HomeMy WebLinkAboutOPS 15-24Report to Council
Report Number: OPS 15-24
Date: June 24, 2024
From: Brian Duffield Director, Operations
Subject: Consulting Services for Council Chambers Renovations - File: A-1440
Recommendation:
1. That RFP2024-9 for Architectural and Engineering Consulting Services for Council
Chambers Renovations submitted by +VG Architects in the amount of $274,237.00 (HST excluded) be accepted;
2. That the total gross project cost of $408,198.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $367,595.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $367,595.00 as approved in the 2023 Capital Budget as follows:
a. The sum of $250,000.00 to be funded by a transfer from the Casino Reserve; and,
b. The sum of $117,595.00 to be funded by a transfer from the Rate Stabilization
Reserve.
4. That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect hereto.
Executive Summary: The purpose of this report is to award Request for Proposal No.
RFP2024-9 for Architectural and Engineering Consulting Services for Council Chambers Renovations, including upgrades to the Main Committee Room and interconnecting spaces. Work includes overall improvements to accessibility, security, acoustic performance, audio-
visual systems, controls, electrical and mechanical systems, millwork, finishes and related systems and building elements.
Request for Proposal No. RFP2024-9 was advertised on the City’s bids&tenders portal on April 18, 2024, and closed on May 21, 2024. Two proponents submitted bids. The Evaluation
Committee, consisting of staff from Corporate Services, Operations and Community Services, reviewed and evaluated the proposals received using criteria outlined in the bid document.
All pre-conditions of award required in accordance with the bid document have been reviewed and approved. The top-ranked proposal submitted by +VG Architects in the amount of
$309,887.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $408,198.00 (HST included) and the total net project cost is estimated $367,595.00 (net of HST rebate).
OPS 15-24 June 24, 2024
Subject: Consulting Services for Council Chambers Renovations Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Deliver on Good Governance – Customer
Service Excellence; and the Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community.
Financial Implications:
1. RFP Amount
RFP2024-9 $274,237.00
HST (13%) Total Gross Tender Cost
35,650.81 $309,887.81
2. Estimated Project Costing Summary
RFP2024-9 $274,237.00
Testing & Inspection 30,000.00 Permits & Approvals 25,000.00 Contingency (12%) 32,000.00
Total Project Cost $361,237.00 HST (13%) 46,961.00 Total Gross Project Costs $408,198.00
HST Rebate (11.24%) (40,603.00)
Total Net Project Cost $367,595.00
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code Source of Funds Approved Budget Funds Required
C10240.2301 Rate Stabilization Reserve $365,000.00 $117,595.00 C10240.2302
C10240.2402
Casino Reserve
Facilities Reserve
250,000.00
38,500.00
250,000.00
0.00 Total Funds $653,500.00 $367,595.00
Project Cost under (over) approved funds by $285,905.00
The three capital projects referenced above will be tendered as one project. It is recommended that all costs be consolidated under the capital project C10240.2302 (Council Chamber
Renovation). The funding from C10240.2301 (Audio-Visual, Sound System, Security and Privacy Upgrades) and C10240.2402 (HVAC SF 3 & RF 3 Replacement) will be transferred to
C10240.2302 and the capital accounts will be subsequently closed.
OPS 15-24 June 24, 2024
Subject: Consulting Services for Council Chambers Renovations Page 3
Discussion: The purpose of this report is to award Request for Proposal No. RFP2024-9 for Architectural and Engineering Consulting Services for Council Chambers Renovations,
including upgrades to the Main Committee Room and interconnecting spaces. Work includes overall improvements to accessibility, security, acoustic performance, audio-visual systems,
controls, electrical and mechanical systems, millwork, finishes and related systems and building elements.
Originally opened in 1990, the Pickering Civic Complex was designed prior to the incorporation of accessibility requirements in the Ontario Building Code and general adoption of digital
technology in the workplace. Ad hoc upgrades have been made to the Council Chambers over time, but a full renovation has never been undertaken. As the principal formal point of interaction between citizens and their elected officials, the space is significantly out of sync
with modern accessibility standards and requirements. Much of the infrastructure and
technology currently in use in the space is also dated, with major systems becoming obsolete,
incompatible with newer models, and increasingly difficult to repair or maintain. Wholesale replacement is now required in order to meet current functional requirements.
To ensure full accessibility, proposed upgrades include infilling of the central seating bowl of the existing Council Chambers in order to provide a uniform floor level matching that of the main lobby. Existing millwork and built-in furniture will be removed and replaced with new fixed seating and improved working surfaces suitable to the formal character and function of the
space. This will include and require complete replacement of all existing electrical and digital systems except the two large overhead display screens installed in 2022.
Drum and dome interiors are especially difficult spaces to manage with regard to sound
distribution. The project scope includes a full acoustic study of the chamber in order to ensure that the new sound systems are properly specified and configured to meet its unique needs. Fixed and mobile microphones supported by an array of different speakers layered throughout the renovated chambers will be required to achieve the required performance.
Additional work will include replacement of key HVAC equipment serving the Council Chambers that is also nearing end of life, as well as general upgrades and improvements to
finishes, wayfinding, camera systems, safety and security, IT infrastructure, assistive listening
technology, conversion to energy efficient LED lighting, incorporation of public art, introduction
of electronic voting systems, and other related systems and controls required to meet the demands of a contemporary space fully incorporating hybrid and online meeting capabilities.
Secondary work includes the replacement of the enclosed glass corridor enclosure connecting the administrative area of City Hall to the Council Chambers, which is at end of life. Privacy upgrades will also be included for both the Main Committee Room and the Council Chambers in order to provide added flexibility for their use during confidential meetings. The intent is to
complete as much related work at one time as possible in order to minimize the need for repeated disruptive construction in the same parts of the building. All future confidential Council meetings are intended to take place in the Council Chambers. Upgrades to the Main Committee Room and primarily for increased acoustic separation given the increased number of workstations now present in the surrounding spaces.
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Subject: Consulting Services for Council Chambers Renovations Page 4
Three schematic design options will be prepared. Subject to Council’s approval of one preferred option, design development would proceed, and documents finalized, to allow for
construction to begin in July 2025 so that all work is completed prior to the inaugural meeting of Council following the 2026 municipal elections. Business normally conducted in the Council
Chambers would tentatively transition to an online format during the construction period. A more precise schedule would be made available following completion and acceptance of design.
Request for Proposal No. RFP2024-9 was placed on the City’s bids&tenders portal on April 18, 2024. Two companies responded by the closing date of May 21, 2024. +VG Architects was the lowest compliant response with a price of $274,237.00 (HST excluded).
Proposals were evaluated and ranked based on the consultant’s experience and qualifications,
similar or related projects, the proponent’s demonstrated understanding of the project, and
their pricing. All pre-conditions of award required in accordance with the bid document have been received, reviewed and approved.
The top-ranked proposal submitted by +VG Architects, in the amount of $274,237.00 (HST
excluded), is recommended for approval. The total gross project cost is estimated to be $408,198.00 (HST included) and the total net project cost is estimated at $367,595.00 (net of HST rebate).
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP (Acting) Director, Operations Manager, Procurement
Original Signed By:
Laura Gibbs
Director, Community Services
Original Signed By:
Stan Karwowski Director, Finance & Treasurer
OPS 15-24 June 24, 2024
Subject: Consulting Services for Council Chambers Renovations Page 5
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Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer