HomeMy WebLinkAboutCOD-006-14 Clarhigton REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 5, 2014 Resolution#: /94'-330-*By-law#: N/A
Report#: COD-006-14 File#:
Subject: RFP2014-2 ENGINEERING SERVICES FOR HVAC RETRO-FIT &
LIGHTING SYSTEM DESIGN
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-006-14 be received;
2. THAT the proposal received from MAT 4Site Engineers Limited, Toronto, Ontario
being the most responsive bidder meeting all terms, conditions and specifications
of Request for Proposal RFP2014-2 be awarded the contract for Engineering
Services for HVAC Retro-Fit & Lighting System Design with a bid amount of
$44,265.60 (net of H.S.T. Rebate);
3. THAT funding be provided from account 110-16-130-81613-7401 Mechanical
and Electrical Consultant for the Energy Efficiency Upgrades to the HVAC and
Lighting Systems at the Municipal Administrative Centre and Main Branch
Library.
Submitted by: C ' � Reviewed by: l-'l y—
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services 4 Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-006-14 PAGE 2
1. BACKGROUND
1.1 Request for Proposal #RFP2014-2 was issued for engineering services for HVAC
retro-fit and lighting system design for the Municipal Administrative Centre.
1.2 The Request for Proposal was advertised electronically on the municipal website
and the Ontario Public Buyers Association (OPBA) website.
1.3 A total of twenty-seven (27) consultants obtained the bid document. A total of
eleven (11) submissions were received in response to the request for proposal
and all bids were deemed compliant.
1.4 As stipulated in the proposal documents, proponents were evaluated based on
the following criteria:
• Compliance & Completeness;
• Consultant Proposal Details;
• References; and
• Pricing/Cost.
1.5 As per the Request for Proposal documents, the vendor selection would be made
on the basis of the written proposal, reference checks and an interview.
1.6 All submissions received were reviewed by the Municipality's evaluation team
consisting of staff from the Operations Department and Corporate Services
Department.
2. ANALYSIS
2.1 The evaluation committee reviewed the documents and scored the proposals in
accordance with the evaluation criteria. References were checked for the top
three scoring proposals. Based on their ratings, the committee selected MAT
4Site Engineers Limited, Toronto, Ontario, Morrison Hershfield, Toronto, Ontario,
and Virtual Engineers, Markham, Ontario for an interview.
2.2 Upon completion of the bid submission evaluation the references of the three
high ranking firms were checked. The references were satisfactory for all three
short-listed consultants.
2.3 The primary concern for the evaluation committee was that the consultant
understood the scope of work requirements and had design and implementation
experience with similar projects.
REPORT NO.: COD-006-14 PAGE 3
2.4 The proposals ranged in price from $29,947.97 up to $140,428.80. The bid
results are outlined as per Attachment 1.
2.5 The highest ranked consultant with respect to the bid submission and interview
was MAT 4Site Engineers Limited.
2.6 Therefore, the committee's recommendation is to award the contract to the
overall highest ranked firm MAT 4Site Engineers Limited, Toronto, Ontario.
3. COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations and Director of Corporate Services.
4. FINANCIAL
4.1 The Proposal submitted by the subject firm was in the amount of $44,265.60 (net
of H.S.T. Rebate) and the funding will come from Account 110-16-130-81613-
7401 Mechanical and Electrical Consultant for the Energy Efficiency Upgrades to
the HVAC and Lighting Systems at the Municipal Administrative Centre and Main
Branch Library.
5. CONCURRENCE
5.1 This report has been reviewed by Fred Horvath, Director of Operations and
Marie Marano, Director of Corporate Services who concur with the
recommendation.
6. CONCLUSION
6.1 To award the contract to provide consulting services to MAT 4Site Engineers
Limited, Toronto, Ontario, being the highest ranked proposal meeting all terms,
conditions and specifications of the Request for Proposal RFP2014-2 Engineering
Services for HVAC Retro-Fit & Lighting System Design
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Brigitta Harris, Buyer 1
Attachments:
Attachment 1 - Bid Tabulation
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
Report COD-006-14
THE MUNICIPALITY OF CLARINGTON
BID TABULATION
BIDDER Proposal Cost Proposal Cost
(H.S.T. Included) (Net of H.S.T. Rebate)
*MAT 4Site Engineers Limited $49,155.00 $44,265.60
Toronto, ON
*Morrison Hershfield $52,997.00 $47,725.44
Toronto, ON
*Virtual Engineers $41,762.54 $37,608.46
Markham, Ontario
Ameresco Consulting Inc. $35,595.00 $32,054.40
Burlington, ON
CCI Group $83,690.63 $75,366.00
Concord Inc
Dialog Ontario Inc. $105,400.75 $94,916.64
Toronto, ON
Exergy Associates Limited $33,255.90 $29,947.97
Burlington, ON
M&E Engineering $155,940.00 $140,428.80
Vaughan, ON
Moon-Matz Limited $42,781.80 $38,526.34
Mississauga, ON
Pact Engineering Inc. $44,183.00 $39,788.76
Concord, ON
URS Canada Inc. $108,546.13 $97,749.15
Richmond Hill, ON
*top three rank proposals, consultants interviewed