REQUEST FOR PROPOSAL No. 1357 NANAIMO … RFP... · 2012. 8. 2. · to the closing time of 3:00 PM, Pacific Time, August 24, 2012. Proposals received after the noted due time will

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REQUEST FOR PROPOSAL No. 1357

NANAIMO TRANSPORTATION MASTER PLAN

Issue date: August 2nd, 2012

Closing location: Purchasing Department

2020 Labieux Road Nanaimo, B.C.

V9T 6J9

City Contact: City of Nanaimo - Purchasing Department

Email: [email protected]

Closing Date and Time: Responses must be received at the Purchasing Department prior to 3:00PM

Pacific Time on Friday August 24th, 2012

Proposals will not be opened in Public

mailto:[email protected]

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CITY OF NANAIMO REQUEST FOR PROPOSAL No. 1357

NANAIMO TRANSPORTATION MASTER PLAN Table of Contents INSTRUCTIONS TO PROPONENTS ................................................................................................................. 3

1.1 Closing Date/Time/Location ......................................................................................................... 3 1.2 Communications and Enquiries .................................................................................................... 3 1.3 Cover Letter & Signature............................................................................................................... 4 1.4 Amendment to Proposals ............................................................................................................. 4 1.5 Addenda ........................................................................................................................................ 4 1.6 Withdrawal of Proposals ............................................................................................................... 4 1.7 Irrevocability ................................................................................................................................. 4 1.8 Ownership of Proposals ................................................................................................................ 4

2 TERMINOLOGY ...................................................................................................................................... 4 3 OVERVIEW ............................................................................................................................................. 5 4 BACKGROUND/CONTEXT ...................................................................................................................... 5

4.1 Jurisdictions and Study Area ......................................................................................................... 6 5 BACKGROUND DOCUMENTS, DATA RESOURCES AND TRANSPORTATION PLANNING TOOLS ............ 8

5.1 Background Documents ................................................................................................................ 8 5.2 Data Resources ............................................................................................................................. 8 5.3 Transportation Planning Tools ...................................................................................................... 9

6 DELIVERABLES ..................................................................................................................................... 11 6.1 General Requirements ................................................................................................................ 11 6.2 Specific Deliverables ................................................................................................................... 11 6.3 Report Structure ......................................................................................................................... 15

7 PROJECT TEAM .................................................................................................................................... 16 8 FURTHER CONSIDERATIONS ............................................................................................................... 16

8.1 Health and Safety ........................................................................................................................ 16 8.2 Optional Tasks ............................................................................................................................. 16 8.3 Document and Files Format ........................................................................................................ 16

9 BUDGET AND RFP SCHEDULE .............................................................................................................. 17 9.1 Proposed Budget ......................................................................................................................... 17 9.2 Schedule ...................................................................................................................................... 17

10 PROPOSAL CONTENT .......................................................................................................................... 17 10.1 Selection Process ........................................................................................................................ 18

Schedule A – NTMP Terms of Reference .................................................................................................... 19 Schedule B - Client Consultant Agreement ................................................................................................. 20 Schedule C – Proposal Evaluation Form ..................................................................................................... 21 Schedule D – Preliminary Stakeholder List ................................................................................................. 22 Schedule E - RDN Transit Future Plan Terms of Reference.......................................................................23

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INSTRUCTIONS TO PROPONENTS

1.1 Closing Date/Time/Location It is the sole responsibility of the Proponent to submit their Proposal to the Purchasing Department prior to the closing time of 3:00 PM, Pacific Time, August 24, 2012. Proposals received after the noted due time will not be considered. The wall clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals whether by hand/courier delivery, or email.

Proposals shall be received for by one of the following two (2) methods:

i. By hand/courier delivery: One (1) hard copy of the Proposal should be enclosed and sealed in an envelope clearly marked: “RFP No.1357 Nanaimo Transportation Master Plan” along with one (1) electronic version on DVD or USB flash drive delivered and addressed to the Purchasing Department, City of Nanaimo, 2020 Labieux Road, Nanaimo, B.C., V9T 6J9.

ii. By Email: At the only acceptable electronic address:

[email protected] Please note: Maximum email file size limit is 8MB, or less. 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. It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their Proposal prior to the posted closing date and time.

Late Proposals WILL NOT be accepted.

Proposals received by facsimile WILL NOT be accepted. All costs to prepare the Proposal shall be borne solely by the Proponent.

1.2 Communications and Enquiries All technical enquiries regarding this RFP are to be directed in writing by email, to the following department. Information obtained from any other source is not official and should not be relied upon. Enquiries and responses will be recorded and will be distributed directly to all Proponents that return the “Receipt Confirmation Form” contained in Appendix D.

Work Scope Enquiries City of Nanaimo - Purchasing Department

Email: [email protected]

Questions are to be submitted in writing before end of business day on Friday, August 17, 2012. The City reserves the right not to answer questions after the end of business day, Friday, August 17, 2012.

mailto:[email protected]:[email protected]

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1.3 Cover Letter & Signature The Proposal should include a cover letter signed by a person authorized to legally bind the Proponent to the statements made in the Response to this RFP.

1.4 Amendment to Proposals Proposals may be amended in writing and delivered to the closing location before the closing time but not after. Such amendments should be signed by the authorized signatory of the Proponent and either hand delivered or emailed to the Purchasing Department.

1.5 Addenda If the City determines that an amendment is required to this RFP, the City will send an electronic copy of the written addendum to each of the invited Proponents. Each addendum will be incorporated into and become part of the RFP. No amendment of any kind to the RFP is effective unless it is contained in a written addendum issued by the City’s Purchasing Department.

1.6 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 City’s Purchasing Department.

1.7 Irrevocability All Proposals are irrevocable for a period of (60) business days from the closing date.

1.8 Ownership of Proposals All Proposals, including attachments and any documentation, submitted to and accepted by the City in response to this RFP become the property of the City.

2 TERMINOLOGY Throughout this Request for Proposal (RFP), the following terminology is used:

- Consultant” means the successful proponent to the RFP who enters into a written contract with the City of Nanaimo

- “Proponent” means an individual or a company that submits, or intends to submit, a proposal in response to this RFP“

- “City” means the City of Nanaimo - “RDN” means the Regional District of Nanaimo - “RGS” or “Regional Growth Strategy” refers to the Regional District of Nanaimo - Regional

Growth Strategy (2011). - “OCP” or “Official Community Plan” refers to the most recent consolidated version of the City of

Nanaimo’s Official Community Plan, planNanaimo. - “Study Area” is defined as areas encompassed by the City of Nanaimo boundary. - “TAZ” means Traffic Analysis Zone - “NTMP” means Nanaimo Transportation Master Plan

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3 OVERVIEW The City of Nanaimo is seeking to develop a transportation master plan to describe, quantify and assess the City’s future transportation network and policy. Through this RFP the City of Nanaimo (CoN) is seeking proposals from qualified Consultants with expertise in transportation planning, public consultation, data analysis and travel demand modeling, non-motorized transportation and transit to undertake the works described within this document for completion by the end of 2013.

4 BACKGROUND/CONTEXT The City of Nanaimo is located on the east coast of Vancouver Island approximately 110km north of Victoria and 60km west of Vancouver over Georgia Strait. The City is the largest City within the North/Central Island; it is located within the Regional District of Nanaimo. Between 2006 and 2011 the City’s population grew by 6.5% to 83,810 within a regional population of 146,574. The City is a regional employment and commercial centre and is one of two major transportation gateways to Vancouver Island from the British Columbia Mainland.

The Nanaimo Transportation Master Plan (NTMP) will be the City’s first comprehensive multi-modal transportation plan. The Plan was initially identified within the City’s OCP, planNanaimo, as a priority project in 2008. In 2010 Council created a Transportation Advisory Committee to support the development and implementation of a Transportation Master Plan. This committee has had a key role in preparation for the Plan and will actively participate in the Plan development process.

In the summer of 2011 the City conducted a pre-plan consultation process to seek early input on Plan priorities. In 2012, transportation and mobility was identified by the public and other process participants as one of six strategic priorities (to be focused on in the next 3-5 years) within the City’s recently adopted Strategic Plan. Through these processes a strong emphasis on sustainability and reducing the City’s dependence on travel by personal automobile has been consistently identified as a priority objective.

In preparation for the Plan the City undertook a comprehensive data collection program and development of a travel demand forecasting model starting in the spring of 2012. This work is currently approaching completion and it is expected that results will be available by the end of August; development of the travel demand forecasting model will continue over the summer with expected completion by mid-Fall. Transportation data sets and model should be used to support evidence based decision making.

Through a concurrent process, the Regional District of Nanaimo (Transit Operator) and BC Transit are undertaking a Transit Future’s Plan for the RDN service area, including the City of Nanaimo in 2012/13. The Transit Future plan will occur in coordination with the NTMP process.

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4.1 Jurisdictions and Study Area The successful execution of the Nanaimo Transportation Master Plan will require addressing transportation issues within the City, between the City and adjacent jurisdictions and external connections between the City, and other parts of Vancouver Island and the BC Mainland. While the majority of effort will focus on issues within the City flexibility will be required to address issues beyond.

4.1.1 Study Area

The NTMP Study Area is defined as all areas within the boundaries of the City of Nanaimo. While it is expected that the majority of effort will be focus on issues within the City, some issues will require consideration of areas outside the Study Area. In particular, to better understand interactions between the City and adjacent jurisdictions, the City has extended the coverage of its travel demand forecasting model and data collection program to include the District of Lantzville and portions of the RDN and CVRD. The jurisdictions below, the Study Area and model extents are shown in Figure 1.

4.1.2 Jurisdictions

4.1.2.1 City of Nanaimo All public roadways within the City of Nanaimo boundary with the exception of Highway 19 (Nanaimo Parkway), Highway 19A (Island Hwy N / Brechin Rd) and Highway 1 (Island Hwy S, Nicol St, Terminal Ave (South of Stewart Ave), Stewart Ave) are under the jurisdiction of the City of Nanaimo.

4.1.2.2 District of Lantzville The District of Lantzville (municipality) is located just north of Nanaimo. All public roadways within the District boundaries with the exception of Highway 19 (Island Hwy) are under the District’s jurisdiction.

4.1.2.3 Regional District of Nanaimo – Transit The Regional District of Nanaimo has no jurisdiction over roadways but does operate the regional transit system that extends throughout the RDN. The majority of RDN’s service is provided within the City.

4.1.2.4 Ministry of Transportation and Infrastructure All public roadways located outside of the City of Nanaimo or District of Lantzville are under the jurisdiction of the Ministry of Transportation and Infrastructure. In addition, the Ministry has jurisdiction over all provincial highways (Routes 1, 19, 19A).

4.1.2.5 BC Ferries BC Ferries operates three ferry routes within the Study Area connecting Nanaimo to the BC Mainland (Duke Point – Tsawwassen, Departure Bay – Horseshoe Bay) and Gabriola Island (Nanaimo Harbour - Gabriola Island).

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4.1.3 Transportation Model Area

Boundaries of the travel demand forecasting model and data collection program (screenlines/trip diary) have been established to include areas of significant interaction with the City’s transportation system and to take advantage of simplifications within the regional road network. The resulting Transportation model Area generally conforms to the boundaries of RDN Areas A/C, the City of Nanaimo, District of Lantzville and Snuneymuxw and Nanoose First Nations but does include some portions of the Cowichan Valley Regional District (CVRD) and does not include portions of RDN Area C; see Figure 1 below. The resulting survey area has only five external gateways (3 ferries [Duke Point, Departure Bay and Gabriola Island], 2 highways [Hwy 19 North/Hwy 1 South]).

Figure 1 - Study Area / Model Extents

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5 BACKGROUND DOCUMENTS, DATA RESOURCES AND TRANSPORTATION PLANNING TOOLS

5.1 Background Documents 5.1.1 Official Community Plans and Strategic Plan

• Nanaimo Strategic Plan (July 2012) • Official Community Plan - City of Nanaimo - planNanaimo (2008) including amendments to June

2012 • Regional Growth Strategy - Regional District of Nanaimo - Regional Growth Strategy (Bylaw

1615, 2011)

5.1.2 Other Landuse Planning

• City of Nanaimo - Zoning Bylaw 4500 (2011) • City of Nanaimo – Newcastle + Brechin Neighbourhood Plan (2011) • City of Nanaimo - South End Neighbourhood Plan (2010) • City of Nanaimo – Departure Bay Neighbourhood Plan (2006) • City of Nanaimo - Nanaimo Downtown Plan (2002) • City of Nanaimo – Downtown Plan (2002) • City of Nanaimo – Rocky Point, Hammond Bay, Stevenson Point Neighbourhood Plan (2000) • City of Nanaimo – Chase River Neighbourhood Plan (1999) • Vancouver Island University – Campus Master Plan (2010) • Nanaimo Regional General Hospital - Master Site Development Plan (2010) • Linley Valley Traffic Study and Park Plan (2005) • SandStone Master Plan (2009) • OceanView Master Plan (2009) • Cable Bay – 1060 Phoenix Way – OCP Amendment Application (2010)

5.1.3 Transportation / GHG-Energy Planning

• NTMP Pre-Plan Consultation Results Summary • Nanaimo City Updated 2007 Community Energy and Emissions Inventory • Parking Management Study, Dec 2009, Opus

5.2 Data Resources 5.2.1 Population and Employment Trends and Projections (2001-2041)

• Population, household and employment estimates/projections by small geographic unit (traffic analysis zone) between 2001 and 2041 within the Transportation Model Area. Population estimates/projections include breakdown by age and sex, employment broken down by broad industry category (6). Future growth patterns are based on business as usual (BAU) scenario informed by existing policies and trends.

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5.2.2 Transportation Screenline Survey

• A comprehensive screenline survey of vehicle, transit and in some cases pedestrian/cycling traffic throughout the City and model extents. Fifteen screenlines with 50+ count stations were surveyed in the spring of 2012. The survey also included a peak-period estimate of transit boarding and alighting patterns and external to external trip patterns between gateways.

• Screenline Survey – Technical Report and database

5.2.3 Household Travel Survey

• Household Travel Survey – Technical Report • Household Travel Survey – Interpretative Report • Household Travel Survey – Database • Transit Onboard OD Survey – Report and database • BC Ferries Onboard Survey - Report and database

5.2.4 Other Data Resources

• The City of Nanaimo maintains information related to land use planning, zoning, business activity, development activity and other items under the jurisdiction of local government. Where possible the City will work with the consultant to provide access to this data where it could be used to assist in completion of the work package. The City has an extensive GIS open data available to download from the city website:

http://www.nanaimo.ca/EN/main/departments/Engineering-Public-Works/GIS/DigitalData.html

5.3 Transportation Planning Tools

5.3.1 Travel Demand Forecasting Model

The City is developing a travel demand forecasting model using the EMME/3 platform. The model’s extents include the City and adjacent areas as shown in Exhibit 2. The base geographic unit used for both the model and household travel survey were 229 traffic analysis zones. The model includes four base scenarios, an existing base year scenario (2012) and three future analysis horizons (2021, 31 and 41). Future analysis horizons are based on a business as usual (BAU) scenario being developed based on existing policy and land-use trends, as well as, existing planned network improvements. The model includes personal auto and transit modes as well as bicycle and pedestrian trip matrices.

http://www.nanaimo.ca/EN/main/departments/Engineering-Public-Works/GIS/DigitalData.html

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Figure 2 - Transportation Model / Household Travel Survey - Traffic Analysis Zones

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6 DELIVERABLES

6.1 General Requirements

The City of Nanaimo is seeking services of a consulting firm, or consortium of firms to prepare a Transportation Master Plan for the City. This plan, the Nanaimo Transportation Master Plan (NTMP), will reflect the City’s desire to develop alternatives to travel by personal automobile as expressed within the City’s Official Community Plan, Strategic Plan and highlighted through consultation over the last five years.

In consultation with the City’s Transportation Advisory Committee a Terms of Reference has been developed outlining issues to be addressed through the NTMP process. Proposals should address all issues identified within the Terms of Reference (Schedule A).

