HomeMy WebLinkAboutCR 18-15 Report to
, • � Executive Committee
PICKERING Report Number: CR 18-15
Date: November 9, 2015
From: Marisa Carpino
Director, Culture & Recreation
Subject: Consulting Services for Building Condition Assessments and Facilities
Asset Management System
- Request for Proposal No. RFP-2-2015
- File: A-1440
Recommendation:
1. That Proposal No. RFP-2-2015, for Consulting Services for Building Condition
Assessments and Facilities Asset Management System, submitted by VFA
Canada Corporation in the amount of $275,715.86 (HST included) be accepted;
2. That the total gross project cost of $284,756.00 (HST included), including the
amount of the proposal and other associated costs, and the total net project cost
of $256,432.00 (net of HST rebate), be approved;
3. That Council authorize the Division Head, Finance & Treasurer to finance Year 1
Implementation and Assessments net project cost of $106,087.00 as follows:
a) The sum of $25,000.00 as provided for in the 2015 Current Budget Culture &
Recreation Administration be increased to $26,522.00, to be funded from
property taxes;
b) The sum of $75,000.00 as provided for in the 2015 Current Budget Culture &
Recreation Administration be increased to $79,565.00 to be funded by a
transfer from the Development Charges Reserve Funds-Growth Studies
(DCRF); and
4. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Executive Summary: In June 2014, Council approved report FIN 14-14 that
approved the revised agreement between the Association of Municipalities of Ontario
(AMO) and the City as it relates to the Federal Gas Tax (FGT) revenues (the City
currently received $2,568,953 in FGT funding). One of the changes in the revised
agreement is the focus on asset management. This includes creating comprehensive
plans for all tangible capital assets and utilizing these plans to allocate FGT dollars and
reporting on the outcomes. The awarding of the consulting contract that includes
facilities asset management system will assist the City in meeting its FGT reporting
Report CR 18-15 November 9, 2015
Subject: Consulting Services for Building Condition Assessments
and Facilities Asset Management System Page 2
requirements. Future Provincial grant funding programs will require the municipality to
have a completed asset management plan in order to apply for grant programs.
Culture & Recreation Department staff recommended that a Facilities Asset
Management System be initiated in 2015, in anticipation of the mandatory obligation by
the province to develop an Asset Management Plan for the City's vertical assets and in
the absence of building condition assessment reports that are required to more
effectively maintain and manage the City's assets. The City allocated $100,000 in the
2015 Current Budget for Consulting and Professional Services to develop and
implement a Facilities Asset Management System. This work consists of Building
Conditions Assessments of City facilities and the set up and maintenance of a hosted
data management system which would be invaluable in identifying the costs of deferred
maintenance, life cycle replacements and assisting with the preparation of budgets. To
that end, Request for Proposal No. RFP-2-2015 was prepared and advertised on the
City's website.
The highest scoring proponent, VFA Canada Corporation, in the amount of $275,716.00
(HST included) is recommended for approval. The total gross project cost is estimated
to be $284,756.00 and the total net project cost is estimated at $256,432.00 (net of HST
rebate).
Financial Implications:
1. Proposal Amount
Proposal No. RFP-2-2015 $243,996.34
HST (13%) 31,719.52
Total Gross Proposal Cost $275,715.86
2. Breakdown of Costs b Bud•et Year
Total Project Cost 2015 2016-2020 Total
(Proposal + Other Costs) Budget Budgets
Implementation & Assessments $ 96,252.00 0 $ 96,252.00
Software Maintenance 0 $147,744.00 147,744.00
Total Proposal Amount $ 96,252.00 $147,744.00 $243,996.00
Contingency 8,000.00 0 8,000.00
Total Project Cost $104,252.00 $147,744.00 $251,996.00
HST (13%) 13,553.00 19,207.00 32,760.00
Total Gross Project Cost $117,805.00 $166,951.00 $284,756.00
HST Rebate (11.24%) (11,718.00) (16,606.00) (28,324.00)
Total Net Project Cost to City $106,087.00 $150,345.00 $256,432.00
Report CR 18-15 November 9, 2015
Subject: Consulting Services for Building Condition Assessments
and Facilities Asset Management System Page 3
3. Approved Source of Funds
2015 Current Budget— Culture & Recreation Administration
Approved Code Source of Funds Budget Required
2711.2392.0000 Property Taxes $ 25,000.00 $ 25,000.00
DCRF 75,000.00 75,000.00
Additional Funds Property Taxes 0 $ 1,522.00
Required DCRF 0 4,565.00
Total Funds $100,000.00 $106,087.00
Project Cost under (over) approved funds by ($6,087.00)
Software implementation and building assessments for Civic Complex & Central Library,
Pickering Recreation Complex and Petticoat Creek Community Centre & Library will
commence in 2015 and funding has been provided for in the 2015 Current Budget
Culture & Recreation Administration. The estimated cost for these components is
slightly over the approved budget of $100,000.00 and will be funded by an increased
transfer from the DCRF and property taxes based on the approved funding ratio of 75%
and 25% respectively.
The proposed amount includes software maintenance fees for five years and these will
be included in the current budget for the respective years commencing in 2016. This
contract also includes a fixed rate of $0.2386 per square footage for VFA Canada
Corporation to assess additional City facilities over the next 4 to 5 years and would be
included in the future year's budgets accordingly.
Discussion: The City of Pickering allocated funds in the 2015 Current Budget to
establish a Facilities Asset Management System. Like many other municipalities, the
City of Pickering has a diverse and aging portfolio of facilities. The current management
for these facilities has been achieved without the support of accurate building condition
data or any long term, integrated, Facilities Asset Management Plans. The City's
management of facilities has largely relied on the experience of staff and an ad hoc
budget forecast planning methodology. Although this approach has proved adequate in
the past, it will not address the future demands of continuing aging City facilities,
planned growth, and the City's commitment to future levels of service.
Reliable, consistent, current building condition data and budget modelling is
fundamental to a comprehensive and sustainable Facilities Asset Management Plan.
As such, the Facilities Asset Management System to be established by VFA Canada
Corporation will support, integrate and manage facilities service goals based on current
needs and expected future requirements. More specifically, the Facilities Asset
Management System will create an integrated approach to the planning, design,
Report CR 18-15 November 9, 2015
Subject: Consulting Services for Building Condition Assessments
and Facilities Asset Management System Page 4
contracting, managing, renovating, operating, maintaining, decommissioning and
disposing of current and future inventory of City owned building assets.
The foundation of the Facilities Asset Management System is to identify and retain
comprehensive information on the condition of each City building. These Building
Condition Audits identify all of the existing building deficiencies and life cycle
replacements for each individual facility.
The data from the Building Condition Assessments will be entered into a third party
hosted software system that prioritizes the work, completes accurate costing of all work
and provides multiple future and long term capital funding forecasts and modelling. The
hosted data system would be accessible from a dashboard interface on City computer
terminals to allow staff to pull data and customize reports from the database. The
vendor will be responsible for data input.
As part of this project, VFA Canada Corporation will complete Building Condition
Assessments of three major facilities (Civic Complex & Central Library Branch,
Pickering Recreation Complex, and the Petticoat Creek Community Centre & Library).
VFA Canada Corporation will also establish and populate the hosted data system with
the assessment results while integrating with the tangible capital asset software system.
Additional City facilities including Don Beer Arena, Dunbarton Indoor Pool and East
Shore Community Centre will be assessed at a rate of $0.2386 cents per square
footage totalling approximately $33,500.00 in a future year's budget. Between 2017
and 2018, many of the City's smaller facilities (primarily found in north Pickering) will be
audited by City staff. Within this Facilities Asset Management System, VFA Canada
Corporation has the obligation to train staff to collect the data from field inspections. It
is the intent to have all City facilities audited and reflected in the data system by the end
of 2018.
