HomeMy WebLinkAboutOPS 18-24Report to
Council
Report Number : OPS 18-24
Date: October 28, 2024
From: Brian Duffield
Director, Operations
Subject: Satellite Office Renovation (RFP2024-12)
- File: A-1440
Recommendation:
1. That the proposal submitted by Icon Restoration Services Inc., in response to Request for
Proposal No. RFP2024-12 for Satellite Office Renovation at 2460 Brock Road in the
amount of $572,647.17 (net HST) or $635,899.17 (HST included) be accepted;
2. That the total gross project cost of $937,610.00 (HST included), including the amount of
the proposal, contingency and other associated costs, and the total net project cost of
$844,347.00 (net of HST) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$844,347.00 to be funded from the Casino Reserve, as approved in the 2023 Capital
Budget;
4. That the Director, Operations be authorized to enter into and execute the CCDC-2, 2020
Stipulated Price Contract with the above-mentioned contractor pursuant to Request for
Proposal No. RFP2024-12; and,
5. 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.
RFP2024-12 for Satellite Office Renovation to finish existing leased space located at 2460
Brock Road. A lease for this space was approved on May 27, 2024 per Report CS 13-24
(Council Resolution #477/24). It is currently unfinished, requiring leasehold improvements to
make it suitable for use as staff offices.
The suite is approximately 4,435 square feet intended to provide office space for twenty -four
staff from the Community Services department, including existing complement to be relocated
from 1101 Kingston Road and the Chestnut Hill Developments Recreation Complex.
RFP2024-12 was advertised on the City’s bids&tenders portal on Monday, September 9, 2024.
The Submission Deadline was Tuesday, October 1, 2024. Thirteen companies submitted
proposals for this project. The Evaluation Committee comprising of three staff from Operations,
reviewed and evaluated the proposals received using criteria outline in the bid document.
OPS 18-24 October 28, 2024
Subject: Satellite Office Renovation (RFP2024-12) Page 2
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked proposal submitted by Icon Restoration Services Inc., in the
amount of $635,899.17 (HST included), is recommended for approval. The total gross project
cost is estimated to be $937,610.00 (HST included) and the total net project cost is estimated
at $844,347.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The Recommendations in this Report
respond to the Pickering Strategic Plan Corporate Key to Deliver on Good Governance.
Financial Implications:
1. RFP Amount
RFP2024-12 $562,742.63
HST (13%)
Total Gross Tender Cost
73,156,54
$635,899.17
2. Estimated Project Costing Summary
RFP2024-12 $562,743.00
Consulting 55,000.00
Permits & Approvals 10,000.00
Furniture, Fixtures & Equipment 115,000.00
Contingency (12%) 87,000.00
Total Project Cost $829,743.00
HST (13%) 107,867.00
Total Gross Project Costs $937,610.00
HST Rebate (11.24%) (93,263.00)
Total Net Project Cost $844,347.00
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code Source of Funds Approved Budget Funds Required
C10240.2307 Casino Reserve $1,100,000.00 $844,347.00
Total Funds $1,100,000.00 $844,347.00
Project Cost under (over) approved funds by $255,653.00
The unspent dollars as referenced above will be returned to source once the project is
completed.
OPS 18-24 October 28, 2024
Subject: Satellite Office Renovation (RFP2024-12) Page 3
Discussion: The purpose of this report is to award Request for Proposal No. RFP2024-
12 Satellite Office Renovation to finish existing leased space located at 2460 Brock Road.
Lease of this space was approved on May 27, 2024 per Report CS 13-24 (Council Resolution
#477/24), with the City expected to take possession shortly. Renovation must be completed to
provide leasehold improvements required to convert the existing unfinished space into suitable
offices capable of accommodating up to twenty -four staff from the Community Services
Department.
Staff groups relocating to this suite will include the Director, Community Services,
administration and management staff, as well as program, events and support staff. This
includes all sixteen staff currently located in a separate lease space at 1101 Kingston Road.
Once vacated, that location will, in turn, be occupied by ten staff from the Operations Services
Division. Relocating that group will create needed capacity at the Operations Centre to meet
demand and maintain required levels of service within the Public Works Division as the City
continues to grow.
Located on the second floor in a separate building in the Duffins Point Shopping Centre, over
an existing commercial suite, the dedicated lease space to be renovated includes its own
separate ground floor entry with exclusive stair and elevator access. This facility will be
suitable for pre-scheduled meetings with key stakeholders, consultants and other staff teams
and it is not intended to offer public services directly. A building permit has already been
obtained and construction would commence as soon as possible, with staff expected to move
in sometime during the first quarter of 2025.
RFP2024-12 was advertised on the City’s bids&tenders portal on Monday, September 9, 2024.
The Submission Deadline was Thursday, October 1, 2024. Thirteen companies submitted
proposals for this project. The Evaluation Committee comprising of three staff from Operations,
reviewed and evaluated the proposals received using criteria outline 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 Icon Restoration Services Inc., in the
amount of $635,899.17 (HST included), is recommended for approval. The total gross project
cost is estimated to be $937,609.17 (HST included) and the total net project cost is estimated
at $844,347.00 (net of HST rebate).
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By : Original Signed By:
Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP
Director, Operations Manager, Procurement
OPS 18-24 October 28, 2024
Subject: Satellite Office Renovation (RFP2024-12) Page 4
Original Signed By:
Vince Plouffe, OAA, MRAIC
Division Head, Operations Services
Original Signed By:
Karen Coleman
(Acting) Director, Community Services
Original Signed By:
Stan Karwowski
Director, Finance & Treasurer
BD:vp
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer