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HomeMy WebLinkAboutCAO 02-02 .- - - ~~ Ciú¡ o~ 0'73 REPORT TO COUNCIL FROM: Thomas J. Quinn Chief Administrative Officer DATE: March 19, 2002 REPORT NUMBER: CAO 02-02 SUBJECT: New Fire Hall Site and Building Issuance of Request for Proposal File: FD 1000 RECOMMENDATION: 1. That Report to Council CAO 02-02 concerning a new fire hall site and building on Highway 7 be received. 2. That Council authorize staff to issue a Request for Proposal, generally as set out in Attachment No.1 to this Report, for the hiring of a consultant to complete the required federal environmental assessment for the fire hall site, and to conclude the building design and construction program for the fire hall building. ORIGIN: Closure of Brougham fire hall station because of mould contamination. AUTHORITY: The Municipal Act, R.S.O. 1990 FINANCIAL IMPLICATIONS: The cost of hiring a consultant to complete the federal environmental assessment and to conclude the building design and construction program for the new fire hall site and building will be determined through the review of submissions received in response to the City's Request for Proposals (RFP). Sufficient funds to cover the cost of hiring a consultant have been set aside in the 2001 Capital Budget, Account 2240-6181 (Fire Protection - Other Fixed Assets). EXECUTIVE SUMMARY: This Report requests Council's authorization to proceed with the issuance of a Request for Proposal (RFP) for the hiring of a consultant to complete a federal environmental assessment for a new fire hall site on Highway 7, and to conclude the building design and prepare the construction documents for the fire hall building. The RFP is included as Attachment No.1 to this Report. If Council authorizes staff to proceed, the RFP would be finalized and issued to eight firms known to the City as being capable of undertaking this project. As well, any other firms that express an interest in the project will be issued the RFP. 074 Report to Council CAO 02-02 Date: March 19,2002 Subject: New Fire Hall Site and Building Page 2 Consultants would be required to submit proposals before the end of April. The proposals would then be reviewed and staff would make a recommendation to Council on the hiring of a consultant. Should Council agree to proceed, the consultant would then likely commence the project in June, with a targeted completion date by the end of 2002 or early 2003. Should the project proceed as anticipated, the City would then be in a position to issue tenders for the construction of a new fire hall building on Highway 7 in 2003. - BACKGROUND: Attached as Attachment No.1 to this Report is a Request for Proposal (RFP) to complete a federal environmental assessment for a new fire hall site on Highway 7 between Brougham and Green River, and to conclude the building design and construction program for the fire hall building. The RFP has been prepared in accordance with the City's recently adopted Purchasing Policy, and would be issued to the following firms (as well as any other firms that subsequently express an interest in the project): . . . Barry.Bryan Associates Limited, Architects & Engineers, Whitby Gerald P. Belanger Architect Inc., Brampton Jurecka & Associates, Toronto Mills & Associates Limited Architect, Oshawa RAI Architects Inc., Pickering Thomas E. Brown Architect Inc., Toronto Toddglen Construction Ltd., Toronto Totten Sims Hubicki Associates, Whitby . . . . . . . - A new fire hall is needed in the Highway 7 corridor to allow for adequate full time fire service in this part of the City, which includes Highway 407, as well as the hamlets of Brougham, Whitevale, Green River and Greenwood. The new hall would replace the Brougham fire hall that was closed two years ago because of mould contamination. In addition to building a replacement fire hall station, the City has a cost-effective opportunity at this location to include in the construction program, a new headquarters/dispatch facility to replace the current facility we have in Station #5 on Bayly Street. Station #5 has been in service since the late 1960's, and was never meant to be the permanent location for the City's headquarters/dispatch. The building is small, has no ability to be expanded, and requires on- going maintenance and repairs. Station #5 is also located within the 3 km Contiguous Zone of the nuclear plant, and therefore might not be available should there be a nuclear incident that requires evacuation of the Zone. The RFP has therefore been written to allow for the inclusion of a headquarters/dispatch facility at the new location. As well,' provision has been made to accommodate the relocation of the City's Municipal Operations Centre (MOC) from the Claremont Community Centre to this new building. - Three sites on the north side of Highway 7 are under consideration for the new fire hall building (see map included in RFP). Each site is 8 acres in size, which provides sufficient flexibility to accommodate the required facilities (fire hall, headquarters/dispatch facility, MOC, and ancillary uses). All of the sites would allow for excellent fire response to the federal and provincial lands, and to our rural settlements areas (including Green River, Whitevale, Brougham, Greenwood, Claremont and Kinsale). All locations would also allow for easy access to Highway 407. The construction of the new facility would also mean that the City would no longer require a response agreement with Whitchurch-Stouffville, and in fact may allow the City to enter into agreements with abutting municipalities to provide fire protection. The sites are all located on lands owned by the Federal Government, and therefore a federal environmental assessment must be completed before the lands can be sold, leased or otherwise transferred to the City by the Government. The completion of a federal environmental ,assessment report has therefore been included in the City's RFP process. I , Report to Council CAO 02-02 , Date: March 19,2002 07r' - .J Subject: New Fire Hall Site and Building Page 3 - The sites are all also located within the area currently subject to an interim planning process by the Greater Toronto Airports Authority (GTAA). Accordingly, the City has obtained written confirmation from the GT AA that it does not oppose a fire hall on the lands, and that it has no preference for any of the three sites (given that they are all located on the periphery of the federal ownership). However, the GTAA does advise that it has only just begun its interim planning process and therefore cannot provide a definitive response at this time. More information will be available from the GT AA as their interim planning process proceeds (over the course of this year). The intention is to select a consultant and commence work on the project in June of this year so that the federal environmental assessment can be completed this year, and the building design and construction documents can be substantially completed before year end. This will allow the City to be in a position to tender the construction of the new fire hall building in 2003. A decision on the specific site to be selected for the City's new fire hall building will be made before the consultant commences work on the federal environmental assessment report. ATTACHMENT: 1. Request for Proposal for New Fire Hall Site and Building (Draft), March 19,2002 ~ /~/ì,.._...".."""", /" / .-'"-"il, prep, ar, e,d, ',ß,U'", :, ,""""'-,'--",-,"',,"';/' / ')' ,"'--'J ./ / ,/" . //,7 ,/' ...." no ,7 ,// .."- ~","I ~,,' ",' /, //..;,i'/'/ / //, ,y' y /, ,,/ "-(,, "" i ./7 /' -' ", 'L./' : verett Buntsma Director, Operations & Emergency Services Approved / Endorsed By: c.,"::;; TM Attachment Copy: Director, Operations & Emergency Services Division Head, Corporate Projects & Policy Fire Chief Manager, Building Services (C.B.O.) - Recommended for the consideration of Pickering City Councit 076 Â.TTACHMENl #J_- TO REPORT#Q1Q. 02..0; - Request for Proposal RFP - - 2002 Consulting Services, Fire Services Headquarters - DRAFT March 12, 2002 - ATTACHMENT #-J. i GAp OJ--O) Request for Proposal RFP - - 2002 Consulting Services, Fire Services Headquarters 077 INFO RlVIAT IO:N'T 0 BII>DERS -- The intent of t1ùs request for proposal is to secure infornlation on the services outlined in the Terms of Reference attached herein. The City mayor may not enter into a contract as a result of this request for proposals. If the City detennines that it is able to enter into a contract, the intent is to secure one company to provide complete services. Submissions Proposals have been requested from the following consultants: . Barry.Bryan Associates Limited, Architects & Engineers, Whitby . Gerald P. Belanger Architect Inc., Brampton . Jurecka & Associates, Toronto . Mills & Associates Limited Architect, Oshawa . RAI Architects Inc., Pickering . Thomas E. Brown Architect Inc., Toronto . Toddglen Construction Ltd., Toronto . Totten Sims Hubicki Associates, Whitby Proposals will be received by the Supply & Services, Corporate Services Department, Pickering Civic Complex, One the Esplanade, Pickering, Ontario, Ll V 6K7 until 4:30pm Friday, April 26, 2002. Two copies of the proposal are required, signed by a principal of the prime consulting firm. - The City of Pickering reserves the right to cancel the request for proposals at any time, and/or to reject any or all proposals Inquiries concerning the Terms of Reference or any point of clarification with regard to t1ùs request for proposal should be directed to: VeraA. Felgemacher, CPPO, C.P.P., CMMI Manager, Supply & Services Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 (905) 420-4616 Any such clarifications so given shall not in any way alter the documents, and the company and the City hereby agree that in no case shall oral arrangements be considered. Should more information or clarification of any point be required, it must be obtained prior to the submission of a contract. - '078 ATTACHMENT #_t...... TO REP!JI,H ,¡¡,CAOCtl..CV Fees must include all incidental costs, and the consultant must be satisfied as to the total requirements of this request for proposal. Pricing is subject to Goods and Services Tax. Provincial Sales Tax is not applicable. The City shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the respondents become the property of the City and will not be returned. - Proposals submitted shall be considered final and may not be altered by subsequent offerings, discussions or commitments unless authorized by the City. All information, relating to, but not limited to, pricing, references, records and company information will be protected where provided for by the Municipal freedom of Information and Protection of Individual Privacy Act. Content of Submissions Submissions are intended to provide a framework for the City to evaluate each proposal and determine which consulting team can provide services which will most closely address the City's needs. Consultants are encouraged to include any additional information or innovative àpproaches not specifically indicated in the terms of reference with their proposal. The proposall11ust include the following: 1. Prime consultant profile 2. Sub consultant profiles 3. Project team resunles 4. Selected recent projects - 5. Client references 6. Summary of Professional Services (a description of the services proposed, describing the methodology which will be followed to carry out the different phases of the work). 7. Schedule (a preliminary timetable including target dates for completing the various phases of work, assuming a start date in early June, 2002, the completion and appròval of the building design by December 31, 2002, and construction completed in 2003). 8. Fee Structures (a detailed summary of the fees proposed, structured according to major work components. Jnclude all percentage based fees, proposed upset amounts, per diem rates for project team members and disbursement rates. Fees for geotechnical and other site surveys, and charges levied by approval agencies, need not be included. All fees ll1ustbe effective to the anticipated date of completion ofthis contract). - ATTACHMENT#_.J -, TU 079 0110 OJ pO: Evaluation of Proposals & Award of Contract It is the intention of the City to employ consultants generally on the basis of their demonstrated competence and expertise, their ability to complete the work timely, efficiently and effectively, their past record in perfonning similar work and the cost of their services. -- Proposals will be evaluated on the basis of information provided in the submission. An evaluation team comprised of a working group from the City will contact selected bidders for interviews. Further infonnation or clarification on the contents of submissions may be required. The selection of the consultant will be based on an evaluation to determine which proposal best meets the needs of the City. The City reserves the right to request additional information from proponents and to accept or reject any or all proposals on the basis of whatever criteria it deems appropriate. In receiving proposals, the City accepts no obligation of any kind to accept any proposal. Should the City receive only one proposal submission, the City reserves tlle right to award the proposal to the proponent of the sole submission, to recall the request for proposals or to cancel the proposal call in its entirety. No liability shall accme to the City for its decision in this regard. The acceptance of any proposal and subsequent award of a contract will be subject to an authorization to proceed from City Council. It is expected that authorization to proceed with the contracting agreement will be in place in early June 2002. All firms are required to disclose in writing with their proposal any potential conflict of interest. If a conflict of interest does exist, the City reserves the right, at its discretion, to withhold the assignment from the affected consultants; Any contract with the City based on this proposál is entered into on the part of the City in full faith that no member ofthe City Councilor Officer of the City has any interest whatsoever herein. - -. - f)80 ATTACHMENT #-1- TO REPORT #CL1Q ();) - 0;) TERMS OF REFERENCE Project Objective The City of Pickering is a growing municipality of 90,000 on the eastern border of Toronto, consisting of an urbanized area along the lakeshore and a large rural area to the north. The City currently operates three file stations in the urban area, and one volunteer facility in a rural hamlet. - The City requires the services of an experienced architect and consulting team to plan, design and manage the approval and delivery of its new Fire Services Headquarters in North Pickering. This facility will incorporate fire response, administration, communications, training facilities and an emergency operations centre. It is'anticipated that the new facility will be located on the north side of Highway 7 on lands currently owned by the Federal Government. A Federal Environmental Assessment is required before a federal authority can sell, lease, or otherwise transfer control or administration ofland to enable a project to be carried out. The completion of the requisite environmental assessment process and other required approvals will be among the project deliverables. This contract will be of interest to consultants with expertise in file station design, land use planning, environmental assessment and project management. Scope of Services A prime consultant is required to coordinate and report on behalf of the consulting team to a working group appointed by the City to oversee the development of tins project. Most communications will be through the working group, however one or more presentations by the consultant to City Council or other committees may be required. The project and required scope of services has two principal components: - . ENVIRONMENTAL ASSESSMENT AND APPROVALS . BUILDING DESIGN AND CONSTRUCTION Below is a general summary of some of the key components of the expected services. ENVIRONMENTAL ASSESSMENT AND APPROVALS Environmental Assessment Preliminary site locations for the Fire Services Headquarters have been identified and are currently being reviewed by the City (see attached map). The Canadian Environmental Assessment Act (CEAA) requires the application of the federal environmental assessment process to this project. - 081 ATTACHMENT #--1-TO REPOm H CftO 0;) -0:) The consultant will: . conduct meetings and negotiate with representatives from federal government agencies, the Greater Toronto Airport Authority, the City and other approval authorities as required . undertake all aspects of the CEAA screening process, including background information, study reports and other requirements, as applicable, and complete the required CEAA Environmental Screening Report to the satisfaction of the City and the responsible federal authority (Transport Canada), such that the project can proceed. - Site Surveys and Investi2ations The consultant will arrange for and coordinate the timely production of the appropriate geotechnical, topographical, hydrological and other site investigations as required by CEAA, other approval agencies, and as necessary for the production and approval of sewage system and building design and construction documents. BUILDING DESIGN AND CONSTRUCTION Buildin2 Proeram A detailed design brief for the new building has been completed by the City. A summary of gross area requirements and uses is included in the project description within these terms of reference. The consultant will: . review the program . recommend amendments to ensure that space allocation is appropriate, cost effective and suitable to the specialized and multi functional needs of the client . conclude the programming process by recommending a final program to the satisfaction of the City - Desi2n The City is committed to a high standard of design in all its facilities, with particular emphasis on sensitivity to the existing and future context. It is anticipated that full architectural services will be required as described in the Canadian Standard Form of Agreement Between Client and Architect (Document Six), including: . completion of a schematic design which successfully synthesizes the program requirements, budget considerations and the requirements of approval authorities into the most appropriate architectural form . investigating the most appropriate building materials and systems, . fine tuning elements of the building program where appropriate during design development . reviewing design proposals with the city working group . incorporating the requirements of the City's Planning & Development Department, the Region of Durham, Transport Canada, Greater Toronto Airport Authority, Toronto Region Conservation Authority and other approval authorities. . concluding the design development by producing final design documents to the satisfaction of the City, and to the approval of City Council - 082 ATTACHMENT # 1 ") TO REPORT #(;L]QCg -O:d Construction Documents - The consultant will: . prepare all required sewage system and building construction drawings and specifications . coordinate the work of all consultants . apply for and obtain the approval of all authorities having jurisdiction over the project . apply for, provide all necessary documentation and obtain the building pern1it . provide the necessary completed, coordinated and approved drawings and specifications for the tendering process . conduct a tender prequalification and prepare a list of recommended qualified contractors . review the construction bids and make recommendations . make any necessary post tender amendments in order to maintain the project within the approved budget Contract Administration The consultant will: . represent and provide advice to the City during the construction phase . prepare all necessary documentation for the contractor, City and other parties . review the work, monitor the contractor's performance during the progress of the work, and provide timely updates to the City with respect to achievement against the contract schedule . record minutes of site meetings and all site instructions . review shop drawings, samples and other submissions by the contractor . coordinate the work of all sub consultants, including general reviews during construction . ensure that the contractor fulfils the obligations of the construction contract Cost Planning and Control - Comprehensive cost planning during the preliminary design stages, followed by effective cost control during the detailed design, construction documents and contract administration stages is a particular requirement ofthis contract. In order to carry out this function the consultant will: . advise on the most cost-effective strategies in all stages of the work . prepare a Levell cost estimate during the predesign stage, utilizing qualified sources . prepare a Level 2 cost estimate at the completion of design development, prior to the final design being considered for City approval . prepare a Level 3 cost estimate at an appropriate stage prior to the completion of the construction documents - - - - ATTACHMENT #.-1_-- TO REPmn C!f7() Œ1 f)83 Project Description Site Sites of approximately eight acres on the north side of Highway 7, west of Brock Rd. are currently under review and are generally described on the attached map. It is expected that the consultant will 1110ve forward with the federal environmental assessment process on a preferred site in order to permit this development to proceed. Building Program Highlights . approximately 18,000 square feet, one storey provision for future expansion 40 parking spaces separate emergency vehicle access 360 degree building access on site water reservoir structural fire training building (design by others) incorporated into site emergency apparatus, communications and administration functions (see attached summary) integrated municipal Emergency Operations Centre multi fwlctional meeting areas 3 bay apparatus floor with drive-thru capability barrier-free access throughout principal building areas separate public & staff entry low maintenance, energy conscious design . . . . . . . . . . . . . Budget The total project budget for this development is $3.5 million, inclusive of site development, building construction, furnishings and consulting. Schedule Project Commencement: Construction Documents: Occupancy: JWle 2002 Winter 2002/Spring 2003 Year end 2003 084 ATTACHMENT # l TO REPORT ~tC1l9 O~ ~ 0 d Functional Program Requirements for Fire Headquarters Function I, ft~ per Unit I Gârage '. ,"',' -,_..1. ,---2?o~~ ' ,Cpmmûrticàtióli~',' ," , 600 50 , 140 EQC rMêètih~f' 500 1 500 100 1 100 100 1 100 1500 1 1500 400 1 400 300 1, 300 ßuiïdiï1g seI"ÌÎëes ..~-'~"~-~--~-"-,..,--"-- 40 1 40 80 1 80 300 1 300 50 1 50 , Common I SUpport F(icilitÎës 200 400 200 200 15 15 100 100 450 200 400 75 200 10 150 200 1960 "---Aclhl[rilWãi¡öñ " 240 200 180 140 140 100 140 140 100 120 200 200 200 ~.9 bays ---,---"- Communications office Small washroom Supe~isor office ,----:,~..,~~--,--" - , ' , ' , ,- .. ' ' , ' , , ' - Public Enquiry Centre (EOC/FD) Radio Room (EOC only) Stora!:Je Room (EOC only) Large Training Room (EOC/FD) Media Meeting Area (EOC/FD) 9_~r:',!~re~~e ~_o_~~,::~ 15 pers?!.1s (EOC/FD) Janitor Generator Room Mechanical Room Eleètrical Room -'-~,-"'-'" - Lobby Physical Fitness/First Aid Common room - operations Common room - administration Locker Room Male Locker Room Female Dormitory Male Dormitory Female Male Washrooms Female Washrooms Lunchroom/kitchen La un,,9 ry Equipment Storage Bunker Gear Storage Hose Tower '-'- ,tlose Storage Circulation @ 15% x 13068 Chief Deputy Chiefs Divisional Chiefs EOC Co-coordinator HR Operations and Emergency Services Training and Fire Prevention Staff Association Office Administrative Assistant Photo-copy/ Fax (EOC/FD) Support Staff Fire PreVention Storage Administration Storage Training Storage Total Gross Area Requirement ',lFTRE\RFPfireHQb,doc - Units Required "I 1 r Areas 3500 -..-- 1 1 1 600 50 140 1 1 1 1 8 6, 8 6 1 1 1 1 1 24 1 1 1 200 400 200 200 120 90 800 600 450 200 400 75 200 240 150 200 1960 ... ""-"--' -"-.., ,.. .. 1 2 2 1 1 10 1 1 1 4 1 1 1 240 400 360 140 140 1000 140 140 100 480 200 200 200 17885 . OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION s""'"" I OAT[, NTS FEB 22/2002 L:IMPimdf:\Th.",alic MappingIMaps\O&f:S - Rro PRELIMINARY FIRE HALL LOCATIONS ON HIGHWAY 7 (8 ACRE SITES) ,~ ,-n :::¡ ~ C"J ::r: s: rn Z -4 =** -. -. --" --I d :.:D m -c 0 :D .- ~ ~ ~ C.J f', \-.:) \ (1 ,,"".