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HomeMy WebLinkAboutCOD-006-18Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 5, 2018 Report Number: COD -006-18 Resolution: GG -153-18 File Number: RFP2017-10 By-law Number: Report Subject: Bowmanville West Urban Centre Secondary Plan Update Recommendations: That Report COD -006-18 be received; 2. That the proposal received from Dillon Consulting Limited being the most responsive bidder meeting all terms, conditions and specifications of RFP2017-10 be awarded the contract for the provision of professional services for the Bowmanville West Urban Centre Secondary Plan Update; 3. That the funds required in the amount of $203,323.60 (net HST Rebate) be drawn from prior budget year carryover amounts in account 100-50-130-00000-7160 including $187,824.42 from Bowmanville Town Centre Secondary Plan funding and $15,499.18 from other completed growth related studies; and 4. That all interested parties listed in Report COD -006-18 and any delegations be advised by the Deparment of Council's decision. Municipality of Clarington Report COD -006-18 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2017-10 for professional services required to complete the Bowmanville West Urban Centre Secondary Plan Update. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of professional services required for the Bowmanville West Urban Centre Secondary Plan Update as per specifications provided by the Planning Services Department. 1.2 At the October 10, 2017 meeting, Council approved Resolution #PD -183-17 authorizing staff to undertake a review of the Bowmanville West Urban Centre Secondary Plan and the Bowmanville East Urban Centre Secondary Plan and to issue the appropriate requests for proposals. 1.3 The intent of the RFP was to secure the services of a consultant to provide an update of the Secondary Plan for this area. 1.4 RFP2017-10 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. The RFP was structured on the price — based two envelope RFP system. Twelve (12) companies downloaded the document. 1.5 The RFP closed January 12, 2018. 2. Bowmanville West Urban Centre Secondary Plan Update 2.1 As outlined in the terms of reference, the Municipality is initiating an update of the Bowmanville West Urban Centre (BWUC) Secondary Plan, public realm plan (currently known as the streetscape implementation plan) and zoning by-law to ensure that the land use tools for this area conform to the recently approved, comprehensive review of the Official Plan. The update is also needed to incorporate changes that have been made to the Provincial Growth Plan and other Provincial direction on issues like climate change and active transportation. In order to effectively respond to both Provincial policies and the Clarington Official Plan, the updated Secondary Plan policies will be written to a timeframe of 2031 (timeframe of the Clarington Official Plan) with a vision to achieving the Provincial policy targets by 2041. 2.2 The RFP stipulated that bidders were to provide a description of the firm and proposed consulting team including key qualifications, firm profile, highlight of past service and experience of team members with projects of similar size, nature and complexity and a demonstrated understanding of the Municipality's requirements. Municipality of Clarington Page 3 Report COD -006-18 2.3 Five (5) proposals were received by the closing date and time. See Attachment 1. 2.4 Each proposal identified the following information: • Qualifications and experience • Experience of the proponent/sub-consultants with projects of similar nature, size and complexity • Understanding of the RFP and proposed solution • Identification of accessibility design, features and criteria and approach to methodology of project delivery • Measures that the Proponent has in place to ensure the quality of the deliverables and that they meet the requirements of the Municipality_ 2.5 Upon completion of the evaluation, the evaluation team concluded that three bids met the established threshold of 80% for Phase 1 and moved on the second Phase. 2.6 It was deemed by the evaluation committee that no presentation/interview would be required to provide further clarification regarding proposals received. 2.7 The pricing envelope for Dillon Consulting Limited, The Planning Partnership and SGL Planning and Design Inc. were opened and verified. In keeping with the terms of the RFP, the evaluation committee's recommendation is to award to the lowest bidder Dillon Consulting Limited. 2.8 Staff have reviewed the pricing submitted by Dillon Consulting Limited and found it to be reasonable. 3. Financial and Budget Considerations 3.1 This Secondary Pian Update is a growth -related study initiated by the Municipality funded with 90% development charge contributions. Funds were budgeted in the 2015 and 2017 budget years for the Bowmanville Town Centre Secondary Plan which includes this work. There is $187,824.42 currently unexpended including both the development charges and non -development charges shares. This leaves additional financing of $15,499.18. It is recommended that this be financed from funds remaining from other growth related studies that have been completed that are also 90%/10% projects. The Bowmanville East Urban Centre Secondary Plan will be addressed through a separate report. Funds required in the amount of $203,323.60 (net HST Rebate) will be charged to the following account: 100-50-130-00000-7160. 3.2 Queries with respect to the department needs should be referred to the Director of Planning Services. Municipality of Clarington Resort COD -006-18 4. Concurrence Page 4 This report has been reviewed by the Director of Planning Services and the Director of Finance/Treasurer who concur with the recommendations. 5. Conclusion It is respectfully recommended that Dillon Consulting Limited being the Proponent meeting our minimum passing threshold and having the lowest price be awarded the contract for the provision of professional services for the Bowmanville West Urban Centre Secondary Plan Update as per the terms, conditions and specifications of RFP2017-10. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O., Andrew C. Allison, B. Comm, LLB Director of Corporate Services CAO Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net $ W W D F K P H Q W V $ W W D F K P H Q W ± 16RXUP P7DHUQ\ G IfR W 25 V F S R V List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Summary of Proposals Received RFP2017-10 Attachment 1 to Report COD -006-18 Bowmanville West Urban Centre Secondary Plan Update Proponent Book Mcllroy Dillon Consulting Limited IBI Group Professional Services (Canada) Inc. SGL Planning and Design Inc. The Planning Partnership Ltd. Note: * denotes companies that moved onto Phase 2 of the evaluation process.