Director of Operations and Environmental Services. Manager, Infrastructure and Capital Projects

Transcription

1 TOWN OF AJAX REPORT REPORT TO: SUBMITTED BY: PREPARED BY: General Government Committee Dave Meredith Director of Operations and Environmental Services Catherine Bridgeman Manager, Infrastructure and Capital Projects SUBJECT: WARD(S): Contract Award Detailed Design for the TO2015 Baseball, Softball Venue at Sportsplex Park All DATE OF MEETING: November 8 th, 2012 REFERENCE: GGC Report March 22 nd, 2012 GGC Report July 5 th, 2012 Capital Account Pan/Parapan AM Games RECOMMENDATION: 1. That Council award the contract for the detailed design of the TO2015 Baseball, Softball Venue to O Connor Mokrycke Consultants in the amount of $424, (inclusive of all taxes). 2. That the Town s s proportionate share (44% of eligible cost) of $3,960,000.00, for the 2015 Pan/Parapan AM Games total capital costs be funded from the Infrastructure Reserve (Slots). BACKGROUND: On March 1 st, 2012 representatives from Toronto 2015 approached the Town of Ajax to consider the opportunity to be the host community for the Toronto 2015 Pan/Parapan Games baseball and softball disciplines. Baseball and softball are considered to be two of the premier sporting events and will feature many of the top ranked teams in the world for each sport. On March 22 nd, 2012 staff presented a report to General Government Committee regarding the Town s interest in submitting an Expression of Interest to be a host community. Subsequently, on March 26 th, 2012 Council passed the following resolution: 67

2 Page 2 That the report entitled Expression of Interest to host the 2015 Pan/Parapan Am Game Pan Am Ball Park at Sportsplex Park dated March 22, 2012 be received for information; and That Council authorize staff to submit an Expression of Interest to TO2015 for the Town of Ajax to be considered as a host community for the Pan Am Ball Park. In May, staff were advised that the Town of Ajax was the preferred partner to host the baseball and softball events of the Pan/Parapan Games. On May 31, 2012 a site meeting was held at Sportsplex Park with representatives from TO2015, Baseball Canada, Softball Canada and the baseball/softball technical advisor to TO2015. The purpose of this meeting was to examine existing facilities and understand opportunities for ancillary facilities required during the Games (media, additional lighting, washroom facilities, merchandise areas, temporary stands, change facilities etc). On July 5 th, 2012 staff presented a report requesting Council to authorize the Mayor and Clerk to execute a Memorandum of Understanding supporting the Town of Ajax hosting the men s and women s baseball and softball sporting event for the Toronto 2015 Pan/Parapan Am Games. On August 3, 2012 the Memorandum of Understanding 2015 Pan American and Parapan American Games was executed by the Mayor and Deputy Clerk. Since that time, Town of Ajax staff and representatives from TO2015 have worked collaboratively in developing a Request for Proposal (RFP) document to retain a Prime Consultant for the detailed design of the TO2015 Baseball, Softball Venue. DISCUSSION: The Design Services being retained will not only feature upgrades to the existing sports infrastructure for the purposes of hosting the 2015 Pan/Parapan Am Games, but also create a sports destination for the community to benefit for many years to come. The contemplated improvements to the existing facility, which will be further developed with the Consultant in the Programming and Functions Phase, can be summarized as follows: The conversion of the two existing soccer fields to a synthetic turf field that is an IBAF Certified Baseball field, for use during the Games. Upon Games completion, this field and lighting will have the ability to be converted to two synthetic turf multi-purpose fields for Legacy use. The infrastructure required for Baseball will have the ability to be removed to allow the two soccer fields to fully function post games. The synthetic turf field will have the ability to serve multiple purposes, although it is envisioned that soccer will be the primary user. Addition of lighting infrastructure surrounding the synthetic turf field(s) Enhancements to the existing baseball and softball diamonds to achieve all International Baseball Federation (IBAF) and International Softball Federation (ISF) requirements, such as: Improved drainage and irrigation New sod and clay fields Above-ground dugouts 68

3 Page 3 Additional infrastructure/ equipment, such as: Electronic scoreboards Batting cages Synthetic turf maintenance equipment Walkway lighting It is expected that the scope of new permanent infrastructure will NOT include the following items, as the temporary Games overlay will supplement, as required, during the Games: Washroom facilities Changes rooms Stands / grandstands Parking In addition to developing detailed drawings and specifications, The Consultant will be responsible to engage any sport specific, technical consultants as may be required to suit the project. Request for Proposal (RFP) documents were issued by TO2015 on behalf of the Town to 32 prospective Proponents with Proposals being received back from nine of these prior to the closing on October 15, Listed below is a summary of the Proposals received: NAME OF PROPONENTS AECOM Barry Bryan Associates Cosburn Giberson Ewing Cole O Connor Mokrycke Consultants Kasian Architecture Maclennan Jaunkalns Miller MBTW Group MMM The following is the Proposal Evaluation Criteria used for this RFP: Stage I reviewed: I. if the bid was ontime; and II. was all the appropriate information provided in the requested form. If the proposal was complete it would advance to Stage II of the Evaluation. The following criteria was used to evaluate the proponent proposals. 69

4 Page 4 Stage II - Rated Criteria (0 points) Qualifications and Experience of Proposed Team Maximum Evaluator Score Provide resumes for the proposed project team indicating comparable and relevant experience including roles, experience, credentials, certifications and qualifications. Describe each team member s experience related to providing Prime Consulting Services as noted in Appendix A, including each of the following areas: A. Competition level sports facilities ; B. Community sports and recreation facilities; C. Sports Equipment; D. Artificial turf and conversion of such between various sport uses Provide organizational chart showing the proposed project team structure and identify the following roles: A. Design Services Principal; B. Design Services Team Lead/Project Manager; C. Design Services Contract Administrator; D. Each Sub Consultant's Team Lead/Project Manager Demonstrate the extent to which the proposed consultants (in particular, the Sports Technical Consultant) have worked together previously, including a description of the type of work Describe team s experience with multi stakeholder projects. 5 Provide a single point of contact. Mandatory Sub-Total 50 Proposed Methodology and Understanding of Project Objective and Goals Maximum Evaluator Score Provides 3 references for relevant past projects (ie Proponent has been responsible for functional programming and design services) completed within the last 5 years. Please use Appendix D Reference Form. Provide a summary of roles of the individuals proposed for this assignment on past relevant projects. 5 Proponent explains the approach and methodology to be applied to successfully deliver the project venue to TO2015 and TOA and proponent provides a summary of specific proposed processes or experience for: quality control for this initiative; any unique or specialized approach that proponent can bring to the engagement that will 25 differentiate the Proponent's proposal from others in a manner that will provide additional value to TO2015 Subtotal 40 Diversity (Answer all that apply and note capped at MAXIMUM of pts only) Describe your company s commitment to employment diversity and can show quantifiable results. Describe your company s commitment to supplier diversity and can show quantifiable results. Proponent Ownership* Self Identification: The proponent may, but is not obligated to self-identify itself as a: 1) women owned business; 2) Aboriginal owned business; 3) Visible minority owned business; Disabled person owned business; 5) LGBT person owned business * 51% or more owned and operated Capped at maximum of points Grant Total (out of 0) (Minimum Threshold to advance to Stage III = 75 points Maximum An Evaluation Committee, made up of the Town of Ajax and TO2015 staff, reviewed all of the Proposals received. Based on the evaluation criteria, specified in the RFP document, O Connor Mockrycke Consultants was the Highest Scoring Proponent and met all of the needs of the Town. 70

5 Page 5 O Connor Mockrycke Consultants have partnered with CANNON Design for this project. The O Connon Mockrycke/CANNON Design Team has completed a number of notable projects together that include the following; McMaster University Track and Field Seymour Hannah Sport and Entertainment Complex Ancaster Community Centre and Sports Complex Ajax Memorial Outdoor Pool CANNON Designs has completed a number of International Projects that include the following; UBC Thunderbird Stadium (home of Baseball Canada) Skydome (Cannon Design was the original Design Consultants) FIFA World Cup 2007 Bermuda National Sports Centre Richmond Olympic Oval 20 Olympic Winter Games FINANCIAL IMPLICATIONS: Capital Account No Pan/Parapan AM Games Total Project Costs $9,000, Contract (net of HST rebate) $382, Contingency (%) 38, , Available project costs $8,579, Contingency will be used for any unforeseen consulting requirements during the detailed design process. This project excludes any pre or post remediation costs which would be the Town s responsibility and expense. The Town s share of the project is $3,960,000.00, which will be funded from Infrastructure Reserve (Slots). COMMUNICATION ISSUES: As this project represents an important infrastructure commitment by the Governments of Canada, and Ontario, Toronto TO2015 and The Town of Ajax, a comprehensive communication and stakeholder relations plan is necessary to ensure the public is informed and engaged where necessary on project developments. This plan will support effective communications with project stakeholders and the surrounding community. To ensure the timely exchange of information and establish clear lines of communication, staff will work with the TO2015 Project Team to develop a communication protocol to support the implementation of the Project. 71

6 Page 6 Staff will engage the sport user groups and the community during the detailed design process to ensure their input is reflective in the project. CONCLUSION: It is the recommendation of staff that O Connor Mokrycke Consultants be awarded the contract, for Detailed Design for the TO2015 Baseball, Softball Venue at Sportsplex Park being the highest scoring Proponent. Catherine Bridgeman Manager, Infrastructure and Capital Projects Dave Meredith, Director Operations and Environmental Services 72