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RFP March 2018 – Recreation Centre and Brennan Park Public Engagement District of Squamish

Request for Proposals

for

Brennan Park Recreation Centre Renovations and Expansion

& Brennan Park Vision, Values and Goals

Public Engagement

RFP – March 2018

RFP March 2018 – Recreation Centre and Brennan Park Public Engagement

District of Squamish

Table of Contents

Summary of Key Information: 5

PART A – ADMINISTRATION

1. Purpose 6

2. General Terms and Conditions 6

2.1 District Representative

2.2 Receipt Confirmation Form

2.3 Proponent Inquiries and RFP Clarification

2.4 Notification of Changes and Addenda

2.5 Right to Cancel RFP and/or to Accept Proposals

2.6 Confidentiality of Proposals

2.7 No Collusion

2.8 Waiver of Liability for Errors

2.9 Proponents’ Risk and Warranty

2.10 Confidentiality of District’s Information

3. Submission of Proposals 9

3.1 Final Time and Date for Receipt of Proposals

3.2 No Amendments to Proposals After Submission Deadline

3.3 Withdrawal of Proposals

4. Evaluation 10

4.1 Evaluation Committee

4.2 Evaluation Criteria



5. Selection of Public Engagement Provider 12

5.1 Negotiation with Preferred Proponent

5.2 Recommendation to District Council

5.3 Contract for Services

5.4 Contract Administration

5.5 Sub-contracting

5.6 Term of Contract

5.7 Budgetary Approval

5.8 Compliance with Laws

5.9 Insurance Requirements

5.10 Acting in Conflict

PART B – PROPOSAL DETAILS

6. Background 14

6.1 The District of Squamish

6.2 Project Background

7. Scope of Services Required 15

7.1 Range of Services/Practice Areas

7.2 Engagement of Other Firms

8. Required Submission Content 17

8.1 Name and Address of Company

8.2 Overview of Company

8.3 Partners of Company

8.4 Proposed Contract Administrator/Company Contact

8.5 Associates, Employees, Contractors of company



8.6 Outline of a Proposed Public Engagement Process

8.7 References

8.8 Fee Structure/Billing Information

8.9 Additional Information

APPENDIX A – Receipt Confirmation Form 20

APPENDIX B – Proposal Submission Format 21

APPENDIX C – Community Engagement Framework – DRAFT 22



SUMMARY OF KEY INFORMATION

Request for Proposals to Design and Implement a Public Engagement Process for: 1. Brennan Park Recreation Centre Renovations and Expansion, and 2. Brennan Park Vision, Values and Goals

DISTRICT’S REPRESENTATIVE: Tim Hoskin,

Director of Recreation Services (for inquiries and District of Squamish

Clarification of RFP) Box 310, 1009 Centennial Way, Squamish, B.C. V8B 0A3 [email protected] FINAL TIME AND DATE FOR RECEIPT OF PROPOSAL:

3:00 p.m. Pacific Standard Time Friday, March 30, 2018

ADDRESS FOR PROPOSAL SUBMISSIONS:

Tim Hoskin Director of Recreation Services

District of Squamish Box 310, 1009 Centennial Way, Squamish, B.C. V8B 0A3 [email protected]

Designated Alternate Contact (only if Representative is unavailable):

Robin Arthurs – [email protected] General Manager of Corporate Services

Proponents must read the entire RFP document for full details and requirements.

THE DISTRICT RESERVES THE RIGHT TO CANCEL THIS RFP AT ANY TIME BEFORE OR AFTER THE CLOSING DATE AND TIME HAS PASSED, AND THE LOWEST PRICED, OR ANY,

PROPOSAL WILL NOT NECESSARILY BE CHOSEN FOR NEGOTIATION OF A CONTRACT FOR SERVICES.



PART A

ADMINISTRATION

1. PURPOSE: The purpose of this Request for Proposals (“RFP”) is to solicit the best overall proposal(s) to design and facilitate a process of public engagement to assist the District in expanding and renovating (or potentially replacing) Brennan Park Recreation Centre to meet current and future community needs, and to engage the community on setting a Vision and Goals for the surrounding parkland (Brennan Park) in 2018 to potentially inform a Park Master Plan (out of scope) in 2019. This is NOT a tender call. Any proposals submitted pursuant to this RFP shall not be offers to contract for the provision of any of the services outlined herein, but shall only be used to identify a Preferred Proponent(s) with whom the District may negotiate a contract for the provision of the services. 2. GENERAL TERMS AND CONDITIONS:

2.1. District Representative:

Only the Director of Recreation Services for the District of Squamish (the “District’s Representative”) or Designated Alternate Contact, if Representative is unavailable, is authorized to communicate and otherwise deal with Proponents, and all Proponents must communicate and otherwise deal with that person only. Contact with any other person, including members of Council, officers or employees of the District regarding this RFP or the Proponents’ submissions may result in a proposal being removed from consideration.

2.2. Receipt Confirmation Form:

Proponents should fill out the attached Receipt Confirmation Form (Appendix A to this RFP) and return it to the addressee noted on the Form. All subsequent communications from the District will be directed only to those Proponents who return a completed Form indicating that they intend to prepare and submit a proposal.

2.3. Proponent Inquiries and RFP Clarification:

All questions about the contents of this RFP, or about any matters relating to it (including as to any clarification, errors or omissions of or in this RFP), must be directed in writing to the District’s Representative before 4:00 p.m., P.S.T. on



March 16, 2018. Information obtained from any other source is not official and may not be accurate. The District’s Representative will answer all questions in writing and will provide a copy of all questions and their answers to each Proponent who has returned a Receipt Confirmation Form.

2.4. Notification of Changes and Addenda:

The District may issue written addenda changing this RFP at any time up to Noon P.S.T., March 20, 2018. Addenda will be issued only by the District’s Representative and only to Proponents who have returned a Receipt Confirmation Form.

2.5. Right to Cancel RFP and/or to Accept Proposals:

This RFP is solely a request for proposals for the provision of the outlined services. It is not an invitation for tenders, an offer to contract, or an invitation for offers capable of acceptance to create a contract. Submission of a proposal by any Proponent and its subsequent receipt by the District does not represent a commitment on the part of the District to proceed further with any Proponent. No contractual or other legal obligations or relations between the District and any other person can or will be created prior to the termination of this RFP process, or otherwise, except in a written contract executed by two authorized signatories of the District under the authority of an express resolution of the Council of the District of Squamish.

The District is entitled to cancel this RFP at any time by addendum issued to the Proponents, without liability for any loss, damage, cost or expense incurred or suffered by any Proponent as a result of that cancellation. In considering any proposals delivered in response to this RFP, the District reserves the absolute and unfettered discretion to do any one or more of the following: • Determine whether any proposal(s) satisfactorily meet the evaluation criteria

set out in this RFP; • Accept or reject any proposal that fails to comply with the requirements set

out in this RFP for the content of proposals; • Require clarification after the dates and times set out in this RFP from any one

or more of the Proponents in respect of proposals submitted; • Assess proposals as it sees fit, without in any way being obliged to select any

proposal or Proponent;



• Assess and select proposals as it sees fit, without in any way being obliged to select the proposal or Proponent that offers the lowest price or cost;

• Communicate with, meet with, or negotiate with any one or more of the Proponents respecting their proposals or any aspects of the services outlined herein;

• Reject any or all proposals with or without cause, whether according to the evaluation criteria or otherwise; or

• Request further information from the marketplace or pursue other options.

2.6. Confidentiality of Proposals:

The District will receive all proposals submitted in response to this RFP in confidence, including for the purposes of section 21 of the Freedom of Information and Protection of Privacy Act, R.S.B.C. However, because of the right of access to records created by that Act, the District cannot and does not guarantee that information contained in any proposals will remain confidential if a request for access in respect of any proposal is made under the Act. If a Proponent considers that any part of its proposal is proprietary, including by reason of its being copyright, the proposal must clearly identify those portions of it that are considered proprietary.

2.7. No Collusion:

Proponents must not communicate, directly or indirectly, with any other Proponents (including through any employees, agents or contractors) regarding the preparation, content or submission of separate individual proposals. Each proposal must be submitted without any collusion, or knowledge, in the preparation of or about any other proposal. Submission of a proposal to the District is deemed to be a representation and warranty by the Proponent submitting that proposal that it has complied with this paragraph. If the District determines that a Proponent has violated this paragraph, the District may disqualify that Proponent and reject its proposal as being invalid.

