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HomeMy WebLinkAboutENG 16-24Report to Executive Committee Report Number: ENG 16-24 Date: September 3, 2024 From: Richard Holborn Director, Engineering Services Subject: Pickering City Centre Park - Request for Proposal RFP2024-1 - File: A-1440 Recommendation: 1. That Request for Proposal No. RFP2024-1 for the Pickering City Centre Park - Design as submitted by MacLennan Jaunkalns Miller Architects Ltd., in the amount of $744,105.00 (HST included) be accepted; 2. That the total gross project cost of $862,778.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $776,958.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $776,958.00 as follows: a) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Casino Reserve; b) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Development Charges Parks & Recreation Reserve Fund; 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 purpose of this report is to obtain Council approval to retain MacLennan Jaunkalns Miller Architects Ltd. to provide design and construction administration services for the new Pickering City Centre Park. This project was confirmed to be Council’s second capital budget priority, as the first phase of the City Centre redevelopment, at a Special Meeting of Council held on January 18, 2024. Request for Proposal No. RFP2024-1 was advertised on the City’s Bids & Tenders portal on June 11, 2024, and closed on July 8, 2023 with fifteen proposals submitted. The Evaluation Committee, consisting of staff from Engineering Services and Community Services reviewed and evaluated the proposals submitted using criteria outlined in the bid document ENG 16-24 September 3, 2024 Subject: Pickering City Centre Park Request for Proposal RFP2024-1 Page 2 The evaluation committee recommends approval of the fee proposal submitted by MacLennan Jaunkalns Miller Architects Ltd. for the design and construction administration services for the Pickering City Centre Park Project in the amount $744,105.00 (HST included). The evaluation committee also recommends that a net project cost of $776,958.00 (net of HST) be approved. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority to Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: 1. Proposal Amount Request for Proposal No. RFP2024-1 $658,500.00 HST (13%) 85,605.00 Total Gross Tender Amount $744,105.00 2. Estimated Project Cost Summary Pickering City Centre Park - Design Request for Proposal No. RFP2024-1 $658,500.00 Associated Costs Geotechnical Investigations & Topographic Survey Project Signage and Public Consultation Promotional Materials 20,000.00 6,000.00 Contingency (12%) 79,020.00 Sub Total – Costs $763,520.00 HST (13%) 99,258.00 Total Gross Project Cost $862,778.00 HST Rebate (11.24%) (85,820.00) Total Net Project Cost $776,958.00 ENG 16-24 September 3, 2024 Subject: Pickering City Centre Park Request for Proposal RFP2024-1 Page 3 3. Approved Source of Funds – 2024 Parks Projects Capital Budget Expense Code Source of Funds Budget Available Required C10572.2409 C10572.2409 Casino Reserve DC Parks & Recreation Reserve Fund $750,000.00 750,000.00 $388,479.00 388,479.00 Total $1,500,000.00 $776,958.00 Net Project Cost under (over) Approved Funds $723,042.00 Discussion: The purpose of this report is obtain Council approval to retain MacLennan Jaunkalns Miller Architects Ltd (MJMA), to provide design and construction administration services for the new Pickering City Centre Park. This project was confirmed to be Council’s second capital budget priority, as the first phase of the City Centre redevelopment, at a Special Meeting of Council held on January 18, 2024 (Resolution # 379/24). The estimated total cost of the park, including design, construction, furniture and fixtures is $15.0 million. Council recommended that the Mayor be requested to include $1.5 million for the design in the 2024 Capital Budget and $13.5 million for construction and related costs in the Capital Forecast (FIN 01-24, Resolution #379/24). As part of the Pickering Town Centre redevelopment and City Centre Master Plan, CentreCourt are conveying 0.5753 hectares (1.42 acres) of parkland to the City of Pickering for the construction of an urban park located in the existing parking lot directly across Glenanna Road from the Pickering Civic Complex. The property will be available to the City to start construction following the removal of existing underground services that currently run through the park block. CentreCourt has advised that the park block should be available for construction start late 2025, or early 2026. Through input from Council, staff, and public consultation for the City Centre Master Plan, a number of features were recommended for consideration, to be included in the Pickering City Centre Park design. As this park space is to become the heart of the City Centre, it must be multi-functional and able to host many different City events. The main features that are to be considered in the design include: • outdoor skating rink (winter) / public event space (summer) • public washroom and maintenance (ice re-surfacer) building • water feature(s) • public art • large shade structure “stage” area • soft landscaping/trees ENG 16-24 September 3, 2024 Subject: Pickering City Centre Park Request for Proposal RFP2024-1 Page 4 • public seating/gathering areas Request for Proposal RFP2024-1, Pickering City Centre Park – Design was posted on Bids & Tenders on June 4, 2024 and closed on July 8, 2024, with fifteen respondents submitting proposals. The Evaluation Committee, consisting of staff from Engineering Services and Community Services reviewed and evaluated the proposals submitted using criteria outlined in the bid document . Proposals were evaluated and ranked based on the experience and qualifications of the Architectural (lead) consulting firm, the experience and qualifications of the Landscape Architectural consulting firm, the experience and qualifications of the balance of the project team and understanding of the project requirements, work plan and schedule and their price. MJMA was the top-ranked Proponent and is recommended for the Award. The Design Team MJMA’s team includes the following companies and their related fields: • MacLennan Jaunkalns Miller Architects Ltd. – Architecture, Landscape Architecture, Public Engagement, Project Management • Blackwell – Structural Engineering • Smith + Andersen – Mechanical & Rink Refrigeration, Electrical & A/V design • Aquifor Beech – Civil Engineer • Aqua Plans Aquatic Consultants Inc. – Water Feature Design • Ingersoll & Associates Inc. – Cost Consultant • Design Partners – Event Planning Consultant MJMA is an interdisciplinary design firm of 75 employees based in Toronto. They create unique forms of civic space and they design clear, bold, and responsible public spaces that strengthen communities and connect people. Relevant examples of their work include the Bernie Morelli Recreation Centre & Skating Rink/Water Feature in Hamilton, Windsor City Hall Skating Rink & Public Square, Harbourfront Centre Public Square in Toronto, and Halifax Common Park Redevelopment. All of these projects have elements that are being proposed in the Pickering City Centre Park including outdoor skating rinks, water features, public washrooms, and outdoor event space. MJMA have extensive experience in the design of recreation and arena complexes and were one of the shortlisted companies for the Seaton Recreation Complex & Library project. Many of the proposed sub-consultants on the design team have worked with MJMA on the relevant example projects as well. A. Scope of Work The scope of work for this project has been broken down into five phases: concept design, schematic design, design development, detailed design and preparation of tender documents, and construction review and contract administration services. Following is a brief outline of the general requirements for the various phases of this project. ENG 16-24 September 3, 2024 Subject: Pickering City Centre Park Request for Proposal RFP2024-1 Page 5 The Concept Design phase includes reviewing the park programming and initial consultation with the various city department representatives and Council members, preparing base and concept site plans, creation of a City Centre Park webpage on Let’s Talk Pickering, and hosting of in-person public information sessions to share the concept plans and gather public comment. Based on the comments received, three final concept plans and associated cost estimates (Class D) are to be prepared. The results of the public consultation process shall be summarized and presented to Council along with the three concept plans and cost estimates. A preferred concept design will be approved by Council. During the Schematic Design phase, the preferred concept design will be advanced in detail, the City Centre Park webpage will be updated, and the required geotechnical site investigations will be completed. Schematic designs will be prepared of the skating rink, washroom/maintenance building, shade structure, water feature, and other key site elements that have been included in the preferred concept design. A Class C cost estimate will be completed to assist in decision making and budgeting purposes. During the Design Development phase, the approved schematic plans will be presented back to key staff in the various city departments as well as the Accessibility Advisory Committee and the Cultural Advisory Committee, to obtain their input. The schematic design will be advanced through the preparation of the final building floor plan and elevations, skating rink, shade structure, and water feature. Material selection for all key site elements including building cladding/roofing, surface paving, lighting, and site furniture will be completed during this phase. The final design along with a Class B cost estimate will be presented to Council for final endorsement. Upon approval by Council, the Detailed Design drawings and Tender Documents including specifications and an itemized breakdown for the form of Tender will be prepared. A final Class A cost estimate will be prepared, based on 75% completed construction drawings and specifications and prior to the calling for competitive bids. This estimate will inform staff if the design prepared is within budget, allowing time for some design adjustments if required, and will also allow a detailed reconciliation and/or negotiation with any contractor’s tender submission. The consulting team will also assist staff with the prequalification of contractors and answer questions during the tendering process. Throughout the construction period, the consulting team will provide Construction Review and Contract Administration Services, performing periodic site inspections, document meeting minutes, review progress draws and certify payments, review and approve shop drawings, prepare change notices, perform final walk-through, deficiency and warranty inspections. B. Project Schedule MJMA propose to commence the Concept Development phase upon Council approval. This phase will take approximately four months, followed by two months for Schematic Design and two months for Design Development. The final design will be presented to Council for endorsement by early summer 2025. Detailed Design and the preparation of Tender Documents will take approximately four months to complete, followed by the Tender for ENG 16-24 September 3, 2024 Subject: Pickering City Centre Park Request for Proposal RFP2024-1 Page 6 construction. It is anticipated that pending completion of the removal of the underground services and preparation of the park block by CentreCourt, that park construction could commence in late 2025 or early 2026. The evaluation committee recommends approval of the fee proposal submitted by MacLennan Jaunkalns Miller Architects Ltd. for the design and construction administration services for the Pickering City Centre Park Project in the amount $744,105.00 (HST included). It is also recommended that a net project cost of $776,958.00 (net of HST) be approved. Attachment: 1.Location Map Prepared By: Approved/Endorsed By: Arnold Mostert, O.A.L.A. Richard Holborn, P. Eng. Manager, Landscape & Parks Development Director, Engineering Services Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer Laura Gibbs, MBA, MSc. Director Community Services AM:mh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: Original signed by: Attachment 1 to Report ENG 16-24