HomeMy WebLinkAboutCOD-019-09~al~LCl~OIl
Leadieg Jhe R'ay
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMM+IITTEE /~ `-~
Date: February 23, 2009 ~2So~ilT1 ~P~~V"1H-~ 5~~~'
Report #: COD-019-09 File # By-law #
Subject: RFP2008-11 -Official Plan Review -Consulting Services Growth Management
and Intensification Sustainable and Healthy Communities
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
1. THAT Report COD-019-09 be received;
2. THAT the proposal received from Dillon Consulting, Toronto, Ontario being the most
responsive bidder meeting all terms, conditions and specifications of Request for Proposal
RFP2008-11 be accepted for the provision of the Official Plan Review -Consulting Services
Growth Management and Intensification Sustainable and Healthy Communities with a bid
including disbursements df $704,018.00 (excluding GST);
3. THAT the additional funds required in the amount of $91,018.00 be financed from the
Municipal Capital Works Reserve Fund of $9,101.80 and $80,898.20 from DC-General
Government Reserve Fund;
4. THAT the funds required be drawn from Account # 100-50-130-10529-7160; and
5. THAT staff be authorized to waive the purchasing by law for project consistency and
negotiate with Dillon Consulting for Phase 4 of this project should the funding of
approximately $84,000.00 become available prior to the contract being completed and report
back with the outcome of this phase.
Submitted by:
'Marie Marano, H.B.Sc., C.M.O.,
Direct of Corporate Serv' s
Nancy ~ to , B.~.A., C:A.
Director of FinancelTreasurer
Reviewed by:
1 YYU,
,~j~ Chief Administrative Officer
MM~,1D6\SMUcm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-019-08
PAGE2
BACKGROUND AND COMMENT
1.1 An Expression of Interest EO120D8-02 was issued to short list qualified Consultants for
the Official Plan Review -Consulting Services Growth Management and Intensification
Sustainable and Healthy Communities. This Expression of Interest was advertised on
the Municipality's w2bsite as well as the Ontario Public Buyers' website. In addition, a
number of potential bidders were advised of the opportunity.
1.2 A total of twenty-seven (27) consulting firms obtained a copy of this document. Six (8)
submissions were received. As per the Expression of Interest, these submissions were
reviewed and evaluated. As a result of the review and evaluation four (4) firms were
short listed for the Request for Proposal stage.
1.3 The selected four (4) firms were sent a copy of the Request for Proposal RFP2008-11
Official Plan Review -Consulting Services Growth Management and Intensification
Sustainable and Healthy Communities.
1.4 The short-listed four (4) consulting firms received the bid document and three (3)
submissions were received. As per the Request for Proposal documents, the consultant
selection would be made on the basis of the written proposal, a potential interview as
well as reference checks.
1.5 Three consulting firms submitted a comprehensive proposal addressing all issues
contained in the bid document.
1.6 All submissions received were then reviewed by Municipality's evaluation team
consisting of staff from Planning Department as well as Purchasing Services.
1.7 Based on the evaluation committee's review and scoring of the submissions two firms,
Dillon Consulting, Toronto, Ontario and The Planning Partnership, Toronto, Ontario,
stood out based on their overall scores.
1.8 The evaluation team proceeded to interview representatives from each of these two
Consulting firms in order to finalize the selection process.
REPORT NO.: COD-019-08
2.0 ANALYSIS
PAGE3
2.1. Upon completion of the interview for both firms, Dillon Consulting was the top ranked
firm.
2.2. Staff was impressed with the coverage of the proposed services, proponents' experience
and enthusiasm for the project. Reference checks for the subject firm were good.
2.3. Dillon's proposal include four phases for Growth Management, Intensification and
Employment Lands, Sustainable and Healthy Communities, and Implementation and
Monitoring; in addition, there will be three special projects undertaken simultaneously:
the Courtice Main Street (Corridor), Courtice Employment Lands, and the Parks, Open
Space, and Trails Study. As approved by Council in May 2008, this work will be carried
out over the next three years. During 2009 -2010, our focus will be on the Growth
Management component that will implement both the Places to Grow Plan and the
Region's Growing Durham Implementation of the Provincial Plan. At the same time we
will start work on the Courtice Main Street (Corridor) and Courtice Employment Lands
Secondary Plans.
2.4. Due to budgetary constraints, Phase 4 of this project, which consists of Implementation
and Monitoring including zoning techniques and neighbourhood planning, is being
removed. This phase was $76,740.00 (excluding GST) for Consulting Services and
$7,707.96 (excluding GST) for disbursements for a total of $83,877.00. Staff are
requesting Council approval to negotiate this Phase back into the contract should the
funding become available through future budget allocation or excess Development
Charges prior to the Contract being completed. Should this occur Staff would provide a
report back to Council, with the outcome of this Phase.
3. FINANCIAL
3.1. The Proposal submitted Dillon Consulting was in the amount of $646,943.00 (excluding
GST) plus Disbursements in the amount of $57,075.00 (excluding GST) for a total of
$704,018.00 (excluding GST). Currently the Official Plan Review account has approved
funds carried over from previous years of $613,000.00.
REPORT NO.: COD-019-08
PAGE 4
3.2. The additional funds of approximately $91,018.00 required to finance the total project
cost of $704,018.00 will be funded from the Municipal Capital Works Reserve Fund in
the amount of $9,101.80 and $80,898.20 from the DC- General Government Reserve
Fund.
3.3. The required funds are to be drawn from account # 100-50-130-10529-7160.
4. CONCLUSION
4.1. Staff are recommending that the proposal from Dillon Consulting, Toronto, ON be
accepted and the Evaluation Committee be authorized to negotiate a final contract which
is satisfactory to both parties.
4.2. Queries with respect to the Official Plan should be referred to the Director of Planning
Services.
4.3. This report has been reviewed for recommendation by the Purchasing Manager and the
appropriate department and circulated as follows:
Concurrence: Director of Planning Services