2.8. Waiver of Liability for Errors:

The District has used considerable efforts to ensure an accurate representation of information in this RFP. However, the District accepts no responsibility for the accuracy or completeness of this RFP (including any schedules, appendices or addenda) and no representation or warranty, express or implied, is made or given by the District with respect to the accuracy or completeness of the RFP (including any schedules, appendices or addenda).



2.9. Proponent’s Risk and Warranty:

Each proponent is solely responsible for the risk and cost of preparing and submitting its proposal in response to this RFP and neither the District nor its officials, employees or consultants (including the District’s Representative) are liable for the cost of doing so or obliged to remunerate or reimburse any Proponent for that cost. The sole risk, responsibility and liability connected with reliance by any Proponent or any other person on this RFP is that of each Proponent. Each Proponent is responsible for obtaining its own independent financial, legal, accounting, or other advice with respect to the contents of this RFP. By submitting a proposal to the District, each Proponent represents and warrants to the District that the information in its proposal is, to the best of the Proponent’s knowledge, accurate and complete.

2.10. Confidentiality of District Information:

This RFP is the property of the District. Any information acquired about the District by a proponent during this process must not be disclosed unless authorized by the District, and this obligation will survive the termination of this RFP process. The awarding of any contract will not permit any Proponent to advertise a relationship with the District without the District’s prior authorization.

3. SUBMISSION OF PROPOSALS

3.1. Final Time and Date for Receipt of Proposals:

If submitting in hard copy, four (4) complete copies of each proposal (no 3 ring binders please) plus one loose, single-sided copy for copying, together in a sealed single envelope, must be received by the District before 3:00 p.m. P.S.T. on Friday, March 30, 2018, addressed to: Director of Recreation Services District of Squamish Box 310, 1009 Centennial Way Squamish, B.C. V8B 0A3



Envelopes containing submitted proposals should be clearly marked with the full name and address of the Proponent and the RFP title. If submitting electronically, then submit a digital file in the Adobe Acrobat (.pdf) file format addressed to the Representative at: [email protected] Email submissions shall contain the RFP title in the Subject Line. Any proposal not received before the time and date specified will be rejected as being invalid and will be returned unopened to the Proponent or deleted from the District’s computer systems. All proposals and subsequent information or material received shall become the property of the District and shall not be returned. The District reserves the right to make extra copies of the proposals for use during the selection process only.

3.2. No Amendments to Proposals After Submission Deadline:

A Proponent shall not be permitted to change the wording or contents of a proposal after the submission deadline, unless requested to do so by the District for the purpose of clarification.

3.3. Withdrawal of Proposals:

Any Proponent may withdraw its proposal, either personally or by written request to the District Representative, at any time prior to the scheduled closing date and time noted in section 3.1 of this RFP.

4. EVALUATION

4.1. Evaluation Committee:

Proposals will be reviewed and evaluated by an evaluation committee comprised of District staff. During the evaluation process any or all Proponents may be invited to give written or oral presentations or to participate in interviews with the committee or both.

4.2. Evaluation Criteria:

Proposals will be evaluated based upon, but not limited to, in any particular order, the following:



• Compliance with the RFP document, including provision of all information

requested in Section 8 of this RFP; • Demonstrated ability to provide services in, and proven expertise in, the

practice areas required by the District as listed in this RFP; • Quality of the outline of a proposed public engagement proposal; • Qualifications, experience, and professional development of the Proponent’s

staff; • Reference checks; • Costs of services regarding to fees and billing; • Quality of documents provided; • Specific examples of any value-added service during the normal provision of

requested services. 5. SELECTION OF PUBLIC ENGAGEMENT PROVIDER

5.1. Negotiation with Preferred Proponent: The District may select one or more Preferred Proponents as a result of this RFP process, and may enter into negotiations with the Preferred Proponent(s) in an attempt to settle one or more agreements necessary to implement the services generally described in this RFP. Proponents must commit to negotiate in good faith with the District if chosen as a Preferred Proponent.

5.2. Recommendation to District Council:

Following the conclusion of the evaluation process and any resulting negotiations, the Evaluation Committee will make a recommendation to District Council with regard to a contract(s) for the Brennan Park Recreation Centre Renovations and Expansion & Brennan Park Vision, Values, and Goals public engagement program for the District of Squamish. The final decision on whether to appoint any firm as the District’s service provider, or whether to enter into any contract(s) for facilitation services is that of District Council.

