Council Report: COMMUNITY CLIMATE ACTION STRATEGY AWARD OF CONTRACT

COMMUNITY CLIMATE ACTION STRATEGY AWARD OF CONTRACT

RECOMMENDATION:

That Council award the contract for the Community Climate Action Strategy to Community Energy Association for a total cost of up to $70,000.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:

I concur with the recommendation.

DIRECTOR OF DEVELOPMENT SERVICES’ COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To consider the results of a competitive process and award a contract for the Official Community Plan Review to the proponent that represents the best value while meeting the objectives of the Request for Proposal.

DISCUSSION:

An update of the 2012 Community Climate Action Plan is a priority project in Council’s Strategic Plan. Three proposals were received, and all were evaluated using the criteria below:

Qualifications, including resumes, of the Project Manager and all members of the proposer’s team (20 points) This includes knowledge, skills, abilities and experience.
Provide a minimum of three (3) satisfactory or better references from clients to whom you have provided a similar service (5 points)
Completion of the conflict-of-interest declaration (yes/no)
Evidence of the proposer’s familiarity and knowledge of
- Community climate action plans and policy development
- Sustainability best-practices
- Skills necessary to complete the proposed methodology.
- Submit a portfolio of previous work that demonstrates competencies in these areas. (20 points)
Methodology – An explanation of how the proposer anticipates conducting and completing the work necessary to meet the project scope, including:
- overall approach
- description of how various work components will be completed
- indication of the time commitment including an allotment of the hours of work and by which team member
- clarity and completeness of the proposal methodology. (20 points)
Public and stakeholder engagement process:
- A description of the public and stakeholder consultation methods and the timing of public engagement
- Evidence of proponent’s ability and experience in conducting public engagement processes and making presentations. (20 points)
An explanation of the makeup of the net total cost for this project including:
- a breakdown of the costs as it relates to each of the major work components
- list of disbursements
- all applicable taxes, including GST. (10 points)
Timelines – Provide a proposed work schedule indicating major project milestones and anticipated completion dates. The project must be concluded by February 2022. (5 points)

All three proposals were competitive on price, and the project costs ranged from $61,690 to $70,000. However, the $70,000 bid from Community Energy Association presented the strongest proposal by a significant margin in terms of qualifications, experience and methodology. The proposal was notable in the following aspects:

Demonstrated expertise and experience with community climate action plans – completed 112 community or corporate energy and emissions plans for local governments almost exclusively in BC
A detailed and iterative community engagement program including a public survey and online workshops
Direct experience with online resource guides and web-based greenhouse gas emission modelling

References have been checked and were all positive.