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Home My WebLink AboutCOD-011-02 . . Clwil1gton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 4, 2002 ) File #1.Ji (-1':-- "" /1.-'1 -, 'I' if , .'/ .' Report #: COD-011-02 By-law # -2--:, , / - --, ~-~-'''; Subject: RFP2001-12, FIRE MASTER PLAN, CONSULTING SERVICES Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-011-02 be received; 2. THAT Dillon Consulting Limited, Toronto, Ontario with a total bid (including disbursements) in the amount of $68,800.00 + GST, being the lowest responsible bidder meeting all terms, conditions and specifications of RFP 2001-12 be awarded the contract for the Fire Master Plan, Consulting Services; 3. THAT the total funds required be drawn from account # 7102-00001-0247, and 4. THAT the attached By-law, marked Schedule "B" authorizing the Mayor and Clerk to execute the agreement be approved, Submitted by: arie Marano, H's,Sc" C,M.O, Director of Corporate Services Reviewed b0 ~~ Franklin Wu, Chief Administrative Officer , J ) ._~~L,,,-- --- Ik iU(~C-<?t)J<'1 Mi hael Creighton, A.M,t.T., C.M.M.II Director of Emergency Services I Fire Chief MMILABIMClkm 1206 REPORT NO.: COO-011-o2 PAGE 2 BACKGROUND AND COMMENT A Request for Proposal was issued with eleven (11) firms being invited to submit on providing the consulting services for the preparation of a Master Fire Plan, Subsequently, seven (7) proposals were submitted and tabulated as per Schedule "A" attached, The scope of the project is to review the operations of the fire department and set key objectives, It will look at the next 20 year time frame and identify immediate needs as well as those required in the 5 to 10 year and 10 to 20 year time frames and in which specific geographic area. It will look at all areas including but not limited to staffing, station locations, construction, vehicles and apparatus [new and replacement], equipment, training and computerization as well as the issues of existing municipal By-laws, (Including: Municipality of Clarington, Regional Municipality of Durham Official Plans) mutual aid and automatic aid agreements with neighbouring municipalities. The Master Plan will include a recommendation for implementation including approximate financial implications and timetable. It will include analyzing both the Emergency Services Department Operations and the Municipality of Clarington, as well as the population projections for the next 10 and 20 years to anticipate needs. With respect to Development Charges, the study shall include the following components: Recommended methodology to allocate the future Capital needs of the Emergency Services Department and identified within the Master Plan, between growth and non- growth. Recommend a methodology to allocate the growth related capital costs between the residential and non-residential users of the service. The completed Master Plan will be used as a basis for the next background study for Development Charges, 1207 REPORT NO.: COD-011-02 PAGE 3 The time frame for the development of the plan is to start in March 2002 with completion and presentation to Council in November 2002. As stipulated in the proposal documents, proponents were evaluated based on the following criteria: .:. Qualifications and expertise provided by the project team members in their proposed respective roles. .:. Experience of the proponent I sub-consultants with projects of similar nature, size and complexity. .:. Experience of proponent I sub-consultants with respect to planning background and development charges. .:. The team concept of the proponent and compatibility with the owner. .:. Problem solving skills and ability to work with various parties, .:. Experience with Fire Master Plans. .:. Referen~ews. .:. propo~~_~nd hourly rates. Bids were received and tabulated as per Schedule "A" attached, Based on the above evaluation, the top three firms were interviewed by the selection committee: Dillon Consulting Limited Toronto, ON IAO Municipal Consulting Services Markham, ON 181 Group - Marvin Rubinstein Toronto, ON Although selected for an interview, the firm of IAO Municipal Consulting Services withdrew from the process. The selection committee consisted of the following staff: Michael Creighton, Director of Emergency Services I Fire Chief Lou Ann Birkett, Purchasing Manager Larry Taylor, Manager of Development Review Branch, Planning Department Nancy Taylor, Director of Finance Grant Bradley, Fire Fighter, Emergency Services 1208 , REPORT NO.: COD-011-02 PAGE 4 Of the three firms selected for an interview, the firm of Dillon Consulting Limited best meets the criteria established in the Request for Proposal document and consequently scored the highest in the evaluation process. Comments regarding the other submissions are provided in Schedule "A". After further review and analysis of the submissions, the firm Dillon Consulting Limited, Toronto, Ontario are recommended for this project. Although the subject firm have not previously provided service for the Municipality of Clarington, they have provided satisfactory service to the Cities of Mississauga, Hamilton, Oakville and Burlington. The funds required for the consulting services will be drawn from account # 7102-00001-0247 which provides for a $50,000,00 allocation. As this project is a growth related study, 73.9% or approximately $54,402.00 will be financed from Development Charges, with the remaining 25.1 % or approximately $19,214.00 being drawn from account # 7102-00001-0247, The Director of Finance has reviewed the funding requirements and concurs with the recommendation. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 1209 ~ Municipality of Clarington FIRE MASTER PLAN RFP2001-12 Schedule "A" I va ua Ion ummal1 BIDDER PRICE COMMENTS Morrison Hershfield Consulting Engineers $39,950.00 . No Planning experience Ottawa, ON . No DC experience . No working knowledge in ClarinQton IAO Municipal Consulting Services' $43,800.00 . Selected for interview - withdrew Markham, ON from process IBI Group - Marvin Rubinstein Associate' $49,850.00 . No Planning experience Toronto, ON . Principle in charge has no DC experience . 2 of the main principles have never worked tooether before T,L, Powell & Associates Ltd. $55,375,00 . Very little Fire Master Plan Toronto, ON experience . Little experience as team . Planning background met minimum Trow Consulting Engineers Ltd. $58,940.00 . No Fire Master Plan experience Brampton, ON . No team experience . No Planning experience . No DC experience . No working knowledge Clarinaton Dillon Consulting Limited' $68,800.00 . Good Fire Master Plan Toronto, ON experience . Good team experience . Good Planning experience . Excellent DC eXDerience The Zeta Group Inc. $70,462.50 . Minimal Fire Master Plan Ottawa, ON experience . Minimal team experience . No Planning experience . No DC experience . Minimal working knowledge in ClarinQton . Selected for Interview Recommendation: Dillon ConsultinaLimited, Toronto, ON B'd E f 5 GST Extra to all above pricing 1210 Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2002- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Dillon Consulting Limited, Toronto, Ontario, to enter into an agreement for preparation of a Fire Master Plan Consulting Services. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington with the Corporation Seal, a contract between Dillon Consulting Limited, Toronto, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of , 2002. By-law read a third time and finally passed this day of 2002. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1211