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HomeMy WebLinkAboutCOD-021-15 Clar-ington 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 Government Committee Date of Meeting: September 28, 2015 Report Number: COD-021-15 Resolution: G(D-05G t5 File Number: RFP2015-9 By-law Number: Report Subject: Lease of Baseline Community Centre Recommendations: It is respectfully recommended that the General Government Committee recommend to Council the following: 1. That Report COD-021-15 be received; 2. That approval be granted for the Municipality to enter into a lease agreement with Community Living Oshawa / Clarington in a form acceptable to the Municipal Solicitor, being the only proposal received and meeting all terms, conditions and specifications of Request for Proposal 2015-9 for the space at the Baseline Community Centre, 2444 Baseline Road, Bowmanville in an amount of$5,070.67 plus H.S.T. per year for a five year period commencing on April 1, 2016 and subject to a yearly rate increase based on the Consumer Price Index, All Items, Ontario (previous month), including the option to extend for a further 5 years pending a satisfactory performance evaluation and Council's approval; and 3. That the Mayor and the Clerk be authorized to execute the lease agreements with the Community Living Oshawa / Clarington. Municipality of Clarington Report COD-021-15 Page 2 Report Overview To request authorization from Council to enter into a lease agreement for the lease of Baseline Community Centre. 1. Background Request for Proposal 2015-9 was issued for interested parties to submit proposals for the lease of approximately 4,593 square feet of space at the Baseline Community Centre, 2444 Baseline Road, Bowmanville, Ontario as per the terms of reference provided by the Municipality of Clarington's Operations Department. The Request for Proposal (RFP) was advertised electronically on the Municipality's website as well as on the Ontario Public Buyers Association's website. One (1) company downloaded the RFP document. One (1) submission was received in response to the RFP and was deemed compliant. 2. Analysis 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 RFP document, proponents were evaluated based on the following criteria: • Type and History of Firm • Firm's Knowledge of Clarington and Durham Region • Understanding of the RFP and Proposed Solution • Identification of Accessibility design, Features and Criteria • Compliance & Completeness • Costing/Pricing In addition to the above evaluation criteria, the RFP documents stipulated that the vendor selection would be made on the basis of reference checks and a presentation if required. The RFP document further stated that St Mary's Cement Inc. has the right to use and occupy a portion (electrical room at the south east end of the building) of the Baseline Community Centre in connection with the installation, operation and maintenance of a seismograph. Municipality of Clarington Report COD-021-15 Page 3 As a requirement of the lease arrangements the successful proponent (Lessee) will be responsible for the following: • The cost of all utilities will be the responsibility of the Lessee • The cost of the disposal of garbage will be the responsibility of the Lessee • Disposal of Hazardous Materials, including bio-medical wastes will be the responsibility of the Lessee • Parking available on site and will be included in the cost • All Municipal and Regional Property Taxes and Educational Levies (where applicable) will be the responsibility of the Lessee and will be payable to the Municipality when due • The cost of all leasehold improvements will be the responsibility of the Lessee, however, all proposed leasehold improvements will require prior approval by the Director of Operations or his designate • The cost of telephone service and all associated wiring costs for telephone will be at the Lessee's expense The only submission received was reviewed by the Municipality's evaluation team consisting of staff from the Operations Department, Finance Department and the Purchasing Division. The evaluation committee reviewed and scored the proposal in accordance with the established evaluation criteria and based on the evaluation ranking, Community Living Oshawa / Clarington met the evaluation threshold and was shortlisted to move forward in the process. A primary concern for the evaluation committee was that the firm understood the scope of work requirements and that the firm's principles align with those of the Municipality. It was mutually agreed that a reference check was not necessary as Community Living Oshawa / Clarington is presently in a lease arrangement with the Municipality. It was also agreed that a presentation was not necessary, however, the evaluation committee opted to invite members of the Community Living Oshawa / Clarington team to a pre-award meeting to discuss potential partnerships with other organizations. Community Living Oshawa / Clarington advised that they are willing, where feasible, to explore potential partnerships with other organizations and work with and develop strategic alliances that will be beneficial to their program and to the community. It should be noted that entering into a lease arrangement is addressed under By-law 2011-11 and gives the CAO or designate the authority to enter into a lease agreement if the consideration does not exceed $10,000. Because the consideration for the leasehold interest in this case is over the $10,000 threshold, Council's approval is required. Municipality of Clarington Report COD-021-15 Page 4 3. Financial/Budget Funding There is no financial impact as a result of this lease arrangement. 4. Concurrence This report has been reviewed by Fred Horvath, Director of Operations, Nancy Taylor, Director of Finance/Treasurer and Andrew Allison, Municipal Solicitor who concur with the recommendations. 5. Conclusion It is respectfully recommended that approval be granted for the Municipality to enter into a lease agreement with Community Living Oshawa / Clarington in a form acceptable to the Municipal Solicitor, being the only proposal received and meeting all terms, conditions and specifications of RFP2015-9 for the space at the Baseline Community Centre. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie 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: Summary of Submissions Received There are no interested parties to be notified of Council's decision. MM/DF/ Attachment 1 to Municipality of Clarington Report COD-021-15 RFP2015-9 Lease of Baseline Community Centre Proposals were received from the following Firms: Community Living Oshawa / Clarington