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HomeMy WebLinkAboutCOD-071-09~8lli[I~OII Leadiaatke Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: December 7, 2009 ~~5 b ~~~ ~ ~ ~~- ~ S 7-~ Report #: COD-071-09 File # By-law # Subject: RFP2009-11 -Consulting Services for Garnet B. Rickard Recreation Complex -Energy Retrofit Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-071-09 be received; 2. THAT the proposal received from Efficiency Engineering Incorporated, Cambridge, Ontario being the most responsive bidder meeting all terms, conditions and specifications of Request for Proposal RFP2009-11 be accepted for the provision of Consulting Services for the Energy Retrofit project at Garnet B. Rickard Recreation Complex, with a submission including disbursements of $ 89,100..00 (excluding GST); and 3. THAT the funds required be drawn from Account # 110-42-421-84258-7401. ~i Submitted by: Marie Marano, H.B.Sc., C.M.O., Director of Corporate Services Reviewed by: ~ t" ~~ Franklin Wu, Chief Administrative Officer MMUDB\SM1km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169 REPORT NO.: COD-071-09 BACKGROUND AND COMMENT PAGE 2 1.1 Request for Proposal RFP2009-11 was issued for Consulting Services for the Energy Retrofit project at Garnet B. Rickard Recreation Complex 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 nineteen (19) firms obtained a copy of this document. Seven (7) submissions were received. Six (6) submissions were deemed to be compliant. The submission from Building Innovations was deemed to be non-compliant due to a conflict established in a previous agreement. See Appendix A for summary of bids received. 1.3 As per the Request for Proposal, these submissions were reviewed and evaluated based on the predetermined criteria 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, three (3) firms, Efficiency Engineering Inc., Cambridge, Virtual Engineers , Richmond Hill and Kleinfeldt Consultants Ltd, Mississauga were short-listed based on their overall scores. These three (3) firms were invited 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 three firms as part of the presentation process in order to finalize the selection process. 2. ANALYSIS 2.1. Upon completion of the interviews/presentations for the three firms, Efficiency Engineering Inc., Cambridge 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-071-09 3. FINANCIAL PAGE3 3.1. The Proposal submitted by Efficiency Engineering Inc., Cambridge was in the amount of $89,100.00 (excluding GST). This fee includes disbursements. 3.2. The required funds are to be drawn from Account # 110-42-421-84258-7401 which is within the 2009 budget allocation. 4. CONCLUSION 4.1. Staff are recommending that the proposal from Efficiency Engineering Inc., Cambridge, 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" Clam n Leading thehe WaJ~ Bid Summary for RfP2009-11 Consulting Services for Garnet B. Rickard Recreation Complex -Energy Retrofit Pitta ~ Total includir+g Disbursement Efficiency Engineering $$9,100.00+GST Cambridge, ON Virtual Engineers $72,500.00+GST Richmond Hill, ON Kleinfeldt Consultants Limited $ 139,000.00+GST Mississauga, ON 1. R. Freethy Architect Bowmanville, ON • See note below Trow Associates Inc. Brampton, ON • See note below Durham Energy Specialist Limited Whitby, ON • See note below Building Innovations Inc. Toronto, ON Non Compliant Note: This was a two envelope system for this RFP. Pricing was submitted in a separate sealed envelope therefore only the firms who were short-listed had their pricing envelopes opened. All other pricing envelopes remain sealed and confidential.