HomeMy WebLinkAboutENG 21-15 City °2' ==- Report to
I �-- Executive Committee
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Report Number: ENG 21-15
Date: December 7, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: Request for Proposal No. RFP-16-2015
Rotary Frenchman's Bay West Park
Preparation of Detailed Drawings for Master Plan Implementation
- File: A-1440
Recommendation:
1. That Proposal No. RFP-16-2015 as submitted by The MBTW Group, to prepare
detailed drawings for master plan implementation for Rotary Frenchman's Bay
West Park in the amount of$210,487.93 (HST included) be accepted;
2. That the total gross project cost of$231,537.00 (HST included), including the
proposal amount and other associated costs, and the total net project cost of
$208,506.00 (net of HST rebate) be approved;
3. That Council authorizes the Division Head, Finance & Treasurer to finance the net
project cost in the amount of$208,506.00 as follows:
a) the sum of$180,000.00 as provided for in the 2015 Parks Capital Budget be
increased to $200,000.00 and be financed by the issue of an internal loan over a
period not to exceed five years;
b) the balance of$8,506.00 to be funded from property taxes;
c) the Treasurer be authorized to make any changes, adjustments, and revisions to
amounts, terms, conditions, or take any actions necessary in order to effect the
foregoing; and
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Executive Summary: As part of the 2015 Parks Capital Budget, the preparation of
detailed drawings for the master plan implementation for Rotary Frenchman's Bay West
Park was approved as a project. Request for Proposal No. RFP-16-2015 was issued on
Friday, September 18, 2015 and closed on Tuesday, October 13, 2015. The Evaluation
Committee reviewed the seven proposals received using criteria outlined in the Terms
of Reference.
ENG-21-15 December.7, 2015
Subject: Request for Proposal RFP-16-2015
Rotary Frenchman's Bay West Page 2
It is recommended by the Evaluation Committee that The MBTW Group be retained to
prepare the detailed drawings and specifications for the master plan implementation at
a cost of$210,487.93 (HST included).
In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a
consulting assignment is more than $50,000, the award is subject to the approval of
Council.
Financial Implications:
1. Proposal Amount
Proposal No. RFP-16-2015 $186,272.50
HST (13%) $24,215.43
Total Gross Proposal Amount $210,487.93
2. Estimated Project Cost Summary
Proposal No. RFP-16-2015 for Preparation of Detailed $186,273.00
. Drawings for Master Plan Implementation
Associated Costs
Contingency (10%) $18,627.00
Sub Total $204,900.00
HST (13%) $26,637.00
Total Gross Project Cost $231,537.00
HST Rebate (11.24%) (23,031.00)
Total Net Project Cost $208,506.00
3. Approved Source of Funds
Account Source of Funds Available Budget Required
5780.1518.6230 Internal Loan 5 yr $180,000.00 $180,000.00
Additional Funds Required Internal Loan 5 yr 0.00 20,000.00
Property Taxes 0.00 8,506.00
Total Funds $180,000.00 $208,506.00
Project Cost under (over) approved funds by ($28,506.00)
CORP0227-07/01 revised
ENG-21-15 December 7, 2015
Subject: Request for Proposal RFP-16-2015
Rotary Frenchman's Bay West Page 3
This project has an over expenditure that exceeds 10% of the approved amount. The
over expenditure is mainly due to the investment of additional dollars for geotechnical
investigations including chemical soils analysis. The investment of these funds will
translate into higher quality drawings and project specifications resulting in fewer
unanticipated construction cost increases.
In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure
exceeding 10% of the approved capital expenditure shall require the approval of the
Treasurer, the Chief Administrative Officer, and the Council.
The Division Head, Finance & Treasurer concurs that the additional funds required will
be funded from property taxes and the Internal Loan.
Council approval is also being sought at this time for the additional funds required.
Discussion:
Council endorsed the Frenchman's Bay Waterfront Master Plan
On November 19, 2012, Council endorsed the Frenchman's Bay Waterfront Master
Plan, subject to the following amendments:
a) inclusion of a phase II plan for additional automobile parking area(s) to be
constructed if a need arises in the future; and
b) deletion of the tot lot area.
Staff were directed to work with the Toronto and Region Conservation Authority to look
for external funding sources to assist with construction costs. Staff were also directed to
coordinate efforts with the Toronto and Region Conservation Authority, other service
clubs identified as park users and relevant community associations, to prepare detailed
designs in preparation for construction.
