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HomeMy WebLinkAboutCOD-014-15 Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: June 22, 2015 Report Number: COD-014-15 Resolution: 6p\(� _k_A t_ l5 File Number: RFP2015-7 By-law Number: Report Subject: Facilities Development Strategy Recommendations: 1. That Report COD-014-15 be received; 2. That Monteith Brown Planning Consultants, with a total bid amount of$59,987.52 (net H.S.T. Rebate) being the highest scoring proponent meeting all terms, conditions and specifications of Request for Proposal RFP2015-7 be awarded the contract for the development of the Facilities Development Strategy as required by the Municipality of Clarington, Community Services Department; 3. That the funds required in the amount of$ 59,987.52 (net HST Rebate) be drawn from the following accounts: Community Services Consulting 100-42-130-10085-7160 $ 59,987.52 4. That all interested parties listed in Report COD-014-15 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-014-15 Page 2 Report Overview To request authorization from Council to award the contract for the Facility Development Strategy as required by the Municipality of Clarington's Community Services Department. 1 . Background Specifications were provided by Community Services Department for requirements of the strategy development required for the Community Services Facilities. The intent of this RFP was to secure the services of a qualified consultant for the purpose of developing a Facilities Development Strategy for the Community Services Department. The strategy will provide the framework for new facilities development and existing facilities expansion to meet the growing and ever changing needs of the residents of Clarington out to the year 2031. Request for Proposal #RFP2015-7 was prepared and posted on the Municipality of Clarington's website. Notification of the availability of the document was posted on the Ontario Public Buyer's Association website. Five (5) firms registered as downloading the document. The Request for Proposal closed Thursday, May 28, 2015. 2. Facilities Development Strategy The RFP was structured as a "two-envelope" model with each submission including a detailed Technical Proposal (Envelope 1) and a sealed separate envelope with a Pricing Proposal (Envelope 2). The selection process stipulated that the envelopes containing the pricing information would not be opened until the evaluation of the Technical Proposals had been completed. As stipulated within the proposal document, proponents were evaluated based on the following criteria: • Experience of Firm • Firm's Experience with green development standards, guidelines and incentives • Qualifications of Project Team and Key Personnel assigned to the project • Project Approach and Methodology • Compliance & Completeness • Pricing/Cost Municipality of Clarington Report COD-014-15 Page 3 In addition to the above evaluation criteria the Request for Proposal documents stipulated that, the vendor selection would be made on the basis of the written proposal, reference checks and an interview if required. Two (2) proposals were received in response to the request for proposal. Firms who responded were Monteith Brown Planning Consultants and the Rethink Group. Both Proposals were deemed to be compliant and were provided to the members of the Evaluation Committee for their review. The proposals were reviewed and scored by the evaluation team consisting of staff from the Community Services Department and Corporate Services Department. Proposals were scored in accordance with the established evaluation criteria. Based on the evaluation criteria both firms met the technical evaluation threshold and moved forward in the process. It was deemed that no presentation would be required to provide further clarification regarding the proposals received. Pricing envelopes were opened and scored according the pre-established formula and weighting. Upon completion of the analysis of the Proposal the Community Services Department and Purchasing Services Division mutually agreed that the highest ranked proponent, Monteith Brown Planning Consultants be recommended for the award of contract RFP2015-7 for the Facilities Development Strategy as required by the Municipality. Monteith Brown Planning Consultants has completed several projects for the Municipality of Clarington in the past. 3. Financial and Budget Considerations That the funds required in the amount of$ 59,987.52 (net HST Rebate) be drawn from the following accounts: Community Services Consulting 100-42-130-10085-7160 $ 59,987.52 4. Concurrence This report has been reviewed by Joseph Caruana, Director of Community Services, who concurs with the recommendations. Municipality of Clarington Report COD-014-15 Page 4 5. Conclusion It is respectfully recommended that Monteith Brown Planning Consultants being the highest scoring proponent with a bid of$ 59,987.52 (net H.S.T. rebate) be awarded the contract for the Facilities Development Strategy as per specifications and requirements noted within Request for Proposal # RFP2015-7. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: 1,4 Reviewed by. rie Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm