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HomeMy WebLinkAboutCOD-009-17Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 29, 2017 Report Number: COD-009-17 Resolution: GG-334-17 File Number: RFP2017-2 By-law Number: Report Subject: Architectural Services for MAC Recommendations: 1.That Report COD-009-17 be received; 2.That the proposal received from Nick Swerdfeger Architects Inc., being the most responsive bidder meeting all terms, conditions and specifications of RFP2017-2 be awarded the contract by the Purchasing Manager for the provision of Architectural Services for Improvements at the Municipal Administrative Centre. 3.That the funds required in the amount of $ 38,688.30 (net HST Rebate) be drawn from the following account: Renovations of MAC # 110-36-370-83601-7401 $38,688.30 4.That all interested parties listed in Report COD-009-17 and any delegations be advised of Council's decision by the Purchasing Services Division. Municipality of Clarington Report COD-009-17 Page 2 Report Overview To request authorization from Council to award Request for Proposal RFP2017-2 for the provision of Architectural Services for Municipal Administrative Centre Improvements. 1. Background A Request for Proposal (RFP) was drafted for the provision of Architectural Services as required for the Municipal Administrative Centre Improvements as per specifications provided by the Operations Department. The intent of the RFP was to secure a qualified Architect for the provision of the engineering design and to be the project lead on three separate approved capital projects within the Municipal Administrative Center (MAC) main office building, 40 Temperance Street Bowmanville as follows: A. Envelope repairs The south east curtain wall system and surrounding require attention and refurbishment. In summary, it is the intention to proceed with replacement of the system, localized concrete repair and sealant. All design will incorporate measures necessary to inhibit water infiltration and further deterioration. B. 2nd Floor Renovations The 2nd floor Clerks offices require improved accessible reception area which would allow for an increased waiting area to the Clerks Department as well as an interior office partition redesign to better accommodate Clerks Department’s and accessibility needs. C. Accessibility Upgrades Customer service areas within the MAC require re-design to meet accessibility requirements. Current heights and reach of counters must be redesigned to address mobility and mobility device issues; colour, contrast, texture, sound and visibility accessibility issues will also be addressed. RFP2017-2 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. The RFP was structured on the price-based two envelope RFP system. Notification of the availability of the document was also posted on the Ontario Public Buyer’s website. Fifteen (15) companies downloaded the document. The RFP closed on Friday, May 5th, 2017. Municipality of Clarington Report COD-009-17 Page 3 2. Architectural Services for MAC Improvements The Municipality issued the RFP to obtain professional services required to complete three, separate capital projects; envelope repairs and refurbishment of the south east curtain wall system, 2nd floor renovations for the Clerks offices for an improved accessible reception area, increased waiting area and an interior office partition redesign; and accessibility upgrades to the customer services areas. The RFP stipulated that bidders were to provide a description of Firm/Consulting team, key qualifications, firm profile, highlight of past service and experience of team members with projects of similar size, nature and complexity and a demonstrated understanding of the Municipality’s requirements. Three (3) submissions were received by the closing date and time. Each submission consisted of a comprehensive proposal identifying: • Qualifications and experience • Experience of the proponent/sub-consultants with projects of similar nature, size and complexity • Understanding of the RFP and proposed solution • Identification of accessibility design, features and criteria and approach to methodology of project delivery • Measures that the Proponent has in place to ensure the quality of the deliverables and that they will meet the needs of the Municipality The submissions were reviewed and scored in accordance with the established criteria as outlined in the RFP by an evaluation team consisting of staff from the Operations Department, the Clerks Department and the Purchasing Services Division. Some of the areas on which submissions were evaluated were as follows: • Highlights of services provided within past five (5) years only • Allocated roles and responsibilities of team members; ability to support a long project timeline with sufficient support coverage • Proven excellence in concrete building repair and in AODA design • Demonstrated understanding of the Municipality’s requirements, the Project and related issues • Demonstrated ability to carry out all aspects of the RFP • Value-added services that support and/or enhance the scope of the services were noted and identified if they were included or available at additional cost to the Municipality Upon completion of the evaluation, all three (3) bids met the established threshold of 85% for Phase 1 and moved on to the second Phase. Municipality of Clarington Report COD-009-17 Page 4 It was deemed by the evaluation committee that only a presentation by the lowest bidder would be required to provide further clarification regarding their proposal received and to clarify the project deliverables expected. The Pricing envelope for Nick Swerdfeger Architects Inc., JR Freethy Architects and Barry Bryan Associates were opened and verified. Nick Swerdfeger Architects Inc. was the lowest bidder with a total bid, net of HST Rebate, $38,688.30. 3. Financial and Budget Considerations That the funds required in the amount of $ $38,688.30 (net HST Rebate) be drawn from the following accounts: Renovations of MAC # 110-36-370-83601-7401 $38,688.30 Queries with respect to the department needs should be referred to the Director of Operations. 4. Concurrence This report has been reviewed by the Director of Operations, and the Municipal Clerk who concur with the recommendations. 5. Conclusion It is respectfully recommended that Nick Swerdfeger Architects Inc. being the most responsive bidder be awarded the contract for the provision of Architectural Services for MAC Improvements as per the terms, conditions and specifications of RFP2017-2. Municipality of Clarington Report COD-009-17 Page 5 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O., Curry Clifford, MPA, CMO Director of Corporate Services Interim CAO Nancy Taylor, BBA, CPA, CA Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Attachment 1 to Municipality of Clarington Report COD-009-17 Municipality of Clarington Summary of Submissions Received RFP2017-2 Provision of Professional Services Architectural Services for MAC Bidder Barry Bryan and Associates Nick Swerdfeger Architects Inc. J.R.Freethy Architect