5.3. Contract for Services:

The District may, at its sole discretion and following any direction provided by District Council, enter into a written contract with any one of the Proponents for the provision of the services generally described in this RFP. There shall be no agreement, and no Proponent shall acquire any legal or equitable rights or privileges with respect to this RFP or the services in question, until such a written contract has received Council approval and is duly executed by the signing authorities of the Proponent, and of the District.



Any response to this RFP may become part of any contract entered into with a successful proponent.

5.4. Contract Administration:

Following the execution of any contract for service, which results from this RFP process, the District will appoint a contract administrator. The service provider will be expected to name a counterpart contact, which will oversee the administration of the contract with regard to the service provider’s responsibilities, and will provide information upon request to the District’s contract administrator or designate regarding the implementation and ongoing provision of service.

5.5. Sub-contracting:

Sub-contracting may be permitted pursuant to any contract for service that may result from this RFP process. In the event of any proposed sub-contracting arrangement (which includes a joint proposal submitted by two bodies having no formal corporate links) the responsibility for the submission of a proposal, any subsequent negotiation, and the administration of any resulting contract for service will be that of the first Proponent named on the title page submitted pursuant to Appendix B of this RFP (the Proposal Submission Format).

5.6. Term of Contract:

Any contract for service, which results from this RFP process shall be effective from the date of commencement specified in the contract and shall continue subject to the terms and conditions of the contract. Such terms and conditions may include provisions for the extension, upon mutual agreement between the District and the Proponent, of the term of the contract.

5.7. Budgetary Approval:

Any contract for service, which results from this RFP process, shall be subject to budgetary approval by the District Council of sufficient funds to meet any payment obligations of the District that have been agreed to as set out in that contract for service.

5.8. Compliance with Laws:

Neither the acceptance of any proposal submitted pursuant to this RFP, nor the execution of any agreement for the provision of the service(s), as generally described in this RFP, is an explicit or implicit approval or waiver of the requirement of or for any permits, licences, fees, taxes or other legal requirements



that would ordinarily be required for the implementation or operation of the service. A Proponent or service provider is solely responsible for complying with all applicable Federal, Provincial or Municipal legal requirements.

5.9. Insurance Requirements:

Any contract for service, which results from this RFP process, will also include a term requiring the service provider(s) to, insofar as is legally permissible and not covered by the insurance noted above, indemnify and hold harmless the District, its officers and employees, from any and all liability arising out of the service provider’s or a contractor’s performance or non-performance of the terms of the contract or out of the provision of the service generally.

5.10. Acting in Conflict:

Any contract for service, which results from this RFP process, will include a term prohibiting the service provider(s) from acting for any party whose interests are in conflict with those of the District, unless specific prior waiver of that term has been given by the District in each instance.



PART B

PROPOSAL DETAILS

6. BACKGROUND

6.1. The District of Squamish:

The District of Squamish is located at the tip of Howe Sound, on Highway 99, in Southern British Columbia’s Sea to Sky Corridor. The municipality is the largest municipality in the Corridor, and is home to close to 20,000 residents, with the population of the greater Squamish area (including Squamish and the Squamish Lillooet Regional District) currently topping 40,000. Squamish boasts all of the benefits of small town living – a strong sense of community, a robust housing market, access to fantastic outdoor recreation opportunities, security and an inviting character. Yet within a 45-minute drive north or south you can be in either an internationally acclaimed resort or the largest urban area of Western Canada.

6.2. Project Background:

Brennan Park Recreation Centre requires significant upgrades and expansion to meet current demand and future community needs. Program space is already beyond capacity and waitlists for programs are expanding. Our community is expected to continue to grow rapidly in the upcoming 5-20 years with many young families moving to Squamish. In addition, Recreation Services rents gymnasium space from the School District which is also at capacity. The Youth Centre building is at end-of-life and a new space should be considered at the Recreation Centre as recommended by the Parks and Recreation Master Plan. The 55 Activity Centre’s hours have been expanded and this has significantly improved program space for adults and seniors, but has not addressed additional program space required for children and youth.

The surrounding park (Brennan Park – from Centennial Way to Finch Drive), has been developed as community needs have arisen, and was made possible by the fundraising and hard work of volunteers and community groups. As the land available for recreation use is limited, it is necessary to have clear direction to guide long-term decision-making on where and what facilities should be accommodated in Brennan Park.

The 2013 Parks and Recreation Master Plan (PRMP) involved significant public engagement and laid out a path for the future of both the Recreation Centre and surrounding parkland. This provides a solid foundation for the starting point of



community discussion to determine whether the findings are still valid five years later and after 14% growth in our community (change between the census populations of 2011 and 2016). A draft Brennan Park Recreation Centre Renovations and Expansion Feasibility Plan has been developed as recommended by the PRMP and the plan incorporates the community findings from the PRMP.

In addition, the Long Term Real Estate and Facilities Strategy (REFS) is nearing completion and Brennan Park Recreation Centre and surrounding parkland are considered in the strategy. The community engagement project must dovetail with the draft REFS recommendations.

7. SCOPE OF SERVICES REQUIRED

7.1. Range of Services/Practice Areas:

The District aims to design and implement a public engagement process in accordance with IAP2 principles.

The District anticipates a two-pronged community engagement campaign that would run concurrently. The fine details of such a campaign are still to be developed, and would be done so with the leadership/support of a community engagement consultant/team to lead the design and execution of a program.

At a high level, the two-pronged campaign would roll out as follows (See Appendix C for more detail):

A. Brennan Park Recreation Centre Upgrades and Expansion – The District will provide three basic layout plans as a starting point, arising from the recommendations that resulted from the engagement that informed the 2012 PRMP, for the renovation/expansion of Brennan Park Recreation Centre, with associated costs, and request public feedback.

Recommended IAP2 level: INVOLVE

Decision statement: Seek community feedback on recreation centre renovation/expansion alternatives and priorities to finalize a site layout plan and priority phasing of upgrades.

Scope of engagement: The engagement will ask: What do you like about the plans; what don’t you like; what is missing; what would you add; what would you do differently; how would you prioritize the upgrades?

Considerations:

The plans to be presented to the community were developed as a result of an almost year-long community engagement that informed the recommendations in the PRMP.



The plans will speak to the costs associated with each upgrade to ensure that community input is informed by financial reality.

Financing questions in terms of how the District will ultimately pay for the upgrades and the expected impact to rate payers would be reserved for future discussion with the community.

B. Surrounding Brennan Park - Concurrently and separately, engage the community in a broader conversation to establish the vision and goals for the surrounding Brennan Park.

Recommended IAP2 level: INVOLVE

Decision statement: Involve the community in defining a common vision and goals for Brennan Park (Centennial Way to Finch Drive), in order to inform future park site planning.

Scope of engagement: creating a vision and defining a set of goals.

Considerations:

Agreement around vision and goals will help to align the community around common values for this space.

This engagement will seek to avoid creating opposition between recreation user groups for competition of space, and will aim to build a collaborative and creative vision that supports many users.

Ideas that arise in this first phase of engagement would ultimately inform a site layout plan, however the development of a site layout plan would be out-of-scope within this first phase of engagement. It is recommended that this be completed in a phase 2 engagement (2019).

Proponents are encouraged to consider and improve on the aforementioned framework. If there is sufficient interest from prospective Proponents, then an information meeting may be held by the District. Proponents should indicate their interest in such a meeting on Appendix A.

7.2. Engagement of Other Firms:

The District in any event reserves the right to engage any contractor, other than that with which it reaches an agreement(s), if any, pursuant to this RFP process, during the term of such an agreement(s), if it is deemed advantageous or appropriate. The District reserves the right to do so at its own discretion.



8. REQUIRED SUBMISSION CONTENT

In order to receive responses in a uniform format and to enable the fair evaluation of those received; Proponents should structure Item 2, as identified on the Proposal Submission Format (Appendix B to this RFP), of their proposal in the order outlined below, and provide the requested information, identifying each section by number.

Please provide:

8.1. Name and Address of Company:

The name, street address, mailing address, telephone number, fax number and e-mail address of the Proponent’s company, and any branch locations or affiliates that may be applicable.

8.2. Overview of Company:

An overview of the Proponent’s company including its size, years in existence, any preferred or specialized area(s) of practice, an organizational chart, and an outline of the firm’s experience in the applicable practice areas listed in section 7.1 of this RFP.

Please outline, if any, your company’s experience and affiliations with external agencies, such as:

(i) Federal and provincial governments; (ii) Other municipalities and regional districts; (iii) Local government associations; (iv) First Nations; (v) Educational institutions and programs; and

Any other agencies, associations or bodies that your firm considers appropriate for consideration.

8.3. Partners of Firm: A list of the partners of the Proponent company, with a brief resume stating the background, experience and depth of knowledge in the applicable areas listed in section 7.1, of each of those partners.

8.4. Proposed Contract Administrator/Company Contact:

The name of an individual who would be responsible for assigning and supervising the Project for the District pursuant to any agreements entered into following this RFP process.



8.5. Associates, Employees, Contractors of Firm:

A list of associates, other employees and any anticipated contractors who might be assigned or engaged to provide services to the District, the types of services and practice areas that they might be involved in, and their specific qualifications and experience as they relate to those service and practice areas.

8.6. Outline of a Proposed Public Engagement Process

A proposed framework of an engagement and public input process to be led by the Proponent including possible strategies, tactics, techniques and a draft timeline including the Project broken down into phases and general tasks. The outline should include milestones for progress reporting to the District, a final comprehensive written report and presentation to Council, and securing approval of draft phase plans prior to engagement. The written report and presentation to Council must include (See Appendix C for more detail):

An explanation of the community engagement process followed and techniques used

An analysis of the community engagement received

The preferred option(s) for the upgraded and expanded Recreation Centre and the themed suggestions from the community

The phasing priorities of the Recreation Centre

Preferred funding options (i.e. user fees, taxation, borrowing)

The Vision and Goals for the surrounding Brennan Park and the consideration of Hubs

8.7. References:

A list of five (5) current or past clients, to which the Proponent firm has supplied services similar in nature to those listed in section 7.1, who may be contacted as references. Please include a contact name and telephone number for each client as well as the years served.

8.8. Fee Structure/Billing Information:

Detailed information on the Proponent firm’s fee structure and billing information. In particular, please address the following (all fees or other costs should be noted exclusive of applicable taxes, however, please indicate which taxes would apply): • All fees relevant to fulfill all terms and conditions as set forth in the RFP for the

services performed as part of the Project, including.



• Frequency of billing; monthly, progress, etc.; • Provisions for providing estimates of fees for extraordinary items; • Expected billing arrangements with any contractors who might be

engaged as a sub-contractor to provide services to the District (for example, different hourly billable rates or different methods of billing);

• Retainer details including any applicable estimated monthly retainer with an explanation of services covered within that retainer and when extra costs or billable hours would commence;

• A list of services, if any, billed on a flat fee basis, and the fee charged; • A list of services, if any, available without charge; • Rates for costs other than those already noted (for example, travel

time costs, office equipment costs, disbursements, including any applicable mark-up);

• The time frame for which the above noted rates or costs would be held firm, and any trigger mechanisms which dictate adjustments to the rates or costs and the manner in which the firm would address these adjustments with the District;

• A sample services billing (demonstrating how billing is tracked by file, staff person/department requesting service, billable hours or other basis of calculation, disbursements, etc.); and

• The firm’s expected payment terms.

8.9. Additional Information:

Please provide to the District any additional information that the Proponent wishes considered in the evaluation of its proposal.



APPENDIX A Receipt Confirmation Form – District of Squamish RFP Brennan Park Recreation Centre Renovations and Expansion & Brennan Park Vision, Values and Goals Public Engagement Please complete this form and return by MARCH 16, 2018 via email to: Tim Hoskin, Director of Recreation Services [email protected] District of Squamish, Box 310, 1009 Centennial Way, Squamish, B.C. V8B 0A3 PROPONENT FIRM’S NAME: ________________________________________ ADDRESS: _____________________________________________________ CITY: _________________________ POSTAL CODE: ________________ CONTACT NAME AND POSITION: ________________________________ EMAIL: ______________ PHONE NUMBER: ______________ FAX NUMBER: ________________ I/We have received a copy of the above noted RFP.

□ I/We will not be submitting a proposal.

□ I/We will be preparing a proposal for submission and I/We authorize the District’s

Representative to send any further correspondence concerning this RFP via:

□ I/We would be interested in attending an initial information meeting.

Email: _____ Facsimile: _____ I/We understand that whether or not I/we submit a proposal my/our status as a potential supplier of goods or services to the District of Squamish in the future (other than goods or services supplied pursuant to any contract for service which results from this RFP process) will not be affected. ________________________ ________________________ AUTHORIZED SIGNATORY / DATE



APPENDIX B

Proposal Submission Format Please submit each copy of a submitted proposal in the following format: 1. Title Page:

Showing RFP title, Proponent’s name and address, closing date and time, and Proponent’s contact person and telephone number.

2. Proposal:

Include ALL information requested in Section 8 of the RFP. 3. Appendices:

Any attached firm brochures, or supporting information. Please be brief and concise.

Please ensure that the entire submission is as brief and concise as possible.

RFP March 2018 – Recreation Centre and Brennan Park Public Engagement District of Squamish

APPENDIX C

COMMUNITY ENGAGEMENT FRAMEWORK: DRAFT Proponents are encouraged to consider and improve upon this framework

Project Name Brennan Park Recreation Centre Renovations and Expansion & Brennan Park Vision and Strategic Direction

Project Purpose Brennan Park Recreation Centre needs to be expanded and renovated (or potentially replaced) to meet current and future community needs. The District would like to engage the community to develop and finalize plans on an improved Recreation Centre. Concurrently and separately the District would like to engage the community on setting a Vision and Goals for the surrounding parkland (Brennan Park) in 2018 to potentially inform a Park Master Plan in 2019.

Location Brennan Park

Decision Maker (decider)

Council

Level of Engagement

Recreation Centre renovations and expansion: IAP2 Level – INVOLVE Brennan Park Vison & Goals: IAP2 Level - INVOLVE

Intent of the Initiative/ Decision Statement

Recreation Centre Intent of Initiative

The District will provide three basic layout plans (layout plans to be developed separately and are not part of this RFP scope of services) for the renovation/expansion of Brennan Park Recreation Centre, with associated costs and request public feedback.

Decision Statement Seek community feedback on Recreation Centre renovation options and priorities to finalize a site layout plan and priority phasing of upgrades.

Scope of Engagement The engagement would ask questions like: What do you like about the plans; what don’t you like; what is missing; what would you add; what would you do differently; how would you prioritize the upgrades.

Considerations 1. The plans were developed based on previous community input that

informed the recommendations in the Parks & Recreation Master Plan. 2. The plans will speak to the costs associated with each upgrade to ensure

that community input is informed by financial reality. 3. Test community appetite for different funding options (e.g. taxation,

borrowing, sponsorship, public-private partnerships)



4. Financing questions in terms of how the District will ultimately pay for the upgrades and the expected impact to rate payers would be reserved for future discussion with the community.

Objectives 1. Additional Program Space to include but not limited to:

a. Expand program space for current usage (e.g. permanent gymnastics, Neuro & Refit)

b. A wellness centre for rehabilitation, sport training for organized sport teams, an accessible fitness area

c. Multi-functional program space that supports arts, recreation, and events

2. A second Ice Sheet 3. Administrative space 4. Pool expansion 5. Use of air space/higher stories 6. Revenue-generating opportunities/partnerships 7. Test community appetite for different funding options (e.g. taxation,

borrowing, fee for service, sponsorship, public-private partnerships) 8. Consideration of arts/events space 9. Options presented should include the most cost-effective option, and a

cost comparison to a brand-new facility. 10. Presentation of funding options and scenarios to be provided by the client. 11. Project must be phased 12. Project must prioritize phases

Brennan Park Vision & Goals

Intent of Initiative Concurrently and separately, engage the community in a broader conversation to establish the vision and goals for the surrounding Brennan Park.

Decision Statement Involve the community in defining a common vision and goals for Brennan Park (Centennial Way to Finch Drive), in order to inform future park site planning.

Scope of Engagement Creating a Vision and defining a set of Goals.

Considerations 5. Agreement around vision and goals will help to align the community around

common values for this space. 6. This engagement will seek to avoid creating opposition between recreation

user groups for competition of space, and will aim to build a collaborative and creative vision to support many users.

7. Ideas that arise in this first phase of engagement could inform a site layout plan, however the development of a site layout plan would be out-of-scope



within this first phase of engagement. It is recommended that this be completed in a phase 2 engagement (2019).

