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HomeMy WebLinkAboutCS 19-18DICKERING Report to Executive Committee Report Number: CS 19-18 Date: June 18, 2018 From: Marisa Carpino Director, Community Services Subject: Architectural, Landscape and Engineering Design Services for the Pickering Heritage & Community Centre - Request for Proposal No. RFP -6-2018 - File: A-1440 Recommendation: 1. That Proposal No. RFP -6-2018 submitted by Hariri Pontarini Architects in the amount of $743,675.60 (HST included) be accepted; That the total gross project cost of $947,076.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of $852,871.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $852,871.00 as follows: a) the sum of $393,222.00 to be funded by a transfer from the Rate Stabilization Reserve; b) the sum of $34,647.00 to be funded by a transfer from Development Charges — City's Share Reserve; c) the sum of $113,171.00 to be funded by a transfer from Development Charges — Parks & Recreation Services Reserve Fund; d) the sum of $311,831.00 to be funded by a transfer from Development Charges — Library Reserve Fund; e) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Pickering Heritage & Community Centre (PHCC) will be a new City facility, constructed to replace the existing Museum Administration Building and Greenwood Community Centre, both at end of life, and to accommodate the relocation of archival storage and related functions from the Main Branch Library. The specialized storage needs of the Library archives and Museum collection are very similar, and can share adjoining space to maximize functionality, public access, and cost efficiency. Report CS 19-18 June 18, 2018 Subject: Request for Proposal for Architectural, Landscape and Engineering Services for the Pickering Heritage & Community Centre RFP -6-2018 includes complete design and consulting services for Phase 1 of the PHCC project, as well as schematic design of Phase 2 and a site use study for the future layout of the Museum's upper site. Phases 1 and 2 of the project will each be roughly 22,000 square feet in area. Phase 1 focuses on administrative offices for the Museum, collection and archive storage, a shared resource space, reception and gift shop areas, as well as common amenities and services. The upper site of the Museum is not serviced by municipal water or sewers, or natural gas. As such, a well -water supply with redundant backup and septic system will be required. The new facility must also take full advantage of sustainable design opportunities to minimize electrical demand, and consider alternatives to traditional heating and cooling equipment. Request for Pre -Qualification No. RFPQ-3-2018 was issued on February 9, 2018. Nine companies submitted proposals, from which four proponents were successfully prequalified by the City to submit proposals for consideration. Request for Proposal No. RFP -6-2018 was released and made available for information to the prequalified proponents on April 6, 2018. An optional site visit was held on April 16, 2018. The RFP closed on April 26, 2018. All four prequalified companies submitted proposals. The highest ranking proponent's submission included a price of $743,675.60 (HST included) is recommended for approval. The total gross project cost is estimated to be $947,076.00 (HST included) and the total net project cost is estimated at $852,871.00 (net of HST rebate). Financial Implications: 1. Tender Amount Request for Proposal No. RFP -6-2018 HST (13%) Total Gross Project Cost $658,120.00 85,555.60 $743,675.60 2. Estimated Project Costing Summary Request for Proposal No. RFP -6-2018 Contingency Permits & Approvals Testing & Inspection Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $658,120.00 90,000.00 10,000.00 80,000.00 $838,120.00 108,956.00 $947,076.00 (94,205.00) $852,871.00 Report CS 19-18 June 18, 2018 Subject: Request for Proposal for Architectural, Landscape and Engineering Services for the Pickering Heritage & Community Centre 3. Approved Source of Funds 2018 Capital Budget — Community Centres Account Code Source of Funds Budget Required 5719.1806.6230 Rate Stabilization $695,079.00 $393,222.00 Development Charges — City's Share 61,245.00 34,647.00 Development Charges — Parks & Recreation Services 200,046.00 113,171.00 Development Charges — Library 551,208.00 311,831.00 Total Funds $1,507,578.00 $852,871.00 Project Cost under (over) approved funds by $654,707.00 The building will be designed to be energy efficient and with modern construction materials in order to control future building operating costs. Discussion: The Pickering Heritage & Community Centre is envisioned to address the needs of several different branches of City services. The existing Museum Administration Building, also known as the Robert A. Miller Building, is a hybrid structure including a 1867 post and beam wood frame with a 1967 wood frame addition. The building is poorly laid out and has insufficient space to house the Museum's reception space, gift shop, kitchen amenities, offices, conservation lab and collections storage. An engineering review completed in 2016 identified that the existing second floor framing required reinforcement to accommodate the weight of shelving and collection materials stored above the gift shop. The building is poorly insulated and has many age -based deficiencies. It cannot support the current staff complement or space needs of the Museum and must be replaced. Addition or renovation of the existing structure would not be cost effective. Located immediately to the east of the Museum's lower site, at 3551 Greenwood Road, the Greenwood Community Centre is a roughly 8,400 square foot, two-storey structure built of concrete block and steel framing. It was constructed in 1970 and has no wall insulation. Lack of insulation, aging windows and the poor condition of the building envelope also makes it expensive to heat and cool. The building is at end of life and would require significant investment within the next ten years in order to maintain. A new building to be located nearby on City property with larger and newer amenities will be a more cost effective and will best serve local residents and the municipality as a whole, over the long term. Report CS 19-18 June 18, 2018 Subject: Request for Proposal for Architectural, Landscape and Engineering Services for the Pickering Heritage & Community Centre The existing municipal archives at the Main Branch Library have outgrown the existing room devoted for their use and no additional space is available at the Civic Complex to accommodate the required storage needs. The existing space also does not meet minimum requirements for archival storage space, including enhanced environmental and lighting controls. The 2016 Pickering Local History Collection Strategic Plan identified the need for expanded storage, including forecasted growth space for the next 15 years. The precise timing and form of a Main Branch Library expansion is still undetermined. Relocating the archives to the Pickering Heritage & Community Centre will generate shared benefits by combining the archive's functional requirements and amenities with similar needs for the Museum collection. Both storage spaces will remain distinct, but will share common use areas and benefit from proximity wherever possible. .The Library's archivist is also expected to relocate to this new facility, improving opportunities for cooperation and collaboration with the Museum Conservator and Curator. Having the Museum collection and historical archives in a single facility also creates a single repository and point of public access for the City's history. The Pickering Heritage & Community Centre proposes to address all of the concerns above in a single new facility located on the existing upper site of the Museum property. Phase 1 of the project focuses on replacement and expansion of the administrative and collections storage needs of the existing Museum Administration Building. It will also include office, storage and resource space for the Library archives. A large multi-purpose room with foldable wall partitions will be provided to serve as programming and meeting space. This space would primarily be used by the Museum'during the day, then made available to the public after hours under staff supervision, which coincides with the main time of use for the existing Greenwood Community Centre. Pickering Museum Village currently lacks a storefront presence, and struggles continuously to spread awareness of its existence. The property on the upper site fronts directly onto Highway 7, but all existing buildings are sheltered behind trees, resulting in no street presence. Locating the Pickering Heritage & Community Centre closer to the north end of the site, to be directly viewable from the highway, will dramatically improve its visibility and public awareness. The building itself can also serve as a billboard to advertise the City, its services, and potentially generate sponsorship revenue as a result. Limited existing services at this site will require ingenuity and creative design solutions well-suited to sustainable initiatives. Passive design, on-site power generation and storage, improved insulation and other technologies will be explored and incorporated into the final design. A well - water system with treatment and backup storage capacity will also be required. The Toronto Region Conservation Authority (TRCA) currently owns lands to the west and south of the Museum property. The 2012 Greenwood Conservation Lands Master Plan recommended works throughout these properties, including trail head connections to the Pickering Museum Village. The scope of work of this RFP includes a site use study which will help to better define the public and private areas of the upper site, including potential trail connections. This exercise will also reserve space for the potential future acquisition of other heritage buildings. Identifying a clear public access area will also allow perpetual access to the TRCA lands, whereas it is currently blocked when the Museum closes at 4:30 pm. Report CS 19-18 June 18, 2018 Subject: Request for Proposal for Architectural, Landscape and Engineering Services for the Pickering Heritage & Community Centre Phase 1 will result in a building with a gross floor area of approximately 22,000 square feet. Schematic design of the Phase 2 portion of the building is included and is anticipated to expand the footprint by another 20,000 square feet. Phase 2 will also focus more on recreational and community amenities, and will include the demolition of the Greenwood Community Centre. A general layout for the Phase 2 work must be determined now to ensure that future spaces will properly interact with the layout of the current project. Site design will also need to accommodate the later expansion. All required services for both Phases are intended to be provided during Phase 1, including electrical, water and septic service. The existing Museum Administration Building will be demolished at the end of Phase 1, after the Pickering Heritage & Community Centre is fully occupied and operational. Request for Pre -Qualification No. RFPQ-3-2018 was issued on February 9, 2018. Nine companies submitted proposals, from which four proponents were successfully prequalified by the City to submit proposals for consideration. Request for Proposal No. RFP -6-2018 was released and made available for information to the prequalified proponents on April 6, 2018. An optional site visit was held on April 16, 2018. The RFP closed on April 26, 2018. All four prequalified companies submitted proposals. The highest ranking proponent's submission included a price of $743,675.60 (HST included) is recommended for approval. The total gross project cost is estimated to be $947,076.00 (HST included) and the total net project cost is estimated at $852,871.00 (net of HST rebate). Award to the highest ranking proponent, Hariri Pontarini Architects, will be conditional upon receiving the City's Health & Safety form, Certificate of Insurance and requisite approvals. The previous work experience and references of Hariri Pontarini Architects were reviewed and deemed to be acceptable as part of the pre -qualification process. Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Request for Proposal No. RFP -6-2018 submitted by Hariri Pontarini Architects in the amount of $743,675.60 (HST included) and that the total net project cost of $852,871.00 be approved. Attachments: 1. Supply & Services Memorandum dated March 7, 2018 2. Supply & Services Memorandum dated May 10, 2018 3. Pickering Local History Collection Strategic Plan dated June 15, 2016 Report CS 19-18 June 18, 2018 Subject: Request for Proposal for Architectural, Landscape and Engineering Services for the Pickering Heritage & Community Centre Prep red By: vOr Vince Plouffe, OAA, RAIC Manager, Facilities Capital Projects Approved/Endorsed By: Marisa Carpino, MA LJlirnrtor, rVnmmunit7 Services Bria for' Cath, Grant f Executive Officer Pickering Public Library Division Head, Operations Ray Rodrigues Manager, Supply & Services Director, Finance & Treasurer Stan Karwowski, CPA, CMA, MBA Tanya yce Supervisor, Cultural Services MC:vp Recommended for the consideration of Pickering City Council 4, zo/8 Tony Prevedel, P.Eng. Chief Administrative Officer P1CKER1 NG Al IACHMENT # 1 :10 REPORT#J5 Memo To: Marisa Carpino March 7, 2018 Director, Community Services From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Community Services Subject: Request For Prequalification No. RFPQ-3-2018 Pickering Heritage & Community Centre File: F-5300-001 Terms of Reference for Request for Architectural and Engineering Design Services for the Pickering Heritage & Community Centre was advertised on the City's website on February 9, 2018. Nine (9) companies have submitted a proposal, Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Nine (9) proposals proceed to Stage II — Evaluation. Proposals are attached for evaluation, along with the evaluation criteria included in the RFPQ document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terrns of Reference and sign the evaluation form. Attachments: 1. Stage 1— Evaluation of Submission Requirements 2. Stage II --- Evaluation of Rated Criteria 3. Supplier Evaluation Form 4. Copy of the proposals received (Evaluation Team Only) Evaluation committee members shall forward the completed evaluation forms to Jacqueline Charles. In accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each Respondent will be totaled to establish an average score. A summary of average scores will be prepared by Supply & Services for review and discussion at a meeting set up for the evaluation committee, if required. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome in due course for those who have been selected to Phase 2 of the project. If you require further information, please contact me, or a member of Supply & Services. R RIj Attachments (4) C44 DICKERING ATTACHMENT # TO REPORT # G5 /4- /6 Memo To: Marisa Carping May 10, 2018 Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst Copy: Administrative Assistant, Community Services Ray Rodrigues, Manager, Supply & Services Subject: Quotation No, RFP -6-2018 Architectural, Landscape and Engineering Design Services for the Pickering Heritage & Community Centre Closing Date: Thursday, April 26, 2018 at 12:00 Noon. File: F-5300-001 Further to earlier memo dated May 1, 2018, 3 proposals proceeded to Stage II evaluation. The Evaluation Committee, consisting of City Staff from the Community Services, Library and Finance Departments conducted independent evaluations of the proposals. A summary of average scores is completed and a copy is attached. In accordance with Item 2.5 Stage IV —Cumulative Score, all scores from Stage II and Stage III have been added together, the proponents have been ranked based on their total scores, and may be selected to attend an interview in Stage IV. The Evaluation Committee has confirmed that the Stage V - Interview, will not be required. Hark! Pantarinl Architects is the highest ranking proponent in the amount of $658,120.00 plus HST. The highest ranking proponent may be engaged for contract negotiations. Please advise if this is required. A budget of $1,500,000 was provided to Supply & Services for this procurement. In accordance with Appendix D — Request for Quotations Particulars, Item B: Material Disclosures, as a pre -condition of award, the selected proponent Hariri Pontarini Architects will be required to provide the following documents for review: (a) A copy of the City's Health and Safety Policy form currently dated and signed; and (b) The City's certificate of insurance or approved alternative form shall be completed by the Proponent's agent, broker or insurer. Please advise if we are to proceed with this task. In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: (c) An award over $50,000 is subject to the additional approval of Council. Please include the following items in your Report to Council: 1. if Item (a) noted above is acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent Hariri Pontarini Architects including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. the budget amount(s) assigned thereto; 6. Treasurer's confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project. Upon receiving Council's approval, an approved requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponents will be advised of the outcome in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply & Services. JC Attachments (2) Page 2 of 2 AT IACHMEN i # ? FU KbI'UR'I # L' s Pickering Local History Collection Strategic Plan Final Report - June 15, 2016 • sali;Kerrinr, PVSLIC • _ - _ ;►.:.,T . � is = - Prepared by TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Inc Munitions Assembly Line Defense Industries Limited 1943 Pickering Township Council 1929 Pugh Farm Lot 10,Con.9 Pickering Twp.. 1877 John Diefenbaker 13th. Prime Minister Cherrywood School Circa 1850 Steam Loco motives Defense Industries Limited 1942 Claremont Band Circa 1920 Spink's Mill Duffin's Creek 1880 Source: Pickering Ajax Digital Archives TCI TC1 MANAGEMENT. CONSULTANTS 99 Crown's Lane • Toronto 1 Canada • M5R 3P4 • 416-515-0815 Strategic Planners Serving the Heritage, Cultural and Tourism Sectors since 1991 June 15, 2016 Ms. Elaine Bird Director of Support Services Pickering Public Library Administrative Offices One —The Esplanade Pickering, ON L1V 2R6 Dear M5. Bird: Re: 15 -Year Strategic Plan for Pickering Local History Collection We are pleased to submit our Strategic Plan to you and the members of the project Steering Committee. We believe the accomplishment of the plan will be a significant milestone in implementing the key directions and actions outlined in the City of Pickering's Cultural Strategic Plan as well as the Library's Strategic Plan. It will address an urgent space issue. It will help consolidate and protect Pickering's valuable documentary history as well as improve access to Pickering residents and others interested in Pickering's history. The proposed expansion of the Central Library and development of needed environmentally controlled storage space also presents an opportunity to collaborate and create efficiencies with the City Clerk's department which also is in need of space. We appreciate the cooperation and assistance we have received from your staff as well as the key members of the City Clerk's office, the Pickering Museum Village and the Pickering Township Historical Society who have contributed to the plan's development. We would be pleased to respond to any additional questions you may have. Yours truly, Bruce Fountain Senior Associate, TCI Management Consultants 416-515-7490 - bfountain@consulttci.com cc. G. Young, C. Ardern, J. Linton, W. Petch Pickering Local History Collection Strategic Plan Contents Executive Summary 5 1. Project Background 7 1.1 Pickering Growth Restraints and Implications for Pickering Public Library 7 1.2 Pickering Local History Collection 8 1.3 Pickering's Cultural Strategic Plan 9 1.4 Pickering Public Library Local History RFP Issued and Project Objectives 9 2. Project Approach and Work Undertaken 11 3. The Importance and Role of the Pickering Local History Collection 12 4. Pickering Local History Collection - Current Situation 14 4.1 Current Stakeholders 14 4.2 Summary of Joint Agreements Among All Stakeholders 15 4.3 Proposed Joint Collections Agreement 15 4.4 Collaborative Approach to Development of the Strategic Plan 16 5. Pickering Local History Collection Strategic Plan 17 6. The Pickering Local History Collection and the City of Pickering's Corporate Records Space Requirements 22 6.1 Pickering Local History Collection Space Requirements 22 6.1.1 Pickering Local History Collection Storage Space 22 6.1.2 Pickering Local History Collection Non -Storage Space 23 6.2 City's Corporate Records Space Requirements 25 6.3 Planning for Shared Space 27 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing 28 Appendix A: Possible Model for a Joint Collections Agreement 31 Appendix B: Storage and Costing Requirements (Detailed) 33 Appendix C: Steering Committee Members and Key Stakeholders 45 Appendix D: Letters of Support from Key Stakeholders 46 4 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Executive