Request for Proposal
Preparation of Development Charges Study and By-law Page 20
Township of Lanark Highlands
Request for Proposal
PREPARATION OF A
DEVELOPMENT CHARGES STUDY AND BY-LAW
Issue Date: Tuesday, July 8, 2014
Closing Date, Time and Location
Three (3) complete copies must be received by 12:00 p.m. (noon) local time
August 1, 2014
at
Township Municipal Office
75 George St.
Lanark ON K0G 1K0
Contact Person:
Robert Bunker, Treasurer
613-259-2398 Ext. 225
The Township of Lanark Highlands
Request for Proposal
Preparation of a
Development Charges Study and By-law
INTRODUCTION
The Township of Lanark Highlands, hereinafter referred to as the Township is seeking proposals to provide professional services to prepare a Development Charges Background Study and By-law, as described in the terms of reference attached hereto as Annex “A”.
Project Manager:
The services provided will be subject to review and acceptance by the Project Manager identified as the Treasurer or his designate.
Inquiries:
All inquiries related to the Request for Proposal are to be directed, in writing to the following person. Information obtained from any other source is not official and should not be relied upon. Inquiries and responses will be recorded and may be distributed to all Proponents at the Township’s option.
Robert Bunker, Treasurer
Email preferred .
Order of Precedence:
The documents listed below form part of the Request for Proposal (RFP) and will be incorporated into any resulting contract. If there is a discrepancy between the wording of one document and the wording of any other document which appears on the list, the wording of the document which appears first on the list shall take precedence:
Request for Proposal
Project Information and Terms of Reference - Annex A
Financial Proposal and Contractual Acknowledgement - Annex B
General Conditions - Consulting Services - Annex C
ANNEX A
1.0 Introduction
The Township of Lanark Highlands is an amalgamated municipality with a population of 5,028 consisting of the former Townships of Lanark, Darling, Lavant, Dalhousie, North Sherbrook and the Village of Lanark. Amalgamation took effect January 1, 1997.
The Township’s current Development Charges By-law No. 2011-1156 was passed on December 15, 2011 and expires on October 27, 2014. This study implemented standard development charges across the entire municipality. The current by-law superseded By-law No. 2009-1000., which was based on the last Development Charge study.
Under the provisions of the by-law, development charges are collected at the time that a building permit is issued and are charged on all development for the purposes of creating new dwelling units but does not apply to commercial, institutional or industrial development. See the chart below for the different rates charged per housing unit type.
Residential Unit Type Development Charge/Unit
Accessory dwelling or dwelling unit $ 2,000.00
Converted dwelling $ 2,000.00
Duplex dwelling $ 2,000.00
Single detached dwelling $ 2,000.00
Triplex dwelling $ 2,000.00
Semi-detached dwelling $ 2,000.00
2.0 Project Scope and Terms of Reference
The Township requires the services of a Consultant to prepare a new Development Charges Study and By-law for the next five year period in accordance with the provisions of the Development Charges Act, S.O. 1997, c.27.
3.0 General Procedure
- Review all relevant data and materials (i.e. population projections, growth and settlement strategy, 2011 census data for Lanark Highlands, new housing starts for the past five years from building permit records, identification of possible projects to be considered as eligible for funding under the provisions of the Development Charges legislation, as wells as conducting a review of past revenues raised from Development Charges and the project to which the funds have been applied against to date.
- Consult with Council, Department Heads and staff, as required with the potential of identifying projects to be considered eligible for Development Charge funding. Determine an appropriate development charge for varying types of development.
- Consult with other agencies, as required which may include conducting a review of development charges in similar sized and neighbouring municipalities.
- Prepare presentations of any recommended development charge options, as required to Committee and / or Council and the public.
4.0 Deliverables
The following deliverables are requirements of the Consultant:
1. Preparation of a development charges background study in accordance with requirements of the Development Charges Act, 1997;
2. Preparation of a Development Charges By-law in accordance with requirements of the Development Charges Act, 1997.
5.0 Project Reporting
Robert Bunker will be the key contact person. Her phone, fax numbers and e-mail address are as follows: (O) 613-259-2398 (F) 613-259-2291, email: .
6.0 Project Timing
The following timelines have been established for the project:
DESCRIPTION / PROJECTED DATERequest for Proposals Sent / Friday, July 11, 2014
RFP’s due at Municipal Office / Friday, August 1, 2014
Awarded by Council / Tuesday, August 26, 2014
Project Begins / Wednesday, August 27, 2014
Project completion / No later than Friday, September 26, 2014
Based on your experience, comment on how realistic and achievable the September 26, 2014, completion date is. If appropriate, provide a modified project outline based on your recommended completion date.
7.0 Responsibilities of the Township of Lanark Highlands
The Township of Lanark Highlands will provide the following:
1. Access to information that will assist the successful firm in completing the project:
· Copy of current Development Charges Studies and By-law No. 2009-1000 and Bylaw No. 2011 - 1156amendments thereto
· 2011 census data for Lanark Highlands
· Copy of the Official Plan
· New housing starts for the past five years from building permit records
· Identification of the projects to be considered as eligible for funding under the provisions of the Development Charges legislation for the next five year period
· Past revenues collected and identification of projects where Development Charge revenues have been applied;
2. Coordination of meetings with Council, Committee or staff, as required and all meeting expenses;
3. Distribution and collection of materials to / from staff.
8.0 Responsibilities of the Successful Firm
The successful firm will provide the following:
1. A mutually acceptable agreement outlining the terms, conditions, scope of the work to be provided (upon selection);
2. A final package that addresses the provisions of the Development Charges Act, 1997;
3. All professional services related to the execution of this project;
4. All travel expenses and disbursements for this project;
5. Attendance at up to seven (7) meetings inside the boundaries of the Township of Lanark Highlands, including:
a. an initial meeting or possibly two meetings with senior staff to review requirements and confirm timelines,
b. one or two meetings with staff on the draft proposed Development Charges Study and By-law
c. A least one meeting or possibly two meetings with the Committee of the Whole for the purpose of presenting and reviewing a draft document and receiving feedback and final direction before proceeding to a public meeting.
d. A final meeting with Township Council at a public meeting for the purpose of presenting the final document and recommendations to the public in accordance with the provisions of the Development Charges Act, 1997.
9.0 Submission Details
v Proposals must detail the Proponent’s understanding of the requirements and
acknowledgement of the required deliverables, the proposed method of work and the work plan with time schedule. The Proponent shall provide a description of the step-by-step approach in which the team proposes to accomplish the project as outlined in the RFP, including their approach to public consultation.
v The bid must include an agreement to undertake the full scope of the review to meet all of the terms of reference and reporting conditions within the prescribed timelines.
v A list of all work to be considered within the scope of this project and any work to be considered outside of the scope of this project.
v Identification of the individual(s) who will be assigned to the project, a copy of their CV, a description of their education and experience related to the development of Development Charges Background Studies and By-laws and any supporting background material.
v The Proponent shall provide a proposed project schedule including milestones and delivery dates for each of the deliverables, reporting, timing, and estimated hours of work for each project phase.
v The Proponent shall complete and submit “Appendix A – Acknowledgements”, including acknowledgement of the number of Addenda issued.
v The Proponent shall complete and submit “Appendix B – Pricing Summary” advising of the FIXED FEE associated with this project. This amount will include all staffing, travel, disbursements and taxes. The costing shall be broken down into the relevant units i.e. staffing, travel, disbursements, taxes, etc. (Note: No extras will be allowed for this project unless authorized in advance by a resolution of the Council of the Township of Lanark Highlands).
v Per diem rates should additional deliverables be required.
v The Proponent shall complete and submit “Appendix C – References” with a minimum of one municipality that the firm has developed a Development Charges Background Study and By-law for.
v The Proponent shall complete and submit “Appendix D – Sub-Consultants” for any sub-consultant that will be used while completing the project.
v Three (3) copies of the submission to the Request for Proposal are requested.
v Upon completion of the project, the Township of Lanark Highlands will be the sole owner of all information provided to the Township. The information provided to the Township may be copied by the Township without exception. The successful Proponent will receive credit for all original material.
v Should the Proponent wish to maintain intellectual property rights over any portion or aspect of the final submission, this must be clearly identified in the project submission.
v Township Rights and Options:
The Township in its sole discretion, reserve the following rights:
· To supplement, add to, delete from or change this solicitation document;
· Determine which respondent, if any, should be selected for negotiations;
· Reject any or all proposals or information received pursuant to this RFP;
· Cancel this RFP with or without the substitution of another RFP;
· Request additional data or information after the submittal date, if such data or information is considered pertinent to aid the review and selection process;
· Conduct investigations with respect to the qualifications and experience of each respondent;
· Take any action affecting the RFP or the services or facilities subject to this RFP that would be in the best interests of the municipality;
· Require one or more respondents to supplement, clarify or provide additional information in order for the municipalities to evaluate the proposals submitted;
· Waive any informalities or irregularities in the submittals or to re-advertise.
· That the lowest, or any bid, will not necessarily be accepted.
v Expense of Submittal Preparation
The Township accepts no liability for the costs and expenses incurred by the respondents in responding to this RFP, preparing responses for clarification, attending site meetings/ interviews, or participating in contract development sessions or meetings and presentations required for the contract approval process. Each respondent that enters into the procurement process shall prepare the required materials and submittals at its own expense and with the express understanding that they cannot make any claims whatsoever for reimbursement from the municipalities for the costs and expenses associated with the procurement process.
v Late submissions will not be given consideration and will be returned unopened.
v The lowest, or any bid, will not necessarily be accepted and the Township reserves the right to accept or reject any part of the accepted proposal.
v Bidders shall reply to this Request for Proposal in sufficient detail to provide a basis for evaluation, and may be required to provide further information or clarification on the contents of their submission.
v Submissions for this Request for Proposal will be physically received in a sealed envelope marked CONFIDENTIAL, identified as “Development Charges Background Study” and addressed to the attention of:
Robert Bunker, Treasurer
Township of Lanark Highlands
75 George Street
Lanark ON K0G 1K0
no later than 12 o’clock noon, local time on Friday, August 1, 2014. In fairness to all firms, any submissions received past this date and time will be returned to the firm unopened. This condition will be strictly enforced.
v The Township explicitly reserves the right to negotiate terms, conditions and approaches with the successful firm.
NOTE: Additional work not noted above that may be recommended by the bidder as part of the work program, shall be included as a separate component of the submission.
10.0 Inquiries
Inquiries should be directed to Robert Bunker, Treasurer 613-259-2398 Ext 225; email
11.0 Errors or Omissions
It is understood and acknowledged that while the Request for Proposal includes specific requirements, a complete review and recommendations are required. Minor items not herein specified but obviously required, shall be provided as if specified. Any misinterpretation of requirements within this proposal bid shall not relieve the bidder of the responsibility of providing the services as aforesaid.
12.0 Proposal Evaluation
1. Experience and Qualifications of Team Members (25%)
Identify the Project Manager and any key team members of the project team to be employed on this assignment, including those from specialist or sub-consultant firms, describe their individual capabilities, education, relevant experience, respective roles, availability for this project and highlight individual experience with regard to similar work. Resumes should be included where appropriate.
2. Understanding of Objectives (10%)
Describe your understanding of the assignment, including overall scope and objectives, noting any specific issues that may require attention.
Note: Responses that incorporate excessive blocks of text that have been copied directly from the RFP will not be regarded as demonstrating an understanding of the requirement.
3. Quality of Approach and Methodology (35%)
Describe the approach and methodology to be followed in completing all aspects of the assignment in order to achieve the stated project objectives. The proposed schedule / timetable is to be clearly articulated and realistic. Provide a work plan and schedule, including a breakdown of the major tasks, and the level of effort of the individual team members in sufficient detail to allow a complete understanding as to how and by whom the work is to be carried out.