RFP 1363 CLOSING DATE 2012-AUG-24 Request for Proposals 1363 Urban Design Analysis and Corridor Design Guidelines Preparation for the Harewood Neighbourhood Plan INTRODUCTION The City of Nanaimo OFFICIAL COMMUNITY PLAN BYLAW 2008 NO. 6500 (plannanaimo), adopted in September 2008, includes a series of items addressed under the Plan s Implementation Strategy, such as commencement of a Neighbourhood Plan for the Harewood neighbourhood area (including the Third Street Corridor). The City of Nanaimo is seeking the Urban Design expertise of a consulting firm to assist with the development of an urban design framework and prepare design guidelines for the Corridor designation of the Harewood Neighbourhood Plan. BACKGROUND The City has initiated a neighbourhood plan process for the Harewood area, located west of the downtown core (see page 2). The urban design framework and Corridor design guidelines, (the subject of this RFP) will form a key component of the neighbourhood planning process, addressing the anticipated future built form and open space elements within the context of land use and function for the neighbourhood area. The Harewood Neighbourhood Plan is intended to apply the broader goals of the OCP, including sustainability, social, economic, environmental, and mobility and servicing. Its purpose is to achieve the goals and objectives of the OCP while providing detailed policies for the OCP land use designations within the planning area (for example, Neighbourhood, Corridor, Commercial Centre Neighbourhood). Combining this with the Corridor designation area will allow for development of a comprehensive plan that addresses both the needs of the community and the design / land use aspect of the Corridor area. The Neighbourhood Plan will address key issues for the Harewood area, including neighbourhood character, social issues, scale and form of development, integration of land uses, and public spaces and mobility. CONTENTS OF THIS RFP Project Area Map... 2 Project Goal... 3 Scope of Work and Project Schedule... 3 Land Use Designation Map... 4 Product... 5 Project Management... 5 Resources Available... 6 Submission of Proposal... 7 Closing Date and Time... 9 Receipt Confirmation Form... 11 KEY AREAS Harewood Neighbourhood Plan Urban Design Framework Design Guidelines
Harewood Neighbourhood Plan Project Area 2
PROJECT GOAL The overall goals of this project are as follows: 1. Development of a comprehensive urban design framework, and preparation of design guidelines for the Corridor designation component of the neighbourhood plan. 2. Work with the City planning team through the process to address the key issues of future scale and form of development, density and view corridors, and built form transitions and edges of the Corridor, Neighbourhood and Commercial Centre Neighbourhood areas. SCOPE OF WORK AND PROJECT SCHEDULE The work shall commence upon award of the contract for this project, and shall be completed over the course of the neighbourhood plan process. To satisfy the project requirements, the following work is expected to be completed as part of each related phase process (outlined below), and including: Meet with City staff prior to initiating the project. Consultant participation at select public events. Background Review the Existing Built Form Analysis as prepared by the City, which documents the assets and current built environment condition in the neighbourhood planning area. This information provides a general description of the scale (height and massing) and form of building stock as well as the public realm (streets, parks and open spaces). Issues and Opportunities View Analysis. Conduct a view analysis and identify key viewsheds in the neighbourhood area, with particular attention to the Corridor and Neighbourhood interface. Options Built Form and Public Realm Design Options. As part of identifying options for Corridor development in the neighbourhood planning area, prepare design illustrations for the range of built form and open space elements based on the OCP Corridor and Neighbourhood (transition) land use designations. Draft Plan Design Guidelines. Develop a set of design guidelines for the Corridor designation. 3
Harewood Neighbourhood Plan OCP Land Use Designations 44
PRODUCT The consultant will submit the following information to the project managers: 1. An urban design framework encompassing the specified a r e a s w i t h i n t h e neighbourhood plan area, and which incorporates: urban design principles analysis (built form analysis, view analysis, built form and public realm design options); design of public and private spaces, including streetscapes; and o t h e r i n p u t t o w a r d incorporating this into an implementation strategy. 2. A set of Corridor design guidelines for incorporating into the neighbourhood plan, which includes design principles and guidelines (public and private spaces) for site development and new or renovated buildings located w i t h i n t h e C o r r i d o r d e s i g n a t i o n o f t h e neighbourhood plan area (see page 5). NOTE: Any questions regarding this Request for Proposal should be directed in writing to Deborah Jensen (250.755-4473) O r s e n d e m a i l t o deborah.jensen@nanaimo.ca If the City determines that an addenda / amendment is required to this RFP, the City s Purchasing Department will issue an addenda / amendment and such an addenda / amendment will be posted on the BC Bid website, the City s website, and distributed to all Proponents who hav e re t urned th e Rece ipt Confirmation Form (see page 11). Proponents are required to check the BC Bid and City of Nanaimo website for any updated information and addenda / amendment issued up to the closing date and time at the following website address: www.nanaimo.ca www.bcbid.gov.bc.ca PROJECT MANAGEMENT The Project Managers will be: Chris Sholberg Deborah Jensen Community / Heritage Planner Community Development Planner Community Planning Community Planning City of Nanaimo City of Nanaimo 238 Franklyn Street 238 Franklyn Street Nanaimo, BC V9R 5J6 Nanaimo, BC V9R 5J6 Each addenda / amendment will be incorporated into and become part of the RFP document. No addenda / amendment of any kind to the RFP is effective unless it is contained in a written addenda / addendum issues b y t h e C i t y s P u r c h a s i n g Department. Ph. 250-755-4472 Ph. 250.755-4473 Fax: 250.755-4479 Fax: 250.755-4479 Email: Email: chris.sholberg@nanaimo.ca deborah.jensen@nanaimo.ca No communications shall be directed to City Council or any Committee of Council without the permission of City Staff. All correspondence must be directed to Project Managers (see sidebar). 5
RESOURCES AVAILABLE The City of Nanaimo will provide the consultant with the following information: 1. Official Community Plan 2. Zoning Bylaw 3. Adjacent Neighbourhood Plans, As Required 4. Sign Bylaw 5. Functional Street Classification 6. Other Design Guidelines, As Required 7. Mapping Information, As Required 8. Other Applicable City Policies and Regulations, As Required The Urban Design Framework and Corridor Design Guidelines will form a key component of the neighbourhood planning process. SUBMISSION OF PROPOSAL Proposals are expected to include: 1. Steps and methodology to be uti li zed i n the p r o j e ct development. 2. Detailed work plan identifying meeting times and product delivery dates. 3. Activities and expenditures not expected to be covered in the project. 4. Identification and qualifications of consultant staff and / or sub-consultants assigned to the project, and the resumes for each individual s experience and qualifications related to work required for this project. 5. Proponents are to state if any part of this work will be sub-contracted. If yes, include the following information in your response: Name, address, contact i n f o r m a t i o n o f sub-consultant. Portion of the services to be provided by sub-consultant. Years of working with sub-consultant. Q u a l i f i c a t i o n s a n d e x p e r i e n c e o f sub-consultant. Only those sub-consultants listed may be utilized in this Contract for the provision of services, and all sub-consultants will comply with all the terms and conditions described in this RFP or Proposal submission. 6. Consultant firm s experience in creating similar work and provision of work samples. 7. Listing of clients for which similar work has been prepared, and contact person for each project. 8. Total bid for project completion. 9. Detailed staff time and disbursement cost estimates for the project, including any costs not covered under the basic fee, such as the use of computers, d u p l i c a t i n g a n d r e p o r t preparation. 6
SUBMISSION OF PROPOSAL (CONT D) Consultant Selection Will Be Based Upon 1. Ability to perform the work required, both on time and within budget. 2. Proposed Methodology (including format, content, public engagement strategy, and completeness of the products). 3. Completeness of the Work Plan with respect to the project; and demonstrated ability of the consultant (or consultant team) to provide a full range of professional services in all areas outlined in this Request for Proposals. 4. Identification and availability of resources. 5. Qualifications and previous experience relating to the content outlined in this Request for Proposals; reference checks will be undertaken. 6. Consultant fees. 7. Preference will be given to consultants located within the Regional District of Nanaimo where quality, service and price are equivalent. Terms of Submission 1. Submission of a proposal indicates acceptance by the respondent of all conditions contained in this Request for Proposal. 2. The City of Nanaimo reserves the right to negotiate with the preferred Proponent. If a Contract cannot be negotiated within a reasonable time as determined by the City, the City may cancel negotiations with the preferred Proponent and enter into negotiations with the next highest rated Proponent or the City may choose to terminate the RFP process. 