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HomeMy WebLinkAboutCOD-010-19Clarftwn 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: June 17, 2019 Report Number: File Number: Report Su COD -010-19 Resolution: GG -406-19 RFP2019-1 By-law Number: Service Delivery Review for Forestry Services Recommendations: 1. That Report COD -010-19 be received; 2. That the proposal received from WSCS Consulting Inc. being the most responsive bidder meeting all terms, conditions and specifications of RFP2019-1, be awarded the contract for the provision of consulting services to complete the Service Delivery Review for Forestry Services; 3. That the funds required in the amount of $32,797.25 (net HST rebate) be drawn from the following account: Admin. Professional Fees (2018 Budget) 100-13-130-00000-7161 $32,797.25 4. That all interested parties listed in Report COD -010-19 and any delegations be advised of Council's decision by the Corporate Services Department. Municipality of Clarington Report COD -010-19 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2019-1 for the provision of consulting services as required to complete the Service Delivery Review for Forestry Services. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the completion of the Service Delivery Review for Forestry Services. The specifications were provided by the Operations Department in accordance with Clarington's Urban Forestry Strategy as outlined in report ENG -018-18 and following the service review approach in report CAO -002-17. 1.2 The intent of the RFP was to secure the services of a consultant to complete the Service Delivery Review for Forestry Services. The Service Delivery Review will assist the Municipality of Clarington (the Municipality) in determining how to best continue addressing their forestry operations, which includes the forests in Clarington, over 20,000 boulevard trees and a significant amount of trees in parks and open spaces across the Municipality. 1.3 The purpose of the Service Delivery Review is to research, evaluate, develop, design, and produce a series of fiscally responsible recommendations for enhancing the services that can be implemented by the Municipality as it relates to Forestry Services. The review will find ways to control expenditures and to seek efficiencies in the delivery of forestry services. Tree maintenance and tree planting are components of the service which includes but is not limited to emerald ash borer removal and replacement, block pruning, rural road maintenance and parks replanting. 1.4 RFP2019-1 was issued by the Purchasing Services Division and advertised electronically on the Municipality's 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. Five (5) companies downloaded the document. 1.5 The RFP closed on March 27, 2019. 2. Service Delivery Review for Forestry Services 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. 2.2 Three (3) 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. Municipality of Clarington Page 3 Resort COD -010-19 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 service delivery review x The proposed tasks and timelines x Identification of accessibility design, features and criteria and approach to methodology of project delivery 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 Operations Department and the Finance Department. 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 (WSCS Consulting Inc.) met the established threshold of 85% 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. 2.7 WSCS Consulting Inc. has successfully completed work for the Municipality in the past. 3. Financial 3.1 That the funds required in the amount of $32,797.25 (net HST rebate) is in the approved budget allocation as provided and be funded by the Municipality as follows: Admin. Professional Fees (2018 Budget) 100-13-130-00000-7161 $32,797.25 3.2 Queries with respect to departmental forestry needs should be referred to the Director of Operations. Municipality of Clarington Resort COD -010-19 4. Concurrence Page 4 This report has been reviewed by the Manager of Internal Audit and the Director of Operations who concur with the recommendations. 5. Conclusion It is respectfully recommended that WSCS Consulting Ltd. being the most responsive bidder be awarded the contract for the provision of Consulting Services as required to complete the Service Delivery Review for Forestry Services in accordance to the terms, conditions and specifications of RFP2019-1. Submitted by:,<=, Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Reviewed by: Andrew C. Allison, B. Comm, LLB CAO Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or dferguson@clarington.net Attachments: Attachment 1 - Summary of Submissions Received RFP2019-1 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 -010-19 Summary of Submissions Received RFP2019-1 Service Delivery Review for Forestry Services Bidder WSCS Consulting Inc.* Innersee Initiatives SmartProz Inc. *Bidders who were shortlisted.