Qualicum Beach Airport -

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1 ,, TOWN OF QUALICUM BEACH Primrose St. INCORPORATED 1942 Telephone: (250) P.O. Box 130 Fax: (250) Qualicum Beach. BC gbtown(u]gualicumbeaeh.corn V9K IS7 Website: May 15, 2017 Qualicum Beach Airport - Land Use Development Plan REQUESTFOR PROPOSALS (RFP) The Town of Qualicum Beach is seeking proposals for the development of three conceptual land use plans for the Qualicum Beach Airport and surrounding land. The attached terms of reference outline the Town's requirements. Proposals should include: a) An outline of how and when the proponent would approach the project b) Payment terms c) Experience and qualifications of the proponent and its personnel who will be involved in the project cl) References For further information regarding this RFP please Contact at the Contact information below. Heather Svensen, Corporate Administrator Four printed copies and a copy of the proposal in electronic format should be submitted by 4:00 pm on Iune5, 2017 to: Town of Qualicum Beach Heather Svensen, Corporate Administrator # Primrose Street Qualicum Beach, BC V9K 1W hsvensen@qualicumbeach.com Note to Proponents This is a reqzeestfor proposals and not a call for tender or request for binding offersṇo contractual obligations will arise between the Town and any proponent zmtiland unless the Town and a proponent enter into aformal, written contractforthe proponent to perform the required assessment work Attachments: Terms of Reference

2 TERMS OF REFERENCE QualicumBeach Airport Conceptual Land Use Plan 1. Introduction The purpose of this document is to request proposals from consultants for the development of three conceptual land use plans for the QualicumBeach Airport. 2. Background The Town of QualicumBeach and AeroedgeConsulting have recently completed a draft Airport Business Plan, which was spearheaded by Council and is consistent with the direction of the Town's Official Community Plan (OCP).The Business Plan has been reviewed by the Town of QualicumBeach Airport Users Committee that is composed of private businesses, a member of the public, and private airport operators. The Airport Business Plan identi?es several key areas to guide the development of the airport, one of which is developing a land use plan. A land use plan will identify available development areas with opportunities for industry attraction, development of alternative revenue sources, and provision of services for the airport. The next step is to develop three (3)conceptual site designs for key infrastructure development and subdivision. These designs will be presented to the public through the OCP process that will take place in 2017 for final de?nition prior to implementation. The land use plan options for the airport will be presented during the Official Community Plan Review process that anticipate a varying mix of land use types, ranging from clean industrial, through commercial, to affordable residential, all to be vetted during the OCP review. The Provincial Government has recently indicated that the development of the airport lands would be supported if the revenues so generated were directed to airport operations and improvement. The Town has long struggled to financiallysupport the airport and has approached its local government neighbours to seek assistance given the regional service that the airport provides. The long-term goal is to achieve self-sustainingfinancial operations for the airport to continue to serve the greater region. 3. Consultant Requirements The following is a summary of the requirements from consultants making submissions to this request for proposals: Have a thorough understanding of the plamiing framework and vision in Qualicum Beach; Have experience developing conceptual land use plans; - Have experience with land use planning, subdivision layout and municipal servicing; - Have an understanding of the QualicumBeach airport, lease areas, operations and planning; Have a thorough understanding of the municipal utilities in the area of the Qualicum Beach airport. 4. Guidance The review shall ensure FreedomofInformation CommunityCharter - LocalGovernmentAct _ compliance with, but not limited to, the following: and Privacy Act

3 TERMS OF REFERENCE QualicumBeach Airport Conceptual Land Use Plan 5. Meetings and Presentations The Consultant will be expected to: Facilitate meetings with Town staff as required to familiarize themselves with the Town's objectivesfor the plan; Conduct one workshop with Council to present preliminary conceptual plans and a follow-up meeting if required; and Deliver one presentation to Council and the public when the conceptual plans are complete. 6. Deliverables The Consultant will be expected to: Provide copies of meeting notes with all parties; Provide timelines and implementation methods to be used; The Consultant is expected to conduct a complete review of all relevant existing bylaws, strategies, policies and reports; Provide a final report (reproducible in both word and.pdf format). o The report shall include the following: 0 Executive Summary 0 Backgroundand introduction 0 Site analysis including available developmentareas for both aviation and nonaviation related activity Three (3)land use conceptual plans for the QualicumBeach Airport. For each plan: o Rationale for the approach 0 Analysisof the benefits and drawbacks of each plan 7. Schedule Expected commencement date: Within 14 days of date of award Draft plans due: Within 60 days of date of award Expected completion date: Within 120 days of date of award 8. Resource Material The following resource materials are available to the successful Consultant Town of QualicumBeach 2011 Official Community Plan; QualicumBeach Airport Business Plan Municipal utilities information LIDAR Data 9. Proposal Evaluation and Selection

4 INDIVIDUAL TERMS OF REFERENCE Qualicum Beach Airport Conceptual Land Use Plan The Town of Qualicum Beach will evaluate all submitted proposals. The Town will disqualify Proponent(s) that fail to meet the minimum requirement for qualifications, experience, and methodology from the process prior to cost considerations. The object of the evaluation and selection process is to identify the proposal that, in the Town's opinion, offers the best value for the products and/or services requested. The Town has a social procurement to best value. policy (attached) and this will contribute to the assessment In assessing best value: May not necessarily accept the lowest proposal, and may, in its sole discretion, accept any proposal and may waive any minor informalityor irregularity in proposals; Has no obligation to receive further information, whether written or oral, from any Proponent, nor to disclose the nature of any proposals received; and May negotiate changes to the scope of work with any one or more proponents without having any duty or obligation to advise any other Proponent(s) or to allow them to vary their Proposal(s) due to changes to the scope of work. Proposals will be evaluated based on the followingcriteria: Experience of Company/ Team Proposed methodology and principles Completeness of Proposal Schedule Cost References If you have any questions, please contact Heather Svensen, Corporate Administrator at or hsvensen@gualicumbeach.com N:\ PLANNING AND DEVELOPMENT\6520 Beach - land Use Conceptual Plan - RFl.doC COMMUNITY PLANNING AREAS\Airport\Qualicum

5 Town of Qualicum Beach PolicyManual Subject: Purchasing 8: Disposition of Assets - General - Social Procurement Policy Number: To ensure that the Town of QualicumBeach considers social value in procurement and seeks to proactively leverage the supply chain in a manner that aligns and supports the Town s strategic objectives, as de?ned in the Qualicum Beach Strategic Plan and in the Official Community Plan (OCP) To strategically align the Town's Procurement with the Town s Corporate Mission Statement The purpose of Council and Administration of the Town of QualicumBeach is to exemplify collaborative governance and sound management through the provision of high quality facilities and services, that provide opportunities for continuous improvement to the quality of life for people of all ages that we serve. The Social Procurement Policy directs staff to conduct procurement in a manner that contributes to the development of a supportive supply chain ecosystem: 0 that attracts and retains families with young children - that supports entrepreneurs creating sustainable economic development and new employment opportunities - that values supply chain partners providing work experience and employment opportunities to youth aged for Social Enterprises, providing work experience and employment opportunities for disadvantaged populations, or improving the arts, culture, agriculture and recreational opportunities - that values and rewards supply chain partners with a high percentage of staff earning the living wage and receiving bene?ts - that ensures that supply chain partners are contributing to the advancement of the community socially, economically (including agriculture), culturally and environmentally Policy The Social Procurement process is governed by the processes and approvals as set out in the Town s Purchasing Policy. Approved: June13, 201?; Approved By: Council -Afmlended:

