'irA
Os
ABBOTSFORD
Report No. PRC 05-2015
COUNCIL REPORT
REGULAR COUNCIL
Date :
File No:
April 20, 2015
1220-41
To:
From:
Subject:
Mayor and Council
James Arden, Director, Park Services
Matsqui Recreation Centre (MRC) Sports Complex Site Development Award
RECOMMENDATIONS
1. THAT Council award Contract No. 1220-2014-1724 to Cedar Crest (BC) Ltd. in the amount
of $5,436,213 (excluding GST) for the MRC Sports Complex Site Development;
2. THAT staff be authorized to proceed with an RFP for the supply and install of the synthetic
turf in the estimated amount of $1 ,500,000 for the MRC Sports Complex; and
3. THAT the Mayor and Corporate Officer be authorized to execute all documents related to
this matter.
SUMMARY OF THE ISSUE
A Request for Proposal (RFP) 1220-2014-1724, for the Matsqui Recreation Centre (MRC)
Sports Complex Site Development, was issued on March 13, 2015, and closed at 10:00 a.m. ;
April 9, 2015. Six addenda were issued during the request period . No public tender opening was
held.
BACKGROUND
At the February 2, 2015 , Executive Committee meeting , Council approved PRC Report No. 032015 which outlined the concept for the financing , design and development of three synthetic
turf fields , youth park and parking between the City of Abbotsford (the City) and the Abbotsford
School District No. 34. (the District). Approval was granted to continue to work with the District
and to move forward with the sports complex development. Staff in Parks, Recreation and
Culture (PRC) and Finance worked together to draft and issues the RFP on BC Bid based on
Council direction. The estimated proposal did not include some of the amenities and design
features that were ultimately included in the RFP .
DISCUSSION
Representative staff from PRC , Procurement Services and Binnie formed the Review Panel and
evaluated and scored the proposals independently. The District was included in the process;
however they were unable to attend and requested that the team continue with their confidence.
The design and specification were prepared by RF Binnie and Associates Ltd .(Binnie), Central
Valley Engineering, Jarvis Engineering Consultants, van der Zalm & Associates and, Leve/ton
Consultants Ltd. for the proposals.
Four Proposals were received, the results of which are summarized below:
Proponents
Triahn Enterprises Ltd.
Wilco Civil Inc.
Tybo Contracting Ltd.
Cedar Crest Lands (BC) Ltd .
Total Proposal
Price (excluding
GST)
$ 8,426,637.00
RFP Information
Complete
Ranking
(1=Best)
x
$ 7,596,071 .00
No
Yes
2 (86%)
$ 7,435,795.73
$ 7,354,593.00
Yes
Yes
3 (83%)
1 (92%)
Each proposal was discussed and a series of questions were answered based on a
predetermined scoring matrix established with the criteria in the RFP .
The criteria followed included :
a) Experience, Reputation and Resources for 25%;
b) Technical, Approach and Methodology for 15%; and
c) Pricing Proposal for 60% .
Triahn's proposal was excluded from the evaluation process due to incomplete information.
Evaluation Scores for each category and each proponent were reached by consensus by the
Review Panel. The scores were tabulated in the matrix and each proponent received the
appropriate percentage grading. The evaluation determined the proponent that then would be
most advantageous to the City.
During the design phase the District, the public and user groups were consulted and further site
analysis and surveys were conducted. As the engagement and design development of the
project progressed, optional work was presented resulting in potential additional costs to the
project. This included: concrete and lighting enhancements, banner poles, pedestrian pathway
lightening, player's shelters, additional goals; landscape amenities including green storm water
management and minimizing privacy concerns with neighbours. Skate Park features were
enhanced, the overall footprint doubled in size and its relocation occurred at the request of the
District. A parking study identified inefficient access with the parking arrangement at the Colleen
and Gordie Howe Middle School and Matsqui Recreation Centre and this was not anticipated in
the original design and budget. The option of moving the overhead Hydro lines and converting
the lines to underground was presented as an alternative during the scope of the work. This
would include an investment but would significantly impact the sight and enhance the utility.
Based on budget rigor with scope creep, optional items are being negotiated with the preferred
proponent to establish changes and achieve cost savings. These items include eliminating the
undergrounding of the hydro utility, green storm water management system , a reduction in
landscaping, concrete curb and substitution of concrete to asphalt along the pedestrian corridor
which reduces the civil works by $769,080; resulting in the new total for civil works of
$4,989,513. In addition to the reduction in civil works the optional parking alignment,
contingency, and field house were removed for an additional $ 1,660,000. That results in an
overall reduction of $2,429,080.
Page 3 of 4
Report No. PRC 05 -2015
Item
Estimate
Turf
Civil
Landscaping
Skate Pa rk
Parking
Alignment
Cash Allowance
Contingency
Field House
Total
Scope Change
Civil
Parking
Alignment
Continqencv
Field House
Sub Total
TOTAL
RFP Award
$1 ,500,000
$4,000,000
$100 ,000
$200 ,000
$0
$5 ,758 ,593
$96 ,700
$265 ,000
$385,000
$0
$0
$1 ,000,000
$6 ,800,000
$85,000
$275 ,000
$1 ,000,000
$9,365,293
Total Project
Costs
$1 ,500,000
$4,989,513
$96 ,700
$265,000
$85,000
$6,936,213
($769 ,080)
($385 ,000)
$6,800 ,000
($275,000)
($1 ,000,000)
($2,429,080)
$5,436 ,213
$6,936 ,213
FINANCIAL PLAN IMPLICATION
The original proposal estimate of $6,800 ,000 for the development of the MRC Sports Complex
consisted of: Three Synthetic Turf Fields; $5,250,000, Parking Lot; $250,000, Skate Park; $200,000,
Landscaping; $100,000 and a Field House; $1 ,000,000.
The bid proposal is $7 ,354,593 (excluding GST) for the site development work . This does not
include the Field House for an estimated $1 ,000,000 to be built at a later date or the turf for the
project at an estimated $1 ,500 ,000. The Basic Civil Work is $4 ,989 ,513 plus an $85 ,000 Cash
Allowance for material testing and pre-construction works, $96 ,700 for landscaping , and
$265 ,000 for the Skate Park totaling $5,436,213. With the addition of the synthetic turf
component at a cost of $1 ,500 ,000 (estimated) the total required for the project is $6 ,936 ,213.
Funding sources would be available from existing Development Cost Charges (DCCs) of $3,672,903
$193 ,310 from Reserves, $3 ,000,000 from Community Works Funds (Gas Tax) and $70,000 from
cash-in-lieu for a total project cost of $6,936,213. The difference between the original project
estimates of $6,800,000 and actual cost of $6 ,936 ,213 in the project are $136 ,213 and will be
funded from the Park DCCs.
Staff will continue to work with the proponent to find efficiencies and cost savings to reduce financial
impacts to the City.
Page 4 of 4
Report No. PRC 05 -2015
Operating budgets would be impacted by $25,000 for maintenance costs on an annual basis
over the 5 year budget plan. The $25,000 operating expenses will be offset by the revenue
generated for field use.
i:tiewed and approved by the :
Chief Financial Officer
IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION
The project aligns and is consistent with Council's strategic initiative and four cornerstones.
Specifically, a complete community through recreation and support of facilities and activities that
connect citizens and fiscal discipline with the view of maintaining and upgrading city assets to
add to the value of the community.
SUBSTANTIATION OF RECOMMENDATION
Four proposals were received for the MRC Sports Complex site development and three were
competitive with the RFP request. The lowest tender from Cedar Crest Lands (BC) Ltd., in the
amount of $7,354,593 (excluding GST), which meets the proposal requirements and received
the top score in the evaluation process. Staff recommends awarding the RFP Cedar Crest
Lands (BC) Ltd ., based on a revised total of $ 5,436,312. Staff are requesting authorization to
issue an RFP for the supply and install of the synthetic turf.
ager, Parks, Recreation & Culture