4. THAT the Mayor and Corporate Officer be authorized to execute all documents related to this matter. REPORT CONCURRENCE.

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1 COUNCIL REPORT Report No. ENG Regular Council Date: February 26, 2018 File No: To: From: Subject: Mayor and Council Nathan Koning, Acting Director, Project Management Office Award of Request for Proposal Construction Management Services Ledgeview Golf Course Clubhouse RECOMMENDATION 1. THAT Request for Proposal Construction Management Services Ledgeview Golf Course Clubhouse, be awarded to Unitech Construction Management Ltd., in the amount of $418,400, plus GST; 2. THAT the General Manager, Engineering and Regional Utilities, be authorized to approve all payments to Unitech Construction Management Ltd. under the terms of the City s Construction Management Agreement for the Ledgeview Golf Course Clubhouse project, to a maximum of $5,675,000, including applicable taxes, which budget and scope of work may increase or decrease at the City s discretion during the design phase, based on available funding; 3. THAT Unitech Construction Management Ltd. be authorized to enter into sub-contracts, on the City s behalf, for the Ledgeview Golf Course Clubhouse project, subject to the oversight of the General Manager, Engineering and Regional Utilities; and 4. THAT the Mayor and Corporate Officer be authorized to execute all documents related to this matter. REPORT CONCURRENCE General Manager The General Manager concurs with the recommendation of this report. City Manager The City Manager concurs with the recommendation of this report. SUMMARY OF THE ISSUE Request for Proposal (RFP) for Construction Management Services Ledgeview Golf Course Clubhouse was issued through BC Bid. It is recommended that the RFP

2 Report No. ENG Page 2 of 4 be awarded to the proponent with the highest rated proposal, based on the criteria outlined in the RFP. BACKGROUND The City of Abbotsford issued a public RFP seeking interested and qualified construction management companies to manage the design and construction of the Ledgeview Golf Course Clubhouse. The City owns the golf course and leases the facility to the Ledgeview Golf and Country Club (LGCC). The objective is to deliver the clubhouse within a budget of $5,675,000, including design and construction, by June The budget and scope of work may increase or decrease during the design phase at the City s discretion, based on available funding. DISCUSSION On December 22, 2017, the City of Abbotsford posted RFP Construction Management Services Ledgeview Golf Course Clubhouse to BC Bid. On closing date, January 19, 2018, 14 proposals were received. The proposals were reviewed by evaluators from the City s Engineering and Parks, Recreation and Culture departments. The evaluation process was facilitated by the Corporate Services Purchasing division, and the evaluation meeting took place on February 6, Three of the proposals were eliminated in the first stage of the review due to pricing that far exceeded the average cost in all of the submittals. The remaining 11 proposals were evaluated according to the criteria in the RFP as follows: Experience, Reputation and Resources 50% Technical; Approach and Methodology 40% Pricing Proposal 10% The evaluation results were used to establish a shortlist of the top three proponents, with final ranking as follows: Proponent Ranking Total Price (excluding GST) Unitech Construction Management Ltd. 1 $ 418,400 Jacob Bros. Construction Inc. 2 $ 446,200 Édifice Construction Inc. 3 $ 585,000 Through the evaluation process, Unitech Construction Management Ltd. (Unitech) was deemed to be the highest ranked proponent. Unitech has significant experience in construction management of public facilities, and its proposed team includes experienced personnel in the key roles of project manager and full time site supervisor. Unitech s proposed reporting structure, methodology and work plan meet the requirements outlined in the RFP, and provide excellent value to the City.

3 Report No. ENG Page 3 of 4 Based on the evaluation, it is recommended to award an agreement to Unitech in the amount of $418,400 for construction management services of the Ledgeview Golf Course Clubhouse project, which has an overall budget of $5,675,000, including all applicable taxes and construction management services. The budget and scope of work may increase or decrease during the design phase at the City s discretion, based on available funding. Project Plan Subject to City Council approval, Purchasing staff will prepare a Canadian Construction Documents Committee, CCDC-5A Construction Management Contract between the City and Unitech. Upon approval, the Construction Manager will be authorized to enter into sub-contracts with trades, on the City s behalf, and will be authorized to manage all the financial commitments for the contracts related to this project, subject to the review and approval of the General Manager, Engineering and Regional Utilities. This will ensure that Unitech is responsible for completing the project management, site safety, procurement, quoting, contracting and expenditures related to the project and will ensure that the City s procurement policy is followed. The clubhouse design will be developed from the current concept plan that was included in the construction management RFP (Attachment A). The City will work with the construction manager through the design process to provide a final design that aligns with the City s budget for this project. FINANCIAL PLAN IMPLICATION Funding for the Ledgeview Golf Course Clubhouse project is available in the 2018 Capital Plan as follows: Funding Source Capital Plan Budget Proof of Loss Insurance Coverage $1,500,000 Kinder Morgan Community Amenity $1,300,000 Contribution Property Sale (PID ) $175,000 Kinder Morgan Right of Way compensation $1,480,000 City Funding $950,000 Ledgeview Golf and Country Club Society $270,000 capital fundraising program Total Remaining Budget $5,675,000 There is adequate funding available in the capital plan to award this assignment. Rajat Sharma General Manager, Finance and Corporate Services Signed 2/19/ :17 AM

4 Report No. ENG Page 4 of 4 IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION This project supports the four cornerstones of the City s Strategic Plan as follows: Complete Community: The new clubhouse will support amenities and activities that promote community engagement and encourage people to connect with the environment through outdoor activities such as golf, walking and biking. Proposed energy efficient building design elements will minimize the facility s environmental footprint. Vibrant Economy: Construction of the new clubhouse will generate direct and indirect economic benefits to the entire community by providing a venue that can accommodate larger tournaments and community events and support local tourism. Fiscal Discipline: Increased revenues from the facility, as a result of tournaments and events, will add to the financial stability of the LGCC. The larger venue will also add employment opportunities, including part time, seasonal and full time jobs. Organizational Alignment: The LGCC s ability to deliver excellent customer service and positive customer experiences will be enhanced through the construction of the new clubhouse. SUBSTANTIATION OF RECOMMENDATION The Construction Management delivery model provides a cost effective method to stay within project budgets and timelines. It is recommended to award RFP Construction Management Services Ledgeview Golf Course Clubhouse, to Unitech Construction Management Ltd. (Unitech), in the amount of $418,400, plus GST. It is also recommended to authorize the General Manager, Engineering and Regional Utilities, to approve all payments to Unitech under the terms of the City s Construction Management agreement for the Ledgeview Golf Course Clubhouse facility, to a maximum of $5,675,000, including applicable taxes; and to authorize Unitech to enter into sub-contracts, on the City s behalf, for the Ledgeview Golf Course Clubhouse project, subject to the oversight of the General Manager, Engineering and Regional Utilities. Nathan Koning Acting Director, Project Management Office Signed 2/16/2018 9:08 AM Peter Sparanese General Manager, Engineering & Regional Utilities Signed 2/23/ :25 AM

5 ENG Attachment A ADDITIONAL CART STORAGE UNDER DECK UTR LINE OF DECK ABOVE 49 SF OFFICE 102 SF CONC. 208 SF PRO SHOP CART STORAGE WORK ROOM 1560 SF 1898 SF 359 SF BAR 177 SF GOLFERS LOUNGE MENS WC 1445 SF 200 SF Department Legend MENS CHANGE 521 SF WOMENS CHANGE WOMENS WC 314 SF AMMENITY 199 SF ASSEMBLY ELEV. ELEC. 126 SF 44 SF ELEV. MACH. CIRCULATION 38 SF MECH. STORAGE 127 SF 531 SF FOOD AND DRINK LOWER FLOOR SF RETAIL SERVICE LOWER FLOOR CONCEPT A R C H I T E C T U R E Scale 1/16" = 1'-0" Project No Young Road Chilliwack, B.C., Canada V2P 4S3 Tel: Fax: chp@chparchitects.com & L A N D S C A P E A R C H I T E C T U R E

6 BANQUET # SF 75 SEATS BANQUET # SF 75 SEATS BANQUET # SF 75 SEATS A/V 34 SF W.C. 710 SF Department Legend MEETING 185 SF ELEV. OFFICE 44 SF 99 SF BAR 176 SF LOBBY 1392 SF VEST. 131 SF KITCHEN 678 SF AMMENITY ASSEMBLY CIRCULATION OFFICE 99 SF CUST. 55 SF STORAGE 286 SF UPPER FLOOR SF DECK SF FOOD AND DRINK OTHER BANQUET ROOM TOTAL SEATS SERVICE UPPER FLOOR CONCEPT A R C H I T E C T U R E & L A N D S C A P E A R C H I T E C T U R E Scale 1/16" = 1'-0" Project No Young Road Chilliwack, B.C., Canada V2P 4S3 Tel: Fax: chp@chparchitects.com