September 18, 2012 Staff Report - Town of Whitchurch Stouffville

Council in Committee Report
September 18, 2012
STATUS REPORT NO.1 – UPDATE TO THE COMMUNITY OF STOUFFVILLE
COMMERCIAL POLICY STUDY
Report prepared by: Manager of Planning Services, Consultants Macaulay
Shiomi Howson Ltd. and W. Scott Morgan & Associates Ltd.
RECOMMENDATION:
The Director of Planning and Building Services recommends:
1) THAT Status Report No. 1 Report on the Update to the Community of
Stouffville Commercial Policy Study be received for information.
1. PURPOSE:
This report is provides an update on the progress of the Community of Stouffville
Commercial Policy Study.
2. EXECUTIVE SUMMARY:
REPORT # 4
On March 20, 2012, Council adopted a resolution to award the contract for
consulting services to undertake the Update to the Community of Stouffville
Commercial Policy Study to Macaulay Shiomi Howson Ltd. and W. Scott Morgan
& Associates.
The Update to the Study is to assess the implications of growth to date on the
commercial districts, and to examine commercial land use requirements through
to the Year 2021. Key elements of the Study include a comprehensive market
retail analysis, and a community consultation strategy. Work on the study has
commenced and the study is proceeding in accordance with the approved work
program. The comprehensive market retail analysis is complete. The initial
community consultation is also complete. This included the distribution of a
study initiation notice, a telephone consumer survey conducted in May/June
2012, as well as a survey of GO train commuters and meetings with the Mayor’s
Youth Council, the Downtown Stouffville Working Group and key business
operators and other stakeholders.
A draft background report outlining the results of the technical analysis and
consultation program will be completed this fall and will be the subject of a public

Council in Committee Report September 18, 2012
open house/public meeting targeted for the fall. A copy of the Draft Background
report will be distributed under separate cover prior to the Open House/Public
Meeting.
3. BACKGROUND:
In 2005, Council adopted a Commercial Policy Strategy, which assessed the
commercial land use requirements of the Community of Stouffville in the context
of emerging residential growth. The strategy projected commercial land use
needs through to the 2011 time-period based upon growth projections.
Given that the Study is now over five (5) years old, the Town determined that it
was necessary to revisit the original study assumptions to confirm their validity
and to maintain a responsive commercial policy framework in the Stouffville
Secondary Plan to assess future commercial development applications and to
guide commercial land use policy.
On March 20, 2012, Council adopted a resolution to award the contract for
consulting services to undertake the Update to the Community of Stouffville
Commercial Policy Study to Macaulay Shiomi Howson Ltd. and W. Scott Morgan
& Associates. The Update to the Study is to assess the implications of growth to
date on the commercial districts, and to examine commercial land use
requirements through to the Year 2021. Work on the study has commenced and
the study is proceeding in accordance with the approved work program. A
specific page on the Town's web site has been set up to provide background,
and updated information and documents related to the ongoing study process.
The web address is http://www.townofws.com/commercialpolicystudy.asp and is
available for viewing/downloading of documents by interested members of the
public.
4. ANALYSIS & OPTIONS:
4.1 Progress on the Study to Date
The Study Work Program consists of five tasks:
Task 1 Project Initiation
Task 2 Background Analysis
Task 3 Draft Background Report Initial Review
Task 4 Final Study Report
Task 5 Policy and Regulatory Amendments
Tasks 1 and 2 are now complete. These Tasks included the comprehensive
market retail analysis, which involved an update of the floor space inventory and
a licence plate survey as well as a telephone consumer survey. In addition, initial

Council in Committee Report September 18, 2012
community consultation was also carried out. This included, in addition to the
telephone consumer survey, the distribution of a study initiation notice, a survey
of GO train commuters and meetings with the Mayor’s Youth Council, the
Downtown Stouffville Working Group and key business operators and other
stakeholders. Finally, the implications for changes to the Secondary Plan and
Zoning By-law have been reviewed and potential directions identified. The
background report outlining the results of the work in Tasks 1 and 2 will be
circulated to Council for their information in the fall and will be the subject of a
public open house/public meeting tentatively scheduled for the fall. Additional
meetings with individual stakeholders will continue to take place during the study
as it proceeds forward.
4.2 Preliminary Findings – Summary
The initial work completed to date provides some interesting snapshots into the
commercial structure of the Community of Stouffville. Key preliminary findings
include:
• The current study’s 2012 inventory in the Community of Stouffville consists
of approximately 900,000 square feet of retail commercial space
contrasted against the 2005 inventory of 475,000 square feet The 2012
space inventory is broken down as follows:
2012 Inventory
Supermarket/Grocery * @ 103,911 sf @ 11.4% of total space
Specialty Food @ 21,900 sf @ 2.4% of total space
FSR space: @ 125,811 sf @ 13.8% of total space
Dep't Store (non-food) @ 135,600 sf @ 14.9% of total space
Non-Dep’t Store @ 293,067 sf @ 32.2% of total space
NFSR space: @ 428,667 sf @ 47.1% of total space
Home Improvement @ 26,860 sf @ 2.9% of total space
Personal Services @ 37,670 sf @ 4.1% of total space
Professional Services @ 45,240 sf @ 5.0% of total space
Other Services @ 59,232 sf @ 6.5% of total space
Services: @ 142,142 sf @ 15.6% of total space
Restaurants @ 117,747 sf @ 12.9% of total space
Bank/Trust @ 24,215 sf @ 2.7% of total space
Liquor/Beer/Wine @ 13,770 sf @ 1.5% of total space
Other Space NEC @ 26,908 sf @ 3.0% of total space
Vacancy @ 4,000 sf @ 0.4%
of total space
Services: @ 186,640 sf @ 20.5% of total space
TOTAL @ 910,120 sf @ 100% of total space

Council in Committee Report September 18, 2012
* Includes 27,000 square feet of supermarket-equivalent space in Walmart.
• Excluding the non-retail categories, the greatest square footage gains
have been in the Department Store and Non-Department Store Non-Food
Store Retail (NFSR) categories. Vacant space has declined significantly.
The Supermarket/Grocery category has changed modestly as a result of
Walmart’s food component replacing the Sobeys closure.
• The commercial hierarchy of Stouffville is spread over three distinct nodes
(the Downtown, the Western Approach Area, and Regional Retail Area).
These three nodes are differentiated by function, separated by distance,
yet distributed to facilitate cross shopping and outflow reduction.
• The Regional Residential area has about 150,000 square feet of
remaining development potential.
• Vacancies now make up less than 1% of retail commercial space across
the Community of Stouffville -- well below the normal range of 5% to 7%
typical of most markets. This low vacancy rate points to the relative good
health of the retail commercial hierarchy, and the generally productive
performance levels of existing space (i.e. sales per square foot) suggest
that the market is under-stored.
• With such little vacant space, the opportunities for accommodating new
space and improving the performance of the existing retail commercial
hierarchy rest with the land-owners with undeveloped commercial
designations and zoning, and other sites that could be redeveloped (e.g.
the Town’s former Works Yard on Main Street, the former Canadian Tire
site on Main Street).
• The secondary trade area for the Community of Stouffville, principally
within northeast Markham, has been reduced when contrasting the 2005
to 2012 retail market data. The introduction of the Metrus Power Centre
(Highway 48 and Major Mackenzie) and the redevelopment of the former
Emerson Electric property in Markham would be contributors to this shift.
• The average per capita household incomes in the Trade Area (2006
Census) compared to the provincial average (index = 100.0) are as
follows:
Primary Trade Area (W-S) 137.1
Secondary Trade Area South (NE Markham) 90.1
Secondary Trade Area East (Uxbridge/Pickering) 117.7
Total Trade Area 111.1

Council in Committee Report September 18, 2012
Previous estimates (2001 Census) are as follows:
Primary Trade Area (W-S) 131.4
Secondary Trade Area South (NE Markham) 111.4
Secondary Trade Area East (Uxbridge/Pickering) 109.9
Total Trade Area 119.3
Gains in the Primary Trade Area and the Secondary Trade Area East are
partially offset by declining incomes in the Secondary Trade Area South.
4.3 Detailed Work Plan
The work plan for the study process is set out as follows:
Date Tasks/Deliverables
Spring 2012 Project Initiation:
• Initial study notice
• Website initiation
• Data Collection
Spring/Summer
2012
Summer/Fall
2012
Fall 2012/Winter
2013
Background Analysis:
• License plate surveys to establish relevant trade areas
• Update of commercial inventory
• Examine key social and economic data population forecasts
and income data
• Conduct detailed consumer expenditure survey (May/June)
• Consult with key stakeholders
• Prepare Draft Report including implications for changes to the
Secondary Plan and Zoning By-law
Draft Background Report Initial Review:
• Circulate Report to Council for information
• Public Open House/Public Meeting
• Consult with key stakeholders
• Analysis of public and stakeholder input
Final Study Report:
• Prepare final study report based on Background Report and
public/stakeholder input
• Prepare staff final recommendation report to Council
Winter 2013 Policy and Regulatory Amendments:
• Based on final direction draft formal Secondary Plan and By-law
Amendments
• Conduct Statutory Public Meeting on proposed amendments
• Review and consider all submissions on proposed amendments
• Prepare final report (with staff) on final recommended
Secondary Plan and Zoning By-law amendments

Council in Committee Report September 18, 2012
5. FINANCIAL IMPLICATIONS:
The recommended study proposal established an upset study cost of
$143,916.80 inclusive of all fees and disbursements (i.e. $127,360.00 plus HST
of $16,556.80). Based upon the applicable HST refund to the Town, the actual
study cost would be $129,602. However, as approved by the Town the sample
size of the consumer expenditure survey was increased by approximately $8,000
to approximately $137,602. This was within the $155,000 allocated to the project
in the 2012 Planning & Building Services approved budget. The study proposal
is within the budgeted allocation of the 2012 Town Budget.
6. ALIGNMENT WITH STRATEGIC PLAN:
This report is aligned with the Town’s Strategic Plan in the following manner:
1. Community Prosperity and Sustainability
Balanced growth, environmental protection, economic development,
tourism, community character and identity
1.1 Preserve and enhance community rural/urban character, beauty and
heritage
1.2 Balanced land use planning – environment, economic and social
considerations
1.3 Orderly/phased development
1.4 Economic development and job creation
1.5 Tourism development
2. Fiscal and Asset Management
As stewards of the public trust, manage the Town’s resources in a fiscally
responsible manner, promote partnership opportunities and advance
Town interests
2.2 Sustainable long term fiscal plan for all infrastructure and buildings
2.3 Explore partnerships to deliver new infrastructure/services
3. Service Excellence & Community Engagement
High quality, citizen-centred services, responsive to the needs of informed
and involved citizens
3.1 Enhance teamwork and promote collaboration

Council in Committee Report September 18, 2012
4. Quality of Life
Encompasses community safety, diversity, promoting healthy lifestyles,
leisure and culture; complements community prosperity and sustainability
4.1 Develop and maintain effective community health and safety
services
4.2 Enhance public safety through collaboration
7. ATTACHMENTS:
1. Location Map – Community of Stouffville Secondary Plan Area
2. Terms of Reference Update to the Community of Stouffville Commercial
Policy Study
For further information on this report, please contact Alan Drozd, Manager
of Planning Services at 905-640-1910 or 905-895-5299 ext. 2320 or via email
at alan.drozd@townofws.ca.

