HomeMy WebLinkAboutPLN 38-23Report to
Executive Committee
Report Number: PLN 38-23
Date: December 4, 2023
From: Kyle Bentley
Director, City Development & CBO
Subject: Streamlining the Development Application Review Process
- RFP 2023-4
- File: D-1100-109
Recommendation:
1. That proposal for Request for Proposal No. RFP 2023-4 submitted by Dillon Consulting
Limited, for the Streamlining the Development Application Review Process, in the amount
of $214,669.00 (excluding HST), be accepted;
2. That the net project cost of $218,447.00 (net of HST rebate), be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$218,447.00 for these consulting services 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 such actions as
are necessary to give effect to this Report.
Executive Summary: This report seeks to obtain Council’s approval to hire a consultant,
who will conduct an in-depth review of the City’s Development Application Review Process
(DARP) and make recommendations that would facilitate a modernized review and approval
process of Planning Act applications. As the City is expected to experience significant growth
and change, along with recent legislative changes to the Planning Act, the City’s planning
review process must be efficient and streamlined, clear and transparent, and result in good
city-building outcomes.
RFP 2023-4 was issued on the City’s Bids and Tenders portal on July 21, 2023, with a
submission deadline of August 28, 2023. Four proposals were submitted. The Evaluation
Committee, consisting of staff from City Development and Engineering Services, reviewed and
evaluated the proposals received using the criteria outlined in the bid document.
In accordance with Item 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. The
Evaluation Committee recommends that Dillon Consulting Limited, the top-ranked Proponent,
be retained to undertake the Streamlining the Development Application Review Process, at a
cost of $214,669.00 (excluding HST). The total net project cost is estimated to be $218,447.00.
PLN 38-23 December 4, 2023
Subject: Streamlining the Development Application Review Process Page 2
Financial Implications:
1.Proposal Amount
Proposal Number RFP 2023-4 $214,669.00
HST (13%) 27,906.97
Total Gross Project Amount $242,575.97
2.Estimated Project Costing Summary
Proposal Number RFP 2023-4 $214,669.00
HST (13%) 27,907.00
Total Gross Project Amount $242,576.00
HST Rebate (11.24%) (24,129.00)
Total Net Project Costs $218,447.00
3.Approved Source of Funds – 2023 Current Budget
Expenditure Account Source of Funds Budget Required
502230.10105.00005022
30.10105.0000
Grants
Property Tax
$100,000.00
$440,000.00
$0.00
218,447.00
Total Funds $540,000.00 $218,447.00
Net project costs under (over) approved funds $321,553.00
This project was approved in the 2023 Current Budget to be funded by the Streamline
Development Fund grant, issued by the province. The grant end date was October 31, 2023,
and this study could not be completed by that time.
There are sufficient funds available in the Consulting & Professional Fees account under the
Planning & Design cost centre (502230.10105.0000) to cover the net cost of this study due to
various consulting engagements in the 2023 Current Budget that will not be proceeding.
Discussion:
Modernizing the City’s Development Application Review Process
Pickering is expected to experience considerable change, which will bring about new
opportunities, as well as challenges for the growth and development of the City. In addition to
traditional greenfield development, the City is also transitioning towards higher-density
PLN 38-23 December 4, 2023
Subject: Streamlining the Development Application Review Process Page 3
mixed-use development/redevelopment within the City’s City Centre and along corridors such
as Kingston Road and Brock Road. In consideration of all of this development activity, a timely
and efficient review and approval process is important for the quality of life and economic
growth of a City.
There are also ongoing changes in the market and legislative changes, such as the
Development Charges Act and the Planning Act, that impact the development review and
approval process, which has put additional pressure on the municipality to speed up review
timelines. Furthermore, the recent introduction of the City’s new Pickering Resident Interface &
Service Modernization (PRISM) portal and AMANDA software improvements will also impact
the process and timelines of how the City reviews development applications. All of these
activities place pressure on the different City departments, external agencies, and various staff
involved in the development review process.
The City is seeking the services of a qualified consultant to conduct a comprehensive review of
the City’s Development Application Review Process (DARP). The purpose of this review is to
identify and address gaps, challenges, and opportunities for process improvements. Upon
completing their review, the consultant would make recommendations that would facilitate a
modernized review and approval process of Planning Act applications (Official Plan
Amendments, Zoning By-law Amendments, Site Plan Control Applications, Plans of
Subdivision, Plans of Condominium, Minor Variances and Land Divisions), while ensuring that
the process remains meaningful, and that City requirements have been met.
Scope of Work
The consultants will be undertaking the following works:
1. In-depth review of the current development application review processes (including
pre-consultation, pre-submission, submission of application, circulation and recirculation,
tracking of applications, review and commenting on applications, Open House and
Statutory Public Meetings, Council approval for Official Plan Amendment, Zoning By-law
Amendment, Plan of Subdivision, Plan of Condominium, Site Plan Approval, Minor
Variance and Land Division).
2. Review Best Practices from other municipalities’ development application review and
approval processes in the Greater Toronto Area (GTA), and identify best practices with
respect to resourcing levels, organizational structure, and internal practices, processes
and procedures for application review and service delivery.
3. Review the City’s existing technologies supporting the development application review
workflow (AMANDA, FME, Esri and PRISM), and their capabilities to meet the future
needs of the development review and approval process for data tracking and
performance measurements, in the most agile and cost-effective manner.
PLN 38-23 December 4, 2023
Subject: Streamlining the Development Application Review Process Page 4
5. Interview relevant City staff, Council members, the local development community, and
key external agency representatives from the Toronto and Region Conservation Authority,
and the Regional Municipality of Durham, for feedback on the strengths of the existing
DARP and areas for improvement.
6. Conduct a gap analysis that prioritizes a list of gaps and improvement opportunities the
City needs to address; define clear roles and responsibilities; conduct a review of the
existing roles and responsibilities and the interface between departments and divisions
involved in the development review process, and identify strengths, weaknesses,
opportunities and threats, and areas for improvement, including recommendations for
changes to organizational structure, changes to processes, responsibilities, and levels of
service.
Request for Proposal
RFP 2023-4 was issued on the City’s Bids and Tenders portal on July 21, 2023, with a
submission deadline of August 28, 2023. Four proposals were submitted. The Evaluation
Committee, consisting of staff from City Development and Engineering Services, reviewed and
evaluated the proposals received, using the criteria outlined in the bid document.
Proposals were evaluated and ranked based on the consultant’s experience on similar
projects, their understanding of the project, proposed work plan and deliverables, project team
overview, and their pricing. Dillon Consulting Limited was the top-ranked Proponent, and is
recommended for award. All pre-conditions of the award, as identified in the bid document,
have been received, reviewed, and approved.
Dillon Consulting Limited has been undertaking various development approvals process
operational reviews across Canada since 2006, with a specific focus on Ontario. Their team
has experience and qualifications to execute the development application review process for
large urban cities, upper-tier municipalities, single-tier cities, and two-tier integrated systems.
Some of the municipal clients that Dillon Consulting Limited has worked with include City of
Brampton, Municipality of Clarington, Town of Caledon, City of Barrie, City of Vaughan, City of
Peterborough, and Town of Aurora.
Upon careful examination of all proposals and relevant documents received in response to
RFP 2023-4, the Evaluation Committee recommends acceptance of the Proposal submitted by
Dillon Consulting Limited, in the amount of $214,699.00 (excluding HST), and approval of the
total net project cost of $218,447.00 (net of HST rebate).
PLN 38-23 December 4, 2023
Subject: Streamlining the Development Application Review Process Page 5
Prepared By:
Original Signed By
Nilesh Surti, MCIP, RPP
Division Head, Development Review
& Urban Design
Original Signed By
Catherine Rose, MCIP, RPP
Chief Planner
Approved/Endorsed By:
Original Signed By
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Original Signed By
Kyle Bentley, P.Eng.
Director, City Development & CBO
NS:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer