HomeMy WebLinkAboutOPS 12-24Report to
Executive Committee
Report Number: OPS 12-24 Date: June 10, 2024
From: Brian Duffield Director, Operations
Subject: Consulting Services for the Seaton Community Centre & Library
- RFP2024-7 - File: A-1440
Recommendation:
1. That Request for Proposal No. RFP2024-7 for Consulting Services for the Seaton Community Centre & Library as submitted by Perkins + Will Canada Inc. in the amount of
$7,150,000.00 (HST excluded) be received;
2. That the total gross project cost of $10,017,450.00 (HST included), and the total net
project cost of $9,021,024.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $9,021,024.00 as approved in the 2020, 2021 and 2024 Capital Budgets and funded as follows:
a. The sum of $6,898,430.00 from the DC - Parks & Recreation Reserve Fund;
b. The sum of $225,526.00 from the Seaton Land Group FIA;
c. The sum of $1,897,068.00 from the DC - Library Reserve Fund;
4. The Council direct the Chief Administrative Officer to provide operational and financial project updates based on the following schedule: December 2024, June 2025 and every six months thereafter until Substantial Performance of the project;
5. That staff be directed to proceed with the recommendations of the Recreation and Parks 10-Year Plan and Arena Strategy as the basis of design and amenities to be included in the Seaton Community Centre & Library; and,
6. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award professional consulting
services for the design and associated costs required for the Seaton Community Centre & Library to be located on a ten hectare site at the southeast corner of the future intersection of
Alexander Knox Road and Burkholder Drive. Anticipated to be roughly 185,000 square feet in size, the new facility will be designed to deliver the amenities recommended by the Recreation
OPS 12-24 June 10, 2024
Subject: Consulting Services for the Seaton Community Centre & Library Page 2
and Parks Ten Year Plan, Arena Strategy and Library Facilities Plan, subject to Council’s approval and endorsement. Staff will be referring to the project as the Seaton Recreation
Complex & Library as a working name, as it better reflects the active nature the nature of this facility. This working name is used throughout the Discussion section of this report.
Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13, 2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services
and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document.
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc., in the amount
of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is
estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated $9,021,024.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Good Governance - Customer Service Excellence, and Corporate Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected,
Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; and Foster an Engaged & Informed Community.
Financial Implications:
1. RFP Amount RFP2024-7 $7,150,000.00
HST (13%) 929,500.00 Total Gross Quotation Cost $8,079,500.00
2. Estimated Project Costing Summary
RFP2024-7 $7,150,000.00 Associated Costs
Building Permit Fees
300,000.00
540,000.00 Other Permits & Approvals 175,000.00 Contingency 700,000.00 Total Project Cost $8,865,000.00
HST (13%) 1,152,450.00 Total Gross Project Costs $10,017,450.00
HST Rebate (11.24%) (996,426.00) Total Net Project Cost $9,021,024.00
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Subject: Consulting Services for the Seaton Community Centre & Library Page 3
3. Approved Source of Funds – Operations Capital Budget Approved Code Source of Funds Approved
Budget
Funds Required
C10260.2101
(CommCtr)
DC - Parks & Recreation
Services Reserve Fund
$17,760,659.00 $6,898,430.00
C10260.2101 (CommCtr)
Seaton FIA Reserve Fund 389,341.00 176,883.00
C10905.2101
(Library)
DC – Library Reserve Fund 4,861,225.00 1,897,068.00
C10905.2101 (Library) Seaton FIA Reserve Fund 113,775.00 48,643.00
Total Funds $23,125,000.00 $9,021,024.00
The Seaton Community Centre & Library was included in the 2022 DC Background Study, and the design component for this project was included in the 2020, 2021 and 2024 Capital
Budgets. At this time, it is recommended that all of the design costs be charged to project code
C10260.2101 and funded accordingly as referenced in Table 3 above. Once the detailed
design is complete, and the footprint split is confirmed between the library and other community and recreational uses, the construction costs will be allocated to the respective capital accounts, once construction begins.
As shown above, the funding of the design component will not require any debt financing which is “good news”. This good news can be partially attributable to the fact that the design cost is substantially below the project budget. The lower bid price is partially due to the current competitive environment and the fact that the City being a government entity is a reliable
business partner, combined with the inflated current costs of construction having broken the traditional relationship between design and construction costs. The schedule below presents a
preliminary estimate of the year-end balance for the two DC funding components. Preliminary Estimate DC Balance for Library and Parks & Recreation ($)
As shown below, after funding this cost component, there are still sufficient funds in these two DC components to undertake other growth related expenditures and avoid issuing debt.
Included in Table 2, is an estimate for the cost of Building Permit (BP) fees. The final fee
amount will be based on the final design of the building. City Development staff will invest their time and expertise to review the extensive drawings for this multi-faceted building and this cost is included in this project to recover City Development staff time. To put another way, City staff
are treating this project in a similar fashion as a private sector development.
Project Cost under (over) approved funds by
$14,103,976.00
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Subject: Consulting Services for the Seaton Community Centre & Library Page 4
Understanding the (Full) Financial Commitment For This Project
The awarding of this architect contract only represents one component of the full financial
commitment of this project and the architect cost is arguably the lowest cost. The other two
components are construction and on-going operating costs.
The current preliminary estimated construction cost is approximately $210.0 million. The City will have to borrow funds and have Durham Region issue debt on the City’s behalf to fund
these costs. The current work plan is to bring a Report to Council, in the first quarter of 2026, for Council consideration to award the construction contract. This report will also include a revised Annual Repayment Limit (ARL) calculation that would include the construction debt amount plus those projects where the debt hasn’t yet been issued and for those projects that
have been approved but not yet started, including a debt financing component. In other words, that future report will provide an up-to-date debt picture for Council’s information and
consideration. It should be noted that the determination of the ARL is based on some uncontrollable factors such as interest rates and capital cost inflation. If the current interest
rates decrease, the corresponding annual debt payments would be lower, resulting in a lower use of debt capacity.
The ARL is a Provincial Regulation whereby the City’s annual debt payments cannot exceed 25 percent of its Net Revenues. In non-technical terms, the ARL could be viewed as the City’s
credit card limit. Today, the City’s debt payments (excluding the Pickering Heritage & Community Centre) is around five percent, consistent with where you would find a large majority of municipalities. When staff bring forth the report to award the Seaton Community
Centre & Library construction contract, the ARL calculation may indicate that the City is around
the 20 percent level. In other words, the City will be using almost 80 percent of its debt
capacity under this scenario with the debt limit being so high, the opportunity for the next term of office to consider using debt to finance capital projects may be severely limited. Under this scenario, the new Council would have to adopt a “Pay as you Go” philosophy for capital
projects. In other words, the City would have to have the cash in the bank before signing any construction contract.
