COUNCIL REPORT: OFFICIAL COMMUNITY PLAN CONTRACT AWARD

OFFICIAL COMMUNITY PLAN CONTRACT AWARD

RECOMMENDATION:

THAT Council award the Official Community Plan Review and Update to Urban Systems in the amount of $224,953 plus GST for Phase 1 and 2.

ALTERNATIVE OPTION:

THAT Council does not award the Official Community Plan Review and Update to Urban Systems and cancel the project.

This option is not recommended as Council approved the Official Community Plan (OCP) Review and Update, a non-core project (N-025) identified in the 2024 – 2028 Financial Plan and demonstrated commitment to the community by endorsing the project scope and a draft communications and engagement strategy, and completed an engagement survey to initiate the project. Furthermore, the Town is required to update the OCP to align with the interim Housing Needs Report, in accordance with Provincial legislation, by December 31, 2025. The Town has dedicated a Senior Planner as the in-house project lead and established a communication and engagement team to deliver the project in an efficient and cost-effective way. For these reasons, the alternative option is not recommended.

PURPOSE:

The purpose of this report is to recommend award of the Official Community Plan Review and Update (Phase 1 and 2), a non-core project (N-025) identified in the 2024 – 2028 Financial Plan, to Urban Systems.

BACKGROUND:

At the Regular Council meeting on October 15, 2024, Council received the Request for Proposal (RFP) draft terms of reference for the OCP review and update. Following the Council meeting, staff posted the RFP on BC Bid on October 17, 2024. The RFP closed on November 8, 2024.

ANALYSIS:

The Town received one proposal from Urban Systems. Although only one proposal was received, staff’s review confirmed that the proposal satisfies the Council-approved terms of reference and project scope of work.

Urban Systems has worked with more than 50 communities throughout British Columbia to develop and update Official Community Plans, including many small communities, such as Town of Osoyoos, City of Kimberley, City of Cranbrook, and District of Tofino. Urban Systems also has a presence in the Capital Region and has worked with several neighbouring municipalities, including District of Saanich, City of Colwood, City of Victoria, District of Oak Bay, District of Sooke, and Town of Sidney, on various planning and engineering-related projects. With an office in the Capital Region, their local team has strong relationships with the local communities, understands the local and regional context, and has access to local data. Furthermore, the local team has extensive knowledge and experience working on OCPs. The consultants would work very closely with the Town’s in-house project lead and communications and engagement team to deliver the project.

Urban System’s estimate for the project is $224,953 for Phase 1 and 2, and includes all applicable disbursements, but excludes GST. The current total project budget is $400,000 for project work in 2024 and 2025, as per the 2024-2028 Financial Plan. The project budget will fund not only the consultant’s work for Phase 1 and 2 but it also covers Town costs associated with communications and public engagement (venue rental, advertising, engagement materials, etc.), legal fees, capacity funding for engagement with Songhees and Esquimalt Nations, staff time, future Phase 3 (Development Permit Areas and design guidelines review and update), and contingencies. The projected project costs to the end of 2024 are expected to be approximately $5,000 and the draft 2025 – 2029 Financial Plan has been amended to reflect the project timeline and budget reduction to $300,000 over the first two years of the plan.

Impacts and implications can be summarized as follows:

Community Impact: The OCP contains a series of goals, objectives, policies and implementing actions that guide the way View Royal will grow and change over time and establishes priorities for decision-making. This OCP review and update will reflect community demographics and needs and guide sustainable growth over the next decades.

Financial Implication: The OCP review and update will be funded by the Local Government Housing Initiatives provincial grant and Casino Revenue, and will not directly impact taxation or user fees.

Inter-governmental Relations Impact: Staff will engage with the Songhees and Esquimalt Nations, other government agencies and organizations, and neighbouring municipalities throughout the OCP review and update.

ALIGNMENT:

The recommended option aligns with the Town’s following core guiding documents as follows:

Strategic Plan: Strategic Priority B Sustainable Development Goal 1B: Official Community Plan (OCP) review to align with Housing Needs Report and Zoning Bylaw, update Development Permit Area design guidelines, and other aspects of the OCP.

Official Community Plan: The Town is authorized and mandated to create an OCP through legislation contained in the LGA. The OCP provides guidance about the future use of land and municipal services. As circumstances warrant, the Town Council may amend the Plan.

Other Policy Documents: The OCP review and update will ensure that the new OCP aligns with other policies and plans completed by the Town in recent years.

PUBLIC PARTICIPATION GOAL:

The desired level of public participation for the recommended option is: [x] Inform [ ] Consult [ ] Involve [ ] Collaborate [ ] Empower [ ] N/A

TIME CRITICAL:

This report is time critical as project kick-off will commence in December.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

Attachment 1: Project Summary for Official Community Plan (N-025)