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Home My WebLink AboutSUS 09-23Report to Council Report Number: SUS 09-23 Date: November 27, 2023 From: Kyle Bentley Director, City Development & CBO Subject: Community Climate Adaptation Project - RFP 2023-12 - File: D-7001-028 Recommendation: 1. That Proposal No. RFP 2023-12, for Consulting Services for the Community Climate Adaptation Project, submitted by Delphi Consulting Group Inc. in the amount of $59,962.50 (excluding HST) be accepted; 2. That the net project cost of $61,018.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $61,018.00 for consulting services to lead Phase 2 and 3 of the Community Climate Adaptation Project in the amount from the Approved 2023 Current Budget from Property Taxes; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Community Climate Adaptation Project is one of Pickering’s many initiatives, intended to support the goal of becoming one of the most sustainable cities in Canada. This project recognizes the importance of sustainability and climate resiliency in the community. To build upon this existing work, the City aims to further improve its climate resiliency, by verifying and addressing the impacts of climate change, as it relates to the corporation and the broader community, including residents, organizations, community groups, businesses, institutions, places of worship, vulnerable populations, and individuals of all ages. Connecting with community stakeholders will enable a better understanding of the scope and variety of potential impacts of climate change within the various sectors and inform an action plan that both increases resiliency, and reduces climate-related risks. This project will be completed in 3 phases. Phase 1 has been completed. RFP 2023-12, for consulting services to lead Phase 2 and 3 of the Community Climate Adaptation Project was issued on August 17, 2023 with a submission deadline of September 18, 2023. Two companies submitted proposals. The Evaluation Committee, consisting of staff from City Development, reviewed and evaluated the proposals received using criteria outlined in the bid document. It is the recommendation of the Evaluation Committee that Delphi Consulting Group Inc, as the top-ranked Proponent, be awarded this project in the amount of $59,962.50 plus HST. SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 2 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. Financial Implications: 1. Proposal Amount Proposal Number RFP 2023-12 $59,962.50 HST (13%) 7,795.13 Total Gross Project Amount $67,757.63 2. Estimated Project Costing Summary Proposal Number RFP 2023-12 $59,963.00 HST (13%) 7,795.00 Total Gross Project Amount $67,758.00 HST Rebate (11.24%) ($6,740.00) Total Net Project Costs $61,018.00 3. Approved Source of Funds – 2023 Current Budget Expenditure Account Source of Funds Budget Required 502230.10115.0000 Property Tax $30,000.00 $30,000.00 502230.10115.0000 Property Tax $31,500.00 $31,018.00 Total Funds $61,500.00 $61,018.00 Net project costs under (over) approved funds $482.00 This project was approved in the 2023 Current Budget to be funded by property tax in the amount of $30,000.00. All proposals came in over the budgeted amount. However, there are sufficient funds available in the Consulting & Professional Fees account under the Sustainability cost centre (502230.10115.0000) to cover the net cost of this study due to a consulting project in the 2023 Current Budget, that did not proceed. At the time budgets were prepared, staff anticipated there may be a need to complete projects associated with the implementation of the Sustainable Design Standards. As staff worked through the implementation process, they were able address aspects internally. Additionally, staff applied for a grant to fund a related initiative in 2024. Funds have been allocated in the 2024 draft Budget, should the grant request not be accepted. SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 3 Discussion: Pickering has been proactively integrating climate resiliency into its corporate culture for many years, while aiming to continuously balance the economic, environmental, and social priorities of a healthy community. Staff are seeking to retain a consultant to lead Phase 2 and 3 of the Community Climate Adaptation Project, which will result in the completion of a draft City of Pickering Community Climate Adaptation Plan for Council’s consideration to adopt. This work aligns with the goals and actions already being completed through existing Council endorsed City programs, plans, and policies. Building upon this foundation, the Community Climate Adaptation Project aims to further improve climate resiliency and address the impacts of climate change. This project will be completed in 3 phases. Phase 1 was completed by the City, in partnership with the International Council for Local Environmental Initiatives (ICLEI) Canada. Pickering was 1 of 26 municipalities selected to participate in ICLEI Canada’s Advancing Adaptation Project, which aimed to increase climate change resiliency in Ontario municipalities. Phase 1 included a systematic approach with key staff from the municipality, and multiple specific agencies, to identify, at a high level, the impacts of climate change on the community, as well as to establish draft actions to address these issues. ICLEI Canada was able to work with municipalities on this phase through a grant they received from Ontario Ministry of Environment, Conservation and Parks, and the Government of Canada’s Department of Environment and Climate Change Canada. A project of similar scope led by ICLEI Canada is estimated to cost $60,000.00 for their consulting services. Aside from the allocation of staff resources, Phase 1 did not require financial support from the City. The draft findings of Phase 1 were not shared publicly since they were prepared in a manner to be used as a starting point to frame the work for Phase 2. Phase 2 is multi-faceted, and involves comprehensive public engagement, as well as a further examination of climate change adaptation and actions of particular interest. This will be based on a detailed engagement strategy, including, but not limited to, a combination of educational climate webinar(s), surveys, and virtual workshop(s), to solicit feedback from residents, the community at large, and additional stakeholders. The consultant will undertake the following tasks: •verify findings of Phase 1 and identify and address (where feasible) gaps; •identify general financial considerations and re-assess monitoring metrics in relation to the implementation of actions; •examine the drivers and constraints related to the actions; •prioritize actions; and •finalize an implementation plan for draft actions based on these findings. Phase 3 of the project involves analyzing the findings from Phase 1 and 2 to create a draft Community Climate Adaptation Plan. The draft plan will be brought forward to Council in 2024 for consideration to adopt. RFP 2023-12 (Consulting Services to lead Phase 2 and 3 of the Community Climate Adaptation Project) was advertised on the City’s Bids & Tenders portal from August 17, 2023 to September 18, 2023. Two companies submitted proposals. Staff from City Development reviewed and evaluated the proposals received using criteria outlined in the bid document. SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 4 Proposals were evaluated and scored based on the consultant’s experience on similar projects, their understanding of the project, project team overview and pricing. Upon careful examination of all proposals and relevant documents received, the Evaluation Committee recommends acceptance of the proposal submitted by Delphi Consulting Group Inc. in the amount of $61,018.00 (net of HST rebate). Prepared By: Original Signed By Melanie Edmond, HBSc Coordinator, Sustainability Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives Approved/Endorsed By: Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer ME:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer