HomeMy WebLinkAboutCOD-021-06
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
May 8, 2006
Date:
Report #:
COD-021-06
File#_
BY-I~#~M(..,' / J 0
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Subject:
Request for Proposal RFP2006-5, Consulting Services, Community
Services Department - Strategic Plan
Recommendations:
It is respectfully recommended that the General Purpose and Administrative Committee recommend to
Council the following:
1. THAT Report COD-021-06 be received;
2. THAT the proposal received from Monteith Brown Planning Consultants, London, Ontario being
the most responsive bidder meeting all terms, conditions and specifications of Request for
Proposal RFP2006-5 be awarded the contract for the provision of the Consulting Services for the
Community Services Department, Strategic Plan with an amended bid of $107,375.56,
($93,433.75 + $13,491.81) including approximate disbursements, (excluding GST);
3. THAT the funds required be drawn from the Community Services Administration 2006 Consulting
Account #100-42-130-10085-7160;
4. THAT the prior years accumulation of funds for the Community Services Strategic Plan, in the
amount of $82,375.56, in the Professional Fees Reserve be used to offset the 2006 Community
Services consulting budget; and
4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute
the necessary agr~ement be approved.
Reviewed by:
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Submitted by:
ranklin Wu,
Chief Administrative Officer
eph Caruana,
irector of Community Services
6{ati htdar..
n .. Nancy Taylor, B.B.A., C.A.,
.-WL Director of Finance
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COD-021-06
Page 2
BACKGROUND AND COMMENT
A Request for Proposal for consulting services was advertised and issued for the Community
Services Department Strategic Plan.
The following is a tabulation of bids submitted:
Consultant Total Proposed Cost
Monteith Brown Planning Consultants $93,433.75
London, ON
Deloitte and Touche LLP $119,275.00
Toronto, ON
DPRA Canada/Leisure Plan Inc. $128,450.25
Vaughan, ON
* Approximate Disbursements included (G.S.T. is excluded from above pricing)
Representatives from the Community Services Department and Purchasing reviewed and
scored each proposal based on the following criteria:
)0> Previous Experience
)0> Experience of Key Personnel
)0> Price
)0> Working knowledge in Clarington and Durham Region
)0> Ability to Complete the Project on Schedule
)0> Completeness of Proposal
)0> Methodology of Project Delivery
As per the request for proposal document, the consultant selection would be made on the basis
of the written proposal, a potential interview and reference checks.
Upon completion of the document review by the selection committee, two firms, Monteith Brown
Planning Consultants, London, Ontario and DPRA Canada/Leisure Plan Inc. of Vaughan,
Ontario were selected for an interview.
Staff was impressed with the coverage of the proposed services, proponents' experience and
enthusiasm for the project. Team members were in attendance at the interview and their roles
were discussed. Reference checks for the subject firm were excellent.
cOD-021-06
Page 3
The Request for Proposal for consulting services has been amended to include the additional
work of a review to identify potential upgrades and/or future opportunities of use for the
Darlington Sports Centre and the Clarington Fitness Centre. The cost of the additional work of
$13,941.81 (excluding GST) has been included in the award of consulting services contract.
The required funds of $107,375.56 be drawn from the 2006 Community Services Administration
consulting account number 100-42-130-10085-7160. There are sufficient funds allotted in the
2006 Community Services Administration consulting budget of $25,000 plus the prior years
accumulated funds of $82,375.56 in the Professional Fees Reserve to finance the cost of the
Strategic Plan.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc. can be
directed to the Director of Community Services.
It is therefore recommended that the revised proposal received from Monteith Brown Planning
Consultants of London, Ontario to provide the Community Services Department with a Strategic
Plan be accepted and the contract awarded.
Attachment #1 By-law
CORPORATION OF THE MUNICIPALITY OF cLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-lAW 2005-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Monteith
Brown Planning Consultants, london, Ontario, to enter into
agreement for the Harvey Jackson Ball Diamond Lighting.
THE CORPORATION OF THE MUNICIPALITY OF ClARINGTON HEREBY ENACTS AS
FOllOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington and seal with the Corporation Seal, a
contract between, Monteith Brown Planning Consultants, london, Ontario, and
said Corporation; and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of
,2006.
By-law read a third time and finally passed this day of
,2006.
John Mutton, Mayor
Patti L. Barrie, Municipal Clerk