The Capital Regional District (“CRD”) invites detailed proposals from consultants (the "Proponents") in strict accordance with these Proposal Documents (CRD, RFP No. ERM2022-001). The proposals will be evaluated for the selection of a consultant (or consultants) with the intent to enter into a contract (the “Contract”) to provide the services described in Appendix “A”.
The CRD is seeking proposals for an experienced facilitator to lead a diverse group of stakeholders through a collaborative process that will decide which community benefits and/or traffic safety improvements will be recommended to the CRD Board for funding and implementation.
This decision-making process follows an initial consultation phase with three community associations in January 2021 that generated a list of potential community amenities and road safety improvements in the area of Hartland Landfill.
A Contract will not necessarily result from this Request for Proposal (“RFP”).
Proponents should be aware that a follow-up contract may be awarded to proponents without further competition procurement.
Closing Time and Date for Submission of Proposals
The CRD will accept three (3) copies of each proposal plus one copy on a USB stick, in accordance with the instructions contained herein, on or before the following date and time:
Time: 4:30 PM Pacific Standard Time
Date: 9 March 2022
BACKGROUND
The Capital Regional District (CRD) is required to move Hartland Landfill’s commercial vehicle access point from Hartland Avenue to Willis Point Road in 2023 for a number of operational reasons, including safety considerations for landfill staff, commercial vehicles and residents accessing Mount Work Regional Park.
Some Hartland area residents have expressed concerns about how this change will impact commute times and safety for a range of Willis Point Road users. As a result, the CRD Board directed staff to consult directly with Hartland neighbours to answer questions, understand concerns and discuss ideas for risk mitigation.
CRD staff held community conversations in January 2021 and returned to the board with a consultation report in May 2021. Based on recommendations in this report, the Board directed staff to prepare a package of Hartland-area road access mitigation options costing up to $4M, to review these options with District of Saanich staff and Hartland-area residents and to return to the CRD Board for direction on next steps.
In consultation with the District of Saanich, CRD staff have commissioned an engineering report to assess the specific options and costs associated with potential intersection and trail improvements identified by residents. CRD staff are also gathering costs and options data for the community suggestions unrelated to traffic and all of this information will be available as reference material for stakeholders to support the decision-making process outlined above.
OBJECTIVE
The Capital Regional District (CRD) is seeking proposals for an experienced facilitator to lead a diverse group of stakeholders through a collaborative process that will decide which community benefits and/or traffic safety improvements will be recommended to the CRD Board for funding and implementation.
This decision-making process follows an initial consultation phase with three community associations in January 2021 that generated a list of potential community amenities and road safety improvements in the area of Hartland Landfill.
SCOPE
The successful firm will lead the development and implementation of this collaborative decision-making process with residents living near Hartland Landfill. This work will include services to help design, plan, implement and facilitate activities that ensure these stakeholder groups are informed, involved and able to effectively provide input on the recommendations that will be made to the CRD Board.
The scope of this contract includes the following:
- Design, plan, chair and facilitate a collaborative decision-making process with identified stakeholders, including residents from three Hartland-area community associations and recreational users
- Gather, analyze and summarize feedback and input collected during this process
- Prepare and report out on recommendations to support the development of a road access mitigation package for consideration by the CRD Board
- Work with a CRD representative to:
- Plan and discuss proposed engagement tools, background materials, outcomes and timing
- Advise on promotion of public participation opportunities
- Conduct regular phone meetings for updates
- Draft and chair meeting and working session agendas
- Ensure that the results of this phase of public participation can inform a recommendation to the CRD Board
- Provide collected data in a raw database and as a report with recommendations based on the advice of key stakeholders (including review of a draft report outline before the latter is produced)