1.0 GOAL
Terms of Reference
Update to the Community of Stouffville Commercial Policy Study
To conduct a comprehensive review of the Commercial land use needs for the
Community of Stouffville in the Town of Whitchurch-Stouffville. The review will
assess the adequacy of the supply of lands set aside for commercial purposes
and recommend whether any revisions are required to land use designations and
policies/zone standards to protect the planned function of each commercial area
in the Community.
2.0 SCOPE OF WORK/OBJECTIVES
To achieve the stated Goal, the Scope of Work for this Study is as follows:
• Provide a review of all relevant background material, reports, economic data,
commercial market studies, policy documents, etc. relating to commercial land
use needs in the Community of Stouffville;
• To prepare a comprehensive inventory of existing and propo'sed commercial floor
space;
• To undertake comprehensive consumer expenditure surveys/parking surveys
and/or other empirical data collection methodologies to profile the spending
patterns of residents and market support for existing and future facilities. The
level of analysis should be statistically significant and assist in determining the
primary and secondary for trade area for the Community of Stouffville;
• Determine the amount of expenditures currently made outside the Community to
other facilities;
• To determine the floor space needs for the Community of Stouffville to the Year
2021 including residual floor space needs and gaps of all commercial floor space
categories in five-year intervals commencing at 2011;
• Identify and confirm the demographic profile of the Town and how this may affect
future spending patterns in the Community;
• To review the appropriateness of the commercial land use designations and
policies in the Community of Stouffville Secondary Plan addreSSing the identified
needs of the existing and future population; and, to protect the planned function
of each commercial district;

• Prepare proposed draft Official Plan/Secondary amendments implementing the
recommendations of the Policy Review;
• To examine the' appropriateness of the existing zone provisions for Commercial
Zones in Comprehensive Zoning By-law 201 0-001-Z0; and
• Prepare proposed draft zoning by-law amendments implementing the review of
existing by-law provisions;
• To provide an extensive and meaningful community consultation with key
stakeholders and the public.
3.0 POPULATION GROWTH
The Town of Whitchurch-Stouffville has an estimated 2011 mid-year population of
approximately 38,650 persons of which it is estimated that approximately 26,000
persons reside within the Community of Stouffville.
The Community of Stouffville is anticipated to grow to approximately 37,000 to 40,000
persons by 2021, with a corresponding population of 51,000 to 55,000 persons for the
Town of Whitchurch-Stouffville.
There is the potential that Council may expand the urban boundary of the Community of
Stouffville to include all eligible lands within the Oak Ridges Moraine Conservation Plan
"Settlement Area" designation. If this event were to occur, an additional 5,000 to 7,500
persons may be accommodated within this area. Town Council is presently considering
the expansion of the urban area and a decision as to whether to move forward is
anticipated in 2012. If these lands are designated for urban uses, the timing for new
residential development is anticipated to commence in 2018 - 2020 and development
will extend over a 3 to 5 year time period (approximately 600 building permits/year).
4.0 COMMERCIAL POLICY REVIEW 2005
The last major commercial study of the Community of Stouffville was conducted in
2005. That Study considered the commercial land use needs for the Community of
Stouffville and was the partial basis for the creation of the Regional Retail Area
designation in the Secondary Plan. Since the preparation of the 2005 Commercial
Study, considerable growth in the population of the Community has taken place.
Considerable new retail and service space has also been added to the inventory during
this five-year period warranting an update and assessment of the Community's
commercial land use needs.
5.0 COMMUNITY OF STOUFFVILLE SECONDARY PLAN
The Community of Stouffville Secondary Plan establishes a comprehensive land use
planning framework and commercial hierarchy that creates the planned commercial

structure of the Community. This includes the following land use designations:
Core Area - Main Street
The Core Area - Main Street designation recognizes the historic downtown Stouffville
core area and environs, which contains a mix of retail and service commercial uses.
This designation identifies the Community Core as a major focal point for commercial
and community uses and provides for redevelopment and expansion opportunities. The
designation provides for a wide variety of higher order retail, service, office, residential,
mixed, institutional and entertainment uses.
Core Area - Mixed Use
The Core Area - Mixed Use designation recognizes the existing train station and the
surrounding industrial/commercial area. The designation provides an opportunity for a
mix of uses which complement the commercial uses along Main Street. This
designation provides for a wide variety of higher order retail, service, office, residential,
mixed, and institutional and entertainment uses, and, recognizes existing industrial
commercial uses and the transportation terminal.
Western Approach
The Western Approach area is generally located along the western extent of Main
Street and the entrance into the Community of Stouffville. This area provides for a
range of commercial/residential service and mixed use land uses in the context of
strong urban form/urban design principles. The Western Approach area is of strategic
importance to the planned commercial structure of the Town in that it represents the
Western Anchor and concentration of activities along the Main Street axis
complementing the uses and functioning of the Core Area - Main Street and Core Area
Mixed Use designations.
Western Approach - Commercial
The Western Approach Area - Commercial designation primarily applies to portions of
the Western Approach Area, which currently have been developed for a range of
commercial uses. The Secondary Plan contemplates that over the planning period,
some of the lands within this district will be redeveloped. The designation provides for a
wide range of commercial, service, institutional, community, office and light industrial
uses and provides for a comprehensive policy framework which places a high emphasis
on built form and land use compatibility specific to this designation and its contexts.
Western Approach - Mixed Use
The Western Approach Mixed Use designation applies to portions of the Western
Approach Area which are largely undeveloped but have the potential to accommodate a
wide range of uses. The Western Approach - Mixed Use Area is intended to form part

of a diverse thriving commercial district that is combined with employment, institutional,
cultural, entertainment and residential uses. The Western Approach Mixed Use
designation includes a comprehensive urban design policy framework setting to ensure
that the development of this designation takes place to form an urban character with a
high order of design.
Regional Retail Area
The Regional Retail Area designation provides for a trade centre and specialty-retailing
node serving a broad regional market. Major retail uses are permissible in a manner
that is complementary to and does not undermine the planned function of the Western
Approach Area, the Core Area or the Neighbourhood Retail Area. The Regional Retail
Area is to be fully integrated and supportive of the planned function of the surrounding
Business Park Area and Industrial Area designations. The Regional Retail Area permits
a limited range of large format retail stores, restaurants, entertainment and offices uses
subject to a policy framework controlling the size and form of permitted uses to maintain
the complementary nature of this designation to other aspects of the planned
commercial structure. This designation applies to an approximate 17 ha (40 acre)
parcel of land located at the southeast intersection of Hoover Park Drive and Highway
No. 48.
Neighbourhood Retail Area
This designation recognizes a node of neighbourhood focused commercial activity.
This designation is a commercial district, which provides a range of goods and services
designated to meet the day-to-day requirements of neighbourhood residents. It is the
intent of this designation to promote mixed-use development and as such, residential
uses are permitted in addition to a prescribed list of retail, institutional, small-scale office
and service commercial uses. The Neighbourhood Retail Area designation is
complemented by a policy framework, which establishes development parameters,
urban design principles and implementation requirements. The Neighbourhood Retail
Area designation is designated and zoned on the eastern side of the Community on
Tenth Line, north of Main Street.
Gateway Mixed Use Area
This designation recognizes the prominence of the intersection of Highway 48 and Main
Street as the significant entrance into the Community of Stouffville. Historic buildings
and locational attributes establish this area as a unique mixed-use district. The
Gateway Mixed Use Area designation permits a limited range of retail and service
commercial, office, residential, mixed use and institutional uses complementary to the
functioning of this area. This designation includes a comprehensive policy framework
which emphasizes the strategic importance of this designation as an entrance into the
Community from the west.

Activity Node Area
This designation is primarily intended to recognize and permit institutional uses
including places of worship, schools and community uses. It also permits convenience
retail and service commercial uses. The designation applies to lands throughout the
community and provides for limited service provision to residents physically removed
from the major commercial land use designations.
6.0 TOWN OF WHITCHURCH-STOUFFVILLE COMPREHENSIVE ZONING BY­
LAW
Town of Whitchurch-Stouffville Comprehensive Zoning By-law 2010-001-Z0 was
passed on March 2, 2010 and implements the policy framework of the Community of
Stouffville Secondary Plan.
7.0 WORKING RELATIONSHIP
7.1 Municipal Contact and Staff Resources
The Consultant shall meet on a regular basis with the Town, and where applicable,
other identified stakeholders to discuss the progress of the Study.
The Town will provide all background information listed in Section 8. The Consultant in
the Proposal shall advise as to the extent and nature of work that they believe will be
necessary to be completed by Town Staff beyond the role of organizing meetings and
typical project management functions.
The Town will also complete all necessary notices to the public adviSing of pending
meetings.
7.2 Consultant
The Consultant will be responsible for conducting the study work and to act as the
technical and policy advisor for this project. It will be the responsibility of the Consultant
to provide policy/technical information and direction, and, ensure that the time frames
for the Study are being met. The Consultant will be responsible for the preparation of
interim drafts and the associated presentations. It will also be the responsibility of the
Consultant to make presentations at all meetings convened during the course of this
Study. The Consultant will also be responsible for the involvement of any identified subconsultants,
their work, and, the payment for services rendered.
8.0 AV AILABLE RESOURCE DOCUMENTS
The Town will make the following documents available to the Consultant:
• Community of Stouffville Secondary Plan;

• Town of Whitchurch-Stouffville Official Plan;
• Comprehensive Zoning By-law 201 0-001-Z0 and amendments;
• Residential and Non-Residential Growth Forecast (2004 to 2026), C.N. Watson &
Associates Ltd., March 2004;
• Long Term Fiscal Impact Assessment of Growth (2004 to 2014), C.N. Watson &
Associates Ltd., (revised 2007);
• Development Charges Study Background Report, Watson and Associates, June
2009;
• Leisure & Community Services Master Plan, Leisure Plan International,
December 2003;
• Various commercial market reports prepared in support of development
proposals (primarily from era 2004/05);
• Geographic Information System Mapping for the Community of Stouffville;
• Corporate Strategic Plan; and
• Final Report: A Commercial Policy Strategy for the Community of Stouffville,
May 2005.
9.0 DELIVERABLES
A draft report outlining the results and recommendations of the study, which fully
addresses the Scope of Work and Objectives.
A final report outlining the results and recommendations of the study, which fully
addresses the Scope of Work and Objectives.
A public stakeholder consultation strategy inclusive of all necessary presentation/display
materials.
The Consultant will make the following documents available to the Town:
• Twenty-five copies of any interim reports or drafts in hardcopy and one soft copy;
• Twenty-five copies the Final Report that is received/approved by Council,
inclusive of one soft copy; and
• All database materials electronic and otherwise used or produced by the
ConSUltant in the undertaking of this Study.

10.0 PROPOSAL CONTENT
The Town is asking a limited number of Consultants to submit a Proposal to undertake
this Study. The Consultants, in the preparation of the Proposal, are requested to have
regard for the circulated Terms of Reference and provide as a minimum the following
information:
10.1 Methodology
A detailed description of the approach and tasks that will be employed by the
Consultant in the undertaking of this Study. The Consultant shall also outline any Town
or municipal resources beyond that which is set out in Section 2 that will be necessary
to complete this Study. The nature, content and statistical relevance of the proposed
market study and the public consultation program represent two key attributes to be
assessed by Staff.
10.2 Workplan Schedule
A specific timetable and workplan for the completion of the various components of the
Study. This will include a deadline for the submission of any Draft text/schedules. The
project work plan is set out below:
Project Commencement
Draft report to Council and presentation
Submission of final draft report
Statutory Public Hearing (Secondary Plan/
Zoning By-law Amendments, if required)
Submission of Final Report/Planning
Amendments for Adoption
10.3 Proposed Project Staff
Monday, February 27,2012
Tuesday, June 19, 2012
Tuesday, September 18,2012
Tuesday, November 20, 2012
Tuesday, January 22, 2013
Information on the individual(s) who will be assigned to the project including:
• Academic/formal training;
• Past relevant project experience;
• Specific roles and responsibilities which will be assigned to each person
involved, including estimated time (measured in hours); and
" Hourly rates for all proposed project staff.
10.4 Summary of Relevant Experience

A listing of recent and relevant projects undertaken directly by the Consultant in the
Greater Toronto Area. Please identify the name of the project; the name of the client
organization and contact person; a brief description of the project; and the approximate
cost of the Study.
10.5 Project Costs
The Consultant shall identify the Total Project Cost (including all relevant
disbursements, professional fees, sub-consultant fees, HST, etc.). This costing shall
represent the "upset limit" for the project. The Town has prepared a budget estimate of
$155,000 to complete this project. The content award and the initiation of this Project
are contingent upon Budget Approval by Council of the Department's 2012 Operating
Budget.
10.6 Potential Conflict of Interest
The Consultant shall identify any potential conflicts that the Consultant or a specific
individual(s) on the project team may have.
10.7 Current Project Commitments
The Consultant, with a projected start date of February 27, 2012 shall assess current
workload commitments and confirm that the organization will have the appropriate
resources and available time to properly dedicate to the completion of this Study.
10.8 Sub .. Consultants
The ConSUltant shall identify all sub-consultants and their fees for services rendered.
These costs are to be included in the Total Project Cost which forms the "upset limit" for
the Study. The involvement of the sub-consultants shall be paid for and supervised by
the Lead Consultant.
10.9 RFP Process/Protocols
The cost of preparing and submitting Proposals shall be at the Consultant's
expense.
The following schedule of events will apply to the selection process. The selection
process will include an interview with the short listed candidates:
Event:
Release of Req uest for Proposal (RFP)
Deadline for submission of proposal
Interviews (short-listed candidates)
Award of Contract by Council
Date:
Thursday, November 17, 2011
Wednesday, December 21, 2011
week of January 16, 2012
Tuesday, February 21,2012

Although every attempt will be made to meet all dates, the Town reserves the right to
modify any or all dates at its sole discretion.
Funding for this project is contingent upon Budget approval by Town Council as part of
the consideration of the Department's 2012 Budget submissions. The Budget Meeting
is scheduled for late January 2012.
11.0 PROPOSAL CRITERIA
The Town is asking a limited number of land use planning consulting firms to submit a
Proposal to undertake this project. In preparation of their proposal, consultants are
requested to provide as a minimum, the following information:
• Proposed methodology and timeline to undertake activities, having regard to the
activities indicated in Section 2;
• A company profile describing the relevant experience of the proponent in projects
completed of a comparable scope and magnitude, list of references from
organizations where similar projects were undertaken;
• General description of the team including team structure, project lead, number of
staff, and responsible roles for the project;
• A detailed budget and break down of consultant hours on the project;
• The consultant should identify the total project costs (including all disbursements,
professional fees, hotel and mileage fees and HST). This costing shall represent
the upset limit for the project;
• Current project commitments including available time and resource dedication to
the project; and
• The consultant shall identify any potential conflict of interests that the consultant
or a specific individual (s) working on the project may have.
12.0 PROPOSAL EVALUATION CRITERIA
. A team, consisting of relevant Town staff, will conduct the evaluation of the Proposal.
Evaluation criteria will include, but not be limited to the following:
• Solid understanding of the scope of the project;
• Approach and methodology;
• Parameters/method to be employed for the delivery of the market study and
relevance of the data collected;

• Nature and extent of the community consultation program;
• Prior experience in retail market studies, inclusive of the preparation of Official
Plan/Secondary Plan Policies; land budgets and phasing strategies; and,
implementing Zoning By-law provisions;
• Working understanding of the dynamics of urban/rural communities within the
GTA;
• Ability to meet budget and timeframe parameters; and
• Stability and reputation including positive references.
13.0 REFERENCES
The proponents will include three (3) client references.
14.0 REQUEST FOR PROPOSAL SUBMISSION
Proposals shall be submitted to the Town of Whitchurch-Stouffville by 3:00 p.m.,
Wednesday, December 21, 2011 (local time). Email and facsimile transmissions of
the proposal will not be accepted. Proposals received after the 3:00 p.m. (local time)
deadline of December 21,2011 will not be accepted. Proposals will be received at the:
Central Customer Service Centre
Town of Whitchurch-Stouffville Municipal Offices
111 Sandiford Drive
Sto uffvil Ie , ON L4A OZ8
Questions related to the Terms of Reference and the contents of the Proposal shall be
directed to:
Andrew McNeely, MCIP, RPP
Director, Planning & Building Services
905-640-1910 ext. 2270
andrew.mcneely@townofws.ca