2014/04/30SPECIAL /24 MW-2014-21
Niagarraralls April 30, 2014
REPORT TO: Mayor James M. Diodati
and Members of the Municipal Council
City of Niagara Falls, Ontario
SUBMITTED BY: Municipal Works Department
SUBJECT: MW-2014-21
Lundy's Lane Battlefield Gateway Project Update
RECOMMENDATION T (
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For the consideration of Council. (1)I
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EXECUTIVE SUMMARY c c -ry r 1(k c cry in Il-e%'u
At its meeting on April 8, 2014 City Council considered the recommendations set out in
report MW-2014-12 and directed staff to cancel RFP6-2014 and re-tender the Gateway
Project pending an investigation into additional funding opportunities from private and
public sources.
A number of private interests have expressed an interest in advancing the project so that
it could be completed in time for the July 25, 2014 Bi-Centennial Celebration of the Battle
of Lundy's Lane.
A proposal submitted by Rankin Construction on behalf of representatives of Salit Steel,
Hodgson Steel and Mr. Derek Costello was received late Monday afternoon. This group
proposes to construct the approved Gateway design at an upset limit of $394,000 plus
HST. This proposal is considerably less than the lowest bid price of $818,285 received
through the Request For Proposal issued early last month.
This proposal represents a community effort to contribute in-kind services towards the
project without having to make significant concessions to the approved design.
Given the tight timeline for completion staff is seeking Council's direction to re-consider its
position in light of this proposal.
BACKGROUND
City Council has expressed its support for the design of the proposed Gateway at its
meeting on November 26, 2013 and again on April 8, 2014, however the bid prices
received through the standard Request For Proposal (RFP) were not within the approved
budget. As a result staff were directed to pursue additional funding opportunities through
private and public sources.
April 30, 2014 -2 - MW-2014-21
Staff were informed through the Mayor's Office that a number of interested parties would
be willing to work together to complete the Gateway Project within a more realistic budget
of$394,000 (plus HST). Although the City's Corporate Purchasing Policy does not contain
provisions for submissions of this nature the situation presents an opportunity that would
not be available under the re-tendering option (i.e. completion by July 25, 2014).
For this reason, staff are bringing this matter back to Council for consideration.
FINANCIAL IMPLICATIONS
The previous lowest bid exceeded the budget for the project significantly. The 2014
Capital Budget has been approved and all funding sources used. However, the additional
funding of $150,935 for this project can be derived from the OLG Reserve. The scope of
the project is consistent with the work envisioned in this agreement. A revised budget
sheet is attached.
LEGAL IMPLICATIONS
Council is within its legal rights to award this contract. It is recommended that the
procedure for a reconsideration of a matter be strictly adhered to.
CITY'S STRATEGIC COMMITMENT
The recommendations contained in this report are consistent with Council's Strategic
Priorities; promote awareness and opportunities for active living by providing accessible
recreational facilities and green space for Niagara Falls residents, and actively pursue
economic development opportunities such as authentic eco and heritage tourism
opportunities.
LIST OF ATTACHMENTS
1. Approved Council Report MW-2014-12, April 8, 2014
2. Proposal - Rankin Construction
3. Revised Budget Sheet
Recommended by:
Geoff Holman, Difector of Municipal Works
Respectfully submitted:
Ken Todd, Chief Administrative Officer
Geoff Holman
rr MW-2014-12
Niagara'alls April 8, 2014
REPORT TO: Mayor James M. Diodati
and Members of the Municipal Council The recommendation(s)contained
City of Niagara Falls, Ontario in this report were adopted as
amended by City Council
SUBMITTED BY: Municipal Works
SUBJECT: MW-2014-12
RFP6-2014 For the Construction Services for the Lundy's Lane
Battlefield Gateway Feature
RECOMMENDATION
That Council direct staff to proceed with one of the following alternatives regarding the
Lundy's Lane Battlefield Gateway Project.
1. RFP6 2014 be awarded to Stevensville Lawn Services Inc. at the revised bid price
of$ 18,285 (excluding HST) and further that funding in the amount of$540,506 be
ap roved: or
0 That RFP6-2014 be cancelled and staff be directed to re-tender the project pending
an investigation into additional funding opportunities from private and public
sources: or
3 Th RFP6-2014 be cancelled and the entire project referred to the 2015 Capital
B 1get process.
EXECUTIVE SUMMARY
At its meeting on November 26, 2013, City Council adopted the recommendations set out
in report MW-2013-60 (attachment 1) to advance the Lundy's Lane Battlefield Gateway
project to the tender stage.
It was noted in the report that the cost estimate for construction could potentially exceed
the funding of $380,000 originally allocated in the 2013 Capital Budget. The actual bid
prices received by two firms on the March 5. 2014 closing date were well in excess of$1.2
million dollars. well above the expectations of the Steering Committee, consultant and City
staff
Through additional discussions with both bidders staff were able to receive revised bids
without changing the scale or scope of the project. Despite this effort an additional
$540.506 will be required in order to fund the contract under the terms of RFP6-2014.
Accordingly. staff are presenting three alternatives for Council's consideration and
direction. It should be noted that only alternative 1 allows for the project to be completed
in time for the July 25, 2.014 Bi-Centennial celebrations.
April 8, 2014 - 2 - MW-2014-12
BACKGROUND
For the past year the project Steering Committee has been working on refining a design
for this legacy project for the Bicentennial on July 25, 2014. This iconic feature will create
a sense of arrival both locally and nationally for this historic Battlefield site as well as
Lundy's Lane.
The Request for Proposals for the project closed on Wednesday March 5h, 2014 at 2:00
p.m. At close seven proposals were picked-up and two submissions were received by
Supply and Services in response to the Request for Proposal.
Staff met with IBI Group,the City's design consultant for this project to review and evaluate
the received submissions. It was clearly stated in the Request for Proposal that bid price
was not the main deciding factor, but was part of the evaluation criteria that included: Price,
Delivery (Project Coordination and construction works), Qualifications and Experience of
the Proponent and Sub-trades, Health and Safety Standards for similar type projects,
References, and Time is of the Essence(completion of project elements and total project).
Listed below is a summary of the total tendered prices, excluding HST, received from the
companies.
Firm City Submitted Revised
Proposal Bid Price(plus HST) Total Bid Price
1. Stevensville Lawn Services Inc. Stevensville ON $1,256. 989.40 $ 818,282.00
2 Merit Contractors Niagara St. Catharines ON $1,209,100.00 $1.035.000.00
The Design for the proposed Lundy's Lane Battlefield Gateway Feature encompasses a
number of symbolic elements associated with the War of 1812: the Battle of Lundy's Lane,
and its integration as part of this overall site:
• silhouettes of soldiers in conflict, cannon, cannon balls.
• the shape of the gateway feature peaks in the form of a 'hill'which symbolizes the high
point of this site location
• the two (2) support columns are purposely made to appear 'robust' and will have
engravings on them; dates, images, recognition wording, years of peace between
countries, and historical war facts.
• transition into the north and south sides of the site will be small pedestrian areas for
seating with the use of red geraniums as a reference to Ruth Redmond's red geraniums
and her admiration for the 'boys' of the war.
Staff have been working with the various stakeholders and the consultants to prepare a
comprehensive Masterplan,which the Gateway Project is integral as a connective element
to the south and north sites. The Masterplan document will provide staff a guide for site
development and budget forecast that will be included in the Capital Budget.
April 8, 2014 -3 - MW-2014-12
ANALYSIS/RATIONALE
The City's RFP process (unlike the tender process) contains provisions that allow staff to
meet with bidders to clarify the terms and expectations for the deliverables. Staff have
discussed the budget limitations with both bidders who submitted revised bids on March
21, 2014.
After an extensive review of proposal submissions with the Design Consultant team, IBI
Group. staff recommend Stevensville Lawn Services Inc. for this contract award, should
the funding be made available.
FINANCIAL/STAFFING/LEGAL IMPLICATIONS
The project was approved in 2013 with total expenditures of $380,000. Funding for the
project was provided from 2013 Operating Budget transfers and contributions from Lundy's
Lane BIA and the Region.
The revised tender price of $818,282 plus additional consulting work requires additional
funding of $540,506. A revised budget sheet for the project is attached. The funding
shortfall can be derived from a number of sources. Firstly, the funding can come from a
preapproval from the 2015 Capital Budget. Secondly, the funding can be derived from a
reserve fund. The only reserve available for this project is the OLG reserve. As Council
is aware the first year of agreement is over and staff are expecting a final quarterly
payment and reconciliation of the funds. At which time, staff will report to Council for final
decision on use.
Thirdly, the project proponents can attempt to obtain third party contributions for the
difference.
CITY'S STRATEGIC COMMITMENT
The recommendations contained in this report are consistent with Council's Strategic
Priorities: promote awareness and opportunities for active living by providing accessible
recreational facilities and green space for Niagara Falls residents, and, actively pursue
economic development opportunities such as authentic eco and heritage tourism
opportunities.
LIST OF ATTACHMENTS
1. Approved Council Report MW-2013-60, November 26, 2013
2. Capital Budget Worksheet
I
Recommended by; LL `
I
Geoff HolMaan iirector of Municipal Works
Respectfully submitted: I'�I-1- 4 "`
Ken Todd. Chief Administrative Officer
Geoff Holman
MW-2014-21 - Attachment #2
Selene Tudini
From: Rankin Construction St Catharines <stcath @rankinconstruction.ca>
Sent: Monday, April 28, 2014 4:08 PM
To: Jim Diodati
Cc: Jeff Claydon; Geoff Holman; trankin @rankinconstruction.ca; 'Roger Armstrong'
Subject: Re: Lundy's Lane Gateway Project War of 1812
Good afternoon Mayor Diodati,
Construction of all foundations including excavation and backfill,supply and erect overhead steel structure
sandblasted with 2 coats of epoxy paint. All figures, letters and plaques, retaining walls and concrete sidewalks also
included. Not included landscape and electrical.
Lump Sum Price $394,164.18 Plus HST
Regards,
Thomas Rankin, P.Eng
CEO
9Rankin 357
Construction Inc.
22-2:9artncta:e Road. Box 1115
St Cat!wines ON 1,213 7A3
Tei 905 684 1111
'nww rank,r40n$8:4 Gcn.Ca
1
Capital Budget Worksheet
2014
Department Municipal Works Priority(1-3)
Project Name Lundy's Lane Gateway Included in 10 year Q
Capital Plan(y/n)
Project I.D.# New
Project Description Construction of archway over Lundy's Lane to create a sense of arrival to the Lundy's Lane
battlefield War of 1 812-1814
PREVIOUSLY
APPROVED
YEAR YEAR YEAR YEAR YEAR
2012/2013 2014 2015 2016 • 2017
Opening Balance-Jan 01
(surplus)/deficit - - - - -
EXPENDITURES
Engineenng
Fees/Design/Studies 50,000
Land/Building/Furniture/
Equipment 30,000
Construction
Roads
Storm Sewers
Water
Sanitary Sewers
Sitework/Landscaping 300,000 100,935
Contingency
Other -Electncal 50,000
Interest Expense
TOTAL EXPENDITURES 380,000 150,935 - - -
FUNDING SOURCES
Special Purpose Reserves
Capital Reserve 100,000
Reserve Fund 150,935
Transfer from Operating 30,000
Development Charges
Debentures
Gas Tax
Provincial/Federal Grants
External Contributions 250,000
Interest Earned
Other
TOTAL FUNDING SOURCES 380,000 150,935 - - -
Closing Balance-Dec 31
(surplus)/deficit - - - - -