ZONING BY-LAW REVIEW TERMS OF REFERENCE March 2011
ZONING BY-LAW REVIEW TERMS OF REFERENCE 1. INTRODUCTION The Town of East Gwillimbury s comprehensive Zoning By-law was updated and consolidated with the passage of Zoning By-law No. 97-50, in May 1997. The review included the consolidation of over 350 zoning by-law amendments, major reworking of some sections of the by-law and the creation of entirely new mapping by the Region of York Geomatics Division. In June 2010, the New Consolidated Official Plan for the Town of East Gwillimbury was adopted by Council. The New Consolidated Official Plan sets out the long term vision and Urban Structure for the Town to the year 2031 and beyond. The Official Plan conforms to the Region of York Official Plan and is based on and supported by significant background technical studies including a growth management analysis. The Town is now initiating a comprehensive review of its Zoning By-law. 2. PURPOSE AND PROPOSAL CALL The purpose of this review is to: bring the Zoning By-law into conformity with the new Consolidated Official Plan; complete a detailed analysis of the Town s zoning provisions; update zoning provisions to reflect urban design and architectural control guidelines and make recommendations regarding issues and/or problem areas; and consolidate all amendments into one comprehensive document. The Process to develop detailed land use categories and zoning provisions will also consider, among other matters, a high degree of urban design in accordance with the polices of Section 3.3 of the new Official Plan. The Town is requesting proposals for a consultant to act as a Policy Advisor and Coordinator of the Zoning By-law Review process in accordance with these Terms of Reference. 3. STUDY AREA The study area is comprised of the entire Town, including the rural area and all of the community plan areas (see attached appendix). Page 1
4. OBJECTIVES The objectives of the Zoning By-law Review are as follows: To amend and update zone categories and provisions, as necessary, to conform with the Town s new Official Plan (adopted June 2010); To complete a comprehensive review of all zoning maps, including all new by-laws passed since May 1997 and produce revised map schedules; Research and develop a system for providing Committee of Adjustment information on a site specific basis (mapping and/or text); Add and review all new provisions from site specific by-laws passed since May 1997; Identification of policy issues to be fully researched and included in revised zoning by-law; Review and provide comments on all current zone provisions; Investigate and implement all zoning discrepancies identified over past 6 years; Review and compare definitions to all uses in the by-law to identify potential issues; Consolidate Oak Ridges Moraine Zoning By-law Amendment into the main Zoning By-law; and Consider the recommendations of approved Urban Design Guidelines and Architectural Control documents. 5. STUDY TEAM The planning consultant, in conjunction with Town, will be responsible for identifying any additional expertise required. The planning consultant will act as the Team Coordinator. 6. STUDY PROGRAM The study consists of five steps outlined as follows: Background Analysis and Issue Identification Zoning By-law Amendment Preparation Review of Amendments by Advisory Team and Council Open House(s) and Public Meeting Presentation of Amendment to Council for Adoption 7. WORKING RELATIONSHIP 7.1 MUNICIPAL CONTACT The Town will assign a contact person to act as the lead on this contract. The consultant shall meet on a regular basis with the Town to discuss the progress on this study. Page 2
7.2 ROLE OF CONSULTANT, TOWN AND REGIONAL REPRESENTATIVE It is generally set out that the following will be the role of each of the three groups working in concert on this project. It is not the intent to have the roles so inflexible that, where appropriate, the functions cannot be adapted to more effectively acquire information or create a better working document. (a) (b) CONSULTANT The consultant will act as the Coordinating Manager of this project. It will be the responsibility of the consultant to provide policy information and direction, and ensure that time frames are met. The consultant will be responsible for the preparation of the pertinent amendment(s) to the Zoning By-law. It will be the responsibility of the consultant to make presentations of the aforementioned amendment to the Technical Advisory Committee. Presentation of the Amendment will also be required at an open house(s) and statutory public meeting(s). TOWN The Town will provide background information as required and carry out limited amounts of research as is necessary. Available information includes the following: The Town s Comprehensive Zoning By-law, By-law No. 97-50; Background information and research from original Zoning By-law Review and subsequent research and analysis Urban Design Guidelines for Queensville Community Plan, Sharon Community Plan, Holland Landing Community Plan and Green Lane West Community Plan; Architectural Control Guidelines for the communities of Harvest Hills and Sharon; Oak Ridges Moraine Zoning By-law Amendment; and Consolidated Official Plan (June 2010). The Town will provide staff and legal resources to review the various reports and the amendments to the Town s Zoning By-law. 7.3 ADVISORY COMMITTEE The Town envisions the establishment of a Advisory Committee comprised of representatives from Town staff, the Region of York, the Lake Simcoe Region Conservation Authority, the development industry, and other appropriately identified interest groups. The consultant shall meet with the Advisory Committee on a regular basis. The purpose of these meetings will be to vet issues and receive input from the Committee on the amendment. Page 3