3. Acceptance and Rejection of Proposals This RFP shall not be construed as an agreement to purchase goods or services. The City is not bound to accept the lowest priced or any Proposal of those submitted. The City reserves the right to: Not accept any Proposal in response to this RFP. Accept a Proposal which is not the lowest priced even if the lowest priced Proposal conforms in all aspects with the RFP. To accept any Proposal in whole or in part. To reject Proposals which are incomplete, conditional or obscure or erasures or alterations of any kind. To reject any or all Proposals at any time prior to execution of an Agreement. To waive minor informalities, irregularities or other deficiencies in any Proposal. To accept a Proposal which does not conform strictly to the requirements of the Proposal documents. To assess the ability of the Proponent to perform the Contract and reject any proposal where, in the City s sole estimation, the personnel and / or resources of the Proponent are insufficient. Award a Contract to the Proponent other than the one with the most points if, in the City s sole determination, another Proposal is determined to be the Best Value to the City, taking into consideration the price and evaluation criteria of the RFP. CONSULTANT SELECTION WILL BE BASED UPON: Ability to Perform the Work Required, Both on Time and Within Budget P r o p o s e d M e t h o d o l o g y (including format, content, public engagement strategy, and completeness of the products) Completeness of the Work Plan with Respect to the Project; Demonstrated Ability of the Consultant (or Consultant Team) to Provide a Full Range of Professional Services in All Areas Outlined in this RFP Identification and Availability of Resources Qualifications and Previous Experience Relating to the Content Outlined in this RFP; Reference Checks Will Be Undertaken Consultant Fees Preference Will be Given to Consultants Located within the Regional District of Nanaimo Where Quality, Service and Price are Equivalent 7
SUBMISSION OF PROPOSAL (CONT D) 4. Right to Cancel the RFP Process. The City reserves the right in its sole discretion to postpone or cancel this RFP process at any time and may in its discretion, elicit offers from other parties (whether or not such parties have responded to this RFP) or engage in another procurement process, including re-issuing a substantially similar RFP or negotiating with any party if: Only one Proposal is received; A suitable Proponent has not been selected; Approval is not granted by the City of Nanaimo Council or the Assistant City Manager / GM, Corporate Services or the Director of Finance as outlined in the City of Nanaimo Council Purchasing; or All Proposal(s) exceed the City s set budget. 5. Litigation Clause. The City may, in its absolute discretion, reject a Proposal submitted by Proponents if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to: any other Contract for works or services; or any matter arising from the City s exercise of its powers, duties or functions under the Local Government Act for another enactment within five years of the date of this Request for Proposal. In determining whether to reject a Proposal under this clause, the City will consider whether the litigation is likely to affect the Proponent s ability to work with the City, its consultants and representatives, and whether the City s experience with the Proponent indicates that the City is likely to incur increased employees and legal costs in the administration of this Contract if it is awarded to the Proponent. 6. Conflict of Interest. By submitting a Proposal, the Proponent warrants that neither it nor any of its officers or directors, or any employee with authority to bind the Proponent, has any financial or personal relationship or affiliation with any elected official or employee of the City or their immediate families which might in any way be seen by the City to create a conflict. 7. Proponents Costs for Proposal. Proponents are solely responsible for their own expenses in preparing a Proposal and subsequent negotiations with the City, if any. The City will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 8. Withdrawal of Proposals. The Proponent may withdraw their Proposal at any time prior to the Proposal closing time by submitting a written withdrawal letter to the Purchasing Department via email to purchasinginfo@nanaimo.ca, to the attention of Silvia Reid, Buyer. 9. Liability for Errors. While the City has used considerable efforts to ensure information in this RFP is accurate, the information contained in this RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the City, nor is it necessarily comprehensive or exhaustive. 8
SUBMISSION OF PROPOSAL (CONT D) 10. Irrevocability of Proposals. At the appointed closing time, all Proposals become irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal be selected, the successful Proponent will enter into a Contract with the City. Proposals shall be irrevocable and shall remain open for acceptance by the City for at least sixty (60) calendar days after the RFP closing date and time. The City may elect to extend the Proposal validity duration beyond sixty (60) calendar days with written notice to the Proponents. 11. Minimum Rate of Pay Collective Agreement Between the City of Nanaimo and Canadian Union of Public Employees, Local 401 Article 31 Contract or Sub-Contracts. Every contract made by the Employer for construction, remodeling, repair or demolition of any municipal works or for providing any municipal service or function shall be subject to the following condition: Minimum rate of pay for work performed under this Contract or sub-contract shall be as classified in the current Agreement between the City of Nanaimo and the Canadian Union of Public Employees, Local No. 401. 12. Ownership of Proposal and Freedom of Information. All documents, including Proposals, submitted to the City become the property of the City. They will be received and held in confidence by the City, subject to the provisions of the Freedom of Information and Privacy Protection Act (FOIPPA). Nothing contained in this RFP document shall create a contractual relationship between a Proponent and the City. 13. Opening of Proposals. Proposals will not be opened in Public. 14. These terms of reference and the accepted proposal documents will form part of the contract made with the consultant. 15. Evaluation Team. An evaluation team will evaluate proposals. By responding to this Request for Proposals, Proponents agree to accept the recommendation of the Evaluation Team as to the successful Proponent and acknowledge and agree that the City makes the final decision. 16. The preferred Proponent, prior to Contract award, will be required to obtain and maintain throughout the term of a contract, a valid City of Nanaimo Business License. 17. The consultant must be in good standing with WorkSafe BC. No contract will be awarded to any Proponent who is not in good standing with WorkSafe BC. 18. The consultant shall submit, upon award by the City of Nanaimo, a Certificate of Insurance signed by the Insurance Company licensed in the Province of British Columbia certifying that the required insurance policies are in force and that: a) the City of Nanaimo is added as an additional named insured; b) the policy shall not be cancelled, lapsed, transferred, assigned or materially altered without at least thirty (30) days written notice to the City of Nanaimo and the City s written approval of the cancellation, transfer, assign; c) the Proponent shall carry Commercial General Liability Insurance satisfactory to the City in the amount of TWO MILLION DOLLARS ($2,000,000) inclusive per occurrence; and d) Automobile Liability Insurance, in an amount of not less than TWO MILLION DOLLARS ($2,000,000) is required in all licensed vehicles owned or used by the consultant. The Consultant shall ensure that all sub-consultants carry insurance in the form and limits specified in this clause. All insurance described in this section must be primary and not require the sharing of any loss by any insurer of the City. 9
CLOSING TIME AND DELIVERY INSTRUCTIONS Proposals must be received by the Purchasing Department prior to 3:00 pm (15:00 hrs), Pacific Time, 2012-AUG-24 (the closing date and time ). Proposals may be delivered by one (1) of the following two (2) methods: 1. By Hand / Courier Delivery to the only acceptable address and department Purchasing Department City of Nanaimo 2020 Labieux Road Nanaimo, BC V9T 6J9 The proposal should be enclosed in a sealed envelope / package, clearly marked RFP 1363 Urban Design Analysis and Corridor Design Guidelines Preparation for the Harewood Neighbourhood Plan and should include four (4) hard copies of the Proposal and one (1) electronic copy on CD / DVD or USB flash drive. Where there is a discrepancy, the hard copy submission shall take precedence over the electronic copy. 2. Electronically to the only acceptable email address purchasinginfo@nanaimo.ca Please Note: Maximum email file size limit is 8 MB or less. City of Nanaimo 238 Franklyn Street Nanaimo, BC V9R 5J6 Phone 250.755.4483 Fax 250.755.4479 Email chris.sholberg@nanaimo.ca deborah.jensen@nanaimo.ca Proposals received by facsimile will not be considered. Proposals received after the closing date & time will not be considered. It is the Proponent s sole responsibility to ensure they allow themselves enough time to submit their Proposal to the Purchasing Department. The wall clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals delivered by hand / courier. Electronically submitted Proposals shall be deemed to be successfully received when displayed as new email has been received by the Purchasing Department at the City of Nanaimo. The City of Nanaimo will not be liable for any delay for any reason, including technological delays, spam filters, firewalls, job queue, file size limitations, etc. 10 SUBMISSIONS TO BE RECEIVED BY THIS OFFICE UP TO 3:00 PM (PACIFIC TIME), 2012-AUG-24
RECEIPT CONFIRMATION FORM City of Nanaimo Request for Proposal No. 1363 Urban Design Analysis and Corridor Design Guidelines Preparation for the Harewood Neighbourhood Plan Closing Date and Time: Prior to 3:00 pm (15:00 hrs), Pacific Time, 2012-AUG-24 Proponents are advised to fill out and return this Receipt Confirmation Form. All subsequent information regarding this RFP, including changes made to this document, will be directed to Proponents who return this Receipt Confirmation Form. Attention: Silvia Reid, Buyer City of Nanaimo Purchasing Department 2020 Labieux Road, Nanaimo, BC V2T 6J9 Fax: 250.756.5327 Email: purchasinginfo@nanaimo.ca Please complete this form and return by fax / email (as applicable) to the contact person named above. COMPANY NAME STREET ADDRESS CITY / PROVINCE POSTAL CODE PHONE NUMBER FAX NUMBER CONTACT PERSON EMAIL ADDRESS 11