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HomeMy WebLinkAboutCAO 03-03 Citq o~ REPORT TO FINANCE AND OPERATIONS COMMITTEE Report Number: CAD 03-03 Date: March 11, 2003 From: Thomas J. Quinn Chief Administrative Officer Subject: Pickering Nuclear Waste Management Facility Environmental Assessment Peer Review Consultant Selection File: 0-5260-002 Recommendation: 1. That Report Number CAO 03-03 concerning the hiring of a Peer Review Consultant for the Environmental Assessment of the Pickering Nuclear Waste Management Facility be received. 2. That in response to the City's RFP-1-2003, the proposal submitted by IER - Planning, Research and Management Services, in association with SCIMUS Inc. and North-South Environmental Inc., dated February 21, 2003, be approved. 3. That the appropriate City of Pickering officials be authorized to enter into any agreements to give effect to the above recommendation. Executive Summary: On February 5, 2003, the City issued a Request For Proposals (RFP) for peer review consulting services to assist City staff with monitoring and evaluating the Environmental Assessment being conducted by the Canadian Nuclear Safety Commission (CNSC) and the Ontario Power Generation (OPG) for the expansion of the Pickering Nuclear Waste Management Facility. Five (5) consulting firms were invited to participate of which the City received proposals from the following four consulting teams: Acres & Associated Environmental Limited et al; N4 Research Associates Inc.; Hardy Stevenson and Associates et al; and IER - Planning, Research and Management Services et al. A Selection Committee made up of City staff evaluated the four proposals and short- listed two teams for interview. The two short-listed teams were then evaluated on the basis of their presentation to the Selection Committee and their response to a series of questions. Both teams scored very well. However, in terms of overall score, all members of the Selection Committee ranked IER higher. It is therefore recommended that Council approve IER as the City's peer review consultant for this project. CAO-030-03 March 11, 2003 Pickering Nuclear Waste Management Facility Environmental Assessment Page 2 Financial Implications: The City has received written confirmation from OPG that it is prepared to fund the City's peer review of the EA process for the Pickering Nuclear Waste Management Facility within reasonable limits. OPG has also verbally advised that the estimated cost of the peer review services contained in the IER proposal is reasonable (i.e. $64,391.25, exclusive of GST). Accordingly, other than staff time, there will be no financial implication to the City in accepting the proposal submitted by IER. Background: OPG is undertaking an Environmental Assessment to allow for the expansion of the Pickering Nuclear Waste Management Facility. The expansion would slightly more than double the size of the Facility by the year 2007. In December 2002, the City provided comments on Draft EA Guidelines for the expansion of the Waste Management Facility. Final Guidelines are expected to be released in mid April, and once this is done, the remaining EA process will be initiated. The process is anticipated to extend through 2003 and conclude with a CNSC hearing in Spring 2004. In anticipation of the release of the Final EA Guidelines, staff prepared and issued a RFP for the hiring of a peer review consultant to monitor the process, and review and report to the City on all EA documents that are prepared. OPG was also contacted to confirm that it would agree to cover the cost to the City of hiring a peer review consultant. . The RFP was circulated to five consulting firms in southern Ontario that were known to have experience in environmental assessments and the nuclear industry. Four submissions were subsequently received from the following firms: Acres & Associated Environmental Limited et al; N4 Research Associates Inc.; Hardy Stevenson and Associates et al; and IER - Planning, Research and Management Services et al. A staff Selection Committee was established made up of the Division Head, Corporate Projects & Policy, Manager, Supply & Services, and Emergency Response Coordinator. The four submissions were evaluated against the following criteria: . Completeness of the Proposal . Firm/Project Team's Qualification and Expertise . Understanding of Pickering, Study Issues / Objectives . Approach & Methods . Work Program & Timetable . Pricing/Cost Effectiveness CAO-030-03 March 11, 2003 Pickering Nuclear Waste Management Facility Environmental Assessment Page 3 The two highest scoring teams (Acres & Associated and IER) were invited to attend an interview with the Selection Committee on Friday, March 7, 2003. The following criteria were used to evaluate the short-listed consultants: . Project Director's and Manager's Experience, Time & Direct Contribution . Quality of Oral Presentation . Response to Questions . Overall Fit and Suitability All members of the Selection Committee gave IER the highest overall rating. The firm was considered to be an excellent fit with the City's needs and requirements in the up- coming EA process. IER also has a very good understanding of the environmental assessment process as it relates to nuclear waste management, having been directly involved in a similar peer review process for the municipality of Clarington. Accordingly, staff recommends that Council approve the hiring of IER - Planning, Research and Management Services, in association with SCIMUS Inc. and North-South Environmental Inc. as the City's peer review consultants for the up-coming EA process for the expansion of the Pickering Nuclear Waste Management Facility. Attachments: None Prepared By Selection Committee: --/ Û ð ---1/ AL. (Joe) Hunwicks Emer ency Response Coordinator Vera A elgemacher Manager, Supply & Services CAO-030-03 March 11, 2003 Pickering Nuclear Waste Management Facility Environmental Assessment Page 4 Approved I Endorsed By: Thomas J. Quinn Chief Administrative Officer ALH\TEM:ah Attachments Copy: Division Head, Corporate Projects & Policy Manager, Supply & Services J : IP & E C 018 HAR EI 0 perati on s I 0-5260-002IC A 0-03-03, doc Recommended for the consideration of Pickering City Council y{l' N