Pedestrian and Cycling Partnership Program

The Pedestrian and Cycling Partnership Program (PCPP) assists nine local municipalities in York Region and other not-profit organizations in promoting active transportation through walking and cycling infrastructure projects. York Region invites eligible stakeholders to apply for this capital cost-sharing program for walking and cycling commuter projects.  

Through the annual fund of $500,000, York Region provides assistance to municipalities and will contribute 50% of eligible costs to qualifying applications that will be completed with a Regional capital project, OR 33% of eligible costs to qualifying applications that demonstrate significant benefit to the community. Applicants must demonstrate their project’s contribution to York Region’s network of walking and cycling infrastructure in accordance with Regional policies and design guidelines.

Pedestrian and Cycling Partnership Program Policy - November 2019

Eligible proposals include new projects, built for public use and ready for construction that:

• Support commuter cycling or walking
• Develop on-road or off-road facilities for public use under the jurisdiction of local municipalities, conservation authorities or other stakeholders that serve a Regional context
• Connect major transit and transportation infrastructure across York Region 
• Help reduce traffic congestion on Regional roads
• Connect neighbouring municipalities
• Remove connectivity barriers and enhance overall user experience by providing a safe cycling or walking environment 
• Consider an adopted network plan

The Program has provided $5 million in funding for the development of the following projects:

View map and locations

Funding is awarded based on an evaluation of Regional and community benefits and alignment with Regional plans and design standards. Criteria and considerations for this evaluation are outlined in the Pedestrian and Cycling Partnership Program (PCPP) Guidelines.

Please submit the Preliminary Application Form by June 1 and the Final Application Form by September 15.  

• Formal Online Application Form

1. Background

The purpose of the Pedestrian and Cycling Partnership Program (PCPP) is to encourage walking and cycling by accelerating the implementation of pedestrian and cycling infrastructure throughout York Region. Walking and cycling for work, school and errands reduces the number of trips made by motor vehicles and contributes to the reduction of traffic and greenhouse gas (GHG) emissions; ultimately improving the quality of life for York Region residents.

2. Funding

This capital cost-sharing program is administered and funded by York Region. York Region will contribute up to 50 per cent of eligible costs to qualifying applications that will be completed with a Regional capital project, and up to 33 per cent of eligible costs to other qualifying applications that demonstrate significant benefit to the community. The Program budget is $500,000 per year and is allocated based on approved submissions for a particular budget year. The amount of project funding will be based on the policy adopted by Regional Council. Approval will not be granted for work already done; the intent of the Program is to expand municipal pedestrian and cycling infrastructure. If a third-party, including another agency, is contributing to a project, that contribution must be deducted from the project’s total eligible cost and the Program share calculated on the balance.

Projects approved under the Program must adhere to the design and route submitted to receive funding. Changes proposed after a contribution agreement is signed must be approved by York Region prior to construction, although approval is not guaranteed.

York Region reserves the right to retain any unused portion of allotted approved funding. An upset limit is established for York Region’s funding amount based on the Final Cost Estimate.

3. Eligible Projects

York Region will only provide cost sharing for infrastructure which forms part of a network plan prepared and adopted by a municipality and/or agency (e.g. conservation authorities and trail associations).

Plans that have been adopted by a local government or which will be incorporated into the next update of the official community plan, will be accepted as a network plan. This may be submitted in the Preliminary Phase (Phase 1A) to determine the eligibility of the project.

In order for a project to be eligible, public consultation must be completed prior to an application. Phase 2 of the application cycle requires the project to be tender ready for construction. A tender ready construction package should at least include the following:

• Construction plans
• Typical cross-section drawings
• Proposed construction commencement/phasing
• Maintenance details
• Detailed construction cost

Eligible projects include those that encourage commuter walking and cycling through the development of infrastructure that supports a Regional-scale network.

To be considered for partnership funding, the proposed project must meet all of the following criteria:

• Support a Regional-scale walking and cycling network that connects to other municipalities, provides seamless travel across York Region, and connects cyclists and pedestrians to communities or Regional destinations (e.g. shopping, recreation and government facilities)
• Support York Region’s objectives and policies  as detailed in the Vision, Regional Official Plan and Transportation Master Plan
• Meet Regional planning and design guidelines
• Be supported by a resolution of local council and/or authority of an agency
• Include a functional design study or other local council document that supports the vision for the local community, such as an active transportation master plan or trail plan
• Have a commitment from the local municipality and/or agency for:
  • 50 per cent or more of the capital cost of construction
  • A signed Maintenance Agreement 

4. Eligible Costs

The Program will assist local municipalities and key stakeholder groups in expanding their network by funding up to 50 per cent of eligible capital work for projects aligned with a Regional capital project and 33 per cent of eligible capital works for other qualifying applications. The Program share is calculated from the total capital cost of the project less all third-party contributions.

Regional staff will evaluate each project using Regional plans, policies, guidelines, and design and safety standards to determine the percentage of funding.  A list of recommended projects would then be presented to Regional Council for approval. 

Eligible proposals include, but are not limited to, projects that:

• Support commuter walking or cycling
• Develop on-road or off-road facilities for public use under the jurisdiction of local municipalities, conservation authorities or other stakeholders that serve a Regional context
• Connect major transit and transportation infrastructure across the Region
• Help reduce traffic congestion on Regional roads
• Remove connectivity barriers and enhance overall user experience by providing a safe cycling or walking environment 
• Provide linkages to multi-modal facilities
• Connect neighbouring municipalities
• Are part of an adopted network plan
• Are for public use
• Are new projects
• Are ready for construction

Non-eligible proposals include, but are not limited to, projects that:

• Emphasize localized recreational cycling and walking
• Already have full funding commitment from other sources

Typical eligible items are labour and material costs for:

• Pavement material
• Signage
• Safety barriers
• Bridge structures
• Traffic control
• Project Management
• Administration/overhead (only the contracted portion of the project’s out- of-pocket expenses)
• Design and planning

Project elements not eligible for Regional funding include:

• Property acquisition
• Mobilization/demobilization costs, construction staging, soil testing, site survey
• Escalation, upfront financing, interest charges, contract change allowances, contract administration charges, insurance and bonding
• Temporary or seasonal enhancement including landscaping
• On-going maintenance during the course of operations
• Repair or replacement during the course of operations
• Localized recreational trails or facilities
• New curb and gutter (unless required by project design)
• Sidewalks within Regional rights-of-way when other multi-modal options are available 
• Lighting within the Region’s right-of-way
• Interlocking pavers
• Utility relocations
• End of trip facilities that are not part of the construction project (i.e. bike racks, lockers, etc.)

5. Project Selection

York Region will contribute 50 per cent of eligible costs to qualifying applications that will be completed with a Regional capital project demonstrating a need for Regional priority active transportation infrastructure. York Region will contribute 33 per cent of eligible costs to qualifying applications that will demonstrate significant benefit to the community. Funding allocation is subject to the number of projects received in the application cycle. Funding for projects is awarded based on the following:

• Number of Regional objectives the project complies with as detailed in, but not limited to, the Vision, Regional Official Plan and Transportation Master Plan 
• Cost effectiveness – funding leverage (km/Regional dollars contributed)
• Safety improvements (crossing locations, surface type, visibility and lighting, volume of motorized vehicles, one-way or two-way design)
• Potential usage – accommodates utilitarian cycling and walking, reduces auto-dependence, improves walking/cycling mode split
• Construction timing – the commencement of the project must occur within the budget year
• Connections/linkages including connections with local transit 
• Removes barriers
• Attractiveness of the project

6. Application Package

Formal Online Application Form

The submission for each application phase under the PCPP must include the following materials:

Phase 1

1A (Preliminary Phase): Eligibility Screening (by June 1 at 4:30 p.m.)

• Rationale for the route and the long-term goals and objectives of the project (see Project Description on the application form)
• Network plan, facility map and the scope of proposal

1B – Funding and Maintenance Commitment/Formal Application (by June 1 at 4:30 p.m.)

• The Applicant must provide a letter of commitment of maintenance obligations by the local municipality with the acknowledgement that the applicant is required to submit a signed Maintenance Agreement at the Final Design Submission stage. 
• A completed application form that includes:
  • Evidence that public consultation is completed and that all issues have been fully addressed
  • Letter of endorsement from local council
  • Copies of all required permits, if available at this stage
  • Preliminary cost estimates and listing of works to be completed
  • Functional design studies/plans

Phase 2 

Tender Ready Project Submission (by September 15 at 4:30 p.m.)

• Regional approval, if applicable, for projects within the Regional right-of-way
• Detailed cost breakdown of the project
• A signed Maintenance Agreement demonstrating responsibility for the maintenance, repair and replacement of the proposed design
• Detailed description of the design and works to be completed
  • Typical cross-section drawings
  • Detailed design drawings
  • Specifications
  • Proposed work commencement
• Warrants for traffic signals
• The following information (stamped by a P. Eng. or certified by the municipal clerk that the information is correct) must be attached for the main and cross street where each signal is proposed:
  • Traffic signal warrant sheet
  • Pedestrian signal warrant sheet
• Map detailing the following:
  • Existing network and proposed routes
  • Existing road network
  • Location of trip generators such as town centres, recreation facilities and schools
  • Municipal boundaries and portions of neighbouring municipalities
• Additional material may include:
  • Letter(s) of endorsement from local pedestrian and cycling groups, schools, major employers, etc.
  • Colour photographs of the project site

7. Submission Deadline

Local municipalities and stakeholders must submit an application for funding via the Pedestrian and Cycling Partnership Program Formal Online Application Form

The following timelines must be strictly observed for Regional funding consideration.

Phase 1: June 1 before 4:30 p.m.  – Application Submission

The submission of an application is required by 4:30 p.m. on June 1 of each year where the application will be screened for eligibility.

Phase 2: September 15 before 4:30 p.m. –  Finalized Design and Cost Estimate

By 4:30 p.m. on September 15 of the same year, applicants will be required to submit a complete design study for Regional review, as well as a detailed cost breakdown of the project.

Phase 3: November – Budget Submission

As per the submitted and agreed upon project cost estimate, budget submissions for the successful applications for each year will be forwarded to Council recommending the Region’s contribution to the projects for approval.

Phase 4: January/February  –  Budget Approved - Funds Available

When the Regional Roads Capital Budget is approved, Program funding will then be committed for the construction works associated with the successful applications.

8. Post Application

Once the submission has been approved for funding, each applicant is required to satisfy the following:

• Ensure that funding is spent within three years of receiving the award; otherwise, funding will be forfeited. Applicants will be asked to re-apply for funding the following year
• Once the project has been completed, submit photos of the completed project and a one-page summary using the supplied template including Regional financial contributions