HomeMy WebLinkAboutFIR 03-18_ (/
PICKERING
Report to
Council
Report Number: FIR 03-18
Date: December 10, 2018
From: John Hagg
Fire Chief
Subject: Pre -2019 Capital Budget Approval
New Fire Station and Headquarters Re -Design Consulting Fees
File: A-1440
Recommendation:
1. That Council provide 2019 pre capital budget approval in the amount of $445,000.00 (net of
HST) for the re -design of the Seaton and Headquarter Fire Station located on Zents Drive;
2. That Council approve the cancellation of the 2016 Seaton Fire Station design project and
the residual funds of approximately $219,000.00 be returned to source;
That Council approve the award of architectural and engineering services to Thomas
Brown Architects Inc. (TBA) for the Seaton Fire Station that now includes the new fire
headquarters building to be located at the northwest corner of Brock Road and Zents Drive.
The project scope includes the redesign and contract administration during construction in
accordance with the City's Purchasing Policy (PUR 010) item 10.03(c);
4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$445,000.00 as follows:
a) The sum of $11,125.00 to be funded by a transfer from DC's — City's Share Reserve;
b) The sum of $433,875.00 to be funded by a transfer from the Development Charges —
Protection Services Reserve Fund; and
That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: In June 2016, Council authorized the award of architectural and
engineering design services to Thomas Brown Architects Inc. (TBA) for the design of a new fire
station on land owned by the City at the northwest corner of Brock Road and Zents Drive. A
facilities condition assessment of Fire Station #5 at 1616 Bayly Street, completed in late 2017,
determined the extent and cost of required repairs to the original fire station are not justifiable and
that the station needs to be replaced. The City's existing fire headquarters building is attached to
the north side of Fire Station #5, and relies on infrastructure fed from the station.
Rather than maintaining its present location, new headquarters facilities will be included in the
new fire station at Zents Drive. This location is geographically central to the future growth of
Report FIR 03-18 December 10, 2018
Subject: New Fire Station and
Headquarters Re -Design Consulting Fees
Pickering, including the Seaton lands, and will serve as a better location in the long-term. The
Bayly Street site is extremely tight for space and can be challenging to access.
TBA was selected through a competitive process in 2016, including pre -qualification to short list
the best potential candidates. Designs completed to date can be significantly re -used and adapted
to accommodate the headquarters on a second floor. Selecting another design team would
require another request for proposal process, which would take until the end of 2018, and prevent
construction start before 2020. It would also add considerable cost if another vendor were
selected, as they would need to repeat work already done. By proceeding with TBA, the project
could be tendered and commence construction as early as 2019.
Financial Implications:
1. Proposal Amount
Re -design cost
HST (13%)
Total Gross Project Cost
$395,000.00
51,350.00
$446,350.00
2. Estimated Project Costing Summary
Re -design cost
Contingency
Total Cost
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$395,000.00
42,303.00
$437,303.00
56, 849.00
$494,152.00
(49,152.00)
$445,000.00
3. Approved Source of Funds
2019 Pre -Budget Approval
Account Code
5340.1998.6999
Source of Funds
DCs — City's Share Reserve
DCs — Fire Protection Reserve Fund
Pre -Budget Approval
$11,125.00
433,875.00
Total Funds $445,000.00
Report FIR 03-18 December 10, 2018
Subject: New Fire Station and
Headquarters Re -Design Consulting Fees
Council approved report CR 09-16 authorized total funding of $333,773.00 (net HST), of which
$115,000.00 has been spent to date. TBA has submitted a design cost of $395,000.00 plus HST. A
contingency of $42,303.00 ('10%) has been allowed, for a total net project cost of $445,000.00.
This growth related project will be funded at the funding ratio of the City's share 2.5% and
Development Charges -Protective Services Reserve Fund 97.5%, as approved in the 2013
Development Charges Background Study.
In 2018, the purchase order and costs incurred will be assigned with the 2019 pre -budget account
5340.1998.6999. Once the 2019 Capital Budget is approved, the purchase order and costs
incurred will be re -allocated to the approved 2019 account.
Discussion: On June 29, 2016, TBA was awarded the architectural and engineering
design services for the design of a new two -bay, single -story fire station with a gross floor area of
approximately 12,000 square feet. TBA had largely completed the design work and were in the
early stages of preparing construction documents when the decision was made to include a
headquarters component to this location. Selecting a new design team could prevent re -use of the
design work completed by TBA, unless they were again the successful proponents. A new design
team would have to start fresh. This process would also delay design by several months,
preventing tender in time to take advantage of the 2019 construction season and increase costs
for both design and construction due to inflation.
Growth in the Seaton lands continues at a fast pace and will gradually increase response times
that can be achieved by Fire Services from existing stations. Completing the necessary design
work for construction of a new fire station at Brock Road and Zents Drive will provide the City with
the greatest potential flexibility for deciding when best to initiate construction.
The headquarters building will add approximately 8,000 square feet to the size of the building —
approximately 60% more than the previous station floor area — and require slightly more land to
accommodate additional parking. A third bay must be added to the apparatus floor to house the
command vehicle required for the Platoon Chief, and an elevator will be required to provide
barrier -free access to offices on the upper floor.
Replacement of the headquarters building is inevitable, as the existing facility attached to Fire
Station #5 will have to be replaced when that hall is replaced. Adding the headquarters to the
Zents Drive station could reduce land requirements and costs for the eventual replacement of Fire
Station #5, and will also position headquarters in a geographically central location for faster
response.
Attachments:
1. Report CR 09-16
2. Resolution #178/16 (RFP -6-2016)
3. Fee Proposal by Thomas Brown Architects Inc.
Report FIR 03-18 December 10, 2018
Subject: New Fire Station and
Headquarters Re -Design Consulting Fees
Prepaed By:
Approved/Endorsed By:
Vince Plouffe Stan Karwowski, CPA, CMA, MBA
Manager, Facilities Capital Projects Director, Finance & Treasurer
Joh aeg
Fire Chief
JH:jm
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
zae
Cth1 cq
Attachment# 1 to Report# FIR 03-18
Page 1 of 13 Report to
Executive Committee
Report Number: CR 09-16
Date: June 20, 2016
From:
Marisa Carpino
Director, Culture & Recreation
Subject:
Architectural & Engineering Consulting Services for the New Fire Hall to
service Seaton
- Request for Proposal No. RFP -6-2016
- File: A-1440
Recommendation:
1. That Proposal No. RFP -6-2016 submitted by Thomas Brown Architects in the
amount of $310,750.00 (HST included) be accepted;
2. That the total gross project cost of $370,640.00 (HST included), including the
amount of the proposal and other associated costs, and the total net project cost
of $333,773.00 (net of HST rebate), be approved;
3. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of $333,773.00 as follows:
a) The sum of $8,345.00 as provided for h the 2016 Capital Budget Fire
Services to be funded by a transfer from DC's - City's Share Reserve;
b) The sum of $325,428.00 to be funded by a transfer from Development
Charges - Fire Protection Reserve Fund; and
4. That the appropriate City of Pickering officials be authorized to take the
necessary actions as indicated in this report.
Executive Summary: The City is planning the design and construction of a new
Fire Hall on part of a 4 acre property owned by the City on the North West corner of
Brock Road and Zents Drive n the City of Pickering. The new Fire Hall will serve the
new Seaton developments.
The approved 2016 capital budget included funds for the selection of Design Consultant
Services to complete the Architectural & Engineering design of the new Fire Hall by the
end of 2016. Four design consultants with the necessary experience were pre -qualified
n April 2016 through Request for Proposal No. RFP -7-2016. Subsequently, the pre-
qualified design consultants were invited to submit a proposal to Request for Proposal
No. RFP -6-2016 for Architectural & Engineering Consulting Services of the New Fire
Hall which closed on May 19, 2016.
Report CR 09-16
Attachment# 1 to Report# FIR 03-18
Page 2 of 13
Subject: Architectural & Engineering Consulting Services
for the New Fire Hall to service Seaton
June 20, 2016
Page 2
The proposal submitted by Thomas Brown Architects in the amount of $3 10,7 50.00
(HST included) is recommended for approval. The total gross project cost is estimated
to be $3 70,640.00 and the total net project cost is estimated at $3 3 3 ,7 7 3 .00 (het of HST
rebate).
Financial Implications:
1. Proposal Amount
Proposal No. RFP -6-2016
HST (1 3 %)
Total Gross Proposal Cost
$27 5,000.00
3 5,7 50.00
$3.1.0_.750,00
2. Estimated Project Costing Summary
RFP -6-2016
Miscellaneous Costs
Commissioning
Contingency
Total Cost
HST (13 %)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$27 5,000.00
5,000.00
20,000.00
28,000.00
$3 28,000.00
42,640.00
$37 0,640.00
(36,867 .00)
$333,773.00
3. Approved Source of Funds
2016 Capital Budget - Fire Services
Approved Code Source of Funds
5340.1602.6430 DC's - City Share Reserve
DC - Fire Protection Reserve Fund
Total Funds
Budg t
$ 8,91 3 .00
3 47 ,587 .00
$356,500.00
Required
$ 8,345.00
3 25,428.00
$333.773.00
I Project Cost under (over) approved funds by
(s22,121.00) 1
Report CR o 9-16
Attachment# 1 to Report# FIR 03-18
Page 3 of 13
Subject: Architectural & Engineering Consulting Services
for the New Fire Hall to service Seaton
June 2o , 2o 16
Page 3
Discussion: The City intends to add a new Fire Hall to service Seaton on a City owned
site at the corner of Zents Drive and Brock Road. It is anticipated that the new facility will
consist of a single -storey fire hall, with a building footprint of approximately 9, 0 0 o square
feet.
Facility features include:
• Slab on grade construction (no basement);
• Apparatus bay to accommodate two interior tandem truck bays (up to 4 trucks) with
drive-through capability;
• Accommodations for up to 8 full-time staff (2 crews of 4 firefighters each);
• Necessary spaces for offices, kitchen, fitness, locker rooms etc. to support an
operational independent fire hall;
• Staff and visitor parking, and driveway configuration to provide access and sufficient
space for the parking of vehicles at the front and rear of the building;
• Emergency road access to Brock Road directly from the rear parking area;
• Emergency generator;
• Fenced accessory building for waste bins and exterior storage;
• All required utilities, services, hard and soft landscaping, necessary for a functional
and compliant site plan; and
• The facility will comply with Post Disaster Design requirements.
Construction is planned to be completed around 2o 19, subject to the pace of
construction of the Seaton developments. Design will start h summer 2o 16 and be
completed by the end of 2o 16 to enable tendering, award and the start of construction h
spring 2o 17, at the earliest.
Request for Proposal No. RFP 7-2o 16 was prepared as a Pre -qualification of
Architectural & Engineering Design Services - New Fire Hall fo service Seaton and
advertised on the City's website and closed on Thursday, March 3, 2o 16. Four design
consultants were pre -qualified and subsequently invited to submit a proposal to Request
for Proposal No. RFP -6-2o 16 Architectural & Engineering Consulting Services - New
Fire Hall to service Seaton which closed on Thursday, May 19, 2o 16. Two of the pre-
qualified consultants submitted a proposal.Thomas Brown Architects is the highest
ranking proponent.