Through consultation, the Terms of Reference should be confirmed; the proposed project approach should facilitate adjustments to scope to reflect consultation input; flexibility to adapt to new issues should be demonstrated within proposals.

Additional requirements for specific deliverables have been described in more detail below. This list of deliverables is not exhaustive and does not constitute a full addressing of the Terms of Reference. It is expected the successful consultant will deliver these defined deliverables within a larger scope of work as defined in the terms of reference.

The successful consultant will possess the requisite technical skills to deal with the complex matters to be addressed in the NTMP process and will be required to work directly with City staff, the public, agencies, and stakeholders in a professional manner. In addition to technical qualifications, the consultant must exhibit such skills as timeliness, diplomacy, tact, strong communication ability (both written and verbal), and an understanding of the municipal culture.

6.2 Specific Deliverables 6.2.1 Communications and Consultation Plan

Consultation and communication will be major components of the NTMP process. All proposals should include a comprehensive communication and consultation plan that is fully integrated with the NTMP development process; the format, timing and scope of consultation/communication activities should be described. The consultation/communication plan should address all stakeholders and specifically address;

• Nanaimo residents and businesses, • transportation providers, community organizations and government agencies, and • the Transportation Advisory Committee / Council.

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Communication with staff and specifically the Technical Working Group should also be described within the proposal. Support for regular staff reporting to monthly TAC committee meetings is expected. A list of potential stakeholders is attached in Schedule D.

The City has developed an electronic mailing list and web portal as part of previous NTMP phases. It is expected that the successful proponent will utilize this web site as the primary point of contact with process participants. The City also supports the use of social media platforms such as Facebook and Twitter as communication tools. For participants that do not have web access, alternative non-electronic communication channels must be accommodated.

The consultant will be responsible for proposing a site structure and content, creating content, managing the site and archiving results during the Plan process. The nature of access to the City’s website content management system will be subject to further discussion with the City’s Information Technology department. Proposals should include a general description and examples of proposed site layout, functionality and content.

If a proponent wishes to use an alternative web strategy/tool (i.e. placeSpeak) they may submit an optional task describing their strategy, including associated costs.

Concurrent with the NTMP process, BC Transit and the RDN will be conducting a parallel transit planning process (Transit Futures Plan), including consultation, for the RDN transit system. In discussion with BC / RDN Transit two broad based public consultation phases have been proposed;

• Phase 1 during mid-October 2012 will seek to share information on current conditions and establish the Plan’s vision and principles; draft goals and objectives will also be developed, and

• Phase 2 in the spring of 2013 will present key findings, draft strategies and direction.

The successful consultant will be required to work with BC / RDN Transit to develop a coordinated consultation approach. It is anticipated that the City, BC Transit and RDN Transit will work collaboratively on development of a transit network concept within the City.

Proposals should include, but not be limited to the above consultation components. Additional consultation elements will likely be required to complete the plan development process, including review of the draft and adoption of the final plan.

Proposals should include regular project status meetings with City staff. In addition provision for up to five presentations to the Transportation Advisory Committee and/or City Council should be provided. Potential meeting times could include:

• A kick-off meeting at the beginning of the project, presenting the work plan, approach, time line and deliverables.

• Presentation of findings from the first public consultation phase. • Presentation of findings from the second public consultation phase. • Presentation of the Plan for Committee/Council consideration.

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An upset price should be included in the proposal for additional committee/council presentations.

6.2.2 Current Conditions / Issues Identification Summary

An interim report will be required outlining existing conditions, identified issues, the Plan vision and principles and draft goals and objectives. The report will summarize the Phase 1 consultation process, its outcomes and would include presentations to the Transportation Advisory Committee and City Council.

6.2.3 Principles, Vision, Goals and Objectives

The successful consultant will be required to develop a vision for the City’s transportation network as outlined in the NTMP Terms of Reference. Draft plan principles have been derived from existing policy and consultation; they should be confirmed. Both vision and principles, coupled with draft goals and objectives should be presented for stakeholder feedback during the Phase 1 consultation process.

While the Plan vision and principles will be general in nature, goals and objectives should be specific measurable targets against which strategies, policies and actions can be developed. Goals and objectives will be required for all Areas of Focus and should be selected to allow for future monitoring of Plan progress.

6.2.4 Transportation Master Plan Elements

The NTMP Terms of Reference provide guidance on issues to be addressed, by Areas of Focus, through the plan development process. In addition, specific deliverables have been identified for each area. Proponents should include the following specific deliverables within a larger scope of work to address the overall Terms of Reference.

6.2.5 Recommended Future Road/Transit Network Concept

The City’s travel demand forecasting model will include a future network scenario (future BAU) based on existing identified improvement projects; this network concept has not been rigorously assessed for future performance. Through the NTMP the City wishes to develop a future road/transit network concept that will best meet the City’s transportation goals and objectives over the next 20+ years. A future road/transit network shall be developed for each model planning horizon (2021, 31, 41) that reflects the NTMP’s vision principles, goals and objectives. The proposed transit network shall be coordinated with the RDN / BC Transit - Transit Futures Plan process occurring concurrently. Network improvements shall be documented, with estimated costs and expected performance. Network improvements could include both increases and reductions in road capacity. Documentation should be provided to link network improvements to the Plan’s goals and objectives. The cost, performance and prioritization of improvements should be included. A preferred model scenario reflecting proposed network improvements shall be developed by the consultant.

6.2.6 Alternate Land-use Scenario / Network Concept

The successful consultant will be responsible for development of a policy based land-use scenario (business as usual scenario to be provided) to explore potential travel demand changes related to

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alternate land use scenarios. Development of the scenario will be undertaken in consultation with the City. Analysis should assess changes in travel demand and transportation network performance. A corresponding alternative future network scenario will be developed with estimated performance and costs. A preferred model scenario reflecting proposed land use and network improvements shall be developed by the consultant.

An upset cost shall be provided for additional land use scenarios that the City may wish to develop and asses.

6.2.7 Major Road Network

Based on recommended future road/transit network, land use, and other policy considerations review and propose updates as required to the City’s road classification system.

Review the City’s standard road cross-sections and identify improvements that could better accommodate pedestrians, cyclists and other vulnerable road users while supporting Plan goals and objectives. Provide direction for future road cross section updates.

Review the City’s truck route network to ensure it provides appropriate access to key commercial / industrial areas while minimizing impacts on residents, businesses and other road users. Propose an updated truck route network for the City.

6.2.8 Transit Network and Policies

Based on results from the BC / RDN Transit – Transit Futures Plan (See Schedule E), assess and present a core transit network concept for each planning horizon (2021, 31, 41). Define key transit corridors, routes and service levels. While the transit concept will be based on work undertaken by BC / RDN Transit through their Transit Futures Plan, additional analysis and amendment of the concept may be undertaken based on discussion with the City. Linkages to City policies (ie land use) and infrastructure should be identified and addressed. Development of policy, actions and strategies that the City can undertake within its jurisdiction to support greater transit use and the core transit concept should be defined.

Support to City staff through the definition of the location, scope and characteristics of exchanges; and specifically the downtown transit exchange will be required.

6.2.9 Supporting Intermodal Connectivity

Identify opportunities for increasing connectivity between all public transport modes (including but not limited to public transit). Describe policies, actions and strategies that could be implemented; including specific potential projects or locations, to maximize intermodal connections.

6.2.10 Cycling Network

Develop and present background information on current cycling conditions and trends in the City. Develop specific principles, goals and objectives for the cycling network. Present a palette of potential cycling facilities and treatments that could be used to further develop the cycling network and provide

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guidance on use. Develop a future cycling network concept, including facility type (general), element priority by planning horizon and costs.

6.2.11 Pedestrian Policies and Guidelines

Identify priority areas for pedestrian improvements. Provide guidance on increasing pedestrian trips within the context of neighbourhoods/local streets, major roads and development sites; specifically address road cross-section and neighbourhood layout issues. Address changes in pedestrians related to aging population and motorized mobility devices. Provide direction for development of future pedestrian facility guidelines / neighbourhood street network guidelines.

