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Home My WebLink AboutFND-040-20Clarington 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: General Government Committee Date of Meeting: November 9, 2020 Report Number: FND-040-20 Submitted By: Trevor Pinn, Director of Financial Services/Treasurer Reviewed By: Andrew C. Allison, CAO Resolution#: GG-406-20, C-487-20 File Number: RFP2020-8 By-law Number: Report Subject: Emergency Services Master Plan Update Recommendations: 1. That Report FND-040-20 be received; 2. That Pomax Consulting Inc. with a bid amount of $69,400.32 (net HST rebate), providing the lowest overall cost and meeting the passing threshold and all terms, conditions and specifications of RFP2020-8, be awarded the contract for the provision of Consulting Services as required to complete the Fire Master Plan Update; 3. That the funds required for this project in the total amount of $69,400.32 (net HST rebate) is in the approved budget allocation as provided, be funded from the following account; and Description Account Number Amount EMS-Admin.-Consulting 100-28-280-00000-7160 $69,400 4. That all interested parties listed in Report FND-040-20 and any delegations be advised of Council's decision. Municipality of Clarington Report FND-040-20 Report Overview Page 2 To request authorization from Council to award the contract for the provision of consulting services for the Fire Master Plan Update in accordance with RFP2020-8. 1. Background 1.1 The Municipality requires the assistance of a qualified consulting firm to provide the required skills to assist with the evaluation and completion of the Emergency Services — Fire Master Plan update. 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 consulting services for the Fire Master Plan as per the specifications provided by the Emergency and Fire Services Department. 1.3 RFP2020-8 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. Ten companies downloaded the document. 1.4 The RFP closed on August 31, 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 Five submissions were received (refer to Attachment 1) by the closing date and time. The five submissions met the mandatory requirements and moved forward to the first phase of evaluation. 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 project; Municipality of Clarington Page 3 Report FND-040-20 • Key project challenges and demonstrating that the Proponent has adequate resources and an appropriate strategy for addressing the challenges. • An appropriate stakeholder and public consultation approach; • The proposed tasks and timelines; and • Identification of accessibility criteria. 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 Emergency and Fire Services Department, Financial Services 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 two proponents met the pre -established threshold of 85% for Phase 1 and moved on to Phase 2 of the RFP process: • Dillon Consulting • Pomax Consulting Inc. 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 Pomax Consulting Inc. had the lowest bid. 2.7 Pomax Consulting Inc. has not worked for the Municipality in the past. References were checked and were deemed satisfactory. 2.8 The Municipality contacted the five firms, who had downloaded the RFP but chose not to bid, to inquire as to why they chose not to bid. The responses received to the Municipality's inquiry are as follows: • Three companies advised that they were not able to take on additional work given their current workload; and • Two companies did not respond to the Municipality's request for information. Municipality of Clarington Page 4 Report FND-040-20 3. Financial 3.1 The funds required for this project in the amount of $69,400.32 (net HST rebate) is in the approved budget allocation as provided, be funded from the following account: Description Account Number Amount EMS-Admin.-Consulting 100-28-280-00000-7160 $69,400 4. Concurrence This report has been reviewed by the Director of Emergency and Fire Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Pomax Consulting Inc. having the lowest overall cost and meeting all terms, conditions and specifications of RFP2020-8 be awarded the contract for the provision of consulting services for the completion of the Fire Master Plan Update as required by Emergency and Fire Services. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Summary of Proposals Received Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report FND-040-20 Attachment 1 — Summary of Proposals Received Municipality of Clarington RFP2020-8 Emergency Services Master Plan Update Bidder Capstone Networks Inc. Dillon Consulting* Emergency Management & Training Pomax Consulting* The Loomex Group Note: Bidders with an asterisk (*) are the companies who were shortlisted. Page 5