HomeMy WebLinkAboutCS 19-23Report to
Executive Committee
Report Number: CS 19-23
Date: June 5, 2023
From: Sarah Douglas-Murray
Director, Community Services
Subject: Request for Proposal
- Recreation & Parks Master Plan
- File: A-1440-001
Recommendation:
1. That proposal for Request for Proposal No. RFP2023-3 submitted by Monteith Brown
Planning Consultants for the Recreation & Parks Master Plan and Arena Strategy in the
amount of $224,820.00 (excluding HST) be accepted;
2. That Council authorize the Director, Finance & Treasurer to finance the Recreation &
Parks Master Plan in the amount $228,777.00 (net of HST rebate) from as approved in
the 2023 Current Budget as follows:
a) The sum $171,583.00 to be funded from the Development Charges – Parks &
Recreation Reserve Fund;
b) The sum of $57,194.00 to be funded from Property Taxes; and
3. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: Request for proposal No. RFP2023-1, for the development of a
Recreation & Parks Master Plan and Arena Strategy was issued on March 20, 2023 with a
submission deadline of April 13, 2023. Four companies submitted proposals. The Evaluation
Committee, consisting of staff from Community Services, Operations and Engineering Services
reviewed and evaluated the proposals received using criteria outlined in the bid document.
It is the recommendation of the Evaluation Committee that Monteith Brown Planning
Consultants, as the top-ranked Proponent, be awarded this project in the amount of
$224,820.00 plus HST.
In accordance with Section 10.04 (c) of the Purchasing Policy, where written proposals are
obtained in accordance with procedures set out in Section 06 and funds are available in the
approved budget, an award over $50,000.00 is subject to the additional approval of Council.
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CS 19-23 June 5, 2023
Subject: Request for Proposal – Recreation & Parks Master Plan Page 2
Financial Implications:
1. Estimated Project Costing Summary
Agreement $227,220.00
Total Project Cost
HST (13%)
$224,820.00
29,227.00
Total Gross Project Costs $254,047.00
HST Rebate (11.24%) (25,270.00)
Total Net Project Costs $228,777.00
2. Approved Source of Funds
Approved Code Source of Funds Budget Funds Required
10200.502230.0000
10200.502230.0000
Development Charges –
Parks & Recreation
Property Taxes
$147,900.00
79,300.00
$171,583.00
57,194.00
Total $227,200.00 $228,777.00
Project Cost under (over) approved funds by ($1,577.00)
The Recreation & Parks Master Plan Update was approved in the 2023 Current Budget at
$197,200 (funded $147,900 by Development Charges and $49,300 by Property Taxes) and
the Arena Strategy was also approved separately in the budget at $30,000 (fully funded by
Property Taxes). However, Finance staff explored the opportunity to now have the “Arena
Strategy” partially funded from Development Charges. Therefore, Development Charges
funding was increased by $22,106.00 with corresponding savings to the Pickering taxpayer for
the same amount.
Discussion: The Recreation & Parks Master Plan provides the City with up-to-date insight
on community needs, and effective ways to deliver programs and services. In 2018, the City of
Pickering approved the last Recreation and Parks Master Plan (Council Resolution #389/18).
A new plan is now necessary to inform and guide the City’s future facility needs as much has
happened since 2017 that would be key determinates for future park and recreation needs in
the community including changes in current and future community demographics, changing
recreational behavior patterns, and aging community facilities.
The plan is intended to provide a strategy and direction for future goals and objectives related
to recreation and parks facilities. The plan will be designed to adapt to changes in the City’s
demographics and growth areas, as well as the social, educational, cultural and sport and
recreational needs of the community with a focus on accessibility, diversity and inclusion. This
CS 19-23 June 5, 2023
Subject: Request for Proposal – Recreation & Parks Master Plan Page 3
project will update the City of Pickering Recreation & Parks Master Plan for the period of 2024-
2033. In addition to the Master Plan, the consultant will also deliver a comprehensive Arena
Strategy.
RFP2023-3 for the Recreation and Parks Masterplan was advertised on the City’s
bids&tenders portal on March 20th , 2023. Staff from Community Services, Operations and
Engineering Services reviewed and evaluated the proposals received using criteria outlined in
the bid document.
Proposals were evaluated and scored based on the consultant’s experience on similar
projects, their understanding of the project, project team overview and their pricing. Monteith
Brown Planning Consultants was the top-ranked Proponent, and is recommended for award.
Upon careful examination of all proposals and relevant documents received, the Evaluation
Committee recommends acceptance of the proposal submitted by Monteith Brown Planning
Consultants in the amount of $224,820.00 plus HST.
Attachment:
1. None
Prepared By: Approved/Endorsed By:
Sarah Douglas-Murray
Director, Community Services
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
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CS 19-23 June 5, 2023
Subject: Request for Proposal – Recreation & Parks Master Plan Page 4
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
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