Loading...
HomeMy WebLinkAboutPD-057-01 t - . DN: P057-01 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File # KG>" Res. #6ff}- 3</J --0 I By-law #,.J/)!J/-o57 Date: Tuesday, June 4, 2001 Report #: PD-057-01 FILE #: PLN 17.2.8 Subject: WESTSIDE AND BOWMANVILLE MARSHES MANAGEMENT PLAN RETAINING NATURAL HERITAGE CONSULTANT FILE: PLN 17.2.8 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-057-01 be received; 2. THAT the consulting firm of Niblett Environmental Associates Inc. be retained to undertake the natural heritage component ofthe Westside and Bowmanville Marshes Management Plan study for the sum of$36,573.00 (including GST) to be paid from account 5001-12-X; 3. THAT Section 5.13 of By-law 94-129 be waived for this particular transaction; 4. THAT attached by-law authorizing the Mayor and Clerk to execute a contract with Mr. Philip Niblett of Niblett Environmental Associates Inc., on behalf of the Municipality of Clarington, be APPROVED; and 5. THAT Mr. Philip Niblett and the Central Lake Ontario Conservation Authority be advised of Council's decision. 1. BACKGROUND AND PURPOSE 1.1 On February 21,2001 the General Purpose and Administration Committee approved the recommendations contained in PD-19-01, approving the Terms of Reference for the Westside and Bowmanville Marshes Management Plan study. Committee also authorized Staff to draw on funds in a reserve account (5001-12-X) to pay the invoices from the Central Lake Ontario Conservation for costs associated with the study. 630 . , REPORT NO.: PD-OS7-01 PAGE 2 Report PD-l9-0 1 indicated that services of professional consultants were required to fill in information gaps related to natural heritage and to facilitate the public participation component of the study. 1.2 The purpose of this report is to: . Seek Council's approval to retain Niblett Environmental Associates Inc. to undertake the natural heritage component of the study; . Advise Council that Sally Leppard of LURA Consulting has been retained to conduct three public participation workshops associated with the study; and . Advise Council of an administrative change associated with invoicing for the costs incurred throughout the study. 2. DISCUSSION 2.1 Natural Herita~e Consultant There are gaps in the natural heritage information related to the Westside and Bowmanville Marshes. In order to gain a comprehensive understanding of the natural heritage and make recommendations for future enhancements, the services of a professional consulting firm is required. Staff from the Municipality of Clarington and Central Lake Ontario Conservation prepared Terms of Reference specifically for the natural heritage component of the Management Plan. Staff issued a Request for Proposal (RFP) using the roster of consultants approved by Council for Environmental Impact Studies. Since Council approved the roster of Consultants, normal tendering process was not followed for this proj ect. 631 - REPORT NO.: PD-OS7-01 PAGE 3 The table below is a summary of each bid submitted by four consulting firms. Firms Costs Disbursements GST Total Beak International $46,160.00 $8090.00 $3,231.00 $57,481.00 Dougan and Associates $78,335.00 $15,033.50 $6,535.80 $99,904.30 Gartner Lee Limited $69,163.00 $6,990.00 $5,593.00 $79,961.00 * Niblett Environmental $29,900.00 $4,280.00 $2,393.00 $36,573.00 Associates . An additional 5% Administration charge was shown on proposal, increasing total cost to $85,493.00 Planning and Authority Staff reviewed each proposal in detail and determined that all the consulting firms are qualified to undertake the task as identified in the Terms of Reference. However, the proposal submitted by Niblett Environmental Associates demonstrated that the firm can undertake the tasks at the most reasonable cost. Should Council endorse staff's recommendations to retain Niblett Environmental Associates, the attached by-law authorizes the Mayor and Clerk to execute a contractual agreement with Niblett Environmental Associates. (see Attachmentl) 2.2 Facilitator A neutral third party facilitator, Ms. Sally Leppard of LURA Consulting, has been retained to conduct three workshops and advise Staff on matters related to the public participation process. Ms. Leppard has been retained for $12,900.00 (excluding GST). According to By-law 94-129, approval from Council is not required, nor is a formal contract. In keeping with departmental procedures, however, a contract for services will be executed between Ms. Leppard and the Director of Planning and Development. 3. INVOICING FOR SERVICES The Principles of Understanding between the Municipality ofClarington and Blue Circle Canada Inc, requires the Municipality and CLOC to undertake this study. The Authority is required to invoice the Municipality for works associated with the study. To simplify 632 REPORT NO.: PD-OS7-01 PAGE 4 the accounting process, Planning and Authority Staff have agreed that the Municipality pay the consultants directly rather than pay the Authority who, in turn, will have to invoice the Municipality. Both parties agree that the intent of the Principle of Understanding is still maintained through this modified procedure. (see Attachment 2) 4. RECOMMENDATIONS The preparation of the Management Plan reqUIres a professional consulting firm specializing in natural heritage features. Central Lake Ontario Conservation has requested that the Municipality retain the consultants directly for ease of administration. Staff recommend that the consulting firm of Niblett Environmental Associates be retained to undertake the task for the cost of $36,573.00 (including GST) and that the Mayor and Clerk be authorized to execute the contract for services on behalf of the Municipality of Clarington. The Treasurer has reviewed this report and concurs with the recommendation. Reviewed by, ome, M.C.I.P., R.P.P. Directo of Planning & Development CS*BN*DC*df d~_~ Franklin Wu, M.C.I.P., R.P.P. Chief Administrative Officer. 25 May 2001 Interested parties to be notified of Council and Committee's decision: Philip Niblett Niblett Environmental Associates Inc. P.O. Box 160 BETHANY, Ontario LOA IAO 633 REPORT NO.: PD-OS7-01 PAGE S Don Wright Central Lake Ontario Conservation Authority 100 Whiting Avenue OSHA W A, Ontario LlH 3T3 634 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 2001. being a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and Niblett Environmental Associates Inc. for consulting services related to the Westside and Bowmanville Marshes Management Plan Study NOW THEREFORE the Council of the Corporation ofthe Municipality ofClarington hereby enacts as follows: 1. THAT the Mayor and Clerk are hereby authorized, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation seal, an agreement between Niblett Environmental Associates Inc_ and the Corporation of the MWlicipality of Clarington. , 2. THAT this agreement attached here to as Schedule "A" form part ofthis By-law. BY-LAW read a first time this day of 2001 BY-LAW read a second time this day of 2001 BY -LAW read a third time and finally passed this day of 2001 Jolin Mutton, Mayor Patti L. Barrie, Municipal Clerk 635 ATTACHMENT 1 Conservation ATTACHM ENT 2 100 Whiting Avenue Oshawa, Ontario L 1 H 3T3 Tel (905) 579-0411 Fax (905) 579.0994 . r trr ,tCLr Central Lake Ontario Web: www.c1oca.com Email: mail@c1oca.com May 22,2001 Municipality of Claringto Development Revie ranch 40 Temperance eet Bowmanvi ,ON LlC 3A6 ~lECC1EnWIE:rm MAY 2 8 2001 ~ C. Strike Planner MUNICIPA,UT'/OF CLARINGTON PLANNING UEPARTMENT Dear Madam: Subject: Invoicing for Services - Principles of Understanding Bowmanville -Westside Management Plan CLOCA File: LBHG2 Under the Tenns of the Principles of Understanding the Authority is to invoice the municipality for expenses related to 'study costs' for the development of the Bowmanville- Westside Management Plan. Under this scenario, the Municipality would use its donated funds orimarilv towards the development of the Management Plan, as invoiced by CLOCA. Whereas, the donated funds held by the Conservation Authority's Foundation will be used orimarilv towards actual plan implementation measures. The study facilitation and the environmental investigation of the study area (both Management Plan Items) have been contracted to private consultants. Consequently, there seems little benefit in having the Authority act as a go-between. It can be a much simpler accounting process to have the Municipality provide direct contract administration in this instance. The intent of the Principles of Understanding is still maintained, but some of the un-necessary paperwork can be . circumvented, tIuough this modified procedure. I trust this clarifies the recommendation for direct Municipal administration of these two consulting contracts. If you have any questions regarding this matter, please contact the undersigned. Iy, ~ ,M 'ti>i Director- Environmental Aoorovals & Planninl! CC: D. Crome, Municipality ofClarington/ D. White, Central Lake Ontario Conservation Authority S:\BWMMP\clear$.doc What we do on the land is mirrored in the water 636 (J.=;. f;,..\) \ 1/ ..~ '