Council Report

From:
Date:
Subject:

Sandy McLean, Facilities Manager (A)

April 16, 2015
RFP Land Ambulance Headquarters/Stratford EMS Base

Background:
In September 2014 the County received submissions from 24 firms in response to a prequalification request for the construction of a new Land Ambulance Headquarters and EMS
Base in Stratford. In December 2014 seven of these firms were invited to submit RFPs with a
closing date of Feb. 13, 2015. Of these seven invitees, four firms submitted proposals prior to
closing.
These firms included Gateman-Milloy, Kitchener; Collaborative Structures Inc., Cambridge;
Aubi Design- Build, Dresden; JR Certus Construction, Kleinburg.
Council created an ad-hoc sub-committee to review submissions and conducted a one-day
interview session to allow each of the respondents to present their proposals and also to take
part in a Q&A session with each firm.
Comments:
A detailed review and evaluation was undertaken with each submission in an effort to
determine critical comparisons of each proposal. Through this exercise each respondent was
asked to confirm that design considerations for both the building and site plan either meet or
exceed the requirements set out in the Countys General Design Specifications provided as
part of the RFP. Each respondent was also asked to confirm that their base bids were
complete and that they would be able to construct the building described in their submission
for this bid amount and further that all allowances were in addition to their base bid and that
each had allowed for a contingency amount of 10% of the contract price to arrive at a total bid
cost.
Conclusion:
This thorough evaluation process allowed us to consider total bid costs from each respondent
to construct the building proposed by the County. Those costs, from lowest to highest are as
follows:
Gatemann-Milloy Inc.
Collaborative Stuctures Ltd.
Aubi Design-Build
JR Certus Construction

$4,932,394 (+HST)
$5,017,000 (+HST)
$5,110,680 (+HST)
$6,122,160 (+HST)

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Council Report
Financial Implications:

The 2015 Facilities Division Capital Budget has a funding allocation for debt financing totaling
$5,500,000 for this project.
Reference to the Strategic Plan:
The development of this new facility aligns with the mission statement of the County Strategic
Plan by demonstrating:
The County of Perth, in partnership with its lower tiers, provides efficient, effective quality
services to its residents, businesses and visitors, fostering strong communities and
development across the County.
And, to this end, endorses a strategic objective of the County by encouraging the:
Investment in and support of community infrastructure, including EMS, Fire, Health and other
services that reflect our rate of growth and rural nature.

Recommendation:

That By-law 3463-2015 authorizing an agreement between the Corporation of the County of
Perth and Gateman-Milloy Inc. for a sum not to exceed $4,932,394 (+HST) for a design-build
contract, for the new combined Perth County Land Ambulance Headquarters and the
Stratford EMS Base, on County lands known as 480 Douro Street, Stratford, be approved;

Sandy McLean
Author

Reviewed by:
Director

Finance

CAO

Comments:
Renato The adoption of the recommendation represents a reduction of the required funding
for the project from the budgeted figure of $5.5M to $5.2M, as broken down below:
Bid Amount
HST County Cost
2015 Contractor Costs
2015 County Ancillary Costs (est.)
2015 Total Construction
Pre-Construction '12-'14
Total Project Costs

$
$
$
$
$
$
$

4,932,394
86,810
5,019,204
100,000
5,119,204
49,262
5,168,466

Council Report

Page 3

The long-term financing costs are also impacted, as interest rates for a 30-year debenture
have decreased from 3.1% (Nov. 2014) to 3.02% (Apr. 2015). Amortized over 30 years,
annual principal + interest costs are $263K, a reduction of $20K from the budgeted annual
amount. Over 30 years, the total interest paid is reduced by $261K.
CAO: Each proponent is able to successfully complete this project on-time and on-budget.
The only differentiation comes down price.