Report To: From: Date: January 27, 2014 Report No: Subject: Recommendation: Mayor G.A. Krantz & Members of Council Linda Leeds, Director, Corporate Services and Treasurer Renewal of RFP 12-051 Professional Consulting Services THAT Council approve the renewal of contracts for Professional Consulting Services with Green Propeller Design, +VG Architects, The MBTW Group, Cosburn Giberson Landscape Architects, Landscape Planning Limited, NAK Design Strategies, AMEC Americas Ltd., Chisolm, Fleming & Associates, Hatch Mott MacDonald, MMM Group Limited, David Premi Architects Inc., and Stantec Consulting Ltd. in the total estimated amount of $657,288 (exclusive of HST) as detailed on Schedule A; AND THAT the Manager, Purchasing and Risk Services be authorized to execute contracts and the Mayor and Clerk be authorized to sign any and all required paperwork; AND FURTHER THAT the forecast budgets be amended as outlined in the Financial Impact section of this report. EXECUTIVE SUMMARY This report is being submitted to renew contracts for Professional Consulting Services as required for the period January 2014 to December 31, 2014. REPORT Background Request for Proposal No. 12-051 was issued for Professional Consulting Services and awarded on Council Report CORS-091-12 to the consultants listed below. The services were awarded on a roster basis for various disciplines on an as and when required basis for the January 1, 2013 to December 31, 2013 period, with the option to renew the contracts for four (4) additional one year periods based on satisfactory performance and price negotiations. Civil Engineering: AMEC Americas Limited Chisolm, Fleming & Associates Hatch Mott MacDonald MMM Group Limited
Report #: Page 2 of 4 Landscape Architecture: Cosburn Giberson Landscape Architects Landscape Planning Limited NAK Design Strategies The MBTW Group Architectural/Engineering (Facility Redevelopment): David Premi Architects Inc. Green Propeller Design Stantec Consulting Ltd. +VG Architects Discussion Renewal process: The annual requirements will be based on the annual approved budgets. The selection from the consultant roster is determined on a project-by-project basis upon review of proposed pricing, availability, and consultant qualifications and experience. Schedule A attached identifies the 2014 projected fee estimates for each consultant for approval. Schedule B is attached for information only which represents the 2013 commitments with the consultants on the consultant roster Staff is recommending contract renewals with the following companies for Professional Consulting Services as required for the period January 2014 to December 31, 2014 for the 2014 projects as identified on the attached Schedule A. The following totals are estimates only, exclusive of HST: Consultant Estimated Total Green Propeller Designs $28,650 +VG Architects $4,983 The MBTW Group $74,391 Cosburn Giberson Consultants Inc. $45,480 Landscape Planning Limited $46,818 NAK Design Strategies $8,793 AMEC Americas Ltd. $242,354 Chisolm, Fleming & Associates $127,752 Hatch Mott MacDonald $78,067 It is further recommended that contracts be awarded to MMM Group, Stantec Consulting Ltd., and David Premi Architects Inc. as their services may be required throughout the year on an as needed basis.
Report #: Page 3 of 4 Relationship to the Strategic Plan A responsible, cost effective and accountable local government. Financial Impact Account Description Budget Actual Variance Funding Source C58112714- A0260-7220 Civic Facilities Improvements $37,500 $28,119 $9,381 (F) Slot Reserve Fund/ Municipal Building Components Reserve C58210514- A1634-7220 Leisure Centre Upgrades $5,500 $1,750 $3,750 (F) Municipal Building Components Reserve C58214714- A1634-7220 John Tonelli Sports Centre Facility Improvements $7,500 $4,355 $3,145 (F) Municipal Building Components Reserve C51013614- C54000212- C51014414- C54010914- Victoria Park Redevelopment New Trail Development Wakefield Park Redevelopment Willmott Pipeline Easement $56,820 $50,672 $6,148 (F) Capital Works GTA Pooling $25,028 $25,028 $0 $20,580 $15,641 $4,939 (F) Slot Reserve Fund $11,702 $11,702 $0 C54010814- Willmott Tributary Buffer Trails $25,979 $18,938 $7,041 (F) Capital Provision Reserve/ Development Charges Capital Works Reserve C51014714- Kinsmen Park Redevelopment $58,000 $47,642 $10,358 (F) Slot Reserve Fund C54010214- Linear Park Multiuse Trail Coates South (4B) $8,032 $8,948 $916 (U) Capital Provision Reserve/ Capital Works Reserve/