8. SCHEDULE It is anticipated that the Zoning By-law Review process will be undertaken within a 8 to 10 month time frame once the consultant has been selected. 9. DELIVERABLES The following items will be delivered to the Town throughout and upon completion of the Zoning By-law Review process: (a) (b) (c) (d) One unbound camera ready copy of the final Zoning By-law Amendment and any drafts; One electronic copy of the above amendment in Microsoft Word; All database materials received from the Region, the Town, or other agencies, boards or commissions as part of this study, and all database materials produced by the consultant and the Region of York in the undertaking of this study; and All mapping products and materials to be produced by the Consultant team in cooperation with Town staff and provided to the Town in a compatible GIS format. All reports and presentation materials shall be in a form and of a quality so as to be acceptable for reproduction and presentation, and shall be acceptable to Town staff. 10. REQUEST FOR PROPOSALS 10.1 PROPOSAL The Town is asking a limited number of consultants to submit proposals, identifying their experience in undertaking Zoning By-law Review studies and addressing items as outlined in Section 11 below. The proposal should also indicate the personnel expected to be involved in a study of this nature and magnitude, the consultant s ability to undertake the project within the time frame identified in the in light of other commitments, and whether the consultant has been or is currently employed or is on retainer for private or public sector clients whose interests could be considered as a conflict of interest to the Zoning By-law Review work. 10.2 PROPOSAL DUE Ten (10) copies of the Proposal shall be submitted to the Town of East Gwillimbury during regular office hours, and not later than 4:30 p.m. on May 9 th, 2011, to: Page 4
Valerie Shuttleworth, General Manager Planning and Building Services Department Town of East Gwillimbury 19000 Leslie Street Sharon, Ontario L0G 1V0 Proposals received after the deadline noted above will not be considered and will be returned to the sender. The cost of preparing and submitting the Letters of Interest shall be at the consultants expense. If any clarification is required regarding the details of the terms of reference, please contact the Planning and Building Services Department at (905) 478-4282, Ext. 1250. 10.3 INTERVIEWS Town staff will review the Proposals and conduct interviews, as required. The General Manager of Planning and Building Services will submit a report to Council recommending approval of the selected consultant and the recommended study program. 11. ITEMS TO BE ADDRESSED IN THE PROPOSAL 11.1 METHODOLOGY A detailed description of the key elements of the approach that will be employed by the consultant in undertaking the study as outlined in the for the Zoning By-law Review. The consultant shall also outline any Town/municipal resources which may be required to complete the study. 11.2 WORK PLAN/SCHEDULE A specific timetable and work plan for the various phases of the project and a deadline for the submission of any reports. The proposed work schedule shall be based upon elapsed time in weeks including the tentative completion date for each phase. The work plan will also detail the work of each sub-consultant. The Consultant should address the completion of the entire Study within a maximum 8-10 month time frame. 11.3 PROPOSED PROJECT STAFF Information on the individual(s) who will be assigned to the project including: academic/formal training; past relevant experience including experience providing expert testimony before the Ontario Municipal Board; and specific roles and responsibilities which will be assigned to each person involved. 11.4 SUMMARY OF RELEVANT EXPERIENCE The proposal is to include a listing of recent and current planning projects undertaken by the consultant and each sub-consultant. For each project cited, include: Page 5
name of the project; name of the client organization (listed organizations will be used as references); duration of the study approximate total cost; and brief (one or two sentences) description of the project. 11.5 COSTS Total Project Cost (including disbursements and H.S.T.) and an upset limit to adequately address the preparation of the Study and all matters itemized in the and to cover all disbursements, and H.S.T., and all items listed below: the preparation of the reports identified in the ; attendance at regular Advisory Committee meetings throughout the process; the conducting of two Open Houses and one Public Meeting of Council; attendance and presentation to Council of the reports identified in the Terms of Reference; all presentation materials and reports; provision of the final Zoning By-law Review Document; provision of all originals of reports and presentation materials to the Town; preparation of all notices required for advertising the open houses, the public meeting, and the notice of decision; and per diem or hourly rates for all proposed project staff together with the approximate time to be spent by each staff member on the project. Proposals shall not exceed an upset limit of $100,000 including all disbursements and H.S.T. All sub-consultants and their fees must be identified and costs included in the upset limit. The Consultant shall provide a per hour cost estimate for additional work relating to the adoption of the new Zoning By-law Review beyond the point of Council approval and presentation before the Ontario Municipal Board, if required. Invoicing will be required on a monthly basis. The Town will be responsible for the cost of all public notification associated with the Study for all Open Houses and the formal Public Meeting. The Town shall also be responsible for the costs of reproduction of the reports subject to the consultant providing the original of all reports. 11.6 POTENTIAL CONFLICT OF INTEREST The consultant shall identify any potential conflicts that the consultant and/or subconsultants may have as outlined in section 9.1. Page 6
11.7 CURRENT PROJECT COMMITMENTS The consultant shall list current project commitments, including available time and resource dedication to this study. 11.8 SUB-CONSULTANTS The consultant shall identify sub-consultants, if required, and their fees. These costs shall be paid for and supervised by the consultant. 11.9 ADDITIONAL TASKS All additional tasks suggested by the consultant which are not specifically referred to in the must be identified. 12. CONSULTANT SELECTION AND AWARDING OF CONTRACT The appointment of the successful consultant shall be in accordance with a selection process carried out by Town staff, with Council authorizing final selection. The selected consultant will be required to sign a contractual agreement with the Town of East Gwillimbury. The Town reserves the right not to award the contract to any proponent/bidder/applicant. Page 7
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