8. Test community appetite for different funding options (e.g. taxation, borrowing, fee for service, sponsorship, public-private partnerships)

9. Consider the following “Hubs” at Brennan Park a. Gateway Hub – showcase Squamish’s image as “Hardwired for

Adventure” at BP at north end of BP and highly visible from Hwy 99 b. Facilities Hub – centered around the existing recreational complex c. Play Hub – outdoor play areas (e.g. spray park, play grounds) d. Multi Use Sport/Event Hub – support community event and sports e. Field Expansion Hub – support future community sport needs f. Transit & Active Transportation Hub - promote public and active

transportation g. Commercial Hub (potentially outside of park boundaries)

Project Values 1. Encourage effective and frequent use of services and facilities; 2. Ensure affordable and accessible recreation services for all social and

economic groups, families and individuals in our community; 3. Facility improvement will consider future usage (i.e. build adaptable space

that can be used/adapted for future usage) and community needs (i.e. built for Squamish’s 2035 population size)

4. Centralization at Brennan Park as a showcase park and facility for Recreation, Arts and Events

5. Project should encourage “blue sky thinking” and then tether to fiscal/operational realities

6. Revenue generating or cost sharing opportunities/partnerships

Project Timeline

1. Post a Request for Proposal in March 2. Secure a consultant by April 3. Begin community engagement in late April 4. Conclude engagement in June 5. Report to Council in July 2018

Duration of Project

March to September 2018

Duration of Engagement

April to June 2018

Negative Impacts

Positive Impacts

Community engaged/informed/consulted on Recreation Centre upgrades on Recreation Centre expansion and renovations

Community engaged/informed/consulted on setting Brennan Park Vision & Goals

Potential Risks Community aspirations may not be fiscally possible in the near future



Not all users will get everything they want/need

Role of Council Council members are the decision makers. Role for Council is to be informed and Council will be consulted through the Community Engagement process.

Staff Planning Team

Tim Hoskin, Robin Arthurs, Christina Moore, Elaine Naisby, Neil Plumb, Camilla Say

Policies/Bylaw requiring review

Brennan Park Upgrades and Master Planning Project Page – this website provides convenient hub for the community to access important project information, timelines, and opportunity to post comments.

Parks and Recreation Master Plan (2012) – This plan incorporated extensive community engagement into the development of recommendations on the recreation centre and the surrounding park.

Council’s Strategic Plan – calls for a “Plan for funding an improved and expanded Brennan Park Recreation Centre and its programs-2018” and “Brennan Park Recreation Centre is renovated and expanded to meet the growing community needs (e.g., potential need for second ice sheet) – scoped beyond 2018”

Brennan Park Recreation Centre Renovations and Expansion Feasibility Study (February 20, 2018) – This study investigated 5 different options with costings with one recommended option for the renovation and expansion of the Recreation Centre to meet current and future community needs. The community engagement will ask about what is liked or disliked about the various options in the plan and what should be added and taken away from the options to meet community needs.

Long Term Real Estate Strategy – is nearing completion and will provide guidance on prioritizing arts and recreation infrastructure in the context of other needed facility improvements.

Official Community Plan –The Draft 2018 OCP recognizes the importance of Brennan Park as a centralized, high intensity recreation zone intended to serve the indoor and outdoor needs of the community. The OCP also highlights the need to engage with the community regarding service needs and recreation planning.

Floodplain Management Bylaw – may affect what type and where facilities may be located within Brennan Park.

Government to Government Engagement

Squamish Nation School Districts Squamish Lillooet Regional District

Stakeholders (not a comprehensive list)

The community Quest University Capilano University

Recreation Centre Facility User Groups (Ice User, Aquatics Users) Sea to Sky Community Service – Youth Centre

Surrounding Parkland Field User Groups Lease holders

https://squamish.ca/yourgovernment/projects-and-initiatives/brennan-park-upgrades-and-master-planning/

https://squamish.ca/assets/Parks-and-Recreation-Master-Plan-2012.pdf

https://squamish.ca/assets/Uploads/2015-2018-Strategic-Plan-2017-Update-02132018.pdf

https://squamish.ca/assets/Brennan-Park-Public-Engagement/BPRC-Feasiblity-Study-2018.pdf

https://squamish.ca/yourgovernment/projects-and-initiatives/ocp/

https://squamish.civicweb.net/FileStorage/289D55159BF24164B90E783241AA2B42-20171017%20Floodplain%20Management%20Bylaw%20No.%202526%202017.pdf

request for proposals - · pdf filerfp march 2018 – recreation centre and brennan park...

Documents