Municipal Planning Strategy Review Request for Proposals

Transcription

1 Municipal Planning Strategy Review Request for Proposals Issued February 20, 2015 A cultivated experience for the mind, body, and soil

2 Contents INTRODUCTION... 3 BACKGROUND... 3 OBJECTIVES... 4 SCOPE OF WORK... 4 DELIVERABLES... 5 METHODOLOGY... 5 BACKGROUND INFORMATION... 7 AVAILABLE RESOURCES... 8 DOCUMENT FILES... 8 PROPOSAL REQUIREMENTS... 8 EVALUATION CRITERIA... 9 BUDGET... 9 PROJECT TEAM... 9 FURTHER INFORMATION... 9 SUBMISSION OF PROPOSALS TERMS AND CONDITIONS WOL MPS Review Request for Proposals 2

3 INTRODUCTION The Town of Wolfville seeks to engage a consultant(s) to undertake a comprehensive review of the Town s Municipal Planning Strategy and its enabling bylaws. BACKGROUND When planning for Wolfville we require a consulting team who will join us in our aspirations to maintain and grow our Town in a way that reflects our history, our values and our desire to live in a sustainable, just fashion. We believe our Town policies need to reflect who we are, so we are not looking for an off the shelf plan, but a plan that provides guidance to us on innovative land use policies that reflect environmental sustainability, longevity and fairness. Although we have much in common with our neighbours, we are also different and our land use planning framework needs to reflect this. We take the One Nova Scotia call to action seriously, and this review must help us move toward this brave new future envisioned by this report. All this needs to be done in a practical, manageable way. The Town of Wolfville, with an area of approximately 6.42 square km, is one of three Town s located in the Municipality of the County of Kings, Nova Scotia. The 2011 Census reported that Wolfville s population was 4,269, an increase of 13.2% since 2006 making Wolfville the fastest growing municipality in Nova Scotia. With the presence of Acadia University, Wolfville s population doubles to over 7,000 for eight months of the year. The last Plan review was completed in 2008 with a strong focus on sustainability, which should continue to be reflected in the updated Plan. Since that time a number of amendments have been made, however, Council has identified a number of challenges with the document and on January 13, 2015 Town Council voted to review and update the Municipal Planning Strategy and its enabling bylaws (the Land Use Bylaw and Subdivision Bylaw). Although there is much that is good in the plan, which we intend on keeping, Council has adopted a new strategic plan, and commissioned a variety of other studies which are currently not reflected. The town has also been a partner in Kings 2050, which is a regional land use visioning process where several land use objectives were identified and approved by Council. Since 2008, we have developed a national reputation, perhaps even a burgeoning international one, as a food and wine destination, a UNESCSO World Heritage site is now located on our doorstep, we have led growth in NS, the One Nova Scotia report was issued, and Council has adopted a new strategic plan. Guiding Principles: The guiding principles speak to how this project will proceed and our approach. Council, staff and others involved in this project will base our actions on these principles: Respect for the diversity of opinion within our community. We will strive to have dialogue on difficult issues in order to come to a conclusion to which we all can adhere. WOL MPS Review Request for Proposals 3

4 Iterative Policies will be revamped and revised based on ongoing feedback and communication with our many stakeholders This will be a bold plan that will allow us to differentiate ourselves from other plans and communities. Our commitment to being an environmental and sustainable town, using the four pillars of sustainability is the key to our success. Shared leadership in the development of the plan. This plan will be practical and manageable for Wolfville and the people and business who want to live here. Streamlining approvals and being clear about what we are trying to achieve with each policy is our aim. Council has also agreed on the following assumptions as part of the review: 1. The four pillars of sustainability will form the foundation for the Plan review. 2. The consultant and staff will build upon the significant public consultation completed as part of the many recent studies. 3. The current MPS will be used as a starting point for the Plan review and policies and approaches that are working or seem appropriate will be retained. We will only change what needs changing. 4. That Planning Advisory Committee will provide oversight and guidance to the project. OBJECTIVES 1. To review and update the goals and objectives of the Plan. 2. To amend to the Plan to address gaps and problem areas, with particular focus on those areas identified in the Focus of Policy Review section under Scope of Work. 3. To amend the Plan to reflect the various studies undertake by Council and integrate the findings, where appropriate. 4. To integrate innovative new policy directions. 5. To create opportunities for residents, businesses, and others to resolve points of conflict and find a shared path forward on key planning issues. 6. To reduce bureaucratic hurdles in order to create a positive investment climate and promote development opportunities. 7. To create a plain language document that provides clear direction to all. 8. To ensure that all enabling regulations (LUB and Subdivision bylaws) fall in line with the MPS. SCOPE OF WORK Council s Strategic Plan establishes 5 strategic goals. These goals will guide the review of the MPS, LUB and Subdivision by-law. Beneath each of the five goals are policy areas of actions that will be reviewed as part of this project. Focus of the Policy Review 1. Well Maintained and Sustainable Public Infrastructure a. Updating of the transportation hierarchy b. Recommendations from the Core Area Transportation Study WOL MPS Review Request for Proposals 4

