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HomeMy WebLinkAboutCR 07-16 C� co Report to — - Council 1 11KVIIMI Report Number: CR 07-16 Date: June 27, 2016 From: Marisa Carpino Director, Culture & Recreation Subject: New Operations Centre Request for Approval for Design Consultant and Project Management - File: A-1440 Recommendation: 1. That Council approve the awarding of architectural and engineering services to Rounthwaite Dick and Hadley Architects Inc. (RDH), for the new Operations Centre located at 1955 Clements Road in the amount of$720,000 plus HST, to complete the redesign and contract administration during construction in accordance with the City's Purchasing Policy Item 10.03 (c); 2. That Council approve the awarding of project management services to Independent Project Managers (IPM) for the new Operations Centre located at 1955 Clements Road, in the amount of$350,000 plus HST during redesign and construction, in accordance with the City's Purchasing Policy Item 10.03 (c); and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: In July 2012, Council authorized the award of architectural and engineering design services to Rounthwaite Dick and Hadley Architects Inc. (RDH) for the design of the new Operations Centre. In October 2012, Council authorized the award of the project management services to Independent Project Managers (IPM) to manage the design and construction of the new Operations Centre. Since that time, the design of the new Operations Centre at 1955 Clements Road has been substantially completed with an estimated construction cost of$29 million dollars. In recent months, City staff has made a commitment to reduce the construction cost of the new Operations Centre to approximately $25 million dollars in a manner that maintains the operational functionality of the facility. This will require a redesign, the preparation of new drawings and tender documents, and the provision of contract administration during construction by RDH at a cost of approximately $720,000 plus HST. The City will also require the services of IPM to manage the redesign and construction project at a cost of approximately $350,000 plus HST. The RDH firm was selected through a competitive process in 2012. They have already developed detailed drawings based on the original project scope and therefore, it would CR 07-16 June 27, 2016 Subject: New Operations Centre Page 2 be prudent to have the same firm that is familiar with the drawings and engineering specifications to review and revise them. IPM services were employed during the development of the original drawings and engineering specifications, and their knowledge and expertise is required on the project redesign. By continuing to engage both firms, the City is avoiding the potential "learning curve cost" of selecting new firms and avoiding any other delays to the project. Financial Implications: The 2016 Operations Centre capital budget includes funding in the amount of$1.4 million for project management, design and related consulting activities, that is funded by the Operations Centre Reserve Fund. The funding approvals requested in recommendations one and two have been accounted for in the approved 2016 project budget. Discussion: On July 26, 2012, Rounthwaite Dick and Hadley Architects Inc. (RDH) was awarded the architectural and engineering design services for the new Operations Centre by Council Resolution #108/12 (RFP-1-2012), at a total project cost of $1,143,714 (net of HST rebate). RDH has completed the original design at a cost of approximately $889,606 plus HST. The balance of the costs (as reflected in recommendation one) are for revised drawings and construction contract management, which have yet to be incurred. Shortly thereafter, on October 9, 2012, Independent Project Managers (IPM) was awarded the project management services for the design and construction of the new Operations Centre by Council Resolution #124/12 (CS 48-12), at a total project cost of $356,286 (net of HST rebate). IPM has completed services up to the design stage at a cost of approximately $76,045 plus HST. The balance of the costs (as reflected in recommendation two) are related to tender and construction activities, which have yet to be incurred. RDH has worked in consultation with IPM and City staff to substantially complete the design of the new Operations Centre at 1955 Clements Road. At this time, City staff have made a commitment to reduce the construction cost of the new Operations Centre which will require redesign and the preparation of new design drawings and tender documents. This exercise is intended to significantly reduce the construction costs without compromising on the operational functionality of the new facility. It is beneficial to continue using the same design consultant as a continuation of previous work will avoid the potential for conflicting information and to ensure quality, consistency and coordination in the design. The redesign and contract administration during construction by RDH, including increased costs associated with a later project start date, will result in a cost of approximately $720,000 plus HST. The value is comprised of the balance of outstanding work from the original award in the amount of $307,127 plus HST, the redesign fees of$344,000 plus HST, and a contingency of $68,873 plus HST. CORP0227-07/01 revised CR 07-16 June 27, 2016 Subject: New Operations Centre Page 3 The City also requires the continued services of IPM during the redesign and construction of the new Operations Centre. IPM has been instrumental in identifying possible design alternatives and achieving a comprehensive list of budget reduction measures that can now be implemented. The continuation of project management services by IPM, including the increased costs associated with a later project start date, will result in a cost of approximately $350,000 plus HST. The value is comprised of the balance of outstanding work from the original award in the amount of$277,827 plus HST, the project management of the redesign in the amount of$38,060 plus HST, and a contingency of$34,113 plus HST. Timing is critical to this project. City staff will require the facility redesign to begin in June 2016 in order to prepare and release the construction tender documents in February 2017 (optimal time for competitive pricing) and achieve a construction start date of May 1, 2017 (to avoid structural work during the 2017 winter months). Construction will take approximately 20 months to achieve substantial performance and an additional three months required by staff to install furniture, fixtures, equipment and tools. As such, City staff anticipate occupancy of the new Operations Centre to take place in May 2019, which aligns operationally with the end of the 2018/2019 winter control season. Attachments: 1. Resolution #109/12 (RFP-1-2012). • 2. Quotation by Rounthwaite Dick and Hadley Architects Inc. (RDH). 3. Resolution #125/12(CS 48-12). 4. Quotation by Independent Project Managers (IPM). Prepared/Approved/Endorsed By: 4 Marisa Carpino Director, Culture & Recreation Richar Holbo Direct Engineering & Public Works CORP0227-07/01 revised CR 07-16 June 27, 2016 Subject: New Operations Centre Page 4 Approved/Endorsed By: Stan Karwowski, CPA, CMA, MBA Division Head, Finance & Treasurer :mc Recommended for the cons_ideration of Pickering City Council` 0 / // / 1 1, / Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07101 revised 1 ATTACHMENT# / TO REPORT# 0 7-)& Legal and Legislative Services Clerk's Office Directive Memorandum September 19, 2012 To: Paul Bigioni Director, Corporate Services & City Solicitor From: Debbie Shields City Clerk • Subject: Direction as per Minutes of the Special Meeting of City Council held on September 18, 2012 Director, Corporate Services & Treasurer, Report.CST 26-12 Tender/Contract Approval -Council's Summer Recess Council Decision Resolution #109/12 1. That Report CST 26-12 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Council's Summer Recess be received; and, 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Councils' summer recess being, Request for Proposal No. RFP-1-2012 Architectural &Engineering Design Services New Operations Centre, Tender No. T-2-2012 Liverpool Road Reconstruction, Tender No. T-7-2012, Supply and Installation of Sports Field Lighting Dunmoore Park Softball Field #1, Tender No. T-14-2012 Rosebank South Park Landscape Construction, Tender No. T-18-2012, West Shore Boulevard Road Improvements and Provincial Vendor of Record (VOR) - Ricoh Print Management Proposal and Purchase of Print Management Software. Please take any action deemed necessary. Debbie Shields /Ir ATTACHMENT#2 TO REPORT#.C -I Co rounthwaite dick and hadley architects inc. established in 1919 Brian Duffield Manager, Facilities Operations One The Esplanade City of Pickering, ON L1V 6K7 April 12, 2016 • Cc Denis O'Connell • RE: Revised Additional Consultant Services Fee Proposal, Related to Further Reducing the Pickering Operation Centre&Works Yard Construction Budget at 1955 Clements Road, Pickering Dear Brian, Further to our additional consultant services fee proposal dated November 18, 2015 regarding the redesign of the new Clements Road Operations Centre&Works Yard, we are proposing that it be revised from $294,000.00 + HST to$344,000.00+ HST to accommodate approximately$1,500,000.00 in additional overall construction cost savings from our previous proposal. Proposed Project Schedule: Re-engagement of the consultant team - May 2016 Tender-February 2017 Construction period of 20 months Scope of Services Clarifications: Energy modeling included in base fee Incorporation and acknowledgement of Senior Architect peer review for subconsultant coordination in base fee City to engage foundation design peer review consultant City to engage independent enhanced commissioning services City to engage independent cost consulting services We are hopeful that our proposal is acceptable and we are looking forward to our re-engagement into this very import project for the City. Please feel free to contact me if you require any clarifications and/or additional information related to the above proposal. Very best regards, Bob Goyeche, Managing Partner - rounthwaite dick& hadley architects inc. rdh 225 richmond street west-suite 201 toronto ON m5v 1w2 tel 416 204 1399 fax 416 204 1321 www.rdharch.com ATTAC M T# EQ REPORT* C ® 7 —% Legal and Legislative Services Clerk's Office Directive Memorandum October 18, 2012 To: Everett Buntsma Director, Community Services From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on October 15, 2012 Director, Community Services, Report CS 48-12 Hiring of a Project Manager for the Design and Construction of the New Operations Centre Council Decision Resolution #125/12 1. That Report CS 48-12 from the Director, Community Services be received; 2. That Council approve to engage the services of Independent Project Managers (IPM) for project management services for the design and construction of the New Operations Centre in accordance with the City's Purchasing Policy Item 10:05; 3. That the total gross project cost of$395,640.00 (HST included), and a net project cost of$356,286.00 (net of HST rebate), including the proposed amount and associated costs be approved; 4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the project as follows: a) the sum of$355,000.00 be debt financed, or through an internal loan, or from the proceeds of the sale of City owned land; b) the sum of$1,286.00 be funded from Development Charges Reserve Funds; c) the (Acting) Division Head, Finance & Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms and conditions, or take any actions necessary in order to effect the foregoing; and d) That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Please take any action deemed necessary. Debbie Shields hr • Copy: Director, Corporate Services & City Solicitor • • ATTACHMENT#_/4 TO REPORT# C ---1 — I (o IDEPENDENT PROJECT MANAGERS . November 17, 2015 . Revised April.6, 2016 City of Pickering Pickering Civic Centre One The Esplanade . Pickering, Ontario L1 V 6K7 Attention: Mr. Brian Duffield Re: Project Management Services for a New Operations Centre { 1955 Clements Road, Pickering Project No. 110.14 Brian, Further to our recent discussion, please accept this proposal for additional services for the i above noted project. SCOPE OF WORK ' It is our understanding that the following additional services are required: • Design meetings over the next six(6) months to accommodate design changes for cost savings. • Meeting and coordination with A.W. Hooker to have them verify projected savings and to have them incorporate value engineering of their own. • Coordination with GHD (formerly Geo-Logic) for drawings review to ensure adherence to the geotechnical reports. • Coordination with the City of Pickering to secure the services of a Commissioning Agent for design review. • Coordinate the pre-qualification process for General Contractors. • Allow for construction commencing April/May 2017. FEES We anticipate the following additional staff allotment: • Design.meetings. 286 King Street West Project Manager 20 meetings @ 5 hours @$133.00/hour $ 13,300.00 Suite 201 Oshawa, •Ontario Administrative Assistant 20 meetings @ 2 hours @$54.00/hour $ 2,160.00 L1J 2J9 P: 905 723 9300 • Project Manager meetings with Cost Consultant. F: 905 723 9394 Project Manager 32 hours @$133.00/hour $ 4,256.00 www.ipmanagers.ca 11014L060416.wpd INDEPENDENT PROJECT MANAGERS Pre-Qualification of General Contractors. Project Manager 40 hours @$133.00/hour $ 5,320.00 Administrative Assistant 16 hours @$54.00/hour $ 864.00 Disbursement Allowance(mileage, photocopies, telephone, etc.) $ 2,000.00 TOTAL ADDITIONAL FEE FOR STAGE 1 (excl. HST) $ 27,900.00 • Adjustment of existing fees for construction in 2017/2018/2019 $ 10,160.00 ($254,000 @ 4%). TOTAL ADDITIONAL FEE(excl. HST) $ 38,060.00 We would respectfully request an addition to Purchase Order No. 220574 in the amount of $38,060 plus HST. Be assured that IPM will only bill for hours expended. If you are in agreement with this proposal, please sign and return one(1)copy to our office.. Should you wish to discuss this proposal further, please do not hesitate to contact our office. Yours very truly, Denis O'Connell Project Manager DOC/Ip ACCEPTANCE • Signature Date Please sign and return one copy of this proposal, and retain a copy for your files. 286 King Street West Suite 201 Oshawa, Ontario L1J 2J9 P: 905 723 9300 F: 905 723 9394 www.ipmanagers.ca 11014L060416.wpd