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HomeMy WebLinkAboutFSD-044-24 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: November 4, 2024 Report Number: FSD-044-24 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: RFP2024-11 Report Subject: SBRC Skating Trail Refrigeration Equipment Recommendations: 1. That Report FSD-044-24, be received; 2. That the proposal received from Cimco Refrigeration, being the most responsive bidder meeting all terms and conditions and specifications of RFP2024-11 be awarded the contract for the Skating Trail Refrigeration Equipment as part of the South Bowmanville Recreation Complex (SBRC). The scope of work will include assisting the Prime Architect, MJMA with full design/engineering, assistance in preparing tender ready specifications, and drawings; 3. That the total funds required for this project in the amount of $1,471,042.56 (Net HST Rebate) be funded from the approved budget; and 4. That all interested parties listed in Report FSD-044-24, and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-044-24 Report Overview To request approval to award RFP2024-11 to the most responsive proponent to provide design and installation of the South Bowmanville Recreation Centre Skating Trail. 1. Background 1.1 The Municipality of Clarington (Municipality), Project Manager Colliers Project Leaders (Colliers) and Prime Architect MacLennan Jaunkalns Miller Architects Ltd (MJMA) requires the assistance of a qualified manufacturing firm for the provision of the skating trail refrigeration equipment to be included as part of the South Bowmanville Recreation Centre (SBRC). 1.2 A Request for Proposal (RFP) was drafted with the assistance of Colliers and MJMA to allow the Municipality to select a qualified refrigeration equipment manufacturer for design and installation at the SBRC. 1.3 RFP2024-11 was issued by the Procurement 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 October 7, 2024. 2.2 The RFP stipulated, among other things, that the proponents were to provide a description of the Firm’s 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 Two companies downloaded the document, and one proposal was received (refer to Attachment 1) by the stipulated closing date and time. The proposal received complied with Phase 1 - Mandatory submission requirements and were distributed to the evaluation committee for review, evaluation, and scoring. 2.4 The technical proposal was 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 Community Services Division, Colliers and MJMA. 2.5 The evaluation committee met to review and agree upon the overall score for the proposal. Some of the areas on which the submission was evaluated are as follows: Municipality of Clarington Page 3 Report FSD-044-24 • 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, and deliverables showing an estimated overall timeline of the project. 2.6 Upon completion of the evaluation, the submission 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 proponent would not be required. 2.7 The pricing envelope was opened and evaluated as stipulated in the RFP document. 2.8 The RFP was structured to award using a two-stage approach for the design and construction of the skating trail at the SBRC. 2.9 The Municipality with assistance from Colliers and MJMA will be responsible for the first stage of the project which includes design, and specification development. The second stage costs will be identified as a cash allowance in the facility construction tender documents and will be assumed by the successful General Contractor. 2.10 Upon completion of the evaluation scoring, the recommendation is to award the contract for this work to the highest ranked proponent, Cimco Refrigeration. 2.11 Cimco has provided similar work in the past including the recent renovations to the Newcastle Memorial Arena, Orono Arena, Garnet B. Rickard Recreation Complex, South Courtice Arena and is currently working under Gerr Construction installing the outdoor rink at the Courtice Community Complex. Previous services provided have been found to be satisfactory. 3. Financial Considerations 3.1 The funding required for this project is $1,471,042.56 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount South Bowmanville Rec Centre 110-42-421-84312-7401 $1,471,043 Municipality of Clarington Page 4 Report FSD-044-24 3.2 The Proponent provided pricing for the two stages as noted in item 2.8 above. The fees are allocated between the stages as follows: Stage 1 – Lump Sum for design and shop drawings $135,341 Total net HST rebate Stage 2 – Lump Sum for fabrication and installation $1,335,702 Total net HST rebate 3.3 Stage 1 is related to the design and shop drawing development phase of the project. Stage 2 is related to the fabrication and installation and will be identified as a cash allowance in the facility construction tender documents and will be assumed by the successful General Contractor. 4. Strategic Plan This report supports the actions necessary to complete C.4.3 “Design and construct outdoor skating amenities.” Specifically, action C.4.3.2 states that the Municipality will Integrate an outdoor ice-skating amenity in design plan for South Bowmanville Recreation Centre. 5. Climate Change The design of the recreation centre incorporates the following measures: energy efficiency, incorporating sustainable materials where feasible which lowers the overall environmental impact of the building. 6. Concurrence This report has been reviewed by the Deputy CAO of Public Services who concurs with the recommendations. 7. Conclusion It is respectfully recommended that Cimco Refrigeration be awarded the contract for the design, and installation of the skating trail refrigeration equipment at the South Bowmanville Recreation Centre. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Municipality of Clarington Page 5 Report FSD-044-24 Attachments: Attachment 1 - Summary of Proposals Received Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 6 Report FSD-044-24 Attachment 1 - Summary of Proposals Received Municipality of Clarington RFP2024-11 – SBRC Skating Trail Refrigeration Equipment Proposals Received Bidder Cimco Refrigeration