HomeMy WebLinkAboutCOD-008-14 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 9, 2014 Resolution#: By-law#: N/A
Report#: COD-008-14 File#:
Subject: RFP2014-3 CONSULTING SERVICES FOR CLARINGTON OLDER
ADULT STRATEGY
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-008-14 be received;
2. THAT the proposal received from Monteith Brown Planning Consultants, London,
Ontario being the highest ranked proponent meeting all terms, conditions and
specifications of Request for Proposal RFP2014-3 be awarded the contract for
the provision of Consulting Services for the Clarington Older Adult Strategy with
a bid amount of$53,792.88 (net of H.S.T. Rebate);
3. THAT the funds required in the amount of $53,792.88 (net of H.S.T. Rebate) be
drawn from the Community Services Department Consulting account 100-42-
130-10085-7160.
Submitted by: Reviewed by:
,Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
f Director of Corporate Services Chief Administrative Officer
MM\DF\sm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-008-14 PAGE 2
1. BACKGROUND
1.1 Request for Proposal #RFP2014-3 was issued for Consulting Services for the
Clarington Older Adult Strategy.
1.2 The Request for Proposal was advertised electronically on the Municipal website
and the Ontario Public Buyers Association (OPBA) website.
1.3 A total of eleven (11) consultants obtained the bid document. Five (5)
submissions were received in response to the request for proposal and all bids
were deemed compliant.
1.4 As stipulated in the proposal documents, proponents were evaluated based on
the following criteria:
• Experience of Firm
• Qualifications of Project Team
• Project Understanding and Approach
• Compliance & Completeness;
• References; and
• Pricing/Cost.
1.5 As per the Request for Proposal documents, the vendor selection would be made
on the basis of the written proposal, reference checks and an interview.
1.6 All submissions received were reviewed by the Municipality's evaluation team
consisting of staff from the Community Services Department, Clarington Older
Adult Association and Corporate Services Department.
2. ANALYSIS
2.1 The evaluation committee reviewed the documents and scored the proposals in
accordance with the evaluation criteria. Based on their ratings, the committee
selected Monteith Brown Planning Consultants, London, Ontario; Rethink Group,
Ennismore, Ontario and SHS Consulting, Richmond Hill, Ontario to move forward
in the process.
2.2 Upon completion of the bid submission evaluation the references of the three
high ranking firms were checked. The references were satisfactory for all three
short-listed consultants.
2.3 The primary concern for the evaluation committee was that the consultant
understood the scope of work requirements and experience with similar projects.
2.4 For the final evaluation phase, the three firms were invited to present to the
evaluation committee. This provided the committee with opportunity to seek
clarification in regards to the submission, to meet the proposed team and to
confirm that they truly understood the process and project at hand.
REPORT NO.: COD-008-14 PAGE 3
2.5 The presentations were evaluated by the evaluation committee based on the
firm's Ability to Communicate; Overall Impression/Presentation; Attention to
Concerns/Questions and Ability to Understand Requirements and Identify
Practical Solutions.
2.6 The highest ranked proponent with respect to the bid submission and established
evaluation criteria was Monteith Brown Planning Consultants.
2.7 Therefore, the committee's recommendation is to award the contract to the
overall highest ranked firm Monteith Brown Planning Consultants, London,
Ontario.
3. COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Community Services.
4. FINANCIAL
4.1 The Proposal submitted by the subject firm was in the amount of $53,792.88 (net
of H.S.T. Rebate) and the funding will be drawn from Account 100-42-130-10085-
7160 Community Services Department Consulting.
5. CONCURRENCE
5.1 This report has been reviewed by Joseph Caruana, Director of Community
Services who concurs with the recommendation.
6. CONCLUSION
6.1 To award the contract to provide consulting services to Monteith Brown Planning
Consultants, London, Ontario, being the highest ranked proponent meeting all
terms, conditions and specifications of the Request for Proposal RFP2014-3
Consulting Services for the Clarington Older Adult Strategy.
CONFORMITY WITH STRATEGIC PLAN —
The recommendations contained in this report conform to the general intent of the
following priorities of the Strategic Plan:
Promoting economic development
Maintaining financial stability
X Connecting Clarington
Promoting green initiatives
Investing in infrastructure
Showcasing our community
Not in conformity with Strategic Plan
REPORT NO.: COD-008-14 PAGE 4
Staff Contact: Sandra McKee, Senior Buyer
Attachments:
Attachment 1 - Bid Tabulation
List of interested parties to be advised of Council's decision: Not Applicable
Attachment"I
Report COD-008-14
THE MUNICIPALITY OF CLARINGTON
BID TABULATION
BIDDER Proposal Cost Proposal Cost
(H.S.T. Included) (Net of H.S.T. Rebate)
* Monteith Brown Planning
Consultants $ 59,734.63 $ 53,792.88
London, Ontario
*SHS Consulting
Richmond Hill, ON $ 59,325.00 $ 53,424.00
*Rethink Group.
Ennismore, ON $ 59,438.00 $ 53,525.76
Osborne Group
Toronto, ON $ 63,393.00 $ 57,087.36
UrbanMetrics Inc..
Toronto, ON $ 59,777.00 $ 53,831.04
*top three rank proposals, consultants interviewed