The Health & Safety Policy, the current WSIB Workplace Injury Summary Report and
Clearance Certificate, confirmation of Ministry of Labour, Health and Safety Awareness
Training certificates for every worker and supervisor who will be working on this project,
as submitted by Thomas Brown Architects, have been reviewed by the Coordinator,
Human Resources and are deemed acceptable. The Certificate of Insurance is deemed
acceptable to Manager, Budgets & Internal Audit. h conjunction with the foregoing
approvals, staff have reviewed the previous work experience of Thomas Brown
Architects, the references provided and the proposal is deemed acceptable.
Report CR 09-16
Attachment# 1 to Report# FIR 03-18
Page 4 of 13 June 20, 2016
Subject: Architectural & Engineering Consulting Services
for the New Fire Hall to service Seaton Page4
Upon careful examination of all proposals and relevant documents received, the Culture
& Recreation Department recommends the acceptance of Proposal No. RFP -6-2016
submitted by Thomas Brown Architects h the amount of $310,750.00 (HST included)
and that the total net project cost of $333,773.00 be approved.
Attachments:
1. Supply & Services Memorandum dated May 31, 2016.
2. Location Map.
Vince Plouffe
Supervisor, Facilities Operations
Brian
Id
Manaoer, Facilities Operations
\/
era A. Fel. emacher
Manager, Supply & Services
BD:mc
Approved/Endorsed By:
Director, Culture & Recreation
Stan Karwowski
Division He d, Finance & Treasurer
John Hagg
Fire Chief
Recommended for the consideration
of Pickering Cit ouncil
Tony Prevedel, P.Eng.
Chief Administrative Officer
jyta3,, Zot 6
Attachment# 1 to Report# FIR 03-18 _
Page 5 of 13
Memo
To: Marisa Carpino
Director, Culture & Recreation
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Brian Duffield, Manager, Facilities Operations
Supervisor, Supply & Services
Subject: Proposal No. RFP -6-2016
Architectural & Engineering Consulting Services - New Fire Hall
Closing Date: Thursday, May 19, 2016
- File: F-5300-001
May 31, 2016
Further to earlier memo dated May 31, 2016, two proposals proceeded to Stage llevaluation.
The Evaluation Committee, consisting of City Staff from Culture & Recreation and Pickering Fire
Services, conducted independent evaluations of the proposals. A summary of average scores
were completed and a copy is attached.
h accordance with Item 2.5 Stage IV - Cumulative Score, all scores from Stage 1 and Stage III
have been added together, the proponents ranked based on their total scores, and may be
selected to attend an interview h Stage IV. The Evaluation Committee has confirmed that the
Stage V - Interview, will not be required.
Thomas Brown Architects is the highest ranking proponent in the amount of $275,000.00
plus HST. The highest ranking proponent may be selected for contract negotiations. Please
advise if this is required.
A budget of $356,500.00 was provided to Supply & Services for this procurement.
h accordance with Material Disclosures Item 6, as a pre -condition of award, the selected
proponent - Thomas Brown Architects - will be required to provide the following documents for
review. Please advise if we are to proceed with this task.
(a) A copy of the Health and Safety Policy to be used on this project (currently dated
and signed);
(b) A copy of the current Workplace l'njury Summary Report issued by Workplace Safety
& Insurance Board (in lieu of the Workplace Injury Summary Report document, a
copy of the current CAD 7, NEER, or MAP reports may be submitted);
(c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project; and
Attachment# 1 to Report# FIR 03-18
Page 6 of 13
(e) The City's certificate of insurance or approved alternative form shall be completed by
the Proponent's agent, broker or insurer
• 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;
(c) An award over $50,000 is subject to the additional approval of Council.
Please include the following items inyour Report to Council:
1. if Itenis (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or
designate;
2. ' if Item (e) is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the highest ranking proponent Thomas Brown Architects
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.
