HomeMy WebLinkAboutCOD-001-16 Clar*wn
Corporate Services
Report
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Municipal Clerk at 905-623-3379 ext. 2102.
Report To: General Government Committee
Date of Meeting: January 4, 2016
Report Number: COD-001-16 Resolution: p, tkko
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File Number: RFP2015-12 By-law Number:
Report Subject: Courtice Main Street Community Improvement Plan
Recommendations:
It is respectfully recommended that the General Government Committee recommend to
Council the following:
1. That Report COD-001-16 be received;
2. That approval be granted for the Municipality to award Request for Proposal
RFP2015-12 for the provision of Courtice Main Street Community Improvement Plan
to Dillon Consulting Limited, being the highest ranked proposal meeting all terms,
conditions and specifications of the aforementioned Request for Proposal; and
3. That the funds required in the amount of$59,245.38 (net HST Rebate) be drawn
from the following account:
Unclassified Administration
— Professional Fees 100-21-211-00000-7161 $59,245.38
Municipality of Clarington
Report COD-001-16 Page 2
Report Overview
To request authorization from Council to award the contract for the Courtice Main Street
Community Improvement Plan.
1 . Background
Request for Proposal 2015-12 was issued for interested parties to submit proposals for
the provision of Consulting Services for the Courtice Main Street Community
Improvement Plan as per the terms of reference provided by the Municipality of
Clarington's Planning 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.
Fourteen (14) companies downloaded the RFP document. Five (5) submissions were
received in response to the RFP. All five (5) submissions were deemed compliant and
moved onto the next step of technical scoring.
2. Analysis
As stipulated within the RFP document, proponents were evaluated based on the
following criteria:
• Type and history of firm
• Experience in writing community improvement plans
• Consultation process
• 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 submissions received were reviewed by the Municipality's evaluation team consisting
of staff from the Planning Department, Finance Department, Engineering Services
Department and the Purchasing Division.
Compliant proposals, as listed on Attachment #1, were reviewed and scored by the
evaluation committee in accordance with the established evaluation criteria. Upon
completion of the technical scoring, four firms met the evaluation threshold and were
shortlisted to move forward in the process. The bid prices have not been listed as the
award is based on all of the evaluation criteria including price.
Municipality of Clarington
Report COD-001-16 Page 3
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.
Three of the highest ranked submissions were asked to provide a presentation to the
Evaluation Committee to provide further clarification of their proposal.
Each of these three firms' presentations were scored based on the established evaluation
criteria and ranking.
Upon completion of the evaluation of the proposals it was mutually agreed by the
members of the Evaluation Committee that the highest ranked proponent, Dillon
Consulting Limited be recommended for the award of contract RFP2015-12 for the
Courtice Main Street Community Improvement Plan as required by the Municipality.
It was mutually agreed that a reference check was not necessary as Dillon Consulting
has worked with the Municipality in the past on several project and have provided
satisfactory work.
3. Financial/Budget Funding
That the funds required in the amount of$ 59,245.38 (net HST Rebate) be drawn from
the following accounts:
Unclassified Administration
— Professional Fees 100-21-211-00000-7161 $59,245.38
4. Concurrence
This report has been reviewed by David Crome, Director of Planning Services, Nancy
Taylor, Director of Finance/Treasurer and Tony Canella, Director of Engineering Services
and they mutually concur with the recommendation.
5. Conclusion
It is respectfully recommended that Dillon Consulting Limited being the highest scoring
proponent with a bid of$ 59,245.38 (net HST rebate) be awarded the contract for the
Courtice Main Street Community Improvement Plan as per specifications and
requirements noted within Request for Proposal # RFP2015-12.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Municipality of Clarington
Report COD-001-16 Page 4
Submitted by: Reviewed b
Ma ' rano, 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
MM/DF/
Attachment 1 to
Municipality of Clarington Report COD-001-16
RFP2015-12
Courtice Main Street Community Improvement Plan
Proposals were received from the following Firms:
Dillon Consulting Limited
Meridian Planning
MMM Group
Planscape
Sierra Planning and Management
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