RFP: Municipal Land Use Planning Consulting Services

Questions:

With reference to Section 3.3 – Is there an intention to undergo policy planning updates in the near future? i.e. Zoning by-law or Official Plan updates, development of a CIP, etc. Will the Township retain consultants under a separate contract to prepare and deliver new/revised comprehensive policy documents?

The Township requests that proponents include the option and associated costs for undertaking potential policy planning updates as part of their proposal. This may include, but is not limited to, a comprehensive review or update of the Official Plan, Zoning By-law, and/or the preparation or revision of a Community Improvement Plan (CIP). While there is no immediate intention to proceed with these updates, including this scope in the proposal will allow the Township to assess potential future needs and ensure flexibility in project planning and budgeting. We do not have a CIP, nor has there been interest to implement one at this time.

Section 3.6 states “Submit regular updates to staff regarding project timelines, active applications, and planning matters of concern”. Does the Township anticipate regularly scheduled meetings for the consultant to provide updates to staff? If so, what frequency is anticipated?

The Township does not anticipate regularly scheduled meetings solely for the purpose of providing general planning updates. Instead, updates will be provided at the Planner’s discretion, with a focus on complex development applications, significant planning matters, or policy-related changes that warrant discussion or Council awareness. Communication may occur through email, reports, or scheduled meetings as needed, rather than at fixed intervals. This approach provides flexibility while ensuring that Council and staff remain informed on key planning issues in a timely and efficient manner.

Meeting attendance – Is the consultant expected to attend all Council, Committee of Adjustment (COA), and public meetings, or only those where a development application they have reviewed is being presented?

The consultant is not expected to attend all Council or Committee of Adjustment (COA) meetings. Attendance will generally be limited to those meetings where their presence would add value — for example, when a development application they have reviewed is being presented and clarification may be helpful to Council. For COA matters, a written report with a clear recommendation from the Planner is typically sufficient. Attendance at public meetings for Zoning By-law Amendments (ZBA) and Official Plan Amendments (OPA) is expected to help ensure that both Council and the public clearly understand the proposal and related planning considerations. The Planner may choose to attend these meetings virtually, depending on the complexity of the application. In most cases, if a comprehensive report with recommendations is provided, that will be sufficient for Council to make an informed decision.

Development application processing – Will Township staff provide administrative support for tasks such as preparing and distributing notices, agendas, minutes, and circulation materials? Could you further detail which components of the project (e.g., notice circulation, public meeting logistics) will be managed by Township staff versus the consultant?

Yes, Township staff will provide administrative support for development application processing, including circulating pre-consultation checklists for the applicant after a pre-consultation meeting, preparing and distributing circulation materials, managing public meeting logistics, and creating agendas and minutes. Staff will also handle the distribution of notices and other administrative coordination. However, the Planner will be responsible for drafting the public meeting notice, preparing the draft by-law, and ensuring that the planning rationale and related documentation are clear and complete. This division of responsibilities allows staff to manage procedural and logistical components while the Planner focuses on the professional planning analysis and statutory requirements. For more complex applications, staff may request that the Planner review staff-generated documents—such as notices, pre-consultation checklists, or draft correspondence—to ensure accuracy, clarity, and alignment with applicable planning legislation and policies.

Could the Township provide an annual and/or monthly volume of development applications (by application type), pre-consultation requests and general land use inquiries?

Average Pre-consultation Monthly Requests: 3

The Township of Armour does not charge for the first pre-consultation meeting.

See below pre-consultation charts for 2023-2025.

2025 (to date)

Consent - 5

Minor Variance - 1

Site Plan - 9

Zoning - 8

Shore Road - 1

Official Plan - 1

Grand Total - 25

2024

Consent - 15

Minor Variance - 1

Rezoning - 8

Site Plan - 7

Subdivision - 1

Road Allowance - 5

Official Plan - 1

Grand Total - 38

2023

Consent - 12

Minor Variance - 3

Site Plan - 2

Zoning - 2

Shore Road - 1

Road Allowance - 2

Official Plan - 1

Grand Total - 23

Will the consultant be responsible for reviewing Building Permit applications for zoning compliance? If so, can the Township provide an estimate of the number of Building Permit applications requiring review on a monthly or annual basis?

No, the consultant will not be responsible for reviewing Building Permit applications for zoning compliance. This function will continue to be managed internally by the Chief Building Official.

Is the Township currently engaged in any OLT files?

No, the Township is not currently engaged in any active Ontario Land Tribunal (OLT) files. However, there is a complex application for a lithium battery energy storage system (BESS) within the Township that has generated public opposition. While this application has not had a public meeting to date, it remains an active file that may require careful planning review and coordination. Additional information regarding the status of this application is available on the Township’s website. The Township has retained Tulloch Planning Services for this file.

The RFP notes a request for regular office hours. Will the successful proponent be anticipated to attend the municipal office multiple days per week / is there an ideal schedule that the Township is seeking for in person service delivery?

The Township does not require the successful proponent to attend the municipal office in person on a regular basis. Instead, the expectation is that the Planner will be available during regular business hours to respond to Township staff, Council, applicants, and the public via telephone and email. This approach ensures timely communication and support without the need for a set in-person schedule at the municipal office. In-person attendance may only be requested on an as-needed basis for specific meetings or matters requiring direct engagement.

Is there an estimated budget range for this project that proponents should be aware of?

The current annual budget for the Planning Services retainer is approximately $24,000. Fees associated with property

owner–initiated Zoning By-law Amendments, Official Plan Amendments, and Site Plan Applications are billed directly to the applicant. Minor Variance and Consent applications are currently included as part of the monthly retainer. Similarly, Township-initiated Zoning By-law and Official Plan Amendments are included within the retainer amount. This budget framework is intended to cover general planning support, with cost recovery in place for development applications submitted by private landowners.

With reference to Section 9.5, may the Township please clarify what it means by “accessed” and can it be confirmed that the monthly retainer model will not apply to neighbouring municipalities?

This means that if the Township awards a contract to a Planner, nearby municipalities have the option to use that same contract to obtain services from the Planner, rather than issuing their own separate procurement. However, this is only possible if the Planner has the capacity to take on additional work and there are no conflicts of interest. Importantly, those neighbouring municipalities must enter into their own separate agreements directly with the contractor—they are not covered by or part of the Township of Armour’s contract. Additionally, the Township of Armour will not be responsible or liable for any services, work, or issues that arise from the Planner’s work with those other municipalities under this arrangement. This clause was taken from an RFP issued by another Ontario municipality and does not reflect any current interest or arrangement with neighbouring municipalities regarding this Township. There is no indication at this time that nearby municipalities intend to access or utilize the contract under these terms.

The monthly retainer in the RFP appears to be optional, however there is a lot of detail provided within the RFP on this item. Our typical approach is to bill for services rendered due to the ebbs and flows of planning applications and the time of year. Will proponents lose points for not submitting a monthly retainer model? 

The Township has engaged the same Planner for several decades and has traditionally operated under a retainer model, which provides consistency and helps with budgeting and financial planning. While the monthly retainer component in the RFP may appear optional, it carries weight in the evaluation process, with up to 5 out of 25 points allocated specifically to proponents who include a retainer model. Proponents who choose not to submit a monthly retainer option may receive fewer points in this category; however, all proposals will be evaluated comprehensively based on the overall submission. The retainer model is valued for its predictability in budgeting, but the Township remains open to considering alternative billing approaches.

Is the requirement for the proposal submission to include only one physical copy in a sealed envelope? In an effort to reduce the carbon footprint of the RFP process, will the Township consider allowing for electronic submissions?

Our current procurement by-law does not permit proposal submissions via email, as this ensures a transparent and secure evaluation process. Additionally, the Township does not have a dedicated email address or digital platform in place for accepting electronic submissions at this time. Therefore, proponents are required to submit one physical copy of their proposal in a sealed envelope as specified in the RFP. This approach supports fairness, accountability, and compliance with municipal procurement policies.