HomeMy WebLinkAboutCS 07/01
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REPORT TO COUNCIL
FROM:
Gillis A. Paterson
Director, Corporate Services & Treasurer
DATE: February 22,2001
REPORT NUMBER: CS 07-01
SUBJECT:
2001 Pre-Budget Approval for Essential Capital Projects and Expenditures
RECOMMENDATIONS:
It is recommended that Report CS 07-01 of the Director, Corporate Services & Treasurer be
adopted by Council. and that due to the anticipated late date in 2001 that Council will be
receiving the Budgets and in order to carry on business in regards to certain capital expenditures
that:
1. 'Pre-Budget approval be given in the amount of $370,500 for consulting, design and
construction of e~temal infrastructure improvements as outlined in Attachment #1; .
2. Pre-Budget approval be given in the amount of $286,000 for mainly computer and related
equipment, as outlined in Attachment #2, mainly continuing City Efficiency Initatives;
3. Pre-Budget approval be given in the amount of $175~000 for Planning Studies stated below
and as outlined in Attachment #3:
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(a) the amount of $75,000 for Planning Studies related to the Liverpool Road South Detailed
Review, and the East Doffins Area Land Use and Design Study; .
(b) the amount of $100,000 for a Planning Review of the Northeast Quadrant Development
Guidelines, with anticipated private sector fimding of approximately $40,000 - $50,000
from landowners/developers within the quadrant; with staff being directed to seek
funding from landowneis/developerswithin the northeast quadrant for the Planning
Review of the Northeast Quadrant Development. Guidelines, and that the Review not
proceed unless adequate private sector funding is secured;
4. (a) Pre-budget approval be given for the construction of Phase IT of the Millennium Square
and Boardwalk Project for the Phase IT components ata cost not to exceed $600,000; and
either;
(b) Tenders be invited to complete the work for Phase IT of the Millennium Square and
Boardwalk Project;
OR
(c) the Tender be awarded to Miwel as per pricing Qf Tender T-9-2000,received and
approved in part by Resolution #93/00, for Phase IT wor~
5. Financing be included in the 2001 Current and Capital Budget}; and,
6. the appropriate officials of the City of Pickering be authorized to give effect thereto.
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Report to Council CS 07-01
Date: February 22,2001
Subject: 2001 Pre-Budget Approval for Essential Capital Projects and Expenditures
Page 2
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ORIGIN:
Director, Corporate Services & Treasurer
AUTHORITY:
The Municipal Act, R.S.O. 1990, as amended
FINANCIAL IMPLICATIONS:
The financing requirements for these expenditures totals approximately $831,500 which will be
funded through the current and/or capital budgets, debt, reserves, reserve funds or a combination
thereof. The excact nature of the financing must and will be addressed in the 2001 Cunent and
Capital Budgets. Should some of these expenditures, especially for design and specifications,
lead to the approval of the construction or undertaking of a capital project in the 2001 Budget,
then these costs may be charged to those projects and financed with the balance of expenditures.
EXECUTNE SUMMARY:
Not applicable
BACKGROUND:
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This year, it is anticipated that the final Council approval for the City's 2001 Capital and Current
Budgets will be delayed due to the uncertain environment surrounding municipal taxation. The
Director of Corporate Services & Treasurer in his February report (CS 03-01) outlined some of
the new property tax problems and considerations associated with the introduction of Bill 140,
"The Continued Protection for Property Taxpayer Act."
The current uncertainty surrounding municipal property taxation is somewhat similar to the 1998
municipal taxation environment. ill 1998, the Province introduced property tax reform and these
changes were partially responsible for the delay of the final current and capital budgets. The City
of Pickering did not approve its 1998 budgets until June with the Tax Rates being set on
September 8th, 1998. The delay in the passage of the budgets translated into very little
construction being started and/or completed before the winter season. Although it is anticipated
that final 2001 Current and Capital Budgets will be approved (including the ramifications of Bill
140) before the summer holidays, there is no guarantee that this will actually happen.
As a pro-active strategic measure, this report and the attachments outline the various projects and
expenditures that require pre-budget approval from an infrastructure maintenance or
improvement perspective. Three plmming studies are also addressed. Staff are attempting to
avoid the reduction of the construction season due to anticipated late approvals of the 2001
Budgets.
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Recommendation #1 is for the design and consulting stage for various projects as indicated in
Attachment #1. If Council approves the expenditures, staff will then proceed to the tendering
stage after the design phase is completed. The tender document will also include a clause that
asks for a ninety day price guarantee (currently 60 days). City of Pickering purchasing policy and
established business practices require Council approval before a tender is awarded. Therefore,
the current processes in place provides Council with the appropriate "fmancial controls" to
ensure that pre-budget approval is limited to just the design and consulting stage for those
specific projects listed. Awarding of the tenders could then proceed during and shortly after the
budgets are approved, depending upon Council's approval.
Report to Council CS 07-0 I
Date: February 22,2001
Subject: 2001 Pre-Budget Approval for Essential Capital Projects and Expenditures
Page 3
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As Attachment #1 further indicates, staff are also requesting that Council approve three
construction projects. The Amberlea Creek storm water management project is required to
reduce the potential of backyard erosion and a new well is required at the Mt. Zion Community
Centre to prevent a health issue from the use of the old well. The Pickering Baseball association
has provided $75,000 towards the con'struction of the park fieldhouse and staff believe that if
construction could begin in April, this facility could be ready by the start ofbasebaU season.
RecommendatioJ;l #2 is based on the urgent need to continue to re-invest in the electronic'
infrastructure of the organization due to its somewhat critical continuing deterioration. The
initial Interim spending request was based on the belief that the City would have an approved
budget in February. That is not the case and thus, the' second request. As indicated in
Attachment #2 the identified technology investments are required in order to continue with the
Windows 2000 conversion, Recreation's Phone-in Program Registration system; upgrade of the
Civic Complex's fiber optic network and to replace PC equipment that is up to seven years old.
Without these investments, the computer network performance will continue to deteriorate to the
point where it will have a noticeable impact on the City's capability to conduct business. The
Windows 2000 project must finish to ensure external consulting resources currently in place are
not re-assignedto other projects by their companies. The Recreation system must start now to
ensure that it will be completed in time for the stated implementation. The hardware replacement
program must start now; otherwise, staff shortages will make it very difficult to complete the
projects within the time period required.
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Recommendation #3 is bMed on funding for three Planning Study initiatives that need to be
commenced prior to final Cowlcil approval for the City's 2001 current budget. The Liverpool
Road South Detailed Review is currently ongoing and will be concluded by June of this year.
Additional public consultation, team meetings, and review work necessitates a moderate funding
increase. The East Duffins Land Use and Design Study is also an ongoing initiative. Funliing is
required to develop design guidelines and commence an implementation strategy for the Duffin
Heights Neighbourhood, being the first development area in this sector. .The Northeast Quadrant
(northeast comer of Kingston Road and Whites Road) is the third area requiring early funding
approval. This area is under significant immediate development pressure and the development
guidelines approved by Council in 1990 require review. The cost of this Review should be
reduced through contributions of approximately $40,000 $50,000 from the
landowners/developers within the quadrant. City funding should not exceed $50,000 and the
Review will not proceed unless adequate private sector funding is secured befQreheand.
RecoPllIlendations#4 deals with the next phase of the Waterfront Project. Tenders were
received on May 3, 2000 for Pickering's MillenniumWaterfrontlLiverpool Road Millennium
Square, Boardwalk and Frenchman's Bay West Park (No. T - 9/2000). Tenders received
exceeded budget by approximately $1.5 million. Miwel Construction was the low bidder. In an
effort to reduce the amount being spent at this time Victor Ford & Associates analyzed the bids.
They confirmed that by deleting "prices" equally from the low bidder, and the 2nd and 3Td low
bids of the project in the amount of 1.5 million dollars, Miwel Construction remained the low
bidder. The tendering document contained a clause which permitted the City to accept the tender
in whole or in part. Miwel Construction was asked to respond to the revisions. Miwel
Construction agreed to perform the contract "in part" at the tendered prices.
At the Council meeting of June 12, 2000 Council passed Resolution #93/00: That Council
approve the award of Tender T -9/2000 (revised) to the low bidder "Miwel Construction
Limited" in the amount of$2,339~592.00.
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At this time, Phase 2 of this project could be considered as simply an extension of Phase 1 as it
does not involve new works outside of the scope of the original tender especially since some
work in Phase I "overlapped" into Phase 2. Cowlcil should also be aware that Phase 1 was not
entirely completed before the winter set in so iliat work will continue once weather permits. If
one looks at it this way this phase of the contract could be extended and awarded to Miwel. On
the other hand, it could be viewed as a new project and retendered. Tendering for the remainder
of this project should be relatively straight forward - with. the consultant and staff reviewing and
Report to Council CS 07-01
Date: February 22,2001
Subject: 2001 Pre-Budget Approval for Essential Capital Projects and Expenditures
Page 4
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reworking the specifications and then preceeding with tendermg. Depending on the. required
contract completion date, a closing date within the last week of March, acceptance by Executive
Committee the week following, work could begin in April 2001.
ATTACHMENTS:
1. Pre-Budget Approval for External Infrastructure Improvements & Repairs
2. Pre-Budget Approval for City Efficiency Initiatives
3. Pre-Budget Approval Planning and Development Consulting and Professional
Prepared By:
Approved / Endorsed By;
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Gillis A. Paterson,
Director, Corporate Services & Treasurer
Stan Karwowski,
Manager, Financial Services
Endorsed By:
Everett tIna,
Director, Operations & Emergency Services
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GAP:vw
Attachments
Copy: T.J. Quinn, Chief Administrative Officer
E. Buntsma, Director, Operations & Emergency Services
N. Carroll, Director, Planning & Development
Recommended for the consideration of Pickering
City Council
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ATTACHMENT#L TO REPORT # ts 07 -0 I
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City of Pickering
2001 Pre-Budget Capital & Current Approval
External Infrastructure Improvements and Repairs:
Design & Specification Consulting
For the following Projects:
Family Change Rooms at the Rec Complex
Granite Court Bridge
Repair damaged structure
Pickering/Uxbridge Townline (East of Sideline 26)
Installation of concrete walls and barriers
Old Brock Rd (South ofHoxton St.)
Remove and replace concrete box culvert
Concession 5 (at,Sideline 24)
Remove and replace concrete box culvert
Multiple Culvert - Radom St.
Remove and replace with concrete box culvelt
flV AC System for East Shore Community Center
Current system is 28 years old and could fail anyday
Roofing for Rec Complex
Roof is 18 years old and is starting to leak '
Ramp Replacement- Civic Complex
Sub-Total
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Construction Proiects
For the following:
Amberlea Creek Erosion (Vistula Dr.)
Funding is required to reduce backyard erosion
and collapsing into ravine
Drill New Well for Mt. Zion Community Centre
(Health Issue)
Brockridge Park Fieldhous
Pickering Baseball Association is donating
$75,000 towards the construction
Repairs:
Cost is for major repair of "garbage truck" to meet
MTO regulations
Sub-'Total
Total
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}
},
}
}
}
}
}
}
}
}
Attachment #1
$30,000
87,000
(5,000
15,000
6,000
$143,000
$85,000
15,000
120,000
7,500
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ATTACHMENT' :2 fOREPaRT' cs: <>1-0 l
City of Pickering
2001 Pre-Budget Approval
City Efficiency Iniativies
Continuation of Windows 2000 Upgrade
Upgrade of MS Exchange and replacement of 2 old servers
Upgrade Disk Drive required for file server used for tax billing and accounting,
property, recreation and parking tag systems
Continuing Corporate Equipment Replacement
(20) Replacement Monitors
(30) PIll 800 PCS - Replacements
Culture and Recreation
Escom Dial-in Registration System - Additional 8 Lines and Implementation SUI
Escom Dial-in Registration Systems - Server
-Corporate
Fiber Optic Link with Library
On Going Critical Capital Replacement Needs
Clerks
Replacement Printer
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Culture and Recreation
Compaq AP550 Desktop Publishing'PC
Municipal Property & Engineering
AutoCAD Workstation and MS-Office
AutoCAD 2000 - Landscape Design
Council
Laptop and PC
Sub Total
Current Budget Expenditures
2478 Misc. Equipment Repairs & Maintenance
Upgrade 70 NT 4.0 PC Licenses to Windows 2000
Upgrade 3 NT 4.0 Server Ucenses to Windows 2000
Cisco Equipment - network
switches replacement - equipment to be leased over 3 years
Speeds up network by reducing traffic congestion
Total Requested
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Attachment #2
$
33,500
9,300
9,100
75,000
29,500
34,900
5,500
3,400
6,300
4,000
4,500
10,000
$ 225,000
$
14,900
500
45,600
$
286,000
ATTACHMENTf#..L TO REPORT # CS.09 -0/
Attachment #3
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Pre Budget Approval
Planning & Development
Consulting and Professional (2611-2392)
East Duffms Area Land Use and Design Study
For consultant to work with staff in developing land use and design guidelines,
and an implementation strategy for the Duffin Heights Neighbourhood (first
neighbourhood to be develQped, adjacent to Brock Road).
$50,000
Liverpool Road South Study
For consultant to work with staff in completing Part 2 of the Liverpool Road
South Area Detailed Review (additional public consultation, team meetings,
potential revisions to Part 1, & report plinting costs). Consultants (TSH and
Markson Borooah Hodgson Architects) already in progress on this study.
Completion in JUTle, 2001.
. 25,000
Northeast Quadrant (northeast sector of Whites Road and Kingston Road)
For consultants to work with staff in reviewing the 'Northeast Quadrant'
development guidelines adopted by COUTlcil in 1990, to develop an alternative
approach that considers various recent development proposals on the lands,
while respecting the initial land use and design principles. The cost of this.
review is to be shared with major landowners/developers within the quadrant.
A private sector contribution of approximately $40,000- $50,000 is required
and the review will not proceed UTlless adequate private sector funding is
secured. Net City costs are estimated to not exceed $50,000.
100,000
$175.000
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