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Home My WebLink AboutCOD-017-04 c ClwinglOn REPORT 1/4 REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: Monday, April 5th, 2004 Report #: COD-O 17 -04 File#_ .goo4-o~2> By-law # ;Zoa<.f -0 ~ 'f SUBJECT: RFP2004-2 - CONSULTING SERVICES, COMMERCIAL POLICY REVIEW AND BOWMANVILLE WEST MAIN CENTRAL AREA SECONDARY PLAN REVIEW Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-017-04 be received; 2. THAT Meridian Planning Consultants Inc., Barrie, Ontario including their sub consultants Brook Mcilroy Inc. and urban Metrics Inc. with a total bid in the amount of $125,780.00 (plus GST), being the lowest most responsible bidper meeting all terms, conditions and specifications of Request for Proposal RFP 2004-2, be awarded the contract for the consulting services for the Commercial Policy Study and the Bowmanville West Main Central Area Secondary Plan Review as required by the Planning Services Department; .' 3. THAT Totten Sims Hubicki Inc. be awarded the transportation component of the study under the existing municipal contract for an amount of $26,200.00 (plus GST); 4. THAT West Diamond Properties Inc. and Players Business Park LId, and Valiant Property Management contribute $106,980.00 towards the Commercial Policy Review and Bowmanville West Main Central Area Secondary Plan Review Account for payment of consulting services; Submitted by: rie Marano, H.B.Sc., C.M.O. Dir orporate Services Reviewed by:~r ranklin Wu, f Chief Administrative Officer MM\LAB\DC\NT\km '- REPORT NO,: COO-017-04 PAGE 2 Recommendations: 5. THAT the traffic and transportation growth-related component of the of the study, being $23.842.00 be drawn from Roads and related Development Charges Reserve Fund; 6. THAT the planning growth-related component of the study, being $13,893.00, be drawn from the Development Charges General Government Reserve Fund; 7. THAT the non-growth-related portion not eligible for development charges financing. being $7,265.00, be drawn from the Planning Department Consulting Budget; 8. THAT the attached By Law marked Schedule "A" authorizing the Mayor and Clerk to execute the necessary agreement be approved; and 9. THAT the attached By-law marked Schedule "B" authorizing the Mayor and Clerk to execute an agreement regarding the use of securities for the funding of the Study with West Diamond Properties Inc., Players Business Park Ltd. and Valiant Property Management Ltd. be approved. , REPORT NO.: COD-017.Q4 PAGE 3 BACKGROUND AND COMMENT Staff Report PSD-015-04 approved by Council on February 2,2004, authorized the initiation of a Commercial Policy Review and Bowmanville West Main Central Area Secondary Plan Review. The report recommended that Request for Proposals be sought from three consulting firms: . Macaulay Shiomi Howson Ltd. . Meridian Planning Consultants Inc. . Sorensen Gravely Lowes Planning Associates A Request for Proposal was subsequently issued for providing Consulting Services and two (2) proposals were submitted as per Schedule "C" attached. The third firm withdrew from the proposal call due to a potential conflict of interest. As stipulated in the proposal documents, proponents were evaluated based on the following criteria: . Previous Related Project Experience . OMB Experience . Consultants ability and capacity to perform work . Time line suitability . Key personnel . Approach to study . Ability to communicate . Working knowledge in Clarington/Region of Durham . Overall impression . Proposed fees and hourly rates As per the Request for Proposal document, the consultant selections were made on the basis of written proposals and interviews. After review of the submissions by the selection committee, it was mutually agreed that the bid from Meridian Planning Consultants Inc., Barrie, Ontario (Meridian), with a total bid in the amount of $125,780.00 (plus GST), meeting all terms, conditions and specifications of Request for Proposal RFP 2004-2, be awarded the contract for the consulting services for the Commercial Policy Review and Bowmanville West Main Central Area Secondary Plan Review as required by the Planning Services Department. , REPORT NO.: COO-017-D4 PAGE 4 BACKGROUND AND COMMENT (cont'd) Meridian is assuming all contractual obligations with the sub-consultants included in their bid. TSH will be covered by their existing municipal contract and were required to submit their quotation separately from the Proposal Call. Total study costs including Meridian and their sub- consultants and TSH amounts to $151,980.00. This does not include GST. Financing for the GST component has not been included due to changes announced in the Federal Budget. Funding of the study is in accordance with the Staff Report PSD-015-04, as approved by Council February 2,2004. The study was estimated to be about $150,000.00. The Municipality agreed to contribute a maximum $45.000.00 and West Diamond Properties and Players Business Park (Metrus) and Valiant Property Management (Valiant) have agreed to fund balance in recognition of the advancement of a portion of the Official Plan Review and the major changes to the current Official Plan posed by their applications. Since the study costs slightly exceed the initial estimate of $150,000.00, the proponents have agreed to fund the difference. The cost breakdown is as follows: Metrus Valiant Clarington $68,467.20 $38,512.80 $45,000.00 Staff received confirmation from both Metrus and Valiant regarding payment of their respective portions of the study. Prior to initiating the study, Metrus and Valiant will have to submit Letters of Credit to the satisfaction of the Municipality's Treasurer and Director of Planning Services. The Clarington portion of the funding shall come from the development charge reserve funds and the Planning Department consulting budget. The funding sources are as follows . Roads and related Development Charges Reserve Fund, $23,842.00; · Development Charges General Government Reserve Fund, $13,893.00; and . Planning Department Consulting Budget, $7,265.00. The Director of Finance has reviewed the funding requirement and concurs with the recommendation. Queries with respect to the department needs, specifications, etc., should be referred to the Director of Planning Services. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-017-04 PAGE 5 Attachment NO.1 Attachment NO.2 Attachment NO.3 By-law authorizing contract with Meridian Planning Consultants Inc. By-law authorizing agreement with Metrus and Valiant Bid Summary ATTACHMENT III Schedule "An THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2004- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Meridian Planning Consultants Inc., Barrie, Ontario, to enter into agreement for the Commercial Policy Review and Market Impact Study, Bowmanville West Main Central Area Secondary Plan Review 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 and seal with the Corporation Seal, a contract between, Meridian Planning Consultants Inc., Barrie, 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 ,2004. By-law read a third time and finally passed this day of ,2004. John Mutton, Mayor Patti L. Barrie, Municipal Clerk ATTACHMENT 112 Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2004- Being a By-law to authorize entering into an Agreement between West Diamond Properties Inc., Players Business Park Ltd., Valiant Property Management and the Corporation of the Municipality of Clarington in respect of funding for the Commercial Policy Review and Bowmanville West Main Central Area Secondary Plan Review WHEREAS, Council on February 2,2004, considered report PSD-015-04 and authorized the initiation of a Commercial Policy Review and the Bowmanville West Main Central Area Secondary Plan Review; AND WHEREAS West Diamond Properties Inc., Players Business Park Ltd., Valiant Property Management have agreed they shall be responsible for a portion of the study cost to a maximum of $106,980. NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, West Diamond Properties Inc., Players Business Park Ltd., Valiant Property Management, and said Corporation for funding a portion of the study. By-law read a first and second time this day of ,2004. By-law read a third time and finally passed this day of ,2004. John Mutton, Mayor Patti L. Barrie, Municipal Clerk " CJ.!YilJgron Municipality of Clarington SCHEDULE "C" BID SUMMARY REQUEST FOR PROPOSAL RFP2004-2 CONSULTING SERVICES, PART 1, COMMERCIAL POLICY STUDY PART 2, BOW. WEST MAIN CENTRAL AREA SECONDARY PLAN REVIEW ,,'" "., .'~" .aIDJIlE Rf Meridian Planning Consultants Inc. Barrie, ON Sorensen Gravely Lowes Planning Associates Inc. & Baird Smpson Neuert Architects Toronto, ON TOTAL BID AMOUNT $134,584.60 $154,615.00 ~ :;; (0 ~ Z H "" w C:\Documents and Settings\ep01\Local Settings\Temporary Internet Files\OLK2E6F\BS-RFP04-21.DOC