Report to: General Committee                                                    Report Date: 24 January, 2007

SUBJECT:                          Architectural/Engineering Services Markham Museum Ward Building Reconstruction.

PREPARED BY:               Alan Wolfe, Project Consultant

Steven Sydij Senior, Construction Buyer

RECOMMENDATION:

THAT the report entitled “Architectural/Engineering Services Markham Museum Ward Building Reconstruction” be received;

AND THAT the Request for Proposal 120-R-06 Architectural/Engineering Services for the Markham Museum Ward Building Reconstruction project be awarded to the highest ranked, lowest priced bidder, the Ventin Group (Toronto) Ltd. Architects, at an estimated cost of $215,000.00, inclusive of disbursements and exclusive of contingency and 6% GST;

AND THAT staff award only the completion of the schematic design, cost not to exceed $40,000, until the Federal Cultural Spaces grant is approved;

AND THAT a separate purchase order in the amount of $43,000, exclusive of GST, be issued for contingency to cover any additional fees, and that the Director of Asset Management be authorized to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy;

AND THAT an allowance of $30,000 for other applicable fees be included in the project budget and be expended in accordance with Purchasing By-Law 2004-341;

AND THAT the award be funded from the Community and Fire Services Capital Account #073 61507004 005 Markham Museum Ward Building Replacement Design in the amount of $325,000;

AND THAT upon payment of all invoices, the remaining balance will be allocated to the construction budget of the project;

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

AND FURTHER THAT the Mayor and the Clerk be authorized to execute an architect’s agreement, if required, in a form satisfactory to the Town Solicitor.

EXECUTIVE SUMMARY:

None

FINANCIAL CONSIDERATIONS:

Council approved $325,000 to hire an architect to design the facility in the 2006 Capital Budget (Project #7004).  The contract price is $215,000.  A contingency of $43,000 (20%) is recommended to allow for additional fees to the successful proponent if there is a change of scope in the project that necessitates additional fees.  Furthermore, it is recommended that an allowance of $30,000.00 for other fees applicable to the project be included in the project budget.

Summary of Professional Fees

Total in 2006 Budget                                                    $325,000

Architect/Engineering Fees                                $215,000

Fee Contingency                                               $  43,000

Other Fees                                                       $  30,000

Total fee requirement                                                    $288,000

Remaining Funds                                                                      $  37,000

It is recommended that the remaining funds of $37,000 be allocated to the construction budget of the project. A copy of the Financial Information sheet is attached as Appendix ‘A’.

1. Purpose                     2. Background                      3. Discussion                        4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

PURPOSE:

The purpose of this report is to recommend the hiring of an architect to design and administer the construction of Phase 1 of the Ward Building reconstruction and a provision for the architect to develop a schematic design for a possible Phase 2.

BACKGROUND:

On June 28, 2005, Council approved the Markham Museum Master plan – Phase 1 Business Plan.  This report identified the need to reconstruct the Ward Building as a collections storage and exhibition centre.  The new centre will include exhibition space, visible storage, and an archives reading room to allow public access and viewing of the collection.  In addition, closed storage for collection management will also be provided.

On January 17, 2006, Council approved the submission of a grant application to the Federal Cultural Spaces for the reconstruction of Phase 1 of the Ward Building in the amount of $1,097,250.  Council also approved $325,000 to hire an architect to design the facility in the 2006 Capital Budget (Project #7004).  In addition, $1,674,750 was pre-approved in the 2007 budget for the construction of the facility conditional on the approval of the Federal Cultural Spaces grant and $228,000 is available from various previously secured funding sources.  Total project funding is $3,325,000.

On May 23, 2006, Council approved the issuing of a Request for Proposal (RFP) to hire an architect to design and administer the construction of the Ward Building reconstruction.

The grant application has been submitted and is under consideration by Federal Cultural Spaces. They advise it will be several months before they determine if the grant will be approved. They also have indicated that appointing an architect for the project will improve the Town’s chances on receiving a grant.

If the Town does not receive the grant and the project is cancelled, the design will stop after the schematic phase.  The architect would be paid for the work completed. The cost will not exceed $40,000.  The remainder of the contract would be cancelled.  The architect has agreed to this condition in writing.

BID INFORMATION

Advertised, Place and date

ETN, Monday July 17, 2006

Bids closed on

Wednesday August 16, 2006

Number of companies picking up bid documents

14

Number of companies responding to bid

4

DETAILED PRICING INFORMATION

Company

Price (exclusive of GST)

Ventin

$ 215,000

Note #1

Weatherston

$ 275,340

Note #1

ATA

$ 397,000

Julian Jacobs

$ 500,000

Note #1 - Clarification of pricing was done during the evaluation/interviewing process resulting in changes to their original submissions.

RFP PROCESS

The Request for Proposal 120-R-06 Architectural Services Markham Museum Ward Building Reconstruction and combined addendum #1, #2, #3 and #4 were issued in accordance with the Purchasing By-Law 2004-341.A compulsory site meeting was held at the Markham Museum to familiarize the bidders with existing facility and the overall museum site. The proponent’s submissions were evaluated by an Evaluation Team consisting of staff from Community and Fire Services with Purchasing staff verifying for accuracy, compliance and acting as facilitator. Each RFP submission was evaluated based on pre-established criteria as listed in the RFP and two companies were short listed and interviewed. The resulting scores are as per Table A.

Table A

Points

Ventin

Weatherston

ATA

Architects

Julian

Jacobs

1

Total of Technical

70

56

59

41

51

2

Project Cost

30

30

23.43

16.25

12.90

Total

100

86.00

82.43

57.25

63.90

3

Interview

35

28

24

Grand Total

135

114

106.43

RANKING

1

2

OPTIONS/ DISCUSSION:

The Ventin Group Architects have the highest score and the lowest fee.  The Ventin Group is a well-established architectural firm with excellent experience in heritage and cultural facility design. They have the following experience and qualifications:

·                    Completed more than 12 museum projects

·                    Proven Experience with municipalities – over 15 recent projects

·                    Successful delivery of more than 50 heritage projects

·                    Proven cost control  - former contractor on staff

·                    Design excellence – 38 awards

Examples of their Museum related projects include the following:

·                    Renovation and Expansion of the Meaford Museum

·                    Lock 3 Museum & Interpretative Centre

·                    Renovation of the Wellington County Museum

·                    Dufferin County Museum

They have included a highly qualified group of consultants within their team to provide the necessary professional support for the project.

They have demonstrated a through understanding of the work required for the Ward Building Reconstruction Project. They demonstrated through their written submission and interview, a clear vision for the reconstruction of the Ward Building consistent with the Museum’s requirements. They also provided a schedule and methodology to achieve the vision that provides for public input, meets the schedule and controls cost.

The Ventin Group outlined an environmental approach to the design of facilities that utilize environmentally friendly materials and energy conservation techniques. They have included Jain and Associates Engineering as their electrical and mechanical engineers. Jain and Associates Engineering specialize in the Energy Conservation and design of sustainable buildings.  They are well versed in the LEED certification process and have a LEED Accredited Professional on staff.  This is consistent with the Town’s high priority on environmental responsibility.

In summary, the Ventin Group submitted the highest scored proposal with the lowest fees for the design and construction administration of the Ward Building Reconstruction project. They presented an exciting vision for the project, have the necessary experience in projects of similar size, scope, and complexity.  In addition, they follow the design and construction methodologies that meet the Town’s requirements.

On this basis, the Evaluation Team recommends that the Ventin Group (Toronto) Ltd. Architects be awarded the design and construction administration of the Museum Ward Building Reconstruction project at an estimated cost of $215,000.00. exclusive of contingency and GST;

FINANCIAL TEMPLATE:

Attached as Appendix “A”

ENVIRONMENTAL CONSIDERATIONS:

None

ACCESSIBILITY CONSIDERATIONS:

None

ENGAGE 21ST CONSIDERATIONS:

None

BUSINESS UNITS CONSULTED AND AFFECTED:

Recreation and Cultural Services Department

Finance Department

RECOMMENDED

BY:    ________________________          ________________________

Steve Andrews, P.Eng.                       Jim Sales, Commissioner

Director, Asset Management               Community and Fire Services

ATTACHMENTS:

Appendix “A” – Financial Information sheet

Q:\Commission Share\Operations and Asset Management\Reports\2007\Asset Management\capital facilities\120-R-06 General Committee Award 24jan2007 3pm.doc