Presentation: Official Community Plan Review and Update – Award Contract

OFFICIAL COMMUNITY PLAN REVIEW AND UPDATE

Official Community Plan Review and Update – Award Contract

Council Meeting – December 3, 2024

Background

• Council received the Request for Proposal (RFP) draft terms of reference at the Regular Council meeting on October 15, 2024.
• Staff posted the RFP on BC Bid on October 17, 2024.
• The RFP closed on November 8, 2024.
• The Town received one proposal from Urban Systems.

About the Consultant

• 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.
• The company has a presence in the Capital Region and has worked with several neighbouring municipalities.
• The firm has in-house subject matter experts.
• Their local team has strong relationships with the local communities, understands the local and regional context, has access to local data, and has extensive knowledge and experience working on OCPs.
• The consultants will work very closely with the Town’s in-house project lead and communications and engagement team to deliver the project.

Project Budget

• The estimated project budget is $224,953 for Phase 1 and 2, and includes all applicable disbursements, but excludes GST.
• The project is funded by the Local Government Housing Initiatives provincial grant and Casino Revenue and will not directly impact taxation or user fees.
• The projected project costs to the end of 2024 are expected to be approximately $5,000.
• The draft 2025 – 2029 Financial Plan has been amended to from $400,000 to $300,000 over the first two years of the plan (a reduction in the overall budget).

Project Budget cont’d

• The total project budget will fund the following:
  • Consultant’s work for Phase 1 and 2
  • Town’s 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)
  • Contingencies.

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.