5 c. Subdivision by-law changes d. Open Space policies 2. A Diverse, Prosperous, and Sustainable Local Economy a. Efficient and appropriate development approval process (development agreement, as of right or site plan) b. Home based business policies c. Recommendations for policy changes from the Downtown Development Plan d. Policy and zoning changes to facilitate the development of the rail lands. 3. A Growing Population Encompassing all Ages and Stages who Live in Safe, Attractive, Cohesive, Neighbourhoods a. Review of residential designations to clarify intent and density, in order to reduce conflicts b. Open Space Master Plan recommendations c. Review of downtown architectural controls d. Site plan controls for the downtown e. Core Area Action Plan recommendations 4. A Robust Active Living and Cultural Community a. Active Transportation policies b. Heritage policies c. Recreation Master Plan recommendations 5. Efficient and Effective Leadership from a Committed and Responsive Executive and Administrative Team a. Inclusion of public engagement policies and principles b. Evaluation criteria and timeline for Plan implementation review c. Reporting mechanisms to Council d. Housekeeping items DELIVERABLES 1. A public engagement process for Phase 1 that creates ample opportunity for community leadership and engagement. (to be approved by PAC) 2. Project Brand and communications strategy (To be approved by Staff) 3. A community profile that includes populations and development projections 4. A draft MPS, including revised architectural controls for the Downtown. 5. A draft Land Use By-law 6. A draft Subdivision by-law 7. Public Engagement Process recommendations for Phase 2 that will lead to eventual adoption by Council. METHODOLOGY Municipal Staff have outlined a work plan. However, the consultant may alter and add to this work plan in order to create the best possible product. Creativity and innovation in the work plan are encouraged and expected. In particular, the consultant must pay special attention to engagement tools and WOL MPS Review Request for Proposals 5

6 processes for the Complicated issues were residents will have diverse and passionate points of view. The consultant must be adept in identifying and dealing with these issues so that this process does not create additional and unnecessary community conflict. It is anticipated that a special engagement process will be developed and delivered once these issues are identified, and that the consultant will achieve some level of community consensus. We also encourage the consultant to use a variety of engagement platforms, including on-line consultation tools. There has been a lot of consultation in Wolfville over the last few years, and consultations and engagement strategies that are not focused and tailored to a particular purpose will be scored poorly. It is important the successful team justify and explain HOW the engagement tool used will further the community understanding and buy-in. The methodology must also pay attention to the ambitious timeline established by Council. The draft MPS, LUB and Subdivision Bylaw must be submitted for review by December During Phase 1 of the MPS, the Community Development Department will also be working with a consultant on a Recreation Master Plan where a community profile is also being developed. It is expected that the two consultants will work together to achieve cost efficiencies when preparing the community profiles and perhaps also on the consultations, depending on the schedule of the two processes. The Recreation Master Plan is slated for completion for the Fall of 2015 and any recommendations from that report must be included in the draft MPS, LUB and Subdivision Bylaw. The Plan Review will occur in two phases. This RFP only deals with Phase 1, with Phase 2 to occur at a later date. Phase 2 will involve staff taking the draft prepared by the consultant out to the community for refinement and further consultation. Process for Phase 1 (Estimated Completion) A. Initiation (February 2015) Project Charter RFP Award Setting up website presence Branding of project Engaging our partners B. Study (March April) Community profile and statistical information Review studies and reports Summary report of key issues and possible directions Identification of gaps Land Use study Best practices on rental housing WOL MPS Review Request for Proposals 6

