REQUEST FOR DECISION
DATE: November 1, 2017 Report No. P&R-17-009
TO: Laurie Hurst, Chief Administrative Officer
FROM: Scott Hartman, Director of Parks and Recreation Services
SUBJECT:
Title
Contract Award - Community Engagement Project
End
RECOMMENDATION:
Recommendation
That Council award the contract for the Community Engagement Project to the Centre for Sustainability Whistler and direct staff to finalize the project details.
Body
RELEVANT POLICY:
Bylaw No. 2845 - A Bylaw to delegate authority for Purchasing and Disposal
STRATEGIC RELEVANCE:
Facilitate and conduct public consultation for McLoughlin Point Amenity Reserve Funds is identified as an Operational Strategy.
BACKGROUND:
The Township conducted a Request for Proposal (RFP) process to engage a consultant to develop and implement a community engagement and planning strategy to establish key priorities for planning, design and implementation of community infrastructure as a result of the recently negotiated sewage amenity funds.
A one time contribution of $17,000,000 provided by the CRD to the McLoughlin Point Amenity Reserve Funds in accordance with section 55(2)(b) (16) of the Zoning Bylaw will be used as follows:
• Waterfront Park improvements valued at $7,000,000 for Saxe Point Park, Esquimalt Gorge Park, Macaulay Point Park and any other waterfront park areas identified by the Township and approved by the CRD acting reasonably.
• Recreation/Public Space improvements or additions valued at $5,000,000.
• Emergency Services and Public Safety Facility improvements or additions valued at $5,000,000.
The Consultant will engage the community to identify community projects and make recommendations to prioritize in each of these three areas.
ISSUES:
1. Rationale for Selected Option
$75,000 was approved in the 2017 Operating Budget to conduct a community engagement process to establish key priorities and identify projects the community wishes to undertake with the funds from the McLoughlin Point Amenity Reserve Funds.
An RFP process was recently conducted and resulted in five submitted proposals:
Proposed Cost
Beattie Tartan $240,000
R.F. Binnie & Associates $114,300
CitySpaces Consulting $73,192
Modus $50,735
Centre for Sustainability Whistler $45,890
Based on the evaluation criteria identified in the RFP, staff recommend that the contract be awarded to the Centre for Sustainability Whistler.
2. Organizational Implications
This project has been incorporated into existing staff work plans.
3. Financial Implications
Funds were allocated in the 2017 Operating Budget for this project.
4. Sustainability & Environmental Implications
There is no sustainability or environmental implications associated with this decision.
5. Communication & Engagement
A full communication and engagement program will be developed and implemented as part of this contract award. The anticipated start date for initial community consultation is January 2018.
ALTERNATIVES:
1) That Council award the contract for the Community Engagement Project to the Centre for Sustainability Whistler and direct staff to finalize the project details.
2) That Council not award the contract and provide alternative direction to staff.