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HomeMy WebLinkAboutCOD-013-16 Cilry-ing- ton Corporate r Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 30, 2016 Report Number: COD-013-16 Resolution: File Number: RFP2016-4 By-law Number: Report Subject: Professional Services - Renovations of Garnet B. Rickard Recreation Complex Community Hall Recommendations: 1. That Report COD-013-16 be received; 2. That the proposal received from Nick Swerdfeger Architects Inc. being the most responsive bidder meeting all terms, conditions and specifications of RFP2016-4 be awarded the contract by the Purchasing Manager for the provision of Professional Services - Renovations of Garnet B. Rickard Recreation Complex (GBRRC) Community Hall; 3. That the funds required in the amount of $ 82,000.00 (net HST Rebate) be drawn from the following accounts: Renovations of GBBRC Banquet Hall # 110-42-421-84254-7401 $ 82,000.00 4. That all interested parties listed in Report COD- 013-15 and any delegations be advised of Council's decision by the Purchasing Division. Municipality of Clarington Report COD-013-16 Page 2 Report Overview - To request authorization from Council to award Request for Proposal RFP2016-4 for the provision of Professional Services - Renovations of GBRRC Community Hall. This renovation project has received federal funding of $455,000.00 through the Canada 150 Community Infrastructure Program. 1 . Background A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the Renovation of GBRRC Community Hall as per specifications provided by Community Services Department. The intent of this RFP was to secure the services of a qualified consultant for the purpose of designing and developing tender specifications for the modification and expansion of the existing Community Hall at Garnet B. Rickard Recreation Complex. RFP2016-4 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 Association website. Seventeen (17) companies downloaded the document. The RFP closed on Thursday, May 5, 2016. 2. Renovations of Community Hall The Municipality issued the RFP to obtain professional services required to complete the interior renovation of the community hall at the Garnet B. Rickard Recreation Complex. The RFP stipulated that bidders were to provide their ideas and suggestions on how the current space could be modified to meet the specifications noted within the RFP document. Four (4) submissions were received by the closing date and time. Each submission consisted of a comprehensive proposal addressing issues contained within the bid document including: ® Increasing the building footprint to accommodate an expansion to the existing undersized kitchen and to provide additional program/meeting space • Renovation of the existing washrooms • Construction of a new accessible washroom adjacent to the hall • Accessibility improvements to the main entrance and throughout the space (meeting requirements under the OBC, AODA and municipal standards) Municipality of Clarington Report C®D-013-16 Page 3 • Re-design of the interior space to enhance the multi-purpose use of the Hall for both banquets/dinners and leisure programs and activities ® Upgrade to all finishes throughout the space including floors, ceilings, walls and lighting/plumbing fixtures ® Quality public sound system for both large and small events (this will need to be integrated into the sound system upgrade for the remainder of the facility scheduled for 2016) ® General improvements in mechanical/electrical components with energy conservation, increased automation and patron comfort being a key objective 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 Community Services Department and the Purchasing Services Division. Some of the areas on which the submissions were evaluated were as follows: ® Experience of the Firm ® Qualifications of the Project Team and Key Personnel assigned to the project ® Proposed ideas Project Approach and Methodology ® Project Schedule Upon completion of the evaluation only Nick Swerdfeger Architects Inc. met the established threshold of 80% for Phase 1 and moved on to the second Phase. It was deemed by the evaluation committee that no presentation would be required to provide further clarification regarding the proposal received. The pricing envelope for Nick Swerdfeger Architects Inc. was opened and verified. 3. Financial and Budget Considerations That the funds required in the amount of$ 82,000.00 (net HST Rebate) be drawn from the following accounts: Renovations of GBBRC Banquet Hall 110-42-421-84254-7401 $ 82,000.00 Queries with respect to the department needs should be referred to the Director of Community Services. 4. Concurrence This report has been reviewed by Joseph Caruana, Director of Community Services who concurs with the recommendation. Municipality of Clarington Report COD-013-16 page 4 6. Conclusion It is respectfully recommended that Nick Swerdfeger Architects Inc. being the most responsive bidder be awarded the contract for the provision of Professional Services for the Renovations of Garnet B. Rickard Recreation Community Hall as per the terms, conditions and specifications of RFP2016-4. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. "i Submitted by:__,, ' _ Reviewed b Mme Marano, H.B. Sc., C.M.O. Franklin Wu, Director of Corporate Services Chief Administrative Officer Nancy Tayl r, BBA, A., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 —Tabulation of Bid Summary List of interested parties to be notified of Council's decision is on file in the Purchasing Services Department. MM/DF/sm Attachment 1 to Municipality of Clarington Report COD-01 3-16 cityingtoil Municipality of Clarington Summary of Submissions Received RFP2016-4 Provision of Professional Services GBRRC — Community Hall Renovations Bidder Nick Swerdfeger Architects Inc.* Moon-Matz Ltd Paul Didur Architect Inc. WK Lim Architect In. *Bidders who were shortlisted.