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Home My WebLink AboutFCS-17-088 - E17-046 Consultant Serv - Doon Pioneer Park CC Alterations and Expansion REPORT TO:Committee of the Whole DATE OF MEETING:2017-05-15 SUBMITTED BY:Michelle Palmer, Director of Supply Services 519-741-2200 ext. 7214 P REPARED BY:Ryan Scott,Buyer 519-741-2200 ext.7216 WARD(S) INVOLVED:Ward 4 DATE OF REPORT:2017-05-04 REPORT NO.:FCS-17-088 SUBJECT:E17-046Consultant Services – Doon Pioneer Park Community Centre Alterations and Expansion ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E17-046Consultant Services – Doon Pioneer Park Community Centre (DPPCC) Alterations and Expansion, be awarded toThe Ventin Group Ltd. (+VG Architects), Brantford, Ontario, at their estimated fee of $188,460, plus H.S.T. of $24,499.80,for a total of $212,959.80, based on a satisfactory contract being negotiated andan upset fee being established, and; That staff proceed with a pre-qualification process to select a maximum of five (5) general contractors for the construction related to the DPPCC alterations and expansion. BACKGROUND: In 2013, as part of the Leisure Facilities Master Plan update, City Council passed a motion prioritizing indoor and outdoor facilities for development in the City. Council identified the DPPCC expansion as the number one priority for indoor recreation facilities.The growth in the south end of Kitchener has been significant and the community has outgrown the facility’s current size and configuration. On February 27, 2017 Council approved ‘Option 1’ of the Doon Pioneer Park Community Centre Expansion Business Case. This project isextremely time sensitive as the City will needto accommodate the displacement of staff, activities and events, the volunteer affiliatedneighbourhood *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.i. - 1 association and patrons currently utilizing the community centre. The construction aspect of this project must be completedby summer of 2019in order to start fall programming. An experienced contractor would assist with the timely completion of the project. As part of our risk management exercise for this project, staffhave identified that a prequalification process for the selection of general contractors will assist the City in managing the risks. The following lists the advantages of proceeding with a prequalification process: Construction process will require specialized expertise and need to have a contractor familiar with these processes for a successful project Allow for an evaluation of contractor expertise/ability without a price factor Allow for interaction with potential contractors before release of tender to identify concerns early in the process Identify potential bidders to minimize the risk of few or no bids Make contractors aware of the aggressive schedule Make contractors aware of high level of public visibility and scrutiny Facilitate the tender process The contractor prequalification process will provide the City with an opportunity to examine the contractor’s project history and their experience in the performance of projects of similar magnitude and scope.The reference checks facilitate the best indication as to the satisfaction of owners on previous projects. 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 of Community Program, P. Forrest, Construction Projects Manager, N. Voll, Supervisor of Community Centres, T. McKenna, Facilitator – Doon PioneerPark Community Centre, P.Ritz, President of the Doon Pioneer Park Neighbourhood Association, E. Andrews, Neighbourhood Association Representative andR.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 twenty- eight (28) interested parties and by the closing date of Thursday March 30, 2017, nine (9)responses had been received. The review committee met on Tuesday April 18, 2017, to review the submissions and a shortlist of four (4)candidates* were selected for further interviews. The Committee met onThursday April 27, 2017 to interview the shortlisted candidates. The Committee recommendsawardingthe project to The Ventin Group Ltd. (+VG Architects), Brantford, Ontario. 1.i. - 2 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 proposed project team Completeness of proposal Past performance Value added approach Demonstrated experience of project manager/leadership team Past experience / demonstration of design excellence & project effectiveness Firms ability to excel - critical thinking/ challenges and solutions Vision/ comprehensive/ quality work plan Effect of interview Cost of consultant's fees A listing of the responding parties follows for your reference: 2496322 Ontario Inc. dba studioCANOO Toronto ON * Barry Bryan Associates WhitbyON Bill Lobb ArchitectToronto ON FrankFranco Architects Vaughan ON James Fryett Architect Inc. Elora ON Masri O ArchitectsWaterloo ON * MMMC Inc. Architects BrantfordON * Salter Pilon Architecture Inc. Barrie ON The Ventin Group Ltd. (+VG Architects)Brantford ON * *Shortlisted candidates 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 project of this scope and the upset limit is within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) will remain in the account for the construction phase of the project. 1.i. - 3 E17-046 Consultant Services -Doon Pioneer Park Community Centre Alterations and Expansion The total budget for all phases of this project is 3,973,656.00 Estimated Cost for this Phase of Work Expression of Interest E17-046 costs, including HST212,959.80 less: HST rebate(21,182.89) Net Cost Being Awarded191,776.91 A Costs Incurred to Date45,220.97 Projected Costs: Staff Time/Permitting5,000.00 Total Estimated Cost for this Phase of Work$241,997.88 C Budget for this Phase of Work Doon Pioneer Park Community Centre Expansion Capital Account290,399.00 Total Budget for this Phase of Work$290,399.00 B Estimated Surplusfor this Phase of Work (B -C)48,401.12 D Estimated Surplus/(Deficit) from previous phases - Total Estimated Surplus $48,401.12 E PREQUALIFICATION: There are no financial implications to the prequalification process. Following the prequalification process, tenders will be requested from the prequalified general contractors. 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: Report CSD-17-006, which was considered on February 27, 2017. Approval was given to proceed with ‘Option 1’ of the Doon Pioneer Park Community Centre Expansion Business Case which included replacement of the existing splash pad. CSD-17-006 – Approval of ‘Option 1’ of the Doon Pioneer Park Community Centre Expansion Business Case – Appendix A to report. – February 27, 2017 ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 1.i. - 4