HomeMy WebLinkAboutCOD-011-14 Clarbgton REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 9, 2014 Resolution#: G94-' A -\�By-law#: N/A
Report#: COD-011-14 File#:
Subject: RFP2014-5 ARCHITECTURAL SERVICES FOR CLARINGTON PUBLIC
LIBRARY COURTICE BRANCH EXPANSION
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-011-14 be received;
2. THAT the proposal received from Shoalts & Zaback Architects Ltd., Kingston,
Ontario being the highest ranked proponent meeting all terms, conditions and
specifications of Request for Proposal RFP2014-5 be awarded the contract for
the provision of Architectural Services for the Clarington Public Library Courtice
Branch Expansion with a bid amount of $100,742.40.00 (net of H.S.T. Rebate);
and
3. THAT the funds required in the amount of $100,742.40 (net of H.S.T. Rebate)
including $89,000.00 Architectural fees and $10,000.00 in disbursements be
drawn from the 2014 Library Renovation and Expansion to Courtice Library
account # 110-62-440-85511-7401.
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Submitted by: i �� _ 1 _ Reviewed by----' ( .W
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
ncy T ylor, q A dPA, CA.,
Director of Finance/Treasurer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
REPORT NO.: COD-011-14 PAGE 2
1. BACKGROUND
1.1 Request for Proposal #RFP2014-5 was issued for provision of Architectural
Services for the Clarington Public Library Courtice Branch Expansion at Courtice
Community Centre.
1.2 The Request for Proposal was advertised electronically on the Municipality's
website as well as on the Ontario Public Buyers Association's (OPBA) website.
1.3 A total of thirty-seven (37) architect firms obtained the bid document. Twelve
(12) submissions were received in response to the request for proposal and all
bids were deemed compliant.
1.4 As stipulated within the proposal documents, proponents were evaluated based
on the following criteria:
• Experience of Firm
• Firm's Experience with Libraries
• Qualifications of Project Team and Key Personnel assigned to the project
• Project Approach and Methodology
• Compliance & Completeness
• Pricing/Cost.
1.5 As per the Request for Proposal documents, the vendor selection would be made
on the basis of the written proposal, reference checks and an interview if
required.
1.6 All submissions received were reviewed by the Municipality's evaluation team
consisting of staff from the Community Services Department, Clarington Public
Library and Corporate Services Department.
2. ANALYSIS
2.1 The evaluation committee reviewed and scored the proposals in accordance with
the established evaluation criteria. Based on the evaluation rankings, the
committee shortlisted two firms that met the evaluation threshold to move forward
in the process.
2.2 Upon completion of the shortlisting process, the references for Shoalts & Zaback
Architects Limited of Kingston, Ontario and Chamberlain Architects Constructors
Managers of Burlington, Ontario, the two highest ranking firms, were verified and
found to be satisfactory.
2.3 A primary concern for the evaluation committee was that the architect understood
the scope of work requirements as they pertained to a Public Library Facility as
well as the firm's experience with similar projects.
REPORT NO.: COD-011-14 PAGE 3
2.4 For the final evaluation phase, the two highest ranking firms were invited to make
a presentation to the evaluation committee. This provided the committee with an
opportunity to seek clarification in regards to the submission, to meet the
proposed team and to confirm that they truly understood the process and project
at hand.
2.5 The presentations were scored by the evaluation committee based on the firm's
Ability to Communicate; Overall Impression/Presentation; Attention to
Concerns/Questions and Ability to Understand Requirements and Identify
Practical Solutions.
2.6 Shoalts & Zaback Architects Limited were the highest ranked proponent when
assessed against the evaluation criteria established for both proposals and
interviews.
2.7 Shoalts & Zaback Architects Limited's presentation outlined a superior
methodology for the project at hand. They offered a clear vision for the
expansion. They demonstrated, in detail, how features of their work on other
library projects could be incorporated into the Courtice Library Branch Expansion.
They expressed a commitment to sustainability, accessibility, and building
efficiency which indicated a superior understanding of the need for cross-
disciplinary solutions. They demonstrated superior communication skills and an
understanding of the need to engage and inform the community at each stage of
the project.
2.8 Shoalts & Zaback Architects Limited have over thirty-five (35) years of
experience with public sector projects including more than twenty-five (25)
libraries. Shoalts & Zaback Architects Limited have provided Architectural
Services to the Municipality of Clarington, notably the Newcastle Library Branch
project completed in 2009.
2.9 Therefore, the committee's recommendation is to award the contract to the
overall highest ranked firm Shoalts & Zaback Architects Limited, Kingston,
Ontario.
3. COMMENTS
3.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Clarington Public Library. However, as this is a cross
departmental project, staff from the Clarington Public Library and the
Community Services Department will work together to facilitate the completion.
4. FINANCIAL
4.1 The Proposal submitted by the subject firm was in the amount of $100,742.40
(net of H.S.T. Rebate) and the funding will be drawn from the Library Renovation
and Expansion to Courtice Library Account# 110-62-440-8551-7401.
REPORT NO.: COD-011-14 PAGE 4
5. CONCURRENCE
5.1 This report has been reviewed by Linda Kent, Chief Executive Officer of the
Clarington Public Library who concurs with the recommendation.
6. CONCLUSION
6.1 To award the contract to provide consulting services to Shoalts & Zaback Architects
Limited, Kingston, Ontario, being the highest ranked proponent meeting all terms,
conditions and specifications of the Request for Proposal RFP2014-5 Architectural
Services for the Clarington Public Library Courtice Branch Expansion.
CONFORMITY WITH STRATEGIC PLAN —
The recommendations contained in this report conform to the general intent of the
following priorities of the Strategic Plan:
Promoting economic development
Maintaining financial stability
Connecting Clarington
Promoting green initiatives
X Investing in infrastructure
X Showcasing our community
Not in conformity with Strategic Plan
Staff Contact: Sandra McKee, Senior Buyer
Attachments:
Attachment 1 — Letter of recommendation from the Chief Executive Officer of the
Clarington Public Library
List of interested parties to be advised of Council's decision: Library Board
ATTACHMENT#
REPORT #
�.9 A*- Clarington Public Library
Telephone:(905)623-7322
163 Church Street,Bowmanville
Ontario,Canada L1C 1T7
N"mcla ri ngton•library.on.ca
June 3,2014
Municipality of Clarington
40 Temperance St,
Bowmanville, ON
L1 C 3A6
Dear Mayor and Members of Council,
RE: RFP2014-5 Architectural Services for Clarington Public Library Courtice
Branch Expansion
At its May 28`h, 2014 meeting, the Library Board discussed RFP2014-5 Request for
Proposal for Architectural Services Clarington Public Library — Courtice Branch
Expansion and supports the recommendation of awarding the contract to Shoalts &
Zaback Architects Ltd.
Sincerely,
Linda Kent
Chief Executive Officer