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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 MC:vp Approved/Endorsed By: /� 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 iM 66/ DICKERING Tow.- CS Qat-IA 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. VAF1rr 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. VAF 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. / / , j 11 Lynch { Comisso Archtecture + Light 7 // V ' i/ ,/� l/ The Ventin Group ` 4/