6 Town of QualicumBeach Policy Manual Policy No Page 2 of 4 The Town's procurement processes will continue to meet all the principles of fairness, integrity, accountabilityand transparency, along with the Town's purchasing policies and procedures. Competitive bidding activities will continue to be compliant with the obligations set out in applicabletrade agreements, mainly AIT/NWPTA The Agreement on Internal Trade and the New - West Partnership Trade Agreement. The Town of QualicumBeach endorses a triple bottom line approach to procurement. Whereas sustainable and ethical procurement seeks to do no harm, the Town's Social Procurement Policy seeks to proactively leverage the supply chain to adwieve positive community objectives. Suppliers and potential suppliers to the Town must demonstrate respect for ftmdamental human rights and treat their workers fairly. Supply chain partners are expected to strive continually towards minimizing the environmental and any detrimental social impacts of their operations and of the Goods and Services provided. Supply chain partners will be evaluated and rewarded based, in part, on their commitment to align with the Town s values and their commitment to conducting operations in a way that seeks to enhance, rather than diminish, social value in the community. The Social Procurement Framework will be used to signal/ communicate to the marketplace the Town's speci?c goals and objectives.the Social Procurement Framework will continuously evolve as the practice of Social Procurement evolves and develops nationally. Under this policy, social value criteria will be embedded in the procurement evaluation process. The evaluation weightings and criteria will be clearly de?ned in each procurement process. Procedure The Town of QualicumBeach will: a. consider, during the pre-procurement phase, ways to better design the process to align and contribute to one, or more, of the Town's strategic priorities b. work cooperatively with suppliers and other key stakeholders to advance Corporate Social Responsibilityin the business Approved: Approved By: Amended:

7 Town of QualicumBeach Policy Manual Policy No Page 3 of 4 community by taking a triple bottom line and a strategic approach to designing evaluation criteria in procurement. embed triple-bottom-line criteria into the Town's supply chain procedures, processes and activities. include Community Benefit Clauses in major infrastructure contracts. where possible, include Community Bene?t Clauses in requests for quotes and proposal competitions. encourage and reward suppliers and subcontractors who demonstrate market leadership in working toward the highest achievable environmental and social standards, such as paying benefits, the living wage and demonstrating diverse hiring practices. develop a supplier community that exhibits leadership in Corporate social responsibility which aligns with the Town's strategic objectives. audit potential suppliers through a pre-qualification process to develop a preferred supplier community for small, under threshold day-to-day informal purchasing '. endeavour to provide stability of demand, through multi-year contracts, to strategicallyimportant supply chain partners, who are actively engaged in delivering on the Town's key objectives '. endeavour to create more supply chaindiversity by publishing an informal summary of the Town's upcoming procurement opportunities up to one year in advance. post all procurement competitions to the Town's website and create an alert system to alert the supplier community. work with the non profit sector to develop a supportive / enabling environment for Social Enterprise(s) in the District 69 region in. Wherever possible,conduct market education and stakeholder engagement in advance of going to market with major Approved: Approved By: Amended:

8 A Town of QualicumBeach Policy No Policy Manual Page 4 of 4 opportunities n. audit supplier compliance with these principles through a combination of supplier disclosures and certifications; external independent certifications, and disclosure of information about factory and production facilities. The FreedomofInformation and Protection ofprivacyact provides the legislative framework for information and privacy rights, and as such, this policy shall comply with the Act. Variations to Purchase Procedures Although it is the intent that the foregoing purchasing policy shall be strictly followed, there will be times when policy variations/opportunities are required. These instances could be as a result of time considerations or that the number of qualified bidders could not or cannot be obtained. The Chief Administrative Officer or the Financial Administrator will have the authority to modify the purchasing procedures in these instances where the interests of the Town would be adequately protected. Any variation/opportunity is to be noted and presented to Council as soon as possible. Responsibility Distribution Chief Administrative Officer Financial Administrator Department Heads Council All Departments Approved: Approved By: Amended: