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Home My WebLink AboutADMIN-07-00 . ,"""<~':'~""'>""."'~,,,,*~""" .. , 1c ",' , \~, THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File#fll q Res. # fJl7 - J 7-0 0 FILE#: By-law # Date: January 17, 2000 Report #: ADMIN-07-o0 Subject: ARCHITECTURAL SERVICES & CRtTlCAL PATH FOR CONSTRUCTION OF MAIN BRANCH LIBRARY AND 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 No. ADMIN-07-D0 be received; 2. THAT Council endorses in principle the proposed Critical Path and that the Project Team be authorized to take the necessary action to adhere to the critical path schedule excluding the awarding of the architect and the tender; 3. THAT Council authorize staff to undertake a request for proposal call for architectural services; and 4. THAT Council authorize staff to undertake a pre-qualification procedure for all potential bidders as it pertains to the construction of the new building, FORTHWITH. 1.0 BACKGROUND: 1.1 On November 15, 1999 Council approved Report ADMIN-33-99 which dealt with the location of a new main branch of the Clarington Library Board in downtown Bowmanville on municipal property located at 163 Church Street. 1.2 The report included a financial outline taking into account the overall process of construction and the current debenture load. The building is scheduled for occupancy on January 1 st, 2003. 1.3 A Project Team has been established and involves the Chief Administrative Officer, Treasurer, Library Director and the Property Manager. The Library Board and other 1201 ". ........:- t '--' .~ REPORT NO.: ADMIN-07 -00 PAGE 2 Department's personnel will be involved throughoutthe process which are integral to the success of the project. 2.0 CRITICAL PATH: 2.1 The Team identified a process to be established in identifying the various tasks, assessing a time frame to meet the project goals which would guide the project to a completion date of January 2003. 2.2 The project's "critical path" (Attachment #1) is provided as a reference to the Project Team's schedule for this project identifying critical dates within the process. The Clarington Public library Board has reviewed the critical path and is in agreement with the timelines. 2.3 The first priority was to determine the method of construction which would best suit this project. After discussion with appropriate personnel and extemal resources, the traditional method of construction (independent selection of architect and contractor) will provide the best approach to this project. 2.4 The Project team has prepared a request for proposal for architectural services which upon Council approvals will close Thursday, February 10, 2000. 2.5 The Evaluation Criteria for Architectural Services will include but not be limited to the following: a) qualifications and expertise; b) experience of sub consultants; c) team concept and compatibility with owner; d) problem solving skills and ability to work with various parties; e) experience with construction of libraries; f) reference interviews; and g) proposed fees and hourly rates. 3.0 PRE-QUAlIFICATlON OF GENEAAL CONTRACTOR: 3.1 As in any new construction initiative in the municipality, serious consideration must be given to the selection of the Contractor. As a result it is recommended that staff be authorized to initiate a pre-qualificationprocess for all bidders prior to the actual tender call. 3.2 This process offers advantages to the Municipality in that it eliminates the possibility of a low bidder being awarded the contract when they may not be qualified to do the 1202 "- . ~ , \..( REPORT NO.: ADMIN-07 -00 PAGE 3 job. Further, pre-qualification ensures the respective contractor's financial stability and credibility. 3.3 The Evaluation Criteria for Pre-Qualification of the General Contractor will include but not limited to the following: a) experience with similar projects and budget; b) experience with sub trades; c) past .safety record; d) financial stability; e) cI ient references; and f) ability to obtain bonding, insurance etc. 3.4 Pre-qualification and tender process will be in accordance with acceptable standards established by the Durham Construction Association. 3.5 Pre-qualification will the completed in consultation with appropriate staff and the successful Architect. Council will be advised of the pre-qualjfied list of contractors by memorandum prior to issuance of the Tender Document. 4.0 COMMENTS: 4.1 The Project Team will do their utmost to adhere to the critical path and will keep Council informed on the progress of the project. The Project Team will be reporting back to Council on April 10, 2000 recommending the selection of the Architect. , Respectfully sub ~ Reviewed by, c1~~ Franklin Wu, Chief Administrative Officer F erick J. Horvath, Interim er of Operations arie Marano, Treasurer (~ Cynthia Meams, Library Director FH:sa ----; 1203 ~< -. , , ~ Revised January 7, 2000 j\1 ( ritical 1',llb Ik,i:.;n 11111 ('on,trllctlOl1 \lain Brandl IlIlran and I \ pc! H\HlII of \lunicipal\dlluli.,traliH' ((,IIIIT Project Team: Franklin Wu, Marie Marano, Cynthia Mearns, Fred Horvath 1. Define Building program - CynthiaIFred - December 15,1999 2. Prepare Terms of Reference for Invitation for Architectural Services! Project Coordinator - complete with selection criteria January 2000 3. OP A Report re: Architect Process Project Site Identification Issue request for Architectural Services Interview/Selection 4. Recommendation to OP A re selection of Architect January 17, 2000 January 18,2000 January 18 - February 10, 2000 February 21 - March 10, 2000 April 10, 2000 5. Architect team to meet with key stakeholders (Library Board and Senior Staff) to prepare Concept Plan April to July 2000 6. Preliminary Cost Estimates 7. OP A Report re: Design & Budget 8. Ceremonial Ground Breaking 9. Final Design 10. Working Drawings 11. Issue Tender Call for Construction 12. Approval of Tender 13. Construction Commence 14. Substantial Completion 15. Occupancy of Building DN: LIBIlARYfI1MING 1204 July/August 2000 July 2000 July 2000 September 26, 2000 October 2 - February 2, 2001 February 20, 2001 April 2, 2001 May 7, 2001 October 25, 2002 January 6, 2003