Proposal No. RFP-2-2015 for the consulting Services for Building Condition
Assessments and Facilities Asset Management System closed on Thursday, April 30,
2015 with five (5) proposals submitted. An evaluation committee, consisting of City
staff, evaluated the proposals using criteria outlined in the RFP. The highest scoring
proponent was VFA Canada Corporation.
VFA Canada Corporation, has submitted a copy of the Health & Safety Policy, the
current WSIB Workplace Injury Summary Report and Clearance Certificate,
confirmation of Ministry of Labour Health and Safety Awareness Training for every
worker and supervisor on this project, proof of compliance with amended Confined
Space Entry Regulations (September 30, 2006), along with copies of certification and all
are acceptable to the (Acting) Coordinator, Health & Safety. Certificate of Insurance is
deemed acceptable to Manager, Budgets & Internal Audit. In conjunction with the
foregoing approvals, staff have reviewed the previous work experience of VFA Canada
Corporation and the references provided and the proposal is deemed acceptable.
Report CR 18-15 November 9, 2015
Subject: Consulting Services for Building Condition Assessments
and Facilities Asset Management System Page 5
Upon careful examination of all proposals and relevant documents received, the Culture
& Recreation Department recommends the acceptance of the highest scoring
proponent, VFA Canada Corporation for RFP-2-2015 in the amount of$275,715.86
(HST included) and that the total net project cost of$256,432.00 be approved.
Attachments:
1. Supply & Services Memorandum dated September 18, 2015.
2. Supply & Services Memorandum dated June 19, 2015.
3. Supply & Services Memorandum dated May 22, 2015.
Prepared By: Approved/Endorsed By:
Ill( f
Vince Plouffe Marisa Carpino
Supervisor, Facilities Operations Director, Culture & Recreation
010*
Brian J. Duffield Stan Karwowski, CPA, CMA, MBA
Ma ger, Facilities Operations Division Head, Finance & Treasurer
Vera A. elgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
BD:mc
Recommended for the consideration
of Pickering •ty Co ncil
l L!o 20l.5
r
Tony Prevedel, P.Eng.
Chief Administrative Officer
ATTACHMENT## . TO REPORT# C-6`
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To: Marisa Carpino September 18, 2015
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations
Supervisor, Facilities Operations
Supervisor, Supply & Services
Subject: Request For Proposal No. RFP-2-2015
Consulting Services for Building Condition Assessments and Facilities Asset Mgmt.
System
- File: F-5300-001
Further to the memo dated.June 19, 2015, two proposals proceeded to Stage III evaluation.
VFA Canada is the highest scoring proponent in the amount of$234,996.34 plus HST. To
enable the data transfer from the City's current system (CityWide) to VFA's system, an
additional cost of$9,000.00 plus HST applies, for a total amount of$243,996.34.
A budget of$110,000.00 was provided to Supply & Services for this procurement.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the total purchase
price is over. $125,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Do not disclose any information to enquiries during this time. 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 &
Se ces.
CULTURE&RECREATI N DIVI ON
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attachments ABEY TO
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ATTACHMENT# 2 TO REPORT# CR \8 T (S
_ Memo
To: Marisa Carpino June 19, 2015
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Supply & Services
Manager, Facilities Operations
Supervisor, Facilities Operations
Subject: Request for Proposal No. RFP-2-2015
Consulting Services for Building Condition Assessment and Facilities Asset
Management System
- File: F-5300-001
Further to memorandum dated May 22, 2015, following is an update of the evaluation process:
Reference: Item 3.4 Stage II - Evaluation of Rated Criteria.
Stage II evaluation of rated criteria of five proposals as outlined in Appendix E — RFP Particulars,
Part D — Rating Criteria has been completed.
Reference: Item 3.5 Stage III — Evaluation of Pricing.
Evaluation of pricing has been completed.
Reference: Item 3.6 Cumulative Score and Selection of Highest Scoring Proponent
At the conclusion of.Stage Ill, all scores from Stage II and Stage III will be added together and the
highest ranking proponent will be selected for negotiations in accordance with Part 4 —Terms and
Conditions of the RFP process. This has been completed. Two of the five proposals met the
required scoring threshold for consideration.
The highest ranking proponent is VFA Canada Corp. Confirm if you wish us to proceed to
negotiations with VFA Canada Corp. as set out in the Terms of Reference as follows:
Reference: Item 4.3.1 Selection of Top-Ranked Proponent
The top-ranked proponent, as established under Part 3— Evaluation of Proposals, will receive a
written invitation to enter into direct contract negotiations with the City.
Reference: Item 4.3.2 Timeframe for Negotiations
The City intends to conclude negotiations within thirty (30) days commencing from the date the
City invites the top-ranked proponent to enter negotiations. A proponent invited to enter into direct
contract negotiations should, therefore, be prepared to provide requested information in a timely
fashion and to conduct its negotiations expeditiously.
Reference: Item 4.3.3 Process Rules for Negotiations
Any negotiations will be subject to the process rules contained in this Part 4 —Terms and
Conditions of RFP Process and the Submission Form (Appendix B) and will not constitute a
legally binding offer to enter into a contract on the part of the City or the proponent. Negotiations
may include requests by the City for supplementary information from the proponent to verify,
clarify or supplement the information provided in its proposal or to confirm the conclusions
rehed in the evaluation, and may include requests by the City for improved pricing from the
pro onent.
VAF
attachments
Request for Proposal RFP-2-2015 Page 2 of 2
Consulting Services for Building Condition
Assessment and Facilities Asset Management
System
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T I cr-S
nu,
Inv -
ti al I NIA Memo
To: Marisa Carpino May 22, 2015
Division Head, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Facilities Operations
Supervisor, Supply & Services
Subject: Request For Proposal No. RFP-2-2015
Consulting Services for Building Condition Assessment and Facilities Asset
Management System
- File: F-5300-001
Terms of Reference for the above project were posted on the City's website. Five companies
submitted a proposal.
A preliminary review of the submissions has been undertaken. With regards to the Stage I
Mandatory Requirements, the Request for Proposal document provided proponents five (5)
business days to rectify deficiencies in their submission. All five submissions required
rectification. The proponents have submitted corrected and missing documents within the time
frame permitted, and all submissions may now proceed to Stage II — scoring by the City of the
proposals on the basis of the rated criteria of the items outlined in Appendix E — RFP
Particulars, Part D of the document.
This compliance checklist is to be used in evaluating each weighted category. Each item is to
be reviewed closely by the Evaluation Committee members and scored to reflect each
category's relevance and value.
Please refer to Part 3 — Evaluation of Proposals for instructions on how the proposals are to be
evaluated by the evaluation committee members.
Health & Safety and Insurance documentation is currently being reviewed by the Coordinator,
Health & Safety and the Manager, Budgets & Internal Audit. A score out of 5 points will be
applied to the evaluation form by Supply & Services after the other rated criteria categories
have been scored by the evaluation team.
Pricing has been evaluated and a score out of 20 points will be applied to the evaluation form
by Supply & Services after the other rated criteria categories have been scored by the
evaluation team. •
Attachments are as follows:
1. Stage II — Evaluation of Rated Criteria;
2. Evaluation Form (to be used by Evaluation Committee Members)
3. Copy of Terms of Reference
4. Copy of the proposals received (hard copies only to be provided)
Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member should review the submissions carefully according to the criteria
before the meeting time.
If y u require further information, please contact me or a member of Supply & Services.
VAF/sb
Attachments
RFP-2-2015- Consulting Services for the
Consulting Services for Building Condition Page 2
Assessment and Facilities Asset Management
System
Consulting Services for Building Condition Assessment
and Facilities Asset Management System
RFP-2-2015
Stage H - Evaluation of Rated Criteria
Stage 11 will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked proponent as established under the evaluation will be selected to
enter into a contract for the provision of the Deliverables. The selected proponent will be expected to
enter into a contract within the timeframe specified in the selection notice. Failure to do so may,
among other things; result in the disqualification of the proponent and the selection of another
proponent, or the cancellation of the RFP.
The following is an overview of the categories and weighting for the rated criteria of the RFP.
3.3 Stage I — Mandatory Requirements, Submission and Rectification
3.3.1 Submission and Rectification Date
Other than inserting the information requested on the mandatory submission forms set out in the
RFP, a Proponent may not make any changes to any of the forms. Proponents submitting`proposals
that do not meet the mandatory requirements will be provided an opportunity prior to the Rectification
Date to rectify any deficiencies.
3.3.2 Submission Form (Appendix B)
Each proposal must include a Submission Form (Appendix B) completed and signed by an authorized
representative of the Proponent.
3.3.3 Rate Bid Form (Appendix C)
Each Proponent must include this form completed according to the instructions contained in the form
as well as those instructions set out below:
(a) The Proponent shall pay all taxes, rates, duties, and assessments imposed now or in
the future when due to the taxing authority(ies) having jurisdiction over the Proponent
charged in respect of the
business to be carried on in the leased area, including but not limited to provincial and
federal taxes, business and realty taxes to the City
(b) rates shall be provided in Canadian funds, inclusive of all applicable duties and taxes
except for HST, which should be itemized separately; and
(c) rates quoted by the Proponent shall be all-inclusive and shall include all labour and
material costs, all travel and carriage costs, all insurance costs, all costs of delivery to
the City, all costs of installation and set-up, including any pre-delivery inspection
charges, and all other overhead, including any fees or other charges required by law.
3.3.4 Reference Form (Appendix D)
Each Proponent must complete the Reference Form (Appendix D) and include it with its proposal.
3.3.5 Other Mandatory Requirements
Proponents should refer to Appendix E — RFP Particulars.— Section D. Other Mandatory
Requirements.
3.3.6 Rectification Date
Proposals satisfying the mandatory requirements before the Rectification Date will proceed to Stage
II. Proposals failing to satisfy the mandatory requirements by the Rectification Date will be excluded
from further consideration.
3.4 Stage II — Evaluation of Rated Criteria
Proponents should refer to Appendix E — RFP Particulars — Section D. Rated Criteria for a breakdown
of the Rated Criteria.
3.5 Stage Ill — Evaluation of Pricing
Proponents should refer to the Rate Bid Form at Appendix C and Appendix E — RFP Particulars —
Section E. Pricing.
3.6 Cumulative Score and Selection of Highest Scoring Proponent
At the conclusion of Stage Ill, all scores from Stage II and Stage Ill will be added together and the
highest ranked Proponent will be selected for negotiations in accordance with Part 4 —Terms and
Conditions of the RFP process.
Appendix E — RFP Particulars
D. Rated Criteria
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Proponents who do not meet a minimum threshold score for a category will not proceed to Stage III of
the evaluation process.
Rated Criteria Category Weighting (Points) Threshold
Experience on Similar Projects 15 10
Understanding of Project 10 6
Work Plan and Deliverables 25 20
Project Team Overview 10 6
Quality of References 10 6
Quality of Proposal 5 3
Insurance, Health & Safety Documentation 5 3
Pricing 20
Total Points 100
RFP-2-2015 Page 2 of 5
Consulting Services for Building Condition Assessment and
Facilities Asset Management System
Experience on Similar Projects = 15 Points
The proposal shall include information that provides:
a. Three (3) relevant examples of past projects within the last five (5) years that are comparable
in scope. This should include a project synopsis that identifies the team members assembled
who worked on the project, the current project status, budgeted costs versus actual costs,
scheduling issues and resolutions, efficiencies and implementation challenges. Provide client
names, contacts and up-to-date contact phone numbers. Advise the references that the City
may be contacting them; and
b. Facility Asset Management Plan implementation experience.
Understanding of Project= 10 Points
The Proposal shall include information that provides:
a. Information that the Proponent understands the objectives and requirements of this project.
Proponents must relate these objectives to past experience or expertise of the Proponent
and/or their team; and
b. A summary of the risks, problems or issues associated with the work and how they will be
mitigated.
Work Plan, Deliverables and Functional Requirements = 25 Points
The Proponent is to articulate, clearly and concisely, the following:
a. An indication of how soon the Proponent can commence the work;
b. A detailed work plan indicating the method, tasks, and deliverables;
c. A schedule that identifies work phases (by Gantt Chart or other similar illustration) including
key dates for major deliverables in the Proponent's detailed work plan;
d. Proposed staffing roles and the amount of time that they will be dedicated to this project;
e. State the assumptions regarding the roles and involvement of the City staff; and
f. The requirements for the software application are to be detailed by the Proponent in
accordance with the City's list of Functional Requirements listed in Appendix B. The
responses to this section will be fundamental in the overall evaluation of the proposed system,
with regard to the systems' flexibility and functionality. Screen shots and examples of reporting
would assist in the evaluation.
Project Team Overview = 10 Points
It is important that the work be provided by a team that can demonstrate the knowledge of, and
experience in providing similar services for projects of a comparable nature, size and scope. In
particular, the Proponent should provide an overview of the key personnel who would be primarily
involved in the project and include the following:
a. Identify the prime firm submitting the Proposal and the sub-consultant firms that will be
assembled to undertake the work;
b. The name, title, mailing address, phone number, fax number and e-mail address of the Design
Project Leader;
RFP-2-2015 Page 3 of 5
Consulting Services for Building Condition Assessment and
Facilities Asset Management System
c. Condensed resumes and professional credentials of each individual on the Project Team that
highlights their education, training, and work history;
d. The respective roles of the team members and their current office locations. Team members
named in this RFP cannot be replaced without written approval from the City of Pickering;
e. Current and future project list that will be undertaken by members of the Proponent's team
including their current workload (i.e., identify other competing priorities that are assigned to
each member within this project timeline); and
f. Organizational chart that clearly defines the chain of command for each individual with the
team.
Quality of References —Total Points = 10 Points
Relevance of projects similar in scope and value completed over the last five (5) years. Complete
Appendix D— Reference Form
Quality of Proposal —Total Points = 5
Presentation of proposal, examples, details, content organization and how well instructions are
followed.
Insurance, Health & Safety Documentation — Total Points = 5 Points
All documentation and certificates stated in Item D, Other Mandatory Requirements, being current
and valid.
The following documents must be submitted in entirety:
(a) A copy of the Health and Safety Policy to be used on this project ;
(b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety
& Insurance Board (in lieu of the Workplace Injury Summary Report document, a
copy of the current CAD 7, NEER, or MAP reports may be submitted);
(c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) The City's certificate of insurance or approved alternative form shall be completed by
the bidder's agent, broker or insurer;
(e) Ministry of Labour Health & Safety Awareness Training for Supervisors and Workers
that will be assigned to this project; and
(f) Such further information, as the City may request in writing.
The City's findings shall be used to serve the best interests of the Corporation of the City of
Pickering.
E. Pricing — Total Points = 20 points
Proponents should review and complete the Rate Bid Form at Appendix C.
Pricing will be scored based on a relative pricing formula using the total amount as set out in Rate
Bid Form.
RFP-2-2015 Page 4 of 5
Consulting Services for Building Condition Assessment and
Facilities Asset Management System
Each proponent will receive a percentage of the total possible points allocated to price for the
particular category it has bid on by dividing that proponent's price for that category into the lowest
bid price in that category. For example, if a proponent bids $120.00 for a particular category and
that is the lowest bid price in that category, that proponent receives 100% of the possible points
for that category (120/120 = 100%). A proponent who bids $150.00 receives 80% of the possible
points for that category (120/150 = 80%), and a proponent who bids $240.00 receives 50% of the
possible points for that category (120/240 = 50%).
Rating Criteria Scoring
Lowest total amount
x Total available points =.Score for proposal with second lowest
Second lowest total amount total amount
Lowest total amount
x Total available points = Score for proposal with third lowest total
Third lowest total amount total amount
And so on, for each proposal.
RFP-2-2015 Page 5 of 5
Consulting Services for Building Condition Assessment and
Facilities Asset Management System
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