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HomeMy WebLinkAboutFND-024-20Staff 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 22, 2019 Report Number: FND-024-20 Submitted By: Trevor Pinn, Director of Finance/Treasurer Reviewed By: Andrew C. Allison, CAO File Number: RFP2020-1 Resolution#: By-law Number: Report Subject: Engineering Services Brown Street Reconstruction Recommendations: 1.That Report FND-024-20 be received; 2.That the proposal received from CIMA+ having the lowest price meeting all terms, conditions and specifications of RFP2020-1 be awarded the contract for the provision of engineering services required for the reconstruction of Brown Street; 3.That the funds required in the amount of $101,754.37 (net HST rebate) be drawn from the following accounts: Brown St. Reconstruction (2019) 110-32-330-83457-7401 $ 81,714.62 Region of Durham (2019) 110-32-330-83457-7402 $ 20,039.75 4.That subject to budget approval in 2021 for the reconstruction of Brown Street that the CIMA+ be authorized to provide the required Inspection and Contract Administration at a cost of $75,774.71 (net HST Rebate) and that the required funds be drawn from the following accounts: Brown St. Reconstruction (2021) 110-32-330-83457-7401 $ 60,619.77 Region of Durham (2021) 110-32-330-83457-7402 $ 15,154.94 5.That all interested parties listed in Report FND-024-20 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FND-024-20 1. Background 1.1 The Municipality requires the assistance of a qualified engineering consulting firm to provide detailed design, tender preparation, construction inspection, and contract administration services for the reconstruction of the following streets in Bowmanville. Detailed design and tender preparation will be completed in 2020, and subject to budget approval, construction will take place in 2021. Brown St between Victoria St and Queen St (approx. 300 m length) Albert St between Brown St and Liberty St (approx. 155 m length) Victoria St between Ontario St and Liberty St (approx. 95 m length) 1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a qualified Consultant with the skills, resources and experience necessary to provide engineering services for the reconstruction of Brown St. and adjacent side streets in Bowmanville as per the specifications provided by the Engineering Services Department. 1.3 RFP2020-1 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 Association website. The RFP was structured on the price – based two envelope RFP system. Nineteen companies downloaded the document. 1.4 The RFP closed on May 6, 2020. 2. Analysis 2.1 The RFP stipulated among other things, 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 Nine 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. Only one company responded to our request of why they did not bid. This Report Overview To request authorization from Council to award Request for Proposal RFP2020-1 for the provision of engineering services as required to complete Brown Street Reconstruction. Municipality of Clarington Page 3 Report FND-024-20 company advised that they were not able to take on additional work given their current workload. 2.3 Each submission consisted of a comprehensive proposal identifying: Qualifications and experience; Experience of the proponent/sub-consultants with projects of similar nature, size and complexity; The proposed team who would be working with the Municipality; The Proponent’s understanding and approach to complete the study; The proposed tasks and timelines; Identification of accessibility design, features and criteria; and Their approach and methodology of how the project would be delivered. 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 Engineering Services Department and the Purchasing Services Division. Some of the areas on which submissions were evaluated were as follows: Allocated roles and responsibilities of the proposed team members; Proposed approach to completing the project; Proposed timelines to complete the tasks required; Highlights of services provided within the past five years only; and The Proponent’s understanding of the Municipality’s requirements, the project and any related issues or concerns. 2.5 Upon completion of the evaluation, the evaluation committee concluded that the following five proponents met the pre-established threshold of 85% for Phase 1 and moved on to the second phase. Ainley Graham & Associates Limited BT Engineering Inc. CIMA+ Engage Engineering Ltd. WSP 2.6 It was deemed by the evaluation committee that presentations from the proponents who made it to phase 2 were not required and their pricing envelopes were opened and evaluated. The submission from CIMA had the lowest price. 3. Financial 3.1 The funds required in the amount of $ 101,754.37 (net HST rebate) will be drawn from the following accounts: Municipality of Clarington Page 4 Report FND-024-20 Brown St. Reconstruction (2019) 110-32-330-83457-7401 $81,714.62 Region of Durham (2019) 110-32-330-83457-7402 $20,039.75 3.2 The inspection and contract administration for the project was included in the issued RFP as a provisional item in addition to the design work. There are cost efficiencies when the contract administration is performed by the same consultant as the design of the capital work. Project administration costs will be included in the budget submission for the same year that the capital work is to be completed. Approval of the award of contract for this work is subject to the project receiving budgetary approval in a subsequent year. 3.3 The funds in the amount of $75,774.71 (net HST rebate) will be required to complete inspection and contract administration for the project and will be identified in a future budget submission. 3.3 Queries with respect to the department needs should be referred to the Acting Director of Engineering Services. 4. Concurrence This report has been reviewed by the Acting Director of Engineering Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that CIMA+ having the lowest price and meeting all terms, conditions and specifications of RFP2020-1 be awarded the contract for the provision of Engineering Services as required to complete the reconstruction of Brown Street. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Not Applicable Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 5 Report FND-024-20 Municipality of Clarington RFP2020-1 Engineering Services for Brown Street Reconstruction Bidder Ainley Graham & Associates Limited* Ambashi Engineering and Management BT Engineering Inc.* CIMA+* Engage Engineering Ltd. * Gerrits Engineering Limited Greer Galloway Jewell Engineering; and WSP.* Note: Bidders with an asterisk (*) are the companies who were shortlisted.