The URL can be used to link to this page

Home My WebLink AboutPLN 19-24Report to Executive Committee Report Number: PLN 19-24 Date: June 10, 2024 From: Kyle Bentley Director, City Development & CBO Subject: Pickering Official Plan Review - Proposal No. RFP2024-6 for Consulting Services for Public Engagement - File: D-2000-18 Recommendation: 1. That Request for Proposal No. RFP2024-6 for Consulting Services for Public Engagement for the City of Pickering Official Plan Review, submitted by Land Use Research Associates, in the amount of $149,905.00 (excluding HST), be accepted; 2. That the total gross project cost of $169,392.65 (HST included) and the net project cost of $152,544.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $152,544.00 as approved in the 2024 Current Budget as follows: a. The sum of $68,645.00 to be funded by a transfer from the Development Charge Reserve Fund – Growth Related Studies; b. The sum of $83,899.00 to be funded from Property Taxes; and 4. That the appropriate officials of the City of Pickering be authorized to take such actions as necessary to give effect to this report. Executive Summary: The purpose of this report is to seek Council’s approval of the proposal for Consulting Services from Land Use Research Associates (LURA), in the amount of $152,544.00 (net of HST rebate), for public and stakeholder engagement services, as part of the Pickering Official Plan review process. Extensive community engagement will be sought as part of the Pickering Official Plan Review (known as “Pickering Forward”). To maximize community feedback, an engagement consultant is being hired to support staff’s efforts throughout the project. Engagement for this project is expected to take place over the next two years. Request for Proposal No. RFP2024-6 was advertised on the City’s Bids &Tenders portal on April 4, 2024, with a Submission Deadline of April 25, 2024. Seven companies submitted proposals. The Evaluation Committee, consisting of staff from the City Development Department, reviewed and evaluated the proposals received using criteria outlined in the bid document. The Evaluation Committee recommended that Land Use Research Associates (LURA), as the top-ranked Proponent, be retained as the City’s consultant for public engagement for the Official Plan Review, at a cost of $149,905.00 (excluding HST). The total net project cost is estimated to be $152,544.00. PLN 19-24 June 10, 2024 Subject: Pickering Official Plan Review Page 2 In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; and Foster an Engaged & Informed Community. Financial Implications: Table 1: Proposal Amount RFP2024-6 $149,905.00 HST (13%) 19,487.65 Total Gross Project Amount $169,392.65 Table 2: Estimated Project Costing Summary RFP2024-6 $149,905.00 HST (13%) 19,488.00 Total Gross Project Amount $169,393.00 HST Rebate (11.24%) (16,849.00) Total Net Project Costs $152,544.00 Table 3: Approved Source of Funds – 2024 Current Budget Expenditure Account Source of Funds Budget Required 502230.10105.4639 Property Tax $275,000.00 $83,899.00 502230.10105.4639 DC – Growth Studies 225,000.00 68,645.00 Total Funds $500,000.00 $152,544.00 502230.10105.4639 Growth Management Study (Report PLN 17-24) Consultant for Public Engagement (Report PLN 19-24) Net project costs under (over) approved funds $500,000.00 $178,080.00 $152,544.00 $169,376.00 The 2024 Current Budget for the City Development Department, Planning & Design Section identifies $500,000.00 for consulting and professional assistance for the Pickering Official Plan Review. The balance of funds identified in Table 3 are intended to be utilized for additional PLN 19-24 June 10, 2024 Subject: Pickering Official Plan Review Page 3 consulting services in connection with the Official Plan Review, including further public engagement as needed. The consultant for public engagement will support the work of the Official Plan Review, which is a growth-related study exercise. As a result, this work is eligible for Development Charge funding in the amount of 45% in the approved 2024 Current Budget – Table 3 above reflects this funding. Discussion: The purpose of this report is to request Council approval of the proposal from Land Use Research Associates (LURA), to provide public and stakeholder engagement consulting services as part of the Pickering Official Plan review process. 1. Background RFP2024-6 was issued on the City’s Bids &Tenders portal on April 4, 2024, with a submission deadline of April 25, 2024. Seven proposals were submitted. The Evaluation Committee, consisting of staff from the City Development Department, reviewed and evaluated the proposals received using criteria outlined in the bid document. Proposals were evaluated and ranked based on the consultant’s experience on similar projects, an overview of their project team, their understanding of the project, proposed work plan and deliverables, and their pricing. LURA was the top-ranked Proponent and is recommended for the award. All pre-conditions of the award, as identified in the bid document, have been received, reviewed, and approved. 2. Community Engagement The Official Plan Review will include research and analysis, to ensure that it conforms with Provincial policy and is inspired by the best practices found in other municipalities. However, it will also need to be informed by diverse stakeholders and Indigenous groups that live and work in Pickering, in order for it to reflect the values and priorities of our community. The success of the Official Plan Review will be based, in large part, on the extent of the community engagement that occurs. Community engagement will be included in each phase of the Official Plan Review. Beginning with the Special Council meeting on May 27, 2024, there will be opportunities for all stakeholders and rights holders to provide both large and small input into the topics that will be included in the proposed Official Plan. An engagement consultant will be used to help staff initiate, facilitate, and record all feedback. The Official Plan Review engagement activities will be guided by a Community Engagement Strategy, that will be developed in collaboration with the engagement consultant. 3. Scope of Work The community engagement consultant will provide the following services: • refine the Official Plan Review Community Engagement Strategy PLN 19-24 June 10, 2024 Subject: Pickering Official Plan Review Page 4 •create messaging for each main topic area to help communicate and promote these engagement events to the public •facilitate, record feedback, and provide reporting on in-person and virtual PublicInformation Centres 4.Conclusion Upon careful examination of all proposals and relevant documents received in response to RFP2024-6, the Evaluation Committee recommends acceptance of the proposalsubmitted by Land Use Research Associates, at a total net project cost of $152,544.00(net of HST rebate). Attachments: None Prepared By: Original Signed By Paul Wirch, RPP Principal Planner, Policy 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 PW:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer