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
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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
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