the Greenbelt Plan Area, classify natural features into Key Natural Heritage Features and Key Hydrologic Features, map the features and identify whether these lie within or outside the Greenbelt Natural Heritage System and the Region's Major Open Space Areas. 2.3.7 Update the wetland classification system with revisions to Schedule III and Map 6, along with any necessary associated policy revisions. 2.3.8 Using available mapping from the Conservation Authorities, update floodplain mapping in maps and schedule. Page 18 ATTACHMENT # TO REPORT # PD 22-2D No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside. Policy Study 2.3.9 Using existing data sources, identify and map other natural heritage 37 features located outside of the ORM, Greenbelt Plan and the Region's Major Open Space Areas according to the PPS. No fieldwork is required. 2.3.10 Identify and map the land use designations and the natural heritage system in the Agricultural Preserve area of the CPDP area. 2.3.11 Review, and revise, as necessary, rural settlement area boundaries, associated mapping and schedules and associated policy provisions. 2.3.12 Provide a general description of the data layers and the features. Meet with Steering Committee at the mid-point of the Mapping and Schedule changes review to provide a status update and discuss preliminary findings. 2.3.13 Meet with Steering Committee to discuss and reach agreement on methodology for a mapping and schedule strategy at the end of this component. 2.4 Completion of Component 2 2.4.1 Submit draft Policy and Mapping: Issues and Options Report to Project Manager. 2.4.2 Meet with the Steering Committee to discuss findings. 2.4.3 Following directions from Project Manager, make revisions and submit final Report to Project Manager. 2.4.4 Hold a focus Group Workshop for strategic stakeholders. 2.4.5 Hold a Public Meeting (presentation and question/answer Session) to obtain public input. 2.4.6 Prepare summary of comments received and responses to comments. 60. Component 3: Preliminary Policy Directions Task 3.0 3.1 Based on the document review, issues and options analysis and staff direction on policy options and mapping/schedule strategy, prepare a preliminary policy directions discussion paper to present a preliminary set of proposed directions for mandatory and optional matters for both policies of the Pickering Official Plan and its mapping/Schedules. 3.2 _ Submit a draft Preliminary Policy Directions Report to Project Manager. 3.3 Meet to discuss draft Report with Steering Committee. Page 19 ATTACHMENT r TO REPORT # PD 2J 3 8 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 3.4 Following direction from Project Manager, make edits and submit final Report. 3.5 Hold a Focus Group Workshop for strategic stakeholders. 3.6 Following circulation to agencies and public by City staff, hold a Public Meeting to present findings and receive public input. 3.7 Provide a written summary of comments and responses to those comments to staff. 3.8 Attend Planning & Development Committee to present the proposed Preliminary Directions for formal endorsement by Pickering Committee/Council. 3.9 Meet with Project Manager to obtain direction respecting mapping changes and policy revisions for the official plan amendment. 61. Component 4: Official Plan Policies Task 4.0 4.1 Following direction of Project Manager, prepare draft Official Plan amendment (including maps and schedules); Maps and Schedules shall be prepared in a final draft format in Autocad.dwg., suitable for final changes by Planning & Development Department. 4.2 Submit a draft 'Information Report', to provide a rationale for each selected option for all initiatives and include a draft Environment & Countryside Amendment to the Pickering Official Plan. 4.3 Once Official Plan Amendment is initiated by City staff, attend Statutory Open House. 4.5 Attend Statutory Public Meeting. 4.6 Attend Pickering Planning & Development Committee Meeting on this matter. OTHER INFORMATION 62. The Consultant shall attend an additional 4 meetings to update Council or Committees on progress or present interim findings and preliminary policy directions. Page 20 ATTACHMENT #--J TO REPORT # PD Z -1D No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study 63. In addition, the Consultant shall be responsible for recording, typing and distributing 39 minutes of the Steering Committee meetings. 64. The term of this consulting assignment is for ten to twelve months from the date of confirmation of a purchase order. 65. The award of this RFP is subject to budget and Council approval. DELIVERABLES 66. For the reports listed below, it is anticipated that a "Draft" and a "Final" Report will be required. 1. A Document Review and Agency Consultation Summary Report summarizing: • Relevant issues and policies introduced by each listed initiative that are both mandatory to be implemented in the Pickering Official Plan and those that are optional; and, • Comments and recommendations of Conservation Authorities (TRCA & CLOCA), Region of Durham Planning Department, relevant Provincial and City staff on the relevant initiatives. 2. A Summary of Consultation Comments and Responses from Component 1. 3. A Policy and Mapping: Issues and Options Report to address: • Mandatory and optional methods of implementing each environment/natural heritage and countryside initiative through written policies and mapping/schedule revisions to the Pickering Official Plan; 4. A Summary of Consultation Comments and Responses from Component 2. 5. A Preliminary Policy Directions Report to propose: • Preliminary proposed policy directions to each mandatory and optional initiative to include written policies and mapping/schedule revisions. Proposals can include implementation mechanisms outside of the official plan. 6. A Summary of Consultation Comments and Responses for Component 3. 7. A Draft 'Information Report' to provide the rationale for the proposed revisions to environment and countryside policies in the Pickering Official Plan, including; • A summary of the Official Plan Review Program and the study process for the Environment and Countryside Conformity Amendment; • An explanation of the options considered and the rationale for the selected policy option for each of the initiatives; and, • A draft amendment to the Pickering Official Plan, including maps and schedules. Page 21 ATTACHMENT # ~ TO 0 REPORT # PDi_- No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study For the deliverables listed, the Consultant shall provide the following to the City of Pickering: • For each "Draft" Report: 10 draft copies (paper); one copy in digital format using the Microsoft Office suite of applications (all mapping to be provided in AutoCad.dwg; one copy in PDF); and • For each "Final" Report: 25 copies (paper); one camera ready copy of the final version; one copy of the final version in digital format using the Microsoft suite of applications (all mapping to be provided in AutoCad.dwg; one copy in PDF) With the exception of mapping, consultants will minimize use of colour copies, as a cost cutting strategy. 67. All documents shall become the property of the City of Pickering and the City shall be the sole copyright holder of these documents. STUDY MANAGEMENT 68. The City of Pickering will manage the study. The Project Manager will be the Principal Planner, Policy and the Manager, Policy will provide strategic direction to the project. The Project. Manager will also be responsible for supervising the study work to ensure that it is carried out in accordance with the Terms of Reference and to the satisfaction of the City of Pickering. 69. The Consultant shall meet with the Project Manager on a regular basis as well as at milestones during the study. The. Project Manager shall monitor study progress, liaise with the Consultant and exercise budgetary control and revisions to the Terms of Reference. The Project Manager may identify additional issues for which options may be necessary to generate discussion, when additional public input may be required and whether both draft and final reports are required in all instances. The Project Manager shall also be responsible for the circulation of study products, notices and approval of Consultant liaison with the public and other agencies, unless agreed upon otherwise by the Project Manager. 70. Day to day reporting and communications will be with the Project Manager. STEERING COMMITTEE 71. A Steering Committee will be established to provide technical input and advice and address issues. The Committee will include the Project Manager, a representative from Regional Planning, a representative of each of the Conservation Authorities (TRCA and CLOCA), other City staff, and such other agency representatives as may be invited. The Consulting Team shall meet with the Steering Committee as a regular part of the process and at milestones during the study as directed by the Project Manager. APPENDICES A Selected List of Relevant Documents B Provincial Policy Statement Analysis Page 22 ATTACHMENT # TO REPORT # PQ 2i ~-I© No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study APPENDIX A: Selected List of Relevant Documents 4 The following list of relevant documents can be obtained as indicated or can be viewed in paper format at the Planning & Development Department by appointment. • City of Pickering Official Plan (Edition 6 - February 2010) http://www.cityofpickering.com/standard/planning/Official plan/PDF/OP6.pdf • Durham Region Official Plan as amended by ROPA 114 (June 2008 consolidation), http://www.durham.ca/planning.asp?nr=/departments/planning/dr official plan 2008 /0Pmaps. htm&setFooter=/includes/planningFooter. inc ROPA 114 has been amended as a result of an OMB Decision on File PL060978, Issued Nov. 6, 2008. This decision is available as a separate pdf document on the RFP 6-2010 website. • Greenbelt Plan http://www. mah.gov.on.ca/Asset1277.aspx • Oak Ridges Moraine Conservation Plan http://www.mah.gov.on.ca/Page323.aspx • Central Pickering Development Plan http://www.mah.gov.on.ca/Assetl 849.aspx • Species at Risk Act http://laws.iustice.gc.ca/bng/S-15.3/index.html • The Endangered Species Act http://www.e-laws.gov.on.ca/html/statutes/english/elaws. 07e06 e.htm • The Clean Water Act http://www.e-laws.gov.on.ca/html/statutes/english/elaws statutes 06c22 e.htm • TRCA, Terrestrial. Natural Heritage System Strategy, 2007 http://www.trca.on.ca/protect/land/terrestrial-natural-heritage/ • A Watershed Plan for Duffins Creek and Carruthers Creek, 2003 http://www.trca.on.ca/protect/watersheds/duffins-carruthers-creeks/resources dot • Rouge River Watershed Plan Towards a Healthy and Sustainable Future, 2007 hftp://www.trca.on-ca/dotAsset/37800.pdf • Rouge River Watershed Plan Implementation Guide, TRCA, 2008. http://www.trca.on.ca/dotAsset/37815.pdf • Frenchman's Bay Stormwater Management Master Plan, June 2009 http://www.cityofpickering.com/standard/citvhall/notices/FBSMMP/FinalRer)ort pdf Page 23 ATTACHMENT # I TO 4 2 REPORT # PD 7-1 -110 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study • Lynde Creek Watershed Management Plan (draft preferred management Plan to be released sometime in 2010) http://www.cloca.com/2007/Lynde%2OCreek%2OWatershed%2OManagement%20Plan.html • Petticoat Creek Watershed Action Plan (draft to be available in February 2010) Go to : http:Hwww.altonaforest.org/down loads. htmI and go to the fourth document for the Petticoat Creek Watershed Action Plan. • Toronto and Region Conservation Authority: Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses, O.Reg. 166/06 http://www.e-laws.ciov.on.ca/html/reps/english/elaws reps 060166 • Central Lake Ontario Conservation Authority: Development, Interference with Wetlands and Alterations to Shorelines and Watercourses, O.Reg. 42/06. http://www.e-laws.gov.on.ca/htmI/reps/enqlish/elaws reps 060042 e.htm • Technical Guide River &Stream Systems: Flooding Hazard Limit, MNR, 2002 Go to http://www.mnr.gov.on.ca/257829.pdf, go to Water, then go to Public Safety to Understanding Natural Hazards, then to Part 2 - Chapter 7.0, Understanding River and Stream Flooding Hazard Limit • Oak Ridges Moraine Conservation Plan Technical Paper Series 7: Identification and Protection of Significant Woodlands http://www.mah.g6v.on.ca/Pagel 713.aspx • Technical Paper 2: Technical Definitions and Criteria for Significant Woodlands in the Natural Heritage System of the Protected Countryside Area of the Greenbelt Plan, Draft September 2008. http:Hpublicdocs.mnr.gov.on.ca/View.asp?Document ID-14966&Attachment ID=31522 • How Much Habitat is Enough, Environment Canada, 2004 http://www.on.ec.gc.ca/wiIdI ife/docs/pdf/habitatframework-e.pdf • Natural Heritage Reference Manual: Natural Heritage Protection through the Provincial Policy Statement, 2005, MNR (Second edition - released April 22, 2010) http://www.mnr.gov on ca/stdr)rodconsume/groups/ir/ mnr/Olueps/documents/document /289522. pdf • Protection of Woodlands, TRCA, November 27, 2009 http://trca.on.ca/dotAsset/65380.odf (Refer to pages 24-33) • Significant Wildlife Habitat: Technical Guide, MNR, 2001 http://www.mnr.gov.on.ca/en/Business/FW/Publication/MNR E001285P html APPENDIX B: PPS RESEARCH See attached Page 24 ATTACHMENT # TO REPORT # PQ 21-10 No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study HEALTH AND SAFETY REGULATIONS 43 1. (a) The City is the "owner" throughout the term of this contract. (b) The Company is the "employer" throughout the term of this contract. 2. The company certifies that it, its employees, its subcontractors and their employees, (a) are aware of their respective duties and obligations under the Occupational Health and Safety Act, as amended from time to time, and all Regulations thereunder (the Act); and (b) have sufficient knowledge and training to perform all matters required pursuant to a contract safely and in compliance with the Act; (c) are covered by WSIB. 3. In the performance of all matters required pursuant to a contract, the company shall, (a) act safely and comply in all respects with the Act, and (b) ensure that its employees, its subcontractors and their employees act safely and comply in all respects with the Act. 4. The company shall rectify any unsafe act or practice and any non-compliance with the Act at its expense immediately upon being notified by any person of the existence of such act, practice or non-compliance. 5. The company shall permit representatives of the City on site at any time or times for the purpose of inspection to determine compliance with a contract. 6. No act or omission by any representative of the City shall be deemed to be an assumption of any of the duties or obligations of the company or any of its subcontractors under the Act. 7. The company shall indemnify and save harmless the City, (a) from any loss, inconvenience, damage or cost to the City, which may result from the company or any of its employees, its subcontractors or their employees failing to act safely or to comply in all respects with the Act in the performance of any matters required pursuant to a contract; and (b) against any action or claim, and costs related thereto, brought against the City, by any person arising out of any unsafe act or practice or any non-compliance with the Act by the company or• any of its employees, its subcontractors or their employees in the performance of any matter required pursuant to a contract; (c) from any and all charges, fines, penalties, and costs that may be incurred or paid by the City if the City (or any of its council members or employees) shall be made a party to any charge under the Act in relation to any violation of the Act arising out of a contract. 8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to time and all Regulations thereunder. CONDITION OF WORK SITE 9. The company shall remove and legally dispose of debris, packaging and waste materials frequently, or as directed by the City, in accordance with all governmental regulations applicable to such activities. Acknowledged: Date: Company Signature Print Name Page 25 ATTACHMENT # 4 4 REPORT # PD 21-10 TO No. RFP-6-2010 Terms of Reference Consulting Services for Environment & Countryside Policy Study ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section. 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service providers policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: 1. How to interact and communicate with persons with various types of disability 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person 3. How to use equipment that is available on the premises that may help in the provision of goods or services 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services 5. Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities can be found on the Ministry of Community & Social Services website. The following link provides access to the training module: www.mcss.gov.on.ca/mcss/serve-ability/HTML_Eng/screen0l .html Contracted employees, third party employees, agents and others who deal with members of the public on behalf of the City of Pickering must meet the requirements of Ontario Regulation 429/07 with regard to training. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees must be submitted to the City of Pickering upon request. I acknowledge that the training module has been completed accordingly. Acknowledged By Company Name Date Authorized Official Title Name (please print) Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : Page 26 ATTACHMENT # 2 TO REPORT # PD 21-1b CONSULTANTS 45 • Planning Partnership • Planning Alliance • MMM • BMI Pace • Walker Nott Dragicevic Associates Limited • MHBC Planning • MacAulay Shiomi.Howson Ltd. • Meridian Planning Consultants • Dillon Consulting • Aecom • Malone Given Parsons Ltd. • Urban Strategies Inc. • Hardy Stevenson and Associates • Anthony Usher Planning Consultant 4 t ATTACHMENT # 3 -TO REPORT # PD 2-1 JO 46 as PICKER Request for Proposal Consulting Services for an Environment & Countryside Conformity Amendment for the Pickering Official Plan Review No. RFP-6-2010 Sealed proposals clearly marked as to contents will be received by the undersigned department for the above no later than 2:00 PM (local time): Thursday, June 10, 2010 The work is to undertake an Environment & Countryside Conformity Amendment as part of the Pickering Official Plan Review to review and update the natural heritage, other environment and countryside policies in the Pickering Official Plan to reflect current conditions, conform to Provincial and Region of Durham policies, respond to Conservation Authority initiatives and introduce City initiatives. This is not a conclusive listing of requirements - it is solely the bidder's responsibility to review the tendering document for full requirements. Terms of Reference are available to download at no charge from the City's website http://citvofpickering.com/standard/citvhall/index.htmi supply&services I current bid opportunities. Bidders are solely responsible for downloading all documentation including addenda. Terms of Reference documents picked up from the City can be available upon a non-refundable payment of $100.00 per set by cash or cheque made payable to the City of Pickering by contacting Supply & Services, Tel 905.420.4616, located on the 2nd Floor of the Pickering Civic Complex. It is the bidder's sole responsibility to check often on the City's website for addenda, in particular before the bid closing date and time. All addenda must be acknowledged as instructed, incorporated or inserted into the bid document. To view list of bidders go to: http://cityofpickering.com/standard/citvhall/index.html supply&services / current bid opportunities Lowest or any proposal not necessarily accepted. The Corporation of the City of Pickering Corporate Services Department Supply and Services, 2nd Floor One The Esplanade Pickering, Ontario LIV 6K7 Vera A. Felgemacher, C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply and Services