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REPORT
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2008-10-27
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Larry Gordon, Director of Purchasing (2214)
Date of Report 2008-10-20
Report No: FIN 08-025
Subject: E08-058 -Consultant Services -Park Master Plan
RECOMMENDATION
That Expression of Interest E08-058, Consultant Services -Park Master Plan, be awarded to
GSP Group Inc., Kitchener at their estimated fee of $157,216.50, including a contingency of
$7,500. and G.S.T., based on a satisfactory contract being negotiated and an upset fee being
established, and further that the Mayor and City Clerk be authorized to execute an agreement
satisfactory to the City Solicitor.
BACKGROUND
In 1975, the Community Services Department completed a comprehensive Master Plan for Park
and Recreation Facilities. (Council approval July 1976)
In 2005, the Leisure Facilities Master Plan (LFMP} was completed and "The focus of the
planning initiative was on leisure facilities in terms of recreation, arts and culture, sportsfields,
trails and related considerations as they involved facilities. Plans for open spaces,
neighbourhood parks... were to be developed via other processes." LFMP 1.1 Overview, p 1-1)
The LFMP made the following recommendations:
Recommendation 28 -Park Based Development stated that "City staff undertake a review of
existing park service level standards for new and existing parks... ".
Recommendation 29 -Park Master Plan Implementation and Under-Serviced Areas Approach
stated that "the department undertake a Park Service Provisioning Plan that focuses on the
following:
Identification of areas that are under-serviced ...
Potential opportunities in the short & long term ...
Potential strategies to overcome deficiencies ..."
A more comprehensive and detailed document is now required to specifically address park
development, management and maintenance. The LFMP, while providing a broad look at
parks, did not include detailed analysis & strategies for park systems. The Parks Master Plan
will guide the City through the next ten years of park planning and development.
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 G. Hummel, Manager of Park Planning, Development and Operations, D. Ritz,
Supervisor Design & Development, D. Schmitt, Environmental & Urban Forestry Project
Manager, P. Wetherup, Parks Planner, and L. Gordon, Director of Purchasing.
Expressions of interest were advertised in the Record, on the City of Kitchener Home Page and
on the Internet through the Ontario Public Buyers Electronic Tendering Information System
relative to this project. Documents were downloaded by seventeen (17) interested parties. By
the closing date of Friday June 27t", 2008, two (2) responses had been received. The Review
Committee met on Tuesday July 8t", 2008 to review the submissions. A shortlist of one (1)
Consultant was selected for further interviews.
The Review Committee met on Tuesday July 29t", 2008 to interview the shortlisted candidate
and again on Wednesday September 17t", 2008 for a second interview. The Committee elected
to award the project to GSP Group Inc., Kitchener.
A listing of the responding parties follows for your reference.
Passion Productions Newmarket
GSP Group Inc. Kitchener
FINANCIAL IMPLICATIONS
Funding will be provided from index 610380 -Parks & Open Space Master Plan
REVENUES
Contribution from Revenue $180,000.
EXPENSES
E08-058 $157, 216.50
Less G.S.T. Rebate ( 7 486.50
$149, 730.00 $149, 730.
Miscellaneous YTD $ 1,504.
Additional Project Management Projected 28 766.
Total $180, 000.
BALANCE $0
Dan Chapman, CA, MPA
General Manager of Financial
Services & City Treasurer
Larry Gordon, CPPO
Director of Purchasing
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