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Home My WebLink AboutFND-041-20Clarington 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 9, 2020 Report Number: FND-041-20 Submitted By: Reviewed By: File Number: Trevor Pinn, Director of Financial Services Andrew C. Allison, CAO RFP2020-12 Resolution#: GG-407-20 By-law Number: Report Subject: Bond Head Park Jetty — Erosion Analysis and Report Recommendations: 1. That Report FND-041-20 be received; 2. That WSP Canada Inc. with a bid amount of $37,638.99 (Net HST Rebate), providing the lowest overall cost and meeting the passing threshold and all terms, conditions and specifications of RFP2020-12 be awarded the contract for the provision of Consulting Services as required to complete the Bond Head Park Jetty — Erosion Analysis and Report; 3. That the funds required for this project in the total amount of $37,638.99 (Net HST Rebate) is in the approved budget allocation as provided, be funded from the following account; and Description Account Number Amount Retaining Walls (2020 Budget) 110-36-330-83438-7401 $37,639 4. That all interested parties listed in Report FND-041-20 and any delegations be advised of Council's decision. Municipality of Clarington Report FND-041-20 Report Overview Page 2 To request authorization from Council to award the contract for the provision of consulting services for the Bond Head Park Jetty — Erosion Analysis and Report in accordance with RFP2020-12. 1. Background 1.1 The Municipality requires the assistance of a qualified consulting firm to provide the required skills to study and provide discussion and analysis on the erosion of the Bond Head Park Jetty and adjacent public lands located at the entrance to the Newcastle Marina in Newcastle. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified consultant with the skills, resources and experience necessary to provide consulting services for the Bond Head Park Jetty — Erosion Analysis and Report as per the specifications provided by the Public Works Department. 1.3 RFP2020-12 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's 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 price -based two envelope RFP system. Eight companies downloaded the document. 1.4 The RFP closed on October 14, 2020. 2. Analysis 2.1 The RFP stipulated among other things, that bidders were to provide a description of their firm/consulting team, key qualifications, firm profile, highlights of past services, experience of team members with projects of a similar size, nature and complexity and a demonstrated understanding of the Municipality's requirements. 2.2 Two submissions were received (refer to Attachment 1) by the closing date and time. The two submissions met the mandatory requirements and moved forward to the first phase of the evaluation. 2.3 Each submission consisted of a comprehensive proposal identifying: • Qualifications and experience; Municipality of Clarington Report FND-041-20 Page 3 • Experience of the proponent/sub-consultants with projects of similar nature, size and complexity; • Proposed team that would be working with the Municipality; • Proponent's understanding and approach to complete the project; • Key project challenges and how these would be addressed; • Stakeholder and public consultation approach; • Proposed tasks and timelines; and • Identification of accessibility criteria. 2.4 The proposals 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. 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 any related issues or concerns. 2.5 Upon completion of the evaluation, the evaluation committee concluded that both proponents met the pre -established threshold of 85% for Phase 1 and moved on to Phase 2 of the RFP process. 2.6 The pricing envelopes were opened and verified. The recommendation is to award to WSP Canada Inc. whose proposal passed the evaluation threshold in Phase 1 and had the lowest price in Phase 2 of the RFP process. 2.7 WSP Canada Inc. has successfully completed work for the Municipality in the past. 2.8 The Municipality reached out to the six firms that downloaded the RFP but chose not to bid to inquire as to why they chose not to. The responses received are as follows: • One company was unable to bid due to current workload; Municipality of Clarington Report FND-041-20 • One company does not provide the service; • One company is a construction association; and Page 4 • Three companies did not respond to the Municipality's request for information. 3. Financial 3.1 The funding required for this project in the amount of $37,638.99 (Net HST Rebate) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Retaining Walls (2020 Budget) 110-36-330-83438-7401 $37,639 4. Concurrence 4.1 This report has been reviewed by the Director of Public Works who concurs with the recommendations. 5. Conclusion 5.1 It is respectfully recommended that WSP Canada Inc. having the lowest overall cost and meeting all terms, conditions and specifications of RFP2020-12 be awarded the contract for the provision of consulting services for the completion of the Bond Head Park Jetty — Erosion Analysis and Report as required by the Public Works Department. 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-041-20 Attachment 1 — Summary of Proposals Received Municipality of Clarington RFP2020-12 Bond Head Park Jetty — Erosion Analysis and Report Bidder LAWYNOONWt i5l .7 Riggs Engineering Ltd. Page 5