HomeMy WebLinkAboutCS 01-19--C-~of--p](KERJNG From: Marisa Carpino Director, Community Services Report to Executive Committee Report Number: CS 01-19 Date: April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre -Request for Proposal No. RFP-13-2019 -File: A-1440 Recommendation: 1. That Proposal No. RFP-13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included) be accepted; 2. That the total gross project cost of $189,954.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $171,059.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $171,059.00 by a transfer from the future sale of land; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The new Pickering Operations Centre, located at 1955 Clements Road, is under construction with an anticipated completion date of June 2019. Public Works will move out of the existing facility, located at 2570 Tillings Road, over the summer and it will be fully vacated in September 2019. The City intends to demolish the existing facility including all structures, foundations, underground services, parking, driveways, and outbuildings. The entire ten acre site will be decontaminated in accordance with all applicable regulations prior to the City disposing of the property. The approved 2018 Capital Budget included funding for the selection of a consultant for the work needed prior to the physical remediation and demolition of the existing facility. As such, the City of Pickering released RFP-13-2019 seeking consulting services for site investigation, condition assessment, and the preparation of technical documents to support the City of Pickering's remediation and demolition tender. Request for Proposal No. RFP-13-2019 was advertised on the City's website on January 3, 2019 with a closing date of February 5, 2019. An optional site visit was held on January 17, 2019. Five companies submitted a proposal. All five submission's were evaluated and scored in accordance with the RFP.
Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre The highest ranking proponent, Cambium Inc., submitted a price of $144,754.30 (HST included), which is recommended for approval. The total gross project cost is estimated to be $189,954.00 (HST included) and the total net project cost is estimated at $171,059.00 (net of HST rebate). Financial Implications: 1. Proposal Amount Request for Proposal No. RFP-13-2019 HST (13%) Total Gross Project Cost Request for Proposal No. RFP-13-2019 Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds 2018 Capital Bud et -Operations Centre Account Code Source of Funds 5315.1802.6230 Sale of land Total Funds I Project Cost under ( over) approved funds by Budget $200,000.00 $200,000.00 $128,101.15 16,653.15 $144,754.30 $128,101.00 $40,000.00 $168,101.00 $21,853.00 $189,954.00 (18,895.00) $171.059.00 Required $171,059.00 $171.059.00 $28,951.00 RFP-13-2019 included unit rates and estimated quantities for a wide variety of estimated testing which may be required. Actual quantities required will vary depending on the results of the consultant's investigations. A larger than usual project contingency has been provided in this budget to address the potential cost implications of conditions not yet known. Discussion: The new Pickering Operations Centre, located in Pickering at 1955 Clements Road, is under construction with an anticipated completion date of June 2019. Public Works will move out of the existing facility, located at 2570 Tillings Road, over the summer and will therefore vacate the facility in September 2019. The City intends to demolish the existing facility including all
Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre structures, underground services, parking, driveways, and outbuildings. The entire ten acre site will be decontaminated in accordance with all applicable regulations prior to the City disposing of the property. The consulting services required prior to the physical decontamination and demolition of the facility include: • Phase One and Two Environmental Site Assessment (ESA) reports. • Designated Substance Survey of the full site. • Boreholes and testing to establish the nature and extent of contamination. • Preparation and submission of a Record of Site Condition (RSC). • Preparation of the documents required for approval and final clearance by the Ministry of Environment and other authorities having jurisdiction. • Recommendations for the pre-qualification of demolition contractors. • Technical drawings and specifications for tender documents. • Site administration and inspection of the decontamination and demolition to ensure compliance. The submission of the highest ranking proponent, Cambium Inc., included a price of $144,754.30 (HST included) and is recommended for approval. The total gross project cost is estimated to be $189,954.00 (HST included) and the total net project cost is estimated at $171,059.00 (net of HST rebate). Award to the highest ranking proponent, Cambium Inc., will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance, and requisite approvals. The previous work experience and references of Cambium Inc. were reviewed and deemed to be acceptable as part of the pre-qualification process. Upon careful examination of all proposals and relevant documents received, the Community Services Department recommends the acceptance of Request for Proposal No. RFP-13-2019 submitted by Cambium Inc. in the amount of $144,754.30 (HST included), and that the total net project cost of $171,059.00 be approved. Attachments: 1. Supply & Services Memorandum dated February 8, 2019 2. Supply & Services Memorandum dated March 5, 2019
Report CS 01-19 April 1, 2019 Subject: Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre · Prepared By: Brian 1 Division Head, Operations ~~ ~--. Manager, Supply & Services MC:bd Approved/Endorsed By: Marisa Carpino Director, Community Services . ,~ -::::..:> ~---Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Picker in~ Cou;. c /Jil . (J~ >pf,. tl., t.,bli Tony Prevedel, P.Eng. Chief Administrative Officer
-C·lpti-p](KERJNG ATTACHMENT Memo To: Marisa Carpino February 8, 2019 Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Proposal No. RFP-13-2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Closing Date: February 5, 2019 -File: F-5300-001 Terms of Reference for Request for Proposal for the Remediation and Demolition of the Tillings Road Operations Centre was advertised on the City's website on January 3, 2019. Five companies have submitted a proposal. Stage I -Mandatory Submission Requirements -determines which submissions satisfy all the mandatory submission requirements and provides Proponents the opportunity to rectify deficiencies. Three Proponents rectified deficiencies in their submission within the rectification period. Five proposals proceed to Stage II -Evaluation. Proposals are attached for evaluation, along with the evaluation criteria included in the RFP document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference and sign the evaluation form. Attachments: 1. Stage I -Evaluation of Submission Requirements 2. Stage II -Evaluation of Rated Criteria 3. Supplier Evaluation Form 4. Copy of the proposals received (Evaluation Team Only) Evaluation committee members shall forward the completed evaluation forms to Jacqueline Charles. In accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each Respondent will be totaled to establish an average score. A summary of average scores will be prepared by Supply & Services for review and discussion at a meeting set up for the evaluation committee, if required. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you require further information, please contact me, or a member of Supply & Services. JC Attachments (4)
M I --C.-~(,/-PJCKERlNG Memo To: Marisa Carpino Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Proposal No. RFP-13-2019 March 5, 2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Closing Date: February 5, 2019 -File: F-5300-001 Further to earlier memo dated February 8, 2019, five (5) proposals proceeded to Stage II evaluation. The Evaluation Committee, consisting of City Staff from Community Services, conducted independent evaluations of the proposals. A summary of average scores is completed and a copy is attached. In accordance with Item 2.5 Stage IV -Ranking and Contract Negotiations, all scores from Stage II and Stage 111 have been added together, the proponents have been ranked based on their total scores, and may be selected to attend an interview in Stage IV. The Evaluation Committee has confirmed that the Stage V -Interview, will not be required. Cambium Inc. is the highest ranking proponent in the amount of $128,101.15 plus HST. The highest ranking proponent may be engaged for contract negotiations. Please advise if this is required. A budget of $200,000 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Part B. Material Disclosures, Item 1, as a pre-condition of award, the selected proponent, Cambium Inc. will be required to provide the following documents for review: (a) A copy of the City's Health and Safety Policy form currently dated and signed; and (b) The City's certificate of insurance or approved alternative form shall be completed by the Proponent's agent, broker or insurer. Please advise if we are to proceed with this task.
In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: (c) An award over $50,000 is subject to the additional approval of Council. Please include the following items in your Report to Council: 1. if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent Cambium Inc. including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. the budget amount(s) assigned thereto; 6. Treasurer's confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project. Upon receiving Council's approval, an approved requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponents will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. JC Attachments (2) RFP-13-2019 Consulting Services for the Remediation and Demolition of the Tillings Road Operations Centre Page 2 of 2