6.2.12 Neighbourhood Transportation Guidelines

Provide specific guidance on how to improve pedestrian and cycling environment within new and existing neighbourhoods including guidelines on neighbourhood road network layout patterns, road cross-sections, traffic calming, on-street parking and additional pedestrian/cycling connectivity.

6.2.13 Parking

Review existing policy and documents. Develop policy for on-street parking within both residential and commercial developments across a range of densities. Provide guidance for addressing on-street parking demand within residential areas adjacent to large parking generators such as Vancouver Island University, Nanaimo Regional General Hospitals and Downtown. Describe how the proposed parking policies and strategies will help to achieve NTMP goals and objectives.

6.2.14 External Connections

Provide a summary of current connections between Nanaimo, the BC Mainland and other points on Vancouver Island. For each major connection provide estimated costs, travel time and frequency of service for each mode of travel provided. Explore opportunities for improved connections and estimate potential benefits to the City; provide policies to support such connections.

6.3 Report Structure The Nanaimo Transportation Master Plan report should be comprehensive in nature and fully document the plan development process, existing and future conditions, the vision, principles, goals and objectives of the Plan. It should describe specific targets, strategies and policies to be adopted by subject area. A monitoring framework and assessment of financial implications should also be provided.

All public deliverables, including the Plan, should use accessible language and avoid technical jargon. The use of graphic content is preferred over tabular presentation. Proposals should include examples demonstrating the proposed document style.

Report recommendations should be evidence based and should utilize Nanaimo specific data where possible and recommendations should reflect consultation input.

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7 PROJECT TEAM Project teams should include all the skill sets required to address the wide range of transportation issues outlined within this document and to be addressed in the NTMP process. Proponents should ensure individuals with specific skills and experience in the following areas are included in their teams:

• Transportation Planning • Active Transportation (Pedestrian and Cycling) • Geographic Information Systems (GIS) • Transportation Modeling • Communications / Consultation

8 FURTHER CONSIDERATIONS

8.1 Health and Safety All proposals shall include a health and safety plan for field operations. If the proposed methodology results in a multi-party work site then the successful consultant shall accept the role of prime consultant.

8.2 Optional Tasks If the proponent identifies additional work tasks that are not described in this this document but that the proponent feels would bring value to the Transportation Master Plan process they may include such items as optional tasks. The scope, cost and impact on schedule should be included for each optional task.

8.3 Document and Files Format Document Type Preferred File Format Written Documents Microsoft Word 2007 Spreadsheets Microsoft Excel 2007 Technical Drawings Autodesk AutoCAD 2011 Graphics Adobe Photophop, Adobe InDesign, Adobe Illustrator, Microsoft

Visio 2007 Mapping ArcMap 9 Database Microsoft Access 2007

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9 BUDGET AND RFP SCHEDULE

9.1 Proposed Budget The total available budget for the development of the NTMP is $170,000 including HST. Proponents should provide a cost breakdown by milestones and deliverables as well as unit rates for team members. The budget listed above is the City’s target cost for this project. The City will not preclude proposals above the target budget if the proponent deems it is required to complete the project scope. However, all proposals will be evaluated consistent with the evaluation table in Schedule C.

9.2 Schedule The schedule below describes the overall time line for developing the NTMP. The proponent should take into account a week to two weeks as a response time for reports / deliverables depending on the size of the report / deliverable. As part of the proposal, proponents are required to comment on the suggested timeline and to provide a detailed timeline for their work.

9.2.1 Anticipated milestone dates key Dates

The City reserves the right to adjust dates as required. Phase 1 and 2 consultation will require coordination with the RDN / BC Transit.

Procurement Phase August 2, 2012 RFP Release August 17, 2012 Last day for questions – RFP August 24, 2012 Proposals Due August 31, 2012 Selection of Final Two September 6, 2012 Final Two Presentations Project Phase September 12, 2012 Project Start October 22, 2012 Phase I Consultation with RDN / BC Transit November 2012 Current Conditions + Issues Identification Report April 2013 Draft Strategies / Directions Report May 2013 Phase II Consultation with RDN / BC Transit July 2013 Draft Plan Report September 2013 Draft Plan - Final Consultation / Presentation to TAC / Council November 2013 Final Report – Presentation to TAC / Council

10 PROPOSAL CONTENT Proponents are asked to provide a reply to each point throughout the RFP and Terms of Reference. The Proponent must identify any specific provisions with which it is unwilling or unable to comply.

A Response submitted must be in enough detail to allow The City to determine the Proponent’s position from the documents received. Every effort should be made to include complete details of services your firm would provide.

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RFP responses should include:

• A listing of corporate and team experience in transportation planning, transportation master plan development, public consultation, sustainable transportation and transportation modelling. Provide examples of similar projects. Provide references for similar work.

• A listing of key team members, their experience and key skill sets including CV, rates, availability and project effort allocation. Provide a description of the roles and responsibilities of team members.

• A summary of your teams understanding of the project. • Using the City’s scope of work as a starting point, provide a description of proposed project

methodology for each major component. • A description of proposed reporting format and content. • Demonstrate how the proposed methodology and team can deliver the project within the

project schedule. • A listing of sub-consultants and their relevant experience, sub-consultants role and function

and sub-consultant fees. • Allowance for HST. • Breakdown of cost/effort by task and key team member. For the evaluation of proposals the

total combined price of all the core elements will be considered.

Business Name - Proposals should be in the official name of the firm or individual under which business is conducted (showing official business address) and should be signed by a person duly authorized to legally bind the person, partnership, company or corporation submitting the proposal.

10.1 Selection Process

The City will review valid proposals consistent with Schedule C. Based on that evaluation two proponents will be invited to an interview/presentation session with the City. The City will then select a preferred proponent. The proponents invited for presentations, should include at a minimum the project manager and the communication consultant.

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Schedule A – NTMP Terms of Reference

Page | 1 Nanaimo Transportation Master Plan - Terms of Reference

G:\CONTRACTS\1000 TO 1500\1357 NANAIMO TRANSPORTATION MASTER PLAN\WORKING DOCUMENTS\NTMP TERMS OF REFERENCE-FINAL.DOCX

NANAIMO TRANSPORTATION MASTER PLAN TERMS OF REFERENCE

Introduction

The City of Nanaimo is developing a multi-model strategic transportation plan, the Nanaimo Transportation Master Plan (NTMP), which will guide the City’s transportation choices over the next 5, 10 and 20 years. Preparation for the plan has already begun; this spring the City completed a comprehensive data collection program to better understand how we move through the City today. The next phase of the Plan, plan development, will start this fall.

A significant consultation process will seek input from the public, council, transportation professionals, staff and stakeholders and in combination with direction from Council’s Strategic Plan, the Official Community Plan (OCP) and other City policies. The Plan will develop clear transportation goals and objectives and provide a road map to achieve them over the next 20 years.

Through the OCP, Strategic Plan and other City policies residents have expressed a strong desire to move towards a more sustainable mix of transportation options, to make neighbourhood streets friendlier, to improve road safety, to support walking and cycling, to improve transit and the willingness to increase density to reduce sprawl and create more vibrant neighbourhoods. The NTMP will provide a bridge between these community objectives and transportation policies, strategies and actions to achieve them.

Ultimately the Plan will be a catalyst for change and that will help us achieve our future transportation vision for Nanaimo.

“The City is committed to comprehensive transportation/mobility planning and management that furthers planNANAIMO goals related to mobility options, reduced dependency on the car, and integration of land use and mobility planning. The City also accepts the visionary challenge of positioning Nanaimo as the transportation and service hub for Vancouver Island and is willing to work with partners to enhance external bus, rail, ferry, air connections to Vancouver, Victoria and the world.” City of Nanaimo – Strategic Plan (2012)

Terms of Reference

The purpose of this document is to:

Provide a general overview of the proposed Nanaimo Transportation Master Plan objectives and process. Once a planning consultant has been engaged a final workplan will be developed.

Outline project phases, scope, structure, and timeline.

