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HomeMy WebLinkAboutFND-017-20Clarftwn 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: Date of Meeting: Submitted By: Reviewed By: File Number: General Government Committee June 1, 2020 Report Number: FND-017-20 Trevor Pinn, Director of Finance/Treasurer Andrew C. Allison, CAO RFP2019-16 Resolution#: GG-169-20 By-law Number: Report Subject: Supply and Installation of Four New Playgrounds Recommendations: 1. That Report FND-017-20 be received; 2. That Play Power with a bid amount of $136,532.00 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of RFP2019-16 be awarded the contract for the supply and installation of Gatehouse Parkette in Courtice and Orono Park, as required by the Operations Department; 3. That Play KSL with a bid amount of $137,228.00 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of RFP2019-16 be awarded the contract for the supply and installation of Landerville Parkette in Bowmanville and Moyse Parkette in Courtice, as required by the Operations Department; 4. That the funds required for this project in the amount of $273,760.00 (Net HST Rebate) be funded by the Municipality as follows: Description Account Number Amount 2019 Park Furniture Equipment 110-36-325-83644-7401 $273,418 2020 Park Furniture Equipment 110-36-325-83644-7401 342 5. That all interested parties listed in Report FND-017-20 and any delegations be advised of Council's decision. Municipality of Clarington Report FND-017-20 Report Overview Page 2 To request authorization from Council to award RFP2019-16 for the supply and installation of four new playgrounds. 1. Background 1.1 RFP specifications for the Supply and Installation of Four New Playgrounds were prepared by the Operations Department and provided to the Purchasing Services Division. To assist in determining the needs and requirements of the playground specifications, staff members consulted with the community. The RFP provided for an experienced playground contractor for the design, supply and installation of replacement playground equipment at four existing park locations. 1.2 The Operations Department replaces existing playgrounds according to a replacement schedule that takes into consideration the age of the playground equipment. The four existing park locations that were scheduled for replacement this year and approved in the 2019 budget are: Gatehouse Parkette, Landerville Parkette, Orono Park and Moyse Parkette. 1.3 RFP2019-16 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.4 Eight plan takers downloaded the RFP document. 2. Analysis 2.1 The RFP closed on December 20, 2019. 2.2 Seven proposals were received in response to the RFP. 2.3 One company who downloaded the RFP document but chose not to submit a proposal did not provide a response to our request for information. 2.4 All seven proposals complied with the mandatory submission requirements and were distributed to the evaluation committee for their review and scoring. 2.5 The Technical Proposals were first evaluated and scored independently by the members of the evaluation committee in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of three staff members from the Operations Department. The evaluation committee also consulted with members of the community that had expressed a keen interest in the upgrade of their Municipality of Clarington Page 3 Report FND-017-20 local playground and took their feedback into consideration when finalizing their evaluation scores. 2.6 The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which proposals were evaluated were as follows: • General profile of the firm including years in business, average volume of work and previous experience installing playgrounds in a climate similar to Clarington's; • Highlights of playgrounds designed and installed within the past five (5) years only; • The playground design and drawings for both playground locations, including the quantity and variety of different playground components that the playground provides for children of different ages to interact with; • Accessibility design, features and/or criteria associated with the proposed playground designs; and • Proposed schedule for manufacture and installation of the playgrounds. 2.7 Upon completion of the evaluation, the evaluation committee concluded the following playground proposals met the pre -established threshold of 75% for Phase 1 and moved on to Phase 2 of the RFP process: • The proposal from Play Power for Gatehouse Parkette; • The proposal from Play KSL for Landerville Parkette; • The proposal from Play KSL for Moyse Parkette; and • Both proposals from Play Power and Play KSL for Orono Park. 2.8 The pricing envelope for Play Power and Play KSL were opened and verified. The Orono Park was the only playground that had two playground proposals (from Play Power and Play KSL) that passed the evaluation threshold in Phase 1. In keeping with the terms and conditions of the RFP, the pricing for Orono Park from Play Power and Play KSL were compared and Play Power submitted the lowest price. The recommendation is to award to the proposal that passes the evaluation threshold in Phase 1 with the lowest price in Phase 2. The evaluation committee's recommendation is to award the following: • Gatehouse Parkette to Play Power; Municipality of Clarington Page 4 Report FND-017-20 • Moyse Parkette to Play KSL; • Orono Park to Play Power; and • Landerville Parkette to Play KSL. 2.9 Staff have reviewed the pricing submitted by Play Power and Play KSL and found it to be acceptable (see Attachment 1). 2.10 Play Power and Play KSL have successfully completed work for the Municipality in the past. 3. Financial 3.1 The funding required for this project is $273,760.00 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2019 Park Furniture Equipment 110-36-325-83644-7401 $273,418 2020 Park Furniture Equipment 110-36-325-83644-7401 342 3.2 In 2019 Council approved a budget allocation of $440,000 for the Operations Department park equipment/furniture account. Included in this allocation was $190,000 from the Community Improvement R/F requested by Council for park improvements at both Gatehouse and Moyse Parkettes in Courtice. This request was passed under resolution GG-088-19 and was in addition to the Operations Department's annual budget request for park furniture upgrades. Council requested the additional $190,000 under the identified resolution on top of Operations Department's annual budget request of $250,000. From the $190,000 awarded for community improvement, $32,018 Net HST Rebate funded Gatehouse Parkette and $46,591 Net HST Rebate funded Moyse Parkette for various park upgrades awarded in a separate tender. The park upgrades scope of work included removal of existing playground equipment, new park benches, garbage receptacles and asphalt pathway. 3.3 The total work for these two locations under both awards totals approximately $215,862. This exceeds the community improvement allocation under resolution GG-088-19 by $25,862. This overage will come out of the remaining annual 2019 and 2020 approved budgets for the operations department for park equipment upgrades. 3.4 Queries with respect to the department needs should be referred to the Acting Director of Operations. Municipality of Clarington Report FND-017-20 4. Concurrence Page 5 This report has been reviewed by the Acting Director of Operations who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Play Power being the lowest compliant bidder be awarded the contract for the supply and installation of a new playground at Gatehouse Parkette and Orono Park and, that Play KSL being the lowest compliant bidder be awarded the contract for the supply and installation of a new playground at Landerville Parkette and Moyse Parkette as per the terms and conditions of RFP2019-16. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Summary of Bid Results Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report FND-017-20 Page 6 Attachment 1 to Report FND-017-20 Municipality of Clarington Summary of Bid Results Tender RFP2019-16 Supply and Install Four New Playgrounds Bidder ABC Recreation Henderson Recreation Equipment New World Park Solutions Open Space Solutions Park N Play Play KSL* Play Power* * Denotes firms who were shortlisted. Only those proposals passing the minimum evaluation threshold in Phase 1 moved on to Phase 2 of the process to have the pricing envelope opened.