The Frenchman's Bay Waterfront Master Plan includes Rotary Frenchman's Bay West
Park, the harbour entrance and the east spit area to Liverpool Road. Funding for the
reconstruction of the harbour entrance and the east spit area was received through
grants from the Federal and Provincial Governments and supplemented by funds from
the Region of York Southeast Collector Project Community Enhancements Agreement
and the City of Pickering. Construction of the harbour entrance and east spit began in
late 2012 and was substantially completed by late 2014. Shoreline and habitat
restoration work along the north shore of the east spit and pedestrian access
improvements as indicated in the Frenchman's Bay Waterfront Master Plan were also
completed as part of the harbour entrance project.
CORP0227-07/01 revised
ENG-21-15 December 7, 2015
Subject: Request for Proposal RFP-16-2015
Rotary Frenchman's Bay West Page 4
A Public Information Centre will be held prior to the preparation of detailed
working drawings and specifications
Two Public Information Meetings were held to obtain input from the residents during the
previous master plan process. A number of other comments have been obtained from
residents more recently that will be taken into consideration in the final plan. The scope
of work for this project includes refinement of the master plan within Rotary
Frenchman's Bay West Park and the scheduling of one additional public information
centre prior to the preparation of the working drawings and specifications.
The Request for Proposal that was issued for this project required that lead
consultant/project manager be a landscape architectural firm with the following skills
and/or sub-consultants included in their project team:
• civil engineering for road reconstruction and water main extension
• structural/shoreline engineering for boat launch and docking
• electrical engineering for lighting
• topographic survey including all utilities
• geotechnical (strata, bearing capacity & chemical analysis)
• ecological (in consultation with TRCA ecology staff)
• tree protection
• sediment and erosion control
• cost estimating
The detailed design for the proposed washroom, change rooms, and boat club facilities
are not included in this project and will be completed under a separate contract.
Request for Proposal No. RFP-16-2015 was issued on Friday, September 18, 2015 for
the preparation of detailed drawings and specifications for Rotary Frenchman's Bay
West Park. A mandatory site visit was held on Thursday, September 24, 2015 with 10
consultants attending. The RFP process closed on Tuesday, October 13, 2015 and
seven proposals were received.
The MBTW Group is recommended for selection
The Evaluation Committee, consisting City Staff, evaluated the seven proposals that
were received using the criteria outlined in the Terms of Reference. The highest ranking
proposal for this project is The MBTW Group. The consulting team and their roles for
this project are as follows:
• The MBTW Group, Landscape Architecture
CORP0227-07/01 revised
ENG-21-15 December 7, 2015
Subject: Request for Proposal RFP-16-2015
Rotary Frenchman's Bay West Page 5
• RV Anderson Associates Ltd., Mechanical & Civil Engineering
• Shoreplan Engineering Ltd., Coastal& Marine Engineering
• SLR Consulting Ltd., Ecology
• MJS Consultants Inc., Electrical Engineering
• Soil Engineers Ltd., Geotechnical Engineering
• DFP Surveyors, Ontario Land Surveyors
• Multiview, Subsurface Utility Engineering
The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and
Certificate of Clearance issued by the Workplace Safety & Insurance Board, and
Ontario Ministry of Labour, Health and Safety Awareness Training certificates as
submitted by The MBTW Group have been reviewed and deemed acceptable. The
Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit,
and is deemed acceptable as well.
The MBTW Group is a Toronto-based landscape architecture and urban design firm that
has been in practice for 40 years. They have completed many waterfront park projects
including the Marie Curtis Waterfront Park Redevelopment located at the mouth of the
Etobicoke Creek at Lake Ontario and the Port Union Village Common Park located at
the foot of Port Union Road. The City of Toronto and TRCA were primary stakeholders
for both of these projects.
Many of the sub-consultants on the project team have provided services for the City of
Pickering on previous assignments. Most notable of these is Shoreplan Engineering
Ltd. who designed the new Frenchman's Bay harbour entrance and MJS Consultants
Inc. who have prepared numerous lighting plans for various city parks and walkways.
It is recommended that The MBTW Group Proposal No. RFP-16-2015, in the amount of
$210,487.93 (HST included), to prepare the detailed drawings and specifications for the
master plan implementation of Rotary Frenchman's Bay West Park be accepted. It is
also recommended that a net project cost of$208,506.00 (net of HST rebate) be
approved.
Attachments:
1. Location Map
2. Supply & Services Memorandum dated October 15, 2015
3. Supply & Services Memorandum dated October 27, 2015
4. RFP-16-2015 Stage II — Evaluation of Rated Criteria
CORP0227-07/01 revised
ENG-21-15 December 7, 2015
Subject: Request for Proposal RFP-16-2015
Rotary Frenchman's Bay West Page 6
Prepared By: Approved/Endorsed By:
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Darrell Selsky, C.E.T., CMM II / Rich rd Holbor' , P.Eng
Manager, Capital Projects & Infrastructure Dirr tor, Engineering & Public Works
Arnold Mostert, OALA Stan Karwowski, MBA, CPA, CMA
Seni r Coordinator, Division Head, Finance & Treasurer
Lan cape & Parks Development
Vera A. F Igemacher
CSCMP, CPPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
AM:am
Recommended for the consideration
of Pickering City Council
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tea)' 20, 20Z5
Tony Prevedel, P.Eng.
Chief Administrative Officer
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CORP0227-07101 revised
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Cue, 00 A ATTACHMENT#, I TO REPORT# 6JC c2(—/S
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CMS Department
Attachment for Request for Proposal No. RFP-16-2015
Preparation of Detailed Design Drawings & Specifications
For Rotary Frenchman's Bay West Park
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-( ATTACHMENT#, Z TORPOR #R =N6T off'` i�' K
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Memo
.To: Richard Holborn
October 15, 2015
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• Director, Engineering & Public Works•
From: Vera A. Felgemacher .
Manager, Supply& Services . -
Copy: • Sr. Coordinator, Landscape & Park Development .
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Supervisor, Supply& Services •
Subject: Request for Proposal No. RFP-16-2015 .. . .
Design Drawings & Specifications for Rotary Frenchman's Bay West Park •
Closing: Tuesday, October 13, 2015 .
• - File: F-5300-001 .
REP-16-2015 was advertised on the City's website. Proposals were also invited from seven (7) •
companies. Seven companies have responded by the official closing date and time.
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There are.2 stages in the evaluation process which are outlined in Part 3—Evaluation of
Proposals of the RFP document..
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Stage I determines which submissions satisfy all the mandatory requirements and provides •
Companies the opportunity to rectify any deficiencies:Three (3) of the seven (7) proposals
required rectification, and have now all satisfied the mandatory requirements. Seven (7). •
• proposals will proceed to Stage II, which consists of scoring each qualified proposal on the
basis of the rated criteria outlined in Appendix E - Part J of the RFP document. •
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Refer to Appendix E-Part J, Page 31 for'instructions on how each of the proposals are to be • •
. evaluated by the Evaluation Committee. Please coordinate an appropriate date and time to,
arrange a,meeting for the Evaluation Committee. Each member should carefully review the •
submissions individually according to the criteria, before the meeting time. The Evaluation
Committee shall be comprised of no less than three (3) evaluators. .
Once completed, please return the original dated and signed evaluation forms to Sue Burgess. •
• Stage Ill consists of an evaluation of the proposed pricing. Pricing will evaluated on each
proposal. A score out of 20 possible points for Pricing Table IA 2.will-then•be applied to.the
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evaluation spreadsheet to determine the successful Proponent. The evaluation results will be
provided to you for your review and approval.
. The following list of attachments has been provided to assist the Evaluation Committee to complete
their individual evaluations:
1. Stage II—Evaluation of Rated Criteria; •
2. Evaluation Form; .
3. Copy of the proposals received (hard copies will be sent via inter-office mail); and .
4. Copy of the Request for Proposal Document.
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ATTACHMENT# TO REPORT# C1vC")d/ -I
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A budget of$180,000 (excluding HST)was-provided to Supply& Services for this procurement.
Please direct enquiries to Supply&Services. Respondents will be advised of the outcome when the
contract has been awarded.
If y u require further information, please contact me or a member of Supply&Services.
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VAF/sb • • •
Attachments
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Request for Proposal No. RFP-16-2015 • Page 2 of 2
Design Drawings & Specifications for Rotary Frenchman's Bay West Park
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, 04141 ' . . - • . •
- . Memo
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To: Richard Holborn October 27, 2015
• Director, Engineering & Public Works
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. From: Vera A. Felgemacher •
Manager, Supply &Services .
Copy: Manager, Capital Projects :Sc Infrastructure •
• - Sr. Coordinator, Landscape& Park Development .
• •Supervisor, Supply&Services .
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Subject: Request for Proposal.No. RFP-16-2015
Design Drawings &Specifications for Rotary Frenchman's Bay West Park
• Closing: Tuesday, October 13, 2015
File: F-5300-001 ,
Further to dated October 15, 2015, following is an update of the evaluation process. . •
Reference: Item 3.4 Stage II - Evaluation of Rated Criteria -
Stage g evaluation of rated criteria of seven proposals as outline in Appendix E- RFP Particulars,
Part D-*Rating Criteria has been completed:
Reference: Item 3.5 Stage•Ill-Evaluation of Pricing
Evaluation of Pricing has been completed.
Reference: Item 3.6 Cumulative Score and Selection of Highest Scoring Proponent -
At the conclusion of Stage Ill, all scores from Stage II and Stage Ill will be added together and the
• • highest ranking proponent will be selected for negotiations in accordance with Part 4-Terms and
. Conditions of the RFP process. This•hes been completed. •
The highest ranking proponent is the mbtw group. Confirm if you wish.us to proceed to
negotiations with the mbtw group as set out in the Terms of Reference as follows:
Reference: Item 4.3.1 Selection of Top-Ranked Proponent •
• • 'The top-ranked proponent, as established under Part 3-Evaluation of Proposals, will receive a
- . written invitation to enter into direct contract negotiations with the City. "
. Reference: Item 4.3.2 Timeframe for Negotiations . • .
The City intends to conclude negotiations within thirty (30) days commencing from the date '
the City invites the top-ranked proponent to enter negotiations. A proponent•invited to enter
into direct contract negotiations should, therefore, be prepared to provide requested
information in a timely fashion and to conduct its negotiations expeditiously. '
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ATTAO4MENT# J TOREPORT# _rI&? 04-1�
Reference: Item 4.33. Process Rules fer--oti s •
Any negotiations will be subject to the process rules contained in this Part 4—Terms and •
Conditions of RFP Process and the Submission Form (Appendix B) and will not constitute a
. legally binding offer to enter into a contract on the part of the City or the proponent. •
Negotiations may include requests by the City for supplementary information from the
proponent to-verify, clarify or supplement the information provided in its proposal or to• '
. confirm the conclusions reached in the evaluation, and may include requests by the City for
• improved pricing from the.proponent.. .
The selected Proponent will be required to provide the following documents for review by the
City, within five (5) business days following written notification of selection for negotiations:
(a) A copy of the Health and Safety Policy to be used on this project(currently dated and
signed);
(b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety •
• & Insurance Board (in lieu of the Workplace Injury Summary Report document, a ' .
• • copy of the current GAD 7, NEER, or MAP reports may be submitted); •
(c) , . A copy of the current Clearance Certificate issued by Workplace Safety& Insurance
Board;:
• . (d) Copies Of Ontario Ministry of Labour, Health and Safety Awareness Training
. • certificates for every•worker and supervisor who will be working on this project; and
. . .(e) The City's certificate of insurance or approved alternative form shall be completed by
the Proponent's a9ent, broker or insurer. - .
Once received, the above documents will be submitted for approval.by the (Acting) Health
•& Safety Coordinator and.the Manager, Budgets and Internal Audit. .
• Please advise if you would like us to proceed with this task. .
• . A budget of$180,000.00 was provided to Supply & Services for this.procurement. •
In accordance with Purchasing Policy, Item 06.12, where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest scoring proposal
is recommended and the estimated total purchase price is:.. •
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(c) Over$125,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council. .
. Once approval is received, an "on-line" requisition will be required to proceed.
•Please direct all enquiries to Supply&Services..Proponents will be advised in due course. . .
• If you equire further information or assistance, do not hesitate to contact me or a member
of Sub ly &Services. .
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ATTACHMENT# TO REPORT#___ ' 7 2/—/
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Design Drawings &Specifications for Rotary Frenchman's Bay West Park
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• RFP-16-2015 •
Stage II -Evaluation.of.Rated Criteria
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Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked proponent as established under the evaluation will be selected to
enter into a contract for the provision of the Deliverables. The selected proponent will be expected to
enter into a contract within the timeframe specified in the selection notice. Failure to do so may,
among other things; result in the disqualification of the proponent and the selection of another
proponent, or the cancellation of the RFP.
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Appendix E"- RFP Particulars
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Rated`Critena`Cater o
Experience on Similar Projects and 20
. Qualifications
Understanding of Project 15
Work Plan and Deliverables 15
•Project Team Overview • 15
Quality of References 10
• • Quality of Proposal 5
Pricing Table#1 - Project Costs • 15
• Pricing Table#2 - Professional Fees and 5
Expenses (Avg. of Hourly Rates)
Total Points 100
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Experience on Similar Projects and Qualifications = 20 Points •
The proposal shall include information that provides:
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a. three (3) relevant examples of past projects within the last five (5) years that are comparable in
scope. This should include a project synopsis that identifies the team members assembled
who worked on the project, the current project status, budgeted costs versus actual costs:
scheduling issues and resolutions, and design challenges, efficiencies. Provide client names,
contacts and up-to-date contact phone numbers. Advise the references that the City.may be
contacting them; and •
• b. experience with waterfront projects including boat launching and docking facilities, and habitat
creation and restoration work in environmentally sensitive areas (aquatic and terrestrial).
Understanding of Project= 15 Points
The proposal shall include information that provides:
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c. Information that the Proponent understands the objectives and requirements of this project.
Proponents should:relate these objectives to past experience or expertise of the Proponent
and/or their team; and .
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d. A summary of the risks, problems or issues associated with the work and how they will be
mitigated. •
Work Plan and Deliverables = 15 Points
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The Proponent is to clearly articulate, dearly and concisely, the following:
a. A detailed timetable indicating when the Proponent can commence the work;
b. A detailed work plan indicating the method, tasks, deliverables;
c. A schedule that identifies work phases (by Gantt Chart or other similar illustration) including
key dates for major deliverables such as, but not limited to:•design development, working
drawings, tender specifications;
d. Proposed staffing roles and the amount of time that they will be dedicated to this project; and
e. State the assumptions regarding the roles and involvement of the City and TRCA staff. •
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Project Team Overview= 15 Points
It is important'that the Work be provided by the Company's proposed staff team that can
demonstrate knowledge of, and experience in providing similar services for projects of comparable
nature, size and scope. In particular, the Proponent should provide an overview of the key
personnel who would be primarily involved in the project and include the following:
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a. Identify.the prime firm submitting the Proposal and the sub-consultant firms that will be
assembled to undertake the work.
• b. The name, title, mailing address, phone number, fax number and e-mail of the Design Project
Leader;
c. Condensed resumes and professional credentials of each individual on the Project Team that
highlights their education,•training, and work history;
d. The respective roles of the team members and their current office locations. Team members
named in this RFP cannot be replaced Without prior written approval from the City;
e. Current and future project list that will be undertaken by members of the Proponent's team
including their current workload (i.e., identify other competing priorities that are assigned to
each member within this project timeline); and
f. Organizational chart that clearly defines the chain of command for each individual with the
team. • .
Quality-of References—Total Points =10 Points
Relevance of projects similar in scope and value.completed over the last five (5) years. Complete
Appendix D— Reference Form
Quality of Proposal—Total Points = 5
Presentation of proposal, examples, details, content organization and how well instructions are
followed.
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Pricing—Total Points = 20 points
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Proponents should review and complete the Rate.Bid Form at Appendix C.
RFP-16-2015 Page 2 of 3
Design Drawings &Specifications for Rotary Frenchman's Bay West Park
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ATTACHMENT# TOREPORT# () off-, --f
Pricing will be scored based on a relative pricing formula for each category, using the total amount
as set out in Rate Bid Form. •
Each proponent will receive a percentage.of the total possible points allocated to price for the
particular category it has bid on by dividing that proponent's price for that category into the lowest
bid price in that category. For example, if a proponent bids $120.00 for a particular category and
that is the lowest bid price.in that category, that proponent receives 100% of the possible points
for that category (120/120 = 100%). A proponent who bids$150.00 receives 80% of the possible
• points for that category (120/150 = 80%), and a proponent who bids$240.00 receives 50% of the
possible points for that category(120/240 = 50%).
Rating Criteria Scoring •
Lowest total amount
--------------- x Total available points = Score for proposal with second lowest
Second lowest total amount total amount
Lowest total amount
x Total available points = Score for proposal with third lowest total
Third lowest total amount total amount
And so on, for each proposal.
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RFP-16-2015 Page 3 of 3
Design Drawings &Specifications for Rotary Frenchman's Bay West Park