Using existing budget cost profiles, Finance staff estimated the financial impact of the facility’s operating cost on the budget levy. Based on 2024 dollars, if the facility opened on January 1,
2024, the budget levy would have to increase by 4.0 percent for the Seaton Community Centre
DC - Library DC - Parks and Rec
A 2024 Opening Balance (10,914,839) (59,297,265)
B Est. 2024 Revenue Contribution (2,900,000) (15,900,000)
C = A+B Funds Available (13,814,839) (75,197,265)
D 2024 & Prior Commitments 2,620,777 55,953,508
E Add: Seaton Design 1,897,068 6,898,430
F = D+E Total Commitments 4,517,845 62,851,938
G = C-F Est. 2024 December 31 Ending Balance (9,296,994)$ (12,345,327)$
OPS 12-24 June 10, 2024
Subject: Consulting Services for the Seaton Community Centre & Library Page 5
& Library. Therefore, with the 2024 Budget levy increase being 3.99 percent, the total theoretical increase would have been slightly under 8 percent. The programs being offered will
impact the revenue stream that in-turn, will have a financial impact on the budget levy increase. Therefore, when the doors open in 2029, Council should expect a “bump up” in the
budget levy in addition to the regular annual increase.
In addition to the City’s standard procurement processes and procedures, P1 Consulting were retained through a separate competitive process to function as independent fairness monitors. The fairness monitor’s role was to review all procurement documents and observe the
procurement process to ensure openness, fairness, and transparency. A summary report of their findings is provided as Attachment 1, confirming that they were satisfied that the City followed procedures applicable to the RFP documents and purchasing policy, and that the
participants followed the procedures and fairly applied the evaluation criteria.
Discussion: The purpose of this report is to award professional consulting services for the design and associated costs required for the Seaton Community Centre & Library to be located
at the southeast corner of the future intersection of Alexander Knox Road and Burkholder Drive.
The project site is roughly 10 hectares (25 acres) sloping gradually from north to south,
expected to feature a new facility located towards the north end to front onto Alexander Knox Road. Parking and site amenities will be located further south. Residential development exists immediately to the east, with natural ravine features to the south. A stormwater pond and other related features will also be required at the south end of the property, with their design already
separately and significantly advanced.
Based on review of other facilities with similar amenities to those recommended by the City’s
Recreation and Parks Ten Year Plan and Arena Strategy, a building size of approximately 185,000 square feet is anticipated, along with required parking and outdoor features. Specific
details will be developed during design, which will include the development three distinct concepts to be presented for public consultation. One preferred option, to be confirmed by Council following the public consultation period, will then be selected for detailed design development, with a tentative construction start date in early 2026.
For clarity, it is worth noting that this project was listed as the Seaton Community Centre & Seaton Regional Library in past Development Charge Background Studies. The term has been in the title of this report and prior to this section for consistency. The Recreation & Parks Ten
Year Plan instead references the combined facility as the Seaton Recreation Complex &
Library. Since the ‘Seaton Recreation Complex & Library’ has also been used to promote this
project publicly and is more reflective of the type of facility that is being designed, it is recommended that the facility be called the Seaton Recreation Complex & Library moving forward as a working name throughout the design process. City staff will be seeking
sponsorship for naming rights for this facility, which may change the long term name of this facility.
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This will be the City’s first new major recreation complex built since 1983, and only the second such facility in Pickering. It will also be the City’s first new library since the George Ashe
Library & Community Centre opened in 2000, and is also the first major City facility to directly service the Seaton community. Its function as a key site for public service delivery must reflect
both diverse and emerging needs, explore and leverage new technologies, while also providing opportunities to better engage with and provide services to City of Pickering residents. As part of the City’s commitment to sustainability and responsible environmental stewardship,
the building will be designed to meet the latest Net-Zero Carbon Design requirements, as set out by the Canadian Green Building Council, meeting or exceeding past Council direction to ensure that all Seaton facilities be designed to LEED silver or equivalent. Net-Zero design has
also become a common requirement for major grant funding opportunities, and will help to
reduce future operating costs.
On April 24 and 25, Tante Consulting Inc., in collaboration with SAFFY, delivered six, two-hour workshops to City of Pickering staff, members of Council, community partners, and the Library
Board of Directors. These workshops aimed to gather insights, perspectives and imaginations, informing a vision for the Seaton Recreation Complex & Library that will be considered and embraced within its design. The workshops resulted in some key themes that form an overall vision for the facility.
The Seaton Recreation Complex & Library will be:
• a community gathering space
• welcoming and inclusive
• a space that includes Indigenous representation
• designed with the future in mind
• designed to be open and intuitive, featuring natural elements
• appealing to a multigenerational community
• both an indoor and outdoor experience; with outdoor spaces treated as an equal
priority
• fully accessible
The most common themes heard in the vision workshops indicate the Seaton Recreation
Complex & Library should be welcoming, inclusive, open, and adaptable; a gathering space with ample outdoor space.
The results of the vision workshop are included as Attachment 2. Recreation & Parks Ten Year Plan and Arena Strategy
The former Recreation & Parks Plan (“The Plan”) was completed in 2017 and identified the Seaton Recreation Complex & Library as essential to delivering recreation programs and services to the growing Pickering community, especially to the new residents in Seaton. The
2017 Plan recommended the following amenities for the facility:
• 25 metre, six lane indoor pool with a separate warm water leisure tank
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Subject: Consulting Services for the Seaton Community Centre & Library Page 7
• fitness centre with a group fitness studio
• full size double gymnasium
• walking track
• dedicated youth space
• multi-purpose spaces, designed with the potential to be re-purposed as an older adult space if needed
• consideration of a multi-pad arena
The 2017 Plan recommended that Seaton’s new multi-use recreation facility should be
designed in a manner that could be expanded to add a multi-pad arena (subject to a future arena assessment) as well as dedicated space for older adults, should longer-term demand necessitate. The facility should be positioned to accommodate both community uses and the local sport tourism market to attract indoor sports tournaments. As a result, consideration
should be given to a range of sport friendly design elements where possible including, but not limited to, parking, accessibility features, circulation and gathering areas, spectator seating, electronic score clocks and timers, sufficiently-sized change rooms, storage areas, viewing
areas, and other amenities determined through future planning processes.
In 2023, the City engaged Monteith Brown Planning Consultants to renew the Recreation &
Parks Plan. The new Ten Year Plan (2024-2034) included extensive community consultation that has provided more current data on the recreation needs of the community. The draft Recreation & Parks Ten Year Plan includes more refined recommendations on the amenities
for the Seaton Recreation Complex & Library, including amenities in the park adjoining the facility.
Planning for the Recreation & Parks Ten Year Plan included the development of a comprehensive Arena Strategy to address ice usage and facility needs. On April 2, 2024,
Council received the draft Arena Strategy and on April 26, 2024, Council approved Resolution #461/24, receiving the Arena Strategy for information. Input on the draft Arena Strategy was
sought in May 2024. The Strategy was posted on Let’s Talk Pickering from April 26 through May 23 with an option for residents to share thoughts or provide comments, and an Open
House was held on May 7 at Don Beer Arena during a hockey try-out evening to engage with ice users. The Strategy and consultation opportunities were promoted widely on the City’s web page, shared with ice user sport groups and their members, signage was put up in the two Arena lobbies, and a social media campaign was executed through the City’s social media
channels. An extensive Community Consultation process was launched on both The Plan and The
Strategy in November & December, 2023. The engagement campaign included a City-wide
survey, two public Open Houses, community pop-ups at various locations in the City, a Youth
engagement initiative in collaboration with the School Boards, key stakeholder interviews, and Sport/Culture User Groups Feedback sessions. Over 2,200 surveys were completed providing invaluable feedback throughout the process. The entire campaign reached over 15,000 people
and was highly successful in engaging the community in the development process.
Community Consultation completed in 2023 informed the recommendations for the amenities required at the Seaton Recreation Complex & Library.
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Subject: Consulting Services for the Seaton Community Centre & Library Page 8
Recommended amenities now include:
Indoor Amenities
• An Indoor Aquatics Centre: with a 25-metre lane rectangular pool with a minimum of six lanes plus a separate leisure/therapeutic pool.
• A Triple Gymnasium: designed to an appropriate specification including adequate playout dimensions, ceiling heights, flooring and supporting amenities.
• Fitness Centre: a training club with weight-training space and group fitness studios.
• Multi-Purpose Rooms: for meetings, programs, and gatherings that enable a flexible
range of community uses.
• Arena: two NHL-size ice pads, as well as an indoor walking track (encircling the ice pad or gymnasium).
• Full Service Library: (with Maker Space, collections, printing centre, small meeting
rooms, teen area, children’s area, and work/study spaces).
• General: provide sufficient spaces for casual social activity, change rooms, washrooms, storage, office space, lobby, etc.
Outdoor Amenities
• Destination Playground: A large, interactive playground providing space for physical activity and play.
• Splash Pad: An attractive and interactive aquatic play area.
• Sports Courts: Consideration of multi-sport courts including basketball, pickleball, and
tennis.
• Skate Spot: A variety of skateable features.
Pickering Public Library Facilities Plan
The Pickering Public Library Board approved the Library’s Facilities Plan in 2023. This
Facilities Plan projects what new library space will be needed in the future based on Pickering’s population growth. In order to meet community demand for library services, the
Board has recommended a 30,000 square foot library in Seaton.
Pre-Design Work and Schedule
Staff are already working to develop the functional program needs of the building, establishing various rooms and other component needs of the building early to help fast-track development of design concepts as soon as the consultants are retained. Schematic designs must develop three initial concepts by September 2024 to enable public and stakeholder consultation to
proceed in October-November of this year. Based on feedback collected, one option will be recommended to Council. If accepted, detail design development and construction drawings will follow in 2025. Extensive cost review will be performed throughout the design process to
ensure adherence to the project budget. Subject to receipt of all required regulatory approvals,
the project will be tendered for construction in early 2026 with a target completion date in late
2028. Following a short fit-out period, the Seaton Recreation Complex & Library would open in early 2029.
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Subject: Consulting Services for the Seaton Community Centre & Library Page 9
Regular progress updates will be provided to Council in the form of information reports, commencing in December 2024, and every six months thereafter until the project is
substantially complete.
Program Diversification
As reflected in the findings of the Facilities Renewal Study, received for information by Council as part of Report OPS 02-24, many of the City’s existing facilities are aging and in need of retrofit, renovation, or even consideration for future decommissioning. The City currently has a limited number of locations currently available to offer services and programming to residents.
By prioritizing the construction of the Seaton Recreation Complex & Library, in accordance with Council’s stated Capital Project Priorities as set by Report FIN 01-24 in January of this year, the City will diversify this offering and provide opportunities to review and address issues
related to aging infrastructure by expanding its options across multiple facilities.
Construction of the Seaton Recreation Complex & Library will likewise provide alternate venues for programming in cases where short term shutdowns are required for maintenance or renovation at other existing facilities. Currently, such work must either be deferred or limited in
scope to avoid impacting programming, unfortunately contributing to ongoing deterioration of existing buildings. Public Engagement
Community Consultation for the Seaton Recreation Complex & Library design is based on a
Five Phase approach.
1. Phase One (March to August 2024): Residents and sport user groups were consulted on the Arena Strategy from March to May. This included consultation on the recommended two pad Arena at the Seaton Recreation Complex & Library. Residents and sport user groups will be consulted on the draft Recreation & Parks Ten Year Plan
through the summer. This phase of consultation will include resident input on the recommended amenities for the Seaton Recreation Complex & Library. 2. Phase Two (April 2024): Six Visioning sessions were conducted involving key
stakeholders, members of Council, the Pickering Public Library Board, and City staff.
This phase of consultation created a vision for the facility.
3. Phase Three (May 2024): Facility Benchmarking was completed with four Recreation facilities in Milton, Markham, Oakville and Toronto. Facility benchmarking provided data on similar projects and considerations for design.
4. Phase Four (June to October 2024): A comprehensive community engagement will be undertaken in Phase four to determine the preferred design concept for the facility, selected from three design concepts. Phase four is anticipated to result in feedback that may result in adjustments to the overall design, layout or amenities of the facility. The
results of Phase Four consultation will be presented in a Report to Council in December, 2024 for Council’s selection of one preferred option to proceed to detailed design development and construction drawings.
OPS 12-24 June 10, 2024
Subject: Consulting Services for the Seaton Community Centre & Library Page 10
5. Phase Five (December 2024): Phase Five comprises the summation phase, including a “What We Heard” summary, to provide participants of the community engagement with
a summary of community feedback.
A more detailed version of this community consultation plan can be found in Attachment 3. Associated Costs identified as part of the project costs include: geotechnical studies, third party systems commissioning, land surveys, legal fees, promotional and marketing materials,
geothermal and hydrology reports, and any related or required assessments or investigations that may be needed to determine existing conditions, existing potential and suitability for alternative or sustainable technologies, etc., where such work cannot be undertaken by
Perkins + Will Canada Inc. or where it is in the City’s interest to retain the third party to
complete this work independently.
Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13,
2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document.
Proposals were evaluated and ranked based on the consultant’s project team composition, proposed project plan, and their pricing. Perkins + Will Canada Inc. was the top-ranked
Proponent and is recommended for the award.
Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc., in the amount of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated
$9,021,024.00 (net of HST rebate).
Attachments:
1. Fairness Monitor’s Report by P1 Consulting, dated May 23, 2024 2. Visioning Workshop and Facility Benchmarking Summary
3. Community Consultation Plan
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP
Division Head, Operations Services Manager, Procurement
OPS 12-24 June 10, 2024
Subject: Consulting Services for the Seaton Community Centre & Library Page 11
Original Signed By: Original Signed By:
Brian Duffield Laura Gibbs Director, Operations Director, Community Services
Original Signed By:
Richard Holborn Director, Engineering Services
Original Signed By:
Jackie Flowers CEO/Director of Public Library
Original Signed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
BD:vp
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
City of Pickering
Request for Proposals
for
Consulting Services for the Design of the
Seaton Community Centre and Library
Fairness Monitor’s Report
May 23rd, 2024
FINAL
Attachment 1 to Report OPS 12-24
City of Pickering
Request for Proposals for Consulting Services for the Design of the Seaton
Community Centre and Library
Fairness Monitor’s Report
May 23rd, 2024
Page 2 of 5
Table of Contents
1.Project Highlights ................................................................................................................... 3
1.1 Introduction and Project Background ........................................................................... 3
1.2 Scope of the Fairness Monitor Engagement ................................................................. 3
2.Request for Expression of Interest Process ......................................................................... 4
2.1 Development of the RFP ..................................................................................................... 4
2.2 Evaluation Preparation ....................................................................................................... 4
2.3 Submission Receipt .............................................................................................................. 4
2.4 Evaluation of the Proposals ............................................................................................... 4
2.5 Pricing Evaluation and Final Ranking ............................................................................ 4
2.6 Debriefing ................................................................................................................................ 5
3.Conclusion .............................................................................................................................. 5
City of Pickering
Request for Proposals for Consulting Services for the Design of the Seaton
Community Centre and Library
Fairness Monitor’s Report
May 23rd, 2024
Page 3 of 5
1. Project Highlights
1.1 Introduction and Project Background
City of Pickering (the City) issued a Request for Proposals (RFP 2024-7) as an invitation to
prequalified proponents to submit proposals for Consulting Services for the Design of the
Seaton Community Centre and Library. The RFP was preceded by Request for Supplier
Qualifications No. RFSQ2024-2, which was completed in early 2024. Three (3) proponents
were prequalified as part of that process for the provision of architectural, landscape,
engineering and other consulting services, including contract administration and all fees and
services in accordance with the requirements of the RFP. The selected proponent will be
requested to enter into direct contract negotiations to finalize an agreement with the City for
the provision of the Deliverables as described within the RFP.
1.2 Scope of the Fairness Monitor Engagement
P1 Consulting was retained in April 2024 by the City to perform fairness monitoring services
and provide an independent attestation on the RFP process. Our mandate was to review and
monitor the RFP documents and communications, provide advice on best practices, review
and monitor the evaluation and decision-making processes to confirm their fairness, equity,
objectivity, transparency and adequate documentation throughout the evaluation process. In
particular, in our role as Fairness Monitor, we ascertained that the following steps were taken
to support an open, fair and transparent process:
• Review of the RFP:
P1 Consulting reviewed the RFP, and all other supplied documents related to the
procurement process to confirm that they were fair, open and transparent.
• Evaluation Meetings:
P1 Consulting attended and observed RFP evaluation meetings, where the evaluation
results were discussed. Additionally, during the evaluation process, we provided verbal
and written advice with respect to fairness, objectivity, consistency of process, conflict of
interest and confidentiality to confirm strict accordance with the specifications and
criteria set out in the RFP documents.
All of the tasks above were completed in a manner that was fair, open and transparent.
City of Pickering
Request for Proposals for Consulting Services for the Design of the Seaton
Community Centre and Library
Fairness Monitor’s Report
May 23rd, 2024
Page 4 of 5
2.Request for Expression of Interest Process
2.1 Development of the RFP
P1 Consulting reviewed the RFP and our comments related to fairness were satisfactorily
addressed by the City during the open period process.
2.2 Evaluation Preparation
The evaluation procedure documentation was reviewed in advance of the evaluation process.
All participants in the evaluation process participated in a training session in preparation for
their role in the process, which included the roles and responsibilities of participants and the
approach to the evaluation. Each evaluator confirmed they were not in a position of conflict
of interest and their continued commitment to the avoidance of conflicts and respect of
confidentiality commitments throughout the procurement within the City’s online
procurement system. There were no conflicts identified of which we were aware, which
prevented a participant from participating in the RFP evaluation.
2.3 Submission Receipt
The RFP Closing Date was May 13, 2024, at 2:00 PM EST. The City received submissions from
the following three Proponents via their online procurement system:
•Diamond and Schmitt Architects Incorporated
•MacLennan Jaunkalns Miller Architects Ltd.
•Perkins + Will Canada Inc.
2.4 Evaluation of the Proposals
In accordance with the RFP, the proposals first were reviewed to confirm they met the
mandatory submission and mandatory technical requirements of the RFP. All three proposals
were found to pass the mandatory compliance stage and were eligible to continue to the Non-
price rated requirements evaluation stage.
The City’s evaluation team undertook individual evaluation and scoring of the proposals
against the RFP criteria. Subsequent to completion of the individual evaluations, the Team
attended an “enhanced consensus” scoring session to discuss and finalize the evaluation
results. All proposals met the established minimum thresholds specified in the RFP for the
non-price rated criteria and were eligible to proceed to the next stage of evaluation.