Summary The need to develop programs and facilities to house and conserve archival collections has been identified as a priority in the Pickering Cultural Strategic Plan. For some years, the Pickering Local History Collection has been unable to accept materials because it is severely constrained by lack of space. In 2012, the Pickering Public Library identified the need for an expansion of the Central Library including the expansion of the present Local History facilities in response to population and client growth. The purpose of the report is to provide the Pickering Public Library with a clear strategy for: • Total space requirements for the next 15 years for its Pickering Local History Collection • Design and layout of storage, staff and public research space • Proper storage environment including material housing, shelving and HVAC recommendations • Service improvements • Pricing model for all recommendations This report addresses distinct but related issues including, 1) the safer storage of Pickering's historical documents and the City's corporate records in a new combined environmentally controlled storage facility, 2) the coming together of Pickering's history story tellers in a new cooperative and collaborative way, 3) an expanded role for the Library in local history matters, and 4) an innovative solution to a joint Library/City problem. Consultation (individual and joint sessions) was undertaken with the other major Pickering local history stakeholders: the Pickering Township Historical Society and the Pickering Museum Village. These conversations quickly indicated a series of shared concerns paramount of which was an immediate need for improved combined storage of the three local history collections because of the risk that human or natural actions could imperil Pickering's historic documentation assets. Beyond the shared storage concerns, the three stakeholder groups all committed to collecting and telling Pickering's stories through various means, and agreed that a coordinated approach to collecting is now required. This has resulted in a proposed Collections Agreement between the three stakeholders regarding future joint efforts. Letters of support for this cooperative concept are provided in Appendix D of this report. All three stakeholders contributed to the development of this strategic plan and agreed to cooperate on future efforts. 5 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects At the outset of the project, it became clear that the City Clerk's Department is also running out of storage space for its corporate records. Further, the City's corporate records are at various degrees of risk. The consultants met with the City Clerk's office regarding the possibility of storing its corporate records in the proposed Central Library expansion, assuming suitable environmentally controlled space for the City could be included in the project. A prerequisite for the City was that it be given separate controlled access to its portion of the facility. Details of the shared space requirements are contained in this plan and Appendix B. The sharing of environmentally controlled space in the proposed Central Library expansion was supported because 1) the City Clerk is running out of storage space; 2) the facility will provide ready access to City Hall; and 3) cost efficiencies can be created by sharing this space with the Pickering Local History Collection. The City Clerk and the Pickering Local History Collection would each have separate controlled access to its own space and records. Until such time that the Central Library's proposed expansion is approved, there is a need for all four involved parties —The City Clerk [corporate records], The Library's Pickering Local History Collection, the Pickering Township Historical Society and the Pickering Museum Village — to address their short-term documentary storage needs and deficiencies. Options include the use of 1) temporary commercial storage, 2) surplus commercial and office space in the City or 3) surplus City owned or rented space. Off- site storage would ideally be located in the City core area. The strategic plan provides the stepping stones to enable the Pickering Local History Collection to move forward in continued and improved collaboration with its partners - the Pickering Township Historical Society and the Pickering Museum Village. It also outlines how the Local History Collection can grow through participation with and further acquisitions from individuals and business in the community, making their stories and history more accessible both locally and globally. This strategic plan, along with the resources of an expanded Pickering Central Library, will allow the Library to realize the goals of its own Strategic Plan. It will also help realize the Library's vision — to become a focal point in the community to acquire, preserve and make available Pickering's history to the community. It will allow the Library to efficiently and effectively work with its community partners, to expand and house the community's Local History Collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community. It will also support the City's vision, strategic goals and recommendations as outlined in its Cultural Strategic Plan. 6 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 1. Project Background 1.1 Pickering Growth Restraints and Implications for Pickering Public Library Since 1974, lands available for development in the City of Pickering have been limited because of the expropriation and ownership of lands by the Federal Government for a proposed international airport. In conjunction with the proposed airport development the Province of Ontario reserved contingent lands and began planning for the new community of Seaton in North Pickering. Both projects resulted in substantial reserved lands that limited Pickering's population growth during the past 10 - 20 years compared to adjacent Ajax, Whitby and Markham'. In January 2016, the Province of Ontario announced its intention to sell 1,000 acres of land along the Highway 7/407 corridor to allow for the development of the Seaton Community that when completed will provide homes for 70,000 people and jobs for 35,000 people. The scale and impact of this growth will provide major opportunities as well as challenges for the City of Pickering and the Library system in the decade ahead. In anticipation of this and future projected growth in the community and the resulting increased demands on the Central Library, the Pickering Public Library undertook two studies2 in 2011 and 2012 which addressed expansion and renovation options, including an expanded space for its Local History program. Among the principal recommendations were: • A minimum guideline of 0.6 GSF3 per capita should be adopted to project future library space requirements for the Pickering Public Library. • Following this guideline, the Pickering Public Library should provide a minimum of 135,400 GSF of library space by 2031 to serve a projected population of 225,670. • The Pickering Public Library will continue to have its Central Library in the downtown core. The Central Library will continue to serve the downtown and surrounding urban areas and provided some specialized services for the entire library system. • In the short term (by at least 2015) the Pickering Public Library should expand the Central Library by a minimum of 10,000 GSF to help address the current 1 The Ajax and Whitby Libraries both have local history collections while Markham has a dedicated museum and associated heritage village on a 25 -acre site 2 Central Library: Expansion•and Renovation Study - Background Report (December 2011) and Central Library: Expansion and Renovation Study— Proposed Expansion Option (March 2012), dmA Planning & Management Services and Chamberlain Architects Services Ltd. 3 GSF = Gross Square Feet - The sum of all areas on all floors of a building included within the outside faces of its exterior walls, including all vertical penetration areas, for circulation and shaft areas that connect one floor to another. 7 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects shortfall of library space system -wide to rectify current space limitations at the Central Library and meet some growth related needs. The proposed expansion should be built to accommodate a minimum of two additional levels, should additional library space be required in the future. • That the Local History/Archives existing space allocation (500 SF) be increased to 900 SF for staff and client use, excluding storage. 1.2 Pickering Local History Collection The Pickering Public Library's commitment to a local history program, with the provision of dedicated space (500 SF)4 began in 1990 when the current Central Library opened. The original documentary history collection was transferred from the Pickering Museum Village collection that could no longer store and care for its paper-based collections. The current Pickering Local History Collection now occupies 500 square feet on the second floor of the Central Library. Since the original transfer of historical documents in 1990, the Pickering Museum Village and members of the Pickering community have continued to provide additional materials to the Library's Local History Collection. However, the ability to receive additional materials from the community has been hampered over the past few years as a result of severe space limitations in the Local History Room and staff resourcess to identify and work with potential donors from the community. The Pickering Local History Collection is a unique collection of the community's documentary heritage6, recording the activities of the individuals, organizations and businesses in Pickering. The collection is representative of all forms of media and will evolve as technologies change and digital preservation strategies advance. Because of its professional skills, competencies and mandate, the Library is ideally positioned to take on the major role in expanding the local history service, which to date has been limited due to the lack of resources and a strategic plan. This strategic plan, along with the resources of an expanded Central Library, will allow the Library to realize its vision — to become a focal point in this community to acquire, preserve and make available Pickering's history. It will allow the Library to efficiently and effectively work with its community partners, to develop a plan to expand and house the community's collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community. a SF= Square Feet 5 The resources allocated to the overall Local History Collection are currently 15 hours per week dedicated to supporting all the activities associated with the program. 