HomeMy WebLinkAboutFCS-16-096 - E16-037 Consultant Services - the AUD - Twin Pad Rink Floor Replacement
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-06-06
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Ward 10
DATE OF REPORT: 2016-05-20
REPORT NO.: FCS-16-096
SUBJECT: E16-037 Consultant Services – The AUD Twin Pad Rink
Floor Replacement
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E16-037 Consultant Services – The AUD Twin Pad
Rink Floor Replacement, be awarded to Barry Bryan Associates, Whitby, Ontario,
at their estimated fee of $98,137.05, including contingencies of $8,921.55 plus
H.S.T. of $12,757.82, for a total of $110,894.87, based on a satisfactory contract
being negotiated and an upset fee being established.
BACKGROUND:
The twin pad arenas (Kinsmen and Kiwanis) were originally constructed as part of an
addition to the Kitchener Memorial Auditorium Complex. In November 1987, the doors
opened to this multi-use facility that housed two 100’ x 200’ Olympic sized ice surfaces.
Ice is maintained for seven (7) months of the year with the remaining five (5) months
used to host large scale events, which attract over 40,000 visitors annually. For the
past few seasons, staff have had to repair numerous brine leaks and cracks in both
floors. The rinks have exceeded the industry standard life cycle of twenty-five (25)
years. Both infrastructure and mechanical systems are well past their useable life and
significant renovations and upgrades are required in order to continue operations.
The consultant services will include review of regulatory framework, design of new rink
layouts and all associated systems (cooling), preparation of specifications and drawings
for tender packages, construction administration and respected follow up for post-
construction administration including as-built drawings, commissioning and warranty
inspections.
*** 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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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 J. Coulter, Supervisor Operations (Aud.), P. Pickard, Manager Aud. &
Arenas, D. Boutilier, Assistant Supervisor Community Arenas, G. Moore, Assistant
Supervisor Operations (Aud.) and R. Scott, Buyer.
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 thirteen
(13) interested parties and by the closing date of Wednesday April 6, 2016, six (6)
responses had been received.
The review committee met on Monday April 25, 2016, to review the submissions and a
shortlist of four (4) candidates* was selected for further interviews. The Committee met
on Wednesday May 18, 2016 to interview the shortlisted candidates. The Committee
recommends awarding the project to Barry Bryan Associates, Whitby, 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
• Past Performance
• Amount of City Work Completed in the Past
• Value Added Approach
• Proven Experience of Project Manager / Leadership Team and Commitment to
Project
• Effect of Interview
• Cost of Consultant’s Fees
• Past Experience / Demonstration of Design Excellence & Project Effectiveness
• Effective / Comprehensive / Quality Work Plan
A listing of the responding parties follows for your reference:
AECOM Canada Architects Ltd. Kitchener ON *
Barry Bryan Associates Whitby ON *
exp Services Inc. Hamilton ON
Kalos Engineering Inc. Hamilton ON *
NA Engineering Associates Inc. Stratford ON *
Stantec Consulting Ltd. Waterloo ON
*Shortlisted candidates
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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.
FINANCIAL IMPLICATIONS:
The net cost for this Expression of Interest (A), is fair and reasonable for a purchase of
this scope and the upset limit is within the budget allowance (B) provided within the
budget. The funding for this purchase is included in the 2017 capital forecast. The
estimated surplus (D) will remain within the account to fund future phases of the project.
Financial Summary for Expression of Interest E16-037
Consultant Services - The Aud-Twin Pad Rink Floor Replacement
Estimated Cost
Expression of Interest E16-037 costs, including HST $110,894.87
less: HST rebate on proposal (12,757.82)
Net Cost Being Awarded 98,137.05 A
Costs Incurred to Date -
Estimated Cost $98,137.05C
Budget for this Phase of Work
$106,160.00B
Estimated Surplus (B - C)
$8,022.95D
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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