2.5 Pricing Evaluation and Final Ranking
The pricing evaluation was automatically calculated within the City’s online procurement
system, in accordance with the RFP. Based on the cumulated scoring of the evaluated criteria,
Perkins + Will Canada Inc. was identified as the top-scoring Proponent to enter into
negotiations with the City.
City of Pickering
Request for Proposals for Consulting Services for the Design of the Seaton
Community Centre and Library
Fairness Monitor’s Report
May 23rd, 2024
Page 5 of 5
2.6 Debriefing
At the time of this report, no debriefings have been conducted related to this solicitation.
3.Conclusion
Our fairness review was conducted without influence and as of the date of this report, we
confirm that we are satisfied that, from a fairness perspective, the City of Pickering’s
RFP for Consulting Services for the Design of the Seaton Community Centre and Library
process was conducted in a fair, open and transparent manner. As Fairness Monitor for this
Project, we are satisfied that the City has followed the procedures in accordance with the
applicable RFP documents and procurement policy, and that the participants followed the
procedures and fairly applied the evaluation criteria.
Stephanie Braithwaite
Director of Fairness Services, P1 Consulting Inc.
Lead Fairness Monitor
Page 1 of 21
Vision Workshop and Facility Benchmarking Summary
June 10, 2024
Attachment 2 to Report OPS 12-24
Page 2 of 21
Vision Workshop and Facility Benchmarking Summary
June 10, 2024
Part One: Vision Workshops
Presented by
tante consulting inc., in collaboration with SAFFY
Contact: Terrilyn Kunopaski, Principal, tante
647.888.6358 | terrilyn@tanteconsulting.com
Presented to
Seaton Recreation Complex & Library Steering Committee
Contact: Laura Gibbs, City of Pickering Director, Community Services
905.420.4660 ext. 3709 | lgibbs@pickering.ca
Introduction
The following pages summarize findings from a series of workshops delivered, to inform
a vision and design for the City of Pickering’s Seaton Recreation Complex & Library.
Process Summary
On April & 25, tante consulting inc., in collaboration with SAFFY, delivered six, two-hour
workshops to City of Pickering team members, community partners, and the Library
Board of Directors (‘participants’). These workshops aimed to gather insights,
perspectives and imaginations, informing a vision for the Seaton Recreation Complex &
Library (‘SRCL,’ ‘the Complex’) that will be considered and embraced within its design.
Workshop Summary
Each workshop kicked off with an introduction to the Seaton community and the plans
for the Complex as presented in the Recreation & Parks—Ten-Year Plan. From there,
participants formed small groups to participate in an “essence exercise,” tasked with
imagining the ideal essence (i.e., intangible vibe) for the new Complex and how this
essence is manifested in physical elements (i.e., colour, materials, etc.). They were then
challenged to transform this essence into a visual representation, such as a doodle,
icon, vision board, logo, etc. Through this activity, participants:
·Discussed how they want people to feel when they enter the complex;
·Considered how the various elements of the Complex work together to inform an
overall experience;
·Imagined how the community can use and interact with the various spaces within
the Complex;
·Contemplated the design, flow and construction of the Complex; and
·Envisioned the value and role of the Complex to the Seaton community and
Pickering residents more broadly.
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An example of Activity one results:
After sharing their Activity 1 creations, Activity 2 tasked participants to fast-forward to
2043—15 years after the Complex opened—and write a letter to their 2024 self,
reflecting on the state of the SRLC and their role in bringing it to life. A template was
provided to guide imaginations of why they are visiting the facility in 2043: what they felt
and noticed while they were there; what they were proud of (having been part of the
visioning process); and what they might do differently if they could “go back” and
participate in the visioning process again.
Through this activity, participants:
·Thought about how the visions and priorities identified now will (or will not be)
enveloped in the Complex design and development;
·Articulated possible wins and challenges that could manifest within the
Complex, based on the planning and design process happening at this stage
of the project;
·Imagined who will be using the Complex and how users interact with the
spaces; and
·Considered less-than-ideal outcomes for the Complex, and proactive
solutions to avoid gaps and/or failures.
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An Example of Activity 2:
Vision & Guiding Principles
Based on workshop outcomes, we have defined the following vision to guide the next
steps in the SRCL’s development:
The Seaton Recreation Complex and Library is a vibrant community gathering place,
where people from across Pickering and beyond feel welcomed, represented and
engaged.
Recommended guiding principles include:
1. Connection and community
2. Adaptability and sustainability
3. Wellness and accessibility
Note: These elements are not further developed due to the scope of this Report.
Page 5 of 21
What We Heard
The following pages summarize the ideas, themes and concerns shared throughout the
workshops. Note that these findings represent recurring/prominent themes identified
and do not necessarily reflect the views of all people engaged. Analysis is not included
within this section; it is simply a summary of “what we heard,” presented as visions for
the Complex.
The SRCL is a community gathering space.
We heard hopes that the Complex is a destination with an air of excitement, creating
spaces that foster connection between community members. Participants echoed a
desire to see the SRCL as a place where folks go not just because they need to, but
because they want to; where people of all ages can hang out, read a book, participate
in/seek out programming, or drop by to see what’s going on and who’s there. We heard
a desire to see some sort of “wow” factor within its design, establishing the SRCL as an
iconic space and point of pride for locals, thereby further encouraging regular visits.
Additionally, they shared a vision for a facility where caregivers can drop their children
off, and instead of leaving the property until pick-up time, they stay to participate in a
class, grab a bite to eat, or find a place to relax. While a sense of energy and vibrancy
are key to creating this community gathering space, participants say that calm and quiet
areas must also be incorporated for those seeking an escape. Ultimately, participants
see the SRCL as a place that strengthens users' social, physical, and emotional
wellness.
The SRCL is welcoming and inclusive.
Participants shared a vision for the SRCL to be a welcoming, inclusive and inviting
space. They shared that, practically speaking, this means having multiple entry points
and no front desk immediately inside the doors, creating easy flow into the building and
open sight lines. There were a number of visions for how a “welcoming and inclusive”
space is fostered otherwise, particularly in ways that allow the community diversity to be
reflected. For instance: featuring public art, inside and out; offering spaces that can be
used for community and cultural events; including non-gendered toilets; incorporating
multilingual services and/or wayfinding; using bright and warm colours; and providing
comfortable seating. Accessibility, mental wellness and trauma-informed design
considerations are also noted, as well as accessible program pricing. One
recommendation shared is to lean on the City’s Equity, Diversity and Inclusion Strategy
in the Complex’s planning and development. Finally, participants brought up the need to
consider local houseless folks, and how the SRCL might be able to offer a reprieve or
safe space for them.
