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Home My WebLink AboutFSD-045-23Clarftwn 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: December 4, 2023 Report Number: FSD-045-23 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO Resolution#: GG-207-23 File Number: RFP2023-8 By-law Number: Report Subject: Consulting Services for the Greenhouse Gas Reduction Pathway Feasibility Study. Recommendations: 1. That Report FSD-045-23, and any related communication items, be received; 2. That the proposal received from Sustainable Projects Group being the most responsive bidder meeting all terms, conditions and specifications of RFP2023-8 be awarded the contract for the provision of Consulting Services for the Greenhouse Gas Reduction Pathway Feasibility Study, as required by the Chief Administrative Officer's Office; 3. That the funds required for this project in the amount of $158,521.73 (Net HST Rebate) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Climate Change Professional Fees 100-13-180-10519-7161 $158,522 4. That all interested parties listed in Report FSD-045-23, and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-045-23 Report Overview Page 2 To request approval to award RFP2023-8 to the most responsive proponent to complete a Greenhouse Gas (GHG) reduction pathway feasibility study considering GHG reduction measures and capital investment timing. 1. Background 1.1 The Municipality requires the assistance of a qualified firm to complete a GHG reduction pathway feasibility study considering GHG reduction measures and capital investment timing. This study will compare at least two GHG reduction pathway scenarios, with the recommendation of once scenario as the primary pathway for implementation. 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 Feasibility Study of the GHG Reduction Pathway in accordance with the terms of reference provided by the Chief Administrative Officer's (CAO) Office. 1.3 RFP2023-8 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. The RFP was structured on a two -envelope system with price being an evaluated factor. 2. Analysis 2.1 The RFP closed October 5, 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-three companies downloaded the document. Five 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 staff from the CAO's Office, Planning and Community Services Department. Municipality of Clarington Page 3 Report FSD-045-23 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 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; and • A proposed solution including 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, three 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 stipulated in the RFP document. 2.8 Upon completion of the evaluation scoring, the recommendation is to award a contract for the noted work to the highest ranked proponent, Sustainable Projects Group. 2.9 Sustainable Projects Group. has not provided services to the Municipality in the past; references were checked with satisfactory results. 3. Financial Considerations 3.1 The Municipality has applied to receive a grant of $160,000 as part of the Community Building Retrofit Initiative from FCM. Up to eighty percent of eligible expense are allowed to be claimed under this grant program. 3.2 The funding required for this project is $158,521.73 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Climate Change Professional Fees 100-13-180-10519-7161 $158,522 4. Concurrence This report has been reviewed by the Chief Administrative Officer and the Director of Community Services who concur with the recommendation. Municipality of Clarington Report FSD-045-23 5. Conclusion Page 4 It is respectfully recommended that Sustainable Projects Group be awarded the contract for the provision of GHG Reduction Pathway Feasibility Study as per the terms and conditions of RFP2023-8. Staff Contact: David Ferguson, Purchasing Manager, 305-623-3379 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 FSD-045-23 Attachment 1 — Summary of Proposals Received Municipality of Clarington RFP2023-8 — GHG Reduction Pathway Feasibility Study Proposals Received Bidder CIMA Canada * HH Angus & Associates Ltd. IBI Storey Inc. J. L. Richards & Associates Ltd. Sustainable Projects Group * Note: * Denotes Proponents who were shortlisted. Page 5