HomeMy WebLinkAboutTR-012-00
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ON: TR~12 2000
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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
General Purpose and Administration Committee
File # Ag~
Res. #GPft- /(..,;) -00
Date:
April 2, 2000
TR-12-2000
FILE#:
By-law #
Report #:
Subject:
RFP 2000-1, ARCHITECTURAL SERVICES - MAIN BRANCH LIBRARY
EXPANSION OF MUNICIPAL ADMINISTRATIVE CENTRE
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-12-2000 be received;
2. THAT Shoalts and Zaback Architects Ltd., Kingston, Ontario with a total bid
(including disbursements) in the amount of $299,000.00 + GST, being the lowest
responsible bidder meeting all terms, conditions and specifications of RFP2000-1 ,
be awarded the contract for the architectural services for the Main Branch Library /
Expansion of Municipal Administrative Centre;
3. THAT a contingency of $50,000.00 be provided for any additional Professional
Services that may be required;
4. THAT the total funds required be drawn from Account #7027-00001-0501 financed
from the Debenture Retirement Reserve Fund as per Report Admin-33-99; and
5. 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 seventeen (17) firms being invited to submit on
providing the Architectural Services for the Main Branch Library I Expansion of the
Municipal Administrative Centre. Subsequently, eleven (11) proposals were submitted
and tabulated as per Schedule "A" attached.
As stipulated in the proposal documents, proponents were evaluated based on the
following criteria:
. previous library - related project experience
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REPORT NO.: TR-12-2000
. team concept I compatability
. problem solving skills
. key personnel
. ability to communicate
. working knowledge in Clarington/Region of Durham
. overall impression
. proposed fees and hourly rates
. reference interviews
PAGE 2
Based on the above evaluation, the top four firms were interviewed by the selection
committee:
Moriyama & Teshima, Toronto, ON
Shoalts and Zaback Architects Ltd., Kingston, ON
Shore Tilbe Irwin & Partners, Toronto, ON
Phillip Carter I Moffet Duncan Architects, Toronto, ON
The evaluation process also included personal interviews with the proponents previous
clients. This additional step provided a great deal of insight and information with respect
to how the architects performed with respect to problem solving, design concems,
meeting budgets, communication and compatability with the owner.
The selection committee consisted of the following staff:
(1) Chief Administrative Officer
(2) Property Manager
(3) Treasurer
(4) Purchasing Manager
(5) Library Director
Subsequent to the interviews and evaluation of the four proponents, the selection
committee invited the top two firms for a second interview. The purpose of the second
interview was to allow for further evaluation of the architects with more specific questions
based on the scope of the project.
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REPORT NO.: TR.12.2000
PAGE 3
Two members of the Clarington Public Library Board Building Committee were also in
attendance at both the first and second interview as observers.
The funds required for the architectural services are included in the total budget allocation
of $7.0 million as approved in Report #Admin-33-99. A detailed construction budget
breakdown will be provided once an architect has been retained and a final design
selected.
Once the award for the architectural services has been made, and as the process for the
design develops, there may be additional professional services that may be required that
were not addressed in the original request for proposal. Therefore, it is recommended
that a contingency in the amount of $50,000.00 be approved.
It is anticipated that preliminary cost estimate and design will be presented to Council for
their consideration before the summer recess.
After further review and analysis of the bids by the selection committee, it is respectfully
recommended that Shoats and Zaback Architects Limited, Kingston, Ontario, be awarded
the contract for the architectural services for the Main Branch Library I Expansion of
Municipal Administrative Centre.
The required funds will be drawn from Account #7027-00001-0501 financed from the
debenture Retirement Reserve Fund as per report Admin-33-99.
The Treasurer has reviewed the funding requirements and concurs with the
recommendation.
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REPORT NO.: TR-12-2000
PAGE 4
Respectfully submitted,
/
M ne Marano, H.BSc., AMCT,
Treasurer
c~
Cynthia Mearns
Library Director
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Reviewed by,
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Franklin Wu,
Chief Administrative Officer
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SCHEDULE "A"
RFP2000-1, ARCHITECTURAL SERVICES
MAIN BRANCH LIBRARY
Shoalts and Zaback Architects Ltd.
Kingston, ON
$299,000.00
(Disbursements except printing included)
Maclennan Jaunkalns Miller Architects
Toronto, ON
Phillip Carter/
Moffet & Duncan Architects Inc.
Toronto, ON
J.R. Freethy Architects
Bowmanville, ON
Totten Sims Hubicki Associates
Whitby, ON
Barry-Bryan Associates (1991) Ltd.
Whitby, ON
$360,000.00
$420,000.00
(7% of construction cost of 6 million)
$473,200.00
$495,000.00
Approx. $501,500.00
(7.5% of construction cost of 6 million +
$51,500.00)
Thomas E. Brown $518,500.00
Toronto, ON
WGA Wong Gregersen Architects $554,400.00
Toronto, ON
Shore Tilbe Irwin & Partners $560,000.00
Toronto, ON
Trotter Architects, Lennis $584,200.00
Oshawa, ON
Moriyama & Teshima $683,000.00
Toronto, ON
. NOTE: DISBURSEMENTS INCLUDED IN ALL OF ABOVE, GST EXTRA.
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SCHEDULE "B"
THE CORPORA liON OF THE MUNICIPALITY OF CLARINGlON
BY-LAW 2000-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and
, Ontario, for the Architectural Services
for the Main Branch Library.
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 with the Corporation Seal, a contract
between , Ontario, and said Corporation; and
2. THAT this agreement attached hereto as Schedule "A" form part ofthis By-law.
By-law read a first and second time this day of April, 2000.
By-law read a third time and finally passed this
day of April, 2000.
Mayor
Clerk
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