HomeMy WebLinkAboutCR 07-16 C� co
Report to
— - Council
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Report Number: CR 07-16
Date: June 27, 2016
From: Marisa Carpino
Director, Culture & Recreation
Subject: New Operations Centre
Request for Approval for Design Consultant and Project Management
- File: A-1440
Recommendation:
1. That Council approve the awarding of architectural and engineering services to
Rounthwaite Dick and Hadley Architects Inc. (RDH), for the new Operations
Centre located at 1955 Clements Road in the amount of$720,000 plus HST, to
complete the redesign and contract administration during construction in
accordance with the City's Purchasing Policy Item 10.03 (c);
2. That Council approve the awarding of project management services to
Independent Project Managers (IPM) for the new Operations Centre located at
1955 Clements Road, in the amount of$350,000 plus HST during redesign and
construction, in accordance with the City's Purchasing Policy Item 10.03 (c); and
3. That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated in this report.
Executive Summary: In July 2012, Council authorized the award of architectural
and engineering design services to Rounthwaite Dick and Hadley Architects Inc. (RDH)
for the design of the new Operations Centre. In October 2012, Council authorized the
award of the project management services to Independent Project Managers (IPM) to
manage the design and construction of the new Operations Centre. Since that time, the
design of the new Operations Centre at 1955 Clements Road has been substantially
completed with an estimated construction cost of$29 million dollars.
In recent months, City staff has made a commitment to reduce the construction cost of
the new Operations Centre to approximately $25 million dollars in a manner that
maintains the operational functionality of the facility. This will require a redesign, the
preparation of new drawings and tender documents, and the provision of contract
administration during construction by RDH at a cost of approximately $720,000 plus
HST. The City will also require the services of IPM to manage the redesign and
construction project at a cost of approximately $350,000 plus HST.
The RDH firm was selected through a competitive process in 2012. They have already
developed detailed drawings based on the original project scope and therefore, it would
CR 07-16 June 27, 2016
Subject: New Operations Centre Page 2
be prudent to have the same firm that is familiar with the drawings and engineering
specifications to review and revise them. IPM services were employed during the
development of the original drawings and engineering specifications, and their
knowledge and expertise is required on the project redesign. By continuing to engage
both firms, the City is avoiding the potential "learning curve cost" of selecting new firms
and avoiding any other delays to the project.
Financial Implications: The 2016 Operations Centre capital budget includes funding
in the amount of$1.4 million for project management, design and related consulting
activities, that is funded by the Operations Centre Reserve Fund. The funding
approvals requested in recommendations one and two have been accounted for in the
approved 2016 project budget.
Discussion: On July 26, 2012, Rounthwaite Dick and Hadley Architects Inc. (RDH)
was awarded the architectural and engineering design services for the new Operations
Centre by Council Resolution #108/12 (RFP-1-2012), at a total project cost of
$1,143,714 (net of HST rebate). RDH has completed the original design at a cost of
approximately $889,606 plus HST. The balance of the costs (as reflected in
recommendation one) are for revised drawings and construction contract management,
which have yet to be incurred.
Shortly thereafter, on October 9, 2012, Independent Project Managers (IPM) was
awarded the project management services for the design and construction of the new
Operations Centre by Council Resolution #124/12 (CS 48-12), at a total project cost of
$356,286 (net of HST rebate). IPM has completed services up to the design stage at a
cost of approximately $76,045 plus HST. The balance of the costs (as reflected in
recommendation two) are related to tender and construction activities, which have yet to
be incurred. RDH has worked in consultation with IPM and City staff to substantially
complete the design of the new Operations Centre at 1955 Clements Road.
At this time, City staff have made a commitment to reduce the construction cost of the
new Operations Centre which will require redesign and the preparation of new design
drawings and tender documents. This exercise is intended to significantly reduce the
construction costs without compromising on the operational functionality of the new
facility. It is beneficial to continue using the same design consultant as a continuation of
previous work will avoid the potential for conflicting information and to ensure quality,
consistency and coordination in the design. The redesign and contract administration
during construction by RDH, including increased costs associated with a later project
start date, will result in a cost of approximately $720,000 plus HST. The value is
comprised of the balance of outstanding work from the original award in the amount of
$307,127 plus HST, the redesign fees of$344,000 plus HST, and a contingency of
$68,873 plus HST.
CORP0227-07/01 revised
CR 07-16 June 27, 2016
Subject: New Operations Centre Page 3
The City also requires the continued services of IPM during the redesign and
construction of the new Operations Centre. IPM has been instrumental in identifying
possible design alternatives and achieving a comprehensive list of budget reduction
measures that can now be implemented. The continuation of project management
services by IPM, including the increased costs associated with a later project start date,
will result in a cost of approximately $350,000 plus HST. The value is comprised of the
balance of outstanding work from the original award in the amount of$277,827 plus
HST, the project management of the redesign in the amount of$38,060 plus HST, and
a contingency of$34,113 plus HST.
Timing is critical to this project. City staff will require the facility redesign to begin in
June 2016 in order to prepare and release the construction tender documents in
February 2017 (optimal time for competitive pricing) and achieve a construction start
date of May 1, 2017 (to avoid structural work during the 2017 winter months).
Construction will take approximately 20 months to achieve substantial performance and
an additional three months required by staff to install furniture, fixtures, equipment and
tools. As such, City staff anticipate occupancy of the new Operations Centre to take
place in May 2019, which aligns operationally with the end of the 2018/2019 winter
control season.
Attachments:
1. Resolution #109/12 (RFP-1-2012).
• 2. Quotation by Rounthwaite Dick and Hadley Architects Inc. (RDH).
3. Resolution #125/12(CS 48-12).
4. Quotation by Independent Project Managers (IPM).
Prepared/Approved/Endorsed By:
4
Marisa Carpino
Director, Culture & Recreation
Richar Holbo
Direct Engineering & Public Works
CORP0227-07/01 revised
CR 07-16 June 27, 2016
Subject: New Operations Centre Page 4
Approved/Endorsed By:
Stan Karwowski, CPA, CMA, MBA
Division Head, Finance & Treasurer
:mc
Recommended for the cons_ideration
of Pickering City Council`
0 / // / 1
1, /
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07101 revised
1
ATTACHMENT# / TO REPORT# 0 7-)&
Legal and Legislative Services
Clerk's Office
Directive Memorandum
September 19, 2012
To: Paul Bigioni
Director, Corporate Services & City Solicitor
From: Debbie Shields
City Clerk
•
Subject: Direction as per Minutes of the Special Meeting of City Council
held on September 18, 2012
Director, Corporate Services & Treasurer, Report.CST 26-12
Tender/Contract Approval
-Council's Summer Recess
Council Decision Resolution #109/12
1. That Report CST 26-12 of the Director, Corporate Services & Treasurer regarding
tender and contract approvals during Council's Summer Recess be received; and,
2. That Council pass a resolution ratifying the approval of the Tenders and Contracts
by the Chief Administrative Officer during Councils' summer recess being, Request
for Proposal No. RFP-1-2012 Architectural &Engineering Design Services New
Operations Centre, Tender No. T-2-2012 Liverpool Road Reconstruction, Tender
No. T-7-2012, Supply and Installation of Sports Field Lighting Dunmoore Park
Softball Field #1, Tender No. T-14-2012 Rosebank South Park Landscape
Construction, Tender No. T-18-2012, West Shore Boulevard Road Improvements
and Provincial Vendor of Record (VOR) - Ricoh Print Management Proposal and
Purchase of Print Management Software.
Please take any action deemed necessary.
Debbie Shields
/Ir
ATTACHMENT#2 TO REPORT#.C -I Co
rounthwaite dick and hadley architects inc.
established in 1919
Brian Duffield
Manager, Facilities Operations
One The Esplanade
City of Pickering, ON
L1V 6K7
April 12, 2016 •
Cc Denis O'Connell
• RE: Revised Additional Consultant Services Fee Proposal, Related to Further Reducing the Pickering
Operation Centre&Works Yard Construction Budget at 1955 Clements Road, Pickering
Dear Brian,
Further to our additional consultant services fee proposal dated November 18, 2015 regarding the
redesign of the new Clements Road Operations Centre&Works Yard, we are proposing that it be revised
from $294,000.00 + HST to$344,000.00+ HST to accommodate approximately$1,500,000.00 in
additional overall construction cost savings from our previous proposal.
Proposed Project Schedule:
Re-engagement of the consultant team - May 2016
Tender-February 2017
Construction period of 20 months
Scope of Services Clarifications:
Energy modeling included in base fee
Incorporation and acknowledgement of Senior Architect peer review for subconsultant coordination in
base fee
City to engage foundation design peer review consultant
City to engage independent enhanced commissioning services
City to engage independent cost consulting services
We are hopeful that our proposal is acceptable and we are looking forward to our re-engagement into this
very import project for the City. Please feel free to contact me if you require any clarifications and/or
additional information related to the above proposal.
Very best regards,
Bob Goyeche, Managing Partner -
rounthwaite dick& hadley architects inc.
rdh 225 richmond street west-suite 201 toronto ON m5v 1w2 tel 416 204 1399 fax 416 204 1321
www.rdharch.com
ATTAC M T# EQ REPORT* C ® 7 —%
Legal and Legislative Services
Clerk's Office
Directive Memorandum
October 18, 2012
To: Everett Buntsma
Director, Community Services
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on October 15, 2012
Director, Community Services, Report CS 48-12
Hiring of a Project Manager for the Design and Construction of the
New Operations Centre
Council Decision Resolution #125/12
1. That Report CS 48-12 from the Director, Community Services be received;
2. That Council approve to engage the services of Independent Project Managers
(IPM) for project management services for the design and construction of the New
Operations Centre in accordance with the City's Purchasing Policy Item 10:05;
3. That the total gross project cost of$395,640.00 (HST included), and a net project
cost of$356,286.00 (net of HST rebate), including the proposed amount and
associated costs be approved;
4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the
project as follows:
a) the sum of$355,000.00 be debt financed, or through an internal loan, or from
the proceeds of the sale of City owned land;
b) the sum of$1,286.00 be funded from Development Charges Reserve Funds;
c) the (Acting) Division Head, Finance & Treasurer be authorized to make any
changes, adjustments, and revisions to amounts, terms and conditions, or
take any actions necessary in order to effect the foregoing; and
d) That the appropriate City of Pickering officials be authorized to take
necessary action to give effect thereto.
Please take any action deemed necessary.
Debbie Shields
hr •
Copy: Director, Corporate Services & City Solicitor •
•
ATTACHMENT#_/4 TO REPORT# C ---1 — I (o
IDEPENDENT
PROJECT
MANAGERS
.
November 17, 2015 .
Revised April.6, 2016
City of Pickering
Pickering Civic Centre
One The Esplanade .
Pickering, Ontario L1 V 6K7
Attention: Mr. Brian Duffield
Re: Project Management Services for a New Operations Centre
{ 1955 Clements Road, Pickering
Project No. 110.14
Brian,
Further to our recent discussion, please accept this proposal for additional services for the
i above noted project.
SCOPE OF WORK '
It is our understanding that the following additional services are required:
• Design meetings over the next six(6) months to accommodate design changes for
cost savings.
• Meeting and coordination with A.W. Hooker to have them verify projected savings
and to have them incorporate value engineering of their own.
• Coordination with GHD (formerly Geo-Logic) for drawings review to ensure
adherence to the geotechnical reports.
• Coordination with the City of Pickering to secure the services of a Commissioning
Agent for design review.
• Coordinate the pre-qualification process for General Contractors.
• Allow for construction commencing April/May 2017.
FEES
We anticipate the following additional staff allotment:
• Design.meetings.
286 King Street West Project Manager 20 meetings @ 5 hours @$133.00/hour $ 13,300.00
Suite 201
Oshawa, •Ontario Administrative Assistant 20 meetings @ 2 hours @$54.00/hour $ 2,160.00
L1J 2J9
P: 905 723 9300 • Project Manager meetings with Cost Consultant.
F: 905 723 9394 Project Manager 32 hours @$133.00/hour $ 4,256.00
www.ipmanagers.ca
11014L060416.wpd
INDEPENDENT
PROJECT
MANAGERS
Pre-Qualification of General Contractors.
Project Manager 40 hours @$133.00/hour $ 5,320.00
Administrative Assistant 16 hours @$54.00/hour $ 864.00
Disbursement Allowance(mileage, photocopies, telephone, etc.) $ 2,000.00
TOTAL ADDITIONAL FEE FOR STAGE 1 (excl. HST) $ 27,900.00
• Adjustment of existing fees for construction in 2017/2018/2019 $ 10,160.00
($254,000 @ 4%).
TOTAL ADDITIONAL FEE(excl. HST) $ 38,060.00
We would respectfully request an addition to Purchase Order No. 220574 in the amount of
$38,060 plus HST. Be assured that IPM will only bill for hours expended.
If you are in agreement with this proposal, please sign and return one(1)copy to our office..
Should you wish to discuss this proposal further, please do not hesitate to contact our
office.
Yours very truly,
Denis O'Connell
Project Manager
DOC/Ip
ACCEPTANCE
•
Signature Date
Please sign and return one copy of this proposal, and retain a copy for your files.
286 King Street West
Suite 201
Oshawa, Ontario
L1J 2J9
P: 905 723 9300
F: 905 723 9394
www.ipmanagers.ca
11014L060416.wpd