Loading...
HomeMy WebLinkAboutFSD-041-23Clarftwn 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: December 4, 2023 Report Number: FSD-041-23 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO Resolution#: GG-204-23 File Number: RFP2023-6 By-law Number: Engineering Report Subject: Services DHRC Dehumidification Replacement Recommendations: 1. That Report FSD-041-23, be received; 2. That the proposal received from CIMA Canada Inc., being the most responsive bidder meeting all terms and conditions and specifications of RFP2023-6 be awarded the contract for Engineering/Design for the replacement of the Dehumidification Unit at Diane Hamre Recreation Complex (DHRC). The scope of work will include full design/engineering, assistance in preparing tender ready specifications, drawings, and contract administration; 3. That the total funds required for this project in the amount of $91,769.20 (Net HST Rebate) be funded from the approved budget; and 4. That all interested parties listed in Report FSD-041-23, and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-041-23 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2023-6 for the replacement of the dehumidification unit at Diane Hamre Recreation Complex (DHRC). The scope or work will include full design/engineering, assistance in preparing tender ready specifications, drawings, and contract administration. 1. Background 1.1 The Municipality requires the assistance of a qualified firm to complete the engineering/design, tender ready specifications, drawings, and contract administration for the replacement of the dehumidification unit at the DHRC. The Terms of Reference were provided by the Community Services Department. 1.2 RFP2023-6 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. The RFP was structured on a two -envelope system with price being an evaluated factor. 2. Analysis 2.1 The RFP closed September 7, 2023. 2.2 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. 2.3 Eleven companies downloaded the document. Three proposals were received (refer to Attachment 1) by the stipulated closing date and time. One proposal was deemed non- compliant and did not proceed to the evaluation stage. Two proposals received complied with Phase 1 - Mandatory submission requirements and were distributed to the evaluation committee for review, evaluation and scoring. 2.4 The technical proposals were evaluated and scored independently by the members of the evaluation committee, in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of three staff members from the Community Services Department. 2.5 The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which the submissions were evaluated were as follows: The Proponent's understanding of the Municipality's requirements; Municipality of Clarington Report FSD-041-23 Page 3 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; and A proposed solution including a detailed work plan indicating the project method, schedule, Gantt chart, tasks and deliverables showing an estimated overall timeline of the project. 2.6 Upon completion of the evaluation, one submission met the established threshold of 80 percent for Phase 2 — Technical Submission and moved forward to Phase 3 - Pricing. It was determined by the evaluation committee, that a presentation from the short-listed proponents would not be required. 2.7 The pricing envelope was opened and evaluated as prescribed in the RFP document. 2.8 Upon completion of the evaluation scoring, the recommendation is to award a contract for the noted work to the highest ranked proponent, CIMA Canada Inc. 2.9 CIMA Canada Inc. has provided services to the Municipality in the past with satisfactory results. 3. Financial Considerations 3.1 The funding required for this project is $91,769.20 (Net HST Rebate) and is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount 2021 DHRC — Building Improvements 110-42-421-84244-7401 $47,000 2023 DHRC — Building Improvements 110-42-421-84244-7401 44,769 4. Concurrence This report has been reviewed by the Director of Community Services who concurs with the recommendations. Municipality of Clarington Report FSD-041-23 5. Conclusion Page 4 It is respectfully recommended that CIMA Canada Inc., be awarded the contract for the provision of Engineering/Design Services as per the terms and conditions of RFP2023- 6. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Summary of Bid Results Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 5 Report FSD-041-23 Attachment 1 to Report FSD-041-23 - Bid Summary Municipality of Clarington RFP2023-6 — Engineering Services DHRC Dehumidification Replacement Bid Summary Bidder I[0111TA/GTOF1To Os511a II Moon -Matz Ltd II 11 I.B. Storey Inc. 11 Note: * Denotes Proponents who were shortlisted.