The SRCL includes Indigenous representation.
Participants acknowledged the potential for the SRCL to embrace a responsibility
regarding decolonization and reconciliation. We heard that its proximity to Indigenous
burial grounds makes this especially important. One suggestion is that the City consider
renaming the Complex, for example by incorporating an Indigenous language.
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The SRCL is designed now with the future in mind.
Participants discussed how City projects are often developed to fit within a budget
rather than having budgets fit the project's needs. They shared that this leads to greater
costs down the line, to make up for initial shortcomings. We heard that there is a deep
aspiration that the SRCL project budget be expanded so the Complex can be built with
the future in mind, proactively addressing challenges that can be identified now. For
instance, participants shared that the structure itself must be flexible, adaptable and
designed for different uses. On one hand, this refers to the ability to adapt courts, ice
pads and other spaces to host various activities (i.e., the ice pads can be converted for
roller skating). On the other, adaptability means having the physical infrastructure in
place to allow for physical expansion and development as needs change. There is a
desire to invest in stacked parking now, knowing this will be a need as the community
grows, and to provide more outdoor space which addresses a current gap that will only
deepen as the population continues to grow. Sustainability—considering durable,
maintenance-friendly and resilient materials—is another consideration brought forward,
within the theme of future-proofing the Complex. Finally, participants proposed
incorporating technology to enhance the experience and provide connections to the
Complex without being there physically.
The SRCL design is open and intuitive, featuring natural elements.
We heard visions for the Complex to “bring the outdoors in,” featuring natural materials
(i.e., exposed wood, stone) and walls of windows overlooking the outdoor spaces, also
letting the natural light in. Some suggested incorporating a courtyard, gardens and
greenery inside the building, as a way to provide green space year-round. (This also
lends to prospective programming.) Participants shared hopes that the design allows
visitors to intuitively find where they need to go, supported by clear wayfinding.
Additionally, they hope there are windows throughout the building so visitors can see
into various spaces/the activities taking place, which inspires them to participate while
adding energy to the building overall. Further, we heard visions for the open design
concept to lend to library programming and services to be incorporated into the
recreation spaces and common areas.
The SRCL appeals to a multigenerational community.
We heard that multigenerational perspectives must inform the SRCL’s design and
programming. Participants shared a desire for a genuinely seniors-friendly facility, made
possible through parking, signage and security considerations. They also suggested
engaging local youth to understand how the Complex is developed to cater to their
needs and interests. Including children’s programming and passive uses of the space
were also recurring themes, as was an opportunity to provide City services onsite—for
example, offering “one-stop shop” kiosks where visitors can also pay their taxes or
apply for permits. Small considerations with major impacts, such as easy access to wifi,
were discussed when considering how to appeal to various user groups. Finally,
participants pointed to a need to consider how to create positive work environments for
City staff who work at the SRCL.
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The SRCL’s outdoor spaces are an equal priority.
There was a resounding theme of disappointment regarding the shrinking outdoor
space within the Complex available for public use (beyond parking). Some participants
suggested that the City build a smaller facility with more outdoor space. Still, we heard
that the outdoor space presents an opportunity for public gatherings year-round and
beyond the Complex’s operating hours. Participants hope to see the outdoor space
connected directly to the facility (versus being separated from the building by the
parking lot). We heard ideas to include social areas, shade structures, toilets accessible
after hours, and green walls (instead of fences). Participants also discussed
opportunities to connect the Complex to nearby trails (through wayfinding, public art,
etc.) and potentially provide equipment for trail exploration (i.e., bike or snowshoe
rentals, available via the Library). Additionally, participants identified an opportunity to
activate the Complex’s rooftop as a usable outdoor space, for example, as a place for a
community garden.
The SRCL is fully accessible.
Participants spoke to accessibility in all senses of the word. When it comes to physical
accessibility, they flagged specific considerations such as parking, ramps and elevators.
One specific note was to ensure main entrances are wheelchair accessible, as to not
“other” folks with disabilities (i.e., by sending them to an entrance behind the building).
Multisensory experiences were also discussed, particularly to appeal to folks who are
neurodiverse. Creating easy access to the Complex was another point of conversation,
as we heard a need for increased transit, bike lanes and/or shuttle services to the
Complex.
Key Words
Terms and considerations repeated throughout the workshop sessions, as captured in
the above “What We Heard” summary include:
Design
Sustainable
Adaptable*
Modern
Safe
Open*
Fluid
Natural
Bright
Ample outdoor space*
“Wow” factor
Essence
Welcoming*
Inclusive*
Gathering space*
Community
Destination
Energetic/Vibrant
Warm
Uses & Users
Diverse
Multigenerational
* indicates most-repeated themes
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Ideas
Throughout our discussions, participants had several specific ideas regarding visions for
the SRCL. As follows:
·Create spaces where local entrepreneurs can host pop-ups or small markets
can take place.
·Consider an art-lending program via the Library as a way to source public art
for display throughout the Complex.
·Provide cooling stations and EV charging stations as outdoor amenities.
·Develop cross-connections between the SRCL and the Chestnut Hill
Recreation Centre rather than approaching each as a singular entity (i.e., in
programming).
·Consider opportunities to develop the SRCL for sport tourism.
·Approach Complex design in pursuit of certifications such as Leadership in
Energy and Environmental Design (LEED) and WELL.
·Provide a scooter and/or bike-sharing program for easy access to/from the
Seaton neighbourhood, potentially led by the Library.
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Part Two: Facility Benchmarking
Staff from the Seaton Recreation Complex & Library working group visited facilities that
were constructed recently to identify beneficial design features and lessons learned on
what not to do from municipal staff that led the projects. Facility visits took place on May
1 and 2 and included staff from Engineering Services, Operations Community Services
and Pickering Public Library.
Sixteen Mile Sports Complex (under construction)
3170 Neyagawa Boulevard, Oakville
Construction cost:
·The 2023 facility construction budget was $57,369,000 plus contingency.
·The community centre & library construction tender closed in March 2023. The
lowest bid submitted was $74,818,000 plus contingencies.
·In 2023 an additional $16,500,000 was added to the construction budget for the
Sixteen Mile Community Centre and Library budget and $2,225,000 was added
for the construction of Sixteen Mile Park.
·The total budget is: $76,094,000.
Year opened: Community Centre opening 2025
Key amenities:
Indoor Facilities:
·Double Gymnasium & change
rooms
·Library (vimeeting rooms, reading
area, staff rooms, outdoor play
area, outdoor terrace, children’s
collection, creation zone)
·6 lane pool with separate warm
water leisure tank
·Pool change rooms
·Lobby and reception
·Indoor athletic track
·Weight and cardio room
·Fitness studio
·Meeting and multi-use rooms
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Sixteen Mile Community Centre and Public Library: Level 1 Floor Plan
Sixteen Mile Community Centre and Public Library: Level 2 Floor Plan
Outdoor facilities:
·Field House
·Natural turf field with lighting and
spectator seating
·Artificial turf field with lighting and
spectator seating
·Cricket pitch
·Fitness space
·Splash pad
·Playground
·Skate/scooter park
·Pump track
·Beach volleyball court
·Tennis courts
·Pickleball courts
·Cricket batting cage
·Basketball courts
·Dog park
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Sixteen Mile Community Centre and Library Adjacent Park Plan
Aaniin Community Centre
5665 14th Avenue, Markham
Size: facility is 122,000 square feet; on 13 acres.
Construction cost: $52,000,000
Year opened: 2018
Key indoor amenities:
·Double gymnasium
·Teaching kitchen
·Library (includes various program
and meeting rooms, youth room)
·Aquatics centre (25 metre pool
with warm water leisure tank and
climbing wall)
·Performance space in foyer with
amphitheater seating
·Food concession
·Fitness studios
·Health centre with cardio and
weight equipment
·Indoor playground
·Sensory room
·Older adults room
·Multi-purpose program rooms
Outdoor amenities
·Destination playground
·Sculpture garden and large
illuminated public art feature
·Basketball courts
·Large shaded areas
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Aaniin Library.
The interior staircase is mirrored by a wide, heated and shaded outdoor concrete
amphitheater seating that is used year round.
Aaniin Community Centre & Library and Adjacent Park Layout
Sherwood Community Centre and Library
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6355 Main Street West, Milton
Overview: 130,000 square feet
Construction cost: $45,000,000
Year opened: 2019
Key indoor amenities:
·Two Arenas
·Pool (lap pool and warm water
leisure pool with climbing wall)
·Fitness studio
·Meeting rooms and event spaces
·Library
·Concession stand
Outdoor amenities:
·Basketball court
·An outdoor frisbee court and
trails are located in the large park
behind the community centre
·Skate Park
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Sherwood Community Centre and Library main foyer
Ethennonnhawahstihnen Community Recreation Centre and Library
100 Ethennonnhawahstihnen Lane, North York Toronto.
Overview: 218,000 square feet
Square footage of key spaces:
- Recreation centre: 38,000 sf
- Aquatic centre: 27,000 sf
- Library: 13,000 sf
- Child Care Centre: 6,400 sf
- 196 space underground parking lot is included in total sf count.
Construction cost: $81,000,000
Year opened: 2024
Key amenities:
·Fitness/dance studios (2)
·Double gymnasium
·Indoor pool and separate warm
water leisure tank
·Teaching kitchen
·Lounge
·Multipurpose rooms (5)
·Weight/ cardio room
·Walking track
Page 15 of 21
Outdoor amenities:
·Splash pad
·Playground
·Sports field
·Outdoor skating rink
Ethennonnhawahstihnen Walking Track and Gymnasium
Facility Benchmarking: Design Features
Facility design highlights are summarized below.
Aquatics Centres
Aquatics Centres include pools that are typically 25 metres in length with six to eight
lanes. Several pools include play features like climbing walls, and spray features. Many
warm water tanks included a deep end suitable for shallow aquafit or swim lessons.
Other design considerations include:
·Accessible pool entry (i.e. ramps) built into pool design.
·Spectator areas incorporated into the pool design. Aaniin had a separate entry to
the spectator area. This helps to keep the Aquatic Centre clean as spectator are
not walking through the pool area with shoes on.
·Staff offices and lifeguard spaces were integrated with large windows and clear
sight lines.
·Municipal staff recommended building more square footage into pool decks to
allow for maintenance, cleaning and spectator areas.
Page 16 of 21
Aaniin Aquatics Centre
Changerooms
Sport complexes have chosen to construct universal changerooms with maximum sight
lines directly from the pool. Most facilities included a large block of universal wet
changerooms. Several facilities had both wet and dry changerooms to service the pool
and gymnasium separately. Dry changerooms in Toronto and Markham are gender-
specific and all wet changerooms are universal. All Toronto and Oakville recreation
facilities are being designed with universal only changerooms for pool use.
·Changeroom design included large windows for clear sight lines from the hallway
through to the pool
·Changerooms are large and typically spanned the full length of the pool; 30 self
contained changerooms in Sherwood Community Centre; 46 self contained
changerooms at Aaniin.
·Large universal changerooms are designed to be divided into two spaces. This
allows for a portion of the changerooms to be closed for cleaning or maintenance
without disruption to patrons.
·Individual washrooms are included in changeroom spaces.
·Many changerooms are also outfitted with benches, hooks and child change
tables. Universal changerooms had zero sightlines for self contained units;
however, did have a two to four inch gap at the bottom of each stall.
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From top left: Ethennonnhawahstihnen clear views to the pool; view of Ethennonnhawahstihnen
changeroom from adjoining hallway; Sherwood Community Centre & Library clear views to the
pool.
Library Spaces
Library spaces ranged from 13,000 square feet to 22,000 square feet on a single floor
or split over two floors. The libraries had some design features in common:
·Clear sightlines
·Optimal zoning and adjacencies to ensure a variety of spaces for different
levels of noise and levels
·Large, children’s area
·Dedicated spaces for teens
·Laptop bars along large windows for work and study
·Large windows that offer natural light
·
Beneficial design features include:
·Large, open entrance that offers appealing collections and a variety of
moveable furniture
·Multiple small study rooms and meeting spaces of various sizes.
·Public art that reflects the community
·Play spaces for young children
·Maker spaces support independent project work and programming
·Program rooms that adjoin both the library and the community centre, for
shared use. The Aaniin library shared a large, dividable program room, youth
room and café (volunteer run) with the Community Centre.
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Teen Space adjoining both the Library and Community Centre, and a block of
independent workstations at Aaniin Library.
Outdoor Amenities
In many of the facilities, outdoor spaces were integrated into the community centre
functionality, and were used as year-round passive spaces. This was achieved with
various design features. Input we received from municipal staff was that these outdoor
spaces were used year-round, so incorporating shade as well as heat sources was
important.
Outdoor terraces at Ethennonnhawahstihnen:
The Outdoor Terrace (pictured left) adjoins a large, dividable program room and
teaching kitchen. The rooftop terrace (pictured right) includes a sink and table top, with
some seasonal seating. The rooftop terrace is adjacent to the Lounge, a passive use
space.
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Outdoor Program Space at Sherwood Community Centre and Library
There is a small outdoor program space accessible
from the (pictured through the library window). The
program space includes shade structures and high-
quality outdoor furniture.
The Library animates this space by running programs. It
is also used for passive use and there was a variety of
outdoor games (i.e. large Jenga), chalk and activities
for kids available.
This program space included gardens and library staff
include garden/seed programs in this space.
Outdoor Spaces at Aaniin Community Centre & Library
Aaniin has several areas where amphitheater seating has been incorporated into the
design, including in the main foyer and in the outdoor space adjoining the Library
(pictured below, left). Aaniin library staff indicated that the outdoor amphitheater space
is used frequently as a study space, gathering spot, lunch space, and as a hangout for
teens and youth. The tiles are heated in the winter, and the space is shaded from the
sun. Aaniin also has outdoor spaces that accommodate both passive use and also
larger scale programs or events (pictured below, right). The overhang of the roof
provides shade and also a connection between the outdoor space and the interior of the
facility. Municipal staff indicated the outdoor spaces are widely used by residents.
Page 20 of 21
Program & Passive Use Spaces
The quality of furniture, equipment and finishes varies greatly between facilities.
Incorporating a range of furniture options and high-quality, finishes like flooring, wall tile
and audio/visual equipment contribute to a welcoming environment.
Ethennonnhawahstihnen has particularly high quality finishes. Program spaces were
also designed with ample storage space, decreasing clutter in these spaces. The use of
lower quality elements like cinder block walls and plastic furniture in other facilities
presented a stark contrast to the warm and welcoming space that was created in the
Ethennonnhawahstihnen facility.
Pictured below is Ethennonnhawahstihnen Community Centre and Library Fitness
Room / Dance Studio (one of two), Lounge, and a Program Room.
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Summary of findings from facility benchmarking:
1. The location of entrances into the building should ensure high visibility of different
amenities and spotlight the activities happening in the building.
2. Foyers and lobbies should be designed for programming, social connection and
passive activities, and include natural materials to create a more welcoming
environment.
3. Design program spaces to be shared between the Library and Community
Centre for optimal use.
4. Attention needs to be taken when designing staff spaces. Many staff areas were
very small with very limited storage, leading to cluttered workspaces.
5. Integrate outdoor spaces into the functionality of the facility. Consider design for
year-round use.
6. Zero carbon and sustainability design features were successfully implemented in
facility design. Staff from the Sherwood Community Centre and Library reported
that solar panels on the roof provided 80% of the facility power and resulted in
operational cost savings on utilities. The Toronto community centres are also
incorporating solar panels into new facility design as a standard.
Community Consultation Plan
A comprehensive Community Engagement Plan has been developed to support the
design of the new Seaton Recreation Complex & Library project. The consultation
involves a five phased approach and a number of engagement tactics to ensure that the
City garners as much input on the three proposed designs as possible.
Phase Timeline Specifics
Phase 1: Follow up with
Stakeholders from the
Recreation & Parks Ten Year
Plan
March-
July
Arena Stakeholder were consulted from
March-May on the draft Arena Strategy;
Stakeholders/residents will be consulted
on the draft Recreation & Parks - Ten
Year Plan in June/July
Phase 2: Facility Visioning April 6 Visioning Sessions were conducted
involving key stakeholders, including
Council, Library Board, various staff, and
community stakeholders.
The Visioning Exercise Results have
been attached as Attachment 3
Phase 3: Facility
Benchmarking
May Site visits were conducted at various
Community Centres by staff to learn best
practices and seek lessons learned from
similar projects.
Sites included: Sherwood Community
Centre and Library – Town of Milton;
Aaniin Community Centre and Library –
Town of Markham,
Ethennonnhawahstihnen Community
Recreation Centre and Library – City of
Toronto; Sixteen Mile Sports Complex
(Design only) – Town of Oakville
Phase 4: Design Concept
Consultation
June-
October
Detailed Community Engagement
Campaign
Details Summarized Below
Phase 5: Summation Phase December
2025
Report will include “What We Heard” –
summary of all engagement activities
Council Report with recommended design
option
Phase 4 – Design Concept Consultation
This campaign will include a soft launch of the project to generate awareness and
interest, including the development of the Let’s Talk Pickering portal, that will include
background information, project timeline, a video about the project, details about the
Architectural firm, background reports, and Q&A section. Updates will be made to the
project page as they become available. The active portion of the campaign will run for a
Attachment 3 to Report OPS 12-24
five week period, beginning October 1 through November 7, 2024. A campaign kick-off
event will take place at Chestnut Hill Developments Recreation Complex on Tuesday,
October 1, 2024 at 10:00 am and run throughout the day. The remaining weeks will
involve community pop-ups at both Arenas, Community Centres such as George Ashe
Community Centre & Library, East Shore Community Centre, Dr. Nelson F. Tomlinson
Community Centre, Pickering Museum Village, as well as pop-ups at Pickering Town
Centre, various City events such as Fall Fling, Durham Children Games, Active Living
Fair, and at the Pickering Go Station. Staff will also be hosting a special day at Rick
Johnson Memorial Park to engage with the Seaton community directly. Youth input will
also be sought through direct reach out at the Teen Dance, various youth events and in
the schools directly.
A detailed communication plan has been developed to ensure that the campaign is
widely promoted. Promotional tactics include a postcard direct mailout, flyer distribution
through the tax bill mailout, Curbex sign boards (6 locations, including 3 signs in
northern sites), Digital community signs, promotional banners & flyers in community
facilities, and extensive social media outreach. All sport/cultural groups, key
stakeholders, and resident associations will be included in the communication reach, as
well as presentations will be made to City Advisory Committees in September and
October.