7 C. Engagement (March April) Engagement plan Community Engagement Identification of complicated issues for more in-depth consultation a. Location of rental type housing/definition of dwelling unit b. Architectural controls in the downtown/site planning policies c. Other issues that arise during preliminary consultation D. Policy Development (April September) Based on engagement, consultant drafts policies For complicated issues additional consultation may be warranted during the policy development phase E. Drafting (September December) In conjunction with senior management and PAC, consultant drafts MPS, LUB and Subdivision by-law F. Presentation to Council (December) At a Joint meeting of PAC and Council, consultant presents draft. Engagement process for phase 2 approved BACKGROUND INFORMATION Municipal Planning Strategy and Land Use Bylaw, 2008 Sustainable Transportation Study, 2011 West End Planning Study, 2011 Wolfville Economic Action Plan, 2012 Parks & Open Space Master Plan, 2012 Physical Activity Strategy, 2013 Wolfville s Vital Signs, 2013 Kings 2050 Guiding Principles, 2013 Reclaiming & Sustaining Core Housing, 2014 Downtown Development Plan, 2014 To view the documents listed above click on the link below: WOL MPS Review Request for Proposals 7

8 AVAILABLE RESOURCES The Town will provide the following as part of this project; LIDAR data All relevant GIS files. Limited administrative support Use and support of the Think Wolfville website All background studies we have available DOCUMENT FILES At the end of the project the consultant shall provide the following: All reports and documents including the draft LUB, MPS and subdivision Bylaw in Word and PDF formats, All maps and datasets collected in ArcGIS platform, and Any Graphics developed as part of this project shall be provided in an appropriate format. PROPOSAL REQUIREMENTS All proposals submitted should include, as a minimum, the following: A summary of the consultant s knowledge and experience of municipal planning and Plan Reviews; A detailed outline of the methodology; A work plan identifying key steps and corresponding timeframes (building on the Process for Phase 1 noted above); A communications strategy for the project; The names, background and knowledge of the consultant(s) who will be involved in the project; The fees and expenses associated with the proposal in a separate envelope or digital file labeled fee structure. This must include a detailed breakdown of roles, hours allocated to which task by each member of the team, hourly rate by team member; Project team structure and Project Manager; and The names and contact information of three references to support the submitted proposal. WOL MPS Review Request for Proposals 8

9 EVALUATION CRITERIA All proposals will be evaluated first on technical and quality criteria, then price. Any proposal that does not receive at least a 75% on the technical and quality criteria will be automatically disqualified. Methodology 35% Timeline 10% Project Team Experience 25% Creativity and understanding of the project 20% Total 90% Price 10% BUDGET The total budget for this project is 100,000, inclusive of approved disbursements. Proposals that exceed this amount will be automatically disqualified. PROJECT TEAM The project team is expected to be enthusiastic and talented, and your previous work experience should demonstrate your innovation, knowledge of small towns, urban design principles, environmental planning, creativity and a solid understanding of municipal land use planning. Your submission should also show experience and knowledge of conflict resolution, facilitation and community engagement techniques. On-line engagement is of particular interest but attention must also be paid to others in our community and region that more standard consultation techniques often miss. The team must also demonstrate experience and knowledge in developing architectural controls and guidelines. FURTHER INFORMATION Any questions in relation to this Request for Proposals should be directed to: Chrystal Fuller, LPP., MCIP, Director of Community Development Phone: (902) Fax: (902) cfuller@wolfville.ca WOL MPS Review Request for Proposals 9

10 SUBMISSION OF PROPOSALS Submissions clearly marked WOL Wolfville Municipal Planning Strategy Review must be received by, no later than 2:00 pm, March 20th, The Proponent can submit their proposal by , fax or mail to: Jennifer Boyd, Director of Corporate Services Fax: Mail: 359 Main Street, Wolfville, NS B4N1Y2 Proposals received after this time will not be considered. Submission of a proposal indicates acceptance by the Proponent of the Terms and Conditions specified in this RFP. Wolfville reserves the right to reject any or all proposals and to determine in its own judgement the company best qualified to undertake the contract. Wolfville is not liable for any costs incurred by the Proponents in the preparation of their proposals. TERMS AND CONDITIONS 1. All proposals shall be irrevocable and remain open for acceptance for sixty (60) days after the closing date/time. Proposals become the property of Wolfville. 2. Proposals, which contain qualifying conditions or which otherwise fail to conform to the terms and conditions may be disqualified or rejected. 3. HST should be quoted separately. 4. The successful Proponent must obtain, at its own expense, before commencing work on the services under this contract, professional liability insurance policy covering errors and omissions with coverage not less than $2,000, Wolfville reserves the right to cancel the contract immediately upon written notice, if, in the opinion of Chief Administrative Officer, the successful Proponent is not fulfilling the terms, conditions and specifications of the contract. All fees will be paid up to the date the work terminates, based on the work plan submitted and actual work completed. WOL MPS Review Request for Proposals 10