Report to: General Committee Report
Date:
SUBJECT: Architectural/Engineering Services
PREPARED BY: Henry Tse, Project Manager
Steven Sydij Senior, Construction Buyer
RECOMMENDATION:
THAT the report entitled “Architectural/Engineering Services, East Markham Community Centre & Library” be received;
AND THAT the Request for Proposal 197-R-06 Architectural/Engineering Services, East Markham Community Centre & Library be awarded to the highest ranked, lowest priced bidder, Shore Tilbe Irwin & Partners, at an upset limit of $2,127,600.00, inclusive of disbursements and exclusive of contingency and GST, to be funded from the Community and Fire Services Commission 2005 Capital Account #70-5350-6681-005;
AND THAT upon payment of all invoices, the balance remaining in the project be used to fund the other expenses associated with this project, in accordance with the Purchasing By-Law 2004-341;
AND THAT staff report back on the recommended award of the Project Management Consultant RFP;
AND THAT staff develop a comprehensive public consultation program, including a Charrette process, and report back to Council;
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 agreement with the architectural consultant in a form satisfactory to the Town Solicitor.
FINANCIAL CONSIDERATIONS:
The Recreation & Culture Department’s budget for the 2005 Capital Project 70-5350-6681-005 Central East Community Centre Design is $3,200,000.
Professional Fees Summary
Capital Project 6681 $3,200,000
Arch./Eng Fees $2,127,600
Other Applicable Fees
(Geotechnical investigation, survey, etc.) $ 100,000
Total fee requirement $2,227,600
Remaining Funds $ 972,400
A detailed project budget will be developed as part of the schematic design of the facility.
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 engagement of a consultant to provide Architectural/Engineering Services for the design and construction of the East Markham Community Centre & Library.
BACKGROUND:
In September 2004 Council directed staff to participate in the Markham-Stouffville Hospital (MSH) master plan process regarding the potential of integrating East Markham Community Centre and Library complex within the expanded MSH site campus.
Subsequent to a presentation by the CAO, on
OPTIONS/ DISCUSSION:
The East Markham Community Centre and Library project is the largest facility project undertaken by the Town since the successful opening of the award-winning Angus Glen Community Centre & Library. The selection of the consultant providing Architectural/Engineering Services is crucial towards ultimate project success regarding programming, design, tendering and construction phases of the project. In addition, the consultant will have significant impact on the implementation of energy conservation, sustainability, environmental, and life cycle costs strategies.
Process
A competitive process was developed in close consultation and cooperation with staff from Purchasing, Recreation & Culture Services, Markham Public Libraries, Financial Services, and Asset Management. A two-stage process was utilized, i.e., the Expression of Interest (EOI) process and the Request for Proposal (RFP) process.
Expression
of Interest (EOI)
The EOI was issued to solicit interest from
qualified firms experienced in leading projects with similar scope and
magnitude. Staff outlined the process in
a report, dated
· Cornell Consortium
· Diamond and Schmitt Architects
·
Shore Tilbe Irwin and Partners
Request
for Proposal (RFP)
The comprehensive RFP document was released
to the aforementioned firms on
All submissions were of good quality with the proponents responding directly to the information requested. The submissions were evaluated by an Evaluation Team consisting of 7 staff from the Commission of Community and Fire Services (Recreation and Culture Services, Markham Public Libraries and Asset Management) with Purchasing staff acting as facilitator and verifying for accuracy and process compliance.
The team first reviewed the submissions independently and then met as a group on January 30. Scoring points were awarded in accordance with pre-established criteria.
Team members unanimously agreed to invite
all three proponents for an interview.
Proponents were asked to prepare and make presentation on 2 prescribed
topics which were distributed on
Based on pre-determined scoring criteria,
the staff evaluation team came to a consensus at the end of the interview
sessions. The final scoring was arrived
at during a team meeting held on
DETAILED PRICING INFORMATION
|
Company |
Price (exclusive of GST) |
|
Shore Tilbe Irwin and Partners |
$ 2,127,600 |
|
Diamond and Schmitt Architects |
$ 2,421,888 |
|
Cornell Consortium |
$ 2,980,500 |
Table A
|
|
Points |
Shore Tilbe Irwin
& Partners |
Diamond & Schmitt Arch. |
Cornell Consortium |
|
Technical Score: · Past Experience of firm · Team Member Qualifications · Project Delivery |
70 |
57.56 |
56.38 |
48.06 |
|
Project Cost |
30 |
30 |
26.35 |
21.42 |
|
Sub-Total
|
100 |
87.56 |
82.73 |
69.48 |
|
Interview |
22 |
17 |
17.5 |
13 |
|
Grand
Total |
122 |
104.56 |
100.23 |
82.48 |
Recommended
Consultant
Shore Tilbe Irwin & Partners (STIP) achieved
the highest scoring, and with the lowest fee, in the RFP competition.
Shore Tilbe Irwin and Partners (STIP) is an award-winning architectural and engineering firm established since 1945, with a current in-house technical resource of over 50 professionals. The last project they worked for the Town, the Angus Glen Community Centre and Library, received a total of 6 industry awards. Other projects the firm has undertaken include:
·
·
Cassie Campbell Community
Centre,
·
Central Erin Mills Multi-use
Complex,
·
Holly Community Centre in
·
Athletic & Recreation
Centre at the
·
Hazel McCallion Academic
Learning Centre,
·
STIP’s extended consulting team proposed for this project has a long-standing working relationship developed over the last 10 years on projects of similar size and complexity. Many of the sub-consultants were part of the team that successfully delivered the Angus Glen project. STIP has committed design and management team members to start work on this project immediately.
One of the integrated design team consultants, Enermodal Engineering, is headed by a well known LEED Accredited Professional in the field of sustainable building design. He will be working very closely with STIP in all phases of the design cycle to deliver a project that will achieve LEED certification. This is consistent with the Town’s high priority on environmental sustainability.
Based on the technical analysis of the RFP process for this project, the recent superb past experience we had with STIP as the Town’s prime consultant on the Angus Glen Community Centre & Library, and the lowest price quotation submitted, it is the collective consensus opinion of the staff evaluation team to recommend to Council to engage Shore Tilbe Irwin & Partners to lead the architectural/engineering and project management team for the East Markham Community Centre & Library project.
Public Consultation
A key element in the design of the East Markham Community Centre and Library is ensuring a comprehensive public consultation process. This will ensure that the overall design is reflective, not only of the community in which it is located, but contains components articulated by the general public as desirable.
Staff are recommending a “Charrette” early in the design process. The term “Charrette” is derived from the French work meaning “little cart”. At the Ecole des Beaux Arts in Paris, the world’s top architectural school in the 19th century, proctors circulated with carts to collect final plans. Students would jump on the cart with their work, frantically polishing their drawings up to the last minute. Since that time, community planners have adopted the name to describe a process of dynamic, interactive, community planning. A Charrette assembles an interdisciplinary team--typically consisting of citizens, elected officials, planners, architects, engineers, developers, business owners and other stakeholders--to create an implementable plan/design.
The Charrette process can be adapted to fit different projects; but all Charrette’s initiatives use the same basic strategy. Planners involve as many stakeholders as possible in a set of short intensive design sessions. In addition, following the Charrette process, traditional public meetings will be scheduled for additional input on design options.
Project Management
Council passed resolution in June, 2006 authorizing staff to engage a Project Management Consultant to provide project management services for the design and construction of East Markham Community Centre and Library, and to report back to Council on the recommended consultant for these services.
A contract internal Project Manager has been hired to assist with this project. He has extensive and in-depth project management experience on major projects encompassing all aspects from feasibility study, site selection, consultant selection, conceptual and detailed design supervision, Building Code knowledge, construction specifications assembly, and construction phase monitoring.
Due to the size and complexity of this project, an external Project Management Consultant will also be retained to provide additional project management services, primarily during the construction phase of the project. This consultant will assist with the assembly and issuance of the construction tender document, and pre-qualification and screening of potential contractors. In addition, the consultant will provide on-site activities management during the construction phase of the project, including schedule and cost control as well as change order management. The RFP for the Project Management Consultant will be issued in April 2008.
FINANCIAL TEMPLATE: (external link)
[Forward Excel document to Clerks for attachment]
ENVIRONMENTAL CONSIDERATIONS:
The East Markham Community Centre and Library will incorporate an environmentally friendly building design, energy consumption and product procurement in the development of the facility.
ACCESSIBILITY CONSIDERATIONS:
The facility will be designed with regard to ensuring accessibility of all its users.
ENGAGE 21ST CONSIDERATIONS:
The project
aligns with the following Town of
BUSINESS UNITS CONSULTED AND AFFECTED:
Recreation and Cultural Services
Finance
RECOMMENDED
BY: ________________________ ________________________
Barbara Roth Catherine Biss
Director, Recreation & Culture Chief Executive Officer
Services
________________________ ________________________
Steve Andrews, P.Eng. Jim Sales, Commissioner,
Director, Asset Management Community and Fire Services
ATTACHMENTS:
Appendix A – Financial Information sheet
Q:\commission share\operation & asset management\reports\2007\asset
management\capital facilitites\197-R-06 General Committee Award 09mar2007 8am.doc