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Home My WebLink AboutPLN 03-24Report to Council Report Number: PLN 03-24 Date: January 22, 2024 From: Kyle Bentley Director, City Development & CBO Subject: Consulting Services for Urban Design Review Services - RFP-2023-22 - File: D-1220-007 Recommendation: 1. That proposal for Request for Proposal No. RFP-2023-22, submitted by John G. Williams Limited, Architect, to undertake Urban Design Review Services for three years commencing February 1, 2024, and expiring December 31, 2026 be accepted; and 2. 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: This report seeks to obtain Council’s approval to hire a Consultant, who will undertake Urban Design Review Services for a period of three years. Council authorized the implementation of the Urban Design Review Services Program in March 2014, aiming to elevate architectural and urban design standards in development projects. The existing purchase order with John G. Williams expired on December 31, 2023. Given the anticipated growth and change in Pickering, particularly in identified strategic areas, the City recognizes the need to maintain high standards in architecture and urban design. To address these challenges, RFP-2023-22 was issued on the City’s Bids and Tenders portal on November 1, 2023. Eleven proposals were submitted. The Evaluation Committee, comprising three staff from City Development, reviewed and evaluated the proposals received using criteria outlined in the bid document. The Evaluation Committee recommends that John G. Williams as the top-ranked Proponent, be retained to undertake Urban Design Review Services commencing February 1, 2024, and concluding on December 31, 2026. John G. Williams Limited is a multi-disciplinary firm specializing in planning, urban design, and architectural control with extensive experience in similar projects across various municipalities in the Greater Toronto Area (GTA). The firm's solution-oriented approach aligns with the City's goals, fostering collaboration to enhance planning, urban design, and architecture. PLN 03-24 January 22, 2024 Subject: Consulting Services for Urban Design Review Services Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. 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 2024 budget for the Planning & Design section of the City Development identifies an expenditure line item for Urban Design Review Services in the amount of $60,000.00 (Account Code 10105.502230.4635) and a corresponding cost recovery line item (Account Code 10105.406540.0000). Discussion: 1. Background In March 2014, Council authorized the implementation of an Urban Design Review Services Program, which has successfully raised the standard of architecture and urban design on most development projects. John G. Williams 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 to improve the overall finish and quality of the projects. The existing purchase order issued to John G. Williams to provide Urban Design Review Services expired on December 31, 2023. To continue to help achieve and uphold new and higher standards for exterior appearance and design of buildings, 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. Need for Urban Design Review Services Urban design is about creating sustainable neighbourhoods and places through greater attention to the aesthetic and functional relationships that exist between public and private spaces. Well-designed buildings contribute to creating a high-quality urban realm and instill a positive community design image, which contributes to the City as an attractive place to live and work. Pickering is expecting to experience significant growth and 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 mixed-use development/redevelopment within the City’s City Centre and along corridors such as Kingston Road and Brock Road. PLN 03-24 January 22, 2024 Subject: Consulting Services for Urban Design Review Services Page 3 The City Centre and the Kingston Corridor/Brock Node Intensification Area are identified as Strategic Growth Areas, and the City Centre is further identified as an Urban Growth Centre by A Place to Grow: Growth for the Greater Golden Horseshoe (the Growth Plan). It is expected that these areas will result in vibrant mixed-use communities that reflect compact, transit-oriented development. As the City continues to grow through the introduction of new developments and the redevelopment of existing buildings and properties, it will be necessary to continue to establish higher standards for architecture and urban design. To help achieve and uphold these standards, the City requires the services of an Urban Design Consultant to provide objective and professional advice on matters relating to architecture and urban design. Through the review of development proposals, the Urban Design consultant will: • establish a positive visual image for built form and urban design within the City; • promote harmonious and attractive developments through attention to site planning place-making and the exterior architectural quality and appearance of new development; • encourage built form which results in safe, active and pedestrian-friendly communities; • encourage a variety of attractive, innovative and environmentally sustainable building designs which combine the best of contemporary and traditional architectural design principles; and • ensure new buildings enhance existing communities and neighbourhoods and further the development of a distinctive urban identity for the City. 3. Changes to Site Plan Control through Bill 23 The enactment of Bill 23, More Homes Built Faster Act, 2022, made several changes to the Planning Act. Some of those changes include removing exterior design, landscape and streetscape design from the Site Plan Control process. Detailed urban design review at the municipal level is vital in delivering safe, healthy, and sustainable communities, while enhancing the quality of the public realm. It also ensures the proposal addresses several functional requirements for future residents, encompassing considerations such as grading, pedestrian access and connectivity, landscaping, utility locations, snow storage and accessibility. Lastly, the review ensures the proposal is consistent with the goals and objectives outlined in approved urban design guidelines and applicable official plan policies. These legislated changes could have substantial implications as they hinder the City from requiring fundamental design controls on aesthetics for buildings that are visible from public areas. While the City navigates the new changes to the Planning Act, at this time, staff will continue to work with applicants to provide urban design-related comments ensuring new proposals achieve the City’s urban design objectives through the review of site-specific zoning by-law amendments and continue to work with applicants to address architectural and urban design-related matters through site plan review. PLN 03-24 January 22, 2024 Subject: Consulting Services for Urban Design Review Services Page 4 4. Request for Proposal RFP-2023-22 was issued on the City’s Bids and Tenders portal on November 1, 2023, with a submission deadline of November 22, 2023. Eleven proposals were submitted. The Evaluation Committee, consisting of three staff from City Development 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. John G. Williams 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. John G. Williams Limited, is a 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. Upon careful examination of all proposals and relevant documents received in response to RFP-2023-22, the Evaluation Committee recommends acceptance of the Proposal submitted by John G. Williams, to undertake Urban Design Review Services for three years commencing February 1, 2024, and expiring December 31, 2026, be accepted. Attachments: None PLN 03-24 January 22, 2024 Subject: Consulting Services for Urban Design Review Services Page 5 Prepared By: Original Signed By Nilesh Surti, MCIP, RPP Division Head, Development Review & Urban Design Approved/Endorsed By: Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Catherine Rose, MCIP, RPP Chief Planner Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer NS:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer