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HomeMy WebLinkAboutFIR 04-23 Report to Council Report Number: FIR 04-23 Date: October 23, 2023 From: Steve Boyd Fire Chief Subject: Request for Proposal No. RFP2023-10 -Fire Services Master Plan and Community Risk Assessment -File: A-1440-001-23 Recommendation: 1.That Proposal No. RFP2023-10 submitted by Behr Integrated Solutions Inc. Fire Services Consultants in the amount of $116,124.00 (HST included) be accepted; 2.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $104,573.00 (net of HST rebate) as approved in the 2023 Current Budget as follows: a)The sum of $78,430.00 to be funded from the Development Charges – Fire Services Reserve Fund; b)The sum of $26,143.00 to be funded from Property Taxes; and, 3.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The Fire Services Master Plan and Community Risk Assessment provides the City with a strategic 7 to 10 year roadmap to guide future needs with respect to community fire risk, staffing, deployment, station location, and overall ability to respond to community emergencies. The Master Plan will be designed to adapt to changes in the City’s demographics, future growth, and varied building stock profile. RFP2023-10 for the Fire Services Master Plan was advertised on the City’s bids&tenders portal on July 20, 2023. Staff from Fire Services reviewed and evaluated the proposals received using criteria outlined in the bid document. It is the recommendation of the Evaluation Committee that Behr Integrated Solutions Inc. Fire Services Consultants, as the top-ranked Proponent, be awarded this project in the amount of $102,765.00 plus HST. In accordance with Section 10.04 (c) of the Purchasing Policy, where written proposals are obtained in accordance with procedures set out in Section 06 and funds are available in the approved budget, an award over $50,000.00 is subject to the additional approval of Council. FIR 04-23 October 23, 2023 Subject: Request for Proposal Page 2 Fire Services Master Plan and Community Risk Assessment Financial Implications: 1. Estimated Project Costing Summary Proposal Number RFP2023-10 $102,765.00 HST (13%) 13,359.00 Total Gross Project Costs $116,124.00 HST Rebate (11.24%) (11,551.00) Total Net Project Costs $104,573.00 2. Approved Source of Funds Approved Code Source of Funds Budget Funds Required 10200.502230.0000 10200.502230.0000 DC – Fire Services Reserve Fund Property Taxes $112,500.00 37,500.00 $78,430.00 26,143.00 Total $150,000.00 $104,573.00 Project Cost under (over) approved funds by $45,427.00 Discussion: The Fire Services Master Plan was approved in the 2023 Current Budget at $150,000.00 ($112,500.00 funded by Development Charges and $37,500.00 funded by Property Taxes). The Fire Services Master Plan and Community Risk Assessment provides the City with a strategic 7 to 10 year roadmap to guide future needs with respect to community fire risk, staffing, deployment, station location, and overall ability to respond to community emergencies. The Master Plan will be designed to adapt to changes in the City’s demographics, future growth, and varied building stock profile. The project will provide the City of Pickering Fire Services Master Plan for the period of 2024 - 2033. In addition to the Master Plan, the consultant will also deliver a comprehensive Community Risk Assessment which is a legislated requirement for July 2024. Request for Proposal No. RFP2023-10 for the development of a Fire Services Master Plan and Community Risk Assessment was issued on July 20, 2023 with a submission deadline of August 21, 2023. Ten companies submitted proposals. The Evaluation Committee, consisting of staff from Fire Services Management reviewed and evaluated the proposals received using criteria outlined in the bid document. FIR 04-23 October 23, 2023 Subject: Request for Proposal Page 3 Fire Services Master Plan and Community Risk Assessment Proposals were evaluated and scored based on the consultant’s experience on similar projects, their understanding of the project, project team overview and their pricing. Behr Integrated Solutions Inc. Fire Services Consultants was the top-ranked Proponent, and is recommended for award. All pre-conditions of award, as identified in the bid document, have been received, reviewed, and approved. Upon careful examination of all proposals and relevant documents received, the Evaluation Committee recommends acceptance of the proposal submitted by Behr Integrated Solutions Inc. Fire Services Consultants in the amount of $102,765.00 plus HST. Attachment: 1. None Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Steve Boyd Cathy Bazinet, CPPB, NIGP-CPP Fire Chief Manager, Procurement Original Signed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer SB:jm Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer