Award

November 20, 2023 Council Meeting

Moved by: Adam Driscoll
Seconded by: Murray Rutz

The Council approves the award of Request for Proposal FD-03-2023, Fire Master Plan and Community Risk Assessment, to Emergency Management Group Inc. for an Upset Cost Estimate Amount of $69,555.00 plus HST.

Carried

Staff Report

Report # FD-02-2023 - Craig Proulx, Acting Fire Chief

Agenda date: November 20, 2023

Recommendation:
That Council approves the award of Request for Proposal FD-03-2023, Fire Master Plan and Community Risk Assessment, to Emergency Management Group Inc. for an Upset Cost Estimate Amount of $69,555.00 plus HST.

Background:
The RFP was issued on September 28, 2023. The RFP was advertised on our corporate website, corporate Facebook page, and the Fire Department Facebook page. Nine (9) consulting firms requested proposal packages and two (2) consulting firms submitted proposals on the closing date of October 31, 2023 at 10:00 a.m.

Consulting Firm and Acknowledgement of Addendum Issed on October 20, 2023:
Emergency Management Group Inc - Yes
The Loomex Group - No

Discussion:
Section 7.5 of the proposal package outlined the following with regard to Addenda: “Addenda which have financial implications and have not been acknowledged on the Section C – Signing Sheet will result in the proposal being automatically rejected.” Further, Section 7.8 noted the following: “It is the Proponent’s responsibility to ensure
that they have received all addenda before submitting their proposal.”

The submission from The Loomex Group did not acknowledge the Addendum that was issued on October 20, 2023; thus their submission has been rejected and not evaluated.

The RFP outlined the Consultant Selection Timeline as noted below:

Issue Date of RFP - September 28, 2023
Deadline for Written Questions to Town from Bidders - October 17, 2023 at 12:00 noon local time
Deadline for Issuing Addenda (if applicable) - October 20, 2023 at 4:30 p.m.
Closing Date for Proposal Submissions - October 31, 2023 at 10:00 a.m. local time
Recommendation of Award to Council - November 20, 2023
Consultant Awarded in Writing - November 21, 2023

With the project to commence in December 2023, and to be completed by June 2024.

The scope of the proposal included the following major tasks:

Task 1: Development of a Comprehensive Fire Master Plan
Task 2: Development of a Community Risk Assessment
Task 3: Peer review of the proposed draft Establishing and Regulating By-law
Task 4: Integrated Fire Master Plan: Final Plan and Presentation to Council

The RFP outlined the Proposal Evaluation as follows:

  1. Understanding the Scope of Work and Project Objectives - 15 points - 15 points awarded to EMG Inc.
  2. Qualifications and Experience - 30 points - 30 points awarded to EMG Inc.
  3. Quality of Approach and Methodology and Creativity - 20 points - 18 points awarded to EMG Inc.
  4. Workplan, Schedule and Level of Effort - 10 points - 8 points awarded to EMG Inc.
  5. Overall Presentation and Proposal - 5 points - 3 points awarded to EMG Inc.
  6. Financial Proposal - 20 points - 20 points awarded to EMG Inc.

The proposal submission from Emergency Management Group Inc. was reviewed and evaluated by staff with a final point allocation of 94.

Financial Implication:
The approved budget for this project is $85,000.00, with funding of $51,000.00 coming from Development Charges and $34,000.00 from Reserve.

Staff is pleased to report this proposal will not exceed the upset cost estimate amount of $69,555.00 plus HST and will remain under budget.