It-/ REQUEST TO BEGIN PROCUREMENT- Purchasing By-law Section 4.0. for the DESIGN AND CONSTRUCTION OF ANDREW McCANDLESS PARK

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1 bramptonca Date: File: BRAMPTON HOWef City December 19, 2013 R17-MB It-/ Report Committee of Council Committee of the Council of The Corporation of the City of Brampton COMMITTEE OF COUNCIL natf-jontifl/y llflotll Subject: REQUEST TO BEGIN PROCUREMENT- Purchasing By-law Section 4.0 for the DESIGN AND CONSTRUCTION OF ANDREW McCANDLESS PARK (MISSISSAUGA ROAD - BOVAIRD DRIVE W.) Ward: Contact: Steve Bodrug, Interim Manager, Open Space Planning, Design and Construction, Engineering and Development Services, Overview: To begin the procurement for hiring a design consultant to provide landscape architectural consulting services for the development of Andrew McCandless Park all in accordance with the terms of the Bid Document. To begin the procurement for hiring a general landscape contractor to construct all designs and specifications as provided by the landscape architectural consultant team. Funding for Andrew McCandless Park (Mississauga Road and Bovaird Drive West) was approved in the 2013 Capital Budget and the project is ready to be competitively priced for detailed design development. Recommendations: Based on the following report, it is recommended that: 1. THAT the report from Steve Bodrug, Interim Manager, Open Space Planning, Design and Construction, Engineering and Development Services, dated December 19, 2013 to the Committee of Council Meeting of January 22, 2014, re: REQUEST TO BEGIN PROCUREMENT- Purchasing By-law Section 4.0 for the DESIGN AND CONSTRUCTION OF ANDREW McCANDLESS PARK (MISSISSAUGA ROAD - BOVAIRD DRIVE W.) be received, and 2. THAT the Purchasing Agent is authorized to begin the procurement of a Landscape Architect for design development and subsequent procurement of a General Landscape Contractor for the construction of Andrew McCandless Park, within the Council Approved Budget.

2 IU-2 Background: The 2010, 2012 and 2013 Capital Budgets included initiatives to perform due diligence, design development and construction of Andrew McCandless Park (1985 Bovaird Drive W.) with budgets of approximately $100,000, $290,000 and $6,500,000 respectively. Planning and Infrastructure Services and Public Services staff have negotiated with the Peel District School Board (PDSB) to jointly complete the due diligence studies and prepare the property to accommodate the City's park as well as the Credit Valley No. 2 Secondary School. Staff have also conferred with the developers of the adjacent properties (Helport Developments and Bluegrass Developments), the Region of Peel, the Credit Valley Conservation, and the Ministry of Natural Resources to further ensure that all site requirements have been identified to allow detailed park design to proceed. Design concepts addressing the City's outdoor-recreation program needs and context constraints have been prepared and a Landscape Architectural Consulting Team is now required to prepare contract documents and administer the construction. Current Situation: The Planning and Infrastructure Services Department on behalf of Public Services is prepared to issue a Request for Proposal to engage a Landscape Architectural Consultant Team to complete the design development of the park, prepare contract documents, and administer construction. Scope of the Project The park will be comprised of two primary areas, active recreational parkland and a passive naturalized valley. Subject to facility fit through the design developmentthe core program may include: Senior Soccer fields Cricket / Soccer combination fields Comfort Station (washroom) Senior and Junior play structures Water play/splash pad Skateboard facility Multi-purpose courts Parking Lot (approx. 150 spaces) Recreational walkways and trails Naturalized open spaces and bioswales Wetland re-placement features

3 Tlo-a The estimated project budget is: Due Diligence Studies 2010 $100K $290K budgets $ 400,000 Design/Contract Administration 10% construction cost $ 500,000 Construction $ 5,000,000 Construction Contingency 10 % construction cost $ 500,000 Permits and Allowances $100,000 TOTAL BUDGET $ 6,500,000 Upon completion of the design>the project will be tendered only to pre-qualified contractors from the City's list of "Pre-Qualification of General Landscape Contractors for Various Landscape Projects with a Construction Budget Greater than $1,000,000.00". The project aims to coordinate construction between the PDSB and the City where possible. By jointly planning and executing environmental management, site grading and parking requirements, costs and development impacts will be reduced. The City's park development schedule takes into account the PDSB schedule for school occupancy in Fall Tentative Project Schedule Task Target Start Date Target End Date Request for Proposal - Design Consultant January 2014 February 2014 Selection of Consultant and Award February 2014 March 2014 Start-up meeting March 2014 Site Investigation and Background Review March 2014 May 2014 ' Detail Design June 2014 August 2014 Contract Documents July 2014 August 2014 Tender and Contract Award September 2014 October 2014 Construction October 2014 November 2015 Substantial Completion December 2015 Total Completion April 2016 Final Acceptance (end of 2 year warranty period) April 2018

4 Jto-4 Purchasing Comments 1. Hiring of a Landscape Architect - Request for Proposal A Request for Proposal shall be issued to an invited list of Landscape Architects. Bid Submissions shall be evaluated in accordance with the published criteria and weighted points within the Bid Document. Purchase approval shall be obtained in accordance with the Purchasing By-law. 2. Pre-qualification of General Landscape Contractors for Various Landscape Projects in the City of Brampton with a Construction Budget Greater than $1,000, A pre-qualification of General Landscape Contractors (the Contractor) shall be publicly advertised. Pre-qualification submissions shall be evaluated in accordance with the published criteria and weighted points within the bid document. The successful Contractors that have pre-qualified shall be issued the invitation to bid for construction. 3. Invited Pre-qualified General Landscape Contractors Construction of Andrew McCandless Park Request for Formal Sealed Tenders shall be issued to the successful contractors that have pre-qualified to submit a bid. The Bid Document includes the specifications and drawings for the scope of work. The method of obtaining pricing shall be a sealed bid process and the lowest compliant bid is eligible for the award of contract. Purchase approval shall be obtained in accordance with the Purchasing By-law. Performance Security The successful Contractor shall be required to provide a Performance and Maintenance Bond and a Labour and Material Payment Bond. Liquidated Damages The Contractor shall pay the City as liquidated damages and not as a penalty the sum of five hundred dollars for each and every calendar day that any portion of the Work is incomplete after the required completion date. Contractor Evaluation The Contractor's performance will be evaluated in accordance with the City's Vendor Performance Evaluation Process as set out in the Vendor Performance Standard Operating Procedure. The performance evaluation will be used to provide feedback to the Contractor; to provide the contractor with the opportunity to implement performance improvements during the duration of the contract; and to justify an award or non-award of future contracts by the City in accordance with the terms of the Vendor Disqualification Purchasing Protocol. Communication during Procurement All communications with Bidders involved in the procurement must occur formally, through the contact person identified in the Bid Document. This shall commence when the bid call is solicited and ends when the Purchase order is issued.

5 Ilo-S Financial Comments There is currently adequate funding approved and available in the overall capital project # Mississauga-Bovaird Community Park to carry out the work at the estimated project cost of $6,500,000 for design, due diligence, construction and contingency. The table below indicates the original budget, expenditures and/or commitments to date, and balance available. Project Name Mississauga/Bovaird Community Park Project # Program # Original Budget Expenditures and/or Commitments to Date Balance Available $6,890,000 $184,659 $6,705,341 Corporate Implications: Andrew McCandless Park will provide permanent active sports fields and neighbourhood recreational facilities to the Spring Valley and Mount Pleasant secondary plan areas, where the City is experiencing unprecedented growth and is in need of such public amenities. The successful completion of this project will further demonstrate the City's ability to work in a cooperative and economical manner with the PDSB. As part of the commitment to the City of Brampton's Strategic Plan, the Andrew McCandless Park will provide the following benefits: Economic Development Promote recreation programs for residents and visitors of all ages, as well as supporting and hosting specials events for local interest groups Growth Management Anchor a main City intersection, enhancing streetscape opportunities, and promote active use with a local school and residents Corporate Excellence Enhance the services provided to the public by integrating educational and recreational programs with a facility committed to design excellence Environmental Stewardship/Heritage Preservation Promote healthy lifestyles by integrating the new facility into the existing natural heritage features, while working with the Credit Valley Conservation Authority to promote environmentally sensitive design solutions

6 llo-t Community Engagement Foster a positive public image and civic pride with recreational facilities geared to all residents and visitors, with a design focus on youth Conclusion: To ensure delivery of the project in a timely manner, it is extremely important that staff is authorized to begin procurement, as described in this report. thor Signature: Division Head Signature: Steve Bodrug Interim Manager Open Space Design and Construction Planning & Infrastructure Services lichael Won Executive Director Engineering & Development Services Planning & Infrastructure Services CPO Date jfqpqji