HomeMy WebLinkAboutCS 29-17DICKERING
6-4
Report to
Council
Report Number: CS 29-17
Date: November 13, 2017
From: Marisa Carpino
Director, Community Services
Subject: Consulting Services for the Reconstruction of the Conservation Building at
Pickering Museum Village
- Request for Proposal No. RFP -11-2017
- File: A-1440
Recommendation:
1. That Proposal No. RFP -11-2017 submitted by The Ventin Group in the amount of
$100,005.00 (HST included) be accepted;
2. That the total gross project cost of $150,855.00 (HST included), including the amount of the
proposal and other associated costs, and the total net project cost of $135,850.00 (net of
HST rebate), be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$135,850.00 as follows:
a) The sum of $90,000.00 as provided for in the 2016 Capital Budget Museum from the
Provincial Grant: Investing in Ontario;
b) The balance of $45,850.00 from property taxes; 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 City is planning to partially demolish and reconstruct the existing
Steam Barn on the lower site of Pickering Museum Village in order to upgrade and re -purpose it
as the site's new Conservation Building. The existing building consists of an unheated and
uninsulated metal roof and cladding on wood post and timber construction. The roof and cladding
are at the end of their serviceable life. Consulting services are required to determine the extent of
the existing structure that can be retained and to complete design and construction documents for
its reconstruction.
The approved 2016 Capital Budget includes funding for the project of which the selection of the
design consulting team is the first step. The project's 2018 construction timetable is based on
having the design completed by early 2018. Five consultants attended an optional site visit held
on September 29, 2017. Three proponents submitted proposals to Request for Proposal No.
RFP -11-2017 for Consulting Services for the Reconstruction of the Conservation Building at
Pickering Museum Village, which closed on October 17, 2017.
Report CS 29-17
November 13, 2017
Subject: Consulting Services for the Reconstruction of the Page 2
Conservation Building at Pickering Museum Village
The proposal submitted by The Ventin Group in the amount of $100,005.00 (HST included) is
recommended for approval. The total gross project cost is estimated to be $150,855.00 and the
total net project cost is estimated at $135,850.00 (net of HST rebate).
Financial Implications:
1. Proposal Amount
Proposal No. RFP -11-2017
HST (13%)
Total Gross Project Cost
$88,500.00
11,505.00
$100,005.00
2. Estimated Project Costing Summary
Proposal No. RFP -11-2017
Testing and Investigation
Contingency
Total Cost
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$88,500.00
15,000.00
30,000.00
$133,500.00
17,355.00
$150,855.00
(15,005.00)
$135.850.00
3. Approved Source of Funds
2016 Capital Budget — Museum
Account Code
5744.1603.6230
Source of Funds
Budget
Invest in Ontario Grant $90,000.00
0.00
2017 Property Taxes
Total Funds $90,000.00
Required
$90,000.00
45,850.00
$135,850.00
Project Cost under (over) approved funds by
($45,850.00)
The approach of reusing existing materials (posts, beams, etc.) during the reconstruction, brings
some uncertainty as to what the consultants actually determine can be reused. The uncertainty
results in a larger contingency than normal; which brings this project over -budget by 50% or
approximately $45,850.00 This entire contingency provision may not be required. Also the
original budget was prepared in 2015 (for the 2016 budget), so we have experienced some
inflation to the project design cost.
Report CS 29-17 November 13, 2017
Subject: Consulting Services for the Reconstruction of the Page 3
Conservation Building at Pickering Museum Village
In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure
exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer,
the Chief Administrative Officer, and Council.
Council approval is being sought at this time for the additional funds required. The Treasurer has
concurred that the over -expenditures will be funded from property taxes. If the contingency is not
required, the funds will be returned to source.
Proposal No. RFP -11-2017 includes the scope of work necessary for architectural and
engineering services that are required to design and produce working drawings sufficient to obtain
a building permit, and provide contract administration services during the construction phase of
the work. A large contingency has been carried to allow for any additional work that may be
required if investigations show that the existing structure cannot be re -used as proposed.
Discussion: The existing Steam Barn at Pickering Museum Village was constructed in the.
late 1970s, shortly after the Museum relocated to its current site from its previous location in
Brougham. Additions were added for workshop spaces on the south side of the main structure in
2007 and 2008.
The original building is approximately 100 feet long by 60 feet wide and of wood post and timber
column construction with prefinished sheet metal cladding. Wood trusses support a sheet metal
roof. The floor is a concrete slab on grade. The interior is uninsulated and unheated. Minimal
lighting is provided by translucent fiberglass panels on the north face and high bay industrial
fixtures. The building is currently monitored by a security alarm, but has no water supply or septic
system.
The building currently houses many of the heritage larger vehicles and pieces of equipment,
including steam -powered engines and other machinery. Indoor storage protects these artefacts
from direct exposure to the elements, but they remain vulnerable to large fluctuations in
temperature and humidity, pests, and other factors that negatively impact efforts to conserve
them.
Limited available storagespace, compared to the size of the existing collection and other
materials currently stored across the Museum, has been a persistent and growing issue. Museum
staff have been working diligently to update their collection inventory and de -accession redundant
items, or those without provenance to the City's history.
Reconstruction of the Conservation Building is intended to upgrade the existing facility while
retaining as much of the existing structure as possible, including both existing workshop additions.
RFP -11-2017 was issued to request proposal for architectural and engineering consulting services
to undertake the required investigations and prepare design and construction documents suitable
for tender early next year, with an anticipated construction start date of May 2018.
Report CS 29-17 November 13, 2017
Subject: Consulting Services for the Reconstruction of the Page 4
Conservation Building at Pickering Museum Village
The following tasks and requirements have been included in the scope of work:
• Assess existing building electrical, mechanical and structural systems to determine
potential for re -use;
• Replace existing building shell with insulated assembly, re -using existing components to
fullest possible extent;
• Provided dedicated lunch room, office, large artefact conservation workspace and
washroom(s), including relocation of the main entrance to the north face of the building
(facing the rest of the village);
• Provision of permanent potable water and septic systems;
• Provision of HVAC system capable of maintaining class B (tempered) air, including
dedicated fume hood for conservation;
• Modifications to existing electrical system;
• Exterior access wood storage to allow for disposal of existing trailer;
• Upgrade existing life safety systems to meet current code requirements;
• Upgrade existing security system, including the provision of cameras;
• Replace existing racking storage system; and
• Rough -in for future rooftop solar.
Funding of $90,000 was approved in the 2016 Capital Budget for the design of the Conservation
Barn Reconstruction project. A separate budget of $900,000 was approved for reconstruction,
subject to securing grant funding for at least half of this value. In 2017, the City secured $450,000
in Federal grant funding from the Canada Cultural Spaces Fund, to be allocated toward
construction costs. Design work will need to commence immediately in order to achieve the target
construction start date in May 2018. Provided this start date can be met, construction is estimated
to be complete by the end of 2018.
Request for Proposal No. RFP -11-2017 was issued on September 22, 2017 and closed on
October 17, 2017. Three proponents submitted proposals to provide the City with Architectural
and Engineering Design Services for this project and were evaluated. The Ventin Group was the
highest ranking proponent.
The City's Health & Safety Regulations Form has been executed and received by the City. The
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 The
Ventin Group, the references provided and the proposal is deemed acceptable.
Upon careful examination of all proposals and relevant documents received, the Community
Services Department recommends the acceptance of Proposal No. RFP -11-2017 submitted by
The Ventin Group in the amount of $100,005.00 (HST included) and that the total net project cost
of $135,850.00 be approved.
Report CS 29-17 November 13, 2017
Subject: Consulting Services for the Reconstruction of the Page 5
Conservation Building at Pickering Museum Village
Attachments:
1. Supply & Services Memorandum dated October 26, 2017
2. Supply & Services Memorandum dated October 19, 2017
Prepared By:
Vince Plouff
Manager, Facilities Capital Projects
Bri ffi`.d
Divi ion Head, Operations
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
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Approved/Endorsed By:
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Marisa Carpino MA
Director, Community Services
Stan Karwowski, CPA, CMA, MBA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
IIACHME
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DICKERING
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Memo
To: Marisa Carpino October 26, 2017
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Administrative Assistant, Community Services
Supervisor, Supply & Services
Subject: Proposal No. RFP -11-2017
Consulting Services for the Reconstruction of the Conservation Building at the PMV
Closing Date: October 17, 2017
- File: F-5300-001
Further to earlier memo dated October 19, 2017, three proposals proceeded to Stage 11
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
11 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 [V. The Evaluation Committee has
confirmed that the Stage V - Interview, will not be required.
The Ventin Group is the highest ranking proponent in the amount of $88,500.00 plus HST.
The highest ranking proponent may be selected for contract negotiations. Please advise if this
is required. -
A budget of $90,000.00 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 — The Ventin Group - will be required to provide the following documents
for review. Please advise if we are to proceed with this task.
(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.
In accordance with Purchasing Policy Rem 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 Items (a) and noted above is acceptable to the Co-ordinator, Health & Safety or
designate, if requited;
2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit;
3: any past work experience with the highest ranking proponent The Ventin Group 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 "on-line" 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 y.0 require further information, please feel free to contact me ora member of Supply &
Se ', ices.
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attachments
rents
Request for Proposal No. RFP -11-2017
Consulting Services for Reconstruction of the
Conservation Building at the Pickering Museum Village
Page 2 of 2
DICKERING
ATTACHMENT# 02 TO REPORT# ,S__ ali4
Memo
To: Marisa Carpino October 19, 2017
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Administrative Assistant, Community Services
Supervisor, Supply & Services
Subject: Proposal No. RFP -11-2017
Consulting Services for the Reconstruction of the Conservation Building at the
Pickering Museum Village
Closing Date: October 17, 2.017
File: F-5300-001
Terms of Reference for RFP -11-2017 Consulting Services for the Reconstruction of the
Conservation Building at the Pickering Museum Village was advertised on the City's website.
Four companies have submitted a proposal.
Stage 1— Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. One submission was returned unopened in accordance with the Purchasing Policy,
Section 23.02, Item #1 Late bid. Three proposals proceeded to Stage it — 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, Part 2, Item D —
Rated Criteria and sign the evaluation form.
Attachments:
1. Stage I— Evaluation of Submission Requirements
2. Evaluation Form
3. Copy of the Terms of Reference
4. Pricing Evaluation
5. Copy of the proposals received
Evaluation committee members shall forward the completed evaluation forms to Ray Rodrigues. 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.
Pease direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the
c ' tract has been awarded.
If you require further information, please contact me, or a member of Supply & Services.
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Attachme is (4)
Consulting Services for the Recoristructi =n of the Conservation Building at the
Pickering useum Village
RFP -11=2017
Stage 1 — Evaluation of Mandatory Requirements
Stage I will consist of a review to determine which proposals satisfy all of the mandatory
submission requirements. Proposals failing to satisfy the mandatory submission
requirements as of the submission date will be provided an opportunity to rectify any
deficiencies. Proposals failing to satisfy the mandatory requirements as of the
rectification date will be excluded from further consideration. Those submissions that
satisfy the mandatory requirements will proceed to Stage 11.
Proposals arelo include the following mandatory requirements:
A. Submission Form (Appendix B);
B. Addendums Acknowledged;
C. Pricing Form (Appendix C)
D. Reference Form (Appendix E)
Company
Item
A
Item
B
Item
C
Item
D
Aecom Canada Architects Inc.
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Lynch { Comisso Archtecture
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The Ventin Group
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