Upon 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.
further information, please feel free to contact me or a member of s.upp(y &
!,quire
VAF/sb
attachments
Request for Proposal No. RFP -6-2016
Architectural & Engineering Consulting
Services - New Fire Hall
.Page 2 of 2
Attachment# 1 to Report# FIR 03-18
Page 7of13
To:
Marisa Carpino
Director, Culture & Recreation
From: Vera A Felgemacher
Manager, Supply & Services
Copy: Brian Duffield, Manager, Facilities Operations
John Hagg, Fire Chief
Fred Hyland, Deputy Fire Chief
Vince Plouffe, Supervisor, Facilities Operations
Supervisor, Supply & Services
Subject: Proposal No. RFP -6-2016
Architectural & Engineering Consulting Services - New Fire Hall
Closing Date: Thursday, May 19, 2016
- File: F-5300-001
Memo
May 31, 2016
Terms of reference for RFP -6-2016 -Architectural & Engineering Consulting Services - New Fire
Hall were emailed to the four pre -qualified vendors from RFP -7-2016 - Pre -Qualification of
Architectural and Engineering Design Services - New Fire Hall. Two companies have submitted a
proposal.
Stage 1 - Evaluation of Submission Requirements - has been completed, and two proposals are
available for consideration. Hard copies of the proposals have been forwarded via the Manager,
Facilities Operations to the Evaluation Committee, along with the criteria to be used and the
evaluation form. Each member of the evaluation committee is to carefully review the submissions
and score each response against the criteria and sign the form.
Attachments previously forwarded:
1: Stage I - Evaluation of Submission Requirements
2 Evaluation Form
a Stage II - Evaluation Criteria
4. Copy of the Terms of Reference
5. Copy of the proposals received
Forward the completed evaluation form to Sue Burgess, Buyer. h 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
set up for the Evaluation Committee.
Please direct enquiries to Supply & Services. Respondents will be advised of the outcome when the
ctract has been awarded.
If require further information, please contact me, or a member of Supply & Services.
VAF/sb'
Attachment
0
Attachment# 1 to Report# FIR 03-18
Page 8 of 13
Architectural Engineering Consulting Servic ('-. New Fire Hall
RFP -6-2016
Stage 1 - Evaluation of Mandatory Requirements
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. Five (5) hard copies and one (1) electronic copy
Company
Item
Item B
Item C
Thomas Brown Architects
Inc.
j
X - Incorrect Pricing
Total
KNYMH Inc.
,i
X - Incorrect Pricing
Total
✓
tAttachment# 1 to Report FIR 03-18
Page 9 of 13
Architectural & Engineering Consulting Services - New Fire Hall
RFP -6-2016
Stage 11 - Evaluation of Rated Criteria
Stage I 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 n the selection notice. Failure to do so may, among other things; result h 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 111
Pricing Table #1 Project Cost
40
N/A
Pricing Table #2 Professional Fees -
Hourly Rates (Avg.)
5
N/A
Pricing Table #3 Sub Consultant Fees -
Hourly Rates (Ava.)
5
N/A
Total Points
100
Stage V
Interview (if required)
20
N/A
Total Possible Points Stages 1- V
120
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;
Attaphment# 1 to Report# FIR 0 3-1
J
Page 10of13 [
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 begin 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) n
the Proponent's detailed work plan;
d. Proposed staffing roles and the amount of time, shown h 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 proc dures; and
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 new Fire Hall and as further described n 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 n the Pricing Form, Pricing Table #1 and the average of all hourly rates provided
h Pricing Table #2 and Pricing Table #3.
Interview Evaluation Criteria - Total Points = 20
If required, and 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, and Proponents will be given sufficient time
to prepare. Interview questions shall be provided only to those Proponents who have -
been chosen.
RFP -6-2016 Page 2 of 3
Architectural & Engineering Consulting Services - New Fire Hall
Attachment# 1 to Report# FIR 03-1.8
Page 11 11 of 13
Interviews shall be scored by representatives of the Evaluation Committee, and shall
follow this general format:
a Introductions
b. Questions from Evaluation Committee
c. Answers from Proponents
RFP -6'-2016
Architectural & Engineering 'consulting Services - New Fire Hall
Page 3 of 3
Attachment#.1 to Report# FIR 03-18
Page 12 of 13
Request for Proposal - Architectural & Engineering Consulting Services - New Fire Hall
RFP -6-2016
Evaluation .Form - Staae II
Respondent
Understanding
of Project
Work Plan &
Deliverables
Professional
Quality of
Proposal
Pricing
Table
#1 _
Cost Project
Pricing
Table #2-
Fees -
Hourly rlltes
Pricing
Table #3 -.
Sub-
Consultant
Fees -
Rates
(Avq.)
Interview -
Responses
to
Questions
-
Evaluator Comments
Weight/Points:
15
30 — i
. 5
40
5
5
:20
c
Threshold.
7
15 i.
3
NIA ,.
NIA
N/A
NIA -
_4..
1.
KNYMHInc.
Thomas Brown
Architects
-
Committee. Member:
Print Name
Signature:•
0-
Attachment# 1 to Report# FIR 03-18
rti
•
.(...
�.
-�
\
\__./
l
\ i Ge •
ROPO
l OAP,
.1. i /-\
1. _.;.fi. ZG '1
` \ c) • AO�J� t • !�- ,,,`
FIR_E.HA
GoN��SS\O�
UR\Hv1�4
\
,,1
,,-'of'
` rr �i
Vsry
t\\ \i.1. .
.1-v\% ;1 t'
-11
`51
i .+ y
\vGE-
0
ZE' cge0( �
Nq?�oR
\/ OF•1 S
d rf ` ttA4�Akl
k
�..... 101
`NRS t•
� C\ j ,. /'Q Jn rkkl i
__,-' i m�gtPO• R •` MtS�N\- ', '�� i•r '?^
\ / m7J+��• ;
t \ ' : / "(i N Div ^ �. a�
s. p'i) c�NfRe
r"'NiN M
N�2 t.- .1y\L\P
l';1 t '\ SIR
t1
•
.F
L\\ WI ` % ,,
t , l i t
\\rr RUN t ; t \ �,\ ,Mitt
• 8 •t ll ,y ,it.
t, t•
":,'C•:: t ah*Iv \\- °?
..•\`��1,t oF\oRN•�\
\ o R t tl
`, ,;t F2 o '2 \hkktCra.
--; t- \ . 1
�! •\ \ EtN�o�tJ�
` S
ems-
... \•
�
OERSPN\ r
.\,
— �/ \ `�.\
f
ENGINEERING & PUBLIC
WORKS DEPARTMENT
CAPITAL PROJECTS &
INFRASTRUCTURE
ATTACHMENT FOR CULTURE &
Cilq RECREATION REPORT CR 09-16� _
4 �'
ARCHITECTURAL & ENGINEERING CONSULTING „-
SERVICES FOR THE NEW FIRE HALL S rtl'4I
SCALE: °•u
N.T.S June 1/2016
June 29, 2016
To:
From:
Subject:
Attachment# 2 to Report# FR 02-18
Page 1 of 1
Legislative Services Division
Clerk's Office
ctMve Me orandum
Marisa Carpino
Director, Culture & Recreation
Debbie Shields
City Clerk
Direction as per Minutes of the Meeting of City Council
held on June 27, 2016
Director, Culture & Recreation, Report CR 09-16
Architectural & Engineering Consulting Services for the
New Fire Hail to Service Seaton
-Request for Proposal No. RFP -6-2016
Council DecM M :. Resolution #178/16
1. That Proposal No. RFP -6-2016 submitted by Thomas Brown Architects n the
amount of $310,750.00 (HST included) Le accepted;
2 That the total gross project cost of $370,640.00 (HST included), including the
amount of the proposal and other associated costs, and the total net project cost
of $333,773.00 (net of HST rebate), be approved;
a That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of $333.773.00 as follows:
a). The sum of $8,345.00 as provided for h the 2016 Capital Budget Fire
Services to be funded by a transfer from DC's - City's Share Reserve;
b) The sum of $325,428.00 to be funded by a transfer frorn Development
Charges - Fire Protection Reserve Fund; and
That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated n this report.
Please take any action deemed necessary,
Debbie Shields
/Ir
Copy: Chief Administrative Officer
Director, Corporate Services & City Solicitor
Attachment# 3 to Report# FIR 02-18
Page 1 of 2
THOMAS
Date: June 31, 2018
To: Chief John Hagg
Brian Duffield
Vince Plouffe
From: Chris Kubbinga
Re: New Pickering Headquarters Station
Memorandum
Pickering Fire Services
City of Pickering
City of Pickering
- Thomas Brown Architects Inc.
Chief / Brian / Vince,
Further to our last meeting at the end of May, we provide the following update on the Project including our Fee
Proposal.
As advised in early May, the City has decided to use the property at Zents and Brock Road for a new Fire
Headquarters Station and to possibly use the Station Design developed for this Site for another future Station at
a location to be determined.
A Preliminary Programme for the Headquarters Station was prepared by TBA and reviewed at the last meeting
on May 31St. This Programme has since been amended based on information developed by the City and Fire
Services as advised By Vince June 6th and as issued by TBA on June 19th.
The current Programme suggests that the new Headquarters Station is likely to be in the range of 19,000
square feet for a 2 storey design located on the current Site maintaining the proposed site limit to the west. To
accommodate additional Parking requirements, the site limit may be extended to the north.
Based on current information obtained from the Cost Consultant, we should expect the Station Costs to be in the
range of $385 to $400 per Square Foot. It appears that there has been a spike in Construction Costs of 20 to
25% over the past 6 months. In addition, there will be uncertainty about the effects of the Tariffs and the low
Canadian Dollar in the foreseeable future. Accordingly, we advise that the Project Budget should be in the range
of:
$7,300,000 to $7,600,000
Our Fees for the original project represented approximately 7.5% of a Project Budget of $3,500,000. To date, we
have invoiced 33% of the Fees for completion of Schematic Design and Design Development and 40% of
Construction Documents. These Fees have been paid less the,10% Holdback. Should the design developed for
this Station be considered for another location, we will be able to offer a credit to our Fees for work done which is
applicable to the new location.
We have attempted to review what work done to date will be of use for the Headquarters Station. As far as our
Consultants are concerned, this will be a completely new undertaking for Structural, Mechanical and Electrical
and not much better for Civil and Landscaping. Architecturally, we feel that we will be able to carry forward some
benefits from previous work on Schematic and Design Development which we are able to apply to the new
Fees:
Based on an estimated Project Cost of $7,300,000 and using the same fee of 7.5%, the Fees for the
Headquarters Station would be:
$547,500 + Disbursements + HST
197 Spadina Avenue, Suite 500, Toronto, Ontario M5T 2C8. Ph: 416.364.5710
Attachment# 3 to Report# FIR 02-18
Page 2 of 2
Thomas Brown Architects Inc.
However, based on our discussions and our review of the benefits in hand from our work on the original project,
we are prepared to reduce this Fee to:
$380,000 + Disbursements + HST
This Fee is approximately 5.2 °A° of the Estimated Project Cost and would be apportioned as follows:
Schematic Design
Design Development
Construction Documents
Bidding/Negotiation
Construction
Post Construction
Sub -Total
Disbursements
Total
$ 5,000
$ 22,000
$ 160,000
$ 7,500
$ 175,000
$ 10,500
$ 380,000
$ 15,000
$ 395,000 + HST
Please note that this proposal is based on keeping the current layout of the Fire Station as intact as possible to
prevent significant rework by our Consultants.
Please review this Proposal and advise us of any comments.
Regan,
ris Kubbinga
pem
Page 2 of 2