REQUEST FOR PROPOSAL RFP PRESERVATION MASTER PLAN FOR THE ELAM MARTIN FARMSTEAD CITY OF WATERLOO RIM PARK TERMS OF REFERENCE

Transcription

1 REQUEST FOR PROPOSAL RFP PRESERVATION MASTER PLAN FOR THE ELAM MARTIN FARMSTEAD CITY OF WATERLOO RIM PARK TERMS OF REFERENCE The City of Waterloo is requesting proposals for the development of a Preservation Master Plan for the Elam Martin Farmstead located within the City of Waterloo s RIM Park. All proposals should adhere to the criteria detailed below. BACKGROUND OF RIM PARK The City of Waterloo s RIM Park is a 500-acre multi-use park located in northeast Waterloo along the Grand River. Throughout the park, a broad range of recreational, educational and interpretative facilities are found. The site features 18 sports fields, 4 Olympic sized ice rinks, a double gymnasium, indoor field house, banquet facilities, 11 acre nature sanctuary, community parkland and 12 kilometers of trails. BACKGROUND OF THE ELAM MARTIN FARMSTEAD The Elam Martin Farmstead is a sixth generation Mennonite family farm located on 11.8 acres of land within the heart of RIM Park. On January 22, 2001, the farmstead and associated landscape features were designated under the Ontario Heritage Act as being architecturally and historically significant. The farmhouse (circa 1856) and associated outbuildings, kitchen garden and orchards are characteristic of Waterloo County Mennonite farming operations. The Mennonite agrarian way of life, particularly the relationship between remaining land use and building features, has been preserved on this site. It serves as an example of a traditional Mennonite farming operation as it has evolved over six generations of the Martin family. The family continued to farm the land until 1999 when the City of Waterloo purchased the property. Members of the Martin family continue to live on the property as tenants. The current rental agreement with the Martin family expires July, 2002.

2 2 PROJECT DESCRIPTION 1) Project Rationale The development of a Preservation Master Plan for the Elam Martin Farmstead is being directed and supervised by staff in the Department of Recreation and Leisure Services in accordance with a Council approved plan for RIM Park that identifies the goal of preserving the site for heritage interpretation. 2) Principles of Approach The following principles of approach must guide all aspects of the planning process: The Preservation Master Plan for the Elam Martin Farm must meet the goals of RIM Park as a whole and be consistent with RIM Park Design Guidelines; Consultation with local stakeholders and interest groups; Based on existing staff and committee resources; Commitment to the development of partnerships; Offer a staged approach to meet the availability of funding. 3) Goals and Objectives The goals and objectives of the Preservation Master Plan for the Elam Martin Farmstead are as follows: To preserve and enhance the built and natural heritage of a designated sixthgeneration Mennonite farmstead for heritage programming activities within a 500- acre recreation and leisure park facility; To inventory and assess the site s historic resources and cultural landscape; To identify short to long-term preservation and heritage programming options for the Elam Martin Farmstead. Each option should clearly identify and define: - the present strengths and weaknesses of the site and the City s abilities to operate the site; - opportunities and challenges; - all resource requirements (including staffing) and associated costs; - the timelines, key partnerships and committee commitment required for efficient and effective implementation; - specific actions for implementation over the short to long term; - the resource generating potential of each option; To develop a strategy that will guide City staff in implementing the Master Plan recommendations and in maintaining the Elam Martin Farmstead;

3 3 To promote an increased awareness of the heritage value of the historic site itself and the area comprising RIM Park. 4) Plan Requirements The Preservation Master Plan for the Elam Martin Farmstead is to include the following information: History: A review of the settlement and development history of the Elam Martin Farmstead and surrounding park lands noting the significance of this cultural landscape. Land Use: Identification of historic landscapes and historic land use patterns. Buildings: Inventory and document, via measured drawings and photographic records, all of the buildings on-site and evaluate the integrity, significance and spatial relationship of each structure including building materials, workmanship, condition, age, as well as the nature and time period of additions and alterations noting features of contextual importance including the height and scale of buildings, setting, and landscape features. Landscape Features: Prepare an inventory and document, via measured drawings and photographic records, landscape features such as the orchards, kitchen garden and treed lane way. Preservation Approach: Outline an overall historic preservation and treatment approach to ensure the proper retention, care and repair of the historic buildings and landscape features. Interpretation/Programming Approach: Identification of an historic interpretation/programming approach for the site and the tools and interpretive elements required in order to provide visitors with an opportunity to experience the site through a variety of interpretive techniques. Work Plan: Detail listing of repair, preservation and upgrade work for the farmstead and associated costs in order of priority and in a staged timeline. Preservation Management and Maintenance Plan: Strategy and procedures for ongoing preservation maintenance of historical materials and landscape features including a system for documenting changes and recording work performed. Define the role and responsibilities of various parties in implementing, maintaining and monitoring the Elam Martin Farmstead Preservation Master Plan.

4 4 Note: The Elam Martin Farm originally consisted of 448 acres. This fact must be taken into consideration when preparing several of the requirements noted above. Several of the buildings on site have already been adapted for use by the tenant and for staff and equipment associated with the golf course located within RIM Park. 5) Resources The following reports are available for consultation: - Report to Council R&L Elam Martin Farmstead Preservation Master Plan - Report to Council D.S Designation of Property Elam Martin Farmstead - A Brief History of the Elam Martin Farmstead - Millennium Recreation Park (now RIM Park) Design Guidelines. Further information on the history of the Elam Martin Farmstead can be found at the City of Waterloo website at DELIVERABLES The planning process is expected to result in a submission of an Elam Martin Farmstead Preservation Master Plan, developed in conjunction with City staff and the Elam Martin Farmstead Preservation Master Plan Selection and Implementation Committee, that will provide an action plan for the future development of the Elam Martin Farmstead. The Plan should contain an executive summary and be supported by relevant information and illustrated by measured drawings, maps, photographs and other visual materials. All original graphics and visuals including negatives that form part of the Elam Martin Farmstead Preservation Master Plan will become the possession of the City of Waterloo. Copyright for these materials and the Elam Martin Farmstead Preservation Master Plan will be owned by the City of Waterloo. Six copies of the first draft of the Plan will be presented to the Selection and Implementation Committee for review and comment. The consultant shall provide the Chair of the Selection and Implementation Committee with one printed and one electronic (Microsoft Word) master copy of the final Master Plan to include all of the final approved revisions. Any graphics that cannot be reproduced by the City will be the responsibility of the consultant. The consultant will be responsible for providing up to 30 copies of the final approved Plan to the Chair of the Selection and Implementation Committee. CONSULTANT RESPONSIBILITY The consultant will be required to attend Selection and Implementation Committee meetings. In addition, there will be at least one public meeting held during the development of the Plan that will be organized by the consultant and City staff.

5 5 The consultant will have a direct role in ongoing discussions with the Cultural Development Committee, Local Architectural Conservation Advisory Committee, and RIM Park Advisory Committee and will be responsible for presenting the Plan at Senior Management Team and Council meetings. PRESERVATION MASTER PLAN FUNDING Funding to complete a Preservation Master Plan for the Elam Martin Farmstead has been secured through the Province of Ontario s Heritage Challenge Fund Community Program in the amount of $33,500. This funding must cover the entire cost of the development of the Plan including consultant fees, expenses and taxes as well as staff and committee expenses associated with the development of the Master Plan. Payment to the consultant will be tied to the receipt of specific project deliverables as outlined above. PROJECT BUDGET Capital Operating $270,000 of the RIM Park development capital costs of $56.6 million is currently budgeted for the preservation of the Elam Martin Farmstead. Future maintenance operating budget will be incorporated into the RIM Park net budget of $1.2 million. The budget for programming will be a new area within the Program, Technical and Community Development budget as funds permit. SCHEDULE 1. Council Approval of Report R&L01-12 July 9, Posting of RFP July 30, Closing date for RFP September 4, Council Approval September 24, Awarding of Contract September 25, Draft of Preservation Plan Submitted December 17, Final Plan Submitted By January 31, Council Approval of Plan February, 2002 CONTRACT CLARIFICATIONS All inquires as to the work to be performed and specifications in this RFP shall be made to: Bob McFarland Team Leader Program Design, Technical & Community Development Department of Recreation and Leisure Services City of Waterloo

6 6 or Anne Chafe Heritage Associate Department of Recreation and Leisure Services City of Waterloo All inquires regarding the terms and conditions of this RFP shall be made to Doug Smith, Purchasing Officer at The City of Waterloo will assume no responsibility for oral instructions or changes. A written clarification will be issued when required to all bidders in the form of an addendum. SITE EXAMINATION The contractor may visit the Elam Martin Farmstead to examine the site. For permission to inspect the site, call: Bob Hayes Team Leader RIM Park CONSULTANT SUBMISSION In response to this Request for Proposals, the consultant submission should include the following information: Total lump sum price to complete these terms of reference, including all fees, expenses and taxes. This price is to be itemized for the completion of the Preservation Master Plan for the Elam Martin Farmstead; List of names, curriculum vitae and per diem rates of all personnel or associates who will be actively involved in the project; Submission of a work plan and schedule outlining the steps and time frame involved in completing a Preservation Master Plan; List of projects of a similar nature undertaken by principle project staff to be involved in this project, and reference contacts; A brief written presentation (under 10 pages) directed at this specific project and addressing these Terms of Reference, including a statement of the type of documentation the consultant intends to prepare for the fee quoted; Six copies of the complete proposal must be submitted. Note: Any departures from the Terms of Reference for the Preservation Master Plan for the Elam Martin Farmstead must be note clearly and explained fully.

7 7 CONSULTANT SELECTION The following criteria will be used in the selection procedures: consultant/team qualifications, expertise and past performance as a work team; Completeness of the proposal and understanding of the project; Permanent local office or local service delivery; Knowledge of the project and local work experience; Creativity in preservation and programming options; Decisions will not be made on cost alone; THE SELECTION AND IMPLEMENTATION COMMITTEE The Preservation Master Plan for the Elam Martin Farmstead will be prepared by a professional heritage consultant under the direction of a Selection and Implementation Committee. The Selection and Implementation Committee will be responsible for overseeing all of the consultant s work. It will consist of the following members: - Heritage Associate, Chair - Team Leader, Program Design, Technical and Community Development - Organizational Leader for RIM Park - One member of the Cultural Development Committee - One member of the Local Architectural Conservation Advisory Committee - One member of the RIM Park Advisory Committee. The Committee will review all written submissions. The Committee reserves the right to prepare a short list of consultants for interviews. The successful consultant will be recommended to City Council. The final decision regarding the undertaking of the Preservation Master Plan for the Elam Martin Farmstead will be made by the City Council of the City of Waterloo. SUBMISSIONS AND OPENING OF PROPOSALS Proposals must be submitted to the reception counter: not later than: Waterloo Service Centre 265 Lexington Court Waterloo, ON N2J 4A8 12:00 p.m. Tuesday, September 4, 2001 Proposals received after this time and date will be returned to the sender unopened. Please address and label the envelope as follows:

8 8 RIM Park RFP Preservation Master Plan Elam Martin Farmstead City of Waterloo, Department of Recreation and Leisure Services Waterloo Service Centre 265 Lexington Court Waterloo, ON N2J 4A8 Attention: Doug Smith Thank you for your interest. Sincerely, Anne Chafe, M.M.St. Heritage Associate/Curator - Heritage Collection