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HomeMy WebLinkAboutCS 18-18Glq r,1, DICKERING Report to Executive Committee Report Number: CS 18-18 Date: June 18, 2018 From: Marisa Carpino Director, Community Services Subject: Architectural & Engineering Design Services for the Pickering Recreation Complex Renovations Request for Proposal No. RFP -7-2018 - File: A-1440 Recommendation: 1. That Proposal No. RFP -7-2018 submitted by Barry Bryan Associates in the amount of $281,370.00 (HST included) be accepted; 2. That the total gross project cost of $337,870.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $304,262.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $303,262.00 by a transfer from the Rate Stabilization Reserve; 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 Pickering Recreation Complex opened to the public in 1983, and has seen major additions in 1992 and 2009. That said, major renovations of the main lobby, concourse and dressing rooms have not been undertaken since its original construction. After 35 years, the main public spaces of the building are showing their age and do not conform to contemporary service standards and the public's expectations of municipal amenities. The Pickering Recreation Complex is also the City's primary location for the delivery of interior recreation space, programming and services. RFP -7-2018 includes complete design and consulting services for main floor renovations of the existing concourse, dressing rooms, staff offices and service counters, related security and accessibility upgrades, main entrance, exterior entrance and approach. Construction will occur in stages to minimize disruption to ongoing operations, and is anticipated to commence in 2019. Exterior site works will be undertaken as a separate construction project in 2020. Design for all work listed above has been included in the scope of work of this RFP. Request for Pre -Qualification No. RFPQ-4-2018 was issued on February 9, 2018. 5 companies submitted proposals, from which 3 proponents were successfully prequalified by the City to submit proposals for consideration. Report CS 18-18 Subject: Request for Proposal for Architectural & Engineering Services for the Pickering Recreation Complex Renovations June 18, 2018 Request for Proposal No. RFP -7-2018 was released and made available for information to the prequalified proponents on March 26, 2018. An optional site visit was held on April 3, 2018. The RFP closed on April 12, 2018. All 3 prequalified companies submitted proposals. The two highest ranking proponents were interviewed on May 17, 2018. The scoring of the interview, in accordance with the terms of the RFP, determined the final ranking for recommendation of award. The final, highest ranking proponent's submission included a price of $281,370.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $337,870.00 (HST included) and the total net project cost is estimated at $304,262.00 (net of HST rebate). Financial Implications: 1. Tender Amount Request for Proposal No. RFP -7-2018 HST (13%) Total Gross Project Cost $249,000.00 32,370.00 $281,370.00 2. Estimated Project Costing Summary Request for Proposal No. RFP -7-2018 Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $249,000.00 50,000.00 $299,000.00 38,870.00 $337,870.00 (33,608.00) $304,262.00 3. Approved Source of Funds 2018 Capital Budget— Rec. Complex -Core Account Code Source of Funds Budget 5731.1804.6230 Rate Stabilization Reserve $400,000.00 Total Funds $400,000.00 Required $304,262.00 $304,262.00 Project Cost under (over) approved funds by $95,738.00 Discussion: The Pickering Recreation Complex, located at 1867 Valley Farm Road, is the City's primary facility for indoor recreational programming and athletic amenities. Opened in 1983, it has seen major additions in 1992 and 2009, as well as several smaller scale renovations. The main concourse and service counters have not been significantly altered since the original Report CS 18-18 June 18, 2018 Subject: Request for Proposal for Architectural & Engineering Services for the Pickering Recreation Complex Renovations construction of the Complex, but have been adapted over time to accommodate growing demand for services, increased programming and a corresponding increase in service staff. Thirty-five years later, many of the existing spaces in the main concourse are no longer well - configured to deliver the services and social venues the public has come to expect from public buildings. The lobby currently lacks the character it once had, which was appropriate for the nature of the building and the size of the space. It has been lost, gradually, as uses were added and crowded the available floor area. The finishes are worn and dated, and require frequent maintenance or localized replacement. The same conditions apply in the public and member change rooms, which must be upgraded to provide improved accessibility, respond to growing demand for individual private changing cubicles, and also provide consideration for all genders. Technological improvements, including security controls and internet access, will form an integral part of the newly renovated space. The concourse must be a welcoming and comfortable social space, but also flexible to accommodate major events, rentals, and even local emergencies. Extensive public consultation will be involved, including outreach to members, pay as you go patrons, the general public, programming and recreation partners, tenants, and stakeholders of all ages, interests and abilities. Exterior work will focus on accessibility upgrades, including relocation of barrier -free parking to eliminate the need to cross active driving lanes, the provision of sheltered walkways to the main doors, improved lighting and security features, and replacement of the existing stamped asphalt with poured concrete surfaces for improved safety, ease of maintenance, and durability. Construction will be executed in phases, and is anticipated to proceed as follows: - Phase 1: Concourse, reception and offices (11,000 sq.ft.) - Phase 2: Dressing rooms (8,400 sq.ft.) - Phase 3: Main entrance and siteworks (1.5 acres) Phases 1 and 2 will be tendered 2019, with construction proceeding throughout the year. Phase 3 will be constructed separately in 2020, and may be tendered separately from Phases 1 and 2. Each phase of construction will be further broken down into stages of work to limit the impact of construction on public use of the facility. Some degree of inconvenience is unavoidable, but a work plan will be developed to ensure the ongoing delivery of services throughout construction. Request for Pre -Qualification No. RFPQ-4-2018 was issued on February 9, 2018. 5 companies submitted proposals, from which 3 proponents were successfully prequalified by the City to submit proposals for consideration. Request for Proposal No. RFP -7-2018 was released and made available for information to the prequalified proponents on March 26, 2018. An optional site visit was held on April 3, 2018. The RFP closed on April 12, 2018. All 3 prequalified companies submitted proposals. The two highest Report CS 18-18 June 18, 2018 Subject: Request for Proposal for Architectural & Engineering Services for the Pickering Recreation Complex Renovations ranking proponents were interviewed on May 17, 2018. The scoring of the interview, in accordance with the terms of the RFP, determined the final ranking for recommendation of award. The final highest ranking proponent's submission included a price of $281,370.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $337,870.00 (HST included) and the total net project cost is estimated at $304,262.00 (net of HST rebate). Award to the highest ranking proponent, Barry Bryan Associates, will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance and requisite approvals. The previous work experience and references of Barry Bryan Associates were reviewed and deemed to be acceptable as part of the pre -qualification process. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Request for Proposal No. RFP -7-2018 submitted by Barry Bryan Associates in the amount of $281,370.00 (HST included) and that the total net project cost of $304,262.00 be approved. Attachments: 1. Supply & Services Memorandum dated March 16, 2018 2. Supply & Services Memorandum dated May 24, 2018 Report CS 18-18 June 18, 2018 Subject: Request for Proposal for Architectural & Engineering Services for the Pickering Recreation Complex Renovations Pmpared By: Approved/Endorsed By: Vin€ Plouffe, OAA, RA1C Marisa Car in MA Manager, Facilities Capital Projects Brian ■ u i- d Division Head, Operations Ray Rodries Manager, Supply & Services -e.4-0.1/4AA Jody Morris Manager, Facility Programs & Administration MC:vp Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony 411)1A Prevedei, P.Eng. Chief Administrative Officer 412.018 Qlk,! PJCKE RiNG ATTACHMENT # TO REPORT # CGS. 16-16 Memo To: Ray Rodrigues March 16, 2018 Manager, Supply& Services From: Marisa Carpino Director, Community Services Copy: Division Head, Operations Manager, Facilities Capital Projects. Subject: Request for Prequalification No. RFPQ-4-2018 - Architectural & Engineering Design Services for the Pickering Recreation Complex File: F-5300-001 Please accept this memorandum as my approval of the three highest ranking proponents to participate in Phase 2 of the procurement process which includes: • Barry Bryan Associates Limited • Aecom Canada Limited • The Ventin Group Limited As a result of my approval, I understand that these proponents will be invited to submit a proposal for the Pickering Recreation Complex Renovations. BD:as Attachment Memo from S&S dated March 15, 2018 PICKERING Memo To: Marisa Carpino March 15, 2018 - Director, Community Services From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Community Services Subject: Request for Prequalification No. RFPQ-4-2018 Architectural & Engineering Design Services for the Pickering Recreation Complex Renovations Closing: Thursday, March 1, 2018 - File: F-5300-001 Further to memo dated March 5, 2018, Phase 1 of the procurement process is to prequalify proponents for Phase 2 of the procurement process, which will be Request for Proposal RFP -7- 2018, to submit a proposal for the Pickering Recreation Complex Renovations. The City will only invite Proponents, who in the sole discretion of the City, have been prequalified in Phase 1. Terms of Reference enables the City to select up to five (5) of the highest ranking Proponents to participate in Phase 2 of the procurement process, The evaluation committee recommends selecting the following three (3) highest ranking proponents: 1. Barry Bryan Associates Limited 2. Aecom Canada Limited 3. The Ventin Group Limited Please provide your approval to award in memo form to Supply & Services. Please direct enquiries to Supply & Services. If you require further information, please contact me or a member of Supply & Services. RR/jm Attachment eZ DICKERING Al "1 ACHMENT #. TO REPORT # " ! Memo To: Marisa Carpino May 24, 2018 Director, Community Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Community Services Subject: Proposal No. RFP -7-2018 Pickering Recreation Complex Renovations Closing Date: Thursday, April 12, 2018 - File: F-5300-001 Further to earlier memo dated April 13, 2018, three proposals proceeded to Stage II evaluation. The Evaluation Committee, consisting of City Staff from the Community Services Department who 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 II and Stage III have been added together and the Proponents have been ranked based on their total scores, The Evaluation Committee instructed Supply & Services to arrange interviews for Barry Bryan Associates and Aecom to proceed to Stage V — interviews. Interviews with Barry Bryan Associates and Aecom took place on Thursday, May 17, 2018. Barry Bryan Associates, Architects, Engineers, Project Managers is the highest ranking proponent in the amount of $249,000.00 plus HST. The highest ranking proponent may be engaged for contract negotiations. Please advise if this is required. A budget of $400,000.00 was provided to Supply & Services for this procurement. In accordance with Part B. Material Disclosures, Item 1, as a pre -condition of award, the selected proponent, Barry Bryan Associates will be required to provide the following documents for review: (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. Please advise if we are to proceed with this task. In accordance with Purchasing Policy Item 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) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent Barry Bryan Associates 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 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 you require further information, please feel free to contact me or a member of Supply & Services. JM attachments RFP -7-2018 Pickering Recreation Complex Renovations Page 2 of 2