ADMINISTRATIVE REPORT

Date: April 10, 2000
Author/Local:M.D'Agostini/7716
RTS No. 01298
CC File No. 1805

Council: April 18, 2000

TO:	Vancouver City Council
FROM:	Director of Current Planning
SUBJECT:	Award of Consultant Services - Gastown Heritage Management Plan

RECOMMENDATION

THAT Council approves the appointment of the consultant team headed by The Spaxman Consulting Group, at a cost of $69,994 (including GST and disbursements) to undertake the Gastown Heritage Management Plan, subject to a contract satisfactory to the Director of Legal Services.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS approval of the foregoing.

COUNCIL POLICY

City Council approval is required to appoint the consultant if the gross cost will exceed $30,000.

PURPOSE

This report recommends a consultant for the Gastown Heritage Management Plan.

BACKGROUND

On December 14, 1999, Council approved a work plan and terms of reference for the Gastown Heritage Management Plan and the Review of Legal Implications of Transferring Heritage Designations at a cost not to exceed $66,000; funding to be provided in the 2000 Operating Budget. In addition the Heritage Branch, Ministry of Small Business, Tourism and Culture is contributing $22,000 toward the completion of this work.

DISCUSSION

Following Council approval to hire a consultant, a call for Expressions of Interest and Proposals was advertised in the Vancouver Courier on December 26 and the Vancouver Sun on December 27. Seventeen firms and individuals were also sent information on the proposal call.

Submissions were received from the following:

· Mohammad Afsar;
· Commonwealth Historic Resource Management/Phillips Farevaag Smallenberg/Joe Wai Architect/Site Economics/Quoin Project & Cost Management;
· Cornerstone Planning Group/Julie MacDonald Heritage Consulting/McGinn Engineering & Preservation;
· Paul Merrick Architects/New Landmarks Design/Steve Barber/Martin Segger/Durante & Kreuk/Denis Walsh & Associates;
· The Spaxman Consulting Group/Don Luxton & Associates/Robert Lemon Architecture & Preservation/R.E. Littmann & Associates/Fireflow Technologies/Bryson & Partners; and
· UD&D Ltd./Perkins & Company Architects/Durante & Kreuk/Urbanics Consultants/Fireflow Technologies/Bryson & Partners.

A Selection Committee, chaired by the Director of Current Planning, was formed to evaluate the submissions. The committee included staff from the provincial Heritage Branch, Central Area Planning, Heritage Planning, Housing Centre and Real Estate Services and community representatives from the Gastown Business Improvement Society, Gastown Historic Area Planning Committee, Gastown Homeowners Association, Main and Hastings Community Development Society (non market housing managers) and Downtown Eastside Residents Association (non market housing residents).

Submissions were evaluated according to the following criteria:

1. The comprehension of objectives to be addressed as part of the work and the identification of issues specific to Gastown.

2. Experience with heritage conservation principles, heritage management planning and heritage legislation in Vancouver, BC, and elsewhere. Sustainability of solutions over the long term.

3. Aptitude in development economics evaluation analysis for the short and long run and experience with economically driven heritage preservation tools.

4. The overall work plan; management, scheduling and completion of work and the availability of, and access to consultants.

5. Proposed approach to completing work and a demonstrated understanding of interrelated aspects of the various components of the work.

6. The team quality/breadth and role of team members, including the composition and qualifications/skills of team members; role of principals and proposed allocation of time by team members; and experience with similar or relevant projects.

7. The demonstrated ability to participate in a public process, including working effectively in a cooperative environment with staff and stakeholder groups and familiarity with the nonprofit sector.

8. The total project budget and best value.

Each of the proposals submitted was evaluated on these criteria and two teams were invited for interviews. Following the interviews the selection committee concluded that the team headed by The Spaxman Consulting Group could best satisfy the terms of reference approved by Council. A copy of the proposal is on file with the City Clerk.

The Spaxman team has demonstrated experience, knowledge and ability in preparing management plans for heritage areas, a more focussed approach to the work program, a greater understanding and awareness of the complex issues to be addressed as part of this work, the ability to participate effectively in a public process and their proposal was within the allocated budget.

It is anticipated that work will begin immediately after the contract has been signed and will be completed by the Fall. The findings, including policy recommendations, will be reported to Council once the public consultation and review have been completed which should be early next year.

CONCLUSION

The Director of Current Planning recommends that Council approve the appointment of the team lead by The Spaxman Consulting Group at a cost of $69,994 (including GST and disbursements) to undertake the Gastown Heritage Management Plan. Based on the evaluation criteria, this team had the best combination of relevant skills and experience that was consistent with the terms of reference.

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(c) 1998 City of Vancouver