HomeMy WebLinkAboutPLN 08-16 ea,00 = Report to
Planning & Development Committee
PI KERI Report Number: PLN 08-16
Date: June 20, 2016
From: Thomas Melymuk
Director, City Development
Subject: Consultant Selection for Urban Design Review Services
File: D-1220-007
Recommendation:
1. That the proposal in response to RFP-5-2016, submitted by John G. Williams Limited,
Architect, to undertake Urban Design Review Services for a period of 3 years,
commencing July 1, 2016 and expiring on June 30, 2019 be accepted; and
2. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Executive Summary: In March 2014, Council authorized the implementation of an
Urban Design Review Services Program and retained John G. Williams Limited, Architect
to undertake Urban Design Review Services on the City's behalf. This program has
been successful in raising the level of urban design and architecture of new
development and redevelopment of existing properties and buildings within the City.
Given the success of the Urban Design Review Services Program and that the
current purchase order issued to John G. Williams Limited, Architect is set to expire on
June 30, 2016, a Request for Proposal (RFP) was issued on February 18, 2016. Three
qualified proposals were received. A staff Evaluation Committee reviewed the
proposals against the criteria outlined in the RFP. The consulting firm of John G.
Williams Limited, Architect, received the highest average score and best met the City's
need in providing Urban Design Review Services.
John G. Williams Limited, Architect is a multi-disciplinary firm specializing in planning,
urban design and architectural design control. They have extensive experience
reviewing a variety of built forms including mixed use developments, medium and high
density residential projects, as well as commercial and industrial buildings on behalf of
municipalities within the Greater Toronto Area.
This report recommends that Council accept the firm of John G. Williams Limited,
Architect, to provide Urban Design Review Services for a period of 3 years commencing
July 1, 2016 and expiring on June 30, 2019.
Report PLN 08-16 June 20, 2016
Subject: Consultant Selection for Urban Design Review Services Page 2
Financial Implications: There are no financial impacts to the City as a result of
retaining the services of the consultant for the Urban Design Review Services Program.
The Pickering Official Plan and the User Fee By-law include provisions requiring an
applicant to be responsible for the cost of the City peer reviewing studies and drawings,
including site plan and architectural drawings.
The 2016 budget for the Planning & Design section of the City Development identifies
an expenditure line item for Urban Design Review Services in the amount of $80,000.00
(Account Code 2611.2392.0003) and a corresponding revenue line item (Account Code
2611.9990.0000) funded by developers, also in the amount of$80,000.00.
1. Background
In March 2014, Council approved the implementation of an Urban Design Review
Services Program to establish new and higher standards for urban design and
architecture in the City. John G. Williams Limited, Architect ("John G. Williams")
was retained to undertake Urban Design Review Services for the past two years
to review all significant new development and redevelopment of existing
properties and building that are prominently visible from a public street or highway.
The Urban Design Review Services Program has been successful in raising the
standard of architecture and urban design on most development projects. The
consultant has provided valuable comments and advice regarding the design and
layout of site plans, and enhancing the exterior appearance of new development
through the review of material selection and utilizing current architectural trends.
Since the implementation of the Urban Design Review Services Program, the
City has not received any objections or concerns related to the additional cost
incurred by the applicants. Some applicants have also provided positive
feedback and comments that this service has significantly improved the overall
finish and quality of their project.
The existing purchase order issued to John G. Williams to provide Urban Design
Review Services will expire on June 30, 2016. To help achieve and uphold new
and higher standards for planning, architecture and urban design, the City would
strongly benefit from the continued services of a qualified Urban Design
Consultant to provide objective and professional advice on architecture and
urban design.
2. Discussion
2.1 A Request for Proposal (RFP) for Urban Review Services was issued
On February 18, 2016 the City issued a Request for Proposal (RFP) for Urban
Design Review Services. The RFP was an open proposal call. A number of
consulting firms were forwarded a copy of the RFP based on their experience
with similar projects in the Greater Toronto Area (GTA). In addition, a notice of
the RFP was placed on the City's website. The RFP closed on March 15, 2016.
Report PLN 08-16 June 20, 2016
Subject: Consultant Selection for Urban Design Review Services Page 3
Three proposal were received from the following multi-disciplinary consulting
teams:
• MMM Group
• SGL Planning & Design
• John G. Williams Limited, Architects
2.2 John G. Williams Limited, Architect is recommended
On April 19, 2016, an Evaluation Committee consisting of the Chief Planner, the
Manager, Development Review & Urban Design, and the Senior Planner— Site
Planning reviewed the proposals against various criteria, as outlined in the RFP.
Although the Evaluation Committee was impressed by the quality of all three
proposals, the team that received the highest score and best met the City's
needs in providing Urban Design Review Services, was John G. Williams
Limited, Architect.
John G. Williams Limited, Architect is multi-disciplinary firm specializing in
planning, urban design and architectural design control. This firm is one of the
few that is active as an Urban Design/Control Architect Consultant in many
municipalities within the GTA, including Brampton, Markham, Mississauga,
Hamilton, Oakville, Richmond Hill, Vaughan and Whitby. They have extensive
experience reviewing a variety of built forms including mixed use developments,
medium and high density residential projects, as well as commercial and
industrial buildings. The firm employs a solution oriented approach to
development projects and will work collaboratively with planning staff to continue
to raise the level of planning, urban design and architecture within the City while
balancing the City's goals against the applicant's requirements.
2.3 Urban Design Review Services Program
The primary goal of the Urban Design Review Services Program is to establish
new and higher standards for urban design and architecture in the City. To help
achieve this goal, the Urban Design Consultant will be engaged in the review of
all significant new development and redevelopment of existing properties and
buildings that are prominently visible from a public street or highway, as well as
any other proposals requested by the Site Plan Committee. Certain minor
projects or additions to existing buildings not visible from the street would
generally be exempted.
For most proposals, a maximum three week review period will be given to the
Urban Design Consultant to provide comments to City Development staff. The
Urban Design Consultant will review the proposal and provide their comments
and suggested changes with respect to, but not limited to, overall site layout, the
pedestrian realm, building placement and massing, architectural design, and
building material and colour. The Urban Design Consultant may also attend
meetings with the applicants and municipal staff to further discuss their
comments, as well as work with the applicants to resolve any concerns or issues
with their suggested changes.
Report PLN 08-16 June 20, 2016
Subject: Consultant Selection for Urban Design Review Services Page 4
The Urban Design Consultant may also attend Site Plan Committee meetings to
provide advice with respect to architecture and urban design pertaining to a
specific application or project.
There will be no financial impact to the City as a result of retaining the services of
an Urban Design Consultant. The City's Official Plan and the User Fee By-law
require applicants to be responsible for the peer review cost of studies and
drawings, including site plan and architectural drawings. The Urban Design
Consultant will bill the City for the services, at the hourly rate noted in their
proposal, and in turn, the City will bill the development proponent. Therefore,
although the City retains the service of the Urban Design Consultant, the City is
reimbursed by the developer for the cost of the service. The 2016 budget for the
City Development Department— Planning & Design section, identifies expenditure
and revenue line items each in the amount of$80,000.00 in order to implement
the Urban Design Review Services Program.
All applicants are made aware of the Urban Design Review Services Program at
the pre-consultation stage. Prior to engaging the Urban Design Review
Consultant, a cost estimated is provide to the applicant and a written consent is
obtain from the applicant acknowledging that they agree to reimburse the City.of
Pickering the full cost of undertaking peer review of any studies or drawings
submitted in support of the application.
For most development proposals, the additional cost incurred by an applicant as
result of the City retaining the services of the Urban Design Consultant will be in
the range of approximately $2,500.00 to $4,000.00. For larger scale and more
complex projects, the cost could be approximately $5,000.00 to $10,000.00.
Staff are sensitive to the additional cost incurred by the applicant and will work
with the Urban Design Consultant to minimize the costs of the Urban Design
Review Services were possible. Staff have not received any concerns or
objections to the additional cost incurred by an applicant.
3. Conclusion
Staff recommend that Council approve retaining the services of John G. Williams
Limited Architect, to undertake the Urban Design Review Services in accordance
with their proposal.
Report PLN 08-16 June 20, 2016
Subject: Consultant Selection for Urban Design Review Services Page 5
Prepared By: Approved/Endorsed By:
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Nile IFS rti, MCIP, RPP Catherine Rose, MCIP, R P
Manager, Development Review & • Chief Planner
Urban Design
Thomas Melym , MCIP, RPP
Director, City Development
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Recommended for the consideration
of Pickering City Council
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Tony Prevedel, P.Eng.
Chief Administrative Officer