6 The documentary heritage may be in the form of audio-visual materials, paper, electronic records, photographs, etc. 8 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 1.3 Pickering's Cultural Strategic Plan The Pickering Local History Collection, as proposed in this plan strongly supports the City of Pickering's Cultural Plan (2014) that sets a vision for the place of arts, culture and heritage in the City and identifies strategic directions for policy, investment, partnerships and programs for the next 10 years. The implementation of the City's Cultural Plan has six strategic directions including: 1. Broaden and deepen city leadership and investment 2. Build a strong and collaborative cultural sector 3. Strengthen culture -led economic development 4. Conserve and promote history and heritage 5. Celebrate and support diversity and inclusion 6. Cultivate opportunities for the creation, education and enjoyment of the arts Strategic Direction 4 identified in the Cultural Strategic Plan is "to conserve and promote history and heritage"7. The first two recommendations are: 1. Develop programs and facilities to house and conserve archival collections. 2. Strengthen the promotion of local history assets.' There is a clear commitment to providing archival quality facilities to house collections and to strengthen and promote local history efforts between the present heritage stakeholders (Pickering Museum Village, Pickering Township Historical Society and the Library) who have cooperatively interacted for more than 30 years on local history matters. 1.4 Pickering Public Library Local History RFP Issued and Project Objectives In light of these developments in November 2015, the Library issued a Request for Proposal for consulting services to complete a 15 -year Strategic Plan for Local History and Archival Services. Early in the planning process, the Project Steering Committee decided to name the Library's local history collection and archival services the "Pickering Local History Collection" which is a term we adopt throughout this report. The purpose of the report is to provide the Library with a clear strategy for: • Total space requirements for the next 15 years (local history collection) Pickering Cultural Strategic Plan, p.37. S Ibid., p.37. 9 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • Design and layout of storage, staff and public research spaces • Proper storage environment including material housing, shelving'and HVAC recommendations • Service improvements • Pricing model for all recomrnendationslo In January 2016, following a public tendering process, the consulting team of TCI Management Consultants (lead), Information Management Specialists and Reich+Petch Architects Inc. was selected as the project's consultants. The three firms have all collaborated together on other similar projects. In early meetings between the consultants and the Pickering Public Library's project coordination team" it was identified that there had been preliminary conversations regarding the potential for storing the City of Pickering's corporate records in an environmentally controlled storage facility envisioned for the Central Library expansion proposal. This possibility was not identified inthe project's Request for Proposal. Members of the consulting team met with representatives from the City Clerk's department (responsible for corporate records) and confirmed that: • Present City records storage capacity was near its limits • Some of the current City records storage space was potentially "at risk" (e.g. sanitary sewer pipe that runs though one of the storage areas) • As a result, there was interest in an environmentally controlled storage facility which could be shared by both the City Clerk's department and the Pickering Local History Collection. Accordingly, in addition to the objectives set out above, this plan analyzes the volume of environmentally controlled space required to store both the City Records and Pickering Local History Collection with the understanding that each organization would maintain separate, controlled access to its respective collections. There was agreement that a shared environmentally controlled space should be incorporated into the new Central Library expansion proposal. The project period extended from January 2016 to April 2016. 9 As detailed design drawings would be developed by the architect ultimately chosen to design the expanded Central Library, it was agreed that the consultants would focus on assessing the space requirements for the next 15 years and review cost considerations associated with design alternatives. '°The Steering Committee clarified the focus is on capital costs. ii See Appendix C for Steering Committee members and Key Stakeholders. 10 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 2. Project Approach and Work Undertaken The Pickering Local History Collection Strategic Plan was developed based on the following activities: • A review of the Pickering Public Library strategic plan and the proposed Central Library expansion reports • A review of the City of Pickering Cultural Strategic Plan • A review of internally developed documentation supporting the expansion of the Local History Collection of the Pickering Public Library • Meetings with the stakeholders that included discussions on ways to collaborate in the collection of archival materials • Meetings with the stakeholders who participated in and contributed to the development of the Pickering Local History Collection's strategic plan • Meetings and workshops with the project Steering Committee and key stakeholders12 in order to determine the volume of their collections that would be included in the Pickering Local History Collection • Meetings with the City Clerk's office to review its future space requirements and ways to collaborate in the storage of archival materials in the expanded Central Library The Strategic Plan was designed and organized into the major operational activities undertaken to manage and make available local history collections. Each activity includes a number of tasks that should be undertaken to achieve the articulated vision and mission statements. Recognizing that there are resource implications and dependencies, the plan has identified: • Activities considered to be high, medium and low priorities • Which activities are dependent on resolution of the current space limitations for acquiring collections The team also calculated the space requirements and associated capital costs required for the next 15 years: • for the City Clerk's office and its corporate records storage space • for the Pickering Local History Collection storage and non -storage space 12 See Appendix C for list of Steering Committee members and key stakeholders. 11 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 3. The Importance and Role of the Pickering Local History Collection "History is not just something that happened long ago and far away. History happens to all of us all the time. Local history brings history home, it touches your life, the life of your family, your neighborhood, your community." --Thomas J. Noel, author and historian Local history is the study of the people, places and events of a particular geographic area. It allows us to study national events within the context of local communities, acts as a source of local pride, and creates an effective way of teaching history to students. Preserving, understanding, and sharing Pickering's local history will support community building and social development. No matter how different our backgrounds are, we have a shared history through the Community. The Local History Collection is a way to instill pride in our community. It brings history to life, facilitates friendships and bonding between people with a shared interest, and it helps us create a better future by understanding our past, and celebrating our successes and accomplishments. For students and researchers, the Local History Collection documents the impact of societal changes on our community. For residents, it brings history to life and shows how the past has had an impact on their community and present lives. For genealogists, who are tracing back their family's story it may even solve a family mystery. Our Local History Collection supports city planning, local tourism, and economic development. Clients of the Library have provided many positive comments about the value they find in the services of the Local History Collection. • Many homeowners in Pickering have requested information about the history of their homes and neighbourhoods. In addition to brief historical sketches, staff often provides them with historic pictures of their home and neighbourhood. Many have gone on to frame these images and put them on display in their homes and local businesses. • Numerous students, from elementary level to post -graduate, have utilized the collection and research services in order to complete assignments. • City Councillors were thrilled when they were provided with historic images so they could compare historical and current photos to show development and change in their Wards. • Government agencies and business developers have been able to complete environmental assessments ahead of constructions thanks to the resources held in the collection and a number of commemorative signs have been put in place as a result of this research. 