Request for Proposals (2025/ Project N-105) Transportation Master Plan Update

Request for Proposals (2025/ Project N-105)

Transportation Master Plan Update

SECTION 1: BACKGROUND

The Town of View Royal (the “Town”) is requesting proposals from qualified consulting firms to provide an updated Transportation Master Plan (TMP).

The Town is unique because of its size and location between the Core Victoria area and the West Shore. These neighbouring communities continue to change the paradigm around transportation as they collectively grow: Adjacent local governments have either completed or are in the process of completing transportation plans to build their future networks; and the Ministry of Transportation and Transit (MoTT) and BC Transit are already prioritizing rapid transit infrastructure and bus route investments within and near the Town;

The Town is also in the midst of updating its Official Community Plan (OCP) and has established zoning with respect to Small-Scale Multi- Unit Housing (SSMUH).

The Town’s transportation network includes approximately 57 km of vehicular roadway, 12 signalized intersections, 4 roundabouts and over 150 crosswalks, pedestrian network (sidewalks, road shoulders and pathways), cycling network (bike lanes, access points to regional trails), and transit network (bus stops, rapid transit lanes, park and rides). The Town’s transportation network is also significantly influenced at peak times by MoTT’s Highway 1, neighbouring local government collector and major roadways (Island Highway, Craigflower Road, Helmcken Road / Wilkinson Road, etc.) and regional path networks (E&N Rail Trail, Galloping Goose Regional Trail).

1.0 Objectives

There are seven (7) primary objectives of the updated TMP:

1. Establish an overall vision with supporting objectives for how View Royal will approach its transportation network over the next 10 years;
2. Create a Town-wide traffic model that supports the implementation of the TMP and incorporates growth projections identified in the Town’s updated OCP and other regional documents;
3. Create an infrastructure upgrade implementation plan with a phasing strategy that identifies the critical projects required to meet the vision of the TMP;
4. Establish targets that align with policy direction identified in the Town’s updated OCP along with policy direction in other peripheral transportation plans and transit plans;
5. Propose changes to the Town’s roadway cross sections and designs to promote safe and equitable transportation choices amongst the Town’s citizens;
6. Propose a monitoring and evaluation framework that allows the Town to track how well it is meeting the objectives in the TMP;
7. Establish a stakeholder and public engagement process to engage meaningfully with Town citizens to prioritize their needs.

The TMP should align with the Town’s values and be informed by its initiatives, including:

1. The 2023-2026 Strategic Plan – Goal 4b: Enhance Liveability of citizens and ensure proximity to services by updating the Transportation Master Plan;
2. The 2022 Community Climate Action Strategy – envisions the future of transportation in the Town as an integrated multimodal, zero emissions transportation network;
3. Official Community Plan (in progress: 2025-2026) –The OCP review process will be critical in establishing the baseline growth projections, objectives and targets vital in transportation master planning:
   • The recent OCP Vision and Guiding Principles Survey indicated traffic congestion as its biggest challenge the Town will face between now and 2050. The survey also visioned a walkable/bikeable community as its top response in what the Town should look like 20 years from now.
   • The recent OCP Business Mixer Workshop indicated traffic congestion as one of its biggest challenges that Town businesses are affected by, and that improving transportation connections would help facilitate economic growth.+

The October 8, 2024 Council report and publicly available RFP provides timelines in various OCP milestones that the proponent shall review to establish a project schedule that will link the TMP with transportation related OCP values.

4. The 2023 Active Transportation Network Plan & Baseline Conditions Report – the engagement findings, priorities and short to long term planning recommendations from the ATNP will help inform the successful proponent on background reporting and solutions development. Both ATNP and Baseline Conditions Report may help the successful proponent to conduct an efficient and cost-effective approach to their proposal.

SECTION 2: INSTRUCTIONS TO PROPONENTS

1.0 Submission Requirements

1.1 Proposals must be received on or before 2:00 pm Pacific Standard Time, mmddyy.

By Mail in a sealed envelope clearly marked “Proposal – Transportation Master Plan Update – Town of View Royal”, addressed to Ivan Leung, Director of Engineering, Town of View Royal, 45 View Royal Avenue, Victoria, BC, Canada, V9B 1A6. Deliver two (2) hard copies and one (1) electronic copy on USB Flash Drive. If there is a discrepancy in the materials between the electronic copy and the paper copy the paper copy shall prevail.

OR

By email with subject line: “Proposal – Transportation Master Plan Update – Town of View Royal” to: engineering@viewroyal.ca as an Adobe PDF file.

1.2 Proposals received and not conforming to Items 1.1 above, will be returned (unopened) to proponent(s) without consideration.

1.3 Proposals, rather than tenders, have been requested to afford Proponents a more flexible opportunity to employ their expertise and innovation, and thereby satisfy the Town’s needs in a more cost-effective manner. Proposals should be based on these Instructions.

1.4 The submitted proposal must clearly show your complete company name, nearest office location to the Town, project team structure, and the name, telephone number and email address of the primary contact person.

1.5 Proponents are solely responsible for any costs or expenses related to the preparation and submission of proposals.

1.6 No proponent may withdraw their proposal for a period of 30 days after the actual date of closing.

1.7 All proposal submissions, after the closing time and date, become the property of the Town.

1.8 This Request for Proposal and any subsequent contracts resulting from this Request for Proposal shall be governed by and interpreted in accordance with the laws of the Province of British Columbia and Canada.

2.0 Inquiries

2.1 Enquiries regarding submission requirements should be submitted prior to yyyymmdd, to:

Ivan Leung Director of Engineering Email: engineering@viewroyal.ca Phone: 1-250-708-2278

2.2 The Town, its agents and employees shall not be responsible for any information given by way of verbal communication.

2.3 Any questions that are received by the Town affecting this Proposal may be issued by the Town as addenda to this document.

3.0 Acceptance

Costs and prices quoted in all proposals received by the Town are subject to acceptance by the Town within Thirty (30) days after the Closing Date.

4.0 Quality of Goods or Services

The Town reserves the right to cancel any signed contract because of this RFP, if in the Towns’ opinion, products and/or services are unsatisfactory.

5.0 No Claim for Compensation

Except as expressly and specifically permitted in these Instructions to Proponents, no Proponent shall have any claim for any compensation of any kind whatsoever, because of participating in this RFP, and by submitting a Proposal each Proponent shall be deemed to have agreed that it has no claim.

6.0 Conflict of Interest

6.1 Proponents must supply an assurance that they are not in a position that may be perceived as a conflict of interest.

6.2 Proponents and their agents will not contact any member of the Town Council or staff with respect to this RFP, other than the Town contact named in this document.

7.0 Addendums

7.1 It is the sole responsibility of the Proponent to make sure that they are in receipt of all addendums prior to the Closing Date and Time.

7.2 To acknowledge receipt of each addendum, the organization must note acknowledgement of each addendum within their proposal complete with a signature of an authorized representative of the organization, as being received.

8.0 Freedom of Information

Upon submission, all Proposals become the property of the Town and will not be returned to the Proponents. Proponents must be aware that the Town is a public body subject to the provisions of the Freedom of Information and Protection of Privacy Act. Proposals will be held in confidence by the Town, subject to the provisions of the Freedom of Information and Protection of Privacy Act, or unless otherwise required by law.

9.0 Cancellation

9.1 The Town reserves the right to cancel this RFP at any time and for any reason, and will not be responsible for any loss, damage, cost, or expense incurred or suffered by a Proponent because of that cancellation.

9.2 The Town reserves the right to cancel the Contract, at its sole and absolute discretion, with 30 days’ written notice to the Proponent, and the Proponent will have no rights or claims against the Town. The Proponent will be entitled to be paid for all authorized work and expenses accrued up until the termination date. Cancellation would not in any manner whatsoever, limit the Town’s right to bring action against the Proponent for damages for breach of Contract.

9.3 If only one eligible Proposal is received, and/or Proposal(s) are more than the estimated budget, or if pricing is an unacceptable increase over the previous rates charged for the same or similar products and/or services, this RFP may be cancelled or re-issued without any change to the specifications.

10.0 References

The Proponent must provide the name, title, company, and contact number of three (3) previous clients who have received similar products and/or services in the last five (5) years and who will be able to confirm the experience, quality, and delivery of the products and/or services described in this RFP.

11.0 Pricing

11.1 The submitted proposal should identify the "Net Total Cost", including PST & GST, to provide the services as outlined in the attached Scope of Works. The Proponent must include a breakdown of the hourly charge out rates of key personnel and support staff (which must include labour and material costs, applicable taxes, expenses/disbursements, and any other charges).

11.2 All pricing submitted must be in Canadian funds.

11.3 The works outlined in the attached Scope of Works are the minimum requirements to be addressed.

11.4 Proponents shall provide OPTIONAL WORK pricing as a separate line item in their fee proposal.

11.5 Proponents may also provide separate pricing on additional features they feel would benefit the Town in meeting its goals.

12.0 Invoicing and Payment

All invoices paid because of this Request for Proposal will be paid as per the Town’s standard payment terms “Net 30 Days”.

13.0 Budget

The Town has established a budget of $208,000 (inclusive of $10,000 Provincial grant funding) for the completion of this work, which will be inclusive of all costs, excluding GST.

14.0 Ownership

The accepted final version of the Transportation Master Plan will become the property of the Town. The Proponent will be required to assign all copyright to the Town. The Town will have the exclusive rights to copy, publish and re-use all material.

15.0 Responsibility of Proponent

Each proponent is responsible for informing themselves as to the contents and requirements of this RFP. Each Proponent is solely responsible to ensure that they have obtained and considered all information necessary to understand the requirements of the RFP and to prepare and submit their Proposal. The Town will not be responsible for any expense incurred by a Proponent due to inaccuracy or incompleteness in this RFP, or because of any misunderstanding or misinterpretation of the terms of this RFP on the part of any Proponent.

16.0 Accuracy of Information

The Town makes no representation or warranty, either expressed or implied, with respect to the accuracy or completeness of any information contained or referred to in this RFP.

17.0 Indemnification

In carrying out these works, the Proponent or sub-consultant(s) will act as an independent consultant(s) and must agree to keep the Town indemnified against any and all claims, actions or demands that may be brought, made or arise in respect of anything done or omitted to be done by the consultant’s employees who shall be and remain at all times and for all purposes, the servants or employees of the Consultant or sub-consultant(s).

18.0 Sub-Contracting

The Town will not permit sub-contracting or assignment of the work unless prior approval in writing has been received from the Town.

19.0 Insurance

19.1 The Proponent shall provide and maintain Commercial or Comprehensive General Liability Insurance with a minimum limit of $5,000,000 inclusive per occurrence, for bodily injury, death, and property damage, provide that the insurance cannot be cancelled, must remain in effect until the project completion.

19.2 The Proponent shall provide the Town with a Certificate of Insurance prior to the commencement of work and within two weeks of the expiry date of the policy to evidence renewal of the policy and continuous coverage.

19.3 The Town shall be under no obligation to verify that the Insurance coverage outlined is adequate for the needs of the Proponent.

20.0 Evaluation and Award

20.1 The Town reserves the right to accept any or none of the proposals submitted and will evaluate proposals based on the best value and not necessarily the lowest cost.

20.2 The Town reserves the right to conduct pre-selection meetings with Proponents.

20.3 The Town further reserves the right to conduct post-selection meetings to correct, change or adapt the selected Proposal to the wishes of the evaluation committee. These meetings will be at no additional cost to the Town.

20.4 Acceptance of any Proposal may be subject to budgetary considerations and available funding.

20.5 The lowest or any Proposal will not necessarily be accepted.

SECTION 3: SCOPE OF WORK

1.0 Project Tasks

The consultant will be expected to perform the following tasks at minimum:

1.1 Background Research and Assessment

1.1.1 Review relevant Town documents, bylaws, policies and initiatives to ensure continued linkages between the TMP and the Town’s overarching objectives;

1.1.2 Coordinate TMP project around the Town’s Official Community Plan update (OCP Phases 1 and 2) that will be commencing in early 2025 and completed in September-2026. The TMP shall be guided by the foundational components of the OCP including:

• Anticipated growth projections based on updated land use designations, special planning areas and housing policies that are reflective of the OCP’s 20-year anticipated housing need (OCP Phase 1);
• Policy updates on transportation and mobility that sets mode share targets and objectives (OCP Phase 2);
• As OCP Phase 2 is expected to commence in early 2026, an iterative process may be required of the TMP to ensure that the TMP acknowledges key transportation objectives identified in the OCP.

