Item - 2019.GL6.21

The General Government and Licensing Committee recommends that:

1.  City Council authorize the General Manager, Facilities Management, to negotiate and enter into an agreement with IBI Group, who was the highest scoring proponent meeting the requirements of Request for Proposal Number 9119-19-0162, for the provision of design, program management, and contract administration services for accessibility upgrades at various City of Toronto locations for a fixed period of 7.5 years ending December 31, 2026 in the amount of $24,120,855 excluding all taxes ($24,545,382 net of Harmonized Sales Tax recoveries), based on the terms and conditions satisfactory to the Chief Financial Officer and Treasurer and in a form satisfactory to the City Solicitor.

The purpose of the report is to advise on the results of the Request for Proposal 9119-19-0162 for the provision of a design, program management and contract administration services and request authority to award and negotiate an agreement with IBI Group in the total amount of $24,120,854.55 net of Harmonized Sales Tax ($24,545,382, net of Harmonized Sales Tax recoveries) for a fixed period of 7.5 years ending December 2026.

This procurement is part of a larger initiative to 1) complete accessibility upgrades in accordance with provincial and City requirements at 353 City buildings managed by Facilities Management and Shelter, Support and Housing Administration and 2) complete accessibility audits at a further 11 buildings managed by Shelter, Support and Housing Administration. Through a program approach to procurement and project delivery, Facilities Management expects to deliver all projects before the 2025 deadline for compliance with the Accessibility for Ontarians with Disabilities Act, while achieving time efficiencies and cost savings, standardized quality across all projects, and business continuity throughout the program.

In addition to the base cost submitted by the proponent, the total estimated contract value includes contingencies and allowances of 15 percent each to account for additional sites that may need to be added or to address unanticipated challenges that may arise during a program of this size, complexity, and duration (7.5 years, including the close out and warranty periods). The total estimated contract value (inclusive of contingencies and allowances) represents approximately 12 percent of the total combined program budgets for accessibility upgrades at Facilities Management and Shelter, Support and Housing Administration facilities ($204.1 million), which is in line with industry benchmarks.

In accordance with By-Law 195-8.5-B, City Council approval is required for this award as the term of the proposed contract exceeds five (5) years and the value of award exceeds $20,000,000.