Loading...
HomeMy WebLinkAboutCOD-001-03 '--, - ..' Cl~mglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2003 , (JfDuv Flle#_ /'/ /~ij~' -uS ~) /- "-/ -~ By-law #,,-2t)i)~ ()~ Report #: COD-001-03 Subject: RFP2002-15, BOWMANVILLE HERITAGE CONSERVATION DISTRICT STUDY Recommendations: It is respectfully recommended to the General Purpose and Administration Committee the following: 1. THAT Report COD-001-03 be received; 2. THAT Martindale Planning Services, Ajax, Ontario with a total revised bid in the amount of $34,440.00, (plus G,S.T.) being the most responsive bidder in accordance with all terms and conditions of RFP2002-15 be awarded the contract for consulting services of Phase I of the Bowmanville Heritage Conservation District Study and Plan, as required by the Planning Department; 3. THAT pending Council approval to proceed with Phase II, that the subject firm be authorized to provide consultation services for Phase II in the amount of $23,390.00, plus G.S.T,; 4. THAT funds in the amount of $15,000.00 be drawn from account # 7708-X-0247 LACAC consulting; 5. THAT the remaining funds in the amount of $21 ,848.00 ($34,440 total bid, plus G.S,T., less $15,000,00 LACAC Consulting) be drawn from account # 7702-X- 0247 Planning Consulting; and, 6. THAT the attached By-law, marked Schedule "A" authorizing the Mayor and Clerk to execute the agreement be approved; 1201 -' REPORT NO.: Submitted by: Mari Direc Davi rome, MCIP, RPP Director of Planning Services M M\LAB\DC\I P 1202 PAGE 2 Reviewed by: WfJ- (Franklin Wu, .! Chief Administrative Officer . REPORT NO.: PAGE 3 BACKGROUND AND COMMENT A Request for Proposal was issued with five (5) firms being invited to submit on providing Consulting Services for the Bowmanville Heritage Conservation District Study. Subsequently, two (2) proposals were submitted and tabulated as per Schedule "B" attached, A response was received from a third firm indicating their existing work load was too large to take on this project. Following the completion of the Heritage Conservation District Background Study (Phase One) which shall include the presentation of the District Study at a public meeting, the District Steering committee in evaluating the feedback and comments from the Public, shall make a recommendation to LACAC whether or not to proceed with the Heritage Conservation District Plan (Phase Two), LACAC shall consider the recommendation of the District Steering committee and make a formal recommendation to Council, which is anticipated to be January 2004, the final decision regarding the undertaking; of the Heritage Conservation District Plan (Phase Two) will be made by Council, Proposals were evaluated based on the following: . Previous Heritage Conservation District Background Study Plan, and OMB approval experience . Consultants ability and capacity to perform the work . Time line suitability . Approach to methodology of Project . Key personnel . Ability to communicate . Overall impression . Reference interviews . Proposed fees and hourly rates . Working knowledge In Clarington and Region of Durham . Financial status Based on the above evaluation, the two firms were interviewed by the selection committee. 1203 . REPORT NO.: PAGE 4 The selection committee consisted of the following staff: . Isabel Little, Planner . David Crome, MCIP, RPP, Director of Planning Services . Lou Ann Birkett, C.P.P" A.M,C,T., Purchasing Manager . Bill Humber, Old Bowmanvilie Neighbourhood Association Of the two firms selected for an interview, the firm of Martindale Planning Services, Ajax best meets the criteria established in the Request for Proposal document and consequently scored the highest in the evaluation process. Upon review of the Total bid price submitted by Martindale Planning Services it was revealed that they had included some additional works that were not required, In accordance with the Request for Proposal, their bid was amended to $34,440.00 to delete the unnecessary work. Pending Council approval to proceed with Phase II it is further recommended that the subject firm be authorized to provide consulting services for Phase II in the amount of $23,390,00, plus G.S.T. After further review and analysis of the submissions, the firm Martindale Planning Services, Ajax are recommended for this project. Although the subject firm has no direct experience with the Municipality of Clarington, they have provided satisfactory service to the Town of Whitby and City of Oshawa, The sub consultants proposed have previously provided satisfactory service to the Municipality of Clarington, It is recommended that the funds required be provided from the 2002 Budget as foliows: Account #7708-X-0247 LACAC Consulting $15,000,00 Account #7702-X-0247 Planning Consulting $19,440.00 Attachments: Schedule A: By-Law Schedule B: Bid Summary CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, or~514 L 1 C 3A6 T(905)623-3379 F (905)623-4169 4& ~ . Schedule "A" 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 Martindale Planning Services, Ajax, Ontario, to enter into an agreement for consulting services for Phase I of the Bowmanville Heritage Conservation District Study and Plan. 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, Martindale Planning Services, Ajax, 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 1205 .'t. CJfJLiygton Municipality of Clarington SCHEDULE "B" BID SUMMARY RFP2002-15 Bowmanville Heritage Conservation District Study BIDDER TOTAL BID AMOUNT TOTALBID AMOUNT PHASE I PHAsE II .. .... Architects Rasch Eckler Associates LId, $21,585.00 $17,025.00 Toronto, ON Martindale Planning Services $39,550,00 $23,390,00 Ajax, ON 1206