1.1.3 Provide a context on the changes in the road network since the 2008 TMP and the 2016 TMP Technical Update (i.e. update on the “change areas”);

1.1.4 Review relevant documents from other local governments, the Province and other agencies whose plans, initiatives may impact transportation within the Town;

1.2 Technical Study

1.2.1 Traffic Modelling

• The approach that the Town seeks is to create a Town-wide travel model that includes focused travel demand modelling in key areas of the Town to help the Town (1) better understand how future travel demand will move within critical networks in View Royal, and (2) determine what needs to change in the road network to accommodate future demand;
• The Town understands that TDM modelling can be a costly endeavor. Therefore, the consultant shall propose key road corridors or areas within View Royal that will benefit from TDM modelling, such that the work and other works as described in this proposal is within the allotted project budget;
• The proponent shall describe in their proposal their methodology in creating the model, complete with design criteria used (including mobility and demographic data used), what readily available information will be used and what additional data that they will be collecting as part of the analysis to complete the model (for example, traffic volume and speed counts);

1.2.2 Intersection Analysis

• Conduct an intersection analysis for all major intersections under the Town’s jurisdiction (identified as signalized intersections within the Town’s major and collector road classifications). Include intersections that are planned in the near future (see Section 2.0 Assumptions);
• Compare findings with 2008 Transportation Master Plan and determine if new intersections identified in the 2008 report are still relevant / required (for example, new signals at Atkins/Aldersmith);
• Determine level of services (LOS) for existing and future conditions;
• Propose specific improvements to accommodate future demand, including any needs to upgrade particular intersections not identified in previous master plans (from non-signalized to signalized, roundabout potential, etc.);
• The proponent shall describe in their proposal their analysis methodology, complete with what readily available information will be used and what additional data that they will be collecting as part of the analysis to complete the review (for example, traffic volume and speed counts).

1.2.3 Corridor Analysis

• Conduct a review of all arterial and collector roads under the Town’s jurisdiction to determine the extent to which traffic volumes and vehicle travel speeds reflect the desired operating characteristics of the roadway;
• Assess local roadways with high demand that may have the potential to be considered a higher road class;
• Describe in their proposal what readily available information will be used and what additional data that they will be collecting as part of the analysis to complete the review (for example, traffic volume and speed counts, other spot counts, etc.);
• Describe other data sources that they believe will be useful for meeting the objectives of the TMP.

1.2.4 Safety Analysis

• Describe in their proposal how a community wide safety analysis will drive priorities in the TMP, what available data will be used and what additional data that they will be conducting in order to complete the review;
• OPTIONAL WORK: The Proponent shall include a separate fee estimate to incorporate Town-provided Westshore RCMP crash data into their analysis.

1.3 Public Engagement

1.3.1 Develop an engagement plan in accordance with IAP2 values to gather feedback, identify and prioritize Town citizen needs and achieve buy-in on the project:

• Develop in person and online engagement activities and clearly describe the proposed activities in the proposal for Town review. Examples of engagement activities previously conducted for planning projects included drop in event(s), onsite hotspot tours, online engagement (predominantly surveys), internal and external stakeholder interviews, and public open houses. The Town is also open to new and innovative engagement events that are effective in encouraging more participation and provide meaningful responses from the community;
• Online engagement for this project will be through the Social Pinpoint platform. The Town has a subscription to this platform and the successful proponent shall create content, figures and mapping that the Town will upload accordingly;
• Other governmental agencies to be engaged must include BC Transit, Ministry of Transportation & Transit, and border municipalities with View Royal. See the Assumptions section regarding First Nations Engagement;
• Engagement findings shall be summarized in a What We Heard Summary Report.

1.3.2 Review the engagement work completed as part of the 2022 ATNP to gain a thorough understanding of the transportation issues that the Town has previously heard (to build a cost effective, non-redundant engagement strategy);

1.3.3 Review the OCP engagement findings that will be delivered throughout the year that may provide additional transportation-related insights.

1.3.4 Public engagement is to be generally carried out in three (3) phases:

Table 1: Engagement Phases

1.4 Transportation Master Plan

1.4.1 Develop a TMP that meets the seven objectives identified in this RFP. A breakdown of key requirements is included below and proponents are encouraged to determine other key requirements into their proposal to provide a robust and competitive TMP that is within the currently established project budget:

Table 2: Objective Details

2.0 Assumptions

The following assumptions shall be considered as part of the proponent’s proposal for the project:

2.1 Public Engagement

2.1.1 First Nations Engagement: The Songhees and Xwsepsum First Nations are important neighbours of the Town and the Town is in the process of engaging with them on numerous topics including transportation. Much of the direct engagement with First Nations is internally conducted by Town staff as a result. Regardless, the TMP engagement process shall be inclusive to First Nations, and the Town will be the direct point of communication to First Nations;

• Any additional direct engagement with First Nations that may be required of the successful proponent will be considered extra to the required work and such opportunities are to be discussed with the successful proponent at a future date.

2.1.2 Light Rail Transit: The public engagement survey shall include a question whether respondents are in favour of light rail transit with the alignment identified in BC Transit’s 2011 Transit Future Plan for the Victoria Region.

• The Town acknowledges that the 2011 document is an older document and that initiatives in the document may be subject to change by BC Transit’s Victoria Regional Transit Plan (VRTP). The VRTP will likely not commence by the time the TMP work commences.

2.2 OCP Progress

2.2.1 The OCP will be a three phased process and completion of the TMP is expected to be achieved upon completion of Phase 1 and partial completion of Phase 2 (upon draft establishment of transportation and mobility policy):

• Phase 1 (Jan-Nov 2025) – Updating community profile, vision, guiding principles, land use designations, special planning areas and housing policies, in accordance with 20-year anticipated housing need calculated in the interim Housing Need report. Complete with substantial stakeholder engagement;
• Phase 2 (October 2025-September 2026) – Policy review and update to the 2011 OCP sections including transportation and mobility. Regional growth statement will be revised and substantial stakeholder engagement will continue;
• Refer to the Resources section of the Scope of Work for additional information on OCP milestones and timelines.

2.2.2 The proponent will not be required to participate in the OCP process.

2.3 Traffic Calming

2.3.1 In 2025 the Town will commence reducing all speed limits on (1) residential classed roadways to 30 km/hr, and (2) the Island Highway from Admirals Road to the Colwood Interchange (signalized intersection at the end of the Hwy 1 offramp towards the Island Highway) to 40 km/hr. This is an initiative recommended by the ATNP and it follows Council’s direction.

2.3.2 A Traffic Calming Policy review and implementation strategy is being proposed as a separate project, to be conducted in 2025 pending Council budget deliberations. Detailed traffic calming is therefore not in scope of the TMP project.

2.4 Other Relevant Transportation Networks

2.4.1 It shall be assumed that the existing Truck Route Bylaw will not change;

2.4.2 It shall be assumed that the existing disaster response route(s) stipulated in the 2008 Transportation Network Plan will not change. However, the Town is interested in what changes to the cross sections the consultant will suggest to foster good road management related to disaster and emergency response;

2.4.3 Parks Trails - While the TMP may establish priorities based on proximities to existing parks trails, the establishment of a parks trail network shall not be in the scope of the TMP (the trail network will be established in a future Parks and Trails Master Plan).

2.5 Future Traffic Signals

2.5.1 Future traffic signals not previously identified in master planning but are being planned / actively installed include (1) Watkiss Way at Erskine Lane (installation early 2025), (2) Island Hwy at Atkins Road (completed), (3) Island Hwy at Prince Robert Drive (development driven, unknown year), and (4) Island Hwy at Shoreline Drive (development driven, unknown year). Concept and detail designs will be provided to the consultant for incorporation into the TMP.

