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Home My WebLink AboutFCS-14-021 - E13-085 Consultant Services - Cultural Heritage Landscape Study REPORT TO: Committee of the Whole DATE OF MEETING: 2014-02-10 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext. 7214 PREPARED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext. 7214 WARD(S) INVOLVED: DATE OF REPORT: 2014-01-28 REPORT NO.: FCS-14-021 SUBJECT: E13-085 – Consultant Services – Cultural Heritage Landscape Study RECOMMENDATION: That Expression of Interest E13-085 – Consultant Services – Cultural Heritage Landscape The Landplan Collaborative Ltd., Guelph, Ontario Study, be awarded to at their estimated fee of $79,876.35, plus H.S.T. of $10,383.93, for a total of $90,260.28, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: A Cultural Heritage Landscape (CHL) is a location where the influence of humans on the natural landscape results in a place with distinctive character and cultural importance, valued for the contribution they make to our understanding of the history of a place, an event, an individual and/or a community. Examples of CHLs include but are not limited to, heritage conservation districts, parks, gardens, mainstreets and neighbourhoods, cemeteries, trailways and industrial complexes of cultural heritage value or interest. Through the Provincial Policy Statement, 2005 (PPS), the Province of Ontario requires that significant cultural heritage landscapes be conserved. In addition, the Region of Waterloo Official Plan and the draft of the City of Kitchener new Official Plan, include policies related to the conservation of cultural heritage landscapes. Consistent with the policies in the Regional Official Plan, the Region of Waterloo has prepared an Implementation Guideline for Cultural Heritage Landscape Conservation, to guide municipalities in the implementation of cultural heritage landscape policy. The City of Kitchener Planning Division proposes to initiate a comprehensive study of cultural heritage landscapes located within the City’s boundaries. The Cultural Heritage Landscape Study is currently identified as a priority within the Community Services Department Corporate Business Plan. 1.ii. - 1 The proactive identification, evaluation and documentation of significant cultural heritage landscapes will enable the City to make better informed heritage, land use and infrastructure planning decisions, and be consistent with Provincial and Region policy and guidelines requiring that significant cultural heritage landscapes be identified and conserved. In the short-term, the results of the cultural heritage landscape study will inform efforts to plan for appropriate development and change in and around proposed rapid transit station areas. In the longer term, the study will assist in establishing priorities for conservation and other efforts within the cultural heritage planning work program. REPORT: In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services/Consultants, a Consultant’s Review Committee was established consisting of L. Bensason, Coordinator, Cultural Heritage Planning, B. Sloan, Manager, Long Range & Policy Planning, M. Drake, Heritage Planner, K. Hagerman, Cultural Heritage Specialist, Region of Waterloo and L. Gordon, Director of Supply Services. Expressions of interest were advertised publicly on the City of Kitchener website and on the internet through the Ontario Public Buyers Association Electronic Tendering Information System relative to this project. Documents were downloaded by forty-six (46) interested parties, and by the closing date of Monday October 21, 2013, six (6) responses had been received. The review committee met on Thursday October 24, 2013, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Tuesday November 12, 2013 to interview the shortlisted candidates. Pricing for all three submissions received were over the City’s anticipated budget for this study. As a result, the decision was made to reduce the scope of study so that it may be completed in one stage and within the City’s budget. The three short-listed consultants were invited to bid on a revised expression of interest. By the closing date of January 21, 2013, all three submissions were received. The Consultant Selection Committee met again on January 23, 2013 and elected to award the project to The Landplan Collaborative Ltd., Guelph, Ontario. 1.ii. - 2 The Committee rated the consultants on the following criteria: Proposed Project Team & Roles/Tasks Cost of Consultant Fees Methodology / Approach / Work Plan Experience with Similar Projects Experience in Kitchener A listing of the responding parties follows for your reference: Baird Sampson Neuert Architects Toronto ON Commonwealth Resource Management Perth ON Golder Associates Ltd. Ottawa ON MMM Group Limited Thornhill ON Stantec Consulting Ltd. Kitchener ON The Landplan Collaborative Ltd. Guelph ON ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Theme: Financial Management Strategic Direction: Ensure responsible use of public funds within a supportive policy framework. The City of Kitchener’s purchasing policies and practices ensure openness, fairness and transparency in the procurement of goods and services. 1.ii. - 3 FINANCIAL IMPLICATIONS: The net cost for this expression of interest (A), is fair and reasonable for a project of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this project is included within the approved capital budget. The estimated surplus (D) will remain within the account to fund future projects. Financial Summary for Expression of Interest E13-085 Estimated Cost Expression of Interest E13-085 costs, including HST 90,260.28 less: HST rebate on tender (8,978.10) Net Cost Being Awarded 81,282.18 A Projected Costs Total Estimated Cost for this EOI 81,282.18 C Budget 59500162 Heritage Districk Plans General 45,000.00 59500720 Planning Studies General 45,000.00 Total Budget for this EOI 90,000.00 B Estimated Surplus/(Deficit) (B - C) 8,717.82 D COMMUNITY ENGAGEMENT: Potential vendors are informed of bid opportunities through the public posting of bid documents as outlined in the City’s Purchasing By-Law. Vendors, local media and the general public are informed of purchasing recommendations to Council through the public reports which are included with the Council agenda the week prior to the Council meeting. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 1.ii. - 4