BRA releases request for proposals to assess Planning Division and guide improvements

Sep 23, 2014

BOSTON – This morning, the Boston Redevelopment Authority (BRA) released a request for proposals to hire an independent consultant that will review the management practices, mission, and structure of the agency’s Planning Division in order to recommend changes for improving workflow, predictability, and transparency in the planning process. Planners at the BRA work closely with community members and other experts to create long-term visions for how areas of the city should be developed. Their work ranges in scale, from streetscape improvement plans to neighborhood, institutional, and waterfront master plans.

The outside assessment is the second independent audit of the BRA since Mayor Martin J. Walsh took office in January. The latest scrutiny comes in response to issues raised in July by KPMG’s organization-wide performance review of the BRA and its sister organization the Economic Development Industrial Corporation (EDIC).
 
The earlier audit noted areas for improvement within the Planning Division, such as the need to provide more clarity about what occurs during the design review process when BRA staff and developers work together to finalize the look and feel of a proposed project. KPMG suggested implementing formal reporting guidelines for updating the BRA/EDIC Board of Directors in the event that significant changes are made to a project’s design. A lack of written policies regarding the review and approval of permanent and temporary business signage, one of the Planning Division’s responsibilities through its Urban Design Department, was also highlighted as a shortcoming in KPMG’s report.
 
“Solid planning has a tremendous impact on our ability to foster responsible growth,” said the BRA’s Acting Director Brian Golden. “It helps inform and engage residents about the future of their neighborhoods, and it gives developers the confidence they need to keep investing in our city. As we continue to make reforms across the agency, we are especially eager to strengthen this core aspect of our work.”
The consultant will be charged with executing a wide scope of work that is tied to the following four goals:

1. Identify organizational issues and develop plans for change and improvement within the Planning Division;

2. Address performance, transparency, and efficiency in the Planning Division in order to improve functionality for staff and the general public;

3. Assist in identifying a process that reconsiders the mission of the Planning Division; and

4. Assist in identifying a visioning process for city-wide planning that is suitable for the current and future needs of the City of Boston.

The consultant team will look to planning departments in other comparably-sized cities to gain insight on best practices that could be adopted by BRA planners. Proposals are due on Monday, October 27, and the BRA expects to select a consultant by Thursday, November 13. Applicants should have expertise or experience in business process improvement, management consulting, organizational management, and planning processes. The consultant will be required to deliver a report with recommendations by early March.

The Planning Division and the Development Review Department, which evaluates and recommends proposed development projects for approval, are responsible for carrying out two of the most important functions of the BRA. Both arms of the agency are implementing reforms to improve operational efficiency and to promote transparency in light of KPMG’s audit.

The BRA’s chief information officer is guiding technological upgrades to modernize systems at the agency. Yesterday, the BRA launched a new online submission portal that allows developers to file documents and update information about their projects during the development review process.

Policy changes affecting zoning relief for large-scale developments, land takings and transfers, and disclosure of beneficial interests have been implemented to improve transparency and accountability. An internal team of employees is meeting regularly to review all lease agreements entered into by the BRA in order to ensure that the agency can account for commitments made by outside parties. The BRA recently brought on a new lease administrator, and senior staff is in the process of hiring a new manager to oversee the compliance department.
Over the next six to twelve months, the BRA aims to complete the internal review of leases and create a set of standard lease agreements to improve accountability in the future. A similar review of compliance issues related to commitments from developers will also be completed.

The agency is working to improve systems that will allow for better connectivity to other city departments, such as Inspectional Services and the Department of Neighborhood Development, that have a role in permitting and overseeing development projects.