HomeMy WebLinkAboutPD 26-10
City Report To
_ Council
PICKERIlyG Report Number: PD 26-10
72 Date: July 12, 2010
From: Neil Carroll.
Director, Planning & Development
Subject: Proposal for Consultant Services for the
Environment & Countryside Conformity Amendment
(Addendum to Report Number PD 21-10)
Official Plan Review
File: D-2000-013
Recommendation:
1. That the Report PD 26-10 of the Director, Planning & Development regarding
Request for Proposal RFP-6-2010 for consultant services to undertake the
Environment and Countryside Conformity Amendment to the Pickering Official
Plan be received;
2. That in response to the City's Request for Proposal RFP-6-2010, the proposal
submitted by Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc.,
dated June 10, 2010, in the amount of $134,424.80 (HST included), and net cost
of $121,053.70, be accepted;
3. That the Council authorize the Director, Corporate Services & Treasurer to
finance the consulting costs of $121,054 for the Environment and Countryside
Conformity Amendment as follows:
a. that the sum of $82,194 as approved in 2008 and 2010 Current Budget be
funded from the Development Charges Reserve Fund;
b. that the sum of $15,055 as approved in the 2008 Current Budget be funded
from the Continuing Studies Reserve; and
c. that the sum of $23,805 as approved in the 2010 Current Budget be funded
from property taxes;
4. Further, that the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
Executive Summary: As outlined in Report PD 21-10, the Environment and
Countryside Conformity Amendment (ECCA) to the Official Plan is necessary to ensure
that the Pickering Official Plan appropriately implements Provincial, Regional,
Conservation Authority and City of Pickering initiatives to ensure up to date, state-of-the-art
policies for the environment and countryside. The ECCA will take about 12 months to
complete.
Report PD 26-10 July 12, 2010
Subject: Request for Proposal RFP-6-2010 Page 2
73
The Planning & Development Department does not have sufficient staff resources to
undertake this project in a timely manner without the assistance of consultants. Further,
the scope of this project requires some specialized environmental expertise. Consulting
services for the Official. Plan Review were approved by Council in the 2010 Current
Budget of the Planning & Development Department.
The RFP was an open proposal call. The RFP was placed on the City's website and a
notice placed in the Novae Res Urbis and faxed to fourteen, consultant firms on
May 18, 2010 with a closing date of June 10, 2010 for proposals. Four proposals were
received.
The proposal of Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc.
best meets the City's needs in completing the ECCA, considering the team's strengths
relative to the required work, and value for the money. Staff recommends that Council
accept the selection of Macaulay Shiomi Howson Ltd. and Natural Resource Solutions
Inc. and authorize staff to take appropriate actions to undertake this project.
Financial Implications:
Estimated Project Costing Summa
RFP-6-2010 $118,960.00
HST 15,464.80
Total Gross Cost 134,424.80
HST Rebate (13,371.10)
Total Net Purchase Cost $121,053.70
The 2010 Current Budget included $168,474 carried over from prior years for consulting
services related to the Official Plan Review. Of this amount $75,275 remains unspent
and available to fund this consulting contract. The source of funds is $60,220 from the
Development Charges Reserve Fund and $15,055 from the Continuing Studies
Reserve.
An additional $100,000 was included in the 2010 Current Budget for the Official Plan
Review. Of this amount, $45,779 will be used to fund this consulting contract from the
following sources: $21,974 from the Development Charge Reserve Fund and $23,805
from Property Taxes. The balance will be retained for future projects related to the
Official Plan Review.
A summary of the sources of funding is provided below:
Summa of Source of Funds
Dev. Charges Continuing Studies Property
Budget Year Reserve Fund Reserve Taxes Total
2008 $60,220 $15,055 $75,275
2010 21,974 $23,805 45,779
Total $82,194 $15,055 $23,805 $121,054
Report PD 26-10 July 12, 2010
Subject: Request for Proposal RFP-6-2010 Page 3
74
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Sustainability Implications: Updated environment and countryside are key to
maintaining a sustainable natural heritage system and rural areas in Pickering.
1.0 Background:
I
The background to the proposal was addressed in Report PD 21-10, which was
considered by Planning & Development Committee/Executive Committee on
July 5, 2010.
1.1 Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc. had the
Highest Scoring
As a result of the City's proposal call, four proposals were received from:
• Meridian Planning Consultants Inc./Aecom
• Ecovue/Golder Associates
• Macaulay Shiomi Howson Ltd./Natural Resource Solutions Inc. and
• Beacon Environmental/Planscape/SCS Consulting/Beck Consulting
On June 21, 2010, an Evaluation Committee consisting of the Manager, Policy,
the Principal Planner, Policy and the Manager, Supply & Services reviewed the
proposals against the six criteria outlined in the RFP (see Attachment #1).
Although the Evaluation Committee was impressed by the quality of all four
proposals received, the proposals of Macaulay Shiomi Howson Ltd./Natural
Resource Solutions Inc. and of Meridian Planning Consultants Inc./Aecom were
the two highest scoring proposals allowing for interviews with the project leads.
The Evaluation Committee met with the representatives of the two firms on
June 28, 2010 and heard responses to a set of questions that was circulated to
the two firms beforehand (see Attachment #2). The responses were scored, and
added to the proposal scores to tabulate a combined average score, to
recommend the highest scoring consultant for consideration. Overall, the
Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc. was ranked
highest.
Macaulay Shiomi Howson Ltd. is the lead firm with significant experience in both
public policy and in environmental planning. Elizabeth Howson, BES, MCIP,
RPP, with over 35 years of experience in the public policy and environmental
planning field, would be overall Project Lead. David Stephenson, M.Sc., with
over 22 years of experience on environmental planning, would be the Lead for
the environmental policies.
Report PD 26-10 July 12, 2010
Subject: Request for Proposal RFP-6-2010 Page 4
75
Macaulay Shiomi Howson Ltd. and Natural Resource Solutions Inc. has put
together a team that includes strong skills in official plan review, environmental
planning, GIS mapping strategies, public consultation and sustainability.
With respect to Council engagement in the process, the proposal by Macaulay
Shiomi Howson Ltd. and Natural Resource Solutions Inc. identified a total of six
meetings with Council (seven if Council members attend the Statutory Public
Open House). The format for the Statutory Public Meeting and the Planning &
Development Committee are set. However, the format for,the other four
meetings can be customized to Council's interest.
Upon careful examination of all proposals and relevant documents received, the
Planning & Development Department recommends the acceptance of the
proposal submitted by Macaulay Shiomi Howson Ltd. and Natural Resource
Solutions Inc. consultants for Request for Proposal RFP-6-2010 in the amount of.
$134,424.80 (HST included) and that the total net project cost of $121,053.70 be
approved.
Attachments:
1. Evaluation Criteria
2. Interview Questions for Proponents
Report PD 26-10 July 12, 2010
Subject: Request for Proposal RFP-6-2010 Page 5
76
Prepared By: Approved/Endorsed By:
Steve Gaunt, MCIP, RPP Neil Carroll, -P.
Principal Planner, Policy Director, Pla g & Development
N
Catherine ose, MCIP, RPP Gillis Paterson
Manager, licy Director, Corporate Services & Treasurer
Vera Felgem her
C.P.P., CPP6, CPPB, C.P.M., CMM III
Manager, Supply & Services
SG:Id
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
i
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ATTACHMENT # TO
REPORT # PDT
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Questions for Proponents for RFP-6-2010 (June 28th interviews)
1. Describe a project in which you had an excellent working relationship as
the consultant lead with the project lead. What made the relationship
excellent? (15)
2. Give an example of a project in which you responded to unforeseen
circumstances that required substantive change in a work program. in
which you were still able to meet program deadlines and budget. (15)
3. Give an example of how you balanced environmental, social and economic
objectives for a planning policy assignment and the roles played by the key
partner agencies (such as Conservation Authorities, Region, Provincial
Ministries). (15)
4. How does your work program engage the City's Council? (15)
5. How does the program provide adequate resources to evaluate appropriate
policy responses.to the three main policy initiatives (PPS, ROPA #114 and
the Greenbelt Act) and the list of other initiatives? (15)
6. How does your approach to public and agency engagement satisfy the
objectives of the RFP? (15)
Overall Suitability (10)
Total Possible Score 100