Describe the participation and consultation processes that will be used to engage and gather input from internal and external stakeholders



Drivers of Change

While creation of a comprehensive transportation plan for the City was identified in the 2008 OCP the need for a plan has been driven by a number of important challenges facing the City moving into future.

• A Growing Community - Nanaimo is growing; it is projected that the City will add about 30,000 new residents (35% growth) by 2030. Additional residents, services and employment will generate more demand on our transportation network and our network will become more complex.

• Aging Population - As a community we are aging, as we do, our travel patterns and needs are changing; we need to prepare for these changes and adapt our transportation system to better accommodate older users.

• Health –More sedentary lifestyles are having negative impacts on our health. By shifting from cars to active transportation modes we can improve our health outcomes and quality of life.

• Economy – An efficient transportation network is a key component of a vibrant economy. Nanaimo’s role as a tourism gateway to Vancouver Island and regional distribution hub for goods and services is dependent on maintaining strong internal and external linkages to the Mainland and the rest of Vancouver Island.

• Greenhouse Gas Emissions / Environment - Our greenhouse gas emissions are some of the highest on the Island and more than 70% of our emissions are from transportation. We’ve committed to reducing them; changes to our transportation system need to be part of the solution.

• Asset Management – The cost to replace our existing infrastructure as it ages and eventually reaches the end of its life will burden future residents. We can reduce this impact by making smarter transportation choices; reducing the need for new infrastructure and lowering ongoing operating costs.

Key Plan Components

While the content of the plan will change and respond to input provided though consultation the general structure, schedule and key plan components can be defined now. The NTMP plan development process should deliver:

• A long term vision for the City’s internal and external transportation network over the next 20 years. This vision should express what type of transportation system the City wants and how the system will improve the quality of life for the City’s residents, visitors and businesses.



• To define transportation objectives for the City that support and complement the transportation vision and other City goals and objectives. Monitoring should be developed to assess our progress, and results reported out regularly to inform Council and the public.

• To develop transportation policies/strategies that support, encourage and facilitate the plan’s vision and objectives. As a strategic plan, the NTMP will include strategies at varying levels of detail; some recommendations will define future work tasks, others will provide general policy or advocate specific actions.

• To develop a Transportation Master Plan Report that articulates and documents the results of this process and that staff, council and the community can use to achieve our transportation goals over the next 5, 10 and 20 years.

Draft Principles

As a starting point, some of the Plans principles can be derived from existing policy, including the new Strategic Plan and our Official Community Plan, planNanaimo. As the Plan process proceeds these principles will evolve and change through the development of a vision, objectives, strategies and content for the Plan.

• Safe– Our transportation network should be safe, it should emphasize protection of vulnerable road users and create streets that are comfortable for all road users.

• Maintain Mobility – Our transportation network needs to meet the basic mobility needs of our community. It should be efficient, allowing residents, services and goods to move around the City while minimizing infrastructure requirements and operating costs.

• Accessible – Our network should be accessible, it should accommodate those of varying income, ability and age across a wide range of travel modes.

• Connected – Transportation networks connect places; our network should emphasize connectivity, within the City, between adjacent communities and between different modes of transport to create an integrated system.

• Reduced Environmental Impact – Our network should be sustainable, it should facilitate our current need for mobility while minimizing impacts on our natural environment.

• Affordable – Our network should be affordable, now and over the long run, making efficient use of existing and future infrastructure while encouraging lower cost travel options.

Areas of Focus

While our process is just starting, through previous consultation processes and other sources we have assembled a number of questions grouped by subject area. These example questions are meant to help frame the type of issues we would expect to be addressed through the plan process but should not be considered exhaustive or complete. Through consultation, other questions will arise and some questions may fall out of focus.



In addition, as a starting point we have included a general level of effort for each subject area. This should be considered a guide derived from our current mix of transportation, the OCP, the Strategic Plan and feedback provided though previous consultation. Again through the plan development process we have the flexibility to shift our focus as required.

Pedestrians (10%)

• How are walking trips contributing to our transportation mix today and what potential is there to increase walking to help us meet our transportation objectives in the future?

• Why and where are people walking? In places where people already walking, how can we make them even better. Where limited walking is occurring, what are the barriers to walking and how can we remove them?

• How well is our existing pedestrian network and infrastructure meeting the needs of pedestrians, other pedestrian network users, and how will their needs change in the future? As the City’s population ages how can older users be better accommodated?

• How does land use and other factors impact the attractiveness of walking to make trips? How can we work within the City, with developers, with businesses, residents and stakeholders to make walking a more attractive travel option?

Cycling (10%)

• How are cycling trips contributing to our transportation mix today and what potential is there to increase cycling to help us meet our transportation objectives in the future?

• Why and where are people cycling? How well is our existing cycling network and infrastructure meeting residents’ transportation needs?

• Who is already cycling, how can we support them to cycle more? Who’s not cycling and how can we encourage them to start? What are the barriers to individuals cycling and how can we remove them?

• How could the City update its current cycling network and design guidelines to make cycling safer, more convenient and fun in the future? What are the other strategies beyond infrastructure that the City should consider?

• How does land use and other factors impact the attractiveness of cycling? How can we work within the City, with developers, with businesses, residents and stakeholders to make cycling a more attractive travel option?

Transit (5-10%)

The RDN and BC Transit will be developing a 25 year Transit Futures Plan for the entire RDN Transit system in a parallel process with the City’s Transportation Master Plan. While the RDN and BC Transit will lead the transit planning process; the City will actively participate as a key system stakeholder and coordination of public consultation and project timelines is proposed. The NTMP will include a chapter on Transit system that will answer questions such as:



• How are transit trips contributing to our transportation mix today and what potential is there to increase transit to help us meet our transportation objectives in the future?

• Why and where are people riding transit today? What strategies could maximize our future ridership? What changes to our existing transit network and infrastructure would be required to achieve our transit ridership goals?

• While the RDN is responsible for the overall transit system, how can the City improve the attractiveness of transit through its infrastructure and policies?

• How should the transit service integrate with other public transportation modes to create a cohesive transportation system? How can emerging technologies make access easier?

• Define key infrastructure components, including the Downtown Transit Exchange, which will be required to support the system over the next 20 years?

• What conditions would be required to make rail based transit viable along the E&N corridor in the future? How can the City support creation of these conditions? What interim steps could be taken in the medium term?

• How does land use and other factors impact / support transit and influence ridership? Based on projected land use patterns, which corridors are best suited for future transit investments? What land use changes could be undertaken to maximize transit ridership?

Land Use + Transportation Integration and Transportation Demand Management (TDM) (10%)

• How does land use generally impact travel choices and demand? How does land use specifically impact travel choices of Nanaimo’s residents and businesses?

• How does our current land use patterns impact travel choices, how will this change over the next 20 years?

• What are the best practices in integration in transportation – land use planning? • How can the City improve coordination between its land-use planning, development

services and transportation functions? • Beyond infrastructure and land use what role can other strategies such as education or

marketing achieve in helping the City reach its transportation objectives? How can the City help foster a culture of non-auto travel?

Neighbourhood Streets (10%)

• Neighbourhood streets are the largest public space in the City. What do Nanaimoites want from their streets beyond their utilitarian access function? How can our streets become a more positive part of our neighbourhoods, what is our vision for these streets?

• Are neighbourhood streets sufficiently supporting active transportation modes (walking and cycling) and access to transit?

• On street parking is an important element of residential streets, how much should be provided and how should this be varied by neighbourhood density and housing type.



• How should the City trade off slower speeds on neighbourhood streets against expedient access to properties for residents, emergency services and public utilities (i.e. garbage collection)?

• Should traffic calming be included by default as part of neighbourhood street development, should the City more actively retrofit existing streets with traffic calming?

• How much emphasis should be placed on access to schools, community centres, parks and other neighbourhood amenities?

Major Road Network (20-25%)

• How should the City prioritize different road users within the major road network? • Are there any changes required to the City’s current road network classification system? • Based on the City’s future land use, growth, demographics and transportation goals and

objectives; what road network improvements are required for Nanaimo in the short, medium and long term?

• What improvements should be considered to address existing road network issues; in particular to improve safety?

• How can road standards better address all road users (pedestrians, cyclists, transit, goods movement, personal auto) and support the Plans goals and objectives.

• What are the impacts of alternative network scenarios/improvements on total vehicle travel, mode split and GHG emissions?

• What sustainable transportation measures should the City consider using to assess the current and future performance of its transportation system?

Parking (5%)

• What should be the City’s general policy on on-street parking in residential areas? Should the policy vary depending on the density and form of surrounding development? What priority should the City put on developing on-street parking in existing neighbourhoods?

• What should be the City’s general policy on on-street parking in commercial areas? Should the policy vary depending on the density and form of surrounding development?

• How should the City manage parking demand from major facilities such as VIU and the Hospital; particularly where this demand spills into adjacent neighbourhoods?

Commercial Vehicles, Goods Movement and Emergency Services (5%)

• Does the City’s current truck route network and commercial vehicle policies support and connect commercial traffic within the City and allow expedient access to key commercial and industrial sites?

• How should the City balance accommodation of trucks and other large vehicles versus vulnerable road users such as pedestrians and cyclists? Should this balance change by road classification?



External Connections (5%)

• What transportation services currently connect Nanaimo residents and businesses with the rest of the province?

• How can the City support improved connections (frequent, fast and affordable) with the rest of the province to;

o support travel to/from Nanaimo by its residents and visitors, o support travel to/from the rest of Vancouver Island via Nanaimo, and o support Nanaimo’s role as a regional distribution hub for imports and exports on/off

the Island. • How can the City encourage travel options to/from the City that are consistent with desire

to shift to more sustainable travel modes and increase transportation options.

Special Projects and Areas of Study (10%)

Transportation challenges can be complex, with multiple and sometimes competing objectives. The Plan should identify parts of the transportation system that are important enough to require a more targeted approach and further study. The Plan should provide general objectives, possible measures and prioritization for each item. A possible starting list is provided below; through the plan process it is intended that this list will be amended and expanded.

• Downtown Transportation Plan • E&N Trail Completion – North, South and Downtown • Downtown Transit Exchange • Potential Corridor Plans

o Terminal Ave (Downtown, Stewart to Brechin), Stewart Ave, Nicol Street, Wakesiah Ave, Estevan Rd, Island Highway (Brechin to Lantzville)

• Newcastle Island Access

Implementation, Prioritization and Financial Impacts (5%)

• What are the financial implications of the Plan? • What budget and resource changes are required to implement the plan? • How should Plan measures be prioritised over the short, medium and long term?

Roles and Responsibilities

The overall objective of the plan development process is to create a plan that reflects community desires. A significant consultation process with the public and stakeholders will provide multiple opportunities to participate and provide feedback on the Plan. The Roles and Responsibilities section below lays out individual and groups that will guide the program throughout the process. External consulting resources will be required to complete the plan in a timely fashion.



Project Working Team consists of two staff members, Gordon Foy, Project Manager and the City’s Transportation Engineer, Amir Freund - Transportation Planner and a transportation planning consulting team. Due to the size and scope of the master plan process, a consulting team will provide the majority of resources required to undertake the plan. The majority of the Project Working Teams time will be dedicated to the Transportation Master Plan process.

Technical Working Group - consisting of technical staff from within multiple City departments and key transportation system stakeholders (eg RDN Transit, BC MoTI). The committee will provide technical feedback and support to the Project Working Team throughout the process. Members are expected to provide open, honest and constructive feedback, and should seek input from their organization and provide that feedback to the City. The multi-disciplined makeup of the team will assist in identifying issues related to all portions of the transportation system and beyond.

Transportation Advisory Committee (TAC) – TAC, a committee of council, will play a major role as the steering committee of the Transportation Master Plan process. The Project Working Team will report to TAC regularly to gain feedback on proposed plan elements and TAC members will actively participate in the Plan development activities. Participation in consultation and communication functions will be essential.

City Council – Ultimately the Nanaimo Transportation Master Plan will be validated and adopted by council. The Project Working Team will report back to council at major project milestones and seek council feedback and participation in the plan development process. The team will work with council to ultimately adopt and implement the plan in the coming years.

Schedule

The NTMP schedule envisions substantial completion of the Plan by mid next year and adoption by council by the end of 2013. This schedule facilitates coordination with the BC Transit/RDN Transit, Transit Futures Plan, which will occur concurrently throughout the RDN. Resources, feedback and information will be shared between the projects and recommendations can be coordinated.

Fall 2012 - Public Consultation (Coordinated with BC Transit/RDN Transit)

• Present transportation data to build understanding of current conditions. • Build familiarity with existing transportation policy, goals and objectives. • Collect feedback on issues and concerns with the existing transportation system. • Create vision for the future transportation system. • Create a draft set of transportation goals and objectives.



Winter 2012/13 – Development of Draft Strategies / Directions

• Review and consolidate consultation goals and objectives, vision, issues and feedback. • Prepare draft strategies and policies that address consolidated consultation feedback and

address goals and objectives. • Group draft strategies and policies into draft directions with alternatives where applicable.

Spring 2013 – Public Consultation (Coordinated with BC Transit / RDN Transit)

• Present draft directions and alternatives achieve goals and objectives. • Seek feedback on draft directions.

Summer 2013 – Draft Plan / Final Public Review

• Compile Draft Plan • Final General Consultation

Fall 2013 – Final Plan / Adoption

• Final Plan / Adoption

20

Schedule B - Client Consultant Agreement

REQUEST FOR PROPOSAL No. 1357

CONSULTING SERVICES AGREEMENT

FOR

NANAIMO TRANSPORTATION MASTER PLAN

TABLE OF CONTENTS 1.

DEFINITIONS 1

2.

SCHEDULES 3

3. 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13

SCOPE OF SERVICES Services Basic Services Services as Contract Administrator Additional Services Standard of Service Compliance with Laws Consultant’s Representative Confidentiality Sub-Consultants Key Personnel Co-operation and Coordination Hazardous Waste and Environmental Issues Workers Compensation Act (WCB)

3 3 3 4 5 5 6 6 6 6 6 6 6 7

4. 4.1 4.2 4.3

CLIENT'S DUTIES AND RESPONSIBILITIES TO THE CONSULTANT Duties and Responsibilities Client’s Representative Confidentiality

7 7 7 8

5. 5.1 5.2 5.3

FEES, RATES AND DISBURSEMENTS Fees Disbursements Sub-Consultants

8 8 8 9

6. 6.1 6.2 6.3.

PAYMENT Payment Procedures Defined Remuneration Variable Remuneration

10 10 10 10

7. 7.1 7.2 7.3

OWNERSHIP AND USE OF DOCUMENTS Service Continuity Ownership Changes to Instruments of Service

11 11 11 12

8. 8.1 8.2 8.3

INSURANCE AND LIABILITY General Insurance Requirements Additional Insurance Limits of Liability

12 12 12 12

9. INDEMNITY 12 10. 10.1 10.2 10.3 10.4 10.5 10.6 10.7

SUSPENSION AND TERMINATION By Client due of Default of the Consultant By Consultant due of Default of the Client By the Client for Own Reasons By Mutual Consent Suspension Death or Incapacity Failure to Engage Other Consultants or Sub-Consultants

13 13 13 14 14 14 14 14

11. 11.1 11.2 11.3 11.4 11.5

DISPUTE RESOLUTION Purpose Amicable Negotiation Mediation Arbitration or Litigation Disputed Fees

15 15 15 15 15 15

12. 12.1 12.2 12.3 12.4 12.5 12.6 12.7 12.8 12.9 12.10 12.11 12.12

GENERAL Notices Assignment and Successors Rights and Remedies Conflicts of Interest Independent Contractor Governing Law Headings Number Enurement Entire Agreement Unenforceability Conflicting Provisions

15 15 16 16 16 16 16 16 17 17 17 17 17

13.

OTHER CONDITIONS 17

Agreement

Between Client and Consultant (FOR USE TO RETAIN CONSULTING SERVICES ON MUNICIPAL ENGINEERING PROJECTS, INCLUDING PROJECTS USING THE MASTER MUNICIPAL CONSTRUCTION DOCUMENTS.)

