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HomeMy WebLinkAboutCOD-012-18Clarftwn 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: May 7, 2018 Report Number: COD -012-18 Resolution: GG -298-18 File Number: RFP2018-02 By-law Number: Report Subject: Wilmot Creek Secondary Plan Recommendations: That Report COD -012-18 be received; 2. That the proposal received from The Planning Partnership being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-02 be awarded the contract for the provision of professional services for the Wilmot Creek Secondary Plan. 3. That the contract award be subject to the Municipality executing a funding agreement with the Rice Development Group and other property owners as required to cover 100% consultants costs and municipal resources, including review time from various departments, project management, and administration costs; and 4. That all interested parties listed in Report COD -012-18 and any delegations be advised of Council's decision by the Corporate Services Department. Municipality of Clarington Report COD -012-18 Report Overview To request authorization from Council to award Request for Proposal RFP2018-02 for professional services required to complete the Wilmot Creek Secondary Plan. 1. Background Page 2 1.1 A Request for Proposal (RFP) was drafted for the provision of professional services required for the completion of the Wilmot Creek Secondary Plan as per specifications provided by the Planning Services Department. 1.2 At the December 11, 2017 meeting, Council approved Resolution #PD -216-17 authorizing staff to undertake the Wilmot Creek Secondary Plan and to issue the appropriate requests for proposals. 1.3 The intent of the RFP was to secure the services of a team of consultants to prepare a Secondary Plan for this area. 1.4 RFP2018-2 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. Nine companies downloaded the document. 1.5 The RFP closed March 28, 2018. 2. Wilmot Creek Secondary Plan 2.1 The Terms of Reference issued and approved by Council on December 11, 2017 were included as part of the RFP along with extensive public participation and the involvement of the Wilmot Creek Home Owners Association in the steering committee. The Wilmot Creek Secondary Plan and zoning by-law will be prepared in conformity to the recently approved Official Plan. The Secondary Pian will also be based on the Provincial Growth Plan and other Provincial direction on issues like climate change. 2.2 The RFP stipulated that bidders were to provide a description of the firm and proposed consulting team including key qualifications, highlight of past experience of team members with projects of similar size, nature and complexity and a demonstrated understanding of the Municipality's requirements. 2.3 Three (3) proposals were received by the closing date and time. See Attachment 1. Municipality of Clarington Page 3 Report COD -012-18 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 various components of the RFP and the proposed work plan • 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 two proposals met the established threshold of 80% for Phase 1 and moved on to 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 The Planning Partnership and AECOM were opened and verified. In keeping with the terms of the RFP, the evaluation committee's recommendation is to award to the lowest bidder The Planning Partnership. 2.8 Staff have reviewed the pricing submitted by The Planning Partnership and found it to be reasonable. 2.9 The Planning Partnership team will be complemented by the individual consultants that will be updating existing reports already developed for the project. These individual consultants will be retained directly by the Municipality according to the Terms of Reference approved by Council_ 3. Financial and Budget Considerations 3.1 As Council is aware all privately initiated secondary plans, including technical studies, are to be funded 100% by the developers. Accordingly, the contract award will be subject to the Municipality executing a funding agreement with the Rice Development Group and other property owners as required to cover 160% consultants costs and municipal resources, including review time from various departments, project management, and administration costs 3.2 Once Council approves the award of the contract, the Municipality will enter into a funding agreement with Rice Development Group. Council has already authorized the Director of Planning Services to enter into these agreements as per Council resolution #PD -216-17. 3.3 Pending funding being acquired from Rice Development Group and other property owners the Municipality will draw the funds required for this project in the amount of $256,304.05 (inclusive of HST) from the following G/L Account: Wilmot Creek Secondary Plan 100-50-502-15102-7224 $256,304.05 Municipality of Clarington Resort COD -012-18 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 recommendation. 5. Conclusion It is respectfully recommended that The Planning Partnership 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 Wilmot Creek Secondary Plan as per the terms, conditions and specifications of RFP2018-02. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Reviewed by: Andrew C. Allison, B. Comm, LL.B. CAO Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Resort COD -012-18 Summary of Proposals Received RFP2018-02 Wilmot Creek Secondary Plan Update Proponent The Planning Partnership Ltd. * AECOM* Ecovue Note: * denotes companies that moved onto Phase 2 of the evaluation process.