HomeMy WebLinkAboutFCS-13-154 - E13-070 - Consultant Services - Compass Kitchener Community SurveyStaff Report
Finance and Corporate Services Department
REPORT TO: Committee of the Whole
DATE OF MEETING: 2013 -10 -07
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SUBMITTED BY: Larry Gordon, Director of Supply Services, 519 - 741 -2200
ext. 7214
PREPARED BY: Larry Gordon, Director of Supply Services, 519- 741 -2200
ext. 7214
WARD(S) INVOLVED: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10
DATE OF REPORT: 2013 -10 -01
REPORT NO.: FCS -13 -154
SUBJECT: E13 -070 Consultant Services Compass Kitchener
Community Survey — Fall 2013
RECOMMENDATION:
That Expression of Interest E13 -070 — Consultant Services Compass Kitchener Community
Survey — Fall 2013, be awarded to Environics Research Group, Toronto, Ontario at their
estimated fee of $72,800. plus H.S.T. of $9,464. for a total of $82,264., based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
A term -by -term public survey is now a central feature of regular measuring, monitoring and
reporting to the community on their priorities. The results, the community priorities, comprise an
integral component of the City of Kitchener Strategic Plan. The consultant will prepare, execute
and analyze a survey of Kitchener residents and community businesses. The survey will be the
first phase of a community based engagement and priority setting process that will provide the
foundations for the city's next four year strategic plan, the operating departments' business
plans, and the city's financial plans. The survey will be followed by Phase 2: additional
qualitative research (not within the scope of this contract) which will include focused
conversations with individuals and /or groups within the community to explore survey responses
in more depth and establish community priorities.
Building on community based research that has been completed over the past 14 years this
survey will help to benchmark progress the city has made to respond to previously identified
community needs and priorities over time as well as examine and confirm any emerging
opportunities or gaps that will need to be addressed in the future. This survey is expected to
provide an effective and meaningful opportunity for citizens to influence public decisions and the
future direction of their community. The City of Kitchener is committed to reaching out to all
members of the community and giving them a voice in a way that is convenient, appropriate and
relevant to their life experience. It is essential that the research methodology be effective in
reaching those that are typically difficult to engage so that the survey sample is fully
representative of the diverse demographic profile of the community.
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REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services /Consultants, a Consultant's Review Committee was established
consisting of L. Johnston, Director, Corporate Communications & Marketing, L. Majcher,
Manager, Strategy & Business Planning, T. Kramer, Compass Kitchener, T. Wilkin, Compass
Kitchener and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly on the City of Kitchener website and on the
internet through the Ontario Public Buyers Association Electronic Tendering Information System
relative to this project. Documents were downloaded by Twenty -three (23) interested parties,
and by the closing date of Friday August 2, 2013 seven (7) responses had been received.
The review committee met on Thursday August 15, 2013, to review the submissions and a
shortlist of two (2) candidates was selected for further interviews. The Committee met on
Thursday September 12, 2013 to interview the shortlisted candidates. The Committee elected
to award the project to Environics Research Group, Toronto, Ontario.
The Committee rated consultants on the following criteria:
• Proposed Approach
• Cost of Consultant Fees
• Qualifications /Experience
• Timeline & Deliverables
• Value Added /New Ideas
A listing of the responding parties follows for your reference:
Ipsos Reid
Abacus Data
Harris /Decima
DPRA Canada
Environics Research Group
Forum Research Inc.
Survey Research Centre
Toronto ON
Toronto ON
Ottawa ON
Toronto ON
Toronto ON
Toronto ON
Waterloo ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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The net cost for this expression of interest (A), is fair and reasonable for a project of this scope and
the upset limit is within the funding available (B) for this project. Funding for this project is included
within the approved capital budget. The estimated surplus (D) will remain within the account to
fund any additional community consultation required.
Financial Summary for Expression of Interest E13 -070
Consulting Services — Compass Kitchener Community Survey - Fall 2013
As at September 27, 2013
Estimated Cost for this Phase of Work
Expression of Interest E13 -070 costs, including HST
less: HST rebate on Expression of Interest
Net Cost Being Awarded
Projected Costs
Estimated Cost for this Phase of Work
82,264
(7,382)
74,882 A
74,882 C
Funding Available for this EOI 90,946 B
Estimated Surplus /(Deficit) for this Phase of Work (B - C) 16,064 D
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City's Purchasing By -Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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