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Home My WebLink AboutFSD-040-24 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: October 7, 2024 Report Number: FSD-040-24 Authored by: Mandy Chong, Manager, Procurement Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: RFP2024-6 Report Subject: Green Development Framework – Update and Program Implementation Recommendations: 1. That Report FSD-040-24, and any related delegations or communication items, be received; 2. That the proposal received from The Urban Equation Corporation, the second highest scoring proponent meeting all terms, conditions and specifications of RFP2024-6 be awarded the contract for the provision of Green Development Framework – Update and Program Implementation. 3. That the funds required to complete this project be funded from the approved budget; and 4. That all interested parties listed in Report FSD-040-24, and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-040-24 Report Overview To request authorization to cancel the award to Delphi and seek approval to award to Urban Equation Corporation. 1. Background 1.1 The Municipality of Clarington (Municipality) requires the assistance of a qualified firm for the provision of consulting services for the update and program implementation for the Green Development Framework. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the Green Development Framework was issued and the evaluation completed in accordance with the RFP process. 1.3 Approval to award to Delphi Group was sought in Procurement Services Report P S- 008-24 and reported to Council in Report FSD- 037-24. 2. Analysis 2.1 Award notification was sent to Delphi Group. Upon receipt of the award notification, Delphi Group reached out to advise the Municipality that the project lead that they proposed for this project had resigned and therefore, they were unable to accept the contract for this project. 2.2 Based on Delphi Group not being able to proceed with the project, the recommendation is to award to the second highest scoring proponent Urban Equation Corporation. 2.3 The Urban Equation Corporation has not worked with the Municipality; therefore, reference checks are being completed and will be provided to the Evaluation Committee The award will be subject to Urban Equation Corporation references being deemed to be satisfactory. 3. Financial Considerations 3.1 The funding required for this contract award is up to $166,535.33 (Net HST Rebate) including disbursements of $3,052.80 (Net HST Rebate). The project will be funded from the following accounts, which are in the approved 2024 budget: Description Account Number Amount Public Services – Climate Change – Prof Fees 100-15-130-10519-7161 $190,861 Municipality of Clarington Page 3 Report FSD-040-24 4. Strategic Plan 4.1 This project supports Strategic Plan Priority G.4.1 – Design and implement Priority Green Standards for all new development. 5. Climate Change 5.1 Green Development Frameworks are standards that set minimum energy efficiency or emissions performance requirements for new developments. They are designed to reduce energy consumption and greenhouse gas (GHG) emissions in the building sector, which is a major contributor to climate change . The Framework will also include measures to enhance the climate resilience of b uildings ensuring they are better able to adapt to the impacts of climate change. 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services who concurs with the recommendations. 7. Conclusion It is respectfully recommended that Urban Equation Corporation, being the second highest scoring proponent meeting all terms, conditions and specifications of RFP2024 - 6 be awarded the contract for the provision of Green Development Framework – Update and Program Implementation. Staff Contact: Mandy Chong, Manager of Procurement, 905-623-3379 Ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – PS-008-24 Interested Parties: List of Interested Parties available from Department. Report Procurement Division If this information is required in an alternate access ible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-008-24 Meeting Date: December 31, 2020 Report Date: August 8, 2019 Submitted By: Mandy Chong, Manager, Procurement Reviewed By: Mary-Anne Dempster, CAO File Number: RFP2024-6 Report Subject: Green Development Framework – Update and Program Implementation – Summer Recess Report (Purchasing By-Law 2021-077 S.61) Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That the proposal received from The Delphi Group, the highest scoring proponent meeting all terms, conditions and specifications of RFP2024-6 be awarded the contract for the provision of Green Development Framework – Update and Program Implementation. 2.That the funds required to complete this project be funded from the approved budget. Attachment 1 to Report FSD-040-24 Municipality of Clarington Page 2 Report Procurement Division-008-24 1. Background 1.1 The Municipality of Clarington (Municipality) requires the assistance of a qualified firm for the provision of consulting services for the update and program implementation for the Green Development Framework. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the Green Development Framework . 1.3 RFP2024-6 was issued by the Procurement Division and advertised electronically on the Municipality’s website. The RFP was structured on a two-envelope system with price being an evaluated factor. 1.4 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By-Law #2021-077, Part 2 Section 61, Council Recess Procedures. 2. Analysis 2.1 The RFP closed June 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 an understanding of the Municipality’s requirements. 2.3 Twenty companies downloaded the document. Four 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 Public Services Department as well as Planning and Infrastructure Services . 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; Attachment 1 to Report FSD-040-24 Municipality of Clarington Page 3 Report Procurement Division-008-24 • 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 passing 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 of the short-listed firms were opened and evaluated as stipulated within 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, The Delphi Group. 2.9 The Delphi Group has not worked with the Municipality; therefore, reference checks were completed and provided to the Evaluation Committee The Delphi Group references were deemed to be satisfactory. 2.10 MJMA Architecture & Design is currently working with the Municipality on the South Bowmanville Recreation Complex therefore no reference checks were completed for MJMA. 3. Financial Considerations 3.1 The funding required for this contract award is up to $190,861.06 (Net HST Rebate) including disbursements of $2,035.20 (Net HST Rebate). The project will be funded from the following accounts which are in the approved 2024 budget: Description Account Number Amount Public Services – Climate Change – Prof Fees 100-15-130-10519-7161 $190,861 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 to Report FSD-040-24 Municipality of Clarington Page 4 Report Procurement Division-008-24 Attachment 1 – Summary of Proposals Received Municipality of Clarington RFP2024-6– Green Development Framework - Update and Program Implementation Proposals Received Bidder Asset Strategy Inc. 163904 Canada Inc. o/a The Delphi Group * Fotenn Consultants Inc. * Urban Equation Company * Note: * Denotes Proponents who were shortlisted Attachment 1 to Report FSD-040-24