THIS AGREEMENT made in duplicate this . BETWEEN: City of Nanaimo 455 Wallace Street Nanaimo BC V9R 5J6

(the "Client")

AND:

(the "Consultant") Whereas the Client intends to engage the professional services of the Consultant in connection with the following project:

RFP 1357 – NANAIMO TRANSPORTATION MASTER PLAN

(the “Project”)

The Client and the Consultant agree as follows:

DEFINITIONS 1.

Definitions 1.1 1.1.1 For the purposes of this Agreement, the following definitions will apply. (a) “Additional Services” means services provided by the Consultant which are outside the scope of Basic Services under this Agreement.

(b) “Agreement” means this Agreement between the Client and the Consultant.

(c) “Basic Services” means the services which the Consultant is required to perform as identified under Schedule A of this Agreement.

(d) “Business Day” means a day other than a Saturday, Sunday or statutory holiday in British Columbia. A Business Day will end at 5:00 p.m. on that day.

(e) “Client” means the person, firm, corporation or municipality identified on page 1 of this Agreement.

(f) “Consultant” means the person, firm or corporation identified on page

1 of this Agreement.

(g) “Contract” means an agreement between the Client and a Contractor for the performance of all or part of the Work.

(h) “Contract Administrator” means the person, if any, identified as Contract Administrator in the Contract Documents.

(i) “Contract Documents” means the documents comprising the Contract.

(j) “Contractor” means the person, firm, or corporation who has entered into a Contract with the Client.

(k) “Defined Remuneration Services” means the Services where the cost of, and the time required for, the performance of such Services can be predicted to a reasonable level of accuracy by professionals experienced in providing services similar to the Services.

(l) “Disbursement” has the meaning set out in paragraph 5.2.

(m) “Field Services” means making such visits to the Project site at intervals appropriate to the stage of the Work as reasonably necessary to enable the Consultant to ascertain whether the Contractor is carrying out the Work in general conformity with the Contract Documents.

(n) “Hazardous Materials” means any material or substance which is a “hazardous product”, “contaminant”, “toxic substance”, “deleterious substance”, “special waste”, “dangerous good” or “reportable substance” that is identified or described in or defined by an applicable statute, regulation or law.

(o) “Instruments of Service” has the meaning set out in paragraph 7.2.1.

(p) “Master Municipal Construction Documents” means the latest edition, as of the date of this Agreement, of the Master Municipal Construction Documents published by The Master Municipal Construction Documents Association. (Copies of the documents can be purchased from Support Services Unlimited, Suite 302, 1107 Homer Street, Vancouver, BC, V6B 2Y1, Tel. 681-0295, or obtained on-line from www.mmcd.net.)

(q) “Other Consultant” means a registered or licensed Professional Engineer, Architect or other specialist, other than the Consultant, engaged directly by the Client in connection with the Project.

(r) “Project” means the project identified on page 1 of this Agreement.

(s) “Proposal” means the formal or informal written submission, if any, made by the Consultant to the Client prior to the execution of this Agreement describing proposed scope of services to be provided by the Consultant, or portion of such submission, which is accepted by the Client and attached to this Agreement as Schedule D.

(t) “Services” means all services to be provided by the Consultant under this Agreement.

(u) “Sub-Consultant” means any registered or licensed Professional

Engineer, Architect or other specialist such as, without limitation, any geotechnical, environmental, legal, accounting, insurance or bonding specialist, engaged by the Consultant in connection with the Services.

(v) “Termination Expenses” means expenses reasonably and necessarily incurred by the Consultant as a direct result of the termination of this Agreement or the suspension of the Services.

(w) “Variable Remuneration Services” means the Services where the cost of, and the time required for, the performance of such Services cannot be predicted to a reasonable level of accuracy by professionals experienced in providing services similar to the Services. For illustration, Variable Remuneration Services may include: (1) negotiating real property rights required for the Project; (2) participating in public consultation processes beyond the level of effort

as may be defined in this Agreement; (3) providing Field Services beyond the level of effort as may be defined

in this Agreement; and (4) Obtaining permits, licenses or approvals for the Project from

authorities having jurisdiction.

(x) “Work” means the labour, materials and equipment to be supplied and incorporated into the Project by a Contractor under a Contract.

SCHEDULES 2.

Schedules 2.1 2.1.1 The following schedules form a part of this Agreement: (a) Schedule A - Services (b) Schedule B - Fees (c) Schedule C - Insurance (d) Schedule D - Proposal (if any) (e) Schedule E – Other Conditions (if any)

SCOPE OF SERVICES 3.

Services 3.1 3.1.1 The Consultant shall in accordance with this Agreement perform and provide the Services described in this Agreement.

Basic Services 3.2 3.2.1 Without limiting any other provision of this Agreement, the Consultant shall perform and provide the following Basic Services: (a) Review Requirements At the commencement of the performance of the Services, and from time to time during the performance of the Services, review the Client’s total requirements for the Project, and advise the Client if the requirements cannot be met within the Client’s Project budget and schedule. (b) Suggest Alternatives If requested by the Client suggest alternatives or changes to reduce the costs of the proposed Project so that the Client’s Project budget and schedule can be met.

(c) Review Client Data Generally review information and data provided by or through the Client to determine its sufficiency and applicability and immediately notify the Client of errors or deficiencies. The Consultant shall be entitled to rely on the accuracy and completeness of such information and data except to the extent it contains errors or deficiencies that would be obvious or apparent to a consultant qualified in British Columbia to perform services similar in scope, nature and complexity to the Services. The Consultant shall not be responsible for information or data provided by Other Consultants. (d) Submit Reports Submit technical memoranda, reports and drawings to the Client as necessary throughout the course of providing the Services and generally keep the Client informed in a timely manner by way of written reports on all issues relevant to the Services, including progress of the Services, any anticipated cost overruns and delays, and on decisions required to be made by the Client. (e) Notice of Other Consultants Advise the Client in a timely manner of any Other Consultant or Sub-Consultant, other than those identified in the Proposal, necessary for the performance of the Services. If the need for such Other Consultant or Sub-Consultant would not reasonably have been anticipated at the time of submitting the Proposal by a consultant qualified to perform services similar in scope, nature and complexity to the Services, then the Client shall pay the cost of any such additional Other Consultant or Sub-Consultant, but if such consultant would reasonably have anticipated the need for the Other Consultant or Sub-Consultant then the Consultant shall pay such costs. If the Client does not agree to the engagement of such Other Consultant or Sub-Consultant, then paragraph 10.7 shall apply. (f) Access to Property Advise the Client as soon as practicable of any need for access to public or private properties necessary to enable the Consultant to perform its Services. (g) Notice of Defects Respond promptly to Client’s notices of apparent defects and deficiencies in the performance of the Services. (h) Approvals, Licences and Permits Advise the Client in a timely manner of any necessary approvals, licences and permits required by authorities having jurisdiction, and provide to the Client the documentation required by authorities having jurisdiction in connection with such approvals, licences and permits. As Work proceeds, monitor compliance with the terms of such approvals, licences and permits and advise the Client of the extent of compliance.

Services as Contract Administrator

3.3 3.3.1 If the Client appoints the Consultant under Schedule A to act as the Contract Administrator under the Master Municipal Construction Documents, or to perform similar contract administration services under a Contract based on a form other than the Master Municipal Construction Documents, then the Consultant shall provide such contract administration services and shall act on behalf of the Client in that capacity, only to the extent expressly provided in the Contract Documents. Unless specifically provided otherwise in Schedule A: (a) all such contract administration services shall be deemed to be Basic Services; and

(b) all contract administration services under this paragraph 3.3.1, whether provided as Basic Services or Additional Services, shall be paid for as Variable Remuneration Services. 3.3.2 If appointed by the Client to provide contract administration services as described in paragraph 3.3.1, the Consultant shall: (a) immediately upon such appointment nominate in writing a person reasonably acceptable to the Client to undertake such services; (b) without limiting any other provision of this Agreement or the Contract Documents, inform the Client promptly of any observed defects or deficiencies in the Work of the Contractor and any failure by the Contractor to otherwise meet the requirements under the Contract; and (c) give the Client prompt notice of possible budget overruns and shall update the construction cost projection monthly with progress draw approvals. 3.3.5 Nothing in the Contract Documents shall create any contractual relationship between the Consultant and the Contractor.

