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HomeMy WebLinkAboutCOD-024-16Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Planning and Development Committee Date of Meeting: December 5, 2016 Report Number: COD-024-16 Resolution: File Number: By-law Number: Report Subject: Jury Lands Community Vision and Urban Design Plan Recommendations: 1.That Report COD-024-16 be received; 2.That a contract for the preparation of a Jury Lands Community Vision and Urban Design Plan for the redevelopment of the Boys Training School/Camp 30 Campus be awarded subject to satisfactory reference check, to DTAH in the amount of $96,539.71 (net of HST Rebate); 3.That the funds required in the amount of $96,539.71 (net of HST Rebate) be drawn from Account # 100-50-130-00000-7160 4.That all interested parties listed in Report COD-024-16 and any delegations be advised of Council’s decision by the Purchasing Division. Municipality of Clarington Report COD-024-16 Page 2 Report Overview To request authorization from Council to award Request for Proposal RFP2016-10 for the preparation of a Community Vision and Urban Design plan for the redevelopment of the Boys Training School/Camp 30 Campus. 1. Background A Request for Proposal (RFP) was drafted by the Planning Services Department and the Purchasing Services Division in consultation with the Engineering Department for the preparation of a Community Vision and Urban Design plan for the redevelopment of the Boys Training School/Camp 30 Campus. The overall goal of the community vision and urban design plan is to create a concept that will advance the development of the special study area (Attachment 1). The overall concept would respect the environment, heritage resources, be sustainable, buildable and provide a high quality of life in this unique historical place. RFP2016-10 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. The RFP was structured as a price-based two envelope system. Notification of the availability of the document was also posted on the Ontario Public Buyers Association’s website. Nineteen (19) companies downloaded the document. 2. Comments As a requirement of the terms of reference, companies interested in submitting a proposal were required to attend a mandatory pre-submission meeting. The intent of the pre-submission meeting was for staff to give an overview of the procurement process and a short presentation on the history of Camp 30/Boys Training School. Proponents were given an opportunity to ask questions regarding the process, information included within the RFP document or any other information required to prepare a complete proposal. Nine (9) companies attended the mandatory information meeting. The RFP closed on Thursday, November 17, 2016. Three (3) submissions were received by the closing date and time. All three (3) submissions were deemed compliant. Each submission consisted of a comprehensive proposal addressing issues contained in the RFP document including but not limited to: Proponent information Project team Project understanding and approach Methodology of project deliverables Municipality of Clarington Report COD-024-16 Page 3 Project schedule Accessibility The submissions were reviewed and scored in accordance with the established criteria as outlined in the RFP by an evaluation team consisting of staff from the Planning Services Department, Engineering Department and the Purchasing Services Division Upon completion of the evaluation, the following two companies met the established threshold of 85% and moved on to the next stage: DTAH The Planning Partnership The evaluation committee agreed that no presentation was required to provide further clarification regarding the shortlisted proposals. The pricing envelopes of the two shortlisted companies were opened and verified and in keeping with the terms of the RFP the evaluation committee’s recommendation is to award the contact to the proponent with the lowest overall cost – DTAH. Funds for this project will be drawn from funding allocated in the 2016 Budget. 3. Concurrence The report has been reviewed by David Crome, Director of Planning Services and Tony Cannella, Director of Engineering Services. 4. Conclusion It is respectfully recommended that DTAH being the bidder meeting our threshold and demonstrating the lowest overall cost be awarded the contract for the preparation of a Jury Lands Community Vision and Urban Design Plan for the redevelopment of the Boys Training School/Camp 30 Campus as per the terms and conditions of RFP2016-10. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Municipality of Clarington Report COD-024-16 Page 4 Submitted by:________________________ Reviewed by: Marie Marano, H.B. Sc., CMO Curry Clifford, MPA, CMO Director of Planning Services Interim Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Faye Langmaid, Manager of Special Projects, 905-623-3379 ext. 2407 or flangmaid@clarington.net Attachment 1 – Background on Community Vision, Urban Design Plan requirements MM/DF Attachment 1 to Municipality of Clarington Report COD-024-16 Background on Community Vision, Urban Design Plan requirements Official Plan Amendment 107, Adopted November 1, 2016 These policies were also included as part of the Municipal commitment in the Legal Agreement with the owners of the Lambs Road School Property ratified by Council on July 4, 2016 and CAO-001-16. 16.7 Special Policy Area F - Camp 30 16.7.1 Special Policy Area F is the site of the former Bowmanville Boys School and a World War II internment camp known as Camp 30. Approximately 10 hectares of this land and buildings have cultural heritage significance, including being designated by the National Historic Sites and Monument Board. 16.7.2 The Municipality will work with the owners of the site and adjacent lands, the Jury Lands Foundation, other levels of government and interested parties to: a) develop a community vision and Urban Design Plan, for the long term use of the lands that includes the natural and built heritage resources, integrates future land uses in an appropriate manner and respects the nationally designated cultural landscape; b) implement this community vision for the long term use of the lands by establishing different mechanisms including designation as a community improvement area and heritage designations under Part IV (individual) or Part V(district) of the Ontario Heritage Act; and c) prepare architectural control guidelines to ensure that development applications within this Special Policy Area will be designed to implement this community vision and Urban Design Plan for the development of these lands. 16.7.3 As part of the Urban Design Plan, a detailed Block Master Plan will be prepared for the lands designated by the National Historic Sites and Monuments Board. This Plan will: a) promote the adaptive reuse of the heritage structures and the integration of future land uses; b) ensure and promote public access to the heritage resources from surrounding neighbourhoods and the Soper Creek trail system; 16.7.4 To facilitate the adaptive reuse of the National Historic Sites and Monuments Board designated area, the Municipality will work with the owners, the Jury Lands Foundation, other levels of government and interested parties to: a) assist the Jury Lands Foundation in developing a strategic plan to implement the community vision; b) facilitate the transfer of key lands and buildings to the Jury Lands Foundation and/or the Municipality; Attachment 1 to Municipality of Clarington Report COD-024-16 c) encourage other levels of government to support the conservation of the heritage resources; and d) promote public awareness and appreciation of the area’s heritage. 16.7.5 The residential portions of Special Policy Area F shall be developed as a historically- themed residential neighbourhood focused around a public park and the adaptive reuse of the buildings of primary historical significance in accordance with the community vision of the area.