12 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects • Residents have found missing links in their family tree and people from all over the world have found a link to their ancestors here in Pickering thanks to genealogical records and research. • Through the Local History Collection and services, residents have actively engaged with their history through displays and participation in community events that celebrate Pickering's unique history. These are just some of the examples of how the Local History Collection supports the community. Expanding the scope of the Pickering Local History Collection and services will further benefit the community in similar ways. 13 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 4. Pickering Local History Collection - Current Situation 4.1 Current Stakeholders In Pickering there are now four organizations storing local history materials as a result of the lack of storage space in the Local History Room. This leads to public confusion as to "where to go" to get both information for research purposes and make donations of materials to support the telling of Pickering's story These organizations are: • Pickering Public Library's Local History Collection • Pickering Township Historical Society • Pickering Museum Village • The Archives of Ontario Details as to the extent and nature of the four collections and their current depositories are shown below. Organizations Currently Holding Pickering Historical Document Collections Collection Policy in Place Space for Additional'. Materials HVAC Storage Standards for Archival Materials Met Software Records System Pickering Local History Collection Pickering Museum Village No Yes, for artifacts Yes, limited No No Yes Pickering Twp. Historical Society None articulated By appointment No No No Security System in Collections Storage Room in Administration Building and in off-site storage location; no wired security system of heritage buildings where artifacts housed in contextual exhibits - Private Home Basement - No Security System Archives of Ontario 14 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects The Archives of Ontario has indicated that it would like to return the Pickering Township Corporate Records to the Pickering Local History Collection when proper environmentally controlled storage facilities are available. Separate private interviews with the three principal stakeholders involved in local history (excluding the Ontario Archives) demonstrated consensus that the present situation put Pickering's documentary heritage at risk. There was a collective agreement that improvements were needed to ensure the longer-term safety and storage of Pickering's local history collections in the Local History Room. 4.2 Summary of Joint Agreements Among All Stakeholders The three main players involved in the collection of Pickering historical documents agreed that: 1. All shared an immediate problem in that they lacked storage space and this had restricted new collection initiatives 2. All recognized that what they had stored at this time was at various degrees of risk (as reflected in the table above) and none of the storage areas currently meets archival storage standards a. Pickering Public Library has humidity and temperature control issues created by electric base board heaters against collection storage cabinets b. Pickering Township Historical Society collections are largely stored in the basement of a private home with humidity and temperature control issues, space issues, limited documentation and no security system c. Pickering Museum Village has archival material housed in the Collections Storage Room of the Administration Building; this room meets environmental storage standards for artifacts, but not for archival material 3. There is currently very limited coordination in each organization's collection activities 4. In the past there has been duplication of effort directed at acquiring materials from the same potential donors 5. The absence of a shared common collections policy for Pickering produces potential gaps in collection efforts in the longer-term as well as preventing an opportunity for a more coordinated approach to future collection efforts. 4.3 Proposed Joint Collections Agreement In an early joint meeting with the three main players present, it was agreed that it was timely for the Library to be undertaking this strategic plan to address the community's long standing need to address a number of issues with regard to the management and care of its documentary history collections. The consulting team suggested that 15 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects consideration be given to creating a three party agreement that would jointly address the shared common issues. The consulting team drafted a draft memorandum of understanding on how a joint collections policy might begin to be developed. Some very preliminary joint discussions, facilitated by members of the consulting team, identified the principal areas of cooperation between the three parties. That work has resulted in a draft memorandum of understanding in order to develop a more coordinated approach to collections management for Pickering's local history. This is provided in Appendix A of this report. The new proposed agreement between the three main parties engaged in local history in Pickering promotes better utilization of the documentary historical resources within the Pickering community. It does not diminish the past or future roles of the Pickering Township Historical Society or the Pickering Museum Village. Rather, it provides a solution that serves the efforts of the three parties and the community at large in the longer term. It was also recognized that the Pickering Museum Village and the Pickering Township Historical Society would like to transfer the materials they are currently holding as soon as possible and they are only inhibited in the transfer by the lack of space in the Pickering Local History Collection facility. The Library agreed to take the lead in determining the available options that might be considered until an environmentally controlled storage facility is available in the new Central Library. All parties agreed that the Library proposal for an archival quality storage facility presented the best storage solution for all in the longer term. 4.4 Collaborative Approach to Development of the Strategic Plan As noted, the parties were supportive of working with the Library to address the community's need to improve the management and care of documentary collections. In addition to the joint collections agreement, the parties agreed that a collections committee be formed in the early days to help coordinate the needs of each party, particularly as they begin to transfer documents to the Pickering Local History Collection. The parties also contributed to the development of the Pickering Local History Collection's strategic plan which follows. 16 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 5. Pickering Local History Collection Strategic Plan Expanding the role of the Pickering Local History Collection, as outlined in Section 3, supports the overall mission and vision for the Library. As has been shown in the earlier sections, collecting the documentary history of the community has, over time, evolved to the stage where all stakeholders recognize that there is a need to work together to protect and preserve the community's documentary history for future generations. Collecting and preserving the history of the community involves a number of elements, each of which contributes to the whole. Issues such as what do we collect, how do we manage and preserve it, how is it made available to our community (which could mean the immediate or the global community) and where is it stored and maintained raise issues around financial, physical and human resources. The process of expanding the Pickering Local History Collection is a multi-year activity that has to be incorporated into both the Library and the City's strategic plans. The Strategic Plan following provides a Vision and Mission statement for the Pickering Local History Collection. A series of Action Areas are provided in the left hand column representing the broad areas of activity that the Plan has identified. Within each Action Area are a number of Specific Initiatives (middle column) and a series of Priorities (high, medium and low) in the right hand column. Several dependencies have also been identified which are dependent upon other initiatives first taking place. As with any planning document, this strategic plan reflects a dynamic and evolving process and is subject to input and update on a regular basis to ensure that it addresses changes within the Pickering Public Library and Pickering Local History Collection. 17 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects ACTION AREAS 3 3 3 3 PICKERING LOCAL HISTORY COLLECTION STRATEGIC PLAN The Pickering Local History Collection (PLHC) will tell the story of Pickering from its earliest people to today's growing City by collecting, preserving, and making available Pickering's recorded history to the community. The Pickering Local History Collection collects and makes available a comprehensive history of Pickering, including any records created today that will be important for generations to come. PLHC primarily aims to acquire, conserve, protect, interpret and promote the collection, make the materials available to the public, and support community building through our shared connection to Pickering. SPECIFIC INITIATIVES Al - Develop a joint collections agreement memorandum of understanding regarding the selection and acquisition of community collections to address the concerns of the key stakeholders, PLHC, Pickering Museum Village, Pickering Twp. Historical Society A2 - Develop an Acquisition mandate to support the PLHC A3 — Establish a collections committee with the Museum and Historical Society A4 - Identify gaps in the current collection, identify and contact potential donors/sources A5 - Develop an acquisition strategy including documents and other media which addresses the types of community groups and prominent individuals to be contacted in partnership with the Pickering Township Historical Society and Pickering Museum Village A6 - Acquisition strategy to focus on historical and contemporary materials in all media 3 PRIORITIES & DEPENDENCIES Al High A2 High A3 High A4 High A5 High A6 High B) Archival Policies and Procedures 4, C) Availability and Accessibility 5 5 A7 - Repatriate Township of Pickering records from the Archives of Ontario A8 - Arrange to transfer materials from the Pickering Twp. Historical Society and Museum to the PLHC through appropriate donor receipts and documentation B1 - Develop a PLHC Collecting policy which includes: authority, purpose, definitions, mandate, roles and responsibilities, to address acquisition, arrangement and description, preservation, access, community education/outreach activities, overall management and administration B2 - Develop procedures which define appraisal process and standards, donor recognition, documentation required to support transfer of ownership, response to and methods for appraising charitable donations and bequests, etc. B3 - Develop a de -accession policy C1- Define digitization standards and acquire appropriate digitization equipment as required C2 - Identify high use collections to be digitized C3 - Identify ways to make the collection more accessible via the web, including use of social media and through collaborative databases which support the library, archives and local history communities C4 - Continue to inventory existing local history materials in the Library and update PastPerfect database C5 - Arrange and describe collections from the Museum when received C6 - Arrange and describe materials from Pickering Township Historical Society when received C7- Incorporate repatriated collections from the Archives of Ontario into the database 19 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 5 5 A7 Low — dependent on new storage space with better environmental controls A8 Medium — dependent on an interim storage space B1 High B2 High B3 High C1 Medium C2 Medium C3 High C4 Medium C5 Medium C6 Medium C7 Low 4, D) Education and Programming 4 E) Marketing and Outreach 4, F) Partnerships, Organization and Staffing C8 - Include PHLC collections in wider collaborative databases C9 - Ensure research / user friendly areas in current and new archival facility D1- Explore additional educational and programming activities relating to the collection D2 - Develop on-site and remote educational programs for elementary, secondary and post -secondary school programs D3 - Develop complementary community programming with Museum D4- Identify opportunities to develop relevant community programs through dialogue with organizations such as the Pickering Township Historical Society, the local Genealogical Society, Heritage Pickering and other local. heritage groups as required El - Expand or increase web site presence of Pickering Local History Collections E2 - Raise awareness of Local History and Archival Services E3 - Increase outreach with heritage organizations and community organizations E4 - Create articles for local newspapers and media, including use of social media E5 - Participate in local events to promote the history of the area and Pickering Local History Collection E6 Identify and pursue connections with emerging communities E7 - Create displays and commemorative signage to support collaborative activities (e.g. with Pickering Town Centre) and travelling exhibits F1- Establish advisory committee for PLHC F2 - Develop strategic relationships with key community partners F3 - Formalize relationship with City Clerk's Department regarding roles and responsibilities in responding to information requests F4 - Establish linkages with Museum and heritage organizations including city advisory committees F5 - Review staffing requirements associated with expanded PLHC to address immediate and long-term needs 20 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects C8 High C9 High D1 High D2 Low D3 High D4 High El High E2 High E3 High E4 High E5 High E6 High E7 Medium F1 Medium F2 High F3 Medium F4 High F5 High 9 G) Facilities and Equipment H) Administration and Resourcing F6 - Identify shared service opportunities between PLHC, City of Pickering, Pickering Township Historical Society and the Museum F7 - Review opportunities for additional volunteer resources G1- Initiate/establish interim off-site storage and space arrangements in cooperation with City Records until a new facility can be built G2 - Improve use of current Local History space in short term G3 - Confirm preferred location for interim off-site storage G4- Ensure functional plan for new storage, equipment and operational space for PLHC is included in the expanded Central Library plan and design H1 - Develop budget to include resources for implementation H2 - Budget for collections development H3 - Budget line for local history and digitization H4 - Determine budget implications for short term storage and equipment H5 - Review budget implications of future staffing requirements, administration and operations to implement strategic plan H6 - Review budget to support marketing and outreach activities including displays and exhibits 21 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects F6 Medium F7 High G1 High G2 High G3 High G4 Low — Dependent on Central Library Expansion moving forward H1 High H2 Medium H3 -High H4 High H5 High H6 High 6. The Pickering Local History Collection and the City of Pickering's Corporate Records Space Requirements As a result of the storage concerns raised by all parties involved, and the requirement to incorporate the space planning exercise to support the Library expansion plan, the consultants worked with the stakeholders to develop projections for growth. The projections address the needs of both the Pickering Local History Collection and the City Clerk's department for its inactive and permanent records collections for the next 15 years. The projections are estimates, based on today's understanding of the potential growth and should be reviewed as the expansion planning moves forward. The following section outlines the projected space requirements for each party. 6.1 Pickering Local History Collection Space Requirements 6.1.1 Pickering Local History Collection Storage Space As was identified through the interviews with the key stakeholders, the current Pickering Local History Collection space is full and will not allow for transfer of the collections from the Archives of Ontario, the Pickering Museum Village and the Pickering Township Historical Society, as the latter two have space issues themselves. In addition, the types of documentary heritage that is being acquired, requires proper environmental controls to ensure the long term preservation of the collections. While it is difficult to create finite volumes on which to base space projections, the consultants worked with the local history stakeholders and created metrics on which to base the projections for storage space. These metrics were based on past acquisition volumes and knowledge of the Pickering community with regards to prominent families and businesses whose records might be acquired for the Pickering Local History Collection. The projected storage volumes include the centralization of collections currently held by: • The Pickering Township Historical Society • The Pickering Museum Village • The Archives of Ontario In addition, they include ongoing collections growth over the next 15 years as the role of the Pickering Local History Collection increases in the community. Should Targe collections be acquired as a result of additional program development the volumes could increase and as such, should be monitored on an ongoing basis. In the storage space projections for the Pickering Local History Collection the consultants included a 100 SF workspace in the storage area. 22 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 6.1.2 Pickering Local History Collection Non -Storage Space In addition, the consultants reviewed a list of non -storage spaces that would be required to support the operation of the Pickering Local History Collection with the Steering Committee. These additional spaces include: • Meeting space and program/exhibit space13 • Collections receiving/holding area close to a loading dock • Cold storage - fridge/freezer space • Reading room/reference desk (in 900 SF currently planned to be on the second floor of the expanded library) • Office/workspace (in 900 SF currently planned for on the second floor of the expanded library) Specific details re: design will be considered as part of the overall planning within the expansion project. The major focus for the space planning exercise was on the need for environmentally controlled storage space for the collections. The consultants assumed that the 900 SF currently designated in the Library Expansion Plan would still be available to the Pickering Local History Collection for office and public access space. 13 Shared with the Library 23 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Pickering Local History Collection Storage Requirements Source Current Projected Comments Archives of Ontario 66 LF (1) n/a 20 metres currently in storage Pickering Museum Village 35 LF Currently held because there is no space at the Library Pickering Museum Village 150 LF 10 boxes per year @ 15 years, however if collecting process is developed and applied, this may go directly to Pickering Local History Collection Pickering Township Historical Society 170 LF Includes 100 boxes from Local History Society, approximately 60 LF from John Sabean personally + 6 - 8 boxes Pickering Township Historical Society 750 LF Calculations based on discussions with PTHS at 10 families donating 5 boxes per year. 50 X 15 = 750. Subject to future review for validation. Pickering Local History Collection 300 LF These volumes are based on current space and moving some items to storage. Pickering Local History Collection 200 LF rojecte 0 irpx Space requirements for storage Net Square Footage approximately 700 SF based on - 9 high shelving units - 3 boxes per shelf - 8 bays - 3 foot aisles plus 100 SF work space Gross square footage for pricing: 840 SF If shelves are higher/lower need to recalculate If mobile shelving is used space savings are about 40% Receiving/holding area close to dock Space freed up by City Records can be used as holding area Cold storage - fridge/freezer To be accommodated in storage area Reading room with reference desk/workspace Assume 900 SF in library expansion plan will be used Note: (1) LF is Linear Feet 24 TCI Management Consultants I Information Management Specialists I Reich+fetch Architects 6.2 City's Corporate Records Space Requirements In addition to the needs of the parties involved in collecting the community's documentary history, a major consideration for moving forward is resolution of the storage issues which are faced by both the Pickering Local History Collection and the City Clerk's Department. A key component of the planning process is ensuring that appropriate facilities are available to store those records having long term value to both the Library and the City Clerk's office. The following section looks at the storage issues and potential solutions within the expanded Library facility. This section of the report focuses on identifying the storage requirements of the Pickering Local History Collection and the City's Corporate Records. The City Clerk is responsible for the oversight of the City's records and does, through the Records Management Bylaw, apply retention schedules to manage both paper and electronic records in the City. At present, the City's storage rooms are close to capacity and are not environmentally controlled, posing a risk to those long terms records which are stored for the life of the municipality. When initial discussions regarding the library expansion were proposed, discussions between the Library and the City Records department led to consideration of the City having an environmentally controlled storage space, for which it would be responsible, in part of the newly expanded storage area in the library. The cost to build such a purpose built space would be more economical as part of the overall expansion project than as a separate facility, resulting in more cost effective expenditure of the taxpayers' money. The project team met with the representatives from the City Clerk's department to discuss options for the facility. The storage projections provided were calculated based on current volumes received and disposed of, with an understanding that the City will not be totally electronic within the 15 years projected in the planning exercise. The consultants worked with the members of the City Clerk's staff responsible for corporate records and developed a 15 -year projection of the required storage space to meet its requirements. The City's summary storage requirements for 2016 and 15 years' future are as follows: 25 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Storage Volumes for the City Records Area Collection Current Projected Calculations Based on: City Permanent Collection 660 LF (1) 600 LF Past three years' average transfer of 40 boxes per year x 15 years. Assuming offices have culled and are not holding boxes for transfer. Also assuming that departments which have permanent records and are keeping them will not run out of space and will continue to store records. If not, this number will increase Total Permanent 1,260 LF City Inactive (2) Records 750 LF 600 LF Increase based on average difference of 40 boxes between intake and destruction. More boxes coming in annually than going out for destruction. Assuming offices have culled and are not holding boxes for transfer. Also assuming that departments which have permanent records and are keeping them will not run out of space and will continue to store records. If not, this number will increase. As more records are created and stored electronically this volume will go down Total inactive 1,350 LF Total active and inactive 2,610 LF Additional Allowance for Seaton Development and Pickering Growth (3) 440 LF oXes to e s'kor Net Storage Square Footage estimate approximately 1150 SF based on - 9 high shelving units - 3 boxes per shelf - 8 bays - 3 foot aisles plus - 100 SF work space Gross square footage for pricing 1380 sf If shelves are higher/lower need to recalculate If mobile shelving is used space savings are about 40% Notes: (1) LF is Linear Feet (2) inactive records are those which are disposed on a regular basis in accordance with the retention bylaw (3) based on discussion with the City Clerk's department to incorporate projected development and growth of Seaton, Pickering and records management initiatives with the City of Pickering. 26 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 6.3 Planning for Shared Space There are logical reasons, synergies and potential savings in having the Library and the City come together to develop a shared solution for each organization's need to provide acceptable environmentally controlled storage requirements. Among these reasons are the following, • Both the Central Library and the Pickering City Clerk's Corporate Record function are located on a shared site in the city's core area, which meets the City's Records Management requirement for ready access to its records. • The Library is proposing an expansion of the present Central Library by approximately 17,000 SF. • Within the proposed expansion of the Central Library, a shared space of between 1,500 SF to 2,200 SF'4 could be incorporated into the design for a specially designed but self-contained storage facility with features meeting archival standards and with separate access available to each organization. This could be located either in the basement or on the first floor's • Compared to the costs and inefficiencies of developing two separate environmentally controlled storage facilities, it was agreed that having a single purpose built environmentally controlled storage space would benefit both the City and the Library in the longer term. • Despite the impact of technology on the creation of records and information, the potential holdings which will be transferred to the Pickering Local History Collection will continue to be paper-based for some years to come. Digitization of the collections will enhance the access and availability to potential researchers. However, the intrinsic value of the archival material will continue to be in the original form, so both the original and digital versions will need to be maintained. Discussions with the City Clerk's office indicate that paper records will continue to be created over the next 15 years. As new initiatives have an impact on overall records management, the storage requirements will have to be reviewed on an ongoing basis. 14 Space calculations are shown in Section 6.4 and Appendix B. 15 Weight bearing considerations plus possible wet soil conditions in the area. 27 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing The consultants assessed the space and related costs associated with two different space and design scenarios, the first involving fixed shelving and the second involving mobile shelving16. The proposed space would provide the Pickering Local History Collection and the City Records Management group with sufficient environmentally controlled space'' for the next 15 years18. While mobile shelving has a higher cost per square foot, their compact nature means that a smaller footprint is required, thereby bringing total costs down. Costs are shown assuming 9 foot high shelving units for both a "high end" and "mid- range" design solutions and two different levels of environmental controls within the storage area. The high end solution includes a purpose built envelope around the storage area with its own HVAC19 unit separate from the rest of the building. The mid- range solution would have a purpose-built envelope but would use individual air conditioners and dehumidifiers to control temperature and humidity. Costing for each would vary based on the level of investment in HVAC, partitions, walls and shelving solutions adopted. Costing metrics for the fixed and mobile shelving options20 are outlined below. 16 The detailed calculations are shown in Appendix B. 17 It is important to control temperature and humidity in the storage space because large fluctuations in either results in damage to the paper records and shortens the life of items in the collection. 18 barring the arrival of a large unanticipated documentary collection 19 Heating, ventilation and air conditioning 20 It is assumed the base building costs are covered as part of the library's expansion costs and therefore the costs below do not include the base building costs. 28 TCI Management Consultants 1 Information Management Specialists I Reich+Petch Architects Fixed Shelving Costing Metrics: High end: $300 - $350/Square Foot (SF) (2016 $) Mid-range: $150 - $175/SF (2016 $) Mobile Shelving Costing Metrics High end: $350 - $400/SF (2016 $) Mid-range: $200 - $225/SF (2016 $) Environmentally Controlled Storage Requirements and Costing Matrix Pickering Local History Collection City Records Total Fixed Shelving Gross Square Feet (GSF) required High end cost Mid-range cost 840 $252,000 - $294,000 $126,000 - $147,000 1,380 $414,000 - $483,000 $207,000 - $241,500 2,220 $666,000 - $777,000 $333,000 - $388,500 Mobile Shelving Gross Square Feet (GSF) required High end cost Mid-range cost 550 $192,500 - $220,000 $110,000 - $123,750 900 $315,000 - $360,000 $180,000 - $202,500 1,450 $412,500 - $580,000 $290,000 -$326,250 Note: The high end solution includes a purpose built envelope around the storage area with its own HVAC unit separate from the rest of the building. The mid-range solution would have a purpose-built envelope but would use individual air conditioners and dehumidifiers to control temperature and humidity. 29 TCI Management Consultants 1 Information Management Specialists 1 Reich+fetch Architects Frenchman's Bay.). Landymore Pickering Township Historical Society on Loan to Pickering Public Library Appendix A. Possible Model for a Joint Collections Agreement B. Storage and Costing Requirements (Detailed) • Pickering Local History Collection • Corporate Records C. Project Steering Committee and Key Stakeholders D. Letters of Support from Key Stakeholders 30 TCI Management Consultants I Information Management Specialists 1 Reich+Petch Architects Appendix A: Possible Model for a Joint Collections Agreement PICKERING LOCAL HISTORY OVERSIGHT AGREEMENT This Agreement ("the Agreement"), entered into on this day of 2016, ("Effective Date") by and between the undersigned, duly authorized representatives of the Pickering Local History Collection (PLHC) the Pickering Township Historical Society (PTHS) the Pickering Museum Village (PMV) does hereby declare and state as follows: WHEREAS, the Library (PPL) is the designated repository for the PLHC21, and agrees to collaborate with PTHS and PMV and other organizations as described below to ensure the acquisition, preservation and availability of the Pickering Local History Collection: NOW, THEREFORE, in consideration of the mutual interests of all the parties, it is agreed by and between the parties as follows: Vision The Pickering Local History Collection (PLHC) will tell the story of Pickering from its earliest people to today's growing City by collecting, preserving, and making available Pickering's recorded history to the community. Mission The Pickering Local History Collection collects and makes available a comprehensive history of Pickering, including any records created today that will be important for generations to come. PLHC primarily aims to acquire, conserve, protect, interpret and promote the collection, make the materials available to the public, and support community building through our shared connection to Pickering. Acquisition and Collecting: PPL staff will work with PTHS and PMV to: • identify organizations and individuals whose records are of potential interest to the Pickering Local History Collection • Work together to determine who will make contact regarding the Pickering Local History Collection and when, as appropriate. 