The Corporation of The Town of Penetanguishene Committee of the Whole COMMITTEE: Planning and Community Development COMMITTEE CHAIR: Councillor Debbie Levy SUBJECT: Official Plan Review - Consultant Selection RECOMMENDATION THAT the Committee of the Whole recommends to Council acceptance of the proposal dated February 8, 2016, to retain the services of MMM Group Limited, for a maximum upset limit of $99,389.15 (includes HST) to prepare the Town’s Official Plan. INTRODUCTION A Request for Proposals (RFP) to prepare a new Official Plan was issued on January 19, 2016. The Terms of Reference and Request for proposals was circulated to ten planning consultants, posted on the Town’s website and notice was given in the Midland Mirror. On or before the deadline the following nine (9) submissions were received: Consultant Cost (including HST) MMM Group $99,389.15 Meridian Planning Consultants $76,791.96 MHBC Planning $93,251.13 Innovative Planning Solutions $99,507.80 GSP Group $98,852.40 The Jones Consulting Group $94,349.35 Skelton Brumwell $99,101.00 The Planning Partnership $99,878.00 Cambium $100,000.000 The Steering Committee met on February 23, 2016 to evaluate and review the proposals and subsequently determined that MMM Group Limited be recommended to Council to prepare the new Official Plan. ANALYSIS The Steering committee conducted a detailed review of each of the proposals and held significant discussion on them. After much discussion, with advice and input from staff, selected the proposal from MMM Group Limited (Attachment #1) as best meeting the terms and conditions of the RFP and the needs and expectations from the Steering Committee. The Steering Committee felt that a multi-disciplinary team, including a team of planners, urban designers, a cultural heritage specialist and economic/demographic specialist would be provide the expertise, guidance and leadership that the municipality was requesting as part of the RFP process. MMM Group Limited, a WSP Company, is one of Canada’s leading professional services firms, offering services in planning, engineering and geomatics with over 50 professional planners The Planning and Environmental Design Department has The Corporation of The Town of Penetanguishene Committee of the Whole extensive experience in preparing Official Plans and other planning policy documents and have provided examples of their work in the Town of Huntsville, City of Brockville and the District of Manitoulin Island. One key facet of MMM Group is their ability to draw upon the firms continuum of in-house services (e.g. marketing and graphic design, geomatics, and multiple disciplines of engineering). In the Proposal, MMM Group has also employed the Centre for Spatial Economics (C4SE), who specialize in the development of long term economic and demographic growth projections. BUDGETARY IMPLICATIONS The budget set for the Official Plan Review project is $100,000. A carry-forward amount of $35,000 is being requested as a carry forward to 2016 from the 2015 budget. Therefore, there is a $70,000 budget in 2016. The remaining $30,000 for the OPR is included in the 2017 Capital Plan. MMM Group’s work will span both fiscal years and the agreement will stipulate that the 2017 workplan is conditional upon Council approving an additional amount of $30,000 in the 2017 Capital Budget. RISK MANAGEMENT The consulting firm will provide all necessary documentation required by the Town. COMMUNICATION & MARKETING Notice of the Request for Proposals was published in the Midland Mirror and posted to the Town’s website. The Terms of Reference and Request for Proposals was provided directly to ten consulting firms in Ontario. SUSTAINABILITY Selection of a consulting firm to prepare the Town’s new Official Plan will assist in achieving the pillars of the Sustainability Plan. STRATEGIC GOALS & OBJECTIVES The retention of a consulting firm to prepare the Town’s new Official Plan with directly implement the Town to update the Official Plan while also realizing on a number of other objectives of the Strategic Plan. Prepared by: A. Betty, Director of Planning and Community Development Department Reviewed by: C. Robillard, Treasurer Reviewed by: Ted Walker, CAO Council Meeting Date: March 9, 2016 Attachment #1 Proposal from MMM Group dated February 8, 2016 Electronic File Location: S:\Planning Department\D09 - Official Plans\Official Plan Update 2015-2016\Staff Reports\Staff Report PD-2016-14 RE OPR Consultant Selection.docx\ “Sailing Forward” Proposal for an OFFICIAL PLAN REVIEW for the Town of Penetanguishene February 19, 2016 Andres Musta (CC BY-NC-ND 2.0) February 8, 2016 Andrea Betty, CIP RPP Director of Planning and Community Development 10 Robert Street W, Box 5009 Penetanguishene, Ontario L9M 2G2 Dear Ms. Betty, Re: Town of Penetanguishene Official Plan Review MMM Group Limited, a WSP company, (MMM) is pleased to submit this proposal to undertake the review of the Official Plan for the Town of Penetanguishene. Please consider this letter of submission as authorization for us to submit this proposal. We know that successful projects require a workable approach and a responsive team. MMM is often distinguished by our ability to effectively integrate multiple disciplines to address evolving municipal needs as well as our ability to offer clients experienced practitioners who can successfully complete projects on time and within budget. Staff on our Project Team, especially our Project Manager, have undertaken many Official Plan assignments across the Province and, in some cases within similar contexts. We will use our experience to undertake a Review that will reflect the community’s Vision and provide innovative solutions to local issues. We believe that we are well suited to complete this project for the Town of Penetanguishene and have put together an innovative approach to consultation and undertaking a work plan that will greatly assist the Town in its Official Plan Review. We look forward to the opportunity to work with you and thank you in advance for your consideration. Please contact me at 905-882-4211 ext. 6754 or by e-mail at [email protected] should you have any questions or comments in regards to our submission. Yours very truly, MMM GROUP LIMITED Gregory Bender, MCIP, RPP Senior Planner/Project Manager, Planning + Design Table of Contents Table of Contents ................................................................................................................... a 1.0 Introduction ................................................................................................................. 1 2.0 Company Profile ........................................................................................................... 1 2.1 MMM Group Limited, a WSP company .................................................................................... 1 2.2 Centre for Spatial Economics (C4SE) ....................................................................................... 3 3.0 Project Understanding and Approach ............................................................................. 3 3.1 Project Understanding ............................................................................................................. 3 3.2 Approach to Community Consultation and Engagement ......................................................... 4 4.0 Team ........................................................................................................................... 7 5.0 Project Experience ........................................................................................................ 9 5.1 Town of Huntsville ......................................................................................................................... 9 5.2 District of Manitoulin ................................................................................................................... 10 5.3 City of Brockville .......................................................................................................................... 10 6.0 Town Involvement ....................................................................................................... 11 7.0 Work Program ............................................................................................................. 12 Phase 1 – Setting the Stage ............................................................................................................... 12 Phase 2 – Background Study ............................................................................................................. 13 Part 2A: Creating a Vision ................................................................................................................. 13 Phase 2B – Background Study ........................................................................................................... 15 Phase 4: Draft Official Plan Amendment ............................................................................................17 Phase 5: Final Official Plan .................................................................................................................17 8.0 Schedule & Budget ..................................................................................................... 18 9.0 Conclusion .................................................................................................................. 21 Appendix A – Corporate Profile Appendix B - Curricula Vitae Town of Penetanguishene | Official Plan Review MMM Group Limited | February 2016