ADMINISTRATIVE REPORT

Date: July 12, 2001
Author/Local: Harvey Gibault/7099

RTS No. 2221

CC File No. 4654

Council: July 31, 2001

TO:	Vancouver City Council
FROM:	Director of Licenses and Inspections and Director of City Plans
SUBJECT:	Approval of Consultant Selection, Secondary Suites Standards and Enforcement Review

RECOMMENDATION

A. THAT a contract be awarded to Gage-Babcock & Associates Ltd. at a cost not to exceed $135,000 including GST, to undertake the Secondary Suites Standards and Enforcement Review with the source of funds to be the existing Community Services Group's budget.

B. THAT the Director of Legal Services be authorized to execute the contract.

GENERAL MANAGER'S COMMENTS

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

COUNCIL POLICY

On February 21, 1989 Council approved a policy that requires that the selection of consultants, for projects of $30,000 or more in value, be approved by Council.

PURPOSE

This reports recommends Council approval of a consultant for the Secondary Suites Standards and Enforcement Review.

BACKGROUND

The Council-approved objective of the Review is to pursue ways to bring more secondary suites into legal conformity while also investigating more effective enforcement methods. This will be done by re-examining standards and removing barriers to the legalization of secondary suites.

On March 29, 2001, Council approved staff's recommendation to retain the services of a consultant to undertake the Secondary Suites Standards and Enforcement Review. It also approved the proposed work program and consultant terms of reference set out by staff, and a total budget of $135,000 to be funded from the existing Community Services budget.

DISCUSSION

An Expression of Interest (EOI) for the Secondary Suite Standards and Enforcement Review was advertised in the Journal of Commerce on May 28, 2001. In addition, an EOI notification letter/package containing the consultant terms of reference and work program, was delivered by mail to 19 firms and organizations. On June 11, 2001, we received 5 expressions of interests from firms with details on specific team members to be involved in this study, their skills and experience relevant to this study, and their availability.

The expressions of interest were evaluated based on codes analysis, understanding of issues surrounding enforcement of suites, public consultation experience and ability to facilitate groups with varied interests.

Three consultants were short-listed for interviews:

1. Graham Harmsworth Lai and Associates Ltd.
2. The Courtyard Group Architects
3. Gage Babcock and Associates Ltd.

These consultants were requested to submit a detailed proposal prior to the interview. Staff reviewed the detailed proposals and completed all interviews by July 13, 2001. Staff conclude that Gage-Babcock & Associates Ltd. is best qualified to undertake the study.

CONCLUSION

Upon Council approval of the award to Gage-Babcock & Associates Ltd., staff will finalize a contract. Work on the Review will commence in mid-August 2001, and be completed by January 2002.

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(c) 1998 City of Vancouver