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HomeMy WebLinkAboutCOD-014-20Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint Committees Date of Meeting: April 27, 2020 Report Number: COD-014-20 Submitted By: Marie Marano, Director of Corporate Services Reviewed By: Andrew C. Allison, CAO Resolution#: JC-067-20, C-200-20 File Number: By-law Number: Report Subject: RFP2020-2 Ward Boundary Review Recommendations: 1. That Report COD-014-20 be received; 2. That the proposal received from Watson & Associates Economists Ltd, being the most responsive bidder meeting all terms and conditions and specifications of RFP2020-2 and subject to a satisfactory reference check, be awarded the contract for the provision of consulting services to complete the Ward Boundary Review; 3. That the total funds required for this project in the amount of $66,074.80 (Net HST Rebate) which includes the over budget amount of $1,074.80 be funded from within approved budget allocations as provided from the following accounts: Description Account Number Amount Elections Professional Fees 100-19-193-10190-7161 $65,000 Admin Professional Fees 100-19-130-00000-7161 $1,074 4. That all interested parties listed in Report COD-014-20 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-014-20 Report Overview Page 2 To request authorization from Council to award the Request for Proposal RFP2020-2 for the provision of consulting services to complete the Ward Boundary Review. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services for the completion of the Ward Boundary Review in accordance with the terms of reference provided by the Municipal Clerk's Department. 1.2 The intent of the RFP was to secure the services of a consultant to conduct a comprehensive review of the Municipality of Clarington's ward boundaries to develop an effective and equitable system of representation with reference to the overall projected growth within the Municipality. 1.3 The current ward system has remained unchanged since their establishment in 1996. 1.4 RFP2020-2 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. Six companies downloaded the document. 1.5 The RFP closed March 25, 2020. 2. Analysis 2.1 The RFP stipulated, among other things, that the proponents were to provide a description of the Firm/Consulting team, key qualifications, firm profile, highlights of past service and experience of team members with projects of similar size, nature and complexity, and demonstrate an understanding of the Municipality's requirements. 2.2 Five submissions were received (refer to Attachment 1) by the closing date and time. Four submissions met the mandatory requirements and moved forward to the first phase of the evaluation process. Municipality of Clarington Report COD-014-20 2.3 Each submission consisted of a comprehensive proposal identifying: Page 3 • Qualifications and experience • Experience of the consultant/sub-consultant with projects of similar nature, size and complexity • The proposed team who would be working with the Municipality • The Proponent's understanding and approach • The proposed tasks and timelines; and Identification of accessibility design, features 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 Clerk's Department, Planning Services Department and the Purchasing Services Division. Some of the areas on which the submissions were evaluated were as follows: • The Proponent's understanding of the Municipality's requirements • Highlights of services provided performing similar work on projects of comparable nature, size and scope, in a municipality of similar population size • A methodology describing the Proponent's project management approach, work plan, goals, objectives and methods of communications to be utilized to meet the requested deadlines. • The proposed solution must include a detailed work plan indicating the project method, schedule, Gantt chart, tasks and deliverables showing an estimated overall timeline of the project. • Proponent's assumptions regarding the roles of Municipal staff and the estimated amount of their time involvement. 2.5 Upon completion of the evaluation one submission met the established threshold of 85% for Phase 1 and moved forward to Phase 2. 2.6 It was deemed, by the evaluation committee, that a presentation from the short-listed Proponent would not be required and the pricing envelope was opened. 2.7 The pricing received from Watson & Associates Economists Ltd. exceeded the approved 2020 budget by $1,074.80 Net HST. Funding of the over budget amount to be drawn from the Admin Professional Fees account. Municipality of Clarington Report COD-014-20 3. Financial Page 4 3.1 That the total funds required for this project in the amount of $66,074.80 (Net HST Rebate) which includes the over budget amount of $1,074.80 be funded from within approved budget allocations as provided from the following accounts: Description Account Number Amount Elections Professional Fees 100-19-193-10190-7161 $65,000 Admin Professional Fees 100-19-130-00000-7161 $1,074 3.2 Queries with respect to the department needs should be referred to the Municipal Clerk. 4. Concurrence This report has been reviewed by the Municipal Clerk who concurs with the recommendations, and the Director of Finance has signed off approval to the financial components of this report. 5. Conclusion It is respectfully recommended that Watson & Associates Economists Ltd, being the most responsive bidder, be awarded the contract for the provision of Consulting Services to complete the Ward Boundary Review in accordance to the terms, conditions and specifications of RFP2020-2. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachment: Attachment 1 — Summary of Submissions Received Interested Parties: List of Interested Parties available from Department. Attachment 1 to Report COD-014-20 Summary of Submissions Received RFP2020-2 Ward Boundary Review 11 Proponent II Andrew Sancton Consulting * Anuara North Incorporated Meredith Consulting Services StategyCorp Inc.* Watson & Associates Economists Ltd. Note: * Denotes Proponents who were shortlisted.