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Home My WebLink AboutCS 18-26 Report to Council Report Number: CS 18-26 Date: June 22, 2026 From: Laura Gibbs Director, Community Services Subject: Supply and Installation of an Audio-Visual System at Dorsay Community & Heritage Centre RFP2026-5 File: A 1440-001 Recommendation: 1. That Report CS 18-26 regarding the Supply and Installation of an Audio-Visual System at Dorsay Community & Heritage Centre be received; 2. That the proposal submitted by Cycom Canada Corporation in response to Request for Proposal RFP2026-5 for the Supply and Installation of an Audio-Visual System at Dorsay Community & Heritage Centre, in the amount of $279,544.90 (net HST) or $310,422.30 (HST included) be received; 3. That the total gross project cost of $347,672.98 (HST included), including the amount of the proposal and contingency, and the total net project cost of $313,090.20 (net HST) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the net project cost of $313,090.28 to be funded from the Casino Reserve, as approved in the 2025 and 2026 Capital Budgets; and, 5. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 1.0 Executive Summary: The purpose of this report is to award Request for Proposal No. RFP2026-5 to provide all equipment, labour, and technical services required for the furnishing, delivery and the installation of a fully operational audio-visual (AV) projection system for the John E. Anderson Exhibit Gallery within the newly constructed Dorsay Community & Heritage Centre (DCHC), located at 2365 Sixth Concession Road. CS 18-26 June 22, 2026 Page 2 Awarding this RFP will ensure the City obtains a professionally installed AV system that meets technical, safety, and operational requirements for the gallery, supporting the successful opening and long‑term functionality of the DCHC. Request for Proposal No. RFP2026-5 was advertised on the City’s Bids & Tenders portal on March 31, 2026, and closed on April 23, 2026. Four proponents submitted proposals. The evaluation committee, consisting of staff from Community Services, reviewed and evaluated the proposals received using criteria outlined in the request for proposal documents. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Cycom Canada Corporation in the amount of $279,544.90 (net HST) or $310,422.30 (HST included), is recommended for approval. The total gross project cost is estimated to be $347,672.98 (HST included), and the total net project cost is estimated at $313,090.28 (net HST). 2.0 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community and Foster an Engaged & Informed Community. 3.0 Financial Implications: Proposal Amount RFP 2026-5 $274,710.00 HST (13%) 35,712.30 Total Gross Proposal Amount HST Rebate (11.24%) Total Net Proposal Amount $310,422.30 (30,877.40) $279,544.90 Estimated Project Costing Summary RFP2026-5 $274,710.00 Contingency (12%) 32,965.20 Total Project Cost $307,675.20 HST (13%) 39,997.78 Total Gross Project Cost $347,672.98 HST Rebate (11.24%) (34,582.69) Total Net Project Cost $313,090.28 CS 18-26 June 22, 2026 Page 3 Approved Source of Funds – Community Services Capital Budgets (Furniture, Fixtures & Equipment (FF&E)) Approved Capital Account Source of Funds Approved Budget Funds Required C10220.2011 Casino Reserve 707,655.10 313,090.28 Total $707,655.10 $313,090.28 Net Project Cost Under (Over) Approved Funds $394,564.82 4.0 Discussion: The purpose of this report is to award Request for Proposal No. RFP2026-5 to provide all materials, equipment, labour, and technical services required for the furnishing, delivery and the installation of a fully operational audio-visual (AV) projection system for the Exhibit Gallery room within the newly constructed Dorsay Community & Heritage Centre, located at 2365 Sixth Concession Road. 4.1 Project Background DCHC is a dynamic cultural hub that combines community programs with festivals, events and displays. As one of the core amenities, the John E. Anderson Exhibit Gallery features changing exhibits that will serve as a gathering space for residents, an opportunity to showcase art by local artists and community groups, and as an attraction to the site with immersive, interactive, and inspiring exhibits. Equipping this space with dedicated audio-visual equipment will allow for a broader range of future exhibits and displays. Doing so aligns with the Pickering Museum Village’s Digital Strategy, and the strategic directions of the Cultural Strategic Plan to build a strong and collaborative cultural sector, strengthen culture-led economic development and cultivate opportunities for the creation, education and enjoyment of the arts. This AV projection system includes loudspeakers, amplifiers, microphones, projectors, transmitters, receivers, processors, software, switches, controllers and hardware. It will allow staff, artists, and community groups to incorporate audio, video, and immersive projections into exhibits. Projectors and AV equipment are highly common in modern galleries, serving as essential tools for both contemporary art and event programming. Virtually all major contemporary art institutions rely on these systems, which range from single-room video displays to immersive, room-scale projection mapping. CS 18-26 June 22, 2026 Page 4 AV equipment will be used for the following purposes: • Video Art & Installations: Standalone video pieces, short films, and animated works rely heavily on high-quality, high-lumen projectors. • Immersive Exhibitions: Use of multi-projector arrays and seamless edge-blending for massive, wrap-around digital art experiences. • Event Hosting: Supporting rental of spaces for corporate events, film screenings, and galas, requiring robust in-house AV systems. • Dynamic Illumination: Use of light-shaping LED projectors to render light shapes and highlights directly onto sculptures or flat canvases. This equipment will support the City’s arts, cultural and heritage areas in reaching their full potential through use of immersive audio-visual experiences. These experiences help attract visitors and promote the City as a major tourism destination. 4.2 Procurement Process Request for Proposal No. RFP2026-5 was advertised on the City’s Bids & Tenders portal on March 31, 2026, and closed on April 23, 2026. Four proponents submitted proposals. The evaluation committee, consisting of staff from Community Services, reviewed and evaluated the proposals received using criteria outlined in the request for proposal documents. Awarding this RFP will ensure the City obtains a professionally installed AV system that meets technical, safety, and operational requirements for the John E. Anderson Exhibit Gallery, supporting the successful opening and long‑term functionality of the Dorsay Community & Heritage Centre. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Cycom Canada Corporation in the amount of $279,544.90 (net HST) or $310,422.30 (HST included), is recommended for approval. The total gross project cost is estimated to be $347,672.98 (HST included), and the total net project cost is estimated at $313,090.28 (net HST). Attachment: None Prepared By: Lou Kahssay, OAA, LEED® AP, Senior Project Manager, Facilities Capital Projects Prepared By: Dennis Yip, P.Eng., PMP®, CEM, LEED® AP, Manager, Facilities Capital Projects CS 18-26 June 22, 2026 Page 5 Approved/Endorsed By: Vince Plouffe, OAA, MRAIC, Division Head, Facilities Management & Construction Approved/Endorsed By: Laura Gibbs, MBA, MSc., Director, Community Services Approved/Endorsed By: Cathy Bazinet, CPPB, NIGP-CPP, Manager, Procurement Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA, Director, Finance & Treasurer LG:dy Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer