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REQUEST FOR QUOTATION RFQ No: RFQ 2018-18

For

PROVISION OF MCKENZIE PAVILION

REDEVELOPMENT CONCEPT DESIGN AND COSTING BRIEF

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1. CONDITIONS OF REQUEST FOR QUOTATION

1.1. Provision of Consultancy Services

a. The Town of Claremont (the Town) requires a design consultant for the McKenzie Pavilion Redevelopment project for a period of 3 months between April and June 2019.

b. The Town invites you to submit a Quotation for the services required and described in greater detail below.

c. By submitting the Quotation, you acknowledge that you have read and understood and agree to be bound by the terms and conditions in this Request for Quotation

1.2. Contact Officers

For the purpose of this Quotation, the contact officer is:

Rohan Blee Community Facilities Manager toc@claremont.wa.gov.au 9285 4300

1.3. Budget

a. The Town has allocated an amount of $35,000 (ex GST) in the 2018/19 operational budget for concept design and costing.

b. The costs for provision of concept design and costing must not exceed $35,000 (ex GST).

1.4. Quotation Timetable

a. The Town’s intended timetable for this Quotation is as follows:

Issue date of Quotation: 11 February 2019

Deadline for Quotation: 22 February 2019 4pm WST

Completion of Quotation evaluation On or before 4:00pm, 26 February 2019

Completion of Concept Design & Cost 10 May 2019

b. The Services are to commence and be completed by the Consultant within the above time frames.

1.5. Delivery of Quotation

a. The quotation must signed and mailed, hand delivered, or emailed (PDF) to the address as nominated on the Offer Form.

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1.6. Selection Criteria

a. The contract will be awarded to the responding consultant which demonstrates an ability to provide quality services at a competitive price.

b. The Town assesses Quotations on a value for money basis. Accordingly, the Town is not bound to award a contract on the basis of lowest price alone.

c. Quotations will be evaluated using qualitative and quantitative selection criteria, with an aim of determining which Quotation best represents value for money for the Town.

d. Qualitative assessment will be made in consideration of: i. the Consultant ’s capability to fulfil the Brief and Scope; and

ii. the degree to which information provided by the Consultant meet and address the Brief and Scope.

e. Quantitative assessment will be made in consideration of: i. the quoted Schedule of Rates / Lump Sum;

ii. disbursements, allowances, hourly rates and other costs provided by the Consultant which may affect overall value for money.

f. Weighted Criteria:

Criteria Percentage

Value for Money (Price) 40%

Demonstrated experience and Understanding of works 30%

Ability to meet the brief and scope within the nominated timeframe 30%

g. The Town is not obliged to accept any Quotation.

h. Quotation assessments will be undertaken and will be reviewed and approved by the Town’s delegated officers.

1.7. Timeframes

a. The Town is seeking the completion of the final concept design and cost estimate by 10 May 2019 to allow acceptance of the plans by Council to allow for an application submission to Community Sporting and Recreation Facilities Fund (CSRFF) to the Department of Local Government, Sport and Cultural Industries (DLGSCI).

b. The Consultant will be required to submit a detailed timetable to the Contract Officer for approval within 7 days of appointment. The timetable will designate key milestones and incorporate consultation with key project stakeholders.

c. The Consultant will allow five (5) working days following submission of the draft concept design for the Town to review and provide feedback.

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d. The following timeframes have been identified for the project –

Milestone No.

Activity Forecast Date

1 Advertise RFQ – Concept Design and Cost Estimate 11 Feb 2019

2 Appointment of Design Consultant 26 February 2019

3 Engagement with community and sporting user groups 5 March – 29 March 2019

4 1st Draft – Concept Design and Cost Estimate 18 April 2019

5 Town of Claremont – Review and feedback on design 30 April 2019

6 Final Concept Design and Cost Estimate 10 May 2019

9 Report to Council – Consultation Outcomes and Concept Approval 21 May 2019

1.8. Payment method

a. The successful consultant will be paid according to the schedule of rates.

b. Purchase order numbers will be issued for each individual item listed in the schedule of rates, these order numbers will be outlined in the Letter of Acceptance and should be noted on relevant invoices.

SCHEDULE OF RATES

ITEM DESCRIPTION PAYMENT

1 Concept Design & Cost Estimate

(Appointment of contract) 50% of fees upon appointment.

2 Concept Design & Cost Estimate

(Submission of final design & costing) 50% of fees upon submission of final agreed concept design and cost estimate.

1.9. Additional Conditions

a. The Consultant is required to comply without limitation with all relevant laws and regulations in force.

b. If a Consultant, whether personally or by any agent, canvasses any of the Town Councillors or staff with a view to influencing the acceptance of a quotation, then regardless of such canvassing having any influence, the Town may at its discretion omit the quotation from consideration.

c. The Consultant warrants that, to the best of its knowledge, no conflict of interest exists or is likely to arise.

d. The Consultancy (or any part thereof) may not be assigned and the Consultant may not engage a sub-contractor without prior written consent of the Town.

e. All payments will be made in accordance with the Town’s normal payment terms being thirty (30) days of receipt of the Consultants invoice, which shall be after the Services have been provided and accepted by the Town. The Consultant shall on its invoice specify the GST payable.

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f. The Consultant shall at its own expense procure and maintain insurance as specified in this document for the duration of the Consultancy. . The Consultant shall promptly provide the Town with copies of current insurance certificates as requested.

g. Without limiting other provisions the following are fundamental breaches entitling the Town to immediately terminate the Consultancy upon giving written notice to the Consultant:

i. the Consultant fails to perform any of its material obligations, including its obligation to provide Goods or Services, with due care, skill and attention and/or to industry standards;

ii. the Consultant fails to rectify or replace any defective Goods or Services within a reasonable time;

iii. the Consultant uses Goods or Services unfit for the purpose of the Contract or of un- merchantable quality; or

iv. any of the following occurs: a) the Consultant becomes bankrupt;

b) the Consultant enters into (or attempts to enter into) any composition or

arrangement with creditors;

c) a winding up order is made with respect to the Consultant;

d) an official manager or receiver is appointed to manage the Consultant’s business;

or

e) a mortgagee takes possession of the whole or any part of the Consultant’s

property.

h. The Town may, at its absolute discretion and for any reasons, and on thirty (30) days’ written notice, terminate the Consultancy or terminate the further performance of the whole or any part of the requirements of the work.

i. The Consultant must not disclose any information (whether provided orally or in writing) regarding the Town’s business operations and strategies except as required by law.

j. Any of the Consultant own terms and conditions listed on their quotation or other documentation do not override this document. In the event of inconsistency, this document prevails.

k. The parties must co-operate and act in good faith at all times to give effect to the terms of the document.

l. No variation or waiver of a provision of this document is effective until it is confirmed in writing and signed by the parties.

m. The parties each acknowledge and confirm they have had a reasonable opportunity to consider the

contents and operation of this document and have not relied upon any statement, representation, warranty, promise or assurance (whether express or implied, written or oral) not expressly referred to in this document.

n. If any part of this document is or becomes void or unenforceable, that part shall be severed to the intent that all parts are not or have not become void or unenforceable remain in full force and effect and unaffected by any severance.

o. The Laws of Western Australia shall govern the Contract. The parties submit to the non-exclusive jurisdiction of the Courts of Western Australia.

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2. PROJECT BRIEF AND SCOPE

2.1. Introduction

Quotations are being sought from experienced consultants to undertake the development of a concept design and cost estimate for the Town of Claremont’s McKenzie Pavilion Redevelopment project. The successful submission will be required to design a community sport and recreation facility on the current McKenzie Pavilion footprint at Cresswell Park in Swanbourne that meets the needs of the Claremont community.

The McKenzie Pavilion Redevelopment project strongly aligns with the Town of Claremont’s Strategic Community Plan, Claremont Ahead 2027, specifically under the following strategic objectives:

2.4: Maintain and upgrade the Town’s assets for seamless day to day usage.

3.1: Effectively manage and enhance the Town’s community facilities in response to a growing community.

3.4: Provide opportunities for local community groups that supports their capacity and ongoing sustainability

3.7: Promote and encourage an active lifestyle through supporting local community clubs, groups and recreation / leisure facilities

2.2. Background

The Town of Claremont is a local government authority in metropolitan WA situated just 9km from the Perth CBD, comprising of the suburbs of Claremont and part of Swanbourne. Covering an area of approximately 4.9km2, the Town of Claremont is home to around 10,000 residents, and is forecast to grow to 14,408 by 2036.

McKenzie Pavilion is located at Cresswell Park in Swanbourne, overlooking the playing fields in the south west corner of the reserve. The building was constructed in 1969 and is situated on freehold land vested to the Town of Claremont. The land is reserved for parks and recreation and includes the Cresswell Park playing fields and Lake Claremont surrounds.

The current facility comprises a pavilion, amenities (including change rooms, showers and toilets), a small kitchen and a bar. There is a small playground and scoreboard located next to the pavilion, and a curator shed located on the south east corner of the reserve.

The facility is currently leased by two clubs, the Westside Wolves Hockey Club and the Claremont Nedlands Cricket Club, in a successful seasonal shared use arrangement. The facility is used on a regular basis throughout the year, with practice/training occurring on week nights and competitions occurring on weekends. Currently the CNCC is the largest cricket club in Western Australia, and that WWHC is renowned as the largest hockey club in the Southern Hemisphere.

Westside Wolves Hockey Club (WWHC) membership is composed as follows:

Over 1000 senior members

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Approximately 600 junior members

Approximately 65 teams

26 matches through the season

Training most evenings through the week

Host quiz nights and opening/closing days

Claremont Nedlands Cricket Club (CNCC) membership is composed as follows:

Approximately 100 senior members

Approximately 100 social members

650 junior members

Matches every Saturday and 6-8 Sundays throughout the season

Training three evenings through the week

Host events through the season

2.3. Purpose

The purpose of this Request for Quotation is to enable the Town to source the most appropriate consultant/s to undertake the development of a concept design and cost estimate for the redevelopment of McKenzie Pavilion. This consultancy comprises of the following components:

Assessment of the site, existing facilities, previous plans, designs and other relevant documentation to ensure adequate understanding of the project history, context and background, as well as the operational requirements of the clubs.

Consultation and engagement with project stakeholders to refine the design brief and ensure all parameters and requirements are understood to maximise community benefit and value for money in the building designs.

Concept design and cost estimate (from a qualified quantity surveyor) for budget and grant application purposes.

Exploration of the option of refurbishment of the existing facility versus full redevelopment and present the best option that meets the objectives as the preferred option.

Once the final concept design and cost estimate has been accepted by Council and submitted as part of the CSRFF application in September 2019, the Town will be required to prepare detailed design documentation to support the Town’s tender process for the appointment of a contractor for construction.

2.4. Objectives

To create a concept design for the McKenzie Pavilion Redevelopment to provide a modern, safe and inviting multi-purpose facility that meets the operational needs of the sporting user groups and provides a functional community space for the greater Claremont community. The following priority design elements must be considered in the preparation of concept design options for this project.

Low impact – utilise the existing building footprint where possible;

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Utilising the vista and views of the reserve;

Unisex amenities to cater for both male and female users and teams;

Multi-purpose facility, catering for broad range of community users;

Accessible facility catering for all ages and abilities;

Large open and functional space for private and community functions;

Efficient / natural lighting and ventilation where possible;

Low maintenance materials and fittings; and

Bright, inviting and secure. The Consultant should explore the option of refurbishment of the existing facility versus full redevelopment and present the best option that meets the objectives as the preferred option.

The final drawings issued are to be in AutoCAD format and PDF.

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3. REQUIREMENTS

3.1. Cost Estimate

The costing for the concept design must include all applicable construction costs and contingencies and meet the minimum requirements for a multifunctional community facility, including sporting groups. It is critical that the consultant does not develop a concept design that is beyond the identified minimum standards, and therefore creating an unreasonable project cost. Preliminary estimates have revealed that a refurbishment of the facility would cost approximately $1.5 million, up to a fairly major redevelopment with additional requirements of $3.3 million.

3.2. Energy Management and Environmental Sustainability

The design shall comply with the latest building codes standards and regulations to address environmental sustainable design initiatives as much as practicable within the budget.

Crime Prevention Through Environmental Design (CPTED) principles should be considered in the overall design of the facility and location.

3.3. Universal Access

The design will reflect current standards and practice in universal access both internally and externally. The design must be consistent with the Town’s Disability Access and Inclusion Plan, Building Code of Australia and all relevant Australian Standards.

3.4. Compliance with Standards, Regulations and Local Laws.

The concept design is to comply with all applicable Australian Standards, laws, regulations, and Local Laws.

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4. OFFER FORM

4.1. Agreement

I / We acknowledge that this Quotation constitutes an offer that shall remain open and may be accepted at any time before sixty (60) days from the Closing Date of the Quotation.

I / We understand that the Town are not bound to accept the lowest or any Quotation received.

I / We agree that there shall be no cost payable by the Town towards the preparation or submission of this Offer or attending any interview, meeting or discussion during the Offer evaluation stage or associated with the submission of this Offer, irrespective of its outcome.

I / We agree that by signing the Offer Form all the conditions of this Request for Quotation and all addenda issued are accepted and that Sections One (1) and Two (2) have been completed in their entirety, including any attachments, and comprise the total of this Offer.

Name of Company, Partnership, Firm or Person Quoting

ACN or ABN ACN ABN

Postal Address

Postcode

Telephone Number (08)

Email

Authorised Signature

Name

Position in company/partnership

Date

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4.2. Schedule of rates

ITEM DESCRIPTION UNIT RATE (Ex GST)

1 Concept Design & Cost Estimate

(Appointment of contract) Fee $

2 Concept Design & Cost Estimate

(Submission of final design & costing) Fee $

TOTAL Lump Sum

$

4.3. Insurance Requirements

The Consultant shall provide the insurance requirements for this Request, as set out below, and shall be kept in place as per the following table and it is agreed that copies of the Certificates of Currency shall be provided to the Town prior to the issue of a Town Purchase Order that will allow a Contract to commence and at any time throughout the Contract period.

Type Insurer – Broker Policy Number Value of Policy

Expiry Date

Worker’s Compensation

Public Liability - $20M (minimum)

Professional Indemnity - $2M (minimum)

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5. ATTACHMENTS

5.1. Site Map

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5.2. Floor Plan (from 1969)

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5.3. Elevations (from 1969)