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Home My WebLink AboutCOD-061-02 '10;.(. ....~ CI~n REPORT RPORATE SERVICES DEPARTMENT File GjJf}- fpt-o 2 By-law#:<00,;2-:20b Meeting: GENERAL PURPOSE AND AD INISTRATION COMMITTEE RFP2002-2, PORT GRAN y! LONG TERM LOW-LEVEL RADIOACTIVEWASTE M I\IAGEMENT REPORT- CONTRACT EXTENSION . Date: December 2,2002 Report #: COD-061-02 Subject: Recommendations: It is respectfully recommended that the General P rpose and Administration Committee recommend to Council the following: THAT Report COD-061-02 be received;. THAT the existing contract with Hardy Ste ~nson & Associates Limited, Toronto, Ontario, for Consulting Services, Port Gra t:lY Long Term Low-Level Radioactive Waste Management Project be e1dended for a 2" year; THAT pending satisfactory service and pri '~g that the contract be extended on an annual basis for a third, forth, and fifth ye r; i THAT the total funds required be expens fO account # 7004-00003-0247; and THAT the attached By-law, marked Sche ule "A" authorizing the Mayor and Clerk to execute the agreement be approved; , 1. 2. 3. 4. 5. Submitted by: a Crome, MCIP, RPP Director of Planning Services MMILABlca 1205 Reviewed ~y:O ~~ ~ Franklin Wu, Chief Administrative Officer 1 I '- "" REPORT NO.: COD-061-02 PAGE 2 BACKGROUND AND COMMENT In March 2002 Council approved Report COD-017-02 (see schedule B attached) awarding the firm of Hardy Stevenson & Associates Limited the contract fc r consulting services for the Port Granby Long Term Low Level Radioactive Waste Management ~eport. The contract was for a one year term, however the requ st for proposal included the option to extend for up to five years pending satisfactory service ~ ~d pricing. Pricing of additional years is to , be based on any increase in the Canadian Price Index. ! he proposed price increase for 2003 is 2.9% The subject firm have provided satisfactory service. Attachments: Schedule 'A": Schedule "B": By-law Copy of Report COD-017-02 CORPORATIO OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE StREET, BOWMANVILLE, O'T2'e'6L C 3A6 T(905)623-3379 F (905)623-4169 Schedule "A" THE CORPORATION OF T~ MUNICIPALITY OF CLARING~ON i BY-LAW 20~2- i Being a By-law to authorize contract between the Corporation of the Municipality of CI rington and Hardy Stevenson & Associates Limited, oronto, Ontario, to enter into an agreement for Consulting S rvices, Port Granby Long Term Low-Level Radioactive Waste Management. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: i I i I THAT the Mayor and Clerk are hereby ~uthorized to execute, on behalf of the Corporation of the Municipality of Claringt n with the Corporation Seal, a contract between Hardy Stevenson & Associate Limited, Toronto, Ontario, and said Corporation; and i , I I THAT the contract attached hereto as SChtdule "A" form part of this By-law. i I I I day of 1. 2. By-law read a first and second time this , 2002. By-law read a third time and finally passed this day of 2002. John Mutton, Mayor Patti L. Barrie, Municipal Clerk 1207 '~ SCHEDULE "S" ~{lJlmglOn REPORT CO~PORATE SERVICES DEPARTMENT ! I ! Meeting: GENERAL PURPOSE AND ADMI~ISTRATION COMMITTEE I Date: March 25, 2002 ; ! Report #: COD-O 17-02 File # + By-law # I Subject: RFP2002-2, PORT GRANBY ~ONG TERM LOW-LEVEL RADIOACTIVE WASTE MAN~GEMENT REPORT Recommendations: 2. It is respectfully recommended that the General Purpqse and Administration Committee recommend to Council the following: ! I I , I THAT Hardy Stevenson & Associates Limited'~Toronto, Ontario, being the most responsible bidder meeting all terms, conditions and specifications of RFP 2002-2 be awarded the contract for the Consulting Servic s, Port Granby Long Term Low-Level Radioactive Waste Management Project: I I I THAT the total funds required be expensed to pccount # 7004-00003-0247; and ! THAT the attached By-iaw, marked Schedule "P" authorizing the Mayor and Clerk to execute the agreement be approved; I I 1. THAT Report COD-017-02 be received; 3. 4. Submitted by .. : .// c- ~ .I ,"t../-v rie Marano, H.B.Sc., C.M.O. Director of Corporate Services , i I I ~eviewed by; Franklin Wu, Chief Administrative Officer MMlLABIDClkm 12~8 David Crome, MCIP, RPP Director of Planning Services REPORT NO.: COD-017-02 PAGE 2 BACKGROUND AND COMMENT A Request for Proposal was issued with nine (9) firms bfing invited to submit on providing the consulting services for the Port Granby Long Term Low~Level Radioactive Waste Management ! Report. I Subsequently, four (4) proposals were submitted and!tabulated as per Schedule "A" attached. The scope of the work includes: i , . Provide strategic advice to the Municipality onl the process, work plan and key decisions to be made throughout the Project. . Review reports and studies being prepared a~ part of the federal environmental review I process, including the four studies specificallyl requested by Clarington Councii . Provide advise to municipal staff and Council 10 assist in understanding the content of technical reports i . May be required to attend meetings related tolthe Project, including Information Open Houses if necessary . Provide expert testimony, if required, at heari~gs related to the Project, including I licensing hearings before the Canadian Nuclerr Safety Commission. ! i The time frame for the development of the plan is to 1tart immediately with comments back to the Federal Government by Aprii 8. 2002. Proposals were evaluated based on the following: . The Canadian environmental review process, ncluding the Canadian Environmental Assessment Act and the Fisheries Act. . Hazardous waste management site design Hydrogeology Coastal engineering Radioactive waste, including behaviour and htalth implications The team concept of the proponent and comPrtibility with the owner Problem solving skills and ability to work with yarious parties Reference interviews Proposed feeds and hourly rates Working knowledge in Clarington and Port Ho . . . . . . . . 1 '19 ,'- REPORT NO.: COD-017-02 PAGE 3 Based on the above evaluation, the below two firms fere interviewed by the selection committee: Hardy Stevenson and 4ssociates Toronto, ON ! Acres & Associates Entironmental Limited Toronto, ON ! ! I The selection committee consisted of the following strff: . Janice Auger-Szwarz, Senior Planner ! . David Crome, MCIP, RPP, Director of Planninlg Services . Bin Neweil, Manager of Community Planning,IPlanning Services I . Lou Ann Birkett, C.P.P., A.M.C.T., Purchasin~ Manager , ! Of the two firms selected for an interview. the firm of ~ardy Stevenson & Associates Limited, , Toronto best meets the criteria established in the Re4uest for Proposal document and consequently scored the highest in the evaluation pr1cess. i After further review and analysis of the submissions, lhe firm Hardy Stevenson & AssociatesLimited. Toronto are recommended for thi~ project. Although the subject firm and subconsultants have not previously provided service Ifor the Municipality of Clarington, they I have provided satisfactory service to the Town of Aj~x, Ontario Power Generation Inc. and ! Essex County. ! It is anticipated that the project will extend over a 'on9 term period (5 - 10 years) and the consultants would assist the Municipality as required! The funds required for the consulting I services wiil be drawn form account # 7004-00003-02~7, and will be recovered from the Federal Government by way of an invoice issued by the Fina~ce Department. ! ! I The Director of Finance has reviewed the funding req~irements and concurs with the recommendation. 1210 '- REPORT NO.: COD-017-02 PAGE 4 Due to the tight timelines for the response to Natural fesources Canada, the Director of Planning Services in consultation with the Chief Admi~istrative Officer has authorized the consultants to commence work on the first phase of t~e work program. A formal contract for the complete project will be executed subsequent to Cou1cii approval and enactment of the attached by-law. CORPORATIO OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L C 3A6 T(905)623-3379 F (905)623-4169 121 ) ... ~ Municipality of tlarington ! ! BID SUMM~RY RFP 20012-2 , ! Port Granby, Long T~rm Low Level Radioactive Waste Marilagement Project Bidder Conestoga-Rovers & Ass. Ltd. I Waterloo, ON .1 Hardy Stevenson & Associates Limited , Toronto, ON Acres & Associates Environmental Limited ! Etobicoke, ON Earth Tech. Inc. Markham, ON Rates I Principles $120.80 to $160.00 / hour i Other $ 40.20 to $123.00 / hour $510.00 - $1,200.00/7.5 hour day $80.00 to $182.00 / hour Principle $120.00 - 5150.00 / hour! Other $50.00 - 590.00 / hour! 1212