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	Corporate Report
DEPARTMENT/	Facilities and Fleet
DIVISION	Construction / Renovation Services	REPORT NO.	2012.075
DATE PREPARED	April 4, 2012	FILE NO.
MEETING DATE	May 7, 2012
SUBJECT	Tender Award – New Mountainview Cemetery Operations Office

RECOMMENDATION

With respect to Report No. 2012.075 (Construction / Renovations Services), we recommend that Tender No. 2011-75, for the construction of a new Mountainview Cemetery operations office be awarded to RML Contracting (2005) LTD., up to the amount of $735,300.00 inclusive of all taxes and a contingency allowance;

AND THAT the work be funded in accordance with the Source of Financing form attached to this report;

AND THAT Appropriation Change Order No. 8 be approved;

AND THAT the Manager – Supply Management be authorized to issue a purchase order for goods and services related to this project;

AND THAT the General Manager of Facilities & Fleet report any circumstances to City Council should variations in contract quantities occur as the work proceeds;

AND THAT the Mayor and Clerk be authorized to sign all documentation related to these matters;

AND THAT any necessary By-laws be presented to City Council for ratification.

Constructed in 1965 the existing Mountainview Cemetery operations office has reached the end of its functional and useful life. The new project includes a fully accessible, sustainability constructed 1450 sq.ft facility, demolition of the existing building, re-development of the parking lot and pedestrian access, creation of a public gathering area, and enhanced landscaping throughout the project footprint. Completed energy modeling for the new facility anticipates energy savings of 48% below the Model National Energy Code for Buildings. Consultation and input from the Parks Division administrative and operating groups has ensured the design aligns with the current and anticipated future operational trends of the cemetery. The project also aligns with the Clean Green and Beautiful policy, and is expected to achieve a Diamond designation when completed.

As a result of a call for tenders, seven (7) tenders were received. The low tender for this project was submitted by RML Contracting (2005) LTD. The firm has completed similar construction contracts of this type.

Through a Request for Proposal (RFP) process, Form Architecture Engineering was selected to provide design, contract documents, tender, and contract administration services for the construction of the new Mountainview Cemetery operations office.

A public tender was advertised in the Chronicle Journal on Saturday March 17, 2012, with submissions received and publicly opened on Thursday April 12, 2012. As a result of a call for tenders, seven (7) responses as listed below were received. The tendered costs include the applicable HST.

Contractor Tendered Cost

RML Contracting (2005) LTD. $ 751,789.00

Perhol Construction $ 768,174.00

Whitehall Contractors $ 787,102.00

Mekena Project Management Group $ 802,288.00

Tom Jones Corp. $ 829,985.00

DRD Construction Services $ 829,985.00

Manshield (NWO) Construction $ 871,230.00

The low tender for this project was submitted by RML Contracting (2005) LTD. This company has completed similar construction contracts of this type.

Tendered Cost $ 751,789.00

Less HST Rebate $ (86,489.00)

Sub-Total $ 665,300.00

Project Contingency $ 70,000.00

Total Project $ 735,300.00

Administration is recommending that a $70,000.00 project contingency be included in the project budget; the contingency shall not be expended without proper authorization by City Administration as set out in the terms of the contract documents.

There are sufficient funds in the approved 2012 Facilities & Fleet Capital budgets and previously approved carry forward Capital funds for all the work to proceed. Funding will be in accordance with the Contract Source of Financing (Attachment A).

Administration will be submitting a grant application for the new mechanical equipment to the Union Gas incentive and rebate program. In addition, administration is also investigating the eligibility of the project for the Business and Industrial Incentive Program sponsored by Thunder Bay Hydro.

The summary of project initiatives specific to the criteria of the Clean Green and Beautiful Policy shown below indicate that the new Mountainview Cemetery operations office would qualify for a Diamond designation.

Clean	Green	Beautiful
Energy Conservation, increased insulation levels and reduced air infiltration, energy efficient electrical and mechanical equipment. The building will achieve an energy performance of 48% better than the Model national Energy Code for Buildings.	Creating Pedestrian and Cycling Amenities, the site development incorporates sidewalks that connect with Broadway Ave. and bicycle racks adjacent to the building, consideration has also been given to the relocation of an existing transit stop for alignment with the Transit Master Plan.	Innovative Architecture, departure from a drab façade to a vibrant and eye catching design, both the building and landscaping. The envelope design and window placements are directed at both improving aesthetic and the energy efficiency of the building.
Solid Waste Management, waste diversion plan specified in the Contract Documents.	Landscaping, extensive new exterior plantings.	Accessible to All, new accessible public and staff WR’s, design meets the requirements of OBC 3.8; design has been reviewed by Accessibility Advisory Committee.
Care and Maintenance of Public Space, the landscape design enhances and improves the outdoor public space adjacent to building and these spaces will be cared for and maintained by the Cemetery staff.	Preservation of Natural Features, site disturbance to be limited to the area being developed, mature trees to be salvaged and relocated on the site.	Preservation of views, consideration given to the development location on site and development scale in relation to the surroundings, including the existing War Memorial and Mount McKay.
Reducing Green House Gas, accomplished through the Energy Conservation initiatives.	Planting Street Trees/Urban Forests, achieved throughout the exterior landscaping specifically the new trees located around the proposed relocated transit stop.	Installation of Public Art, juried art competition through the Public Art Committee. Final location is yet to be determined.
		Creating Streetscapes, moving the new Office closer to the street, the inclusion of street trees, pedestrian and cycling amenities, and the potential to relocate the existing bus stop will enhance the streetscape along Broadway Ave.

CONCLUSION

It is concluded that Tender No. 2011-075 should be awarded to the low bidder, RML Contracting (2005) LTD, up to the amount of $735,300.00 inclusive of all taxes and contingency allowances; and that the full scope of work should proceed.

It is further concluded that the work should be funded in accordance with the Source of Financing form (Attachment A), and that Appropriation Change Form No. 8 (Attachment B) should be approved.

Constructed in 1965 the existing 1350 sq.ft facility has reached the end of its functional and useful life. Facility assessments and a previous non awarded tender to complete remedial repairs has confirmed that the deferred capital renewal on the existing facility to be approximately $268,000. The deferred capital renewal exceeds the insured replacement value of the facility. In addition to the typical component renewal, functional changes within the existing facility are also required to address the lack of adequate staff amenities including proper office space, lunch room, washrooms, and change areas.

The Parks Division has seen changes to the cemetery operation which supports the need for a new building. For example, more people are seeking information related to personal genealogical research which requires additional visitor space and more visitors to the cemetery are older or have mobility concerns and can’t be accommodated in the existing washrooms.

Since the City is legislated to provide cemetery services, construction of a new building will allow the Division to continue to accommodate ongoing operational needs. Currently the existing public washrooms are not accessible, a 2005-2006 facility accessibility audit completed by Persons United for Shelf Help (PUSH) identified the Mountainview Cemetery public washrooms as a priority project which has yet to be completed.

The project includes a new fully accessible, sustainably constructed 1450 sq.ft facility, demolition of the existing building, re-development of the parking lot and pedestrian access, creation of a public gathering area, and enhanced landscaping throughout the project footprint. Completed energy modeling for the new facility anticipates energy savings of 48% below the Model National Energy Code for Buildings.

Attachment A – Contract Source of Financing

Attachment B – Appropriation Change Form No. 8