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HomeMy WebLinkAboutCOD-026-19Clarftwn Staff 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: November 25, 2019 Report Number: COD-026-19 Submitted By: Marie Marano, Director of Corporate Services Reviewed By: Andrew C. Allison, CAO Resolution#: File Number: RFP2019-14 By-law Number: Report Subject: Emergency Flood Access Risk Assessment and Mitigation Study Recommendations: 1. That Report COD-026-19 be received; 2. That the proposal received from Aquafor Beech Ltd. being the most responsive bidder meeting all terms, conditions and specifications of RFP2019-14 and subject to a satisfactory reference check, be awarded the contract for the provision of consulting services to complete the Emergency Flood Access Risk Assessment and Mitigation Study; 3. That the total funds required for this project in the amount of $112,261.63 (Net HST Rebate) is being funded in part by the National Disaster Mitigation Program ($56,130.81 Net HST Rebate) with the balance of $56,130.82 (Net HST Rebate) being funded from within the approved budget allocation as provided from the following account: Description Account Number Amount Engineering Admin Studies 100-32-130-00000-7510 112,262 4. That all interested parties listed in Report COD-026-19 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-026-19 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2019-14 for the provision of consulting services as required to complete the Emergency Flood Access Risk Assessment and Mitigation Study. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the completion of the Emergency Flood Access Risk Assessment and Mitigation Study in accordance with the terms of reference provided by the Engineering Services Department. 1.2 The intent of the RFP was to secure the services of a consultant to assist the Municipality with the assessment of the impact of flooding on the road network and to identify and prioritize improvements to increase the road network resilience. Funding was received for this project from the National Disaster Mitigation Program for 50% of eligible expenses up to a maximum amount of $65,000. 1.3 The study will address all road crossings that are within the Municipality's bridge and culvert inventory. The road network, creek system, and associated road crossings are shown on Attachment 2. The Municipality completes biennial inspections of all bridges and culverts 1.2 m span and larger. The intent of this study is to identify where flooding and erosion is likely to occur and to provide recommendations for making the road network more resilient. 1.4 RFP2019-14 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. Notification of the availability of the document was also posted on the Ontario Public Buyer's website. The RFP was structured on the price — based two envelope RFP system. Thirteen (13) companies downloaded the document. 1.5 The RFP closed on November 7, 2019. 2. Analysis 2.1 The RFP stipulated among other things, 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 Report COD-026-19 Page 3 2.2 Five (5) submissions were received (refer to Attachment 1) by the closing date and time. All submissions met the mandatory requirements and moved forward to the first phase of the evaluation process. 2.3 Each submission consisted of a comprehensive proposal identifying: • Qualifications and experience • Experience of the proponent/sub-consultants with projects of similar nature, size and complexity • The proposed team who would be working with the Municipality • The Proponent's understanding and approach to complete the study • The proposed tasks and timelines • Identification of accessibility design, features; and • Criteria and approach to methodology of project delivery 2.4 The submissions were reviewed and scored in accordance with the established criteria outlined in the RFP by an evaluation team consisting of staff from the Engineering Services Department and the Purchasing Services Division. Some of the areas on which submissions were evaluated were as follows: • Allocated roles and responsibilities of the proposed team members; • Proposed approach to completing the project; • Proposed timelines to complete the tasks required; • Highlights of services provided within the past five years only; and • The Proponent's understanding of the Municipality's requirements, the project and related issues. 2.5 Upon completion of the evaluation, two submissions met the established threshold of 85% for Phase 1 and moved forward to the second Phase. 2.6 It was deemed by the evaluation committee that a presentation from the short-listed Proponents would not be required and their pricing envelopes were opened. 3. Financial 3.1 That the total funds required for this project in the amount of $112,261.63 (Net HST Rebate) is being funded in part by the National Disaster Mitigation Program ($56,130,82 Net HST Rebate) with the balance of $56,130.82 (Net HST Rebate) being funded from within the approved budget allocation as provided from the following account: Description Account Number Amount Engineering Admin Studies 100-32-130-00000-7510 112,262 Municipality of Clarington Page 4 Report COD-026-19 3.2 Queries with respect to the department needs should be referred to the Acting Director of Engineering Services 4. Concurrence This report has been reviewed by the Acting Director of Engineering Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Aquafor Beech Ltd. being the most responsive bidder be awarded the contract for the provision of Consulting Services as required to complete the Emergency Flood Access Risk Assessment and Mitigation Study in accordance to the terms, conditions and specifications of RFP2019-14. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 - Summary of Submissions Received Attachment 2 — Structures and Floodlines Map Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report COD-026-19 Attachment # 1 Summary of Submissions Received RFP2019-14 Page 5 Emergency Flood Access Risk Assessment and Mitigation Study Proponent AECOM Canada Inc.* Aquafor Beech Limited Associated Engineering Greenland International Consulting Ltd. IBI Group Note: * Denotes Proponents who were shortlisted.