Additional Services 3.4 3.4.1 The Consultant may, at the Consultant’s absolute discretion and without invalidating this Agreement, decline to take on any Additional Services requested by the Client under this Agreement which the Consultant decides are beyond the Consultant’s normal fields of expertise. 3.4.2 The Consultant shall not undertake any Additional Services without the prior written approval of the Client. Prior to proceeding with any Additional Services, the Consultant and the Client shall agree on the scope of the Additional Services to be performed and the basis of payment. If the Additional Services consist of any Variable Remuneration Services, the Consultant shall provide the Client with a cost estimate breakdown for the performance of such Variable Remuneration Services prior to undertaking such Services. If the Client gives approval for the performance of the Additional Services, the Consultant shall not exceed the scope or the cost estimate accepted by the Client for the Variable Remuneration Services without first providing timely written notice to the Client setting out the revised scope and/or cost estimate and a reasonable justification for the increase in scope and/or costs. The Consultant shall not proceed to provide any Additional Services in excess of the Client approved scope and cost estimate without the Client’s prior written approval.

Standard of Service 3.5 3.5.1 The Consultant shall undertake and perform all Services with such degree of care, skill and diligence as would reasonably be expected from a consultant qualified in British Columbia to perform services similar in scope, nature and complexity to the Services. The Consultant warrants and represents that the Consultant is qualified and has sufficient expertise and experience to perform expeditiously and efficiently all of the Services in a proper and professional manner to the standard set out above.

Compliance with Laws 3.6 3.6.1 In performing the Services, the Consultant shall in all respects comply with applicable laws, rules, codes, regulations, bylaws, orders and ordinances of authorities having jurisdiction. Consultant shall exercise usual and customary professional care and judgment to design in

compliance with applicable laws, regulations, codes and standards in effect as of the date of this Agreement.

Consultant’s Representative

3.7 3.7.1 Immediately upon execution of this Agreement, the Consultant shall designate in writing a representative to act as the Consultant’s representative for the purposes of all communications with the Client under this Agreement, such representative to have authority to provide information to, and receive instructions from, the Client. The representative shall be available on a reasonably continuous basis during the performance of the Services, and for any periods when the representative is absent or unavailable a replacement with equivalent expertise and authority shall be appointed by the Consultant.

Confidentiality 3.8 3.8.1 The Consultant shall maintain confidentiality on all information, documentation and data provided by the Client to the Consultant or otherwise acquired by the Consultant during the course of carrying out the Services. Except with the prior written consent from the Client, or as required by law or an authority having jurisdiction, neither the Consultant, nor any of its employees, officers, agents, representatives or Sub-Consultants, shall divulge or disclose any of such information to third parties, or use any of such information for any purpose other than as required under this Agreement in connection with the Project.

Sub-Consultants 3.9 3.9.1 If the Consultant retains or employs any Sub-Consultants or other parties to assist in the performance of the Services, then the Consultant shall incorporate into any agreement with and shall bind such Sub-Consultants and other parties to all of the terms of this Agreement. The Consultant shall be responsible for such Sub-Consultant’s and other parties’ work, and for overseeing and coordinating such Sub-Consultants’ or other parties’ work.

Key Personnel 3.10 3.10.1 The Consultant shall maintain the key personnel as may be listed in the Proposal attached as Schedule D, or as otherwise specified in this Agreement, and shall not replace any of such key personnel without the Client’s prior written agreement, which agreement shall not be unreasonably withheld or denied.

Cooperation and Coordination

3.11 3.11.1 The Consultant shall cooperate and coordinate with Other Consultants as necessary, but in no event, except as otherwise agreed in writing between the Client and the Consultant, shall the Consultant be responsible for the services or performance of any such Other Consultants.

Hazardous Waste and Environmental Issues

3.12

3.12.1 Unless otherwise specifically provided in this Agreement, the scope of Basic Services shall not include engineering services for the treatment or containment of Hazardous Materials or Hazardous Materials site remediation, and if provided, such services shall be considered Additional Services. The Client and the Consultant acknowledge and agree that such services require specialized knowledge and expertise, and consideration of additional provisions such as additional liability insurance.

Workers Compensation Act (WCB)

3.13

3.13.1 The Consultant will ensure compliance with the Health and Safety Laws of the Province of British Columbia, including without limitation the Workers Compensation Act and Regulations pursuant thereto.

CLIENT’S DUTIES AND

RESPONSIBILITIES TO THE

CONSULTANT

4.

Duties and Responsibilities

4.1 4.1.1 The Client shall: (a) Description of Requirements Provide the Consultant with a written description of the Client’s requirements for the Project, including, where applicable, the Client’s Project budget and Project schedule.

(b) Disclose Data Unless otherwise provided in this Agreement, make reasonable efforts to disclose and make available to the Consultant, in a timely manner and at no cost to the Consultant, all information or data in the Client’s possession or control relevant to the performance of the Services.

(c) Other Consultants When requested by the Consultant in writing, give due consideration to engaging, at the Client’s own cost, Other Consultants as may be reasonably necessary for the Consultant to undertake the Services. The Client shall not have an obligation to retain any Other Consultants if requested to do so by the Consultant. All Other Consultants engaged by the Client at the Consultant’s request shall be paid for by the Client and shall be reasonably acceptable to both the Client and the Consultant.

(d) Timely Decisions Give timely consideration to all requests from the Consultant, including requests for decisions required relating to the Services, and inform the Consultant of the Client’s decisions and provide all feedback in a timely manner so as not to unduly delay the Consultant’s performance of the Services.

(e) Access to Property Arrange and make provision for the Consultant’s reasonable and ready access to public and private properties as necessary for the Consultant to perform the Services.

(f) Notice of Observed Deficiencies Give prompt notice to the Consultant whenever the Client becomes aware of any apparent defects or deficiencies in the Services.

(g) Permits, Licenses and Permits Obtain required approvals, licenses and permits from authorities having jurisdiction so as not to unduly delay the Consultant in the performance of the Services.

Client’s Representative 4.2 4.2.1 Immediately upon execution of this Agreement, the Client shall designate in writing a representative to act as the Client’s representative, for the purposes of all communications with the Client under this Agreement, such representative to have authority to provide instructions to, and receive information from, the Consultant. The representative shall be available on a reasonably continuous basis during the performance of the Services, and for any periods when the representative is absent or unavailable a replacement with equivalent expertise and authority shall be

appointed by the Client.

Confidentiality 4.3 4.3.1 The Client shall maintain confidentiality on all information, documentation and data provided by the Consultant which is expressly identified in the Proposal or other provision of this Agreement, as being proprietary or confidential in nature. Except with the prior written consent from the Consultant, or as required by law or an authority having jurisdiction, neither the Client nor any of its employees, officers, agents, representatives or Other Consultants shall divulge or disclose any of such information to third parties, or use any of such information for any purpose other than as required under this Agreement in connection with the Project.

FEES, RATES AND DISBURSEMENTS

5.

Fees 5.1 5.1.1 The Client shall pay the Consultant the fees described in Schedule B as compensation for the Services provided by the Consultant.

5.1.2 The fees for Defined Remuneration Services, whether rendered as Basic Services or Additional Services, may be, on written agreement by the parties, either a lump sum fee or a fee based on the actual hours reasonably expended in performing such Defined Remuneration Services at the hourly charge out rates set out in Schedule B, but shall not exceed the maximum amount, if any, specified in Schedule B.

5.1.3 The fees for Variable Remuneration Services, whether rendered as Basic Services or Additional Services, shall be based on the actual hours reasonably expended in performing such Variable Remuneration Services at the hourly charge out rates as set out in Schedule B, but shall not exceed the maximum amount, if any, as estimated and approved under paragraph 6.3.

Disbursements 5.2 5.2.1 In addition to other amounts payable to the Consultant for the Services under this Agreement, the Client shall pay the Consultant the Consultan