HomeMy WebLinkAboutCS 26-19--Ci~of--PJ(KERJNG From: Marisa Carpino Director, Culture & Recreation Subject: Conservation Building Reconstruction -Funding Reallocation -File: A-1440 Recommendation: Report to Council Report Number: CS 26-19 Date: March 25, 2019 1. That Council endorse reallocation of $125,000.00 (fire protection system) to the project's contingency for the conservation Building Reconstruction (5744.1808.6500); 2. That Council authorize the Director, Finance & Treasurer to reallocate funding from account 57 44.1808.6500 Conservation Building Reconstruction (furniture, fixtures and equipment) to be used as project contingency, only if required to meet construction deadlines associated with the Canadian Cultural Spaces Fund grant agreement associated with this project; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: Conversion of the previous Pickering Museum Village's former steam barn into a new Conservation Building is nearly complete. The project is partially funded by $450,000.00 from the Canadian Cultural Spaces Fund (CCSF) grant program. The grant requires the project to be completed by the end of March 2019, coinciding with the end of the Federal Government's fiscal year. Staff continue to investigate the costs associated with provision of a fire suppression system in this building, but they are expected to exceed the available budget and installation cannot be completed within the project schedule. Reallocation of approved funding for the fire protection system for use as part of the project contingency is requested to ensure project completion in accordance with schedule obligations for the CCSF grant. Authorizing the Treasurer to draw upon funding from account 57 44.1808.6500, only if necessary to meet these obligations, will provide an additional budgetary buffer to avoid any potential for approval-related delays in the final days of the work. Financial Implications: This project has incurred higher than expected costs associated with post-tender changes required for building permit approval, winter construction, and upgrades to building electrical and gas supplies. Final project costs, still being finalized, have exceeded the approved project contingency of $150,000.00, but not the overall funding approved of $1,678,366.00 in Report CS 09-18.
CR 26-19 Subject: Conservation Buildihg Reconstruction Funding Reallocation March 25, 2019 Page 2 The Conservation Barn Renovation project includes $200,000 for furniture, fixtures and equipment (FFE) and this amount was included in the 2018 Capital Budget. This amount is debt financed as a five year internal loan. Recommendation 2 provides staff the authority to use surplus FFE dollars to complete the project only if it is required. After the project is completed, FFE Capital Budget Account will be closed. Discussion: Reconstruction of the Museum Conservation Building was awarded in May 2018. Work could not commence until a new shed structure was completed on the upper site to temporarily house displaced artifact~ from the existing steam barn. Construction began in early September and has progressed at a pace consistent with the original schedule. Tender T-14-2018 allowed for a late start, protecting the City from potential delay claims. Tender and building permit applications were undertaken concurrently due to overall schedule constraints. The City secured $450,000.00 in grant funding from CCSF, which required all work to be completed by the end of March 2019. This date coincides with the Federal Government's fiscal year end. Post-tender changes required for permit approval consumed $89,000.00 of the project's available $150,000.00 contingency. Upgrades to the building's electrical and gas supplies have also exceeded expectations, and still being finalized. A late construction start will result in ari estimated $12,000.00 in winter control costs, and additional costs common to all construction project have also been encountered, exhausting available project contingency. Report CS 09-18 included a preliminary costs estimate for provision of a fire suppression system to add extra projection for the artifacts to be housed in this Conservation Building after completion of this project. Designs for a fire suppression system have been completed and are currently being priced. Initial estimates suggest that the cost to install such a system would significantly exceed the preliminary costs estimate, primarily due to secondary costs associated with backup power requirements and water storage needs on a building supplied by a well. An update on costs will be provided to Council for consideration at a later date. It will not be possible to install a sprinkler system before the project completion deadline, as restricted by grant obligations, and within the approved budget. The building will still be equipped with a modern remotely monitored fire and security alarms, as part of the tender scope of work, and be in full compliance with the requirements of the building code. Due to the unexpected costs summarized above, and the inability to provide a fire suppression system at this time within the available budget, it is requested that the $125,000.00 in funding allocated for the fire suppression system in Report CS 09-18 be repurposed to serve as additional project contingency. Project 57 44.1808.6500 was also approved as part of the 2018 Capital Budget for the provision of furniture, fixtures and equipment for the renovated space. This account has $200,000.00 in available funds. Approval is requested to authorize the Treasurer to supplement the project funds from this account, if necessary. These funds are not expected to be required, but the request is included in this report as only Council can delegate this authority, and there will not be another opportunity to do so before the March 31 deadline for the CCSF grant.
CR 26-19 Subject: Conservation Building Reconstruction Funding Reallocation March 25, 2019 Page 3 Attachments: 1. Report CS 09-18 Tender for Conservation Barn Reconstruction at the Pickering Museum Village (Tender T-14-2018) Prepared By: MargJ~o,MA Director, Community Services MC:vp Recommended for the consideration of Pickering City Council Approved/Endorsed By: ·~ay ~odrigues, CPP..._B ___ Manager, Supply & Services Stan Karwowski, MBJI.,-, CMA Director, Finance & Treasurer uU Jfat.. 12.,:zt:J(<j Tony Prevedel, P.Eng. Chief Administrative Officer
ATTACHMENT#_l_ TO REPORT#~oio-l'\ --Ci~t>f~-p](KER.JNG . Report to Council From: Subject: Marisa Carpino Director, Community Services Report Number: CS 09-18 Date: May 14, 2018 Tender for Conservation Barn Reconstruction at the Pickering Museum Village -Tender No. T-14-2018 File: A-1440 Recommendation: 1. That Tender No. T-14-2018 submitted by J.J. McGuire General Contractors Inc. in the amount of $1,553,000.38 (HST included) be accepted; 2. That the total gross project cost of $1,863,751.00 (HST included), including the amount of the tender, contingency and other associated costs, and the total net project cost of $1,678;366.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $1,678,366.00 as follows: a) the sum of $850,000.00, as provided for in the 2018 Museum Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period no~ to exceed 20 years; b) the annual repayment charges in the amount of approximately $62,545.00 be included in the annual Current Budget for the City of Pickering (the "City") commencing in 2018, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing · cost to be paid out of the Current Budget; · · c) The sum of $450,000.00 to be funded from the Canada Cultural Spaces Fund (CCSF) through the Government of Canada; d) The sum of $378,366.00 to be funded by a transfer from "th!3 Rate Stabilization Reserve; · 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; 4. That th_e draft by:.law attached to this report be enacted; and 5.. That the appropriate officials of the City be authorized to take the necessary actions as indicated in this report.
Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering MuseumVillage May 14, 2018 Page 2 Executive Summary: The City intends to partially demolish and reconstruct the existing Steam Barn on the lower site of Pickering Museum Village in order to upgrade and repurpose it as the site's new Conservation Building. The existing building consists of an unheated and uninsulated metal roof and cladding on wood post and timber construction. The roof and cladding are at the end of their serviceable life. . . The project includes provision of a water and septic system to meet health ahd safety requirements, insulation and provision of heating and.cooling systems to maintain a tempered internal environment, the addition of a sprinkler system to better protect irreplaceable historical artefacts, dedicated large artefact conservation lab and storage, and structural reinforcement of the roof to accommodate future solar panel installation. On February 8, 2018, Request for Prequalification RFPQ-5-2018 was publically released for the Prequalification of General Contractors for the Conservation Barn Reconstruction at the ,Pickering Museum Village. A total of twelve proposals were received by the deadline of Thursday, March 1, 2018. Based on the results of the evaluation rated criteria, five General Contractors were succ~ssfully prequalified by the City to submit bids for consideration. Tender No. T-14-2018 was released to the prequalified General Contractors and was also made available for information to the public on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018. The ·tender closed on May 1, 2018. Four companies submitted bids for this project. The low bid submitted by J.J. McGui~e General Contractors Inc. in the amount of $1,553,000.38 (HST included) is recommended for approval. The total gross project cost is estimated to be · $1,863,751.00 (HST included) and the total net project cost is estimated at $1,678,366.00 (net of HST rebate). In July 2017, the City was awarded $450,000.00 towards this reconstruction project from the federaf government through the CCSF. Commencing with this project as soon as possible will help maintain the project schedule of June to November 2018 and could even accelerate building occupancy. Subject to award, the contractor can immediately order equipment and materials for fabrication in advance of other key project milestones (including construction of a shed structure and the relocation of existing building contents to that shed). Construction can then proceed at a faster pace by avoiding the risks of late or long delivery times. Faster construction in the early parts of the work will also f~cilitate early enclosure of the building, reducing any risks associated with inclement weather in the fall. · Financial Implications: 1. Tender Amount Tender No. T-14-2018 HS~ (13%) Total ·Gross Project Cost $1,374,336.62 178,663.76 $1.553.000.38
Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village .. 2. Estimated Pro·ect Costing Summar Tender No. T-14-2018 Fire Protection System Contingency Total Cost HST (13%) Total Gross Project Costs· HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds 2018 Ca ital Bud et-Museum Account Code Source of Funds 5744.1808.6500 Debt -20 Years · CCSF Rate Stabilization Reserve Total Funds · 1 Project Cost under (over) approved funds by Budget $850,000.00 450,000.00 0.00 $1.300.000.00 May 14, 2018 Page 3 $1,374,337.00 125,000.00 150,000.00 $1,649,337.00 214,414.00 $1,863,751.00 (185,385.00) $1.678.366.00 Required $850,000.00 450,000.00 378,366.00 $1.678.366.00 ($378,366.oo) I The additional cost will be funded by a transfer from the Rate Stabilization Reserve. By adopting this strategy, the City will be in an enhanced financial position to reach the 2019 budget levy target of 2.25% as established by Council. Investigations during the design process confirmed poor soil conditions beneath the existing building and rot in several of the existing structural members intended to be re-used. · Allowances have been included in the tender price for the reinforcement and replacement of affected structures, but could not be accounted for at the time of submission of the construction budget. A separate allowance has been included for the provision of a lire suppression system, including sprinkler distribution, water storage tanks, pumps, backup power system and related ancillary works. The ·system is not required by the Ontario Building Code, and was therefore not included in the original construction budget, but it is strongly recommended that it be included in the scope of work. Many artefacts to be stored in this building are unique and irreplaceable parts of the City's heritage, and valuable public assets in need of added protection. The absence of municipal water service and hydrants in the vicinity of the museum site increases the cost to provide this protection. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. Therefore, Council approval is being sought at this
Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village May 14, 2018 Page 4 time for the additional funds required. The Treasurer has concurred that the over expenditures will be ·funded by a transfer.from the Rate Stabilization Reserve. Contingency funds of approximately 10% of the construction cost has been included to address any additional soils or structural costs and to address unforeseen costs common with renovation projects on older buildings. If the contingency is not required, the funds will be .returned to the Rate Stabilization Reserve. · '' Discussion: The existing Steam Barn at Pickering Museum Village was constructed in the late 1970s, shortly after the Museum relocated to its current site from its previous location in Brougham. Additions were added for workshop spaces o_n the south side of the main structure in 2007 and 2008. · The original building is approximately 100 feet long by 60 feet wide and ·of wood post and timber column construction with prefinished sheet metal cladding. Wood trusses support a sheet metal · roof. The floor is a concrete slab on grade. The interior is uninsulated and unheated. Minimal lighting. is provided by translucent fiberglass panels on the north face and high bay industrial fixtures. The building is currently monitored by a security alarm, but has no water supply or septic system. The building currently houses most of the museum's collection of heritage vehicles and agricultural equipment, including tractors, steam-powered engines and other machinery. Indoor · storage protects these artefacts from direct exposure to the elements, but they remain vulnerable to large fluctuations in temperature and humidity, pests, and other factors that negatively impact efforts to conserve them. Limited available storage space, compared to the size of the existing collection and other materials currently stored across the Museum, has been a persistent and growing issue. Museum staff have been working diligently to update their collection inventory and deaccession redundant items, or those without provenance to the City's history. Reconstruction of the Conservation Barn will upgrade the existing facility while retaining as much of the existing structure as possible, including both existing workshop additions. Construction will commence in July 2018 and is scheduled for completion _by November 2018. _The following tasks and requirements have been included in the scope of work: • Repurposing existing wall and roof cladding to serve as an interior liner panels. Insulation and new metal cladding will be added to the building·exterior to meet energy conservation requirements; • Structural reinforcement of the overall building to meet current codes and sufficient for the future installation of solar panels on the roof's expansive southern exposure; • Provision of a single office, large artefact conservation workspace and barrier-free washroom;
Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village May 14, 2018 Page 5 • Relocation of the main entrance to the east face of the building to eliminate ice and snow fall hazard over the existing entrance on the south side; • Provision of permanent potable water and septic systems; • Provision of a HVAC system capable of maintaining museum-grade class B (tempered) air quality; • Provision of a dedicated fume hood for artefact conservation; • Upgrades to existing electrical service; , • Upgrades to existing lighting systems to the City's current LED standard; • Upgrades to existing life safety systems, including fire suppression; • Added protection to the artefact collection against pests and vermin; • Replacement of the existing racking storage system; and • Enhanced security systems, including the provision of ~ameras. On February 8, 2018, Request for Prequalification RFPQ-5-2018 was publically released for the Prequalification of General Contractors for the Conservation Barn Reconstruction at the Pickering Museum Village. A total of twelve proposals were received by the deadline of Thursday, March 1, 2018. Based on the results of the evaluation rated criteria, five General Contractors were successfully prequalified by the City to submit bids for consideration. Tender No. T-14-2018 was released to the prequalified General Contractors and was also made available for information to the public on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018. The tender closed on May 1, 2018. Four companies submitted bids for. this project. The low bidder, J.J. McGuire General Contractors Inc., has submitted a signed copy of the City's Health & Safety Regulation form. The Certificate of Insurance is deemed acceptable to the Manager, Budgets & Internal Audit. Staff reviewed the previous work experience of J.J .. McGuire General Contractors Inc. as part of the pre-qualification process. The references provided were deemed acceptable. . . Upon careful examination of all bids and relevant documents received, the Community Services Department recommends the acceptance of Tender No. T-14-2018 submitted by J.J. McGuire General Contractors Inc. in the amount of $1,553,000.38 (HST included) and that the total net project cost of $1,678,366.