Loading...
HomeMy WebLinkAboutFSD-023-23 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: May 29, 2023 Report Number: FSD-023-23 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary-Anne Dempster, CAO Resolution#: File Number: RFP2023-3 By-law Number: Report Subject: Building Condition Audit Reports Recommendations: 1. That Report FSD-023-23, and any related communication items, be received; 2. That the proposal received from Nadine International being the most responsive bidder meeting all terms, conditions and specifications of RFP2023-3 be awarded the contract for the provision of Building Condition Audit Reports, as required by the Community Services Department; and 3. That all interested parties listed in Report FSD-023-23, and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-023-23 Report Overview Request Council’s approval to award a contract to Nadine International for the completion of Building Condition Audit Reports. 1. Background 1.1 The Municipality requires the assistance of a qualified firm to conduct Building Condition Assessments of all Municipally owned buildings. Building Condition Assessments support the Municipality's asset management strategy by providing plans for upcoming expenditures, prioritizing items for maintenance and renewal, and identifying preventative maintenance strategies. 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 complete the Building Condition Audit Reports in accordance with the terms of reference provided by the Community Services Department. 1.3 RFP2023-3 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 a three-envelope system with price being an evaluated factor. 2. Analysis 2.1 The RFP closed March 13, 2023. 2.2 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. 2.3 Twenty-five companies downloaded the document. Nine proposals were received (refer to Attachment 1) by the stipulated closing date and time. All proposals received complied with Phase 1 - Mandatory submission requirements and were distributed to the evaluation committee for review, evaluation and scoring. 2.4 The technical proposals were 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 Community Services Department. Municipality of Clarington Page 3 Report FSD-023-23 2.5 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 p rojects 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; and  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. 2.6 Upon completion of the evaluation, four submissions met the established threshold of 80 percent for Phase 2 – Technical Submission and moved forward to Phase 3 - Pricing. It was determined by the evaluation committee, that a presentation from the short -listed proponents would not be required. 2.7 The pricing envelopes were opened and evaluated as prescribed in the RFP document. 2.8 Upon completion of the evaluation scoring, the recommendation is to award to the highest ranked proponent, Nadine International Inc. 2.9 Nadine International Inc. has not provided services to the Municipality in the past; references were checked with satisfactory results. 3. Financial Considerations 3.1 The funding required for this project is $174,512.29 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2022 C/S Admin Building Studies 110-42-130-83801-7401 $174,512 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-023-23 5. Conclusion It is respectfully recommended that Nadine International be awarded the contract for the provision of Building Condition Audit Reports as per the terms and conditions of RFP2023-3. 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 Page 5 Report FSD-023-23 Attachment 1 to Report FSD-023-23 - Bid Summary Municipality of Clarington RFP2023-3 – Building Condition Audit Reports Bid Summary Bidder Accent Building Sciences Inc Barry Bryan Associates * Bold Engineering Inc BTC Group DSR Systems Inc McIntosh Perry * Nadine International Inc * Read Jones Christoffersen Ltd * Stephenson Engineering Note: * Denotes Proponents who were shortlisted.