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HomeMy WebLinkAboutFSD-031-24Staff 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 June 3, 2024 Report Number: FSD-031-24 Sandra McKee Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Mary-Anne Dempster, CAO By-law Number: RFP2024-5 Date of Meeting: Authored by: Submitted By: Reviewed By: File Number: Report Subject: Contract Administration and Construction Inspection Services for the High Street and O'Dell Street Reconstruction Recommendations: 1.That Report FSD-031-24, and any related delegations or communication items, be received; 2.That the proposal received from AECOM Canada Ltd. being the highest-ranked proponent meeting all terms, conditions and specifications of RFP2024-5 be awarded the contract for the provision of Engineering Services for Contract Administration and Construction Inspection Services for the High Street and O'Dell Street Reconstruction; 3.That the funds required for this project in the amount of $98,687.87 (Net HST Rebate) be funded from the approved budget; and 4.That all interested parties listed in Report FSD-031-24, and any delegations be advised of Council’s decision. Resolution Number: GG-105-24 Municipality of Clarington Page 2 Report FSD-031-24 Report Overview To request approval to award RFP2024-5 to the highest-ranked proponent to provide Contract Administration and Inspection Services for the High Street and O’Dell Street Reconstruction. 1. Background 1.1 The Municipality of Clarington requires the assistance of a qualified firm to provide Contract Administration and Inspection Services for the High Street and O’Dell Street Reconstruction. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Engineering Services Consultant with the skills, resources, and experience necessary to provide contract administration and inspection services for the High Street and O’Dell Street Reconstruction. 1.3 RFP2024-5 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. The RFP was structured on a two-envelope system with price being an evaluated factor. 2. Analysis 2.1 The RFP closed May 6, 2024. 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 their understanding of the Municipality’s requirements. 2.3 Fifteen companies downloaded the document, and seven proposals were received (refer to Attachment 1) by the stipulated closing date and time. One proposal received was deemed non-compliant. Six 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 Planning and Infrastructure Services Department. Municipality of Clarington Page 3 Report FSD-031-24 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;  The qualifications and experience record of the Contract Administrator and Site Inspector to be utilized on the project.  A proposed work plan indicating the project method, schedule, Time-Task Matrix showing an estimated overall timeline of the project. 2.6 Upon completion of the evaluation, two submissions met the established passing threshold of 85 percent for Phase 2 - Technical Submission and moved to Phase 3 - Pricing. The evaluation committee determined that the optional presentation from the short-listed proponents would not be required. 2.7 The pricing envelopes for the short-listed proponents were opened and evaluated as stipulated in the RFP document. 2.8 Upon completion of the evaluation scoring, the recommendation is to award the contract for this work to the highest-ranked proponent, AECOM Canada Ltd. 2.9 AECOM Canada Ltd. has completed work for the Municipality in the past and as such a reference check was not required. 3. Financial Considerations 3.1 As per a standing agreement between the Municipality and the Region of Durham, the Region of Durham will pay an additional 10.0% on top of the as tendered construction value of works under their cost responsibility as a contribution for contract administration, inspection, and material testing works. 3.2 The funding required for this contract award is up to $98,687.87 (Net HST Rebate) and will be funded from the following account: Description Account Number Amount High Street and Odell Street Reconstruction 110-50-330-83332-7401 $15,081 High Street & O'Dell Street Reconstruction - Region Recovery 110-50-330-83332-7402 83,607 Municipality of Clarington Page 4 Report FSD-031-24 4. Strategic Plan Not applicable. 5. Concurrence This report has been reviewed by the Deputy CAO, Planning and Infrastructure Services who concurs with the recommendations. 6. Conclusion It is respectfully recommended that AECOM Canada Ltd. be awarded the contract for the provision of Contract Administration and Inspection Services for the High Street and O’Dell Street Reconstruction. Staff Contact: Sandra McKee, Acting Purchasing Manager, 905-623-3379-Ext 2210 or smckee@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-031-24 Attachment 1 - Summary of Proposals Received Municipality of Clarington RFP2024-5–Contract Administration and Construction Inspection Services for High Street and O'Dell Street Reconstruction Summary of Proposals Received Bidder AECOM Canada Ltd.* CIMA Canada Inc.* Concept Dash Inc.** EnVision Canada Inc. HiBridge Engineering Inc. Noveen Engineering Inc. Remy Consulting Engineers Ltd. Note: Bidders marked with “*” were shortlisted. Bidders marked with "**" were non-compliant.