Loading...
HomeMy WebLinkAboutFSD-010-25Staff 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: March 3, 2025 Report Number: FSD-010-25 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: RFP2024-9 Report Subject: Consulting Services for the Downtown Newcastle Streetscape Improvements Recommendations: 1.That Report FSD-010-25, and any related delegations or communication items, be received; 2.That the proposal received from Brook McIlroy, being the highest scoring proponent meeting all terms, conditions and specifications of RFP2024 -9 be awarded the contract for the provision of Consulting Services for the Downtown Newcastle Streetscape Improvements; 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-010-25, and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-010-25 Report Overview To request authorization to award RFP2024-9 to award to Brook McIlory. 1. Background 1.1 The Municipality of Clarington (Municipality) requires the assistance of a qualified firm for the provision of consulting services for the streetscape improvements for downtown Newcastle. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the Downtown Newcastle Streetscape improvements. 1.3 RFP2024-9 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 November 26, 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 Twenty-two companies downloaded the document, and four proposals were received (refer to Attachment 1) by the stipulated closing date and time. All four proposals received were reviewed and determined to have met the mandatory items as contained within the RFP. The Proposals 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. 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; Municipality of Clarington Page 3 Report FSD-010-25 • 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 80 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, Brook McIlory. 2.9 Brook McIlory has completed work for the Municipality in the past and reference check s were completed and came back satisfactory. 3. Financial Considerations 3.1 This project was broken down into two stages for pricing purposes: 3.1.1. The first stage will include the design and approvals as well the preparation of the tender documents and tendering phase. This portion of the work was quoted as $508,398.85 (Net HST Rebate). 3.1.2. The second stage was provisional and included the Inspection and Contract administration services required during the execution of the work required. The Municipality will not be including this portion of the of the work in the award 3.2 The funding required for this contract award is up to $508,398.85 (Net HST Rebate). The project will be funded from the following accounts , which are in the approved 2024 budget: Description Account Number Amount Newcastle Streetscape Improvements - Capital 110-50-338-83436-7401 $466,467.88 Municipality of Clarington Page 4 Report FSD-010-25 Newcastle Streetscape Improvements – Region 110-50-338-83436-7402 $41,930.97 4. Strategic Plan 4.1 C.1.4: Proactively address traffic management, walkability, livability, and connectivity. 4.2 G.1.2: Continue to support business and industry to thrive. Specifically, action to develop a long-term vision for historic downtowns. 5. Climate Change Not Applicable. 6. Concurrence This report has been reviewed by the Deputy CAO, Planning and Infrastructure Services who concurs with the recommendations. 7. Conclusion It is respectfully recommended that Brook McIlory, being the highest scoring proponent meeting all terms, conditions and specifications of RFP2024 -9 be awarded the contract for the provision of Consulting Services for the Downtown Newcastle Streetscape Improvements. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or mchong@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-010-25 Attachment 1 - Summary of Proposals Received Municipality of Clarington RFP2024-9– Consulting Services for the Downtown Newcastle Streetscape Improvements Summary of Proposals Received Bidder Brook McIlory * Henry Kortekaas & Associates Inc.* Concept Dash Inc. Cosburn Giberson Landscape Architects Note: Bidders marked with “*” were shortlisted.