Loading...
HomeMy WebLinkAboutFSD-002-24Clarington 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: January 22, 2024 Report Number: FSD-002-24 Submitted By: Trevor Pinn, Deputy CAO, Finance and Technology, Treasurer Reviewed By: File Number: Report Subject: Mary -Anne Dempster, CAO RFP2023-9 Resolution#: JC-007-24 By-law Number: Architectural/Engineering Services for Renovation of Clarington Fire & Emergency Services Station 1 Recommendations: 1. That Report FSD-002-24, and any related delegations or communication items, be received; 2. That the proposal received from Ward99 Architects being the most responsive bidder meeting all terms, conditions and specifications of RFP2023-9 be awarded the contract for the provision of Architectural/Engineering Services for Renovation of Clarington Fire and Emergency Services Station 1; 3. That the $88,531.20 (Net HST Rebate) required for this project, be funded from the EMS Station #1 Expansion account; and 4. That all interested parties listed in Report FSD-002-24, and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-002-24 Report Overview Page 2 To request approval to award RFP2023-9 to the most responsive proponent to complete engineering design and project administration for the Renovation of Clarington Fire & Emergency Services Fire Station 1. 1. Background 1.1 The Municipality requires the assistance of a qualified firm for the provision of engineering design and project administration for the Renovation of Clarington Fire & Emergency Services Fire Station 1. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Architect/Engineer Consultant to complete the engineering design and project administration for the renovation of Clarington Fire & Emergency Services Fire Station 1. 1.3 RFP2023-9 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 24, 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-seven companies downloaded the document, and six 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 Emergency and Fire Services and Community Services Department. 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: Municipality of Clarington Report FSD-002-24 Page 3 • 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 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, Ward99 Architects. 2.9 Ward99 Architects 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 $88,531.20 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount EMS Station #1 Expansion 110-42-421-82845-7401 $88,531 4. Strategic Plan This report is consistent with 3.3 of the Corporate Strategic Plan: Enhance the delivery of Emergency and Fire Services across the community. Fire staff located at this facility will provide initial services to Bowmanville, with third and fourth trucks on scene of larger emergency events throughout Clarington. 5. Concurrence This report has been reviewed by the Director of Emergency and Fire Services who concurs with the recommendations. Municipality of Clarington Report FSD-002-24 6. Conclusion Page 4 It is respectfully recommended that Ward99 Architects be awarded the contract for the provision of engineering design and project administration for the Renovation of Clarington Fire & Emergency Services Fire Station 1. 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 Page 5 Report FSD-002-24 Attachment 1 — Summary of Proposals Received Municipality of Clarington RFP2023-9 — Architectural/Engineering Services for Renovation of Clarington Fire & Emergency Services Station 1 Proposals Received Bidder 11 Barry Bryan and Associates* 11 Groupe Marchand Architecture & Design Inc. J.R. Freethy Architects Masri O Architects Organic Studio+ Inc.* Ward99 Architects Note: * Denotes Proponents who were shortlisted.