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 1, 2018 2. · Design Concept Rendering 3.. Being a by-law to authorize the Conservation Barn Reconstruction at the· Pickering Museum Village project and the issuance of debentures iri the amount of $850.000.00
Report CS 09-18 Subject: Tender for Conservation Barn Reconstruction at the Pickering Museum Village · Prepared By: ield ead, Operations Ray R rigues Manager, Supply & Services MC:vp Recommended for the consideration of Pickering cit~ Councf Tony Prevedel, P.Eng. Chief Administrative Officer Approved/Endorsed By: ,,..,... -._ .~-.,,;-.,.,....·,__-"""""'-·-Marisa Carpino, MA Director, Community Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer May 14, 2018 Page 6
ATTACHMENT# .1. TO REPORT# C$_ ctf-lo -Cdp~f-PlCKERlNG To: Marisa Carpino Director, Community Services From: . Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Community Services Subject: Tender No. T-14-2018 Memo May 1, 2018 Tender for Conservation Barn Reconstruction at the Pickering Museum Village Closing: Wednesday, May 1, 2018 -2:00pm File: F-5400-001 Tender No. T-14-2018 was advertised on the City's website on March 23, 2018. A mandatory site visit was held on April 4, 2018 at 10:00 am. Four (4) companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Bidder Summary Harmonized Sales Tax Included Total Tendered Amount J.J. McGuire General Contractors Inc. $1,553,000.38 Stracor inc. $1,570,370.00 Harbridge & Cross Ltd. $1,598,950.00 Ultimate Construction Inc. $1,664,716.00 After Calculation Check $1,553,000.38 $1,570,370.04 $1,598,950.00 $1,664,716.00 Pursuant to Information to Bidders Item 29 and Tendering Specifications Item 21, the following documentation will be requested of J.J. McGuire General Contractors Inc. for your review during
the evaluation stage of this tender call. Please advise if Supply & Services is to proceed-with collecting the following.documentation: (a) The City's certificate-of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; and (b) Waste Management Plan. A budget of $1,300,000 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and· Council. Please include the following items in your report: 1. if Item (a) is acceptable to the Manager, Budgets & Internal Audit; 2. if the list of subcontractors is acceptable to Community Servi~es; 3. if Item (b) is acceptable to Community Services; 4. any past work experience with low bidder J.J. McGuire General Contractors Inc. including work location; 5. without past work experienc~, if reference information is acceptable to Community · Services; 6. the appropriate account number(s) to which this work is to be charged; 7. the budget amount(s) assigned thereto; 8. Treasurer's confirmation of funding; 9. related departmental approvals; and .10. related comments specific to the project. After receiving Council's approval, an approved "on-line" requisition will be re_quired to proceed. May 1, 2018 Tender No. T-14-2018 Page 2 Conservation Barn Reconstruction at the PMV
Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. · RR/rr Attachments (3) May 1, 2018 Tender No. T-14-2018 Conservation Barn Reconstruction at the PMV Page 3
.1NG +VG ARC HI TEC TS
THE V ENTlN G RO UP LTD
PIC K RIN G MUS UM VI
C ONS RVA ION BUI
ATTACHME1\lrtt~ToREP0Rr# GSo't-/ G The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Conservation Barn Reconstruction at the Pickering Museum Village project in the City of Pickering and the issuance of debentures in the amount of $850.000.00 . . Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier . municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; .and, Whereas Subsection 401(1) of the Municipal Act, 2001, as .amended, provides that a municipality· may incur a debt for municipal purposes, whether by borrowing money or in. any other way; and,. · Whereas Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, · · Wherea·s The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of · the City of Pickering (the "City"); and, Whereas the Council of the Ci_ty wishes to proceed with debenture financing for the C_onservation Barn Reconstruction at the Pickering Museum Village project; and Whereas before authorizing the construction in respect of the Conservation Barn Reconstruction at the Pickering Museum Village project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CS 09-18 on the date hereof and awarded Tender No. T-14-2018 for the Conservation Barn Reconstruction at the Pickering Museum Village project; ·
BY-LAW NO Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Conservation Barn Reconstruction at the Pickering Museum Village"; 2. That the estimated costs of the project in the amount of $1,678,366.00 be financed as follows: a) the sum of $850,000.00 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 20 years; b) The sum of $450,000.00 be funded from the Canada Cultural Spaces Fund through the Government of Canada; c) The sum of $378,366.00 be funded by a transfer from the Rate Stabilization Reserve; and 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2018 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 14th day of May, 2018 David Ryan, Mayor Debbie Shields, City Clerk