04/08/2014 MW-2014-12
Niagara}?alls April 8, 2014
REPORT TO: Mayor James M. Diodati
and Members of the Municipal Council
City of Niagara Falls, Ontario
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$818,285 (excluding HST) and further that funding in the amount of$540,506 be
approved; or
2. 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. That RFP6-2014 be cancelled and the entire project referred to the 2015 Capital
Budget 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, 2014 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 5th, 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
uC i
Recommended by:
Geoff Holman, irector of Municipal Works
Respectfully submitted:
Ken Todd, Chief Administrative Officer
Geoff Holman
MW-2013-60
NiagaraFalls
November 26, 2013
REPORT TO: Mayor James M. Diodati
and Members of the Municipal Council The recommendation(s)
City of Niagara Falls, Ontario contained in this report were
adopted by City Council
SUBMITTED BY: Municipal Works
SUBJECT: MW-2013-60
Lundy's Lane Battlefield Gateway Design
Preliminary Battlefield Park Master Plan
RECOMMENDATION
1. That the presentation from IBI Group on the Lundy's Lane Battlefield Gateway
design be received, and further
2. That staff and the consultant be directed to work with the Lundy's Lane BIA to
establish and acceptable "Welcome to Lundy's Lane" feature in addition to or in
conjunction with the Gateway Project, and further
3. That staff advance the Public Tender for construction and confirm the external
funding partnerships for consideration in the 2014 Capital Budget.
EXECUTIVE SUMMARY
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
assuredly create a sense of arrival both locally and nationally for this historic Battlefield Site
as well as Lundy's Lane. The Committee recommends and approves the Gateway Feature
design and desires to have it constructed and completed this Spring 2014, in time for the
City's Bicentennial War commemoration ceremony.
The purpose of this report is to approve the recommendation of the project Steering
Committee and to direct staff to advance the next steps in the process.
BACKGROUND
The Battle of Lundy's Lane (also known as the Battle of Niagara Falls) took place on July
25`^, 1814 It has been declared one of the bloodiest battles of the war, and one of the
deadliest battles ever fought on Canadian soil. In the fighting at the Battle of Lundy's Lane
the British sustained 84 killed, 559 wounded, 193 missing, and 42 captured. American
losses numbered 173 killed, 571 wounded, 38 missing, and 79 captured.
In commemoration of the Bicentennial of the War of 1812, and more specific to Niagara
Falls the pivotal Battle of Lundy's Lane, this Gateway Feature project has been identified
as the preferred legacy project for the Bicentennial anniversary.
November 26, 2013 - 2 - MW-2013-60
A committee was formed in 2012, comprised of City staff, local historians. community
stakeholders, the Main and Ferry BIA, Lundy's Lane BIA, and Heritage Consultants (refer
to attachment#1)to commemorate the Bicentennial War of 1812 with a legacy project, the
Gateway Feature, and furthermore to develop an updated Master Plan for the Battlefield
Site.
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.
ANALYSIS/RATIONALE
After an extensive review of proposals and concepts the Steering Committee preferred to
engage IBI Group to assist in the development of a unique design. Their presentation is
included as Attachment #2.
Although the feedback during the process has been varied we have developed a
consensus on which concept to recommend to Council. The Lundy's Lane BIA have
recently expressed some concerns regarding the need to emphasize the entranceway to
the business district but have agreed that it needs to be done in a meaningful but
respectful way. Their comments are outlined in their letter of November 13, 2013 (refer to
attachment #3).
FINANCIAL/STAFFING/LEGAL IMPLICATIONS
At this point staff have been guided by the budget provisions approved in the 2013 Capital
Works program ($300,000) however the actual cost of the preferred design may exceed
this amount depending on material costs at the time of tender. Once these tender prices
are known and contributions from external funding sources confirmed staff will report back
to Council for their further direction. Given the need to complete this work on time for the
planned celebration of the 2014 Bicentennial, pre-approval of this Capital project may be
necessary.
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.
November 26, 2013 -3 -
MW-2013-60
LIST OF ATTACHMENTS
1. Steering Committee Membership List
2. Presentation - IBI Group
3. Letter from BIA dated November 13, 2013
4. Letter from Region dated March 22, 2013
Recommended by: ---f-- 1( ---
Geoff Holman, Director of Municipal Works
Respectfully submitted: _
Ken To•d, Chief Administrative Officer
Geoff Holman
Capital Budget Worksheet
2014
Department Municipal Works Priority(1-3)
Project Name Lundy's Lane Gateway Included in 10 year
Project Plan(y/n)
roject 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 1812-1814
PREVIOUSLY
APPROVED
YEAR YEAR YEAR YEAR YEAR
2012/2013 2014 2015 2016 2017
Opening Balance-Jan 01
(surplus)/deficit - - 540,506 540,506 540,506
EXPENDITURES
Engineering
Fees/Design/Studies 50,000
Land/Building/Furniture/
Equipment 30,000
Construction
Roads
Storm Sewers
Water
Sanitary Sewers
Sltewori/Landscaping 300,000 540,506
Contingency
Other
Interest Expense
TOTAL EXPENDITURES 380,000 540,506
FUNDING SOURCES
Special Purpose Reserves
Capital Reserve 100,000
Reserve Fund
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 - _ _ _
Closing Balance-Dec 31
(surpluspdeficil - 540,506 540,506 540,506 540,506