HomeMy WebLinkAboutFIN-10-011 - E09-109 - Consultant Services - Volunteer Services
REPORT
REPORT TO:
Mayor Carl Zehr & Members of Council
DATE OF MEETING:
2010-01-18
SUBMITTED BY:
Larry Gordon, Chief Purchasing Officer
PREPARED BY:
Larry Gordon, Chief Purchasing Officer (2214)
WARD(S) INVOLVED:
N/A
DATE OF REPORT:
2010-01-11
REPORT NO:
FIN 10-011
SUBJECT:
E09-109 - Consultant Services – Volunteer Services Strategy
RECOMMENDATION:
That Expression of Interest E09-109, Consultant Services – Volunteer Services Strategy, be
awarded to dmA Planning & Management Services, Toronto, Ontario at their estimated fee of
$42,825., plus G.S.T. of $2,141.25 for a total of $44,966.25, based on a satisfactory contract
being negotiated and an upset fee being established, and further that the Chief Purchasing
Officer be authorized to execute an agreement satisfactory to the City Solicitor.
BACKGROUND:
In the City of Kitchener, volunteers or groups led by volunteers often have a key role to play in
the successful operation of many City owned facilities or are primary users of City services.
Currently, over 8000 volunteers work directly or indirectly with City staff to advise Council, run
arts, sports and recreation programs and services, support people with disabilities, organize or
support special events, provide services to adults 50 +, care for our parks and natural areas
and work at a neighbourhood level. Volunteers are a vital resource for municipal programs and
related services and their efforts to enhance quality of life, leadership and engagement.
Through the “Plan for a Healthy Kitchener”, community members have indicated the need to
further enhance resources for volunteerism in all areas in the City of Kitchener. And with the
growing population of the City of Kitchener and changes in community demographics, we
recognize that there are different needs and expectations to life and volunteering. To retain the
high quality of life that Kitchener has experienced, to enhance it and provide relevant and
desirable community involvement opportunities, we must understand, properly care for and
foster the essential and complex resource of volunteerism on which we have come to depend
and value.
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We are proposing to commence a comprehensive review of the resources and services offered
by the City of Kitchener’s Volunteer Resources of the Community Programs and Services
Division, CSD. Through the Volunteer Services Strategy we will look at what we are currently
doing; understand the population demographics, societal changes and volunteering trends we
are facing; learn from our volunteers, staff and Council about what we are doing well and how
we can do it better; and, set goals and priorities for the coming years. The intent of the study is
to make recommendations for the continued development of work with volunteers across the
whole of the Corporation in a common, consistent, equitable and sustainable way that
addresses related priorities of the Plan for a Healthy Kitchener, the Corporate Plan, the CSD
Strategic Plan and the Leisure Facilities Master Plan and, ultimately, to recommend the optimal
model(s) for engaging and supporting community members in volunteering/community
engagement. The overall goal of this project is to develop a sound strategy for engaging
volunteers in our future that is relevant to volunteers and staff who work with volunteers in the
City of Kitchener.
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 M. Hildebrand, Director of Community Programs & Services J. Ouellette, Facilitator
of Volunteer Resources and Community Engagement, K. Woodcock, Special Projects Officer, L.
Bamford,Co-ordinator of Volunteers, C. Cormier, Coordinator of Services for Adults 50+, R.
Thompson, Community Resource Centre Facilitator, B. Cheyne, Supervisor of Athletics, J.
Hennig, Executive Director of the KW Volunteer Action Centre, and L. Gordon, Chief
Purchasing Officer.
Expressions of interest were requested from three known consultants relative to this project. By
th,
the closing date of Monday December 7 2009, one (1) response had been received.
The Review Committee reviewed the submission and elected to award the project to dmA
Planning & Management Services, Toronto, Ontario.
FINANCIAL IMPLICATIONS:
Funding will be provided from Internal Order # 59500596 – Volunteer Services Strategy
Financial Report is attached.
ACKNOWLEDGED BY:
Dan Chapman, General Manager of Financial Services and City
Treasurer
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