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Council
Report Number: OPS 17-24 Date: September 23, 2024
From: Brian Duffield Director, Operations
Subject: Fire Station 2 Renovations - RFP2024-11 - File: A-1440
Recommendation:
1. That RFP No. RFP2024-11 for Renovations to Fire Station 2 as submitted by Adeli Construction Management Inc. in the amount of $368,882.00 (HST excluded) be received;
2. That the total gross project cost of $659,222.00 (HST included), and the total net project
cost of $593,650.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $593,650.00 as follows and approved in the 2017, 2018, 2022 and 2024 Capital Budgets:
a. A transfer of $570,522.00 from the Facilities Reserve;
b. A transfer of $23,128.00 from Property Taxes; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report.
Executive Summary: The purpose of this report is to award a construction contract for various renovations to Fire Station 2, located at 553 Kingston Road. The scope of work
includes the creation of additional and accessible washrooms; upgrades to the existing kitchen, living quarters and dormitories; conversion of existing building lighting to LED; and,
improvements for safe roof access. Multiple separate, but related, building projects were combined into a single scope of work for greater efficiency, including better cost control and
avoiding multiple disruptions to an emergency service facility. Fire Station 2 will remain operational during construction.
Request for Proposal No. RFP2024-11 was advertised on the City’s bids & tenders portal on July 3, 2024 and closed on July 31, 2024. Fourteen proposals were submitted. The Evaluation
Committee, consisting of three staff from Operations, reviewed and evaluated the proposals received using criteria outlined in the bid document.
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked proposal submitted by Adeli Construction Management Inc. in
OPS 17-24 September 23, 2024
Subject: Fire Station 2 Renovations Page 2
the amount of $368,882.00 (HST excluded), is recommended by the Evaluation Committee for approval. The total gross project cost is estimated to be $659,222.00 and the total net project
cost is estimated at $593,650.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community.
Financial Implications:
1. RFP Amount
RFP2024-11 $368,882.00 HST (13%) 47,954.66
Total Gross Tender Cost $416,836.66
2. Estimated Project Costing Summary
RFP2024-11 $368,882.00 Window Replacement Allowance 15,000.00 Furnace & AC Replacement Allowance 47,500.00 Additional Consulting Costs 25,000.00
Testing & Inspection 18,000.00 Permit & Approvals 15,000.00
Contingency (20%) 94,000.00 Total Project Cost $583,382.00
HST (13%) 75,840.00 Total Gross Project Costs $659,222.00 HST Rebate (11.24%) (65,572.00) Total Net Project Cost $593,650.00
3. Approved Source of Funds – Community Services Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10700.1809 Facilities Reserve $630,000.00 $570,522.00 C10700.1809 5-Year Debt 371,000.00 0.00 C10700.1809 Property Taxes 23,128.00 23,128.00
C10700.2213 Rate Stabilization 15,000.00 0.00 C10700.2412 Facilities Reserve 47,500.00 0.00 Total Funds $1,086,628.00
$593,650.00
OPS 17-24 September 23, 2024
Subject: Fire Station 2 Renovations Page 3
A number of separate capital projects have been combined into this scope of work. Some pre-
date the updated project codes introduced during the transition to the City’s new SAP financial systems in 2021. For clarity, work included in RFP2024-11 includes projects previously
approved as 5340.1703, 5340.1708, 5340.1809, 5340.2206, 5340.2206 combined into C10700.1809. Additional funding was approved in the 2024 capital budget and added to C10700.1809 in the amount of $630,000.00.
It is recommended that all costs be captured under C10700.1809. Funding from projects
C10700.2213 (Fire Station 2 Window Replacement) and C10700.2412 (FS2 Furnace and AC Replacement) will be transferred to project C10700.1809 and are included in the approval as these works must be completed during the same time period due to the state of deterioration of
the related assets. This work will be assigned through change orders to the project in order to
avoid any risk of the City assuming the role and liability of the Constructor under the
Construction Act and Health and Safety Act.
As an amalgam of several different projects in a building that is over fifty years old, and given that such renovations typically reveal unknown and concealed conditions, a larger than normal
contingency has been included to offset the increased risks.
Discussion: The purpose of this report is to award a construction contract for various renovations to Fire Station 2, located at 553 Kingston Road. The scope of work includes the creation of additional and accessible washrooms, upgrades to the existing kitchen and sleeping quarters, conversion of existing building lighting to LED, and improvements for safe
roof access. Multiple separate, but related, building projects were combined into a single scope of work for greater efficiency, including better cost control and avoiding multiple disruptions to
an emergency service facility. Fire Station 2 will remain operational during construction.
Fire Station 2 was originally built in 1977, when accessibility requirements did not yet exist in
the building code. As the needs of the Fire Services Department have evolved, retrofit of older stations is required. The proposed renovations include refinishing the existing washroom, and creation of a new, separate washroom on the ground floor. Creation of an additional, separate washroom in the basement was awarded through quotation Q2024-7 in advance of RFP2024-
11 in order to ensure that interior washrooms would remain available throughout the construction period. Inclement weather and the 24-hour nature of emergency services make the use of temporary outdoor washroom facilities impractical. The basement washroom is
currently under construction and will be completed before the work of RFP2024-11 will
commence.
Several other building systems at Fire Station are also at end of life. Existing interior and exterior lighting is to be converted to LED for better performance and cost efficiency. Retrofitting the existing kitchen and sleeping quarters was also included in the project scope to
address the age and condition of both spaces. The upper flat roof, located above the apparatus bay, currently requires access through a small window opening at the top of the hose tower, making it difficult for maintenance staff to reach and safely access the roof. A
Project Cost under (over) approved funds by
$492,978.00
OPS 17-24 September 23, 2024
Subject: Fire Station 2 Renovations Page 4
portable ladder is then also required to separately reach the lower flat roof. Access to both roofs is complicated by the mansard style parapets on the building, making ladder use from
grade difficult and potentially hazardous. A permanent landing and door will be added at the top of the hose tower, and connecting stairs installed to allow better and safer access to both
roofs for maintenance and inspections.
Several exterior windows, an existing furnace and air conditioner at this facility are also at end of life and will be replaced as part of the work. Capital project funding for these respective scopes of work were approved as C10700.2213 and C10700.2412. Both urgently need to be
completed due to the conditions of these assets and will be awarded to the same contractor as change orders to the project, as having a separate contractor on site at the same time would result in the City assuming the duties and liabilities associated with the role of the Constructor
under the Construction Act, thereby assuming responsibility for health and safety on the
project.
This project was originally to be tendered in 2020, but was cancelled and then repeatedly deferred with the onset of Covid in order to help protect Fire Services staff from unnecessary risk of exposure during the pandemic. Now that the related risk levels have been significantly
reduced all deferred work can proceed and must be completed.
Request for Proposal No. RFP2024-11 was advertised on the City’s bids&tenders portal on July 3, 2024 and closed on July 31, 2024. Fourteen proposals were submitted. The Evaluation Committee, consisting of three staff from Operations, reviewed and evaluated the proposals
received using criteria outlined in the bid document.
Proposals were evaluated and ranked based on the contractor’s experience on similar projects, their proposed work plan and deliverables, their proposed Safety Plan, and their
pricing. Adeli Construction Management Inc. was the top-ranked Proponent and is recommended for the award, subject to receipt and approval of all pre-conditions of award required in accordance with the bid document.
Upon careful examination of all proposals and relevant documents received in response to RFP2024-11, the Evaluation Committee recommends acceptance of the proposal submitted by Adeli Construction Management Inc. in the amount of $368,882 (HST excluded). The total
gross project cost is estimated to be $659,222.00 and the total net project cost is estimated at
$593,650.00 (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 Division Head, Operations Services Manager, Procurement
OPS 17-24 September 23, 2024
Subject: Fire Station 2 Renovations Page 5
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer
Original Signed By:
Stephen Boyd Fire Chief
BD:vp
Recommended for the consideration of Pickering City Council Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer