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Home My WebLink AboutCS 37-25Report to Council Report Number: CS 37-25 Date: December 15, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for Harvey House Restoration RFP2025-21 File: A-1440-001 Recommendation: 1.That Request for Proposal No. RFP2025-21 for Consulting Services for the Harvey House Restoration, as submitted by +VG Architects in the amount of $82,374.72 (netHST) or $91,473.50 (HST included), be accepted; 2.That the total gross project cost of $119,385.00 (HST included) for design and associated costs, and the total net project cost of $107,510.00 (net HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of$107,510.00 as approved in the 2020 and 2025 Capital Budgets and funded from a transfer from Property Taxes and the Facilities Reserve; 4.That the Director, Community Services be authorized to execute the OAA 600 2021 A Contract with the above-mentioned consultant pursuant to Request for Proposal No.RFP2025-21; and, 5.That the appropriate officials of the City of Pickering be authorized to take the necessaryactions as indicated in the report. Executive Summary: The purpose of this report is to award professional consulting services for the design and associated costs required for the Harvey House Restoration at Pickering Museum Village. The Harvey House, originally constructed between 1920 and 1940, is among the earliest examples of prefabricated kit homes marketed and shipped as complete building packages. The building has since been relocated and placed on a full basement and foundation as part of the new Dorsay Community & Heritage Centre (DCHC) project. Harvey House is intended to function as a public programmable space, accommodating a range of uses such as workshops, programs, meetings, birthday parties, and facility rentals. Request for Proposal No. RFP2025-21 was advertised on the City’s bids&tenders portal on October 8, 2025, and closed on October 30, 2025. Six proposals were submitted. The Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated submitted proposals based on each proponent’s experience and qualifications, similar projects, project understanding, and pricing. CS 37-25 December 15, 2025 Page 2 All required pre-conditions of award have been received, reviewed and approved. The top ranked proposal submitted by +VG Architects, in the amount of $82,374.72 (net HST) or $91,473.50 (HST included), is recommended for approval. It is recommended that the total gross project cost of $119,385.00 (HST included), and the total net project cost of $107,510.00 (net HST) be approved. 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 RFP2025-21 $80,950.00 HST (13%) 10,523.50 Total Gross Project Cost $91,473.50 2. Estimated Project Costing Summary RFP2025-21 $80,950.00 Permits, Approvals 7,000.00 Testing, Inspections 8,000.00 Contingency 9,700.00 Total Project Cost $105,650.00 HST (13%) 13,735.00 Total Gross Project Costs $119,385.00 HST Rebate (11.24%) (11,875.00) Total Net Project Cost $107,510.00 3. Approved Source of Funds Approved Code Source of Funds Approved Budget YTD Actuals + Commitments Balance available Funds Required C10250.2010 (2020) Property Taxes $30,000.00 $0.00 $30,000.00 $30,000.00 C10250.2503 (2025) Facilities Reserve 78,000.00 0.00 78,000.00 77,510.00 Total Funds $108,000.00 $0.00 $108,000.00 $107,510.00 Project Cost under (over) approved funds by $490.00 CS 37-25 December 15, 2025 Page 3 It is recommended that all costs be consolidated under the capital project C10250.2503 (Harvey House Restoration). The funding from C10250.2010 (Harvey House Restoration - Design) will be transferred to C10250.2503 and capital account C10250.2010 will be closed. The two capital projects referenced above will be tendered as one project. The balance of consolidated funding will be used for construction work, to follow completion of design. Discussion: The purpose of this report is to award professional consulting services for the design and associated work required for the Harvey House Restoration at Pickering Museum Village. The Harvey House, originally constructed between 1920 and 1940, is among the earliest examples of prefabricated kit homes marketed and shipped as complete building packages. Manufactured by the Canadian Aladdin Company, one of North America’s most enduring and successful kit home producers, the building has since been relocated and placed on a full basement and foundation as part of the DCHC project. Harvey House is intended to function as a public, programmable space accommodating a range of uses such as workshops, programs, meetings, birthday parties, and facility rentals. Architecturally, the structure is a modest, one-story, early-twentieth-century hip-roofed building measuring approximately 40 feet by 25 feet. Window openings vary in size across the elevations. The restoration will include: •Interior renovations: structural repairs, millwork, creating programmable and storagespaces. •Exterior improvements: reinstating porch and stairs, new mudroom, roof and wallrestoration. •Mechanical, electrical systems: providing year-round heating and cooling, newlighting, information technology, audio visual and security systems. •Accessibility: accessible ramp at front entrance. •Testing and inspections: testing of existing conditions for designated substances. Subject to Council approval, design work will commence immediately, anticipating completion by Q3 of 2026. Request for Proposal No. RFP2025-21 was advertised on the City’s bids&tenders portal on October 8, 2025, and closed on October 30, 2025. Six proposals were submitted. The Evaluation Committee, consisting of staff from the Community Services Department, reviewed and evaluated submitted proposals based on each proponent’s experience and qualifications, similar projects, project understanding, and pricing. All required pre-conditions of award have been received, reviewed and approved. The top ranked proposal submitted by +VG Architects, in the amount of $82,374.72 (net HST) or $91,473.50 (HST included, is recommended for approval. It is recommended that the total gross project cost of $119,385.00 (HST included), and the total net project cost of $107,510.00 (net HST) be approved. CS 37-25 December 15, 2025 Page 4 Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP Division Head, Facilities Management Manager, Procurement & Construction Original Signed ByOriginal Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED®, AP Laura Gibbs, MBA, MSc. Manager, Facilities Capital Projects Director, Community Services Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG:vp Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer