City Council & Committee of the Whole Meeting Agendas

Return

Business Items Item #: 10.e.

Regular Council Meeting

Tender Award - 2009 Buildings Lifecycle Study - Hales

Date:	08/17/2009
Submitted By:	Planning & Infrastructure
Department:	Planning & Infrastructure

Information

Recommendation

That the Building Assets Capital Lifecycle Study, in the amount of $83,000, be awarded to Stantec Consulting of Calgary.

Purpose

To provide professional verification of the building lifecycle plan to ensure proper program funding and current analysis is complete and all sites are documented.

Background

In 2006 Administration developed a general template to start a building lifecycle budget process. To complete this exercise, a building lifecycle study will be completed to expand and independently confirm that building operating lifecycle process for all City of Spruce Grove building assets. This will ensure that all building assets have been captured, rated, and estimated for lifecycle replacement to provide a detailed analysis of the ongoing health of City facilities.

The RFQ closed on May 6, 2009 with the following five bids being received:

Rating and evaluation was calculated by technical rating and proposed fee structure rated out of a total score of 100.

Vendor	Tender Price Bid	Tender Evaluation Rating: in percentage
Bearden Engineering	$196,000	82
Stantec Consulting	$131,147	89
Morrison Hershfield	$152,000	80
Capital Management Engineering Ltd.	$83,470	70
Fame Asset Management Solutions	$66,240	82
Approved 2009 Budget	$83,000

The proposal demonstrating the best understanding of the the project scope comes with a price of $131,147 - 38% above the approved budget amount. Stantec Consulting has agreed to reduce the scope of this project from their proposal to remain within budget allowance of $83,000. Scope was reduced by eliminating non-critical elements requested as options in the proposal (such as thermal imaging of electrical panels and roof inspections). It is the view of Administraton that this will meet our requirements and that a building lifecycle analysis that fully meets our needs can now be completed within the reduced scope and approved budget.

Options

Council may choose to award to the recommended bidder, or no bidders at this time.

Impacts/Consultation

The building operating lifecycle program ensures that the facilities that are managed by the City of Spruce Grove are maintained to provide the best use of financial resources to ensure that the facility assets meet the needs of the City of Spruce Grove for the long term.

This program will strengthen the existing facilities lifecycle program and ensure that provided financial resources are correctly allocated.

Implementation/Communication

This project will be completed before the end of 2009.

Core Strategies

Managing Change
Planning for Growth

Fiscal Impact

Financial Considerations:

This project was budgeted in the approved 2009 operating budget.

Attachments

No file(s) attached.

City Council and Committee of the Whole agendas and minutes are posted on the City of Spruce Grove website for information purposes only. These agendas may be changed at the discretion of Council by the addition or deletion of items. Anyone reviewing the draft agenda should do so on the understanding that it is subject to change by Council.

All attachments are in PDF format, and require the Adobe Acrobat Reader plug-in for viewing.