21 regardless of who receives and/or collects materials 31 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects • Ensure that where the collection includes artifacts and artwork, decisions are made regarding the appropriate repository based on collecting mandates of each institution22 • Ensure that appropriate donor information is completed using approved documentation from PLHC to capture details about such issues as copyright, access and use restrictions, etc. Arrangement and Description: PPL staff will ensure that the collections are arranged and described in accordance with accepted archival practices, respecting original order where appropriate, given the nature of the collections Availability and Access23 : PPL staff will make the collections available • through the Local History Room in the Library • through the internet where appropriate By: By: Printed name: Title: Etc. 22 Which organization has the mandate to collect, in order to avoid competition/duplication 23 Assumption that there is a full-time staff person dedicated to the Pickering Local History Collection 32 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Appendix B: Storage and Costing Requirements (Detailed) 33 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects INFo1 L•►Troxt AtAl'A0IE1IRi1N fiSrzeLtr IF1T$i�xa:i' Space Costing for Storage Pickering Local History Collection March 21, 2016 Strategic Plan for Local History & Archival Services Pickering Public Central Library TCI! TCI MANAGEMENT CONSULTANTS + 34 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Space Costing for Storage for Pickering Local History Collection + City Records Assumptions: 1. Basement can be constructed to address potential water table problems 2. Storage areas will be in the basement based on ability to address water issues 3. If water issues cannot be addressed, storage could be accommodated on first floor, with the same costing model 4. If storage has to be accommodated on second or third floors, per square foot costs will be higher 35 TCI Management Consultants 1 Information Management Specialists j Reich+Petch Architects Two Storage and Pricing Models Presented 36 TCI Management Consultants Information Management Specialists 1 Reich+Petch Architects Costing Metrics Fixed Shelving Class "A" fac itya nclusive cost per sq ft.(SF): $600/SF 'Assumption: Base building costs covered as part of library expansion costs reduce the per SF cost Class urpose-bu HVAC, fixed shelving: $300 t envelope with separate $350/SF (2016 $) Mid-range: using unit ai"r conditioners and dehumidifiers, fixed shelving: $150 $175/SF (2016 $) 37 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Projected Storage Costs (Fixed Shelving) Pickering Local History Collection s rage space projec incIu. -range $126,00 • Using fixed shelving 38 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Projected Storage Costs (Fixed Shelving) City Records Space Net storage projection: 1,150 SF Gross storage projection (includes circulation, etc. 1,380 SF Cost • High-end: $414,000 $483,000 Mid-range: $207,000 - $241,500 • Using fixed shelving 39 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Costing Metrics Using Mobile Shelving 1Class "A" facility; all inclusive cost per sq. ft.: $600 /SF Assumption: ion Base building costs covered as part of Iibrary expansion costs reduce the SF cost Class "A", High end: purpose-built envelope with separate HVAC, mobile shelving: $350 - $400/SF (2016 $) Mid-range: using unit air conditioners and dehumidifiers, mobile shelving: $200 - $225/SF (2016 $) 40 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Costing Metrics Using Mobile Shelving rClass "A" facility'all inclusivecost per sq. ft.: $600 /SF Assumption: Base building costs covered expansion costs reduce the SF cost as part of Iibra Class "A", High end purpose-built envelope with separate $350 - $400/SF (2016 $) Mid-range: using unit air conditioners and dehumidifiers mobile shelving: $200 - $225/SF (2016 $) 41 TO Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Projected Storage Costs (Mobile Shelving) Pickering Local History Collection Gross storage space projections (includes circulation etc. approx. 550 SF i based on 35% less space High-end: $192,500 — $220,000 • Using mobile shelving 42 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Projected Storage Costs (Mobile Shelving) City Records Space Gross storage projection etc.) based on 35% Tess space: approx. 900 SF ncludes circulation (Cost High-end: $315,000 Mid-range; $180,000- $202,500' $360,000 • Using mobile shelving 43 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Summary Storage Requirements and Costs (2016 $) ec o corgv Fixed Shelving GSF 840 High end $/SF $300 - $350 Mid range $/SF $150 $175 Total Cost 1,380 $300 - $350 $150-$175 2,220 $300 - $350 $150 - $175 High end $252,000 $294,000 $414,000 -$483,000 $666,000 $777,000 Mid range $126,000 - $147,000 $207,000 - $241,500 $333,000 - $388,500 Mobile Shelving GSF 550 900 1,450 High end $/SF $350 $400 $350 - $400 $350 - $400 Mid range $/SF $200 - $225 $200 - $225 ' $200 - $225 Total Cost High end $192,500 - $220,000 $315,000 - $360,000 $412,500 -$580,000 Mid range $110,000 - $123,750 $180,000 - $202,500 $290,000 - $326,250 44 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Appendix C: Steering Committee Members and Key Stakeholders Steering Committee Members 1) Elaine Bird — Director of Support Services, Pickering Public Library • 905-831-6265 ext. 6231 • elaineb@picnet.org 2) Carolyn von Hasselbach — Manager of Collections, Pickering Public Library • 905-831-6265 ext. 6232 • carolynv@picnet.org 3) Becky George — Local History & Genealogy Librarian, Pickering Public Library • 905-831-6265 ext. 6240 • beckyg@picnet.org Key Stakeholders 1) Cathy Grant — CEO, Pickering Public Library • 905-831-6265 ext. 6236 • cathyg@picnet.org 2) Paul Bigioni — Director, Corporate Services & City Solicitor, City of Pickering • 905-420-2222 ext.2048 • pbigioni@pickering.ca 3) Debbie Shields — City Clerk, City of Pickering • 905-420-2222 ext. 2019 • dshields@pickering.ca 4) Lisa Harker — Deputy Clerk, City of Pickering • 905-420-2222 ext. 2153 • Iharker@pickering.ca 5) Renee Michaud - Coordinator, Records & Elections, Corporate Services Department, City of Pickering • 905.420.4660 ext. 2097 • rmichaud@pickering.ca 6) Katrina Pyke — Coordinator Museum Operations, City of Pickering • 905-420-2222 ext. 3714 • kpyke@pickering.ca 7) John Sabean — President, Pickering Township Historical Society • 905-831-3811 • iohnsabean88@gmail.com 45 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Appendix D: Letters of Support from Key Stakeholders Pickering Museum Village Pickering Township Historical Society City Clerk 46 TCI Management Consultants 1 Information Management Specialists 1 Reich+Petch Architects Culture & Recreation Department June 13, 2016 To Whom It May Concern Subject: Pickering Local History Collection Strategic Plan File: S-3060-001-16 Pickering Museum Village would like to express its strong support for the Pickering Public Library's Local History Collection Strategic Plan. Pickering Museum Village is a vibrant living history museum with 19 heritage buildings on 27 acres of land, and a collection of over 10,000 artifacts. The Museum's purpose is to collect, preserve, document, house, exhibit, and interpret material culture; research and document historical information supporting the community's material and social culture; and develop programs responsive to the needs of the community. The Local History Collection Strategic Plan aspires to expand the Library's ability to collect, store, preserve, interpret, and make accessible to the public Pickering's recorded history. The goals of this plan align with those of the Pickering Museum Village, and with the City of Pickering's Cultural Strategic Plan. The Pickering Museum Village was consulted extensively in the development of the Local History Collection Strategic Plan, and we believe that the directions and objectives proposed within the plan will benefit the entire community. Museum staff look frequently to the Local History Collection when researching artifacts, and developing programs and exhibits. This plan will lead to a more collaborative approach to the interpretation of our community's heritage, bringing both the Local History Collection and the Pickering Museum Village's artifact collection in stronger alignment and inter -relation. We look forward to working with the Library as they work through the plan, and further develop their heritage service to the public. Yours truly Katrina Pyke, M.A. Coordinator, Museum Operations KP:eb Copy: Director, Culture & Recreation Supervisor, Cultural Services Pickering Civic Complex ( One The Esplanade 1 Pickering, Ontario L1V 6K7 1 T. 905.683.8401 F. 905.686.4079 1 TTY 905.420.1739 1 Toll Free 1.866.683.2760 1 museumapickering.ca 1 pickering.ca MEMO June 13, 2016 To Whom It May Concern: Re: Pickering Local History Collection Strategic Plan As a contributing member, the Pickering Township Historical Society strongly supports the Pickering Public Library's History Collection Strategic Plan. The plan aspires to expand the Library's ability to collect, store, preserve and make available Pickering's recorded history to the community. Since our organization is very much involved in the collection of historic materials, materials that it then turns over to the library, this goal corresponds well with our own goals. As the library's plan developed we were consulted extensively and participated in the planning sessions themselves. This plan, we strongly believe, will be of great benefit to the community, and we intend to work closely with the library as the plan unfolds. Regards, ()John W. Sabean, PhD, OMC President, Pickering Township Historical Society 928 Reytan Blvd. PICKERING, ON L1W 1Y7 905.831.3811 jphnsabean88@gmail.com Corporate Services Department Legislative Services June 7, 2016 Cathy Grant, CEO Pickering Public Library Subject: Pickering Public Library — Local History Collection Strategic Plan - Letter of Support File: A-3500 It is my pleasure to write a letter of support for the Local History Collection Strategic Plan. As the City Clerk, I play a leading role in ensuring the City's records are retained and preserved in a secure and accessible manner. The Clerk's Office manages the City's two archive locations, which collectively contain approximately 1,300 boxes of records. Both archive locations are currently at capacity, and they are not optimal conditions for document storage. This project aligns with our Records Management objectives to provide a secure archive space for our records. Proximity to our current offices, adequate storage space, and a temperature -controlled environment are just a few of the elements of this project that we value. Moving ahead with the Local History Collection Strategic Plan is undoubtedly a priority for the Clerk's Office due to our current limited storage space, and to provide a safe, long-term solution for the City's vital documents. The Clerk's Office looks forward to collaborating with you on this project. Yours truly , ` . 1 Debbie Shields City Clerk DS:Ih Enclosure Copy: Director, Corporate Services & City Solicitor Pickering Civic Complex I One The Esplanade 1 Pickering, Ontario L1 V 6K7 1 T. 905.420.4611 905,420.9685 I TTY 905.420.1739 1 Toll Free 1.866.683.2760 I clerksapickering.ca 1 pickering.ca