HomeMy WebLinkAboutCSD-08-091 - Region Wide Community Cultural Mapping ProjectJ
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Community Services
Report To: Community Services Committee
Date of Meeting: November 17, 2008
Submitted By: Mark Hildebrand, Director Community Programs and Services
Ext. 2687
Prepared By: Ingrid Pregel, Manager Arts and Culture
Ext. 3383
Wards) Involved: All
Date of Report: November 7, 2008
Report No.: CSD-08-091
Subject: Region Wide Community Cultural Mapping Project
RECOMMENDATION:
That the purchasing by-law requirements for the selection of Consultants and
Professional Services be waived, to authorize Staff to enter into an agreement with TCI
Management Consultants, not to exceed $75,000, subject to the satisfaction of the City
Solicitor.
EXECUTIVE SUMMARY:
The City of Kitchener is working in partnership on a region wide Community Cultural Mapping
Project. Partnering with the City of Kitchener is the Region of Waterloo, City of Waterloo and
Heritage Canada, all making financial contributions to the project. Staff is suggesting that the
City of Kitchener act as the lead, receiving the funds from the other partners, hiring and paying
the consultant forthe work completed.
The City of Kitchener's purchasing policy indicates that disbursements less than $20,000, for
consultant services, can be negotiated by the Department Head or designate. Otherwise a
terms of reference has to be developed and the guidelines outlined in the Purchasing By-law
have to be followed. Although, in this instance the total cost is expected to be up to $75,000,
the City of Kitchener's direct contribution is $11,750 and well within the purchasing policy
published limit.
BACKGROUND:
Culture Plan II identified a number of recommendations from the community to invest in facilities
and other assets for the benefit of the arts community, including an Arts and Culture Cluster,
Downtown Cultural Corridor or Arts District and Downtown Multi Use Arts Centre. The first step
toward any of these projects is an inventory and geographical mapping of existing arts assets,
facilities and resources.
In January, 2008 the CPII subcommittee focused on development of an Arts and Culture Cluster
Strategy. Jennifer Breithaupt, Bill Poole, Cheryl Ewing, Alf Bogusky and Lawrence McNaught
recommended exploring how to resource a Community Cultural Mapping project.
Report No. CSD-08-091 Page 2
City staff arranged for Dr. Greg Baeker, a nationally respected consultant to provincial and
municipal governments in the areas of cultural mapping and planning, to present a workshop for
regional participants in February 2008. Subsequently staff at the Region and the Cities of
Cambridge, Waterloo and Kitchener agreed to partner on a Community Cultural Mapping
project. The four townships agreed to also collaborate on the project in terms of sharing records
for the mapping inventory.
REPORT:
Staff at the City of Kitchener authored an application on behalf of the partners to Heritage
Canada for a grant for $37,500 representing 50% of the estimated cost of consulting resources
to assist with the project. In October we learned the application was successful. The application
apportions the second half of the budget among the partners as follows:
• Heritage Canada $37,500
• Region of Waterloo $19,750
• City of Kitchener $11,750
• City of Waterloo 6 000
Total $75,000
The City of Cambridge was already committed to undertaking a Cultural Planning project to
begin in June 2008. The Partners agreed the City of Cambridge's contribution to the larger
project would be conducting a competitive RFP process to select a consultant, and
subsequently including the other partners in early work steps related to a cultural asset
inventory to lay the foundation for the larger project should we receive the Heritage Canada
grant. The partners agreed the financial contribution each would make satisfied their own
purchasing policies. The City of Cambridge selected TCI Management Consultants to conduct
the project. To date the City is very happy with the work that has been completed.
The City of Kitchener Director of Purchasing is poised to sign the Heritage Canada Contribution
Agreement, to receive and distribute the grant monies on behalf of the partners in the project.
However, this will require the City of Kitchener to issue payment to the consulting firm for an
amount in excess of our purchasing policy limit of $20,000.
With the support of the Director of Purchasing, Staff requests the approval of waiving the
purchasing policy in this instance because the City's direct contribution of $11,750 is well within
the purchasing policy limit. In addition, TCI Management Consultants has gained significant
understanding of the region's cultural assets, and especially those in Cambridge, through
meetings held with all partners in the spring of 2008.
FINANCIAL IMPLICATIONS:
City of Kitchener contribution of $11,750 will be funded by CPII Implementation budget.
COMMUNICATIONS:
The Arts and Culture Advisory Committees in the Cities of Cambridge, Kitchener and Waterloo
are aware and supportive of this project.
CONCLUSION:
Waiving the purchasing policy is the most efficient solution to the City of Kitchener's role as the
recipient of Heritage Canada grant monies on behalf of our partners.
Ingrid Pregel
Manager Cultural Development