Loading...
HomeMy WebLinkAboutOPS 07-24Report to Council Report Number: OPS 07-24 Date: May 27, 2024 From: Brian Duffield Director, Operations Subject: Consulting Services for a New Vehicle Storage Shed at the Operations Centre - RFP2024-2 - File: A-1440 Recommendation: 1. That Request for Proposal No. RFP2024-2 for Consulting Services for the design of a New Vehicle Storage Shed at the Operations Centre, as submitted by Barry Bryan Associates in the amount of $329,850.00 (HST excluded), be accepted; 2. That the total gross project cost of $463,131.00 (HST included) for design and associated costs, and the total net project cost of $417,064.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $417,064.00 as approved in the 2023 and 2024 Capital Budgets and funded from by a transfer from the Operations Centre Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award professional consulting services required for the design and associated costs required for the subsequent construction of a new 18-bay vehicle storage shed at the Pickering Operations Centre located at 1955 Clements Road. The existing 16-bay vehicle storage shed at the Pickering Operations Centre is currently at capacity. It is unable to accommodate additional equipment needed to maintain required levels of service as the City continues to grow. A new 18-bay vehicle storage shed is required to provide additional capacity, including six fully enclosed and heated bays to support related vehicle and equipment maintenance. Design work must commence immediately in order to complete required construction documents sufficient to obtain applicable permits and subsequently issue a separate tender and construction. The new storage shed will need to be completed in time for the 2025-2026 winter control season. Request for Proposal No. RFP2024-2 was advertised on the City’s bids & tenders portal on March 5, 2024, and closed on April 3, 2024. One proposal was received. All required pre-conditions of award have been received and approved; therefore, the compliant proposal submitted by Barry Bryan Associates in the amount of $329,850.00 (HST excluded), is recommended for approval. The total gross project cost is estimated to be $463,131.00, and the total net project cost is estimated at $417,064.00 (net of HST rebate). OPS 07-24 May 27, 2024 Subject: Consulting Services for a New Vehicle Storage Shed at the Page 2 Operations Centre Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. RFP Amount RFP2024-2 $329,850.00 HST (13%) 42,880.50 Total Gross Project Cost $372,730.50 2. Estimated Project Costing Summary RFP2024-2 $329,850.00 Testing and Inspection Costs 40,000.00 Permits & Approvals 10,000.00 Contingency 30,000.00 Total Project Cost $409.850.00 HST (13%) 53.281.00 Total Gross Project Costs $463,131.00 HST Rebate (11.24%) (46,067.00) Total Net Project Cost $417,064.00 3. Approved Source of Funds – Operations Capital Budget Approved Code Source of Funds Funds Available Funds Required C10300.2307 Ops Centre Reserve Fund $4,610,000.00 $417,064.00 The unused dollars as referenced above will be used in the construction phase of the project. Discussion: The purpose of this report is to award professional consulting services required for the design and associated work required for the subsequent construction of a new 18-bay vehicle storage shed at the Pickering Operations Centre located at 1955 Clements Road. Snow plows, other vehicles, and equipment used for winter control and road maintenance must be protected against inclement weather. Good practice dictates that they should be sheltered to minimize preparation time needed for short notice response in the case of Project Cost under (over) approved funds by $4,192,936.00 OPS 07-24 May 27, 2024 Subject: Consulting Services for a New Vehicle Storage Shed at the Page 3 Operations Centre emergencies or inclement weather. This approach also helps to protect expensive equipment and vehicles, maximizing their serviceable life. Construction of the Operations Centre was awarded in 2017, in accordance with Report CS 14-17, completed and occupied in 2019. In that Report, staff recognized that the Operations Centre would eventually need to be supplemented by a northern satellite facility in response to ongoing growth in the Seaton area. The City is currently exploring site options for this northern satellite, but a serviced location is unlikely to be available before 2026. Two additional years would then be required to build the required facilities and make them ready to service north Pickering. Ongoing growth has already exceeded the capacity of the existing vehicle storage shed at the Operations Centre, and additional vehicles are projected to be needed. Additional capacity is required in order to maintain current levels of service until the norther satellite becomes operational. Six of the proposed twelve bays in the new shed would also be heated and fully enclosed, providing additional capacity to Fleet Services to maintain the City’s expanding inventory of vehicles and other equipment. The City’s fleet continues to grow as additional roads and sidewalks are assumed. The new shed is proposed to be located on the south side of the Pickering Soccer Centre, within City lands that are already part of the Operations Centre. This location was identified as part of the original site design, but the second vehicle storage shed was deferred to help reduce overall costs. Access to utilities is limited in this part of the site and alternative options such as rooftop solar panels will be explored to help mitigate any related construction costs and long term operating costs. Request for Proposal No. RFP2024-2 was advertised on the City’s bids & tenders portal on March 5, 2024, and closed on April 3, 2024. One proposal was received. All required pre-conditions of award have been received and approved; therefore, the compliant proposal submitted by Barry Bryan Associates in the amount of $329,850.00 (HST excluded), is recommended for approval. The total gross project cost is estimated to be $463,131.00 and the total net project cost is estimated at $417,064.00 (net of HST rebate). Attachments: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP Division Head, Operations Services Manager, Procurement OPS 07-24 May 27, 2024 Subject: Consulting Services for a New Vehicle Storage Shed at the Page 4 Operations Centre Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer