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HomeMy WebLinkAboutCOD-003-19Clarftwn 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: January 21, 2019 Report Number: COD -003-19 Resolution: GG -021-19 File Number: RFP2018-12 By-law Number: Report Subject: Neighbourhood Character Stu Recommendations: 1. That Report COD -003-19 be received; 2. That the proposal received from MacNaughton Hermsen Britton Clarkson Planning Limited (MHBC) being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-12 and subject to a satisfactory reference check, be awarded the contract for the provision of consulting services to complete the Neighbourhood Character Study; 3. That the funds required in the amount of $ 58,451.71 (net HST rebate) be drawn from the following account: Consulting & Zoning By-law Review # 100-50-130-00000-7160 $58,451.71 4. That all interested parties listed in Report COD -003-19 and any delegations be advised of Council's decision by the Department. Municipality of Clarington Report COD -003-19 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2018-12 for the provision of consulting services as required to complete the Neighbourhood Character Study. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the completion of the Neighbourhood Character Study as per specifications provided by the Planning Services Department in report PSD -078-18. 1.2 The intent of the RFP was to secure the services of a consultant to complete the Neighbourhood Character Study within the established residential neighbourhoods of Elgin, Central, and Memorial in Bowmanville. Interim Control By-law 2018-083 was passed by Clarington Council on September 17, 2018, restricting the use of land within these study areas and authorizing the related Neighbourhood Character Study to be undertaken. The Interim Control By-law is in force for one year. The Neighbourhood Character Study will inform the comprehensive Zoning By-law Review, not only for the Study Area, but in other parts of Bowmanville and the other urban areas. 1.3 The Planning Services Department issued this RFP to retain professional consulting services for a Neighbourhood Character Study (the Study). The purpose of the Study is to identify and evaluate the physical character of select residential areas in Clarington and the key impacts of development and redevelopment in these established neighbourhoods. It will recommend appropriate policy, regulation and tools to ensure new development and redevelopment in established neighbourhoods respect and compliment neighbourhood character and will be compatible with the vision of the Clarington Official Plan. A recommended zoning strategy, including draft regulations, is a critical outcome of the Study. 1.4 RFP2018-12 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 Buyer's website. The RFP was structured on the price — based two envelope RFP system. Fourteen (14) companies downloaded the document. 1.5 The RFP closed on December 19, 2018. 2. Neighbourhood Character Study 2.1 The RFP stipulated that bidders were to provide a description of Firm/Consulting team, 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 Resort COD -003-19 Page 3 2.2 Five (5) submissions were received (refer to Attachment 1) by the closing date and time. All submissions met the mandatory requirements and moved forward to the first phase of evaluation. 2.3 Each submission consisted of a comprehensive proposal identifying: x Qualifications and experience x Experience of the proponent/sub-consultants with projects of similar nature, size and complexity x The proposed team who would be working with the Municipality x The Proponent's understanding and approach to complete the study x The proposed tasks and timelines x Identification of accessibility design, methodology of project delivery features and criteria and approach to 2.4 The submissions were reviewed and scored in accordance with the established criteria outlined in the RFP by an evaluation team consisting of staff from the Planning Services Department and the Purchasing Services Division. Some of the areas on which submissions were evaluated were as follows: x Allocated roles and responsibilities of the proposed team members; x Proposed approach to completing the project; x Proposed timelines to complete the tasks required; x Highlights of services provided within the past five years only; and x The Proponent's understanding of the Municipality's requirements, the project and related issues. 2.5 Upon completion of the evaluation, only one submission (MHBC) met the established threshold of 80% for Phase 1 and moved forward to the second Phase. 2.6 It was deemed by the evaluation committee that a presentation by the compliant bidder would not be required and their pricing envelope was opened. 3. Financial 3.1 That the funds required in the amount of $ 58,451.71 (net HST rebate) be drawn from the following account: Consulting & Zoning By-law Review # 100-50-130-00000-7160 $58,451.71 3.2 Queries with respect to the department needs should be referred to the Acting Director of Planning Services. Municipality of Clarington Resort COD -003-19 4. Concurrence Page 4 This report has been reviewed by the Acting Director of Planning Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that MacNaughton Hermsen Britton Clarkson Planning Limited being the most responsive bidder be awarded the contract for the provision of Consulting Services as required to complete the Neighbourhood Character Study in accordance to the terms, conditions and specifications of RFP2018-12. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O., Andrew C. Allison, B. Comm, LL.B Director of Corporate Services CAO Staff Contact: Sandra McKee, Assistant Purchasing Manager, 2210 or smckee@clarington.net Attachment: Attachment 1: Summary of Submissions Received for RFP2018-12 List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Attachment 1 to Report COD -003-19 Municipality of Clarington Summary of Submissions Received RFP2018-12 Neighbourhood Character Study Bidder MacNaughton Hermsen Britton Clarkson Planning Limited * D.M. Wills Associates Limited Fotenn Planning + Design Niagara Planning Group SGL Planning & Design Inc *Bidders who were shortlisted.