BA21.3 BID AWARD PANEL CONTRACT AWARD Award of RFP No. 9117-17-7050 to Morrison Hershfield Limited for Mechanical and Electrical Consultant for New Data Centres and Office Modernization Program at 60 Tiffield Road, Toronto Date: May 4, 2017 To: Bid Award Panel From: Director, Purchasing and Materials Management Wards: 41 RECOMMENDATIONS The Director, Purchasing and Materials Management recommends that the Bid Award Panel grant authority to award the following contract: Call Number: RFP No. 9117-17-7050 Description: Professional Engineering Services for Mechanical and Electrical Consultant for New Data Centres and Office Modernization Program at 60 Tiffield Road, Toronto. Recommended Proponent: Morrison Hershfield Limited. Contract Award Value: $811,000 net of all applicable taxes and charges $916,430 including HST and all applicable charges $825,274 net of HST recoveries Contract is expected to start on May 23, 2017 and end on December, 30, 2019. FINANCIAL IMPACT The total contract award identified in this report is $916,430 including all applicable taxes and charges. The cost to the City is $825,274 net of HST recoveries. The engineering estimate for this project is $730,000 net of all applicable taxes and charges. Funding is available in the 2017 Approved Capital Budget and 2018-2026 Approved Capital Plan for Information & Technology Division. Funding details follow in Table 1. Bid Award Panel - RFP 9117-17-7050 Page 1 of 3 Table 1: Financial Impact Summary of RFP 9117-17-7050 2017 2018 2019 Total WBS Description (net of HST (net of HST (net of HST (net of HST Element recoveries) recoveries) recoveries) recoveries) CIT-047- Consolidated $405,000 $225,000 $195,274 $825,274 01-03 Data Centre CALL SUMMARY Call Issued: February 06, 2017 Call Closed: March 01, 2017 Number of Addenda Issued: Three (3) Number of Bids: Eleven (11) Table 2: Summary of Bids Received for RFP 9117-17-7050 Proponent Name AECOM Canada* Dialog Architects* Ehvert* IBI Group ** Kelvin Emtech Inc.* MMM Group* Mott MacDonald Canada Ltd.* Morrison Hershfield Limited. Mulvey & Banani International Inc. Racon Engineering Inc.* Smith & Andersen Consulting Engineering* * Proponent's technical portion of the Proposal did not score a minimum of 80% (minimum 60 out of 75) for the Cost of Services envelope to be opened and evaluated. ** Proponent was found non-compliant with mandatory technical requirements. DIVISION CONTACTS Joanne Kehoe, Manager, Professional Services, Purchasing & Materials Management Telephone: 416-392-7323, Email: [email protected] Bid Award Panel - RFP 9117-17-7050 Page 2 of 3 Timothy Nguyen, Project Manager, Facilities Management Telephone: 416-392-6065, Email: [email protected] COMMENTS For the recommended contract award, the following requirements have been met: a. The firm recommended for award is the highest scoring proponent based on the evaluation criteria included in the call and meeting the requirements of the call; b. the appropriate Division has reviewed submissions and found the price to be reasonable (compared to the engineering estimate), within available budget and concurs with the recommendation; c. the total contract value is less than $20 million dollars (excluding applicable taxes) and the contract term is: 1. for a contract funded by the operating budget, 5 years or less including any option years; or 2. for a contract funded by the capital budget, within the projected term of the capital funding for the project as set out in the capital budget, being within the authority of the Bid Award Panel; d. there are no material written objections to the award; e. the call document was advertised on the City’s internet website and the proposals were evaluated by Facilities Management team and Operations staff; and f. the Fair Wage Office confirms the recommended firm understands the Fair Wage Policy and Labour Trades requirements and has agreed to comply fully. Additional details and information for the above calls are on the file in the Purchasing and Materials Management Division. SIGNATURE Michael Pacholok Director, Purchasing and Materials Management Bid Award Panel - RFP 9117-17-7050 Page 3 of 3 .