HomeMy WebLinkAboutFCS-14-043 - E14-008 Consultant Services - Centre in the Square and KW Symphony Strategic and Operational ReviewStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2014 -03 -03
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: N/A
DATE OF REPORT: 2014 -02 -25
REPORT NO.: FCS -14 -043
SUBJECT: E14 -008 Consultant Services — Centre in the Square and
Kitchener Waterloo Symphony Strategic and Operational
Review
RECOMMENDATION:
That Expression of Interest E14 -008 — Consultant Services — Centre in the Square and
Kitchener Waterloo Symphony Strategic and Operational Review, be awarded to Webb
Management Services Inc., New York, New York at their estimated fee of $59,500., plus
H.S.T. of $7,735., for a total of $67,235., based on a satisfactory contract being negotiated and
an upset fee being established.
BACKGROUND:
The goal of this engagement is to comprehensively review the operations of both the Centre in
the Square (CITS) and the Kitchener Waterloo Symphony (KWS) in order to identify options for
future operating models and recommend the most financially sustainable operating model to
support both entities and their continued partnership. The assessment will provide an expert,
objective review and specific recommendations to inform future decisions surrounding the
operating model for each organization and also the nature of the business relationships,
operating arrangements and financial commitments between the City of Kitchener, CITS and
KWS. The assessment process will include facilitated dialogue between CITS and KWS
regarding the Consultant's recommendations and how they can best be implemented.
The expected outcomes of this process include:
Recommended operating models for both entities which allow them to work more
effectively together, ensure the success of both organizations, and are not to the
detriment of either organization;
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Enhanced, sustainable, healthy relationships between both entities, leading to long term
benefit for the performing arts community and the community at large.
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 J. Evans, Director of Revenue and Deputy City Treasurer, C. Tasker, Internal
Auditor, S. Di Donato, Manager, Arts and Culture, C. Copp, Chair, KWS Board, M. Shantz,
Chair, CITS Board, M. Gamble, CITS Board Member, L. Fabi, KWS Board Member 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 eighteen (18) interested parties, and by
the closing date of Tuesday February 4th, 2014, three (3) responses had been received.
The review committee met on Wednesday, February 12th, 2014, to review the submissions and
a shortlist of two (2) candidates was selected for further interviews. The Committee met on
Tuesday February 18th, 2014 to interview the shortlisted candidates. The Committee elected to
award the project to Webb Management Services Inc., New York, New York.
The Committee rated consultants on the following criteria:
• Evidence of Comparable work, including a track record of facilitating dialogue
• Qualifications /Expertise of Proposed Project Manager
• Qualifications /Expertise of Proposed Project Team
• Completeness of Expression of Interest/Understanding of Project/Completeness and
Feasibility of Proposed Project Plan, including sufficient attention to facilitated dialogue
• Cost of Consultant Fees before tax
• Personality of team members
• Completeness and professionalism of the presentation.
• Data analysis / issue identification (i.e. do they meet our needs in this area)
• Facilitation / engagement (i.e. do they meet our needs in this area)
• Overall impression
A listing of the responding parties follows for your reference:
Chazey Partners Canada Ltd. Kelowna BC
OPTIMUS /SBR Toronto ON
Webb Management Services Inc. New York NY
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
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The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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 operating budget.
Expression of Interest E14 -008
Consultant Services: Centre in the Square and Kitchener Waterloo Symphony
Strategic and Operational Review
Estimated Cost for this Expression of Interest
Expression of Interest E14 -008 costs, including HST
less: HST rebate on Expression of Interest
Net Cost Being Awarded
Projected Additional Costs
Total Estimated Cost for this Expression of Interest
Funding for this Expression of Interest
City of Kitchener allocation
Centre in the Square grant allocation
Kitchener Waterloo Symphony grant allocation
Estimated Surplus /(Deficit) for this Expression of Interest (B - C)
COMMUNITY ENGAGEMENT:
$ 67,235
(6,688)
60,547 A
$ 60,547 C
20,183
20,182
20,182
$ 60,547 B
$ 0
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
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