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HomeMy WebLinkAbout2005-056 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2005-056 Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and The Planning Partnership, Toronto, Ontario, to enter into agreement for the Brookhill Neighbourhood Secondary Plan and Urban Design Guidelines. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, The Planning Partnership, Toronto, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this 18 day of Apri~ 2005. By-law read a third time and finally passed this Municipality of Clarington RFP 2005-5 BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES Request for Proposal ClosinQ Date Friday, March 11, 2005 4:00:00 pm (Local Time) Documents are to be submitted, signed by an authorized officer of the company and in an envelope clearly marked as to contents, to the following: LouAnn Birkett, C.P.P., A.M.C.T. Purchasing Manager Municipality of Clarington Address for Mailina and Deliveries: 40 Temperance Street Bowmanville, Ontario L 1C 3A6 Late Proposals will not be accepted. Page 2 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES Request for Proposal Schedule of Documents List of Request for Proposal Bid Documents CONTENTS: SCHEDULE (A) GENERAL CONDITIONS PAGE 3 SCHEDULE (B) STANDARD TERMS & CONDITIONS PAGE 4 -11 SCHEDULE (C) SCOPE OF WORK PAGE 12 - 22 SCHEDULE (D) REQUEST FOR CLARIFICATION PAGE 23 SCHEDULE (E) EVALUATION CRITERIA page 24 - 25 Having examined the Request for Proposal as listed herein and Schedules attached, all as issued by the Municipality of Clarington, we hereby offer to enter into a Contract to perform the Work required by the Bid Documents in Canadian funds. Declarations We hereby declare that: 1) we agree to complete the work in compliance with the Request for Proposal on or before , 2005. 2) no person, firm, or corporation other than the undersigned has any interest in this Bid or in the proposed Contract for which this Bid is made; 3) this Bid is open to acceptance for a period of 90 days from the date of the bid closing; 4) in submitting this Bid, we recognize that Owner may accept any Bid, or elect to reject all bids; 5) The Vendor agrees to indemnify and save the Municipality harmless to public and private property from any and all claims and demands whatsoever, arising from or in any way connected with property damage while performing services for the Municipality of Clarington. The undersigned, proposer agrees to supply and deliver all goods and/or services for prices (5) proposed to the Corporation of the Municipality of Clarington in accordance with all terms, specifications and conditions specified herein. C:\Documents and Settinqs\ea01\Local SettinQs\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 3 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE (A) GENERAL CONDITIONS 1.0 Instructions to Bidders Submittals Procedure 1.1 All Request for Proposals shall be delivered to the Municipality of Clarington, as described in 1.5. Request for Proposals delivered after the said time will be returned unopened. All Request for Proposals must clearly indicate "RFP2005-5, Request for Proposal for "Brookhill Neighbourhood Secondary Plan and Urban Design Guidelines", the Bidders name and address. 1.2 The Proponent must sign the Form of Request for Proposal Page 2 and if the Proponent is a Corporation, its corporate seal must be affixed. 1.3 The lowest or any Request for Proposal will not necessarily be accepted and the owner reserves the right to reject all Request for Proposals submitted or select options from various Request for Proposals or to select any Request for Proposal for reasons deemed to be in the best interests of and for the best value for the owner. 1.4 Bidders must complete all parts of the Request for Proposal in accordance with the Request for Proposal documents as specified herein. Request for Proposals which are submitted that are incomplete or do not contain pricing for each option or not appropriately executed may not be accepted. 1.5 Quantity of Responses One (1) original and six (6) hard copies of your proposal is to be delivered to the location at the date and time identified in 1.6 are requested. 1.5.1 All proposals must be comprehensive and in sufficient detail so as to permit complete evaluation in accordance with the criteria set out herein. These proposals must be copies of the complete response submitted in sealed packaging, labeled with request for proposal number and signed by an authorized officer of the bidder. 1.6 Time, Date, and Address for Response Submission The proposal documents described in 1.5 above shall be submitted to the following individual, on or before 4:00:00 p.m. (local time) on Friday, March 11th, 2005 to: LouAnn Birkett, C.P.P., A.M.C.T Purchasing Manager Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L 1C 3A6 Voice: 905-623-3379, extension: 402 Fax: 905-623-3330 E-mail: Ibirkett@municioalitV.c1arinqton.on.ca C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK187\RFP2005.5 Brookhill NeiQhbourhood Plan.doc Page 4 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS 1. Definitions Municipality - The Corporation of the Municipality of Clarington, its successors and assigns. Bidder - The person, firm or corporation submitting a bid to the Municipality. Company - The person, contractor, firm or corporation to whom the Municipality has awarded the contract, it successors and assigns. Contract - The purchase order authorizing the company to perform the work, purchase order alterations, the document and addenda, the bid, and surety. Subcontractor - A person, firm or corporation having a contract with the company for, or any part of, the work. Document - The document(s) issued by the Municipality in response to which bids are invited to perform the work in accordance with the specifications contained in the document. Bid - An offer by a Bidder in response to the document issued by the Municipaiity. Work - All labour, materials, products, articles, fixtures, services, supplies, and acts required to be done, furnished or performed by the company, which are subject to the Contract. 2. Submission Bids Bid invitation shall be in accordance with the Municipality of Clarington Purchasing By-law #94-129 and will apply for the calling, receiving, and opening of bids. The Municipaiity will be responsible for evaluating bids, awarding and administering the contract in accordance with the Purchasing By-law. The bid must be submitted on the form(s) and in the envelope supplied by the Municipality unless otherwise provided herein. The envelope must not be covered by any outside wrappings, i.e. courier envelopes or other coverings. The bid must be signed by a designated signing officer of the Bidder. If a joint bid is submitted, it must be signed on behalf of each of the Bidders. The bid must be legible, written in ink, or typewritten. Any form of erasure, strikeout or over-writing must be initialled by the Bidde~s authorized signing officer. The bid must not be restricted by a covering letter, a statement added, or by alterations to the document unless otherwise provided herein. Failure to return the document or invitation may result in the removal of the Bidder from the Municipality's bidder's iist. A bid received after the closing date and time will not be considered and will be returned, unopened. Should a dispute arise from the terms and conditions of any part of the contract, regarding meaning, intent or ambiguity, the decision of the Municipaiity shall be final. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK187\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 5 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 3. Contract The contract consists of the documents aforementioned. The contract and portions thereof lake precedence in the order in which they are named above, notwithstanding the chronological order in which they are issued or executed. The intent of the contract is that the Company shall supply work which is fit and suitable for the Municipality's intended use and complete for a particular purpose. None of the conditions contained in the Bidde~s standard or general conditions of sale shall be of any effect unless explicitly agreed to by the Municipality and specifically referred to in the purchase order. 4. Clarification of the Document Any clarification of the document required by the Bidder prior to submission of its bid shall be requested through the Municipality's contact identified in the document. Any such clarification so given shall not in any way alter the document and in no case shall oral arrangements be considered. Every notice, advice or other communication pertaining thereto will be in the form of a written addendum. No officer, agent or employee of the Municipality is authorized to alter orally any portion of the document. 5. Proof of Ability The bidder may be required to show, in terms of experience and facilities, evidence of its ability, as well as that of any proposed subcontractor, to perform the work by the specified delivery date. 6. Delivery Unless otherwise stated, the work specified in the bid shall be delivered or completely performed by the Company as soon as possible and in any event within the period set out herein as the guaranteed period of delivery or completion after receipt of a purchase order therefor. A detailed delivery ticket or piece tally, showing the exact quantity of goods, materials, articles or equipment, shall accompany each delivery thereof. Receiving by a foreperson, storekeeper or other such receiver shall not bind the Municipality to accept the work covered thereby, or the particulars of the delivery ticket or piece tally thereof. Work shall be subject to further inspection and approval by the Municipality. The Company shall be responsible for arranging the work so that completion shall be as specified in the contract. Time shall be of the essence of the contract. C:\Documents and SettinQs\ea01\local SettinQs\Temporarv Internet Fjles\OLK1B7\RFP2005~5 Brookhill NeiQhbourhood Plan.doc Page 6 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 7. Pricing Prices shall be in Canadian Funds, quoted separately for each item stipulated, F.O.B. destination. Prices shall be firm for the duration of the contract. Prices bid must include all incidental costs and the Company shall be deemed to be satisfied as to the full requirements of the bid. No claims for extra work will be entertained and any additional work must be authorized in writing prior to commencement. Should the Company require more information or clarification on any point, it must be obtained prior to the submission of the bid. Payment shall be full compensation for all costs related to the work, including operating and overhead costs to provide work to the satisfaction of the Municipality. All prices quoted shall include applicable customs duty, excise tax, freight, insurance, and all other charges of every kind attributable to the work. Goods and Services Tax and Provincial Sales Tax shall be extra and not shown, unless otherwise specified herein. If the Bidder intends to manufacture or fabricate any part of the work outside of Canada, it shall arrange its shipping procedures so that its agent or representative in Canada is the importer of record for customs purposes. Should any additional tax, duty or any variation in any tax or duty be imposed by the Government of Canada or the Province of Ontario become directly applicable to work specified in this document subsequent to its submission by the Bidder and before the delivery of the work covered thereby pursuant to a purchase order issued by the Municipality "an" appropriate or "no" appropriate increase or decrease in the price of work shall be made to compensate for such changes as of the effective date thereof. 8. Terms of Payment Where required by the Construction Lien Act appropriate monies may be held back until 60 days after the completion of the work. Payments made hereunder, including final payment shall not relieve the company from its obiigations or liabilities under the contract. Acceptance by the company of the final payment shall constitute a waiver of claims by the company against the Municipality, except those previously made in writing in accordance with the contract and still unsettled. The Municipality shall have the right to withhold from any sum otherwise payable to the company such amount as may be sufficient to remedy any defect or deficiency in the work, pending correction of it. Payment may be made 30 days after delivery pursuant to the Bidder submitting an invoice, contract requirements being completed and work being deemed satisfactory. 9. Patents and Copyrighs The company shall, at its expense, defend all claims, actions or proceedings against the Municipality based on any allegations that the work or any part of the work constitutes an infringement of any patent, copyright or other proprietary right, and shall pay to the Municipality all costs, damages, charges and expenses, including its lawyers' fees on a solicitor and his own client basis occasioned to the Municipality by reason thereof. The company shall pay all royalties and patent license fees required for the work. C:\Documents and SettinQs\ea01\J...ocal SettinQs\Temporary Internet Files\OLK1B7\RFP2005-5 Brookhill Neiohbourhood Plan.doc Page 7 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 9. Patents and Copyrights - cont'd If the work or any part thereof is in any action or proceeding held to constitute an infringement, the company shall forthwith either secure for the Municipality the right to continue using the work or shall at the company's expense, replace the infringing work with non-infringing work or modify it so that the work no longer infringes. 10. Alternates Any opinion with regard to the use of a proposed alternate determined by the Municipaiity shall be final. Any bid proposing an alternate will not be considered unless otherwise specified herein. 11. Equivalency Any opinion determined by the Municipality with respect to equivalency shall be final. 12. Assignment and Subcontracting The company shall not assign or subcontract the contract or any portion thereof without the prior written consent of the Municipality. 13. Financing Information Required of the Company The Municipality is entitled to request of the Company to furnish reasonable evidence that financial arrangements have been made to fulfill the Municipality's obiigations under the Contract. 14. Laws and Regulations The company shall comply with relevant Federal, Provincial and Municipal statutes, regulations and by-laws pertaining to the work and its performance. The company shall be responsible for ensuring similar compliance by suppiiers and subcontractors. The contract shall be governed by and interpreted in accordance with the laws of the Province of Ontario. 15. Correction of Defects If at any time prior to one year after the actual delivery date or completion of the work (or specified warranty/guarantee period if ionger than one year) any part of the work becomes defective or is deficient or fails due to defect in design, material or workmanship, or otherwise fails to meet the requirements of the contract, the company, upon request, shall make good every such defect, deficiency or failure without cost to the Municipality. The company shall pay all transportation costs for work both ways between the company's factory or repair depot and the point of use. 16. Bid Acceptance The Municipality reserves the right to award by item, or part thereof, groups of items, or parts thereof, or all items of the bids and to award contracts to one or more bidders submitting identical bids as to price; to accept or reject any bids in whole or in part; to waive irregularities and omissions, if in so doing, the best interests of the Municipaiity will be served. No liabiiity shall accrue to the Municipality for its decision in this regard. Bids shall be irrevocable for 90 days after the official closing time. The placing in the mail or delivery to the Bidde~s shown address given in the bid of a notice of award to a bidder by the Municipality shall constitute notice of acceptance of contract by the Municipality to the extent described in the notice of award. C:\Documents and Settinos\ea01\Local SettinQs\Temporarv Internet Files\OLK1 B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 8 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 17. Default by Company a. If the company: commits any act of bankruptcy; or if a receiver is appointed on account of its insolvency or in respect of any of its property; or if the company makes a general assignment for the benefit of its creditors; then, in any such case, the Municipality may, without notice: terminate the contract. b. If the company: fails to comply with any request, instruction or order of the Municipality; or fails to pay its accounts; or fails to comply with or persistently disregard statutes, regulations, by-laws or directives of relevant authorities relating to the work; or fails to prosecute the work with skill and diligence; or assigns or sublets the contract or any portion thereof without the Municipality's prior written consent; or refuses to correct defective work; or is otherwise in default in carrying out its part of any of the terms, conditions and obligations of the contract, then, in any such case, the Municipality may, upon expiration of ten days from the date of written notice to the company, terminate the contract. c. Any termination of the contract by the Municipality, as aforesaid, shall be without prejudice to any other rights or remedies the Municipality may have and without incurring any liability whatsoever in respect thereto. d. If the Municipality terminates the contract, it is entitled to: i) take possession of all work in progress, materials and construction equipment then at the project site (at no additional charge for the retention or use of the construction equipment), and finish the work by whatever means the Municipality may deem appropriate under the circumstances; ii) withhold any further payments to the company until the completion of the work and the expiry of all obligations under the Correction of Defects section; iii) recover from the company loss, damage and expense incurred by the Municipality by reason of the company's default (which may be deducted from any monies due or becoming due to the company, any balance to be paid by the company to the Municipality). 18. Contract Cancellation The Municipality shall have the right, which may be exercised from time to time, to cancel any uncompleted or unperformed portion of the work or part thereof. In the event of such cancellation, the Municipality and the Company may negotiate a settlement. The Municipality shall not be liable to the Company for loss of anticipated profit on the cancelled portion or portions of the work. 19. Quantites Unless otherwise specified herein, quantities are shown as approximate, are not guaranteed to be accurate, are furnished without any liability on behalf of the Municipality and shall be used as a basis for comparison only. Payment will be by the unit complete at the bid price on actual quantities deemed acceptable by the Municipality. C:\OOGuments and SettinQs\ea01\Local Settinos\Temporarv Internet Files\OLK1B7\RFP2005.5 Brookhill Neiohbourhood Plan.doc Page 9 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 20. Samples Upon request, samples must be submitted strictly in accordance with instructions. If samples are requested subsequent to opening of bids, they shall be delivered within three (3) working days following such request, unless additional time is granted. Samples must be submitted free of charge and will be returned at the bidder's expense, upon request, provided they have not been destroyed by tests, or are not required for comparison purposes. The acceptance of samples by the Municipality shall be at its sole discretion and any such acceptance shall in no way be construed to imply relief of the company from its obligations under the contract. Samples submitted must be accompanied by current Material Safety Data Sheets (MSDS) where applicable. 21. Surety The successful tenderer shall, if the Municipality in its absolute discretion so desires, be required to satisfy surety requirements by providing a deposit in the form of a certified cheque, bank draft or money order or other form of surety, in an amount determined by the Municipality. This surety may be held by the Municipality until 60 days after the day on which all work covered by the contract has been completed and accepted. The surety may be returned before the 60 days have elapsed providing satisfactory evidence is provided that all liabilities incurred by the company in carrying out the work have expired or have been satisfied and that a Certificate of Clearance from the (WSIB) Workplace Safety and Insurance Board has been received. The company shall, if the Municipality in its absolute discretion so desires, be required to satisfy fidelity bonding requirements by providing such bonding in an amount and form determined by the Municipality. Failure to fumish required surety within two weeks from date of request thereof by the Municipality shall make the award of the Contract by the Municipality subject to withdrawal. 22. Workplace Safety and Insurance Board All of the Company's personnel must be covered by the insurance plan under the Workplace Safety and Insurance Act, 1997. Upon request by the Municipality, an original Letter of Good Standing for the Workplace Safety and Insurance Board shall be provided prior to the commencement of work indicating all payments by the Company to the board have been made. Prior to final payment, a Certificate of Clearance must be issued indicating all payments by the Company to the Board in conjunction with the subject Contract have been made and that the Municipality will not be liable to the Board for future payments in connection with the Company's fulfillment of the contract. Further Certificates of Clearance or other types of certificates shall be provided upon request. 23. Insurance The company shall maintain and pay for Commercial/Comprehensive General Liability insurance including premises and all operations. This insurance coverage shall be subject to limits of not less than $3,000,000.00 inclusive per occurrence for Bodily Injury Death and Property Damage including loss of use thereof or such other coverage or amount as may be requested. The policy shall include the Municipality as an additional insured in respect of all operations performed by or on behalf of the Company. A certified copy of such policy or certificate shall be provided to the municipality prior to commencement of the work. Further certified copies shall be provided upon request. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK187\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 10 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 24. Liability The company agrees to defend, fully indemnify and save harmless the Municipality from any and all actions, suits, claims, demands, losses, costs, charges and expenses whatsoever for all damage or injury including death to any person and all damage to any property which may arise directly or indirectly by reason of a requirement of the contract, or resulting from negligent acts or omissions by the contractor in the performance of his obligations under the contract, or resulting from negligent acts or omissions by the contractor in the performance of his obligations under the contract, save and except for damage caused by the negligence of the Municipality or its employees. The Company agrees to defend, fully indemnify and save harmless the Municipality from any and all charges, fines, penalties and costs that may be incurred or paid by the Municipality if the Municipality or any of its employees shall be made a party to any charge under the Occupational Health and Safety Act in relation to any violation of the Act arising out of this contract. 25. Visiting the Site The Company shall carefully examine the site and existing building and services affecting the proper execution of the work, and obtain a clear and comprehensive knowledge of the existing conditions. No claim for extra payment will be allowed for work or difficulties encountered due to conditions of the site which were visible or reasonably inferable, prior to the date of submission of Tenders. Bidders shall accept sole responsibility for any error or neglect on their part in this respect. 26. Safety The Company shall obey all Federal, Provincial and Municipal Laws, Act, Ordinances, Regulations, Orders-in- Council and By-laws, which could in any way pertain to the work outlined in the Contract or to the Employees of the Company. Without limiting the generality of the foregoing, the Company shall satisfy all statutory requirements imposed by the Occupational Health and Safety Act and Regulations made thereunder, on a contractor, a Constructor and/or Employer with respect to or arising out of the performance of the Company's obligations under th is Contract. The Company shall be aware of and conform to all governing regulations including those established by the Municipality relating to employee health and safety. The Company shall keep employees and subcontractors informed of such regulations. The Company shall provide Material Safety Data Sheets (MSDS) to the Municipality for any supplied Hazardous Materials. 27. Unpaid Accounts The company shall indemnify the Municipality from all claims arising out of unpaid accounts relating to the work. The Municipality shall have the right at any time to require satisfactory evidence that the work in respect of which any payment has been made or is to be made by the Municipality is free and clear of liens, attachments, claims, demands, charges or other encumbrances. 28. Suspension of Work The Municipality may, without invalidating the contract, suspend performance by the company from time to time of any part or all of the work for such reasonable period of time as the Municipality may determine. The resumption and completion of work after the suspension shall be governed by the schedule established by the Municipality. C:\Documents and SettinQs\ea01\Local SettinQs\Temoorarv Internet Files\OLK1 B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 11 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "B", STANDARD TERMS AND CONDITIONS (continued) 29. Changes in the Work The Municipality may, without invalidating the contract, direct the Company to make changes to the work. When a change causes an increase or decrease in the work, the contract price shall be increased or decreased by the application of unit prices to the quantum of such increase or decrease, or in the absence of applicable unit prices, by an amount to be agreed upon between the Municipality and the Company. All such changes shall be in writing and approved by the Municipality. 30. Conflict of Interest No employee or member of Council of the Municipality shall sell goods or services to the Municipality in accordance with the Municipality of Clarington Policy or have a direct or indirect interest in a Company or own a Company which sells goods or services to the Municipality. 31. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) All correspondence, documentation, and information provided to staff of the Municipality of Clarington by every offerer, including the submission of proposals, shall become the property of the Municipality, and as such, is subject to the Municipal Freedom of information and Protection of Privacy Act, and may be subject to release pursuant to the Act. Offerers are reminded to identify in their proposal material any specific scientific, technical, commercial, proprietary, or similar confidential information, the disclosure of which could cause them injury. Complete proposals are not to be identified as confidential. C:\Documents and Settinqs\ea01\Local SettinQs\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 12 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK 1. Project Information/Background Brookhill Neighbourhood is located on the west side of the Bowmanville Urban Area. The lands subject to the Study are identified in Attachment NO.1. The Municipality of Clarington wishes to consider implementing new urbanism as a means to provide a more sustainable, compact, mixed use community that supports a range of transportation choices and creates a human-scale development with high quality public spaces. The Municipality is seeking consulting assistance in establishing an appropriate new urbanist vision for Bowmanville and in developing a Neighbourhood Master Plan for the Brookhill Neighbourhood. The Neighbourhood Master Plan is to be implemented through a Secondary Plan and Neighbourhood Urban Design Guidelines. The Study includes addressing the engineering and transportation planning standards of the Municipality and the Region. 2. Anticipated Schedule Pre-bid Meeting - Monday, February 21, 2005 at 2:30 p.m. (Meeting Room 1 A) Interview with Consultant Selection Committee - Weeks of March 21 & 29th, 2005 Award of Consulting Services - April 4, 2005 Project Commencement - April 11, 2005 Project Completion - Fall/Winter 2005 3. RFP Consultant Selection Committee Consisting of: D. Crome, Director of Planning Services C. Pellarin, Manager of Community Planning and Design H. Brooks, Senior Planner, Community Planning and Design J. Wijesundara, Planner/Urban Designer, Community Planning and Design L. Benson, Manager of Transportation and Design, Engineering Services L. Birkett, Purchasing Manager 4. Fee Schedule . Total upset fee to be inclusive for the completion of the project as identified to include, but not be limited to, all sub-consultants and their disbursements; . Total estimated disbursements to be included in total upset fee; . Disbursements to include, but not be limited to: travel, communications, shipping, reproduction of documents required for review and approval; . G.S.T. to be shown as extra; and . Proponents must indicate detailed hourly rates for additional services for all team members involved. 5. Allocation of Risk The Municipality of Clarington shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent(s) prior or subsequent to or by reason of the acceptance or the non-acceptance by the Municipality of Clarington of any Proposal Document or by reason of any delay in its acceptance. The award of this Study is subject to final funding being approved by Council. 6. Interviews After review of the submissions, the proponents may be requested to make a presentation or be interviewed by the Committee prior to final selection. C:\Documents and Settinos\ea01\Local Settinos\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 13 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd 7. Communication Any communication regarding this project should be addressed to: Lou Ann Birkett Purchasing Manager (905) 623-3379, Ext. 402 or Sandra McKee Buyer (905) 623-3379, Ext. 401 Any substantial points of clarification will be communicated to all proponents in writing. 8. Proposals Open for Acceptance Proposals to remain open for a period of ninety (90) days after the closing date. After this time elapses, the bid may only be accepted with the consent of the successful bidder. 9. Negotiations The Municipality of Clarington reserves the right to enter into negotiations with the selected proponent. If the Municlpaiity and the selected Proponent cannot negotiate a successful contract, The Municipality may terminate the negotiations and begin negotiations with the next selected proponent. This process will continue until a contract has been executed or all Proponents have been rejected. No Proponent shall have any rights against The Municipality arising from such negotiations. 10. Scope of Work 10.1 Introduction a) Extent of Study Area The 'Brookhill Neighbourhood Study Area' is identified in Attachment NO.1. It is comprised of two parts: . South Brookhill Neighbourhood (currently identified as Brookhill Neighbourhood in the Official Plan) . North Brookhill Neighbourhood, being the lands north of the future Longworth Avenue Extension. The lands are currently designated predominantly "Future Residential" and cannot be considered for deveiopment prior to the next Official Plan Review. At the present time, the Municipality is undertaking a Growth Management Study to consider potential expansions to the 20-year growth limits, which includes the Future Residential Areas. While the Study should include consideration of both Neighbourhood Study Areas, due to various constraints, the Secondary Plan and Urban Design Plan shall be limited to the South Brookhill Neighbourhood. The consultant will be requested to provide separate costing for completion of the North Brookhill Neighbourhood on two separate scenarios: the first assuming that both areas would be completed simultaneously and the second assuming that North Brookhill Neighbourhood would be undertaken subsequent to South Brookhill. C:\Documents and SettinQs\ea01\local SettinQs\Temoorarv Internet Files\OLK1B7\RFP2005-5 BrookhHl Neiqhbourhood Plan.doc Page 14 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES b) Description of the Study Area Brookhill Neighbourhood takes its name from "Brookhill Farm", the name that Mark Munday gave his farm In Lot 15 in the 19'h century. The entire Brookhill Study Area is approximately 300 ha in size. Much of the land area situated west of Regional Road #57 is comprised of larger development parcels currently farmed, although here are a number of properties ranging from 1 to 10 acres in size with single detached dwellings. A small portion of the South Brookhill Neighbourhood is located between Regional Road #57 and the Bowmanville Creek. An existing large-lot rural subdivision was constructed on private services in the 1980's and will not be easily redeveloped in an urban form. The Brookhill Neighbourhood interfaces with the Bowmanville West Main Central Area. In addition to the retail functions of the Bowmanville West Main Central Area this area includes a number of institutional and community facilities including a fire station, police station, a high school and a community park consisting of a sports arena, baseball diamonds, and skate board park. A tributary of the Bowmanville Creek, known as the Brookhill tributary, extends diagonally through the neighbourhood. The northerly portion of the Neighbourhood contains portions of the Maple Grove Provincially Significant Wetland. An important objective of the development of the area will be the protection of this wetland. Regional Road 57 is a major arterial road built to a two lane rural standard on the east side of the Brookhill Neighbourhood. It connects to Highway 401 and conveys approximately 16,400 vehicles daily. Green Road is a rural country road on the west side of the Neighbourhood, with limited traffic at the present time. Part of the Neighbourhood planning program will be the transformation of these roads into urban arterials. With the anticipated commercial development of the Bowmanville West Main Central Area, it will be crucial to manage traffic by design to create a healthy community environment. c) Related Studies and Development Applications . Brookhill Subwatershed Study The Municipality engaged Aquafor Beech Ltd. to undertake a subwatershed study for the Brookhill subwatershed, a branch of the Bowmanville Creek. This study is nearing completion with a final recommendation report expected by Spring 2005. The recommendations of the subwatershed study will determine the developable land area within the study area and the stormwater management strategy. This Study shall implement the findings and recommendations of the Brookhill Subwatershed Study . Bowmanville West Main Central Area Secondary Plan Update At the present time, south of the Brookhill Neighbourhood Study Area and within the Bowmanville West Main Central Area, there are development applications for large format retail uses. This area is subject to a separate secondary planning study related to the Municipality's Commercial Policy Review. It will be completed in April 2005. Ideally both studies would have proceeded simultaneously but have been staged for financial reasons. Meridian Planning, Brook Macllroy and TSH are the consultants for the Secondary Plan. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Fites\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 15 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd . Clarington Official Plan Growth Management Study As part of the update of the Clarlngton Official Plan, the Municipality is undertaking a growth management study to review the expansion of the 20-year urban area boundaries having regard for the emerging directions in the provincial and Regional growth plans. Hemson Consulting Ltd. is undertaking this Study. . Development Applications The South Brookhill Neighbourhood has three major development blocks, two of which are owned by West Diamond Developments Ltd. And Players Business Park Inc., companies controlled by Metrus Developments and the Kaitlin Group. The westerly parcel is the subject of a draft plan of subdivision application (S-C-2004-004 currently under review. Metrus/Kaitlin have submitted an appeal on the Municipality's failure to render a decision within 90 days of receipt of a complete application. The Brookhill Neighbourhood Secondary Plan Study will need to be conducted in an efficient and timely manner in order to allow the Municipality to resolve this situation. 10.2 Purpose of the Study The purpose of the Study is to: a) Provide an overview of the best practices in new urbanist neighbourhood planning and engineering to determine an approach appropriate for Clarington, in particular the Brookhill Neighbourhood b) Prepare a Neighbourhood Master Plan for the Brookhill Neighbourhood (in particular the South Brookhill Neighbourhood) using the new urbanist approach to community building c) Prepare certain implementation documents, specifically a Secondary Plan, a park and open space master plan, neighbourhood urban design guidelines and engineering standards d) Address transportation and engineering issues related to new urbanist standards 10.3 Study Components The Study will, as a minimum, consist of the following components: a) Review of New Urbanism This is not intended to be a major analysis of the successes and failures of new urbanist plans and their implementation. Rather, in this phase, the intent is to expose members of Clarington Council and staff to new urbanist developments focusing on the Greater Toronto Area and, in particular, to address the issue of engineering standards and transportation planning. It is anticipated that this will include a presentation/seminar on new urbanism, a bus tour to new urbanist developments and discussions with municipal staff in other municipalities to review the successes and failures of new urbanist neighbourhoods/developments. This phase will identify concepts that are appropriate for the Brookhill Neighbourhood. b Establishina a New Urbanist Vision for Brookhill Neiahbourhood The Consultant will establish a new urbanist design vision for the entire study area. The vision will build on key principles of the Clarington Official Plan and review of new urbanism identified above. This phase will identify guiding principles for development of the area as a special neighbourhood adjacent to the growing West Bowmanville Main Central Area. Key elements of the vision will characterize Bowmanville's small town heritage while identifying smart growth and social diversity principies. The vision will be the guiding force of the study and all outcomes shall reflect the principles of the vision. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK1 B7\RFP2005-5 Brookhill Neiqhbourhood Plan.doc Page 16 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd 10.4 Study Components - cont'd Specific design principles will include: . Park function and design . Placement of Public buildings . Street network and street standards . Housing Unit Mix The outcome of this phase will be the guiding principles of planning of the neighbourhood, c) Developino a Neiohbourhood Plan The Consultant will undertake the following elements in preparing a Neighbourhood Plan: . A background analysis of the Brookhill Neighbourhood will identify constraints and opportunities. It will incorporate the results of the subwatershed plan. This phase will include a review of the overall engineering requirements for the neighbourhood with respect to servicing capacity, arterial and collector roads, and stormwater management. It will also review existing land uses, natural heritage constraints, cultural heritage resources, school board and park requirements and other components necessary for the preparation of the Neighbourhood Design Plan and Secondary Plan. . Consideration of any changes to the land use framework from the approved Official Plan, in particular addressing the implications of the evolving planning framework for the Bowmanville West Main Central Area and its connections to the residential neighbourhood . Give a high priority to placemaking, sustainability, environmental protection, efficient use of infrastructure and quality urban environment. . Develop at least three alternatives for the neighbourhood plan based on the vision and design principles established above, . Utilize a charette process to engage the public and land use stakeholders and to rnaximize the effort and results achieved in a concentrated period of time, d) Refinement of Preferred Neiohbourhood Plan and Preparation of Implementation Documents The Brookhill Neighbourhood Plan will be refined and it is anticipated that five implementation documents will be prepared as follows: . Amendments to the Official Plan (to be prepared by Municipal Staff) . Secondary Plan . Neighbourhood Urban Design Guidelines . Park and Open Space Masterplan . Alternative Engineering Design Standards and Policies The secondary plan shall be consistent with the format of other secondary plans within the Clarington Official Plan and shall provide a land use plan and policies for land use, transportation and neighbourhood urban design. e) Other Important Work Prooram Elements The Municipality welcomes further refinement and suggestions regarding the scope of work outlined above to achieve the purpose of the study in a comprehensive and timely manner. The consultant team will need to demonstrate their ability to address the issues and concerns of Engineering Services staff, which has maintained traditional engineering standards. C:\Documents and SettinQs\ea01\Local Settinos\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill Neiqhbourhood Plan.doc Page 17 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "c" SCOPE OF WORK - cont'd The consultant team will need to demonstrate their ability to address the developers' concerns in this Neighbourhood. This includes the potential time constraints on the work plan, which may arise through an Ontario Municipal Board Hearing. The consultant team will need to incorporate the Aquafor Beech LId staff in their study proposal to address any implementation issues related to the Brookhill Subwatershed Plan (See Section 11.9). Optional Phase The consultant is requested to provide price and timing implications for undertaking the North Brookhill Neighbourhood Plan, either simultaneously or sequentially. 10.5 Proiect Co-ordination In addition to the municipal and consultant project managers, the following groups will be formed to assist in the Study a) Technical Advisory Committee (TAC) The Technical Advisory Committee will be comprised of representatives of the following Departments and Agencies: . Planning Services Department . Engineering Services Department . Operations Department . Conservation Authority . Regional Works Department b) Community Stakeholders Group (CSG) The Stakeholders Group will be comprised of community representatives, landowners and the major development interests in the neighbourhood. 10.6 MeetinQs The consultant is required to attend the following meetings: a) Project Initiation Meeting: A meeting with municipal staff and the consultant to receive background information, and initiate the Study; b) Tour of existing new urbanist developments within the GTA; c) The consultant team will host and facilitate a charrette (See Section 11.6 below); d) Meetings of the Technical Advisory Committee and the Community Stakeholder Group; it is anticipated that there will be five meetings of the TAC and three meetings of the CSG. The CSG meetings will be held on the same day as TAC meetings; e) Any additional meetings with municipal staff to discuss study progress; f) The consultant team will present the recommendations of the study to a meeting of the General Purpose and Administration Committee of Clarington Council at an interim and final stage in the study process. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 18 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd 10.7 Public Consultation a) Neighbourhood Design Charrette The consultant team, with the assistance of municipal staff, will organize a multi-day neighbourhood design charity as the principal public consultation mechanism. The charrette shall follow the dynamic planning approach outlined by the National Charrette Institute located in Portland, Oregon (http://www.charretteinstitute.orq), The consultant's work plan must include a detailed approach to the charrette and demonstrate that the consultant is experienced in conducting successful charrettes for similar planning exercise(s). The charrette will use a design approach with short feedback loops utilizing graphics, photographs, drawings, sketches, mapping and even models to present and or develop ideas. The consultant shall facilitate the charrette with the assistance of municipal staff. The Charrette will include members of Council, the Community Stakeholder Group and the Technical Advisory Committee but will be designed to reach out to the broader community and existing residents of the neighbourhood. b) Community Stakeholder Group The CSG is proposed to provide opportunity for input from the landowners, developers and the residents of the community. c) Municipal Website The consultant shall prepare a series of website pages through the study process beginning with study commencement and important milestone. It is anticipated that newsletters will be required before and after the Charrette. 10.8 Deliverables a) The following documents will be required to be provided by the consultant: . Briefing Book for Bus Tour and Summary Notes . Charrette Newsletters . Charrette Briefing Book . Interim Report . Final Report . Engineering Design Standards and Policies Digital Copy Digital Copy Digital Copy 20 Copies 40 Copies Digital Copy Note: Where digital copy is indicated, the Municipality will be responsible for printing and distribution. Digital version of Interim and Final Reports will be provided to the Municipality in both Word and Adobe Acrobat (pdf) formats. Maps shall be in AutoCAD dwg or dxf format or another mutually agreeable format. b) Materials for public consultation including PowerPoint presentations and displays, all materials necessary to facilitate the charrette, website pages at project commencement and updates at project milestones. 10.9 Ownership of Deliverables All texts, maps, data, reports and other materials or information collected or prepared by the Consultant are municipal property, and shall be turned over to the Municipality upon completion of the Study. All work becomes the intellectual property of the Municipality. C;\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 19 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd 10.10 Consultant Responsibilities The multi-disciplinary consultant team shall have appropriate expertise in planning, urban design, municipal engineering and transportation planning. The lead consultant will be responsible for coordinating and supervising the timely delivery of inputs and requirements from the sub-consultants and having overall responsibility for the final deliverables to the Municipality. The lead consultant will provide consolidated billing to the Municipality. The planner shall be qualified and specialized in the areas of land use planning and shall have experience with developments incorporating aspects of new urbanism. The planner shall also have experience as an expert witness before the Ontario Municipal Board. The urban designer shall be experienced in the preparation of urban design plans for residential neighbourhoods having an emphasis in the principles, techniques, and implementation of new urbanism. The project engineer will be responsible for guiding discussion on alternative engineering standards, and ensuring that the concept plan and principles of development implement/utilize transportation objectives and alternative engineering standards. Aquafor Beech Ltd. will be responsible for advising on the implementation of the Brookhill Subwatershed Plan and will be part of the consultant team. The contact at Acquafor Beech is: Dave Maunder Aquafor Beech Ltd. 8177 T orb ram Road Brampton, Ontario L6T 5C5 (905) 790-3885 ext 290 ma under. dt1llaa uaforbeech. com Specific consultant responsibilities include: a) Gathering additional background information and carrying out all the necessary analysis for the completion of the Study; b) Concluding the Study by producing the reports, plans and guidelines; c) Facilitating workshops, public meetings and presentations; d) Providing confidential advise to the Municipality with respect to existing and potential appeals during the period of the Study; e) Organizing a charrette, including preparing all materials necessary to host the charrette; and f) Recording, typing and distributing T AC and CSG meeting minutes. 10.11 Municipal Staff Responsibilities Municipal staff is responsible to: a) Provide timely direction to the Consultant. b) Provide timely information to the Consultant. c) Bus tour arrangements with Council, TAC and CSG. d) Arrangements for public consultation process, including advertisements, arranging space for charrette, printing and distributing materials. e) Attending all meetings related to the Study. C:\Documents and SettinQs\ea01\Local Settinas\Temporarv Internet Files\OLK1B7\RFP2005-5 BrookhiJl Neiahbourhood Plan. doc Page 20 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "c" SCOPE OF WORK - cont'd 11 Submission Requirements 11.1 Format A proposal shall be typewritten on 8Y, (horizontal) by 11" (vertical) paper, spiral bound on the left side. 11.2 Number of Cooies The proposal requires submissions of seven (7) copies consisting of one(1) original and six (6) hard copies). 11.3 Contents of Proposal Proposals shall include name, address and telephone number of the proponent and all sub-consultants, and the following information: a) Description of Firm: Firm's brief history with highlights of services provided within the past ten (10) years only. b) Team Organization: The respective roles and responsibilities team members will take in the project team organization and participation in the tour and charrette. Indicate time commitment by each team member as a percentage of the total project time. Indicate previous experience of the proposed team members in working together on recent projects, within the past ten (10) years only. c) Curriculum Vitae/Expertise of person(s) assigned to carry out the study process: An outline of qualifications and experience of the team members, including all sub-consultants, to be assigned to each phase of the project. Personnel substitution will not be accepted without prior approval of the Project Manager. d) A proposed Work Program including a step-by-step process. e) A firm timetable indicating the date of commencement of works dates for key milestones of the study process, and dates for submission of the draft reports and the final reports. f) A list of data/information items to be provided by municipal staff. g) An inclusive total fee broken down by stage of the work program. h) The Consultant is encouraged to make constructive comments and suggestions regarding the Terms of Reference and the approach to the Study. i) Professional Liability Insurance: Proponent shall submit with the proposal, their Certificate of Professional Liability Insurance. 12. Cost Over-Run and Payment a) The Municipality of Clarington is not responsible for any cost over-run incurred by the Consultant in the preparation of the Study. b) Invoices must be submitted to the Project Manager and can only cover the works that have been performed, and are limited to billing upon completion of project milestones. C:\Documents and SettinQs\ea01\Local Settinos\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill NeiQhbourhood Plan. doc Page 21 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd 13. Contract for Services The Municipality shall prepare a written contract upon selection of a consultant to undertake the Study. 14. Selection Criteria: The evaluation table and weighting assigned to each criterion is identified in Appendix A. Consultant's proposals shall be evaluated based on the following criteria: a) Related Project Experience · Consultant's previous experience in new urbanism projects (planning and implementing). . Consultant's previous experience in conducting multi-day charrettes. . Are personnel who worked on those previous projects being proposed for our study? b) Related OMB Experience . Do personnel working on the project have relevant OMS experience? c) Consultant's Ability and Capacity to Perform Work . Completeness of team - are all areas covered. . Are consultants and sub-consultants going to be available to deal effectively with our issues in a timely manner? . Demonstrated ability to manage process and sub-consultants . Has the consultant demonstrated a working relationship with his proposed sub-consultants? . Will current work load affect time required for completion of our project? d) Time Line Suitability . Does the proposal satisfy the desired time frame set out by the Municipality? . What is the consultant's philosophy on project scheduling? e) Approach to Study . What approaches has the firm taken on similar assignments? . How does the firm envision the project? . Appropriateness of proposed work program. f) Key Personnel . Focus on the experience of key personnel, such as the Project Manager. . Are the same individuals being proposed for the entire project or is it to be handed to someone else through the project? . How available will these individuals be? . Principals of the firm - accountability. . Any conflict of interest re: time spent on other projects by these key people. g) Ability to Communicate . This project will involve a number of meetings and presentations. . Clear, concise correspondence will be of utmost importance. . Impression of proposal - presentation. . Compatibility with Municipal Staff. h) Working Knowledge in Clarington . Having previous experience in dealing with the various regional/local authorities will aid the project in completing in a timely manner. C:\Documents and SettinQs\ea01\Local SettinQs\Temporarv Internet Files\OLK187\RFP2005-5 Brookhill Neiqhbourhood Plan.doc Page 22 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "C" SCOPE OF WORK - cont'd i) Overall Impressions . General feeling on proposaliinterview. . Impression of suitability for this particular job. j) Proposed Fees and Hourly Rates . Is the fee proposed firm (exclusive of disbursements)? . Is the fee within established budget? 15. Background Material Provided for Preparation of RFP Background material listed in Appendix B is included with the RFP. C:\Documents and Settinos\ea01\Local Settinqs\Temporarv Internet Files\OLK1 B7\RFP2005-5 Brookhill NeiQhbourhood Plan.doc Page 23 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "D" FAX COVER PAGE QUESTIONS FOR CLARIFICATION RFP 2005-5 BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES To Sandra McKee. Buyer The Municipality Of Clarington Purchasing Office 40 Temperance Street Bowmanville, Ontario L 1 C 3A6 DATE: TIME: FAX NUMBER: (905) 623-3330 From: Company Name: Contact Name: Telephone: Fax: Reference to Section on Page Number of this Proposal. Question: Total Number of Pages including cover C:\Documenls and Settinos\ea01\Local Settinos\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill Neiohbourhood Plan.doc Page 24 of 25 RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES SCHEDULE "E" EVALUATION CRITERIA NOTES: RATING 5 Excellent 3 Good 2 Average 1 Poor 0 Unsatisfactor EVALUATION TABLE DESCRIPTION Exceeds the requirements of the criterion in superlative beneficial ways/very desirable. Exceeds the requirements of the criterion but in a manner which is not particularly beneficial to the Munici alit 's needs. Adequately meets most of the requirements of the criterion. May be lacking in some areas which are not critical. Addresses most, but not all, of the requirements of the criterion to the minimum acce table level. Lackin in critical areas. Does not satisf the re uirements of the criterion in an manner. This evaluation table is provided to give the evaluation team a basis for scoring the proposals and interviews. Even though evaluations will be done by members who will grade them differently, the main focus for each person doing the rating is to be consistent in scoring all proposals. All Proponents will be given this information with the Request for Proposal package. INTERVIEW/PROPOSAL RATING Criteria Rating 0-5 Weight Total 1. 2. 3. 4. 4. 5. 6. 7. 8. 9. X 10- X4- X 10- X7 X 7- X6 X6- X4- X3- X7- ion of Durham Rating is to be assigned from 0 - 5, with 5 being the highest. Weights have been assigned from 2 - 10, based on staff recommendations as to importance of criteria. It is recommended that committee member take the time to achieve a consensus rather than just ranking and selecting by majority vote in reaching a decision. C:IDocuments and Settinoslea01\Local Settinos\Temoorarv Internet FilesIOLK1B7\RFP2005-5 Brookhill Neiohbourhood Plan.doc APPENDIX B RFP 2005-5 MUNICIPALITY OF CLARINGTON BROOKHILL NEIGHBOURHOOD SECONDARY PLAN AND URBAN DESIGN GUIDELINES List of Materials provided to assist in preparing proposals: 1. Aerial Photography of Study Area 2. Extracts of C/arinaton Official Plan. 3. Extract from Brookhill Subwatershed Studv Phase 1 and Phase 2. 4. Staff Report PSD-022-04 5. Staff Report PSD-163-04 6. Draft Plan of Subdivision Application S-C-2004-004 submitted by Players Business Park and West Diamond. C:\Documents and Settinqs\ea01\Local SettinQs\Temporarv Internet Files\OLK1B7\RFP2005-5 Brookhill Neiqhbourhood Plan.doc