HomeMy WebLinkAboutCS 20-25 Report to Council
Report Number: CS 20-25
Date: July 15, 2025
From: Laura Gibbs
Director, Community Services
Subject: Consulting Services for the Cultural Strategic Plan, Museum Strategic Plan and
Public Art Plan
File: A-1440-001
Recommendation:
1. That RFP2025-2 for Consulting Services for the Cultural Strategic Plan, Museum Strategic
Plan and Public Art Plan submitted by Patricia Huntsman Culture + Communication in the
amount of $164,850.00 (net HST) or $186,280.50 (HST included) be accepted;
2. That the Director, Community Services be authorized to execute the Form of Agreement
with the above mentioned consultant pursuant to Request for Proposal No. RFP2025-2;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$167,752.00 to be funded from Property Taxes as approved in the 2025 Current Budget;
and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award Request for Proposal No.
RFP2025-2 for Consulting Services to develop the Cultural Strategic Plan (CSP), Museum
Strategic Plan (MSP) and Public Art Plan (PAP). As per the Purchasing Policy PUR 010, the
Manager may obtain consultant services above $50,000.00 with additional approval of Council.
The purpose of the project is the development of a new CSP, an MSP, and a PAP. The CSP
was completed by staff in 2014, the current MSP was developed by staff and the Pickering
M useum Village (PMV) Advisory Committee in 2018 and the PAP was developed by staff in
2023. Collectively these plans will guide the next decade (2026-2036) of Pickering’s arts,
culture, museum and public art programs and services. The strategic documents will articulate
a common vision and goals, provide recommendations, and action plans built on the
understanding that arts, culture, heritage and public art is fundamental to quality of life,
economic development, community vitality , and identity of place.
All pre-conditions of award requirements in accordance with the bid document have been
reviewed and approved. The top-ranked proposal submitted by Patricia Huntsman Culture +
Communication in the amount of $164,850.00 (net HST) or $186,280.25 (HST included) is
recommended for approval.
CS 20-25 July 15, 2025
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Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community .
Financial Implications:
1.RFP Amount
RFP2025-2 $164,850.00
HST (13%)
T otal Gross RFP Cost
21,430.50
$186,280.50
2.Estimated Project Costing Summary
RFPQ2025-2 $164,850.00
HST (13%) 21,430.50
Total Gross Project Costs $186,280.50
HST Rebate (11.24%) (18,529.00)
Total Net Project Cost $167,752.00
3. Approved Source of Funds - Operating Budget
Approved Code Source of Funds Approved Budget Funds Required
502230.10200 Property Tax $180,000.00 $167,752.00
Under/(Over) Approved Funds $12,248.00
Discussion: The purpose of this report is to award Request for Proposal No. RFP2025-2 for
Consulting Services to develop the CSP, MSP and PAP.
1.The CSP, MSP and PAP will replace completed plans
The CSP sets a vision for the place of arts, culture and heritage in the City and identifies
strategic directions for policy, investment, partnerships and programs for 10 years, from 2014
to 2024. The MSP defines the Museum ’s vision, mission, and values, and identifies
recommended strategic goals to be accomplished by the end of 2023. The PAP identifies
zones for future public art projects and proposed new public art initiatives from 2023 to 2026.
After the c reation of these plans, the City introduced the first Corporate Strategic Plan, Equity
Diversity & Inclusion Strategy , and Digital Strategy. With the conclusion of the CSP, the MSP
CS 20-25 July 15, 2025
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and the PAP, it is time to refresh this suite of cultural plans, taking strategic directions, current
trends, and updated community engagement into account.
2.Pickering residents will be involved in shaping the next CSP, MSP and PAP plans
The development of these new plans will collectively guide the next decade (2026-2036) of
Pickering’s arts, culture, museum and public art programs and services. The development
process will include comprehensive community engagement including Open Houses, a
community survey, interviews with cultural leaders, input from Advisory Committees, and
engagement with residents and community organizations. When complete, the strategic
documents will articulate a common vision and goals, provide recommendations, and action
plans built on the understanding that arts, c ulture, heritage and public art are fundamental to
quality of life, economic development, community vitality and identity of place.
3.A competitive procurement process was undertaken to select the Consultant
RFP2025-2 was advertised on the City’s bids&tenders portal on May 23, 2025 and closed on
June 11, 2025. Nine companies submitted proposals for this project. In accordance with Item
2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage II and Stage III have
been added together, the proponents have been ranked based on their total scores, and the
top-ranked proponent, Patricia Huntsman Culture + Communication is the top-ranked
proponent.
Patricia Huntsman Culture + Communication has been operating since 2009 and offers
management, engagement, planning and communication services dedicated to building
communities through culture. Qualifications and combined expertise include strategic planning
for arts and culture, urban planning, research, public consultation and partnership, community
engagement, municipal event management, accessibility analysis, creative placemaking,
public art, programming, visitor experience, marketing and communications, tourism
management and economic development, capital planning, recreation & leisure planning,
cultural mapping, and policy development.
All pre-conditions of the award required in accordance with the bid document have been
reviewed and approved. The top-ranked response submitted by Patricia Huntsman Culture +
Communication in the amount of $164,850.00 (net HST) or $186,280.25 (HST included) is
recommended for approval.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Krystal Roberts Laura Gibbs, MBA, MSc.
Manager, Cultural Services Director, Community Services
CS 20-25 July 15, 2025
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Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
LG:kr
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer