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HomeMy WebLinkAboutFSD-016-21Clarington 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: March 29, 2021 Report Number: FSD-016-21 Submitted By: Reviewed By: File Number: Trevor Pinn, Director of Financial Services Andrew C. Allison, CAO Resolution#: GG-268-21 By-law Number: Report Subject: RFP2021-2 Architectural Engineering Services 156 Church St. Recommendations: 1. That Report FSD-016-21 be received; 2. That the proposal received from Moon -Matz Ltd, being the most responsive bidder meeting all terms and conditions and specifications of RFP2021-2 be awarded the contract for the provision of architectural design, contract administration and engineering services to complete the interior renovations at The Shaw House, 156 Church St.; 3. That the total funds required for this project in the amount of $59,936.64 (Net HST Rebate) be funded from the approved budget allocation as provided from the following account: Description Account Number Amount 156 Church St. Renovations - 2020 110-36-370-83472-7401 $59,937 4. That all interested parties listed in Report FSD-016-21 and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-016-21 Report Overview Page 2 To request authorization from Council to award the Request for Proposal RFP2021-2 for the provision of architectural design, contract administration and engineering services to complete the interior renovations at The Shaw House, 156 Church St. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services to complete the interior renovations at The Shaw House, located at 156 Church St. in accordance with the terms of reference provided by the Community Services Department. 1.2 The intent of the RFP was to secure the services of an architectural, engineering firm to provide design, contract administration and engineering services. 1.3 RFP2021-2 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 Buyers Association's website. The RFP was structured on the price — based two envelope RFP system. 2. Analysis 2.1 The RFP closed February 24, 2021. 2.2 Twenty-nine companies downloaded the document. 2.3 Five submissions were received (refer to Attachment 1) by the closing date and time. 2.4 Of the 29 companies who downloaded the RFP document, 23 companies choose not to submit a proposal, stating that they were unable to meet our timeline due to current workloads and one company was a construction association. 2.5 All five proposals submitted complied with the mandatory submission requirements and were distributed to the evaluation committee for their review and scoring. 2.6 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 two staff members from the Community Services Department. Municipality of Clarington Page 3 Report FSD-016-21 2.7 The RFP stipulated, among other things, that the proponents were to provide a description of the Firm/Consulting team, key qualifications, firm profile, highlights of past service and experience of team members with projects of similar size, nature and complexity, and demonstrate an understanding of the Municipality's requirements. 2.8 The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which the submissions were evaluated were as follows: • The Proponent's understanding of the Municipality's requirements • Highlights of services provided performing similar work on projects of comparable nature, size and scope, in a municipality of similar population size • A methodology describing the Proponent's project management approach, work plan, goals, objectives and methods of communications to be utilized to meet the requested deadlines. • The proposed solution must include a detailed work plan indicating the project method, schedule, Gantt chart, tasks and deliverables showing an estimated overall timeline of the project. 2.9 Upon completion of the evaluation three submissions met the established threshold of 80% for Phase 1 and moved forward to Phase 2. 2.10 It was deemed, by the evaluation committee, that a presentation from the short-listed Proponents would not be required and the pricing envelopes were opened. 2.11 Staff have reviewed the pricing submitted by Moon -Matz Ltd and found it to be acceptable (see Attachment 1). 2.12 Moon -Matz Ltd has successfully completed work for the Municipality in the past; references were checked and came back satisfactory. 3. Financial 3.1 The funding required for this project is $59,936.64 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 156 Church St. Renovations - 2020 110-36-370-83472-7401 $59,937 4. Concurrence This report has been reviewed by the Director of Community Services who concurs with the recommendations. Municipality of Clarington Page 4 Report FSD-016-21 5. Conclusion It is respectfully recommended that Moon -Matz Ltd be awarded the contract for the provision of architectural design, contract administration and engineering services to complete the interior renovations at The Shaw House, 156 Church St. as per the terms and conditions of RFP2021-2. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x 2209 or dferguson@clarington.net. Attachments: Attachment 1 - Summary of Bid Results List of Interested Parties available from Department. Municipality of Clarington Page 5 Report FSD-016-21 Attachment 1 to Report FSD-01 6-21 -Bid Summary Municipality of Clarington RFP2021-2 — Architectural Engineering Services 156 Church St. Bid Summary Bidder +VG Architects* Giaimo Lynch + Comisso Moon -Matz Ltd* RV Anderson* Note: * Denotes Proponents who were shortlisted.