Proposal evaluation.

CITY OF ORILLIA

TO: Members of Council FROM: MURF Design Committee DATE: April 5, 2006 SUBJECT: Design and Construction Administration Services for a Gas

Venting System - MURF Recommendation THAT as recommended by Gartner Lee Ltd., a contract for Design and Construction Administration Services for a Gas Venting System at the Multi-use Recreation Facility located at 255 West Street South, be awarded to R. J. Burnside and Associates Limited at the cost of $139,360, as set out in their proposal dated March 31, 2006. Background Gartner Lee was retained to prepare a Request for Proposals (RFP) for the detailed design and construction administration for the gas venting system, to undertake an evaluation of the proposals received and make recommendations to the City on award. Discussion The attached memorandum, dated April 5, 2006, from Mr. Mark Sungaila of Gartner Lee provides background information on the invitation for proposals and an evaluation of the two bids that were received. The Design Committee concurs with the recommendations set out in the memorandum and recommends acceptance of the R. J. Burnside and Associates Limited proposal (Burnside). Both proposals met the base criteria requirements of the Request for Proposals. Even though there is a considerable price difference in the bids, the Gartner Lee report identified a more comprehensive workplan in the Burnside proposal. The additional scope of work includes an independent baseline assessment of soil gas distribution and concentrations within the footprint of the building through on- site sampling and monitoring. Installation of a network of flux boxes will simulate an impermeable barrier and allow for an assessment of vapour migration and collection below floor slabs, parking lots etc. A Pilot Scale Test will also be undertaken. A 5m x 5m test plot will be constructed on the area of highest level of contamination on the site and essentially simulates the system and verifies the

assumptions for the completion of the detailed design. With the public concerns previously expressed about the effectiveness of the gas venting system, this additional workplan will be beneficial. The Burnside proposal also includes the preparation of a construction cost estimate and life cycle costing, which will consider both capital and operating cost for a lifespan of 50 years. Schedule Both proposals contemplate a project start of April 11th and completion by mid to late July, 2006. In the next few weeks, Council will be considering remediation options to deal with the source area contamination on the site, including potential building relocation scenarios. It is recommended by Gartner Lee that relocation of the building may have a significant impact on the consultants work. In order to address this concern it is recommended that the timing of the commencement of the work be dependent upon further discussions with Gartner Lee and Burnside to determine if any portion of the workplan can commence prior to the outcome of the upcoming discussions on building relocation. Financial Impact Once it was identified that a gas venting system was required, Shore Tilbe Irwin & Partners advised that their professional insurance did not allow them to undertake the design of the environmental components and therefore the City was required to retain the consultant to undertake detailed design. Although the capital cost for the gas venting system was included in the last costing undertaken by Curran McCabe, no allowance has been made in the consulting budget for the design. This budget will need to be increased to reflect the design cost. _____________________________________ Councillor Ralph Cipolla, Chair