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HomeMy WebLinkAboutFSD-003-24Clarftwn 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-003-24 Submitted By: Trevor Pinn, Deputy CAO, Finance and Technology/Treasurer Mary - Reviewed By: File Number: Anne Dempster, CAO RFP2023-7 Resolution#:JC-008-24 By-law Number: Report Subject: DC and CBC Background Studies and Draft By -Laws Recommendations: 1. That Report FSD-003-24, and any related delegations or communication items, be received; 2. That the proposal received from Hemson Consulting Ltd, being the most responsive bidder meeting all terms and conditions and specifications of RFP2023-7, be awarded the contract for the Development Charge (DC) Background Study, Community Benefits Charge (CBC) Strategy, and corresponding by-laws; 3. That the $135,348.72 (Net HST Rebate) required for this project, be funded from the General Corporate Professional Fees account; and 4. That all interested parties listed in Report FSD-003-24, and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-003-24 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2023-7 for the development of a DC Background Study, CBC Strategy, and the corresponding draft By - Laws. 1. Background 1.1 The Municipality of Clarington requires the services of a qualified consulting firm to assist with the development of a DC Background Study, CBC Strategy, and corresponding draft By -Laws. 1.2 The scope of work includes background analysis, specific policy analysis and the incorporation of data provided by municipal staff and others to complete a new DC Background Study and corresponding draft By -Law, along with a CBC Strategy and corresponding draft By-law. 1.3 The Terms of Reference were prepared by the Manager of Financial Planning/Deputy Treasurer, Finance and Technology Department and provided to the Purchasing Services Division. 1.4 Request for Proposal RFP2023-7 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. 2. Analysis 2.1 The RFP closed on September 27, 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 Three companies downloaded the document. Two proposals were received (refer to Attachment 1) by the stipulated closing date and time. Both 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 Finance and Technology Department and Planning & Infrastructure Services. Municipality of Clarington Report FSD-003-24 Page 3 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 and 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, both 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 a contract for the noted work to the highest -ranked proponent, Hemson Consulting Ltd. 2.9 Hemson Consulting Ltd has provided services to the Municipality in the past with satisfactory results. 3. Financial Considerations 3.1 The funding required for this project is $135,348.72 (Net HST Rebate) be approved and funded from the following account: Description Account Number Amount General Corporate Professional Fees 100-21-211-00000-7161 $135,349 4. Concurrence This report has been reviewed by the Deputy CAO, Planning & Infrastructure Services who concurs with the recommendations. Municipality of Clarington Report FSD-003-24 5. Conclusion Page 4 It is respectfully recommended that Hemson Consulting Ltd, be awarded the contract for Consulting Services to complete the DC Background Study, CBC Strategy, and Draft By-Law's as per the terms and conditions of RFP2023-7. 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-003-24 Attachment 1 to Report LLL-NNN-YY - Bid Summary Municipality of Clarington RFP2023-7 — DC & CBC Background Study and Draft By-Law(s) Bid Summary Bidder 11 Hemson Consulting Ltd. * 11 Watson & Associates Economists Ltd. * Note: * Denotes Proponents who were shortlisted.