HomeMy WebLinkAboutOPS 16-24Report to Council
Report Number: OPS 16-24
Date: September 23, 2024
From: Brian Duffield
Director, Operations
Subject: Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex - Tender No. T2024-4
- File: A-1440
Recommendation:
1. That Report OPS 16-24 of the Director, Operations regarding Additional Funds for
Tender No. T2024-4 for the Replacement of Existing Indoor Tennis Court Flooring at the Chestnut Hill Developments Recreation Complex be received;
2. That additional costs in the amount of $347,002.00 (net of HST rebate) over the original estimated project cost for T2024-4 (OPS 09-24) for Replacement of Existing Indoor
Tennis Court Flooring at the Chestnut Hill Developments Recreation Complex resulting in
a revised total net project cost of $1,176,244.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the additional net project cost of $347,002.00 as follows and approved in the 2024 Capital Budget:
a. A transfer of $290,263.00 from the Casino Reserve; and,
b. A transfer of $56,739.00 from the Tennis Reserve.
4. 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 request additional funding for work awarded by Report OPS 09-24 (Council Resolution #497/24) to remove and replace the existing indoor tennis courts at the Chestnut Hill Developments Recreation Complex, including
existing sub-base, painting, and related work. Concealed conditions below the existing floor
revealed more extensive removals and repairs than could be determined prior to commencing construction, requiring repairs to electrical conduits embedded in the underside of the existing asphalt, oversized post anchor foundations, and corrosion on concealed portions of structural steel columns. A need has also been identified for localized pre-emptive thickening of the new
concrete floor slab to accommodate heavy vehicle traffic for future pool renovations based on
a recently completed condition assessment.
The existing contingency and related costs allocated by Report OPS 09-24 have all been allocated, and additional funds are required before the contractor can be authorized to proceed with the work required to complete the project. Supplemental funding is included to offset
related additional testing and inspection, and consulting fees, and to establish a new project
OPS 16-24 September 23, 2024
Subject: Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 2
contingency in case other unforeseen conditions are encountered. The increased costs still
remain within the total approved Capital Budget for the project.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and, Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community.
Financial Implications:
1. Tender Amount
T2024-4 (Tennis Court Floor) $437,600.00 T2024-4 (Structural Coating) 84,000.00 T2024-4 (Painting Walls & Purlins) Subtotal 103,300.00 $624,900.00 HST (13%) 81,237.00 Total Gross Tender Cost $706,137.00
2. Estimated Project Costing Summary
Original Award (T2024-4), May 27, 2024 (including change orders and other costs to date) $814,425.00 Remaining contingency & testing/inspection 475.00 Sub-total (OPS 09-24) $814,900.00
Additional Costs Additional Testing and Inspection Costs 20,000.00 Additional Consulting Costs 20,000.00 Estimated Additional Construction Costs 181,000.00
Additional Contingency 120,000.00 Total Project Cost $1,155,900.00 HST (13%) 150,267.00 Total Gross Project Costs $1,306,167.00
HST Rebate (11.24%) (129,923.00) Total Net Project Cost $1,176,244.00
OPS 16-24 September 23, 2024
Subject: Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 3
3. Approved Source of Funds – Community Services Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10225.2407 Casino Reserve $2,210,000.00 $927,300.00
C10225.2408 Tennis Reserve 167,000.00 112,264.00
C10225.2409 Tennis Reserve 265,000.00 136,680.00 Total Funds $2,642,000.00 $1,176,244.00
The unused funds of $1,465,756.00 will be “Returned to Source” and therefore, will be
available to fund 2025 Capital Budget projects. These capital accounts will be closed after the
construction period.
All costs for this tender will be consolidated into C10225.2407 (Tennis Court Flooring Replacement). The funding from C10225.2408 (Tennis Court Coating) and C10225.2409 (Tennis Court Painting) will be transferred to C10225.2407 and the two projects will be
subsequently closed.
While preliminary testing and investigation was conducted, the precise conditions under the entire existing tennis court floor could not be confirmed prior to tender. Due to the potential high cost of any sub-grade repairs that might be encountered, such as from poor or unstable soils, a higher than standard contingency has been requested for this project.
Discussion: The purpose of this report is to request additional funding for construction
costs related to removal and replacement of the existing indoor tennis courts at the Chestnut
Hill Developments Recreation Complex, including existing base, as awarded by Report OPS 09-24.
Removal of the existing floor and base has been completed, but resulted in discovery of a large number of electrical conduits embedded in the asphalt, including both power and fire
alarm wiring. Many were damaged or otherwise deteriorated requiring their complete
replacement. Good practice also requires that the new conduits be relocated to a minimum of 150mm below the slab to prevent similar damage during any potential future work.
Foundations below the existing tennis post anchors were also found to be much deeper and more substantial in size than originally estimated. These conditions could not be confirmed
prior to commencing the work and will need to be partially or completely replaced and re-poured in order to accommodate new net anchors. The resulting disruptions to existing soils and sub-base will require new backfill materials, and additional compaction.
Corrosion has also been found at the bottom of several of the pre-engineered steel columns, below the previous finished elevation of the courts. These columns form the primary supportive
Project Cost under (over) approved funds by
$1,465,756.00
OPS 16-24 September 23, 2024
Subject: Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 4
structure for this part of the building and should be treated with epoxy paint to prevent further
deterioration while they are exposed.
Additionally, since this project was initially tendered, staff have completed a comprehensive review and condition assessment of the exiting pools at the Chestnut Hill Developments Recreation Complex. Both pool tanks are original, dating back to 1983 and are nearing the end of their serviceable life. Extensive retrofit is expected to be required within five years. As the
detailed scope of this work is not yet fully known, all options must remain available, which
could include extensive works requiring the use of heavy equipment. The pools are situated at the centre of the building, making the only viable access route for such equipment through the tennis courts. The new concrete slab included in the scope of work of T2024-4 was only 100mm thick, and would prove inadequate to support the heavy construction traffic that might
be required for an extensive pool retrofit. An access and travel route has been identified,
wherein the new concrete slab will be increased in thickness to 200mm and provided with steel reinforcement. Electrical conduits being replaced within this area will also be buried deeper for added protection. This change alone, consumed more than half of the original contingency included in Report OPS 09-24, but is deemed prudent and to be a good investment to mitigate
potential damage to the tennis court floor, when the pool work is undertaken.
Additional testing and inspection costs will be required due to the additional excavations and compaction work. Extending the construction schedule will also incur additional contract administration fees from the project consultants to ensure compliance with the design and tender documents.
Repairs and work have continued on site, to the extent possible within the limits of approved
funding, but approval of the requested additional funds is required before all of the necessary repairs and additional work can be awarded to the contractor. It will also result in a longer shutdown of the indoor tennis courts than originally planned. Completion of all works is now estimated by the end of 2024, but will be advanced to the earliest possible date.
Attachment: None.
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
Original Signed By: Original Signed By:
Brian Duffield Laura Gibbs MBA, MSc. Director, Operations Director, Community Services
OPS 16-24 September 23, 2024
Subject: Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex Page 5
Original Signed By:
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
VP:nm
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer