ADMINISTRATIVE REPORT

Date: June 19, 2000
Author/Local: P. Bremner/6720

RTS NO. 01500

CC File No. 1805

Council: July 4, 2000

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services
SUBJECT:	1353 Chess Street - Contract Award for Detailed Programming and Conceptual Design of Works Yard

RECOMMENDATION

A. THAT Council authorize the General Manager of Engineering Services to enter into a contract with Reid Crowther and Partners Ltd. to develop the Detailed Functional Program for the new Works Yard at a cost not to exceed $95,000 plus GST with funding to be provided from Yards Basic Capital Unappropriated Account Number 30002696, and THAT the General Manager of Engineering Services be authorized to establish a guaranteed maximum price with Reid Crowther and Partners Ltd; and,

B. THAT the General Manager of Engineering Services be authorized to enter into a contractual agreement in a form satisfactory to the Director of Legal Services. No legal rights are hereby created and none shall arise until execution of an agreement drawn to the satisfaction of the General Manager of Engineering Services and the Director of Legal Services.

GENERAL MANAGER'S COMMENTS

The General Manager of Engineering Services Recommends approval of A and B.

COUNCIL POLICY

Council must approve consultant contracts that exceed $30,000.

PURPOSE

This report is to seek authorization and funding to engage Reid Crowther and Partners Ltd.(Reid Crowther) to develop the Detailed Functional Program for the new Engineering Works Yard at 1353 Chess Street.

BACKGROUND

The existing Cambie Works Yard and satellite works yards are to be consolidated and relocated to the new Works Yard located on the old rail flats off Chess Street. This work is part of the current three year capital plan. Predesign work is complete and we are now entering the design phase.

Following a Request for Qualifications, four companies were short listed to respond to a detailed Request for Proposals (RFP). In response, the following three companies submitted proposals:

Cochrane Group Inc.;
Kom Lynn Associates with Busby and Associates; and,
Reid Crowther.

DISCUSSION

In this phase of design, the selected consultant will be responsible for the functional programming and conceptual design. This will involve significant user input, technical expertise and knowledge of industry standards. Each space in the new yard will be reviewed and design criteria established including critical movements, adjacency needs, special equipment, electrical, and structural needs, and building layouts. Options for building layouts and site layouts will be prepared to maximize efficiency. Based on the results of this work, the consultant will prepare a detailed schedule and cost estimate. Full responsibilities are as outlined in the RFP dated May 31, 2000 and as contained in the consultant's proposal.

Proposals were evaluated on the team's relevant experience and technical ability, methodology and work program, and fee structure. Based on a review of the proposals, interviews and references, the General Manager of Engineering Services recommends Reid Crowther for this phase of the work.

The Reid Crowther team has in-house expertise in all the areas required for this work. The project manager and principal assigned to the project have recent relevant experience on similar projects, including the new Richmond Transit Centre for TransLink and a maintenance, repair and overhaul facility for the Conair Group Inc. in Abbotsford. Reid Crowther's experience and knowledge will provide good value to the City.

The RFP requested fixed price bids based on the consultant's hourly rates and estimate hours required. Through the review process, proponents indicated an uncertainty with the amountof time needed for user input and review. As a result, it is recommended to enter an agreement with Reid Crowther on an hourly basis. The General Manager of Engineering Services will review the time commitments required with the consultant to arrive at a guaranteed maximum price. This will not exceed $95,000 plus GST and will be finalized prior to entering a Professional Services Agreement with the consultant.

FINANCIAL IMPLICATIONS

The above work will be undertaken on an hourly basis with a guaranteed maximum price. Funding to a maximum of $95,000 plus GST is required for this work and is provided in the 2000 Basic Capital Budget, account number 30002696.

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(c) 1998 City of Vancouver