Report #: Page 4 of 4 Development Charges C33900014- A0611-7210 C35000214- A0611-7210/7220 C35012214- A0611-7210/7220 C35012614- A0611-7220 C39011414- A0613-7210/7220/7255 Asphalt Overlay Program Lower Base Line (Trafalgar to 6 th Ln) 6 th Line Nassagaweya (20SR 25SR) Campbell Ave East of Guelph Line $86,620 $86,620 $0 $80,000 $80,000 $0 $80,000 $80,000 $0 $130,000 $130,000 $0 Laurier Bridge $79,441 $79,441 $0 Note: Financial impact includes any non-refundable portion of HST Respectfully submitted, Linda Leeds, C.G.A. Director, Corporate Services and Treasurer For questions, please contact: Debbie Cochrane, CPPB 905-878-7252 ext. 2143 Attachments Schedule A 2014 Projected Fee Estimates for Approval Schedule B - 2013 Project Commitments for Information Only CAO Approval
SCHEDULE A - 2014 PROJECTED FEE ESTIMATES FOR APPROVAL REPORT PROFESSIONAL CONSULTING SERVICES - RENEWAL (YEAR 2) REQUEST FOR PROPOSAL 12-051 PROJECTED FEE ESTIMATES FOR 2014 (exclusive of HST): Consultant Project Name 2014 Project Fee Estimates Green Propeller Designs Town Hall West - Council Chamber Audio Visual Upgrades - Design $14,650.00 Chris Hadfield Exterior Painting and new Road Sign - Design $2,635.00 Replacement of (2) Roof Top Units at 555 Industrial Dr. - Design $5,365.00 Milton Leisure Centre Skylight Glass Replacement - Design $1,720.00 Tonelli Sports Centre (6) New Interior Doors and New Road Sign - Design $4,280.00 Total for Green Propeller Designs $28,650.00 +VG Architects Hugh Foster Hall New HVAC Controls - Design $4,983.00 Total for +VG Architects $4,983.00 The MBTW Group Victoria Park Redevelopment $49,796.00 Milton Pipeline Trail - Beaty Neighbourhood Park to 4th Line $24,595.00 Total for The MBTW Group $74,391.00 Cosburn Giberson Landscape Architects Wakefield Park Redevelopment $15,370.00 Willmott Pipeline Trail $11,500.00 Willmott Neighbourhood Pedestrian Bridge and Tributary Trails $18,610.00 Total for Cosburn Giberson Landscape Architects $45,480.00 Landscape Planning Ltd. Kinsmen Park Redevelopment $46,818.00 Total for Landscape Planning Ltd. $46,818.00 NAK Design Strategies Linear Park Multi-use Trail Coates South 4B $8,793.00 Total for NAK Design Strategies $8,793.00 AMEC Americas Ltd. Asphalt Overlay Program $85,122.00 Lower Base Line (Trafalgar Rd. to 6th Line) $78,616.00 6th Line Nassagaweya (20 Sideroad to 25 Sideroad) $78,616.00 Total for AMEC Americas Ltd. $242,354.00 Chisolm, Fleming & Associates Campbell Avenue east of Guelph Line $127,752.00 Total for Chisolm, Fleming & Associates $127,752.00 Hatch Mott MacDonald Laurier Bridge $78,067.00 Total for Hatch Mott MacDonald $78,067.00 Total estimated amount for 2014 $657,288.00
SCHEDULE B - 2013 PROJECT COMMITMENTS FOR INFORMATION ONLY REPORT PROFESSIONAL CONSULTING SERVICES - RENEWAL (YEAR 2) REQUEST FOR PROPOSAL 12-051 CONSULTANT ROSTER 2013 PROJECT COMMITMENTS (Exclusive of HST): Consultant Project Name 2013 PO Commitments AMEC Americas Ltd. Sherwood Pedestrian Bridge $34,169.00 SWM Pond Assessment $59,990.00 Wilmott Bridge $9,000.00 Eighth Line $7,500.00 Asphalt Overlay 2013 $97,197.00 Traffic Noise Assessment $4,200.00 Velodrome Design, Contract Admin, Testing $45,238.00 Main Street Fencing $9,250.00 Peer Reviews $13,700.00 Residential & Employment Lands SWM - Boyne Survey Landowners Consultations $35,145.00 Residential & Employment Lands OMB Support $28,700.00 Derry Green Survey Support $1,301.00 Total for AMEC Americas Ltd. $345,390.00 Chisolm, Fleming & Associates Detailed Design of Wakefield Road $71,699.00 Detailed Desing of Jessie Avenue and Glenda Jane Drive $79,679.00 Total for Chisolm, Fleming & Associates $151,378.00 MMM Group Limited RR 25 Trail Design $69,185.00 Streetlighting Standards Revision $800.00 Total for MMMGroup Limited $69,985.00 Cosburn Giberson Landscape Architects Contract Administration of New Trail Development $12,750.00 Total for Cosburn Giberson Landscape Architects $12,750.00 David Premi Architects MSC Rink Lighting Revisions $5,000.00 MSC Facility Upgrades $39,610.00 Total for David Premi Architects $44,610.00 Green Propeller Designs Milton Leisure Centre Redevelopment $17,205.00 Memorial Arena Rink Lighting $13,950.00 Memorial Arena Lions Hall Washroom Renovation $14,350.00 Beaty Branch Library Signage $4,620.00 Town Hall Annex Upgrades $18,750.00 Chris Hadfield Building Upgrades $7,675.00 Nassagaweya CC Flooring Upgrades $14,320.00 MEV Innovation Centre $32,192.00 Total for Green Propeller Designs $123,062.00 +VG Architects Milton Centre for the Arts Theatre Upgrades $18,885.00 Milton Centre for the Arts Library Upgrades $19,250.00 Rotary Park Rehabilitation of Existing Parking Lot $7,953.00 Total for +VG Architects $46,088.00 Stantec Consulting Ltd. Structural Investigation - Campbellville Lions Hall $5,950.00 Total for Stantec Consulting Ltd. $5,950.00 Total 2013 Project Commitments $799,213.00