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Staff Report
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Report To: General Government Committee
Date of Meeting: September 28, 2020 Report Number: FND-034-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer Andrew C.
Reviewed By: Allison, CAO Resolution#: GG-323-20
File Number: RFP2020-6 By-law Number:
Report Subject: Design and Build Newcastle Skate Park
Recommendations:
1. That Report FND-034-20 be received;
2. That the proposal received from Transition Construction and Scatliff + Miller +
Murray having the highest rank proposal and a bid of $290,016.00 (net HST rebate),
meeting all terms, conditions and specifications of RFP2020-6 be awarded the
contract for the design and build services for the Newcastle Skate Park;
3. That the funds required for this project including a 5% contingency allowance in the
total amount of $305,000.00 (net HST rebate) is in the approved budget allocation
as provided, be funded from the following account:
Description
Account Number
Amount
Newcastle Community Park
110-32-325-83436-7401
$305,000
4. That all interested parties listed in Report FND-034-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FND-034-20
Report Overview
Page 2
To request authorization from Council to award the Request for Proposal RFP2020-6 for the
design and build of the Newcastle Skate Park.
1. Background
1.1 The Municipality requires the assistance of a qualified firm to provide the required skills
and resources necessary to design and build a skate park in Newcastle.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified company with the skills, resources and experience necessary to provide
services as per the specifications provided by the Public Works Department.
1.3 RFP2020-6 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
Association website. The RFP was structured on the two envelope RFP system with
award to the highest ranked proposal (Resolution C-314-20). Ten companies
downloaded the document.
2. Analysis
2.1 The RFP closed on August 10, 2020.
2.2 Three 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 evaluation.
2.3 The Municipality contacted the seven firms who had downloaded the RFP but chose not
to bid, to inquire as to why they chose not to bid. The responses received to the
Municipality's inquiry are as follows:
• One company is an association for distributing bid documents to their members;
• One company felt that they could not bid competitively so chose not to bid at this
time; and
• Five companies did not respond to the Municipalities request for information.
2.4 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;
Municipality of Clarington
Report FND-034-20
Page 3
• The Proponent's understanding and approach to complete the project;
• The proposed skate park design including items such as proposed components,
and warranty,
• Past projects of parks completed.
• The proposed tasks and timelines; and
• Identification of accessibility design, features and criteria.
2.5 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 Public Works
Department and the Purchasing Services Division. Some of the areas on which the
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;
• The proposed type of skate park and flow between components; and
• The Proponent's understanding of the Municipality's requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre -established threshold of 75% for Phase 1 and
moved on to the second phase information:
• New Line Skateparks Inc.; and
• Transition Construction and Scatliff + Miller + Murray
2.7 It was deemed by the evaluation committee that presentations from the shortlisted
proponents were not required and their pricing envelopes were opened and evaluated.
The submission from Transition Construction and Scatliff + Miller + Murray was the
highest ranked proposal.
2.8 Transition Construction and Scatliff + Miller + Murray have not worked with the
Municipality in the past; therefore, reference checks were completed. Reference checks
came back satisfactory.
Municipality of Clarington Page 4
Report FND-034-20
3. Financial
3.1 The proponent being recommended to complete the public consultation, design and
construction has a bid price of $290,016 (net HST rebate).
3.2 Based on the type of work involved in this project it is recommended that a contingency
of approximately 5% inclusive of net HST be carried for this project amounting to
$14,984.00.
3.3 The funds required for this project in the total amount of $305,000.00 (net HST rebate)
is in the approved budget allocation as provided and will be funded from the following
account:
Description
Account Number
Amount
Newcastle Community Park
110-32-325-83436-7401
$305,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Transition Construction and Scatliff + Miller +
Murray having the highest ranked proposal and meeting all terms, conditions and
specifications of RFP2020-6 be awarded the contract for the design and build of the
Newcastle Skate Park.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379, ext. 2209, or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report FND-034-20
Page 5
Attachment #1 to Report FND-034-20
Summary of Proposals Received
Municipality of Clarington
RFP2020-6
Design and Build of Newcastle Skate Park
Bidder
Canadian Ramp Company
New Line Skateparks Inc. *
Transition Construction and Scatliff + Miller +
Murray *
Note: Bidders with an asterisk (*) are the companies who were shortlisted