Report 10.5 - Scope of Parks Master Plan RFP

EXECUTIVE SUMMARY

Staff have prepared a draft request for proposals (the “RFP”) as set out in Council’s “2023-2027 Strategic Plan” Objective 6b, which is to “Develop a Parks, Recreation and Trails Master Plan” with a targeted completion date of Q3 2025. Staff are seeking Council’s endorsement regarding the general scope of work outlined in the RFP in order to find and contract with a consultant to oversee development of the Parks, Recreation and Trails Master Plan (PRTMP). Due to the overarching impact of this plan, this scope of work is being presented to Council for endorsement now, to prevent any major scope modifications post-RFP issuance.

BACKGROUND

In late 2023, Council received the completed Parks Needs Assessment (the “Needs Assessment”), which identified various successes and shortcomings in the current Parks, Recreation and Trails inventory. The information collected was analytical in nature, focusing on projected population needs, amenity types and locations, and park, recreation and trail distributions relative to residential density. While the Needs Assessment incorporated previous open house information, it did not include any new public engagement, as public engagement will be incorporated into the master planning process.

Based on the Needs Assessment and Council’s Strategic Plan, staff have drafted an RFP to identify interested and qualified proponents capable of undertaking the master planning process. The RFP will be issued seeking qualified consulting firms and to provide professional services and facilitated consultation.

The OCP is currently undergoing a refresh and will have renewed multi-modal objectives, targets, and goals that will need to be incorporated into the development of the Parks Recreation and Trails Master Plan. With multiple other plans and policies being developed at the same time, it will take a strategically coordinated effort to avoid engagement fatigue and produce recommendations that are coherent with connections that are compatible.

COMMENTARY

Staff are seeking Council’s endorsement of the scope of work (referenced below) before issuing the RFP to prevent any major scope modifications post-RFP issuance. The scope of work is broken into two sections, 1) PRTMP document requirements and 2) the PRTMP creation process requirements. Staff note that the scope of work provides high-level direction for the type of works required of the proponent. Detailed objectives and deliverables will be outlined in the RFP based on the scope of works endorsed by Council.

General Scope of Work

The project scope will focus on parks, recreation, and trail infrastructure and amenities. Altering current recreational programming is not to be considered, however the future programming needs, infrastructure, and location of recreation facilities should be considered as part of the PRTMP.

The following are required components of the PRTMP document:

• Provision, acquisition and dedication of parks, trails and greenspace areas;
• Creation of decision-making frameworks for assessing land-use, acquisition, dedication, as well as regulatory decisions;
• High level city and neighbourhood targets for programmable and non-programmable recreation facilities and amenity buildings (i.e. public washrooms) quantities and locations; and
• High level asset management and infrastructure replacement framework to be used during future budgeting and operation planning.

The following are required components of the PRTMP creation process:

• Conducting engagement and consultation with the public, user groups and City staff;
• Completing background research and City of Langford policy review/integration;
• Presenting the preliminary results to senior staff and Council;
• Supplying a draft plan to staff and conducting revisions based on feedback and comments; and
• Presenting a final version of the Parks, Recreation and Trails Master Plan to Council and the public.

FINANCIAL IMPLICATIONS

The approved 2024-2028 Financial Plan includes a budget of $150,000 for this project. This is fully funded through the Local Government Capacity Funding Grant.

LEGAL IMPLICATIONS

None noted.

STRATEGIC PLAN INITIATIVES

6b | DEVELOP A PARKS, RECREATION AND TRAILS MASTER PLAN

The Parks, Recreation and Trails Master Plan will provide a framework for decisions related to park acquisition, development, management, accessibility, infrastructure, and public placemaking, along with associated timelines and required budgets.

OPTIONS

Option 1
THAT Council endorse the Parks, Recreation and Trails RFP scope of work as presented.

OR Option 2
THAT Council endorses the Parks, Recreation and Trails Master Plan RFP scope of work with the following modifications:
a. _______________________;
b. _______________________;
c. _______________________.

SUBMITTED BY

Wolfgang Schoenefuhs, Parks Planning Coordinator

Concurrence

• Yari Nielsen RFT, Director of Parks, Recreation and Facilities
• Donna Petrie, Senior Manager of Communications & Economic Development
• Yari Nielsen, Director of Parks, Recreation and Facilities
• Matthew Baldwin, MCIP, RPP, Director of Planning and Subdivision
• Katelyn Balzer, P.Eng., Director of Engineering and Public Works
• Michael Dillabaugh, CPA, CA, Director of Finance
• Marie Watmough, Deputy Director of Corporate Services
• Braden Hutchins, Director of Corporate Services
• Darren Kiedyk, Chief Administrative Officer