HomeMy WebLinkAboutFCS-16-045 - E16-007 Consultant Services - Doon Pioneer Park Community Centre Business CaseStaff Report
rTC.� R finance and Corporate Services Department www.kitcheneaa
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016 -03 -21
SUBMITTED BY: Michelle Palmer- Novakovic, Director of Supply Services
519- 741 -2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer, 519 - 741 -2200 ext. 7216
WARD(S) INVOLVED: Ward 4
DATE OF REPORT: 2016 -03 -03
REPORT NO.: FCS -16 -045
SUBJECT: E16 -007 Consultant Services — Doon Pioneer Park
Community Centre Business Case
RECOMMENDATION:
That Expression of Interest E16 -007 Consultant Services — Doon Pioneer Park
Community Centre Business Case, be awarded to MacNaughton Hermsen Britton
Clarkson Planning Limited (MHBC), Kitchener, Ontario, at their estimated fee of
$44,491., including contingencies of $2,071. plus H.S.T. of $5,783.83, for a total of
$50,274.83, based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND:
The Doon Pioneer Park Community Centre was built in 1989 to service a community of
approximately 7,200 residents. In 2000, the City of Kitchener commissioned a
Community Centre Feasibility study where an expansion for the Doon Pioneer Park
facility was one of several recommendations, as community centre needs were
considered into the future. Growth in the south -east end of Kitchener was the
significant factor contributing to the recommendation for the centre.
The proposed expansion for Doon Pioneer Park has been delayed on a number of
occasions due to insufficient development charge revenues. The population of the
surrounding area has grown substantially since the expansion recommendation,
reaching 18,500 +, and the existing space can no longer accommodate the needs of the
community. The intent of this project is to undertake community, agency and
stakeholder consultations and develop a business case that identifies the best size and
* ** This information is available in accessible formats upon request. * **
Please call 519- 741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
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configuration of an expansion to meet the needs of the Doon Pioneer Park Community,
along with the associated capital and operating costs.
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. Hildebrand, Director, Community Programs, D. Campbell, Manager,
Community Resource Centres, T. McKenna, Resource Centre Coordinator, P. Ritz,
Neighbourhood Representative, E. Andrews, Neighbourhood Representative and R.
Scott, Buyer.
Expressions of interest were advertised publicly on the City of Kitchener website and on
the intereet through the Ontario Public Buyers Association Electronic Tendering
Information System relative to this project. Documents were downloaded by twenty -six
(26) interested parties and by the closing date of Wednesday January 20, 2016, one (1)
response had been received.
The review committee met on Thursday February 4, 2016, to review the submission and
recommends awarding the project to MacNaughton Hermsen Britton Clarkson Planning
Limited (MHBC), Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Experience / Evaluation of Proposed Project Manager
• Understanding and Approach including Work Plan and Schedule
• Qualifications / Expertise of Project Team
• Completeness of Proposal
• Amount of City Work Completed in the Past
• Cost of Consultant Fees to Complete the Study
The name of the responding party follows for your reference:
MacNaughton Hermsen Britton Clarkson Planning Limited (MHBC) Kitchener ON*
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city's strategic
vision through the delivery of core service.
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FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a purchase of this scope but
the upset limit exceeds the budget allowance (B) provided within the budget. The
balance in the CSD Admin Masterplan & Feasibility Studies account is sufficient to fund
the shortfall. The estimated surplus (E) will remain within the account to fund the
remaining studies and master plans scheduled throughout 2016.
Financial Summary for Expression of Interest E16 -007
Consultant Services - Doon Pioneer Park Community Centre Business Case
Estimated Cost
Expression of Interest E16 -007 costs, including HST
less: HST rebate
Net Cost Being Awarded
Costs Incurred to Date
Estimated Cost
Budget for this Phase of Work
$ 50,274.83
(5,000.79)
45,274.04 A
$ 45,274.04 C
$ 45,000.00 B
Estimated Surplus /(Deficit) (B - C) (274.04) D
Balance in account, net of encumbrances 108,725.30
Estimated Surplus /(Deficit) $108,999.34 E
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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