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