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HomeMy WebLinkAboutOPS 08-23Report to Council Report Number: OPS 08-23 Date: March 27, 2023 From: Brian Duffield Director, Operations Subject: Don Beer Arena Capital Project Pre-Budget Approvals - File: A-1440 Recommendation: 1. That Report OPS 08-23 regarding Don Beer Arena Capital Project Pre-Budget Approvals be received; 2. That pre 2023 Capital Budget be established for Structural Repairs in Rink 3 at Don Beer Arena, in the amount of $120,000.00 (net HST rebate), be approved; 3. That pre 2023 Capital Budget be established for Rink 1 and 2 Refrigeration Plant lifecycle equipment replacement at Don Beer Arena, in the amount of $143,000.00 (net HST rebate), be approved; 4. That the Director, Finance & Treasurer be authorized to finance the project budget of $120,000.00 (net HST rebate) by a transfer from the Don Beer Arena Reserve; 5. That the Director, Finance & Treasurer be authorized to finance the project budget of $143,000.00 (net HST rebate) from Federal Gas Tax; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: Structural steel condition assessment completed in Rink 3 at Don Beer Arena in 2022 identified corroded splice bolts at various locations and recommended that they be replaced within 12 months. A separate mechanical engineering review for the refrigeration plant serving Rinks 1 and 2 at Don Beer Arena was completed in 2018 and identified staged repairs and component replacements required to ensure the continued safe operation of the plant. The initial phase of repairs was completed in 2019. The engineer’s report recommended that a second phase of work be completed in 2023, including the overhaul of the existing compressors. Design work for both scopes of work was completed in 2022 and both scopes of work are ready for procurement. Pre-budget approval is required in order to award and commence these projects as soon as possible once the Rink 1 and 2 refrigeration plant is shut down for the summer and after completion of the primary programming season in Rink 3. It is recommended that pre 2023 Capital Budget be established for Structural Repairs in Rink 3 at Don Beer Arena, in the amount of $120,000.00 (net HST rebate) and for Rink 1 and 2 OPS 08-23 March 27, 2023 Subject: Don Beer Arena Capital Project Pre-Budget Approvals Refrigeration Plant lifecycle equipment replacement at Don Beer Arena, in the amount of $143,000 (net HST rebate), be approved to allow the necessary repairs to be completed as soon as possible and to minimize any impact on program offerings. Financial Implications: Both capital projects are included in the preliminary draft 2023 Capital Budget. Structural Repairs in Rink 3 at Don Beer Arena, in the amount of $120,000.00 (net HST rebate), will be funded by the Don Beer Arena Reserve. Rink 1 and 2 Refrigeration Plant lifecycle equipment replacement at Don Beer Arena, in the amount of $143,000 (net HST rebate), will be funded from the Federal Gas Tax Reserve Fund. The Don Beer Arena Reserve and the Federal Gas Tax Reserve Fund both have sufficient funds to undertake these projects. Discussion: Corroded splice bolts were identified as part of major structural assemblies in Rink 3 at Don Beer Arena as part of a routine structural condition assessment completed by Barry Bryan Associates in October 2022. The engineering report recommended that the corroded bolts be replaced within 12 months. Design work for the required repairs was completed in late 2022 and is ready to be issued for procurement. Rink 3 is expected to host the City’s summer ice programs this year, but the nature of the required work allows for it to be completed over the ice surface with proper protection. The preferred window to complete the repairs is in April 2023, requiring immediate procurement and award in order to achieve this schedule. A detailed engineering review of the plant was completed by TS Engineering in late 2018, providing recommendations for immediate and longer term repairs. The most urgent repairs were completed in 2019. Longer term work was recommended to be completed in 2023 and includes lifecycle rebuilding of the existing compressors and replacement of pumps and other related components. Completing these repairs should extend the life of the plant by approximately ten years. All required design work and technical documents has been completed and are ready to be issued for procurement. Ice is typically removed in the City’s arena facilities in April and reinstalled in late August. Late planned budget approval in April this year will impact timing for retrofit and overhaul of the refrigeration plant serving Rinks 1 and 2. The long lead times required to secure the necessary materials renders it necessary to award this work as soon as possible in order to complete the project prior to restoring ice to Rinks 1 and 2 for resumption of programming in the Fall. Different trades will be required to complete each of the two scopes of work, which must therefore be tendered and awarded separately. It is recommended that pre 2023 Capital Budget be established for Structural Repairs in Rink 3 at Don Beer Arena, in the amount of $120,000.00 (net HST rebate) and for Rink 1 and 2 Refrigeration Plant lifecycle equipment replacement at Don Beer Arena, in the amount of $143,000 (net HST rebate), be approved to allow the necessary repairs to be completed as soon as possible and to minimize any impact on program offerings. OPS 08-23 March 27, 2023 Subject: Don Beer Arena Capital Project Pre-Budget Approvals Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Sarah Douglas-Murray Division Head, Operations Services Director, Community Services VP:nm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer