Loading...
HomeMy WebLinkAboutCOD-002-15 ClafiffgtOR Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 2, 2015 Report Number: COD-002-15 Resolution: -°� File Number: RFP2014-16 By-law Number: Report Subject: Priority Green Clarington - Green Development Standards, Guidelines and Incentives Recommendations: 1. That Report COD-002-15 be received; 2. That the proposal received from Macaulay Shiomi Howson Limited and BrookMcllroy being the highest ranked proponent meeting all terms, conditions and specifications of Request for Proposal RFP2014-16 be awarded the contract for the Green Development Standards, Guidelines and Incentives with a bid amount of $67,853.57 (net H.S.T. Rebate); 3. That the funds required in the amount of$67,853.57 be drawn from account #100-50-X- 10542-7520 relating to Priority Green Clarington; and 4. That all interested parties listed in Report COD-002-15 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-002-15 Page 2 Report Overview To request authorization from Council to award the contract for the Green Development Standards, Guidelines and Incentives. 1 . Background As of component of the Priority Green Clarington project, Request for Proposal #RFP2014-16 was issued for provision of Green Development Standards, Guidelines and Incentives as per specifications provided by the Municipality of Clarington's Planning Services Department. The Request for Proposal (RFP) was advertised electronically on the Municipality's website as well as on the Ontario Public Buyers Association's (OPBA) website. A total of twenty-three (23) firms obtained the bid document. Four (4) submissions were received in response to the request for proposal and were all deemed compliant. 2. Green Development Standards, Guidelines and Incentives The RFP was structured as a "two-envelope" model with each submission including a detailed Technical Proposal (Envelope 1) and a sealed separate envelope with a Pricing Proposal (Envelope 2). The selection process stipulated that the envelopes containing the pricing information would not be opened until the evaluation of the Technical Proposals had been completed. As stipulated within the proposal document, proponents were evaluated based on the following criteria: • Experience of Firm • Firm's Experience with green development standards, guidelines and incentives • Qualifications of Project Team and Key Personnel assigned to the project • Project Approach and Methodology • Compliance & Completeness • Pricing/Cost. In addition to the above evaluation criteria the Request for Proposal documents stipulated that, the vendor selection would be made on the basis of the written proposal, reference checks and an interview if required. All submissions received were reviewed by the Municipality's evaluation team consisting of staff from the Planning Services Department, Engineering Services Department and Corporate Services Department. Municipality of Clarington Report COD-002-15 Page 3 The evaluation committee reviewed and scored the proposals in accordance with the established evaluation criteria and based on the evaluation rankings, three firms met the evaluation threshold and were shortlisted to move forward in the process. A primary concern for the evaluation committee was that the firm understood the scope of work requirements as they pertained to Sustainability and Green Development Standards as well as the firm's experience with similar projects. Upon completion of the shortlisting process, references were verified on the short-listed firms. The highest ranked firm was invited to make a presentation to the evaluation committee. This provided the committee with an opportunity to seek clarification in regards to the submission, to meet the proposed team of Macaulay Shiomi Howson Limited and BrookMcllroy and to confirm that they had a strong understanding of the project. The presentation was scored by the evaluation committee based on the firm's Ability to Communicate; Overall Impression/Presentation; Attention to Concerns/Questions and Ability to Understand Requirements and Identify Practical Solutions. 3. Financial/Budget Funding The Proposal submitted by Macaulay Shiomi Howson Limited and BrookMcllroy was in the amount of $ $67,853.57 (net of H.S.T. Rebate). Funding will be drawn from the Priority Green Clarington account (account# 100-50-x-10542-7520). The Priority Green Clarington initiative is made possible through a combination of funding from multiple levels of government. This includes funding support from the Government of Ontario through the Showcasing Water Innovation program, and the Green Municipal Fund, a fund financed by the Government of Canada and administered by the Federation of Canadian Municipalities, in addition to municipal funding as presented to Municipal Council in Report PSD-007-12 and subsequently approved by Council Resolution GPA- 025-12. 4. Concurrence This report has been reviewed by David Crome, Director of Planning Services, who concurs with the recommendations. The report will advance the policies of the Clarington Official Plan and the recommendations of the Clarington Sustainability Advisory Committee presented to Council last year. 5. Conclusion It is respectfully recommended that Macaulay Shiomi Howson Limited and BrookMcllroy being the highest ranked proposal be awarded the contract for the Green Development Standards, Guidelines and Incentives. Municipality of Clarington Report COD-002-15 Page 4 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: u� Reviewed by: Mine Marano, H.B.Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — RFP2014-16 Green Development Standards, Guidelines and Incentives List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm Attachment 1 to Municipality of Clarington Report COD-002-15 RFP2014-16 GREEN DEVELOPMENT STANDARDS, GUIDELINES AND INCENTIVES Proposals were received from the following Firms: Macaulay Shiomi Howson Ltd - BrookMcllroy Dillon Consulting Halsall Mott MacDonald Canada Ltd —The Planning Partnership