HomeMy WebLinkAboutCOD-010-11Cj~ jll,~ REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: APR 04, 2011 Resolution#: ~i p!{ ~3 oy- I ( By-law#: NIA
Report: COD-010-11 File#:
Sub'ect: RFP2010-12 ENERGY AUDIT SERVICES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-010-11 be received;
2. THAT VIP Energy Services Inc., Waterloo, ON with a total bid in the amount of
$27,862.91 (net HST rebate), being the highest rated bidder meeting all terms,
conditions, and specifications of Request for Proposal #RFP2010-12, be
awarded the contract for the provision of services as required to complete energy
audits at 18 Municipal facilities operated by the Operations and Community
Services Departments;
3. THAT the expenditure in the amount of $25,000.00 (net of HST rebate) be
charged to account 100-16-130-00000-7160; and
4. THAT the additional funds required of $2,862.91 be drawn from the Municipal
Government Enterprise Reserve Fund.
Submitted by: Reviewed by:
arie Marano, H.B.Sc., AMCT, anklin Wu,
Director of Corporate ~ Chief Administrative Officer
Services/Human Resources
MMIJDB/km/gj
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-010-11
1.0 BACKGROUND AND COMMENT
PAGE 2
1.1 Terms of reference for the RFP were developed using templates from previous
energy audit agreements with input from the Operations and Community
Services departments for the consulting services required to complete energy
audits for up to eighteen (18) municipal facilities. Schedule "A" lists the various
properties included in this process. The time frame contemplated for the
completion of the 18 audits spanned five years, subject to budget approval in
each yeas
1.2 The Request for Proposal was advertised on the Municipality's website and the
Ontario Public Buyer's Association website. Subsequently, a total of 52
documents were downloaded and 30 submissions were received and tabulated
as per Schedule "B" attached.
2.0 ANALYSIS
2.1 A total of thirty (30) submissions were received in response to the proposal call.
Twenty eight submissions were deemed compliant and acceptable and the
submissions from John R. Halamainan Engineering Ltd., Sudbury and R. Wagner
Consulting Canada Inc., Peterborough, were deemed non-compliant and
rejected.
2.2 Representatives .from the Operations Department, Community Services
Department and the Purchasing Division reviewed and scored each proposal
based on the criteria contained within the RFP. Some of the areas on which the
submissions were evaluated are as follows: Qualifications and Experience,
Submission, Project Deliverables, Value Added Services.
2.3 On completion of the review by the Evaluation Team, the following seven firms
where shortlisted and the pricing envelopes were opened. A tabulation of the
pricing for the seven firms is included in Schedule "B" attached.
REPORT NO.: COD-010-11
PAGE 3
2.4 After a review of the rankings for the seven firms the three highest ranked firms
were invited to meet with the Evaluation Committee to further discuss their
submission and to clarify any questions. The firms were rated on the following
criteria for their presentations: Ability to Communicate, Overall
Impression/Presentation, Attention to Concerns/Questions and the Ability to
Understand Requirements and Identify a Practical Solution.
2.5 Upon the completion of the evaluation VIP Energy Services Inc. was the highest
ranked company as well as providing the lowest priced proposal.
2.6 In view of the extremely reasonable price offered by VIP Energy Services Inc. it
is possible, given the funds available, to complete the audits on all facilities in two
years instead of the five years originally anticipated. However, the decision to
take this approach will not be made until 3 initial audits are completed and found
to be satisfactory. The initial audits will be completed for the Clarington
Community Resource Centre, Clarington Fitness Centre and South Courtice
Arena.
2.7 VIP Energy Services has not provided services for the municipality in the past but
a check with references indicates that his firm has provided satisfactory similar
services to other agencies including the City of Pickering, Ontario Place and the
Regional Municipality of Halton, to their satisfaction. Sample Audits were also
reviewed and found to be in keeping with staff expectations.
3.0 FINANCIAL
3.1 The total project cost (Net of HST Rebate) is $27,862.91.
3.2 Funding for this project in the amount of $25,000.00 will be drawn from the
Corporate Services Consulting Services account 100-16-130-00000-7160.
3.3 An additional $2,862.91 is required to complete the project and these funds will
be drawn from the Municipal Government Enterprise Reserve Fund.
REPORT NO.: COD-010-11 PAGE 4
4. INPUT FROM OTHER SOURCES
4.1 This report has been reviewed for recommendation by the Purchasing Manager,
with the appropriate departments and circulated as follows:
Concurrence: Director of Community Services
Director of Operations
Director of Finance, Treasurer
Attachments:
Schedule "A" -List of Scheduled Facilities Audits
Schedule "B" -Bid Submissions
The Corporation of the Municipality of Clarington
PROJECT SCHEDULE
Attachment #1
Schedule "A"
Facility Address
2011
Clarington Community Resources Centre 132 Church St., Bowmanville
Clarington Fitness Centre 49 Liberty St. N. Bowmanville
South Courtice Arena 1595 Prestonvale Rd. Courtice
2012.
Animal Control & Building Services Building 33 Lake Road, Bowmanville
Clarington Beech Centre 26 Beech St., Bowmanville
Bowmanville Indoor Soccer 2375 Baseline Rd. Bowmanville
2013
Hampton Operations Centre 2320 Taunton Rd., Hampton
Orono Operations Centre 3585 Taunton Rd., Orono
Orono Pool 61 Princess St., Orono
Fire Station #5 2354 Conc. Rd. 8, Enniskillen
2014
Fire Station #3 5708 Main St., Orono
Newcastle Arena 103 Carolyn St. W., Newcastle
Newcastle Town Hall 20 King Ave. W., Newcastle
2015
Orono Arena 2 Princess St., Orono
Fire Station #4 2611 Trulls Road, Courtice
Visual Arts Centre 143 Simpson Ave., Bowmanville
Newcastle District Recreation Complex Rudell Rd. Newcastle
*Newcastle Arena -arena lighting to be upgraded in 2011
The Corporation of the Municipality of Clarington
LIST OF BID SUBMISSIONS
Attachment #2
Schedule "B"
Bidder Bid Amount
(Net of HST
Rebate
1. VIP Energy Solutions Inc.
Waterloo, ON $27,862.91'
2. Efficiency Engineering Inc.
Cambrid e, ON $83,710..83'
3. Finn Projects
Toronto, ON $75,607.68*
4. Genivar Consulting Group
Markham, ON $69,981.37
5. D.D.D.G. Engineering Services
Elizabethtown, ON $88,135.17
6. Building Innovations Inc.
Toronto, ON $83,036.16
7. Baseline Energy Services
Oakville, ON $64,108.80
8. AM FM Consulting Group Inc.
Toronto, ON $98,203.49
9. ABS Green Inc.
Scarborou h, ON
10. AET Consultants
Kitchener, ON
11. Cambium Environmental Inc.
Peterborou h, ON
12. Carson Dunlong Weldon & Assoc.
Toronto, ON
13. CDML (Cobalt Design Management Limited)
Toronto, ON
14. Environ EC (Canada) Inc.
Mississau a, ON
15. Halcrow Yolles
Toronto, ON
16. Internat Energy Solutions Canada
Toronto, ON
17. Jazari Engineering Inc.
Waterloo, ON
18. Kleinfeldt Consultants Ltd.
Mississau a, ON
19. Mann Engineering
Toronto, ON
20. Mapletherm Engineering Inc.
Richmond Hill, ON
21. MMM Group Ltd.
Thornhill, ON
22. Otonabee Technical Services - OTS
Peterborou h, ON
23. Pinchin Environmental -Phil Brearton
Mississau a, ON
24. RCM Technologies Canada Corp.
Pickerin , ON
25. REI Power
Whitb , ON
26. Stantec -Andrew Penner
Mississau a, ON
27. Trow Associates Inc.
Bram ton, ON
28. Virtual Engineers
Richmond Hill, ON
29. John R. Halamainan Engineering Ltd.
Sudbu , ON REJECTED
30. R. Wagner Consulting Canada Inc.
Peterborou h, ON REJECTED
'Three To Ranked Firms Interviewed