Town of Fairview - Request for Proposal - Fairview Community Facilities and Recreation Strategy

PROJECT OVERVIEW The Town of Fairview and MD of Fairview #136 are seeking a qualified consultant to develop a Community Facilities and Recreation Strategy. The municipalities jointly serve a population of approximately 4,600, with a regional catchment exceeding 10,000. The region is currently experiencing: • Changing demographics and evolving recreation needs • The potential development of new school facilities by both school divisions • The transition of the Fairview Campus to a non-profit organization with a post-secondary and community-focused mandate This presents a unique opportunity to plan for the future of recreation and community facilities through coordinated planning, shared investment, and strong partnerships. This project will result in a 5-10 year strategy that reflects community needs, financial realities, and partnership opportunities, with a focus on maximizing existing assets before considering new development. PROJECT PURPOSE The purpose of this project is to develop a long-term, practical, and financially realistic strategy that will: • Align recreation services and infrastructure with community needs and quality of life • Establish a shared vision focused on health, social connection, accessibility, and inclusion • Assess current assets and identify gaps, opportunities, and priorities • Explore joint-use opportunities, particularly with schools and the Fairview Campus • Strengthen partnerships between municipalities, school divisions, the campus operator, and community organisations • Provide a clear decision-making framework to guide future investment, governance, and service delivery • Provide clear and realistic options for facility renewal, upgrade, repurposing, or new development • Support informed decision-making by outlining costs, trade-offs, and financially feasible pathways PROJECT ACTIVITIES (expected but not limited to): 1. Discovery & Background Review • Conduct a project initiation and discovery session with project partners • Review existing documents, including: o Municipal plans and strategies o Existing agreements and operational documents o Relevant studies (facilities, housing, trails, etc.) 2. Stakeholder & Community Engagement • Engagement will be a core component of this project and include: o Municipal leadership and staff (Town and MD) o School divisions (PRSD and HFCRD) and school representatives o Fairview Campus representatives o Community organizations (sport, culture, and non-profit groups) o Residents and user groups • Engagement will: o Identify needs, expectations, and priorities o Explore barriers to access and participation o Capture interest in both structured and unstructured recreation 3. Recreation Facilities & Service Assessment • Develop a comprehensive inventory of: o Indoor and outdoor facilities (arena, parks, trails, community spaces, etc.) • Assess: o Usage, demand, and accessibility o Functionality and versatility o Current service delivery and operations • Identify opportunities to: o Increase utilization o Expand off-season or multi-purpose use o Improve access and inclusivity 4. Community Needs & Gap Analysis • Analyze demographic trends and community dynamics • Identify current and future recreation, sport, and cultural needs • Assess gaps in facilities, services, and programming 5. Facilities Condition Assessment (Including Engineering Review) The proponent will complete or coordinate a high-level engineering assessment of key facilities, including: • Structural status • Maintenance requirements and cost considerations • Estimated remaining lifespan This assessment will inform decisions related to: • Renewal and upgrades • Repurposing existing facilities • Replacement timing 6. Community Needs & Trends Analysis • Analyze: o Demographics and population trends o Housing and growth patterns o Recreation trends and participation This will include consideration of: • Shifts toward informal and spontaneous recreation (e.g., walking, trails, outdoor fitness, pickleball) • A “recreation for life” approach that supports all ages and abilities • Recreation across physical, social, cultural, and intellectual dimensions 7. Needs & Gap Assessment • Identify gaps in: o Facilities o Programming and services o Accessibility and inclusion • Highlight strengths and existing opportunities 8. Partnership & Joint-Use Opportunities • Explore opportunities for shared use and co-location of facilities, including: o School-based facilities o Fairview Campus facilities • Assess partnership roles, needs, and expectations • Review best practices from comparable communities • Identify opportunities to improve coordination and reduce duplication 9. Governance & Service Delivery Models • Review current governance and operational models • Evaluate options for: o Shared service delivery o Regional collaboration o Potential advisory or coordination structures 10. Financial Considerations & Implementation Financial Analysis & Scenario Development A key component of this project is to clearly communicate financial realities and options. The proponent will: • Provide high-level cost considerations for: o New builds o Upgrades and retrofits o Facility renewal or repurposing • Develop realistic scenarios, including: o What is achievable within municipal financial capacity o Partnership-based approaches for larger projects • Identify: o Cost-saving opportunities o “Low-hanging fruit” and near-term improvements • Present trade-offs between options in a clear, understandable way EXPECTED OUTCOMES (but not limited to): The final strategy will include: 1. Strategic Framework • 10–15 year vision and guiding principles • Focus on health, inclusion, accessibility, and quality of life • Clear community priorities 2. Facilities & Service Overview • Inventory and summary of existing assets (including campus facilities) • Overview of current usage and service delivery 3. Facilities Condition Summary • Structural condition • Maintenance considerations • Estimated lifespan 4. Needs & Gap Assessment • Identification of community needs and service gaps • Consideration of evolving recreation trends 5. Partnership & Joint-Use Framework • Identification of partnership opportunities • Recommended approaches to joint-use, including schools and the Fairview Campus • Defined roles and responsibilities 6. Governance & Service Delivery Options • Recommended models and approaches • Consideration of regional coordination 7. Financial Scenarios & Investment Guidance • Clear comparison of options: o New build vs retrofit vs upgrade vs repurpose • High-level cost ranges and implications • Identification of feasible pathways based on local capacity 8. Implementation Roadmap • Short-, medium-, and long-term actions • Priority projects and “quick wins” • Phasing based on need, cost, and opportunity 9. Final Deliverable • A comprehensive final report summarizing findings, engagement, and recommendations • Presentation of findings to project partner PROJECT TIMELINE & BUDGET: • Timeline: Approximately 12–18 months • Estimated Budget: $175,000 (all inclusive)