2.6 Corridor Analysis – Atkins Road

2.6.1 Although Atkins Road is classified as a ‘rural’ collector road, Council has expressed concerns that this roadway is becoming a major thoroughfare for not only Atkins and Crystalview residents, but that it is also (1) an observed shortcut route for traffic coming from Veterans Memorial Parkway (City of Langford), (2) has a BC Transit route for SD61, (3) a corridor that sees walkers, runners, cyclists, and dogs on the road, and (4) a corridor that contains a commercial farm that attracts customers and visitors to check out the cows and horse. Therefore, the proponent shall consider Council’s concerns in determining the analysis level required to assess Atkins Road;

2.6.2 Sidewalks on one side of Atkins Road is already included in the Town’s 5 Year Financial Plan, which will provide continuous sidewalks from Six Mile Road to the Langford border. Construction will likely be completed by the time the TMP is completed;

2.6.3 Mobility Hub – the Town will reach out to the Ministry of Transportation and Transit for volumetric details, and findings are to be considered in the TMP regarding corridor analysis.

2.7 Corridor Analysis – Admirals Road

2.7.1 Admirals Road is within the jurisdiction of the Ministry of Transportation and Transit. However, the Town’s ATNP identified upgrades to the road corridor as a top priority. A Vissim microsimulation model was created for the Admirals Road corridor specifically to assess, based on current traffic conditions, the feasibility of the proposed upgrades outlined in the ATNP. The Vissim report will be provided to the successful proponent and all proponents shall consider this as part of their proposal in developing a demand management model.

2.8 ICBC Crash Data

2.8.1 Town staff will provide the dataset to the successful proponent, if needed. The successful proponent is to confirm with staff what data is required. Data and report formatting will be based on the allowable downloadable fields provided by ICBC.

2.9 Town Acquired Spot Counts on Residential Streets

2.9.1 For the purposes of TMP planning, the Town has already collected vehicle speed and volume counts for 13 residential areas in 2024 and will be made available to the successful proponent. Data collected included 3 days of data for each area, at 24 hours per day and consisting of speed, volume and vehicle classifications (Houston Radar) binned in 1-hour increments and separated by direction:

Table 3: Town Acquired Spot Count Locations

3.0 Deliverables

The consultant will be responsible to work with View Royal staff, management, and meet regularly with Town departments identified by the Town. The consultant will also be required to lead all aspects of the project, including reporting at key milestones and maintenance of all documentation;

3.1 Minimum Deliverables - Deliverables are to include but are not limited to the following:

3.1.1 Stakeholder engagement plan; 3.1.2 Technical Report; 3.1.3 Online engagement content submitted to Town staff for upload onto the Social Pinpoint platform; 3.1.4 Engagement content and facilitation of the in-person engagement events; 3.1.5 What we heard engagement summary report; 3.1.6 At least two (2) presentations complete with materials to the Committee of the Whole; 3.1.7 Draft and Final TMP’s.

3.2 Optional Work – Optional Work shall be separated described and quoted for price including but not limited to:

3.2.1 Incorporate Town-provided Westshore RCMP crash data into their analysis; 3.2.2 Stipulations by the consultant per Sections 11.4 and 11.5 of the Instructions to Proponents;

4.0 Timelines & Schedule

Assuming a commencement date of Spring 2025, the Town anticipates the project to take approximately 12-18 months to time appropriately with the milestones established in the OCP process. OCP milestones for Phase 1 and 2 are drafted in the publicly available RFP documents (see Resources section of the Scope of Work below).

Proponents are to provide a baseline schedule in the proposal for Town review, complete with proposed milestones and dates. Included should be an estimated timeline to complete Optional Work.

5.0 Resources

Table 3: Resource Links

SECTION 4: SUBMISSION AND EVALUATION PROCESS

1.0 Process

The evaluation of the Proposals will be by Town Staff. All evaluators will be bound by the same standards of confidentiality. The Town’s intent is to enter into a Contract with a Proponent that meets the requirements. This section details the evaluation process for selecting the best-qualified Proponent. Proponents should ensure that they fully respond to all criteria in their submission to receive full consideration during the evaluation process.

2.0 Evaluation Criteria

The following weightings have been assigned by the Town and will be used during the evaluation process. Evaluators are only able to evaluate information that has been included in a Proponent’s Proposal. Information that is known to evaluator(s) or information that is available on the internet or from other public sources cannot be considered during the evaluation process. Details for each criterion are provided below.

2.1 Consulting Team – 15 Points

The Consultant will not be permitted to substitute senior members of the Project Team for this assignment unless agreed to by View Royal staff. In this case, the Consultant shall nominate a proposed replacement for the Town’s review. Prior written authorization from View Royal for a proposed replacement will be required before the proposed replacement may commence work on the project.

The Consultant team will be evaluated based on the following components:

2.1.1 Qualifications of the Project Manager and other key staff members that will be included in the team to complete the scope of work, describing their capabilities, respective roles, and qualifications.

2.1.2 Expertise and experience with Transportation Master Plan projects that have a similar scope of work as described herein.

2.1.3 Identify and itemize (if applicable) all tasks that will be outsourced. If utilizing a sub-consultant, provide details and information as to your working relationship with the sub-consultant. Describe the work that will be completed by sub consultants and a brief description of relevant experience completing similar type work.

2.1.4 If all tasks are to be completed “in-house” by your firm, please clearly indicate this within your submission.

2.1.5 Proposals must include a listing of the team’s qualifications and CVs of each team member.

2.2 Past Performance – 15 Points

Proposals should demonstrate the Proponent’s team’s previous success in undertaking projects of this complexity. Evaluation will be based on the following:

2.2.1 Experience in leading similar projects is a significant consideration in this Criteria section. 2.2.2 Experience in projects that cover the key themes and subject matter outlined in this RFP. 2.2.3 Extensive experience working on projects involving multiple stakeholders. 2.2.4 Knowledge of municipal processes. 2.2.5 Three applicable references required. The references of the preferred Proponent may be contacted to validate any part of the Proposal. The Town reserves the right to clarify or verify the information contained in the Proposal to confirm the suitability of the Proponent.

2.3 Methodology & Proposed Schedule – 30 Points

The consulting team must demonstrate a good understanding of project requirements, and Proposals must be clear, concise, and consistent. Evaluation will be based on the following:

2.3.1 Description of the Consultant’s philosophy and approach to the project tasks, demonstrating an understanding of the anticipated deliverables to ensure that the project objectives are met. 2.3.2 Presentation of proposed methodologies and processes to achieve goals. 2.3.3 Realistic work plan and schedule for completion of all works. 2.3.4 Identification of major issues, challenges and risks associated with the deliverables. 2.3.5 Include task lists that are specific, measurable, attainable, realistic, and timely. 2.3.6 Provide a commentary on the understanding of the complexity of the project. 2.3.7 Provide a summary of the intended service approach, including the quality control process to ensure that the project remains on time and on budget. 2.3.8 Outline the expectations, information, and resources the Proponent expects or requires to be provided by View Royal staff. 2.3.9 The Proponent will provide a Gantt chart (or similar) documenting the project tasks and milestones based upon the proposed methodology, showing suggested timelines for deliverables outlined within the RFP for each key team member.

2.4 Overall Quality of Proposal – 10 Points

A complete Proposal that provides all requirements listed must clearly convey the Proponent’s intent in a clear and concise manner. To be clear a Proposal that only includes pertinent information concerning the Transportation Master Plan is the preferred submission.

2.5 Fees – 30 Points

Typical components included in the budget should include costs for consulting work, advertising, venues, facilitators, supplies, printing, and graphic design work. Points will be awarded where efficiencies are identified to reduce overall project costs:

2.5.1 The Consultant is required to clearly identify all services included. 2.5.2 Any optional or excluded services that is requested in this RFP or assumed to be provided by others should be clearly identified.

ADDENDUM TABLE