HomeMy WebLinkAboutCRPS-08-003 - Ward Boundary Review - Consultant Selection
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KITCHENER
Corporate Services
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Report To:
Date of Meeting:
Submitted By:
Prepared By:
Ward(s) Involved:
Date of Report:
Report No.:
Subject:
Mayor C. Zehr and Members of Council
January 7, 2008
R. Gosse, Director of Legislated Services/City Clerk
R. Gosse
n/a
January 2, 2008
CRPS-08-003
WARD BOUNDARY REVIEW - COUNSUL TANT SELECTION
RECOMMENDATION:
That Expression of Interest E07-096, Consultant Services Ward Boundary Review, be
awarded to Robert J. Williams; and further,
That Capital Budget Project 500101001 (Ward Boundaries) in the amount of $50,000 for
2008, be approved.
BACKGROUND:
On October 5, 2007, Council approved the terms of reference attached to Corporate Services
Department report CRPS-07-134 for the Ward Boundary Review. The terms of reference
included an outside consultant to lead the Ward Boundary Review and this formed the basis for
an Expression of Interest (EOI) to retain the services of a consultant.
In December 2007, two proposals were submitted for consideration; one from Deloitte Inc. and
the other from Robert J. Williams, Ph.D.
REPORT:
The two proposals were evaluated by Troy Speck, General Manager of Corporate Services,
Larry Gordon, Director of Purchasing and Randy Gosse, Director of Legislated Services/City
Clerk. The three factors that the proposals were evaluated on were, budget, proposal for the
development of ward boundary options (Phase 1) and, experience.
Budaet
There was a significant difference in the two proposed estimates with that of Mr. Williams being
substantially less. It is assumed this difference is due to the fact that Mr. Williams will be the
sole consultant on this project whereas the proposal from Deloitte Inc. included several
consultants. The estimated fee from Mr. Williams is such that under the Purchasing Policy, the
Manager of Purchasing is authorized to approve and sign the contract.
Phase 1 Prooosal
For the most part both proposals were very similar on how information and data would be
gathered in order to develop options for the ward boundaries. Both proposed to conduct
research from other municipalities, hold stakeholder consultations, solicit public comment and
use the web site and media to promote the process. One difference between the two proposals
is the establishment of a citizen's advisory group recommended by Deloitte Inc. It was
determined that the establishment of such a committee would not be appropriate for this project
because, whereas such a committee would provide general representation from citizens across
the City, it would not necessarily address specific area concerns. It was felt that consultations
with area groups such as neighbourhood associations would be more appropriate.
Exoerience
Mr. Williams holds a Ph.D. in Political Science and taught at the University of Waterloo for 35
years. During his tenure he was involved in an extensive and varied academic and practical
endeavours involving municipal and provincial governments including, leading or reporting on
ward reviews for the City of Kitchener and the Cities of Cambridge and Waterloo. The firm of
Deloitte is proposing to have 6 consultants work on various aspects of the project and although
these are well qualified and experienced consultants, there is only limited experience with
respect to ward boundary reviews and design.
After reviewing and evaluating the two proposals, the evaluation team is unanimously
recommending that Mr. Williams be awarded the contract as consultant on this project.
FINANCIAL IMPLICATIONS:
In order to meet budget timelines, an estimate for the ward boundary project was submitted in
the amount of $50,000. Based on the estimated costs submitted by Mr. Williams and the
additional estimated costs for printing, advertisements and presentation material, it is expected
that the project will cost $35,000. It is being recommended that the budget be approved at the
submitted amount of $50,000 in order to cover any unforeseen costs and the possibility of an
Ontario Municipal Board hearing should the final ward boundaries be appealed. In the event that
no appeals are submitted, following the appeal period any unused funds would be closed out to
capital surplus.
Pre-budget approval is being sought in order to commence the project as soon as possible to
meet the proposed deadline for the final report in June 2008.
R. Gosse - Director of Legislated Services