HomeMy WebLinkAboutOPS 05-24Report to
Executive Committee
Report Number: OPS 05-24 Date: May 6, 2024
From: Brian Duffield Director, Operations
Subject: Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering Museum Village
- File: A-1440
Recommendation:
1. That RFP2023-11 for Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at
the Pickering Museum Village submitted by Barry Bryan Associates in the amount of
$271,200.00 (HST included) be accepted;
2. That the total gross project cost of $336,740.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $303,245.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $303,245.00 as approved in the 2018 and 2021 to 2024 Capital Budgets as follows:
a. The sum of $90,000.00 to be funded from Property Taxes;
b. The sum of $160,000.00 to be funded by a transfer from the Minor Building
Replacement Reserve;
c. The sum of $53,245.00 to be funded by a transfer from the Rate Stabilization
Reserve; and,
4. 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 Quotation No. RFP2023-11 for Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole
& Brougham Temperance Houses and Related Site Works at the Pickering Museum Village. The City received $516,560.00 in grant funding from the Green and Inclusive Buildings (GICB) Program for renovations to the Redman House Program Centre (c.1840) at Pickering Museum Village through a formal agreement executed in March 2023 and must expend all related funds
by no later than March 31, 2026.
Upgrades to accessibility and energy performance will be combined with various lifecycle
replacements, including repair or replacement of the existing septic system, as well as other
OPS 05-24 May 6, 2024
Subject: Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering
Museum Village Page 2
general improvements for functional use of the building. The RFP scope of work incorporates related and required repairs to the Brougham Temperance House (c.1835), Miller Cole House
(c.1840) and stormwater management upgrades needed throughout the museum’s lower site to eliminate chronic maintenance issues and reduce related operating costs. All four scopes of work were combined into a single consulting project for improved cost and management efficiency.
RFP2023-11 was advertised on the City’s bids&tenders portal on Friday, February 2, 2024. A mandatory site visit was held on Wednesday, February 14, 2024. The Submission Deadline was Thursday, March 1, 2024. Five companies submitted proposals for this project. The
Evaluation Committee, consisting of staff from Operations and Community Services reviewed
and evaluated the proposals received using criteria outlined in the bid document.
The top-ranked proposal submitted by Barry Bryan Associates, in the amount of $271,200.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $336,740.00 (HST included) and the total net project cost is estimated at $303,245.00 (net of
HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the following Pickering Strategic Plan Priorities: Corporate Key: Good Governance; Customer Service Excellence; Advocate for an Inclusive, Welcoming, Safe & Healthy
Community; and Lead & Advocate for Environmental Stewardship, Innovation & Resiliency.
Financial Implications:
1. Tender Amount
RFP2023-11 $240,000.00
HST (13%) Total Gross Tender Cost
31,200.00 $271,200.00
2. Estimated Project Costing Summary
RFP2023-11 $240,000.00
Testing & Inspection 30,000.00 Contingency (12%) 28,000.00
Total Project Cost $298,000.00 HST (13%) 38,740.00
Total Gross Project Costs $336,740.00 HST Rebate (11.24%) (33,495.00)
Total Net Project Cost $303,245.00
OPS 05-24 May 6, 2024
Subject: Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering
Museum Village Page 3
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code Source of Funds Approved Budget Funds Required
C10250.1802 Property Tax $40,000.00 $40,000.00
C10250.2106 Property Tax 50,000.00 50,000.00
C10250.2210 C10250.2210 C10250.2210
Grant – GICB Rate Stabilization Reserve Facilities Reserve
560,000.00 140,000.00 88,000.00
0.00 53,245.00 0.00
C10250.2301 Minor Building Reserve 80,000.00 80,000.00 C10250.2304 Minor Building Reserve 80,000.00 80,000.00 Total Funds $1,038,000.00 $303,245.00
Project Cost under (over) approved funds by $734,755.00
The grant funds related to the GICB grant for the Redman House Restoration (C10250.2210) will be used for the construction portion of this project.
Discussion: The purpose of this report is to award Quotation No. RFP2023-11 for
Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering Museum Village. The Redman House Program Centre serves as the primary staff and service delivery hub on the lower site of the Pickering Museum Village (PMV), providing conditioned indoor spaces for
programs, washrooms, kitchen, staff offices and storage spaces. It is an amalgam of two structures, including a historic dwelling, built c.1840 and moved to the site from the PMV’s former home in Brougham in the 1970s, plus a modern addition constructed in 2004. For decades, it has been the heart of all visitor experiences and program delivery for this site. Age
combined with expanding use and demands have outgrown the capacity and capabilities of the existing building, which is also beginning to deteriorate as key building systems and
components reach their end of life and require renewal.
Report CS 16-22 endorsed the City’s application for grant funding to the Green and Inclusive Building (GICB) Program in, resulting in award of $516,560.00 for upgrades to this facility, including energy performance upgrades. Additional funding was approved in the 2021 Capital Budget through project C10250.2106 (Site Accessibility Improvements) for this and several
other buildings. Rather than undertake multiple separate projects, duplicating time and effort, a combined approach is preferred to consolidate all of this work into a single, cohesive design approach. Doing so will eliminate additional time and effort spent on multiple procurement
processes and deliver a better coordinated result with greater efficiency. Construction may still
proceed in separate phases depending on available budget.
RFP2023-11 also includes all related design consulting services required for repairs to the Miller Cole House, built c. 1840, which has been closed to the public since May, 2022 due to
OPS 05-24 May 6, 2024
Subject: Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering
Museum Village Page 4
airborne mold. Most of the building envelope, including the roof and exterior cladding, are at end of life and require full replacement. General accessibility improvements are also required,
and may require modifications to the interior layout of the building, to be coordinated with museum staff to maintain the historic character and intended use of the building.
Brougham Temperance House, built c.1835, is also believed to be a combination of several different structures, resulting in some structural challenges, uneven floor levels and other
challenges that impact its use. While it has an electrical panel, for example, the building currently has limited interior lighting, posing potential hazards as patrons navigate their way through narrow stairs and uneven walking surfaces. Various components of the roof, exterior
cladding and their supporting structure have deteriorated over time and require replacement to
address their condition and any underlying deficiencies.
None of the buildings on the museum property are formally designated under any heritage provisions, but museum staff are always extensively consulted as part of any design process to ensure that every effort has been made to conserve as many key heritage features as
possible. Designs are then also developed to maximize potential for future exhibits and interpretive displays to optimize flexible and adaptive use of each space.
East Duffins Creek bisects the PMV property, with several areas located within its floodplain. While no buildings are directly within that floodplain, much of the eastern part of the site is at
the bottom of a valley and receives significant water flows that lead to increased erosion and washout of gravel roads and walkways. Constant maintenance is required, as a result.
RFP2023-11 includes review of stormwater management throughout the lower site to assess where improvements can be made to eliminate or reduce these impacts and their related
maintenance costs and effect on overall museum operations.
RFP2023-11 was advertised on the City’s bids&tenders portal on Friday, February 2, 2024. A mandatory site visit was held on Wednesday, February 14, 2024. The Submission Deadline was Thursday, March 1, 2024. Five companies submitted proposals for this project. The
proposals were evaluated based on each company’s experience and qualifications, similar or related projects, understanding of the project, and work plan and deliverables.
The City has worked with Barry Bryan Associates on many past projects, including the CHDRC
dressing rooms and lobby renovation, Delaney Arena, Oddfellows Hall relocation, Dunbarton
Pool rehabilitation, Museum Blacksmiths Shop restoration and the Museum Conservation
Barn, resulting in repeated successful completion.
The top-ranked proposal submitted by Barry Bryan Associates, in the amount of $271,200.00 (HST included), is recommended for approval. The total gross project cost is estimated to be
$336,740.00 (HST included) and the total net project cost is estimated at $303,245.00 (net of HST rebate).
OPS 05-24 May 6, 2024
Subject: Architectural & Engineering Consulting Services for Restoration of the Redman, Miller Cole & Brougham Temperance Houses and Related Site Works at the Pickering
Museum Village Page 5
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP Director, Operations Manager, Procurement
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Laura Gibbs MBA, MSc. Division Head, Operations Services 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