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HomeMy WebLinkAboutCOD-013-18Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 7, 2018 Report Number: COD -013-18 Resolution: GG -298-18 File Number: RFP2018-4 By-law Number: Report Subject: South East Courtice Secondary Plan Recommendations: That Report COD -013-18 be received; 2. That the proposal received from AECOM being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-4 and subject to a satisfactory reference check, be awarded the contract for the provision of services for the Southeast Courtice Secondary Plan, subject to receipt of funding from the Southeast Courtice Landowners Group. 3. That the contract award be subject to the Municipality executing a funding agreement with the Southeast Courtice Landowners Group as required to cover 100% consultants costs and municipal resources, including review time from various departments, project management, and administration costs 4. That pending funding required is received that the amount of $ 584,068.75 (including HST) be drawn from the following accounts: Developer Contributions # 100-50-502-15103-7224 $584,068.75 5. That all interested parties listed in Report COD -013-18 and any delegations be advised of Council's decision by the Corporate Services Department. Municipality of Clarington Report COD -013-18 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2018-4 for the provision of Professional Services as required for the preparation of the Southeast Courtice Secondary Plan. 1. Background 1.1 At the February 5, 2018 meeting, Council approved Resolution #PDO17-18 authorizing staff to undertake the Southeast Courtice Secondary Plan and to issue the appropriate requests for proposals. 1.2 The intent of the RFP was to secure the services of a consultant to complete the Southeast Courtice Secondary Plan. 1.3 A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the preparation of the Southeast Courtice Secondary Plan as per specifications provided by the Planning Services Department. The RFP was structured on the price -based two envelope RFP system. 1.4 RFP2018-4 was issued by the Purchasing Services Division and advertised on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. 1.5 Eight companies downloaded the RFP. 1.6 The RFP closed April 5, 2018. 2. Southeast Courtice Secondary Plan 2.1 The Terms of Reference (TOR) included in the RFP will integrate the Secondary plan process with the Robinson Creek and Tooley Creek Subwatershed Study. 2.2 The Terms of Reference also integrates the Secondary Plan process with several other major initiatives in the area including the Courtice Employment Lands Secondary Plan and the related Transportation Hubs planning for the Courtice GO Station. The Terms of Reference also incorporate Phases 1 and 2 of the Municipal Class Environmental Assessment process for major roads such that the need and general alignment will be established as part of the Secondary Plan process. 2.3 The RFP stipulated that bidders were to provide a description of Firm/Consulting team, key qualifications, firm profile, highlight of past service and experience of team members with projects of similar size, nature and complexity and a demonstrated understanding of the Municipality's requirements. Municipality of Clarington Page 3 Report COD -013-18 2.4 Three (3) submissions were received by the stipulated closing date and time. See Attachment 1. 2.5 All three (3) submissions complied with the mandatory submission requirements and the Technical Proposals were first evaluated and scored independently in accordance with the established criteria as outlined in the RFP by an evaluation team consisting of staff from the Planning Department, Engineering Department, and the Purchasing Services Division. The scores were then jointly reviewed and agreed upon by all members of the evaluation committee. Some of the areas on which submissions were evaluated were as follows: • Highlights of services provided within past five (5) years only • Allocated roles and responsibilities of team members; long timeline for scope of project and coverage for entire length is essential • Demonstrated understanding of the Municipality's requirements, the Project and related issues • Demonstrated the ability to carry out all aspects of the project. 2.6 Upon completion of the evaluation, the evaluation team concluded that two (2) bids met the established threshold of 80% for Phase 1 and moved on to the second Phase. 2.7 It was deemed by the evaluation committee that no presentation would be required to provide further clarification regarding proposals received. 2.8 The Pricing envelope for AECOM and SGL were opened and verified and in keeping with the terms of the RFP, the evaluation committee's recommendation is to award to the lowest bidder AECOM, subject to a satisfactory reference check. 2.9 Staff have reviewed the price submitted by AECOM and found it to be reasonable. 3. Financial 3.1 As Council is aware all privately initiated secondary plans, including technical studies, are to be funded 100% by the developers. Accordingly, the contract award will be subject to the Municipality executing a funding agreement with the Southeast Courtice Landowners Group as required to cover 100% consultants costs and municipal resources, including review time from various departments, project management, and administration costs. 3.2 Once Council approves the award of the contract, the Municipality will enter into a funding agreement with the Southeast Courtice Landowners Group. 3.3 Council has already authorized the Director of Planning Services to enter into this agreement as per Council revolution #PD017-18. Municipality of Clarington Page 4 Report COD -013-18 3.4 Queries with respect to the department needs should be referred to the Director of Planning. 4. Concurrence This report has been reviewed by the Director of Planning Services and the Director of Finance/Treasurer who concur with the recommendations. 5. Conclusion 5.1 It is respectfully recommended that AECOM being the bidder meeting our threshold and demonstrating the lowest price be awarded the contract for the provision of profession services for the preparation of the Southeast Courtice Secondary Plan as per the terms, conditions and specifications of RFP2018-4. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B. Director of Corporate Services CAO Staff Contact: David Ferguson, Manager of Purchasing, 2209 or dferguson@clarington.net Attachments: $ W W D F K P H Q W ± 6 X P P D U\ R I % L G 5 H List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Resort COD -013-18 Municipality of Clarington Summary of Submissions Received RFP2018-4 Southeast Courtice Secondary Plan Bidder AECOM* SGL Planning & Design Inc* The Planning Partnership *Denotes Proponents who were shortlisted.