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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
March 7, 2005
Report #:
COD-010-05
File #
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By-law #
Subject:
Request for Proposal RFP2005-4 - Newcastle Village Facility Study
Recommendations:
It is respectfully recommended that the General Purpose and Administrative Committee recommend to
Council the following:
1. THAT Report COD-010-05 be received;
2. THAT the proposal received from Monteith Brown Planning Consultants, London, Ontario being
the most responsive bidder meeting all terms, conditions and specifications of Request for
Proposal RFP2005-4 be awarded the contract for the provision of a Facility Study for the Village
of Newcastle at an estimated cost of $39,182.50 plus GST; and
3. THAT the funds in the amount of $39,182.50 plus GST, allocated in the draft 2005 current
budget, be drawn from the Community Services Department Consulting Account # 100-42-130-
10085-7160 (no tax levy impact), FORTHWITH.
Submitted by:
Reviewed b,i~J,I (Pi-I.. f2-! 01.
Franklin Wu,
Chief Administrative Officer
seph Caruana,
Director of Communi
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COD-010-05
Page 2
BACKGROUND AND COMMENT
A request for proposal was publicly advertised and issued with bid documents being
issued to forty-four firms. The following is a tabulation of bids submitted:
dmA Planning & Management Services
$35,405.00
Barry Bryan Associates
Whitby, Ontario
Monteith Brown Planning Consultants
London, Ontario
$34,780.00
$39,182.50
Representatives from the Community Services Department and Purchasing reviewed
and scored each proposal based on the following criteria:
>- Previous Experience
>- Previous Team Experience
>- Experience of Key Personnel
>- Price
>- Working knowledge in Clarington and Durham Region
>- Ability to Complete the Project on Schedule
>- Completeness of Proposal
>- Approach to methodology of project delivery
As per the request for proposal document, the consultant selection would be made on
the basis of the written proposal and a potential interview.
Upon completion of the document review by the selection committee, two firms,
Monteith Brown Planning Consultants and dmA Planning and Management Services
were selected for an interview.
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COD-010-05
Page 3
The scores were then compiled with the proposal from Monteith Brown Planning
Consultants receiving the highest score. Monteith Brown provided the most
comprehensive proposal overall, which includes the following services:
);> Meetings and interviews with staff and key providers, workshops with
stakeholders
);> Socia-Demographic Profile
);> Trends Analysis
);> Public Stakeholder Meetings
);> Facility Needs Assessment
);> Partnership Framework
);> Facility and Program Identification
);> Investigation of Appropriate Building Systems
);> Capital and Operating Cost Analysis
);> Final Report and Presentation
Staff was impressed with the coverage of the proposed services and the proponents'
experience with similar projects. These include the Aquatic Needs Assessment Study
for the City of Guelph, Feasibility Study for the Cookstown Branch Library, Innisfil plus
many sports and recreation facilities and parks studies and master plans.
This project is allocated in the 2005 Budget and this amount will be funded from the
Development Charges (73.9%) and the Professional Fees Reserve (26.1 %) and,
therefore, has no tax levy impact.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc.
can be directed to the Director of Community Services.
Although there was significant interest in the document, this interest was related to a
perception that there may be a facility design aspect to this proposal. This was not the
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COD-010-05
Page 4
case, however, and as a result only three responses were received. For clarification,
there are only a few firms in the consulting field that specialize in facility studies.
It is therefore recommended that the proposal received from Monteith Brown Planning
Consultants to provide the Recreation Facility Study for the Village of Newcastle, be
accepted.
Due to the urgent nature of this project, forthwith approval is requested to ensure that
the final report and presentation is completed by the end of June, 2005. Provided this
project commences on March 8, 2005, the completion date of June 27, 2005 is
achievable.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET. BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-6506
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