HomeMy WebLinkAboutTR-46-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: TUESDAY, MAY 20, 1997 ' Res.
Report#: TR-4 6-97 File #: By-Law#
Subject: RFP97-1, ARCHITECTURAL SERVICES - ANIMAL CONTROL BUILDING
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-46-97 be received;
2 . THAT Thomas E. Brown Architect, Toronto, Ontario, with a total
bid (including disbursement) in the amount of $23 , 000 . 00 being
the most responsive bidder meeting all terms, conditions and
specifications of RFP97-1, be awarded the contract for the
architectural services for the Animal Control Building;
3 . THAT the total funds required be drawn from the Structural
Facility for Animal Control Account 7048-00000-0501; and
4 . THAT the attached By-law, marked Schedule "B" authorizing the
Mayor and Clerk to execute the agreement be approved.
BACKGROUND AND COMMENT:
A Request for Proposal was issued with seven (7) firms being
invited to submit on providing the Architectural Services for the
Animal Control Building. Subsequently, proposals were submitted
and tabulated as per Schedule "All attached.
As stipulated in the proposal documents, proponents were evaluated
on the following criteria :
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REPORT NO. : TR-46 -97 PAGE 2
• key personnel/associates from the firm who will be
involved in the project;
• relevant experience with projects involving Animal
Control buildings - scope of work, budget and references;
• proposed total upset fee and methods of cost control; and
• proposed time schedule.
Of the low four bids, it is noted that two of them, that being
Barry Bryan Associates (1991) Ltd. , Whitby, Ontario and R.J.
Freethy Architect, Bowmanville, Ontario, have limited or no
experience with Animal Control Buildings . In comparing the
remaining two low bids from Lennis Trotter Architect, Oshawa,
Ontario and Thomas E. Brown Architect, Toronto, Ontario, it is
evident that Thomas E . Brown Architects have substantially more
experience in Animal Control Buildings . In addition, the bid
submitted from Thomas E. Brown Architects includes all
disbursements, whereas the bid from Lennis Trotter does not .
Consequently, the disbursement charge from Lennis Trotter has been
estimated. However, if this estimate is lower than actual, then
the price differential, between the two bids is decreased. In
addition, Lennis Trotter Architect charges a loo administration fee
on all disbursements .
This project was approved for initial investigation and design
through the 1997 budget deliberations . The funding was proposed to
be from the Development Charge Reserve Fund, the Animal Control
Building Reserve and the Municipal Capital Works Reserve Fund.
There are some unanswered questions with the current legislative
changes for Development Charges . The final funding recommendation
will be presented with the final recommendations on the project .
The Property Manager will work with the successful proponent and
the Clerk' s Department to arrive at a suitable design for the
renovation of the existing Public Works Depot . Upon completion of
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REPORT NO. : TR-46 -97 PAGE 3
the architectural drawings, a tender will be issued for the
renovations and a report brought forward to Council to approve the
construction contract . It is anticipated that construction will be
completed in October 1997 .
After further review and analysis of the bids by Purchasing and the
Property Manager, it is respectfully recommended that Thomas E.
Brown Architects be awarded the contract for the Architectural
Services for the Animal Control Building.
The subject firm have provided satisfactory service to the
Municipality of Clarington in the past .
The Treasurer has reviewed the funding requirements and concurs
with the recommendation. Queries with respect to department needs,
specifications, etc . , should be referred to the Property Manager.
Respectfully submitted, Reviewed by,
Kkllvuo-- A
Ma ie Marano, H.BSc . ,AMCT. , W.H. Stockwell,
Treasurer Chief Administrative Officer
Fred A rvath, RDMR, RRFA
Property Manager
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SCHEDULE "A"
PROPOSED SUMMARY
RFP97-1
ARCHITECTURAL SERVICES - ANIMAL CONTROL BUILDING
BIDDER TOTAL COMMENTS
BID
AMOUNT
Barry Bryan Associates (1991) Ltd. $19,850.00 - plus disbursements
Whitby, Ontario (estimate - some animal facility
+$1,200 = experience
$21,050) - no mention of cost control
- projected substantial
* completion late fall
Lennis Trotter Architect $21,000.00 - disbursements plus 10%
Oshawa, Ontario (estimate administration
+$086 = - animal control experience (3)
$22,386.00) - limited approach to cost
control
** - forecasts substantial
completion Dec. 19/97
R.J. Freethy Architect $21,240.00 - printing extra
Bowmanville - no animal control experience
- no mention of cost control
- forecast substantial
completion Oct. 28/97
Thomas E. Brown Architect $23,000.00 - includes disbursements except
Toronto, Ontario for printing of tender
documents to be invoiced
- substantial animal control
experience
- cost control identified
- projected substantial
completion Oct. 10/97
Totten Sims Hubicki Associates $26,010.00 - disbursements included
Whitby, Ontario - identifies cost control method
- no animal control experience
- forecasts substantial
completion Nov. 24/97 j
* Disbursements estimated at $1,200.00
** Disbursements and 10% administration charge estimated at $1,386.00
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SCHEDULE "B"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 97-
Being a By-law to authorize a contract between Thomas E.
Brown Architect, Toronto, Ontario, for the architectural
services for the Animal Control Building.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY
ENACTS AS FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington, and seal with the Corporation Seal,
a Contract between Thomas E. Brown Architect and said Corporation; and
2. THAT this agreement attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of May, 1997.
By-law read a third time and finally passed this day of May, 1997.
Mayor
Clerk
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