REQUEST FOR DECISION

File # 6240
6240--20
Report To: Mayor and Council
From: Director of Facilities and Grounds
Presenter: Robin Langille
Subject: Administration Report No. 0191/18
Sole Source of Matthews and Skate Park Washrooms
Meeting: Regular Council
Meeting Date: 27 Aug 2018

RECOMMENDATION:

"THAT, in accordance with City Purchasing and Tendering Council Policy No.
22/14 Policy Objective 4, Council authorizes staff to sole source and contract
Knappett Industries of Fort St. John, BC to construct washrooms at Matthews
Park and Skate Park for a cost of $214,000 and $212,000 respectfully plus
applicable taxes."
CITY MANAGER'S COMMENTS:

I support this recommendation. No bids were received as at the Tender deadline; the sole
sole--
source quote came in within a reasonable range of the approved budget from the previous
year(2017); it is a local firm, and; there is a commitment to complete the site preparation for
the pre
pre--fab washrooms before October 2018.
Acting City Manager

ALTERNATIVE RECOMMENDATION:
"THAT, Administration Report 0191/18 - Sole Source of Matthews and Skate Park Washrooms
be received for information."

OR

"THAT, Council direct staff to re

re--tender the Matthews Park and Skate Park outdoor public
washrooms in 2019."

KEY ISSUES(S)/ CONCEPTS DEFINED:

The need for outdoor public washrooms in event/destination park locations was identified in
the Recreation Master Plan.

As a key component of Council's strategic priorities, the Facilities and Grounds staff have
been working towards this priority for two years.

In 2017, a tender was issued for the construction of outdoor public washrooms at Matthews
Park and Skate Park. The result of the tender was the following:

RESOLUTION NO. 363/17

MOVED/SECONDED

"THAT, Council direct staff to not award the tender for the Matthews Park and Skate Park
Washrooms since the two tenders received were higher then the 2017 Capital Budget
amount,
AND THAT, Council direct staff to provide a report to Council outlining alternatives to move
forward with the Public Washrooms,
AND, FURTHER THAT, the $380,000 contained in the 2017 C2 Capital Budget for the
Matthews Park and Skate Park Outdoor Washrooms be moved forward to the 2018 Capital
Budget."

A tender was released on August 13, 2018 for the construction of outdoor public washrooms at
Matthews Park and the Skate Park. An addendum was added to the tender on August 17,
2018. The tender closed on August 20 at 10:00:59am local time. The City of Fort St. John did
not receive any tender proposals for this project by the specified time.

RELEVANT POLICY: Council Policy No. 22 - City Purchasing and Tendering Policy.

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS:

Goal No. 3 - Build and manage public assets and human resources that
support the current and future needs of the community.

COMPLIANCE WITH STRATEGIC PRIORITIES: 3.3.4.1 - Outdoor Public

Washrooms.

GENERAL:
Council's Strategic Goals Strategic Priority 3.3.4 is the implementation of a
multi
multi--year public washroom program with the goal of staff facilitating the
construction of five washrooms in five years.

The outdoor washroom project has been high on the priority list for 2017 and
2018. By constructing the washrooms, the City will be able to significantly
reduce the number of port
port--a-potties.

It was also felt by staff that the exterior of the outdoor public washrooms
should be of similar design. The washrooms that has been specified in the
Centennial Park redesign, Matthews Park and the Skateboard Park will be of
similar design. The similar design will help residents and visitors identify the
building in the park as a washroom regardless of which park they are at.

The washroom that was selected for the 2018 tender is a pre
pre--fabricated
building that contains all the amenities that are needed for a washroom
included in the purchase price. The contractor submitting a bid on this tender
would be responsible for the Civil works to prepare the site for the placement
of the washroom and the water and sanitary sewer line connections. They
would also arrange the power hook
hook--up from BC Hydro.

Due to the nature of the required construction work and the success the City
has had with Knappett as a Civil contractor on numerous projects for the City
of Fort St. John over the last number of years, staff is recommending
Knappett be sole sourced for this project because of their expertise and
reputation. Knappett Industries has informed the consultant they could have
the site preparation completed before October 2018. Once the order is place
with CXT Precast Products for the washrooms, the fabrication, delivery and
installation on site is five weeks. This would enable the City to have two
outdoor public washrooms installed in 2018.

The 2017 washroom tenders received only included the cost for the
construction of the two washroom buildings not the service connections. The
2018 tender included the pre
pre--fabricated washrooms (including amenities),
site preparation for the washrooms, and the tie in to sewer and water.

ORGANIZATIONAL: Staff will proceed with this project as per Council's

direction.

FINANCIAL: The monies for this project are funded through the Peace River
Agreement C2 funds.

FOLLOW UP ACTION: There is a high probability that the Matthews Park and
Skate Park outdoor public washrooms will not be completed in the 2018
construction season if the project is not sole sourced.

COMMUNITY CONSULTATION: Community consultation occurred during the

development of the Recreation Master Plan.

COMMUNICATION: Staff will issue a press release indicating Council's

decision regarding the outdoor public washrooms.

DEPARTMENTS CONSULTED ON THIS REPORT:

Legislative Services
Finance
Strategic Services
Engineering

Attachments:
None

RESPECTFULLY SUBMITTED:
Robin Langille, Director of Facilities and Grounds
27 Aug 2018