HomeMy WebLinkAboutCOD-012-03
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
Report #:
COD-12-03
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File#1J{CU
C/1l-/1;2 -() 3
By-law # ,.2:b 3-6' d
April 22, 2003
Subject:
RFP 2003-2, HOTEL ACCOMMODATION STUDY
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-012-03 be received;
2. THAT Pannell Kerr Forester Consulting Inc., Toronto, Ontario with a totai bid in the
amount of $26,536.00 (including GST and disbursements), being the lowest most
responsible bidder meeting all terms, conditions and specifications of Request for
Proposal RFP 2003-2, be awarded the contract for the consulting services for the Hotel
Accommodation Study, as required by the Chief Administrative Officer;
3. THAT the contract award be subject to receipt of funding from various sources, including
the Rural Economic Development Program of the Ontario Ministry of Agriculture, Food
and Rural Affairs; and
4. THAT the total funds required be drawn from The Industrial Economic Development
Reserve Fund Account #1110-163-X; and
5. THAT the attached By-law, marked Schedule "B" authorizing the Mayor and Clerk to
execute the agreement be approved.
Submitted by:
I arano, H.B.Sc., C.M.O.
irector of Corporate Services
Reviewed bY:O ~ ~
Franklin Wu,
Chief Administrative Officer
MMILMILABlkm
1205
REPORT NO,: COO-012-03
PAGE 2
BACKGROUND AND COMMENT
A Request for Proposal was issued to submit on providing Consulting Services for a Hotel
Accommodation Study. Subsequently, three (3) proposals were submitted and tabulated as per
Schedule "A" attached.
A committee comprised of representatives from Planning Services, Board of Trade,
Communication and Tourism and Purchasing, reviewed each of the submissions.
As stipulated in the proposal documents, proponents were evaluated based on the following
criteria:
· Previous Hotel Accommodation Study experience
· Consultants ability and capacity to perform work
. Time line suitability
. Approach to methodology of project
. Key personnel
. Ability to communicate
. Working knowledge in Clarington/Region of Durham
. Overall impression
. Proposed fees and hourly rates
As per the Request for Proposai document, the consultant selection would be made on the
basis of written proposals and a potential interview. Based on the above evaluation criteria,
Pannell Kerr Forester Consulting Inc., and Charles Suddaby Associates Limited were invited for
this interview process. The third bidder HVS International did not have the depth of experience
and working knowledge of Durham Region.
After further review of the bids by the committee, it was mutually agreed that the bid from
Pannell Kerr Forester Consulting Inc., Toronto, Ontario, with a total bid in the amount of
$26,536.00 (including GST and disbursements), being the lowest most responsible bidder
meeting all terms, conditions and specifications of Request for Proposal RFP 2003-2, be
awarded the contract for the consulting services for the Hotel Accommodation Study. It is
further recommended that the award be subject to receipt of funding from various sources,
including the Rural Economic Development Program of the Ontario Ministry of Agriculture, Food
and Rural Affairs.
1206
REPORT NO.: COD-012-03
PAGE 3
The Director of Finance has reviewed the funding requirement and concurs with the
recommendation. Queries with respect to the needs, specifications, etc., should be referred to
the Chief Administrative Officer or the Director of Planning Services.
Although the subject firm have not previously performed for the Municipality of Clarington, they
have provided satisfactory service for both the City of Oshawa and the City of Brampton.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L 1 C 3AB T(905)623-3379 F (905)B23-3330
1207
Clfllpn
Municipality of Clarington
SCHEDULE "A"
BID SUMMARY
RFP 2003-2
HOTEL ACCOMMODATION STUDY
BIDDER TOTAL BID AMOUNT
Charles Suddaby & Associates Limited $19,981.00 Requires a retainer of
Toronto, ON Includes $875.00 exnenses $5,350.00
HVS International $21,400.00 Requires a retainer of
Toronto, ON includes exoenses $12,000.00
Pannel Kerr Forster Consulting Inc. $26,536.00 Requires retainer of 20%
Toronto, ON includes expenses Alternate bid of $16,050.00
with no detail analvsis
. GST Extra to all the above
1208
,
.
Schedule "8"
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 Pannell Kerr
Forester Consulting, Toronto, Ontario, to enter into agreement
for for the Hotel Accommodation Study.
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, Pannell Kerr Forester Consulting Inc., Toronto, Ontario, and said
Corporation; and
2. THAT the contract attached hereto as Schedule "B" form part of this By-law.
By-law read a first and second time this day of
,2003.
By-law read a third time and finally passed this
day of
,2003.
John Mutton, Mayor
Patti L. Barrie, Municipal Clerk
1209