4Ip. City of Lloydminster Request for Decision (RFD) LLOYDMINSTER Subject Matter: Downtown Area Redevelopment Plan (DARP) Report Information Department: Long Range Planning RFD No: LRP-D01-2018 Attachments: Presented By: Samuel Afolayan • Request for Proposal #2016-09 . 02 Planning + Design Submission Proposal Council Meeting Date: April 30, 2018 Recommendation: That Council award the Request for Proposal (RFP) for the Downtown Area Redevelopment Plan (DARP) to 02 Planning + Design Inc., of Calgary, Alberta, in the amount of $149955.7Splus GST, and that the Mayor and City Clerk be authorized to sign all necessary documents. Issue: The City of Lloydminster invited multidisciplinary teams to provide a proposal for the City’s Downtown Area Redevelopment Plan (DARP”). Ten (10) proponents responded to the RFP. Based on the submissions, three (3) proponents were shortlisted and interviewed. Background: As an emerging city center, the City of Lloydminster’s downtown core features rich history, local champions and opportunity for growth. To ensure investment, prosperity and development, a Downtown Area Redevelopment Plan emphasizes the vision of a study area, ultimately catering to long-term prosperity. The initiation of a Downtown Area Redevelopment Plan began in 2014 as a multi- year, phased project: 1) Foundation; 2) Policy; 3) Implementation. The deliverables for each phase are: 1) Preparation of the Research Findings Report; 2) Preparation of a Downtown Area Redevelopment Plan as a statutory document for guiding the development of the downtown; 3) A holistic and Implementation/Monitoring Plan with practical tasks and timelines to benchmark completed tasks. In September of 2015, the City began the process of hiring a consultant who is experienced in downtown redevelopment to help create a statutory document that would be used to guide the revitalization of the downtown area. 02 Planning + Design Inc. of Calgary, Alberta, was the successful proponent for the first Request for Proposals (RFP) in 2016. However, the City did not move ahead with the award due to a change in Council’s strategic priorities. Page 1 of 3 50 4f1P City of Lloydminster Request for Decision (RFD) LLOYDMINSTER This current RFP is based on a more robust scope that reflects the current needs of the downtown. City Administration prepared an REP with an expanded study area. The RFP was sent out on February 12, 2018 with a closing date of Mar 23, 2018. Ten (10) proponents from Alberta, Saskatchewan and British Columbia responded to the REP. Three (3) highest scoring proposals were selected by the Evaluation Committee, for interview. The following table represents the criteria used to evaluate the shortlisted proponents: Item Evaluation Criteria Weight 1 Financial 2 Quality of Proposal (content) lO% 3 Methodology 4 Key Staff & Qualifications 10% 5 Project Schedule/Timelines 10% 6 Interview 10% TOTAL 100% At the conclusion of the interview process, the evaluation committee determined that 02 Planning + Design Inc. had the highest score compared to the other candidates. The following table represents the cost and total scores for each of the shortlisted proponents: Firm Cost Total Score p 02 Planning + Design Inc. $149,955.75 91.52 ParioPlan Inc. $148,307.00 90.38 LDIALOG $146,394.00 89.80 Options: Option #1: Award the contract to the highest scoring proponent, 02 Planning + Design Inc. The Proponent has demonstrated due diligence, competence, skill level and expertise as outlined in the RFP. This option is alignment with the information provided to all proponents in the RFP. Option #2: Award the contract award to any one of the top three proponents. Page 2 of 3 51 ________________________________________________________________________________________ ,4I) City of Lloydminster Request for Decision (RFD) ILOYDMINSTER Option #3: Request that Administration bring back additional information on the evaluation process to the Regular Council Meeting of May 14Lh, Legal Review: No legal review is required. Governance Implications: N/A Budget/Financial Implications: $150,000.00 has been budgeted in the 2018 Operational Budget. Environmental Implications: N/A Prepared by: Samuel Afolayan Executive Manager: Rodney Cumby ,/‘y4” City Clerk: Doug Rodwell (l.-. %( Date: APR 202018 / z7 City Manager: Dion Pollard [Date: APR 2 02018 J Page 3 or 3 52 __- I 0iit • ‘p , -. ‘ 53 ______ __________________ _____ LLQYDMINSTER Community Development Services REQUEST FOR PROPOSAL 4420 50 Avenue NUMBER 2018-01 Lloydminster, AB/SK T9V OW? ISSUE DATE: Feb 12, 2018 ii: V , .* 1- ‘. 4 ‘ ‘In ‘ Closing Date: March 23, 2018 Closing time: 5:00 p.m. MST CONSULTANT/COMPANY NAME: 02 Planning + Design Inc. STREET ADDRESS: Suite 510, 255 17th Avenue SW CITY: TPOSTAL CODE: Calgary AS T2S 2T8 I REPRESENTATIVE PHONE NUMBER: Andrew Palmiere, RPP MCIP— 403-228-1336, ext 4 E-MAIL: FAX NUMBER: Andrew, Palmiereo2desiqn.com GST REGISTRATION NUMBER: - — AUTHORIZED SIGNATURE —‘ DATE: A March 21.2018 PRINT SIGNATURE AND TITLE: Andrew Palmiere, Principal CITY OF LLOYDMINSTER; DOWNTOWN AREA REDEVELOPMENT PLAN 54 Executive Summary 02 Planning + Design (02), Waft Consulting Group and Hemson Consulting are pleased to provide this proposal to assist the City of Lloydminster in developing a Downtown Area Redevelopment Plan for their community. This proposal PHASE 3: DEVELOPMENT supporting analysis outlines our credentials, experience, methodology, and budget During Phase 3 we will conduct a deeper Plan, and review and revise for this work. of the downtown, develop a draft the draft Plan with the City and Advisory Committee. (August— PROJECT TEAM + EXPERIENCE October 2018) 02 Planning + Design (02) is a multidisciplinary firm consisting of landscape architects, planners, urban designers, PHASE 4: REFItIEMENT engagement activities public engagement specialists, and environmental scientists, During Phase 4 we will conduct public Draft of the Plan, make necessary Founded in 1991, the firm specializes in the planning and to solicit feedback on 1 materials for the City to use design of rapidly changing and highly valued places. We changes, and develop educational (October—December 2018) have partnered with Watt Consulting Group, and Hemson after conclusion of the project. Consulting to ensure the proper combination of engineering and economics expertise necessary to develop a high-quality, PHASES: DELIVERY presenting the final economically feasible and fiscally sound Plan for the City of The final phase of the project will include any final revisions Lloydminster’s downtown. draft of the Plan to Council, and coordinating to the document with the City. (January—February 2019) Our project team will be led by Andrew Palmiere (Urban advantages to the City when and Regional Planning Principal) and will be supported by Our workplan provides several Dr. Douglas Olson (Project Director), and Chris Hardwicke developing the Plan: (Design Principal). For the engineering team, Alt Guebeñ will engagement. Our methods provide oversight and Simon Kong will provide management Comprehensive public will include several approaches of engineering tasks on the project. The economic and financial of public engagement and partners informed and analysis will be led by Russell Mathews from Hemson to keep stakeholders feedback, input, Consulting. provide opportunities for contributing and guidance. Installations, small group discussions, traditional workshops will all be used PROPOSED METHODOLOGY online tools, and as possible, and as The revitalization of downtown Lloydminster must be driven to engage as wide of an audience groups within the community, from ages by innovative, locally-grown ideas, and as such, we envision many different this plan to be strongly community-led. We will be working Sto 100. a tools, With respect to with the City and the project Advisory Committee to deliver a Effective use of online the use of online tools comprehensive plan, which will be supported by our expertise engagement, our team excels in provide a simple interface for people to engage In downtown redevelopment planning, public engagement, to applications, online collaborative tools, and communications techniques. with projects. Through online map “story maps”, and other online resources, interested access information in an Our workplan and approach is divided into five distinct phases: stakeholders and partners can easy-to-use, attractive format. a and design products. Our PHASE I’ STARTUP Attractive visualization meeting expertise with 2-D and 3-D renderings can provide a During Phase 1 we will coordinate an initial startup demonstrating to the public and project kick-off walking tour, finalize work planning, and strong visual component for and streetscape improvements will compile all necessary project information. (April—May 2018) what future design look like in the urban environment. economic development. Our team PHASE 2: VISIONING Linkages with planning and design with For the second phase of the project, we will conduct an has experience with linking considerations. Our review of initial data assessment, and identify strengths, weaknesses, economic development design guidelines opportunities, and constraints that will impact the Downtown both planning policy changes and approaches that will help the Area Redevelopment Plan, and use this to inform public will be focused on those desirable uses in the engagement activities to create a downtown Vision. (April—July City attract and retain high-quality, 2018) downtown. dlv of Llcydminsler DownIown Area Redevelopmont