Agenda Index City of Vancouver

ADMINISTRATIVE REPORT

TO:

Vancouver City Council

FROM:

General Manager Fire and Rescue Services and Director of Facility Design and Management

SUBJECT:

Reconstruction of Vancouver Fire and Rescue Services Training Office - Award of Construction Contract

 

RECOMMENDATION

GENERAL MANAGER'S COMMENTS

COUNCIL POLICY

· Contracts over $300,000 are to be awarded by Council.
· Contracts are to be awarded on the basis of best value to the City.

PURPOSE

The purpose of this report is to request Council's approval to award a contract for the construction of a new training centre for Vancouver Fire and Rescue Services, including components for a backup City Hall, to the low bidder Makam Construction Ltd.
BACKGROUND

On October 02, 2001, Council approved funding of $1.0 million to construct the new training classroom/offices on the east side of Chess Street as a replacement for the temporary classrooms (portables) which are currently located on the west side of Chess Street. Funding was from previously approved funds to relocate the existing temporary classrooms, reallocation of unused Fire capital funding, and estimated proceeds ($130,000) from the sale of the existing temporary buildings.

The new training building has since been designed to also function as an emergency backup facility for City Hall should that need arise. A number of design elements have been provided to specifically support that function including backup emergency power, post-disaster structural design, telephone/data and power sources to accommodate up to 80 personnel. Space has also been provided for the relocation of computer services from City Hall. Computer equipment and additional furniture will be funded from other sources, if required.

Funding for the additional cost associated with the backup City Hall ($375,000) and server relocation have been allocated in the 2003-2005 Capital Plan.

DISCUSSION

From an open request of expressions of interest for prequalification of general contractors ten contractors were prequalified to submit tenders for the project.

Complete tenders were received as follows:

On the basis of best value, it is recommended the contract be awarded to Makam Construction Ltd. Makam Construction Ltd. has complied with all the requirements of the tender. The estimated date of completion is May 01, 2003.

All tenderers have been advised of this recommendation.

PERSONNEL IMPLICATIONS

As the facility replaces existing building, no additional staff is required.

FINANCIAL IMPLICATIONS

Council has previously approved the relocation of the existing training facility at a cost of $1.0 million. Funding for this portion of the facility is in place.

During planning of the training centre the Corporate Management Team endorsed the suggestion to incorporate backup systems and post-disaster design to facilitate the use of the training centre as a backup City Hall during an emergency. The necessary additional funding ($375,000) has been allocated in the 2003-2005 Capital Plan. The Director of Finance notes that it is not common practice to request the allocation of funding in the Capital Plan before the plan is approved. The 2003 - 2005 Capital Plan is still in draft form and must complete the public input, Council approval and borrowing plebiscite processes before it is finalized. However, as the contract for construction of the host facility is ready for award and because this emergency preparedness component of the facility is seen as a priority, it is appropriate to include the work in the contract. In order to provide funding now, the Director of Finance recommends that the $375,000 be provided in advance from Revenue Surplus to be repaid from the 2003 - 2005 Capital Plan. This approval implies that Council will ensure funding is available in the Capital Plan.

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ag020730.htm

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