HomeMy WebLinkAboutOPS 17-23Report to Council
Report Number: OPS 17-23
Date: June 26, 2023
From: Brian Duffield
Director, Operations
Subject: Log Barn and Log House Restoration
- File: A-1440
Recommendation:
1. That the quotation for the Log Barn and Log House Restoration at the Pickering
Museum Village as submitted by B.A. Construction & Restoration Inc. in the amount of
$436,180.00 (HST included) be received;
2. That single source approval for this purchase be approved in accordance with 09.03(c)
of the Purchasing Policy, where the lowest compliant bid received exceeds the
estimated cost and it is impractical to recall;
3. That the total gross project cost of $605,341.00 (HST included), including the amount
of the quotation, contingency, consulting and other associated costs, and the total net
project cost of $545,128.00 (net of HST rebate) be approved;
4. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$545,128.00 as approved in the 2022 and 2023 Capital Budgets and additional transfer
of $246,128.00 from the Rate Stabilization Reserve; and,
5. That the appropriate City of Pickering officials be authorized to take the necessary
action to give effect hereto.
Executive Summary: The Log Barn and Log House at the Pickering Museum Village are
both heavy timber buildings constructed in 1830 and relocated to the current site in 1972. Age
and exposure have worn down their existing materials, which now require restoration.
Museum staff have also secured grant funding for the creation of new exhibits in the Log
Barn, requiring upgrades to existing structure and accessibility improvements.
Tender No. T2023-8 was advertised on the City’s bids & tenders portal on May 9, 2023 and
closed on June 1, 2023. Four bids were received. Bidders for this project were pre-qualified
through RFSQ2023-5 due to the historic nature of the buildings. The lowest bidder
subsequently declared a gross error and therefore, the City rejected their bid in accordance
with Part 2, section 2.4 of the tender document. The second lowest compliant bid would have
resulted in a net project cost that would have exceeded the available project budget. The
tender was therefore closed without award.
Single source approval is permitted in accordance with 09.03 (c) of the Purchasing Policy
where the lowest compliant bid received exceeds the estimated cost and it is impractical to
recall. A quotation was requested from B.A. Construction and Restoration Inc., who recently
OPS 17-23 June 26, 2023
Subject: Log Barn and Log House Restoration Page 2
and successfully completed restoration work on the Blacksmith Shop at Pickering Museum
Village.
In 2020, the Log Barn was identified as a priority restoration project with the completion of the
Building Condition Assessment, completed by Goldsmith Borgal & Company Ltd. In addition,
the Log Barn restoration was approved as part of the 2022 Capital Budget. These factors
made these funding opportunities feasible to fund exhibit elements for the Log Barn project.
Community Services’ staff applied for grant funding from the Digital Access to Heritage Fund
on November 1, 2021. The grant supports improved access to heritage collections through
collections digitization and digital content development as well as activities that build capacity
in these areas. The contribution agreement for this funding was executed on April 29, 2022.
Grant funding must be spent by March 31, 2024. The Community Services’ team spent
$65,651.00 of the funding in 2022 and has completed several exhibit elements to date. On
January 28, 2022, Community Services’ staff applied to the Race Relations Foundation for
funding to support elements of the exhibit. The contribution agreement was completed on
March 11, 2022 and funding must be spent by December 31, 2023. The City has received
$262,000.00 in combined grant funding to support program development, exhibits and related
equipment and materials to be installed in the Log Barn. This work cannot move forward until
the restoration work is completed.
All required pre-conditions of award have been received and approved; therefore, quotation
submitted by B.A. Construction and Restoration Inc. in the amount of $436,180.00 (HST
included) is recommended for approval. The total gross project cost is estimated to be
$605,341.00 and the total net project cost is estimated at $545,128.00 (net of HST rebate).
Financial Implications:
1. Project Award Amount
Quotation by B.A. Restoration and Construction Inc. $386,000.00
HST (13%) 50,180.00
Total Gross Quotation Cost $436,180.00
2. Estimated Project Costing Summary
Quotation by B.A. Restoration and Construction Inc. $386,000.00
Consulting & Other Pre-Construction Costs 81,700.00
Testing & Inspection 12,000.00
Contingency 56,000.00
Total Project Cost $535,700.00
HST (13%) 69,641.00
Total Gross Project Costs $605,341.00
HST Rebate (11.24%) (60,213.00)
Total Net Project Cost $545,128.00
OPS 17-23 June 26, 2023
Subject: Log Barn and Log House Restoration Page 3
3. Approved Source of Funds – Museum & Community Centres’ Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10250.2205 Rate Stabilization $299,000.00 $545,128.00
C10250.2205 Grants 0.00 0.00
$299,000.00 $545,128.00
Project Cost under (over) approved fund by ($246,128.00)
Recommendation 4, provides the Treasurer the authority to fund the additional cost from a
transfer from the Rate Stabilization Reserve. The project’s cost exceeded the budget due to
increases in scope of work that arose from work associated with secured funding, including
upgrades to lighting, power and data infrastructure and structural modifications to make both
buildings more accessible to the public. Although the project required additional funding, this
additional investment will provide a major benefit to the community for many years.
Costs shown above include previously committed and separately awarded consulting and
related project costs. They are funded from the same accounts and have been included for
clarity regarding the total cost of the project.
Discussion: The Log Barn and Log House are located adjacent to each other at the south
end of the central street that defines primary circulation through the lower site at Pickering
Museum Village. Both structures were originally constructed in 1830 and moved to their
present locations in 1972. Age and weather have gradually degraded both structures,
prompting building condition audits to be conducted by Goldsmith Borgal & Company Ltd for
each of them in 2020. Key repairs and restoration work were identified and the City retained
ERA Architects and Tacoma Engineering in 2022 to undertake the required design work.
Concurrently, Community Services’ staff identified opportunities to enhance the museum’s
exhibits and options for program delivery as the City emerged from pandemic-related
closures. Pickering Museum Village shifted to online program delivery during mandatory
closures of public facilities, and seeks to refresh the appeal of its amenities and exhibits which
are essential to its function as a community museum. Pairing work needed for new programs
with restoration required to address deferred maintenance is always preferred for cost
efficiency and to minimize the impact of construction on City operations and services.
Community Services’ staff leveraged capital funds to secure $212,000.00 in funding from the
Digital Access to Heritage Grant (Department of Canadian Heritage, Government of Canada)
and $50,000.00 from the Canadian Race Relations Foundation to complete upgraded exhibit
and visitor experience components of this project.
Construction of the Pickering Heritage & Community Centre, expected to commence this
summer subject to Council approval, will result in an extended closure of the museum’s upper
site and focus all services on the lower site. Additional amenities and enhancements have
been included in both buildings, including upgraded electrical services and new lighting and
provisions for new data lines. The existing accessible ramp to the Log House will be
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Subject: Log Barn and Log House Restoration Page 4
completely rebuilt to comply with current building code requirements as part of this work.
Significant re-grading will also be done around the Log Barn, and modifications to the building
structure, to enable grade level entry and internal access throughout its entirety. Currently,
only one side of the building is accessible, and it lacks features such as automatic door
operators. The scope of work of this project will cut new and larger door openings and take
advantage of a concealed concrete slab on grade to bring all floors to the same level and
expand existing usable public and accessible space to the full footprint of the barn. As is
standard for projects of this value and nature, the proposed work was presented to, and
endorsed by, the City’s Accessibility Advisory Committee at their meeting on May 17, 2023.
The Log House will include an exhibit focusing on the 1837 Rebellion with ‘please touch’
hands on exhibit elements like a printing press and augmented reality features featuring
stories of soldiers and people that take visitors through the events of the 1837 Rebellion that
shaped Pickering’s history. Augmented reality content is being developed in partnership with
Sharon Temple, and the City of Toronto History Museums. The Rebellion of 1837 is a core
component of the Ontario grade 7 and 8 curriculum and will be an anchor exhibit for
Rebellion-themed educational programming at the museum as well as a space for public
programs like escape rooms and self-guided experiences.
The Log Barn and surrounding area will house a new permanent exhibit about Pickering’s
1830s history told from the perspective of people of colour. The Log Barn exhibit includes
hands-on elements like a plow game and water wheel that explain the Pickering context in the
1830s that led to the Rebellion of 1837. The exhibit features stories from the perspective of
Black settlers including oral histories that have been developed in partnership with the Black
Mecca Museum. Oddside Arts, a BIPOC (Black, Indigenous and People of Colour) Arts
Collective has been commissioned to create a short animated film that will be featured in the
exhibit. The exhibit includes landscape elements around the Log Barn including miniature
barn raising that can be done by children, a toll booth, corduroy road, and a fence building
activity. A restored heritage wagon will be covered with a vinyl wrap designed by local artist
Georgia Fullerton, interpreting the journeys that were taken by people of colour in Pickering in
the 1830s. The Log Barn will feature themes including the abolition of slavery, the
underground railroad, and themes of politics, changing environment, inclusion and diversity.
These themes will bring untold stories of people of colour to be part of a core narrative of the
museum.
Tender No. T2023-8 was advertised on the City’s bids & tenders portal on May 9, 2023 and
closed on June 1, 2023. Four bids were received. Bidders for this project were pre-qualified
through RFSQ2023-5 due to the historic nature of the buildings. The lowest bidder
subsequently declared a gross error and therefore, the City rejected their bid in accordance
with Part 2, section 2.4 of the tender document. The second lowest compliant bid would have
resulted in a net project cost that would have exceeded the available project budget. The
tender was therefore closed without award.
A total of $262,000.00 in secured grant funding would be at risk, should the required
restoration work not be completed. Portions of the grant funding have already been committed
or expended in order to complete project spending by March 31, 2024. It is in the City’s
OPS 17-23 June 26, 2023
Subject: Log Barn and Log House Restoration Page 5
interests to complete the necessary repairs and modifications to avoid losing the grant funding
or risk further deterioration to its historic assets.
Single source approval is permitted in accordance with 09.03(c) of the Purchasing Policy
where the lowest compliant bid received exceeds the estimated cost and it is impractical to
recall. A quotation was requested from B.A. Construction and Restoration Inc., who recently
and successfully completed restoration work on the Blacksmith Shop at Pickering Museum
Village.
All required pre-conditions of award have been received and approved; therefore, quotation
submitted by B.A. Construction and Restoration Inc. in the amount of $436,180.00 (HST
included) is recommended for approval. The total gross project cost is estimated to be
$605,341.00 and the total net project cost is estimated at $545,128.00 (net of HST rebate).
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Stan Karwowski, MBA, CPA, CMA
(Acting) Director, Operations Director, Finance & Treasurer
Original Signed By:
Sarah Douglas-Murray
Director, Community Services
Original Signed By:
Cathy Bazinet, CPPB, NIGP-CP
Manager, Procurement
BD:nm
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer