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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 25, 2009
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Report #: COD-038-09 File # By-law #
Subject: RFP2009-4 -Architectural Services for Darlington Sports Centre Renovation
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-038-09 be received;
2. THAT the proposal received from Barry-Bryan & Associates Ltd, Whitby, Ontario being
the most responsive bidder meeting all terms, conditions and specifications of Request
for Proposal RFP2009-4 be accepted for the provision of Architectural Services for the
Darlington Sports Centre Renovations including disbursements of $135,900.00
(excluding GST);
3. THAT the funds required be drawn from Account # 110-42-421-84267-7401;
Submitted by: Reviewed by:
arie Marano, H.B.Sc., C.M.O., F anklin Wu,
Director of Corporate Services `~ Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-038-09
PAGE2
BACKGROUND AND COMMENT
1.1 Request for Proposal #RFP2009-4 was issued for Architectural Services for the Darlington
Sports Centre Renovation project as required by the Municipality of Clarington's
Community Services Department. The RFP was advertised on the Municipality's
website 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-nine (29) firms obtained a copy of this document. Five (5) submissions
were received. See Appendix A for summary of bids received.
1.3 As per the Request for Proposal, these submissions were reviewed and evaluated by
staff of the Community Services Department as well as Purchasing Services.
1.4 As a result of the evaluation committee's review and scoring of the submissions
received two (2) firms, AECOM and Barry-Bryan Associates Ltd., stood out based on
their overall scores. These two firms were requested to provide a presentation of their
submissions to the Evaluation Committee to better illustrate their understanding of the
project, as well as their methodology and approach to completing the project.
1.5 The evaluation team proceeded to interview representatives from each of these two
firms in order to finalize the selection process.
2. ANALYSIS
2.1. Upon completion of the interview for both firms, Barry-Bryan Associates Limited was the
top ranked firm.
2.2. Staff were impressed with the coverage of the proposed services, proponents'
experience and enthusiasm for the project. Reference checks for the subject firm were
good.
REPORT NO.: COD-038-09 PAGE 3
3. FINANCIAL
3.1. The Proposal submitted Barry-Bryan Associates Limited was in the amount of
$126,900.00 (excluding GST) plus Disbursements in the amount of $9,000.00 (excluding
GST) for a total of $135,900.00 (excluding GST).
3.2. The required funds are to be drawn from account # 110-42-421-84267-7401 which is
within the 2009 budget allocation.
4. CONCLUSION
4.1. Staff are recommending that the proposal from Barry-Bryan Associates Limited, Whitby,
Ontario be accepted.
4.2. Queries with respect to this project should be referred to the Director of Community
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 Community Services
Attachments:
Attachment 1 -Schedule "A", Bid Summary
Schedule "A"
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Bid Summary for
RFP2009-4
Architectural Services for
Darlington Sports Centre Renovation
Find Total eE+cluding disbursement
Barry-Bryan Associates Limited
$135,900.00 +GST
Whitby, ON
AECOM
Whitby, ON
$125,000.00+GST
Aipm-Architects Inc
Toronto, ON $205,000.00+GST
Ronald Awde Architect
Bethany, ON $ 4$,000.00 +GST
Paul DidurArchitect Inc
Toronto, ON $104,000+GST