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Staff Report
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Report To: Planning and Development Committee
Date of Meeting: April 25, 2022 Report Number: FSD-020-22
Submitted By:
Reviewed By:
File Number:
Trevor Pinn, Director of Financial Services/Treasurer
Mary -Anne Dempster, CAO
PLN-15-17
Report Subject: Clarington Waterfront Strategy Report
Recommendations:
1. That Report FSD-020-22 be received;
Resolution#: PD-047-22,
C-111-22, C-112-22, PD-065-22
By-law Number:
2. That the proposal received from Dillon Consulting Limited having the lowest price
meeting all terms, conditions and specifications of RFP2022-1 be awarded the
contract for consulting services for the Clarington Waterfront Strategy Report;
3. That the funding required for the Clarington Waterfront Strategy Report in the
approximate amount of $175,000 be funded from the Development Charges General
Government Reserve Fund ($157,500), the Consulting/Professional Fees Reserve
($10,000) and the Tax Rate Stabilization Reserve Fund ($7,500).
4. That all interested parties listed in Report FSD-020-22 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-020-22
Report Overview
Page 2
To request authorization from Council, as required by the Purchasing By-law, to award
Request for Proposal RFP2022-1 for the provision of consulting services as required to
complete the Clarington Waterfront Strategy.
1. Background
1.1 A Request for Proposal (RFP) was drafted for the provision of consulting services as
required for the completion of the Clarington Waterfront Strategy in accordance with
the terms of reference provided by the Planning and Development Services
Department.
1.2 At the November 15, 2021 Planning and Development Committee meeting, Resolution
#PD-239-21 was approved. It asked for:
"That the Planning and Development Services Department report back
on the comprehensive Waterfront Strategy, including issuance of a
Request for Proposals (RFP) for consulting services and selection of a
qualified consultant, in 2022."
1.3 Council is aware that Planning and Development Services had previously budgeted for
this study in 2016 but held off on the proposal call pending the completion of the Lake
Ontario Shoreline Hazard Management Plan which Council received as information in
October of 2021, Report PDS-054-21.
1.4 The intent of the RFP was to secure the services of a consultant to assist the
Municipality of Clarington (the Municipality) with developing an innovative and
achievable Waterfront Strategy (the Strategy). This Strategy is an update to the 1992
Strategy that transformed the Clarington Lakefront into a series of destinations with a
strong identity and sense of place. The successful consultant for the Strategy will
partner with the Municipality and work closely with staff, community leaders,
community members, stakeholders and commenting agencies. The consultant will
build on the unique natural and cultural heritage that characterizes Clarington's
waterfront while recognizing that in addition, there are important inland linkages to
cultural assets, in the urban cores via natural heritage areas (e.g. valleys).
1.5 The Waterfront Strategy would include the lands from Darlington Provincial Park in the
west to the Port Granby Lands in the east. The work that has been carried out by
others such as the Courtice Waterfront Master Plan and Port Granby Nature Reserve
(as two examples) will be incorporated into the Strategy. The level of detail for each
urban area is a realistic concept plan (not detailed design), recommendations for land
Municipality of Clarington Page 3
Report FSD-020-22
acquisition, recreation/tourism development and an overall economic and market
impact assessment for the entire waterfront will be additional outputs.
1.6 RFP 2022-1 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyers Association's website. The
RFP was structured on the price — based two envelope RFP system.
1.7 The RFP document also stipulated those consultants who wished to submit a proposal
for this project must attend a mandatory pre -bid meeting in order to be considered
during the evaluation process. The purpose of this meeting was to provide consultants
with a brief overview of the 1992 Waterfront Study and what has been accomplished
as a result of this previous study. The pre -bid meeting also gave an overview of Lake
Ontario Shoreline Management Plan and other studies that affect the future uses of
waterfront lands. The information session was followed by a question -and -answer
period.
2. Analysis
2.1 Eleven (11) companies attended the pre -bid meeting. Four (4) companies submitted
proposals before the stipulated closing time and all submissions met the mandatory
requirements and moved forward to the first phase of the evaluation process.
2.2 Each submission consisted of a comprehensive proposal identifying:
• Qualifications and experience;
• Experience of the consultant with projects of similar nature, size and complexity;
• The proposed team who would be working with the Municipality;
• The consultant's understanding and approach to complete the study;
• The proposed tasks and timelines;
• Identification of accessibility design, features and criteria; and
• Their approach and methodology of how the project would be delivered.
2.3 The proposals were reviewed and scored in accordance with criteria outlined in the
RFP by an evaluation team consisting of staff from the Planning and Development
Services Department, Public Works Department, and the Purchasing Services Division.
Some of the areas on which submissions were evaluated were as follows:
Municipality of Clarington Page 4
Report FSD-020-22
• Proposed approach to completing the project;
• Proposed timelines to complete the tasks required; and
• The consultant's understanding of the Municipality's requirements, the project
and any related issues or concerns.
2.4 Upon completion of the evaluation, the evaluation committee concluded that the
following four (4) proponents met the pre -established threshold of 80% for Phase 1 and
moved on to the second phase.
• Dillon Consulting Limited
• 02 Design
• The Planning Partnership
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2.5 It was deemed by the evaluation committee that presentations from the proponents
who made it to phase 2 were not required and their pricing envelopes were opened and
evaluated. The submission from Dillon Consulting Limited had the lowest price.
2.6 Dillon Consulting Limited has successfully provided consulting services to the
Municipality in the past.
3. Financial
3.1 This project was initially included in the 2016 Budget in the amount of $100,000
($90,000 from development charges and $10,000 tax supported), unspent funds at the
end of the year were put into the Consulting/Professional Fees Reserve or returned to
the Development Charges General Government Reserve Fund and are still available.
Additional funds in the amount of $75,000 are required to achieve the overall consulting
contract as outlined in the RFP. It is recommended that 90% of the additional funding
would be from Development Charges (consistent with the original approval) and the
remaining $7,500 would come from the Tax Rate Stabilization Reserve Fund.
3.2 Additional funds in the amount of $75,000 are required to achieve the overall consulting
contract as outlined in the RFP. The initial budget established in 2016 was a best
guess at that time. Similar studies occurring in other municipalities are in the same
range as the bids received. Most of those other studies do not include the overall look
at the entire reach of municipal waterfront or the marketing component.
Municipality of Clarington
Report FSD-020-22
4. Concurrence
Page 5
4.1 This report has been reviewed by the Director of Planning and Development Services
and the Director of the Public Works Department who concur with the
recommendations.
5. Conclusion
5.1 The waterfront is one of the legacy projects that Council identified in the Strategic Plan
2019-2022. The Waterfront Trail through Clarington is a highly used tourist attraction for
its natural spaces and rural landscapes. The urban waterfronts of Bond Head/Port of
Newcastle, East and West Beach in Bowmanville, and the proposed Courtice
Waterfront Park each has its own characteristics that can be further enhanced through
this Strategy.
5.2 It is respectfully recommended that Dillon Consulting Limited having the lowest price
and meeting all terms, conditions and specifications of RFP2022-1 be awarded the
contract for the provision of consulting services as required to complete the Clarington
Waterfront Strategy.
Staff Contact: David Ferguson, Purchasing Manager, dferguson .clarington.net and
Faye Langmaid, Manager Special Projects, flangmaid(a-).clarington.net
Interested Parties:
List of Interested Parties available from Department.
Attachments:
Attachment 1 — Summary of Proposals Received
Municipality of Clarington
Report FSD-020-22
Summary of Proposals Received
Municipality of Clarington
RFP2022-1
Waterfront Strategy
Dillon Consulting Limited
02 Design
The Planning Partnership
WSP Canada
Page 6
Attachment #1