HomeMy WebLinkAboutCR 13-16 Coo Report to
PICKERiNG Council
Report Number: CR 13-16
Date: October 17, 2016
From: Marisa Carpino
Director, Culture & Recreation
Subject: Architectural and Engineering Design Services, Council Chamber & Accessibility
Renovations
- Request for Proposal No. RFP-9-2016
- File: A-1440
Recommendation:
1. That Proposal No. RFP-9-2016 submitted by AECOM Canada Architects Ltd. in the amount
of $132,950.65 (HST included) be accepted;
2. That the total gross project cost of$155,550.00 (HST included), including the amount of the
proposal and other associated costs, and the total net project cost of$140,078.00 (net of
HST rebate), be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$140,078.00, as provided for in the 2016 Capital Budget Civic Complex, by a transfer from
the Rate Stabilization Reserve; 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 City is planning to renovate key public and staff areas in the
Pickering Civic Complex in order to upgrade aging facility amenities and improve existing
accessibility and security facility features. The renovations will take place in the Council Chamber,
ground floor public washrooms, service counters and associated ancillary spaces and will ensure
compliance with the Ontario Building Code and the Accessibility for Ontarians with Disabilities Act.
The approved 2016 Capital Budget includes funding for the project of which the selection of
architect is the first step. The project's timetable is based on having the design completed by
early 2017. Four design consultants with the necessary experience were pre-qualified in May
2016, through Request for Proposal No. RFP-8-2016. Subsequently, the pre-qualified design
consultants were invited to submit a proposal to Request for Proposal No. RFP-9-2016 for
Architectural & Engineering Design Services - Council Chamber & Accessibility Renovations,
which closed on September 13, 2016.
The proposal submitted by AECOM Canada Architects Ltd. in the amount of $132,950.65 (HST
included) is recommended for approval. The total gross project cost is estimated to be
$155,550.00 and the total net project cost is estimated at $140,078.00 (net of HST rebate).
CR 13-16 October 17, 2016
Subject: Architectural and Engineering Design Services,
Council Chamber & Accessibility Renovations Page 2
Financial Implications:
1. Proposal Amount
Proposal No. RFP-9-2016 $117,655.50
HST (13%) 15,295.15
Total Gross Project Cost $132,950.65
2. Estimated Project Costing Summary
Proposal No. RFP-9-2016 $117,655.00
Contingency 20,000.00
Total Cost . - $137,655.00
HST (13%) 17,895.00
Total Gross Project Costs $155,550.00
HST Rebate (11.24%) (15,472.00)
Total Net Project Costs $140,078.00
3. Approved Source of Funds
2016 Capital Budget— Civic Complex
Account Code Source of Funds Budget Required
5700.1602.7021 Rate Stabilization Reserve $1,300,000.00 $140,078.00
Total Funds $1,300,000.00 $140,078.00
Project Cost under (over) approved funds by $1,159,922.00
Proposal No. RFP-9-2016 includes the scope of work necessary for architectural and engineering
services that are required to design and produce working drawings sufficient to obtain a building
permit, and provide contract administration services during the construction phase of the work.
The remaining funds of$1,159,922 will be for the construction portion of this project which will be
tendered separately at a later date.
•
CORP0227-07/01 revised
CR 13-16 October 17, 2016
Subject: Architectural and Engineering Design Services,
Council Chamber & Accessibility Renovations Page 3
Discussion: The Civic Complex opened in 1990 and celebrated its 25 year anniversary in 2015.
Through the City's 5-Year Accessibility Plan (2012-2016), staff have identified deficiencies of the
building as compared to current regulations, particularly the Ontario Building Code and the
Accessibility for Ontarians with Disabilities Act. Specifically, staff identified the particular need to
improve accessibility in several key public areas and points of service throughout the ground floor
of the building.
Staff reviewed the work necessary to achieve the alterations required, particularly inside the
Council Chamber, and determined that relocation of the wheelchair ramp access would involve
major intrusive construction. The work would also involve a significant renovation of the space in
order to reconfigure barrier free paths of travel and create a more inclusive environment for those
with accessibility needs, and the public in general.
Consultation with senior staff in late 2015 and early 2016 determined that a broader scope of work
was needed in order to simultaneously address ongoing security and other operational concerns
at the Civic Complex. Due to the degree of disruption major construction will impose on our
operations, it was proposed to combine a number of different scopes of work into one single
project to include:
• Provisions for an easier and more dignified accessible path of travel within the Council
Chamber and a fully accessible podium position;
• Acoustic redesign and upgrading of the existing Council Chamber sound system;
• Upgrades to the existing Council Chamber audio visual systems including assistive listening,
and more screens with improved placement for view by the public, staff and Council;
• Revised seating configuration in the Council Chamber for the public and staff, including
consideration for types of seating appropriate for flexible use of the Council Chamber floor
space;
• Analysis and implementation of millwork and furniture solutions;
• New interior flooring and other upgrades to existing finishes;
• Provisions for secure access control between public and staff and Council areas;
• Lighting upgrades for improved quality, control and efficiencies;
• Upgrading ground floor public washroom facilities to a higher standard of accessibility,
including provision of a separate universal washroom;
• Upgrading and reconfiguring various ground floor service counters for AODA compliance and
improved level of service;
• Adding a vestibule on the north courtyard (west) exterior door for improved staff and customer
comfort;
• Creating two or three enclosed offices within the senior management area on the ground floor
(optional item depending upon available funding);
• Upgrading the Civic Complex main entrance doors;
• Related modifications to ceilings, plumbing, power, data, HVAC and life safety systems; and
• Associated work to adjoining spaces and building systems as required to complete the work
described above.
CORP0227-07/01 revised
CR 13-16 October 17, 2016
Subject: Architectural and Engineering Design Services,
Council Chamber & Accessibility Renovations Page 4
Funding of$1.3 million was approved in the 2016 Capital Budget for design and construction, and
enables staff to proceed with the design work in 2016. Pickering Council and key City staff will be
consulted in the design of this renovation project. Staff plan to tender the project in the spring of
2017 with the intention to proceed with construction as one project, by one contractor, on one
schedule which will result in a one-time interruption of service. Construction is planned to occur
between June and November 2017 (inclusive). It will be necessary to relocate meetings and
events which normally make use of the Council Chamber for the duration of the project. Specific
accommodations will be developed during the design process for this project, once the extent and
duration of disruptions are better known.
The Health & Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance
Certificate, as submitted by AECOM Canada Architects Ltd., have been reviewed by the
Coordinator, Human Resources and are deemed acceptable. The Certificate of Insurance is
deemed acceptable to Manager, Budgets & Internal Audit. In conjunction with the foregoing
approvals, staff have reviewed the previous work experience of AECOM Canada Architects Ltd.,
the references provided and the proposal is deemed acceptable.
Request for Pre-Qualification No. RFP-8-2016 was issued to identify consulting teams with
suitable skills, staffing and experience. Proposals were received by April 19, 2016 and a short list
of four proponents was determined. All four were invited to submit proposals for Request for
Proposal No. RFP-9-2016, issued August 23, 2016, and closed on September 13, 2016, to
provide the City with Architectural and Engineering Design Services for this project. Three pre-
qualified consultants submitted proposals and were evaluated. One proponent, AECOM Canada
Architects Ltd., was invited to interview, which occurred on October 5, 2016. At the conclusion of
the interview, AECOM Canada Architects Ltd. was the highest ranking proponent.
Upon careful examination of all proposals and relevant documents received, the Culture &
Recreation Department recommends the acceptance of Proposal No. RFP-9-2016 submitted by
AECOM Canada Architects Ltd. in the amount of$132,950.65 (HST included) and that the total
net project cost of$140,078.00 be approved.
Attachments:
1. Supply & Services Memorandum dated May 9, 2016.
2. Supply & Services Memorandum dated May 20, 2016.
3. Supply & Services Memorandum dated September 14, 2016.
4. Supply & Services Memorandum dated October 5, 2016.
CORP0227-07/01 revised
CR 13-16 October 17, 2016
Subject: Architectural and Engineering Design Services,
Council Chamber &Accessibility Renovations Page 5
•
Prepar= ,, By: Approved/Endorsed By:
, e-6 110
Vince Plouffe Marisa Ca • o
•
Supervisor, Facilities Operations Director, Culture & Recreation
Brian c-- -----".. Duffi Stan Karwowski, CPA, CMA, MBA
C)4
Mana er, Facilities Operations Director, Finance & Treasurer
I
Vera A. F t gemacher •
C.P.P., CPPO, CPPB, C.P.M., CMM III •
Manager, Supply & Services
BD:mc
Recommended for the consideration
of Pickering City Council
/ •
CO a, Z.0/6
•
Tony Prevedel, P.Eng.
Chief Administrative Officer E.
•
CORP0227-07/01 revised
ATTACHMENT# I TO REPORT# C-12 I
Memo
To: Debbie Shields May 9, 2016
City Clerk
Judy Hodgson
Division Head, City Administration
Vince Plouffe
Supervisor, Facilities Operations
From: Ray Rodrigues
Supervisor, Supply & Services -
Subject: Proposal No. RFP-8-2016
Request for Pre-Qualification
for Architectural and Engineering Design Services Council Chamber &Accessibility
Renovations
Closing Date: May 3, 2016
- File: F-5300-001
Terms of reference for prequalification of Architectural and Engineering Design Services Council
Chamber &Accessibility Renovations was advertised on the City's website. Five companies have
submitted a proposal.
Stage 1 - Evaluation of Submission Requirements— has been completed and all seven proposals
are available for consideration. Proposals are attached for evaluation along with the criteria to be
used. Each member of the evaluation committee is to carefully review the submissions and score
each response against the criteria and sign the form.
Attachments received:
1. Stage 1 - Evaluation of Submission Requirements
2. Evaluation Form
3. Copy of the Terms of Reference
4. Copy of the proposals received
Forward the completed evaluation form to Supply & Services. In accordance with Purchasing
Procedures 14.02 Item 17, committee members' figures for each respondent will be totaled to establish
an average score. A summary of average scores will be prepared for discussion at a meeting setup for
the evaluation committee.
Please direct enquiries to Supply& Services. Respondents will be advised of the outcome when the
contract has been awarded.
If you require further information, please contact me or a member of Supply& Services.
RR clA
Attachments -
ATTACHMENT# TO REPORT# (
paw 2e S
RFP-8-2016
Architectural and Engineering Design Services
Council Chamber & Accessibility renovation
Stage II - Evaluation Rated Criteria
Stage II will consist of a scoring by the City of each qualified proposal on the basis of the rated
criteria.
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Section 1: Company Qualifications & Experience 20 points
Part 1.1 - Company Qualifications (10 points)
Part 1.2 - Relevant Work Experience (10 points)
Section 2: Staff Qualifications & Experience 50 points
Part 2.1 - Team Leader (15 points)
Part 2.2 —Team Organization (15 points)
Part 2.3 —Workplan and Methodology (20 points)
Section 3: Budget Control & Construction Administration 30 points
Part 3.1 — Budget Control (15 points)
Part 3.2 - Construction Administration (15 points)
Total 100 points
Section 1: Company Qualifications & Experience (20 Points)
Part 1.1. - Company Qualifications (10 points):
The Company should have expertise in each of the areas stipulated as part of the scope of work,
above, and also including:
design experience with Council Chamber and related accessibility renovation projects in the $1
to $3 million range;.
experience working in a Municipal environment;
experience working in an environment with multiple stakeholders;
ability to integrate innovative design solutions in the fields of sustainability and accessibility;
and
ability to provide a complete service encompassing all design and approval requirements.
Part 1.2 — Relevant Work Experience (10 points):
The Company should provide detailed written descriptions of their most relevant, recently completed
projects, demonstrating successful completion of at least three (3) relevant projects within the last five
(five) years. The written description should include which of the proposed team members worked on
each project, and in what capacity.
Submissions should include three (3) client references and contact information for each. The City
reserves the right to contact the references and use the information provided when assigning points
•
ATTACHMEN I +; _� _ it_ -1
during the evaluation process. ect c - S
Section 2: Staff Qualifications & Experience (50 points)
Part 2.1 - Team Leader (15 points):
Demonstrate the Team Leader's experience in coordinating projects of a similar size and scope,
including:
• a description of the overall experience, capability and leadership ability of the team leader
(Resume/CV);
• a listing of past projects completed as team leader in the last 3 years; and
• an estimate of the team leader's monthly workload to be devoted to this project.
Part 2.2 —Team Organization (15 points):
Provide a narrative on the team including:
• description of the Company's in-house capabilities and disciplines;
• a list of prospective sub-consultants; and
• commentary of previous experiences working with each listed sub-consultant
Provide the name and experience of the proposed Construction Administrator to be assigned to the
project, including a list of the last three projects completed in this role, their respective construction
budgets and cost overruns (if any).
Part 2.3 —Work Plan and Methodology (20 points):
Provide a narrative of the company's project management style and strategies from design inception
to conclusion of construction, including:
• key opportunities and milestones throughout the process;
- Design
- Procurement
- Construction
- Closeout
• major risk factors and mitigation strategies;
• project scheduling;
• coordination between disciplines;
• cost controls (to be expanded upon in section 3);
• assessment tools used by the Company to track project progress; and
• communication and record management procedures.
Section 3: Budget Control & Construction Administration (30 points)
Part 3.1 - Budget Control (15 points):
Describe methodology to maintain control over the budget from concept through to completion of
construction, including the process to proactively exercise cost control, manage scope creep, and
adhere to established and approved budgets.
Part 3.2 - Construction Administration (15 points)
The Proponent should describe their strategy for effective construction administration including, but
not limited to, the following:
. recommending general contractors
. preparation of tender specification documents and addenda
. preferred forms of contract
. bid review and evaluation procedures
ATTACHMENT#LTO REPORT
• management of construction meetings
c e 4 6°P"
. Requests for Information (RFI) and Supplemental Instruction (SI) procedures
. cost control and tracking of Change Orders.
. tracking and reporting schedule issues
. payment certification procedures
. management of submittals
. field Inspections
. closeout procedures
▪ warranties-
•
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ATTACHMENT# TO REPORT#
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E,� a A
tiONSONI17111 • Memo
�._ == � y� li=ate
To: Marisa Carpino May 20, 2016
Director, Culture & Recreation
From: Vera A. Felgemacher -
Manager;,Supply & Services
Copy: Division Head, City Administration
City Clerk
Supervisor, Supply & Services
Subject: Request For Proposal No. RFP-8-2016
Prequalification of Architectural and Engineering Design Services — Council Chamber &
Accessibility Renovations
- File: F-5300-001
Further to memo dated May 9, 2016, Phase 1 of the procurement process is to prequalify
proponents for Phase 2 of the procurement process which will be Request for Proposal RFP-9-
2016, to submit a proposal for architectural and engineering design services for the Council
Chamber &Accessibility Re novations. The City will only invite proponents, who in the sole
discretion of the City, have been prequalified in Phase 1.
Terms of Reference enables the City to select up to five (5) of the highest ranking Proponents to
participate in Phase 2 of the procurement process.
The evaluation committee recommends selecting the following four(4) highest ranking proponents:
1. AECOM
2. Barry Bryan Associates
3. Bortolotto
4. The Ventin Group
Please provide your approval to award in memo form to Supply & Services.
Pleqse direct enquiries to Supply & Services. If you require further information, please contact me or
a member of Supply & Services.
f CULTURE &MREATION Di 1ZN ,
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04 4 ATTACHMENT#_%____ 10 RE&OR1 # C--P. t- "A L
PICKERING Memo
'CULTURE& _ECREATION 0 b
To: Marisa Carpino RECF.,vED 1 ;_i_r `-S-epte ber 14, 2016
Director, Culture & Recreation FILE�.
M J C ._ __ r
From Vera A. Felgemacher ------, r„:++.:.T
_
Manager, Supply & Services „ _---__.._ —
CAO
Copy: Manager, Facilities Operations CJL_f, '`' ` --
Supervisor, Supply & Services , nape c+ C,_,_ , _i � ;_______.__._
FF'.COPt:;iiai:;_:•IS I. C-Ft-ICE.: _iI
Subject: Proposal No. RFP-9-2016 CxF1 SUPERVISORS lJ I AN 84 DFV _"i____
Architectural and Engineering Design Services –
Council Chamber &Accessibility Renovations
Closing Date: Tuesday, September 13, 2016 12:00 p.m. local time
• - File: F-5300-001
Terms of Reference for Architectural and Engineering Design Services – Council Chamber &
Accessibility Renovations were emailed to the four pre-qualified vendors from RFP-8-2016.
3 companies have submitted a proposal by the closing date and time.
Stage 1 - Evaluation of Submission Requirements – has been completed by Supply & Services
and 3 proposals are available for consideration. Proposals are attached for evaluation along with
the evaluation criteria included in the RFP document. Each member of the evaluation committee
shall independently review and score the submissions against the evaluation criteria and sign the
evaluation form.
. Attachments: .
1. Stage 1 – Evaluation of Submission Requirements
2. Evaluation Form
3. Copy of the Terms of Reference
4. Pricing Evaluation
5. Copy of the proposals received
Evaluation committee members shall forward the completed evaluation forms to Ray Rodrigues. In
accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each
Respondent will be totaled to establish an average score. A summary of average scores will be
prepared by Supply& Services for review and discussion at a meeting set up for the evaluation
committee, if required. .
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the
co tract has been awarded.
If yo require further information, please contact me, ora member of Supply& Services.
c.,/ •
VAF
Attachments
R E P O R T ATTACHMENT t3--t
•Architectural & Engineering Consulting Serrices — Council Chamber &
Accessibility Renovations
RFP-9-2016
Stage 1 — Evaluation of Mandatory Requirements
9 ry q
Stage I will consist of a review to determine which proposals satisfy all of the mandatory
submission requirements. Proposals failing to satisfy the mandatory submission
requirements as of the submission date will be provided an opportunity to rectify any
deficiencies. Proposals failing to satisfy the mandatory requirements as of the
rectification date will be excluded from further consideration. Those submissions that
satisfy the mandatory requirements will proceed to Stage II.
Proposals are to include the following mandatory requirements:
A. Submission Form (Appendix B); •
B. Rate Bid Form (Appendix C)
C. Addendum No. 1
D. Four (4) hard copies and one (1) electronic copy
Company Item A Item B Item C Item D
AECOM d V. V
•
Barry Bryan Associates v
Bortolotto Architect Inc. V • V V
The Ventin Group No Bid No Bid No Bid No Bid
AT1ACHMEN I #_. 1O t.EPORT L
t3 —I
co .
Architectural & Engineering Consulting Services
Council Chamber &Accessibility Renovations
RFP-9-2016
Stage II - Evaluation of Rated Criteria
Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms
of Reference and Governing Law, the top-ranked proponent as established under the
evaluation will be selected to enter into a contract for the provision of the Deliverables.
The selected proponent will be expected to enter into a contract within the timeframe
specified in the selection notice. Failure to do so may, among other things; result in the
disqualification of the proponent and the selection of another proponent, or the
cancellation of the RFP.
• The following is an overview of the categories and weighting for the rated criteria of the
RFP.
Appendix D – Request for Proposals Particulars
D. Rated Criteria
The following is an overview of the categories and weighting for the rated criteria of the
Request for Proposals. Proponents who do not meet a minimum threshold score for a
category will not proceed to the next stage of the evaluation process.
Rated Criteria Category Weighting (Points) Minimum
Threshold
Stage II
Understanding of Project 15 7
Work Plan and Deliverables 30 15
Quality of Proposal 5 3
Subtotal: 50 25
Stage Ill
Pricing Table #1 Project Cost 40 N/A
Pricing Table#2 Professional Fees - 5 N/A
Hourly Rates (Avg.)
Pricing Table #3 Sub Consultant Fees - 5 N/A
Hourly Rates (Avg.)
Total Points 100
Stage V
Interview 20 N/A
Suggested Proposal Content for the Evaluation of Rated Criteria
Understanding of Project = 15 Points
The Proposal shall include information that provides:
a. Information that the Proponent understands the objectives and requirements of this
project. Proponents must relate these objectives to past experience or expertise of
the Proponent and/or their team;
AT1ACH11EN14_3 CO I E'ORT# - ( % —( L
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b. Identification of"value-added" services brought by the Proponent's team; and
c. A summary of the risks, concerns or issues associated with the Work and how they
will be mitigated.
Work Plan and Deliverables = 30 Points
The Proponent is to articulate, clearly and concisely, the following:
a. An indication of how soon the Proponent can commence the work;
b. A detailed work plan indicating the method, tasks and deliverables;
c. A schedule that identifies Work phases (by Gantt Chart or other similar illustration)
including key dates for major deliverables (design development, working drawings,
tender documents, tendering, construction administration and post construction) in
the Proponent's detailed work plan;
'd. Proposed staffing roles and the amount of time, shown in hours, that they will be
dedicated to this project;
e. Detail how the proponent will manage their fee and deliverables to ensure that there
are no, or minimal, claims for extra fees;
f. Identification of the experience/past projects of the cost Consultant and their success
rate;
g. State the assumptions regarding the roles and involvement of City staff;
h. Summary of quality assurance manual and procedures; and
i. Explicitly identify any Deliverables and/or Services which are a part of the RFP but are
being excluded by the Company during the term of the contract.
Quality of Proposal —Total Points = 5
Presentation of proposal, examples, details, content organization and how well
instructions are followed.
Pricing — Total Points = 50
Provide a lump sum price (excluding HST) for Architectural & Engineering Design
Services for the Council Chambers &Accessibility Upgrades and as further described in
Appendix D — Request for Proposals Particulars, Section A— Deliverables.
Pricing will be scored based on.a relative pricing formula using the Total Project Cost
set out in the Pricing Form, Pricing Table #1 and the average of all hourly rates provided
in Pricing Table #2 and Pricing Table #3.
Interview Evaluation Criteria —Total Points = 20
At the completion of Stage IV evaluation, up to three (3) of the highest-ranked
Proponents may be selected for an interview. The City and the selected Proponents will
schedule these interviews the week of September 19, 2016, and Proponents will be
given sufficient time to prepare. Interview questions may be provided to those
Proponents who have been selected.
RFP-9-2016. Page 2 of 3
Architectural & Engineering Consulting Services —
Council Chamber &Accessibility Renovations
ATTACHMENT#..,, TO REPORT# 3 -=
Q S A S
Interviews will be scored by representatives of the valuation Committee, and shall
follow this general format:
•
a. Introductions
b. Questions from Evaluation Committee
c. Answers from Proponents
Interviews will be scheduled by the City for a mutually agreeable date and time, at the
following location:
Pickering Civic Complex
One The Esplanade
Pickering, ON
L1V6K7
Interview Evaluation Criteria:
Rated Criteria Category • Weighting (Points)
Responses to interview questions 10
Overall project suitability 10
Final scoring and award shall be in accordance with Part 2 of this RFP.
RFP-9-2016 Page.3 of 3
Architectural & Engineering Consulting Services
Council Chamber &Accessibility Renovations
•
ATTACHMENT#. 10 RE&OR1 #.� U.S —t
Memo
To: Marisa Carpino October 5, 2016
Director, Culture & Recreation
From: Vera A. Felgemacher LTURE &RE EAT 'N DIV I•N
Manager, Supply & Services 41A, , ,
Copy: Manager, Facilities Operations '°- - ---
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Supervisor, Facilities Operations FwU r-- ,.. ; I CLJLATE
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Supervisor, Supply & Services i Jr RESOURCES MI
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Subject: Request For Proposal No. RFP-9-2016 �'�F;`'=13,2'--)__ OFFICE SUSTAIN.
Council Chamber &Accessibility Renovations �,�aN oev
- File: F-5300-001
Further to the memo dated September 14, 2016, the Terms of Reference for the above project
were issued on August 23, 2016 to the four prequalified proponents from RFP-8-2016. Three (3)
proposals were received by the closing date and time of Tuesday, September 13, 2016 12:00 p.m.
local time.
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The proposals received contained the mandatory requirements for Stage 1 Evaluation, and two (2)
proceeded to Stage II. The Evaluation Committee consisting of City Staff from the.City's CAO
Office, Culture & Recreation and Corporate Servcies conducted independent evaluations of the
proposals. Up to three of the highest ranked proponents may have been invited to participate in
an interview, which determines the proponent to recommend for award. The committee invited
one proponent to an interview which was conducted on October 5, 2016. A summary of the
submitted pricing (excluding HST) and points awarded for the proposal and interview is attached.
AECOM has received the highest overall points. The total cost to provide this service is
$117,655.00 plus HST.
A budget of$130,000.00 was provided to Supply & Services for this procurement.
Pursuant to Appendix D, Item B, the following documentation will be requested of AECOM for
your review during the evaluation stage of this proposal call. Please advise if Supply &
Services is to proceed with collecting the following documentation:
(a) A copy of the Health and Safety Policy to be used on this project;
(b) A copy.of the current Clearance Certificate issued by Workplace Safety & Insurance
Board; and
(c) The City's certificate of insurance or approved alternative form completed by the Bidder's
agent, broker or insurer.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
ATTACHMENT#_.L TO REPORT# 3--No
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As such, in accordance with Purchasing Policy Item 10.04, where written proposals are
obtained by the Manager in accordance with procedures set out in Section 06 and funds are
available in the approved budget;
(a) An award over$50,000 is subject to the additional approval of Council.
Please include the following items in your report:
1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
2. ‘if Item,(c),is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the low bidder AECOM including work location;
4. the appropriate account number(s) to which this work is to be charged;
5. ,the budget amount(s) assigned thereto;
6. Treasurer's confirmation of funding;
7. related departmental approvals; and
8. related comments specific to the project.
After receiving Council's approval, an approved "on-line"requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponent will be advised
of the outcome in due course. An award notice will be placed on the City's website upon
receipt of all required approvals.
If y u require further information, please feel free to contact me or a member of Supply &
Se ices. 0
VAF/rr
attachments (1)
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Request for Proposal No. RFP-9-2016
Council Chambers &Accessibility Renovations Page 2 of 2
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