Report to: General Committee Report Date: February 18, 2010

SUBJECT: Contract Extension of Request for Proposal (RFP) # 061-R-09 Consulting Services for Facility Project Management and Space Planning

PREPARED BY: Brian Millar, Ext, 6190

Patti Malone Ext, 2239

RECOMMENDATION:

1) THAT the report entitled “Contract Extension of Request for Proposal (RFP) # 061-R-09 “Consulting Services for Facility Project Management and Space Planning” be received;

2) AND That the contract for RFP# 061-R-09 “Consulting Services for Facility Project Management and Space Planning” be extended with Mayhew Associates for two (2) additional years (May 1, 2010 to April 30, 2012) in the estimated annual amount of $200,000 exclusive of GST;

3) AND That the Director of Asset Management and the Manager of Purchasing be authorized to exercise the option to renew contract 061-R-09 for an additional 2 years from (May 1, 2012 to April 30, 2014) with a labour price increase of 5% for period from May 1, 2013 to April 30, 2014, subject to performance and budget approval;

4) AND That the 2010 award be funded from the Facility Assets Department 2010 Operating budget account number 750-101-5399-10247 in the amount of $200,000.00.

5) AND That Staff be authorized to amend the purchase order in years 2011-2014 to reflect changes to the annual Corporate accommodation Operating budget by Council during the annual budgeting process;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

PURPOSE:

To obtain approval to extend contract number 061-R-09 for Consulting Services for Facility Project Management and Space Planning.

BACKGROUND:

The contract encompasses the development of project management plans with Town staff and includes the following:

· Developing and validating the project scope of work.

· Identifying project time frame complete with detailed tasks and associated milestones.

· Provide a process to manage scope change.

· Identify team members and responsibilities.

· Establish communication and reporting requirements.

· Establish project budgeting and cost management to meet project objectives within approved budget.

· Develop, issue, and award Quotations, Requests for Proposals, and Tenders as may be required.

· Source, contract and supervise vendors engaged in delivering projects approved by the Town.

· Provide ‘turn-key’ administrative services for space planning projects including the processing of invoices relating to project requirements.

· Confirm communication requirements and develop plan including staff relocation and orientation packages.

· Coordinate project meetings to be conducted with Town of Markham staff, external consultants and contractors.

· Identify corporate project archiving and closure procedures.

Additionally, Mayhew Associates delivers the following:

· Supply and install furniture. The cost of furniture is included in the award amount. Furniture is to be acquired in accordance with the Purchasing Department policy.

· Identify areas for improvement and opportunities to realize cost savings.

· Determine space requirements and develop revised plans that include foreseeable problems, conflicts, and develop alternate solutions.

· Develop project management plans.

· Identify a process for managing scope change.

· Produce design development and furniture plans. Revise Auto Cad floor plans as required.

· Determine telecommunication and IT requirements. Contact and coordinate external contractors to perform cabling work.

· Coordinate furniture tender and ensure installation tasks and standards are conformed to.

· Obtain quotes for move services and coordinate all aspects of departmental moves.

· Ensure municipal permits are applied for and approved (if required).

· Ensure all environmental workplace safety policies and procedures are adhered to during construction, relocation and installation.

· Supervise and coordinate trades.

· Provide ‘turn key’ administrative services (verify and process invoices for payment).

· Conduct furniture inventories.

When tenders are called by the Consultant on behalf of the Town, the Town’s Purchasing By-Law 2004-341 shall apply where applicable.

In 2009, Staff awarded RFP 061-R-09 for a one (1) year term to Mayhew Associates (Highest ranked and 2^nd lowest priced bidder); however, the proposal document and bid submissions had an option to renew for four (4) additional years at the same terms and conditions. In Mayhew’s original bidding submission, they included a 5% increase for year 3 of the contractual term. Purchasing staff through negotiations have been able to eliminate this increase from the contract and as such, the 2009 itemized pricing will remain firm fixed for the contractual term of 2010 – 2012.

The following is an overview of the bid information in 2009 and the ranking of the RFP evaluation.

BID INFORMATION

Advertised, place and date	ETN
Bids closed on	March 13, 2009
Number of bidders picking up bid documents	89
Number of bidders responded to bid	11

EVALUATION SCORING

Consultants	Score of 100	Ranking
Mayhew & Associates	91	1
Britacan Facilities Management Group Inc.	72	2
Sweeney Dale Interior Design Inc.	63	3
Blackthorn Construction Management Incorporated	59	4
Onespace Unlimited Inc.	53	5
Jones Lang LaSalle	51	6
SMA Project & Construction Management	48	7
MHPM Project Managers Inc.	46	8
Shields & Associates	44	9
Urbacon	42	10
Denmar Cost Consultants	37	11

Mayhew Associates the recommended proponent was the highest ranked and second lowest priced proponent in RFP 061-R-09 having the 2^nd lowest administration pass through costs of 2% compared with a range of 0% to 17% from our bidders. Further, the hourly rates range identified for Principal designer, Project Manager, Junior Designer, Technical Auto Cad and clerical support was the 2^nd lowest amongst all bidders. Mayhew Associates have provided ongoing support and combined with excellent customer service for the previous four years has resulted in space planning projects being delivered on time and on budget. The move of several Town departments in three separate phases to 8100 Warden Ave is an example of turnkey deliverables that Mayhew has completed.

FINANCIAL CONSIDERATIONS AND TEMPLATE:

The following table is a summary of the financial considerations for this report:
Original Budget and Account #	$200,000	750-101-5399-10247 Corporate Accommodation
Current Budget Available (unspent)	$200,000
Less Cost	($200,000)	Awarded to Mayhew Associates
Less Contingency
Budget Remaining	$0

ENVIRONMENTAL CONSIDERATIONS:

ACCESSIBILITY CONSIDERATIONS:

Not applicable

ENGAGE 21^ST CONSIDERATIONS:

Not applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

Not applicable

RECOMMENDED

ATTACHMENTS:

Not applicable