HomeMy WebLinkAboutFCS-11-159 - E11-001 - Consultant Svcs - City Hall Space PlanniREPORT TO: Committee of the Whole
DATE OF MEETING: 2011-08-29
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 3576
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2011-08-04
REPORT NO.: FCS-11-159
SUBJECT: E11-001 -Consultant Services -City Hall Space Planning
Assessment
RECOMMENDATION:
That Expression of Interest E11-001, Consultant Services - City Hall Space Planning
Assessment, be awarded to Karp Namisniak Yamamoto Architects Inc., Burlington, Ontario
at their estimated fee of $35,700., including disbursements of $1,700., plus H.S.T. of $4,641. for
a total of $40,341.
BACKGROUND:
City Hall is a 159,000 square foot facility, built in 1991. The structure consists of office, council
and general public amenities. There are 2 towers as part the facility; one 3 stories high and one
10 stories high connected by a rotunda.
The purpose of the assessment is to complete a comprehensive analysis of space usage within
City Hall and to develop a plan to address space requirements, complete with projected costing:
• To assess current usage of space.
• To review available space to be allocated following the re-location of divisional functions
from City Hall to the Kitchener Operation Facility.
• To assess the needs of Departments/Divisions located at City Hall, through facilitated
stakeholder meetings. This assessment should anticipate the needs over the next 5 years.
• To assess the needs of transient staff who work semi-regularly at City Hall, through
facilitated stakeholder meetings.
REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services/Consultants, a Consultant's Review Committee was established
consisting of M. Grummett, Director, Project Management Integration & Coordination, C.
Fletcher, Director of Facilities Management, D. Hergott, Manager of Facilities Management and
L. Stecho, Supervisor of Purchasing.
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Expressions of interest were advertised publicly on the City of Kitchener website and on the
Internet through the Ontario Public Buyers Association Electronic Tendering Information System
relative to this project. Documents were downloaded by forty-two (42) interested parties, and by
the closing date of Thursday July 14, 2011, eighteen (18) responses had been received.
The Review Committee met on Friday July 29, 2011, to review the submissions and shortlisted
one (1) candidate for further interview. The Committee met on Thursday August 4, 2011 to
interview the shortlisted candidate. The Committee elected to award the project to Karp
Namisniak Yamamoto Architects Inc., Burlington, Ontario
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Completeness of Expression of Interest/Understanding of Project
• Qualifications/Expertise
• Estimated Time/Proposed Approach
• Past Performance
• Fee/Cost
A listing of the responding parties follows for your reference:
Colarossi and Associates Inc. Toronto ON
Corporate Contract Interiors Inc. Kitchener ON
DIALOG Toronto ON
DL Planning and Project Management Toronto ON
Elemental Interior Design Waterloo ON
HOK Toronto ON
Hay Design Inc. Ottawa ON
IBI Group Toronto ON
Intercede Facility Management Ltd. Toronto ON
Karp Namisniak Yamamoto Architects Inc. Burlington ON
Kasian Architecture Ontario Inc. Toronto ON
Mark Nawrocki Architect Inc. Toronto ON
MHPM Project Managers Inc. Ottawa ON
Mayhew Kitchener ON
McKinnon Design Toronto ON
Quadrangle Architects Ltd. Toronto ON
Randy Wilson Architect Inc. London ON
The Ventin Group Architects Cambridge ON
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
Funding will be provided from Internal Order Group -City Hall Office Furniture (59500438,
10941, 56000019)
Financial Report is attached.
Surplus funds will remain in the account to be used for future office furniture at City Hall.
COMMUNITY ENGAGEMENT:
Not Applicable
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
ACKNOWLEDGED BY: Services
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Financial Summary for Tender E11-001 City Hall Space Planning Assessment
Internal Order Group -City Hall Office Furniture (59500438, 10941, 56000019)
As at August 8th, 2011
Funding Sources
Contribution from Capital
Balance forward from 2010
Total Revenue Projected
Projected Expenditures
Tender Request E11-001
HST -Net of Rebate
Existing Encumbrances/Current Year Expenses
Projected Expenses
Total Expenditures Projected
Projected Surplus
Note: Tender cost includes all taxes less
licable rebate
50,932.00
20,154.25
71,086.25
35,700.00
628.32
2,234.19
38,562.51
32.523.74
Surplus funds will remain in the account to be used for future office furniture at City Hall.
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