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Home My WebLink AboutCAO 07-24Report to Executive Committee Report Number: CAO 07-24 Date: December 2, 2024 From: Marisa Carpino Chief Administrative Officer Subject: Pickering Heritage & Community Centre Project Update -Tender No. T2023-12 – Milestone Report #2-File: A-1440 Recommendation: 1. That Report CAO 07-24 regarding the Pickering Heritage & Community Centre ProjectUpdate be received for information. Executive Summary: The purpose of this report is to provide a semi-annual project status update on the construction of the Pickering Heritage & Community Centre (PHCC). In accordance with item 10 of Report FIN 03-24 (Council Resolution #398/24), staff were instructed to provide semi-annual project status updates on the construction of the Pickering Heritage & Community Centre. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Priorities to Champion Economic Leadership & Innovation; 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; Strengthen Existing & Build New Partnerships; and, Foster an Engaged & Informed Community. Financial Implications: The project is nearly approximately one third complete in its construction phase which is reflected in the total expenditures to-date. The current year-to-date total expenditure on the construction contract is $15,292,590 (before tax, billed as of September 30, 2024) and when measured against the Council approved Purchase Order (PO 4500001411) amount of $51,953,000, represents a total expenditure of 29 percent. With construction proceeding at full pace, foundation and structural steel superstructure is expected to be mostly complete by the end of this calendar year, with roofing and enclosure of the building envelope to occur over the winter. Focus will shift to interior infrastructure, primarily including HVAC and electrical systems, starting in the Spring of 2025, with interior finishing not anticipated to commence until after the next milestone report (June 2025). CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 2 No furniture, fixture or equipment purchases have been made to date. Expenditures against related budgets are expected to begin around the midpoint of 2025, after the PHCC building has been enclosed. Approved Change Orders (COs) to date total $18,430.56 (before tax) with additional proposed changes currently under review. At this point, the project can be deemed to have successfully avoided risk of major costs that can often be associated with earthworks and unforeseen soil conditions. Discussion: The purpose of this report is to provide operational and financial project updates on the construction of the Pickering Heritage & Community Centre in accordance with recommendation 10 of Report FIN 03-24 (Council Resolution 398/24). Timing of the reports has been adjusted slightly to June and December, annually, in order to align with the lack of Council meetings during the summer months. A. Site Works & Construction Activity: Mobilization and construction commenced immediately following approval of Report FIN 03-24 on February 5, 2024. Work on site has been progressing steadily, benefitting from a mild summer and autumn with generally good weather conditions. Most of the in-ground work has been completed, including foundations and related site infrastructure. Structural steel is on site and being installed with roofing expected to start in or around December 2024. All required external approvals have been obtained and negotiations with the Toronto and Region Conservation Authority (TRCA) for transfer of lands to the west, required for the overflow parking lot, are currently being finalized. A separate report to Council will be submitted for Council’s consideration and approval of this transfer in the near future. Highlights of construction progress are summarized as follows: • Full building permits have been issued. • The formal offer to connect has been received from Elexicon. • Permanent power will be connected to the property in early 2025. • Foundations are largely complete and final backfilling is underway. • Critical civil works for stormwater management are substantially complete. • The Puterbaugh Schoolhouse and Harvey House have both been moved to their new locations and placed on new foundations. • Steel superstructure is being installed with roofing to follow shortly. • The former site administration building is being used as a construction site office by the general contractor until it needs to be demolished. • Construction traffic continues to be diverted away from the Hamlet of Greenwood, to and from Highway 7 directly. Reports of construction vehicles passing through the Hamlet have been confirmed to be third parties not associated with PHCC. CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 3 B. Schedule: The project remains on schedule for substantial performance, and to be ready for takeover by October 2025. The building is intended to open for public use in April 2026. C. Archaeological Work: TRCA archaeological unit commenced stage 3 and stage 4 work on the areas of interest previously identified and as referenced in Report FIN 03-24. This area is required for construction of a gravel overflow parking lot to supplement more frequently used asphalt parking areas, such as during major events. Archaeological field work was monitored by the Huron-Wendat Nation and Haudenosaunee Development Institute (HDI), both of whom also participated in the previous stages of work in 2023 and were invited to return to continue to participate. D. Operating Budget & Programming Model: Staff from the Community Services Department and the Pickering Public Library are currently preparing proposed operating budgets and programming models. Community engagement is currently underway to understand what types of programs and services residents would like to see offered at the new PHCC facility. More specifically, the engagement campaign began November 8, 2024 and runs for four weeks, ending on December 8. The engagement includes a city-wide survey, three Open Houses (November 13, 20, 21) and promotion at various pop- up events. The survey has been advertised widely through various social media channels, distribution of a city-wide promotional mailout, and on the LetsTalkPickering website (LetsTalkPickering.ca/PHCC). Pre-opening costs for facility operations will be included in the 2025 Current Budget, to prepare in advance of taking over the building at the end of that year. First public use of the facility is not expected until spring 2026, following a fit-out period after the construction is complete. Staff are preparing for a grand opening in spring 2026. As per Resolution #379/24, staff continue to pursue naming rights for the PHCC building, as a whole, and individual internal areas. As per Resolution #574/24, staff are soliciting public comments for the naming of the Exhibit Gallery to the John E. Anderson Exhibit Gallery and will report back with recommendations in the near future. Attachment: None. CAO 07-24 December 2, 2024 Subject: Pickering Heritage & Community Centre Project Update Page 4 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Brian Duffield Stan Karwowski Director, Operations Director, Finance & Treasurer Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Laura Gibbs, MBA, Msc. Division Head, Operations Services Director, Community Services Original Signed By: Jackie Flowers CEO/Director of Public Library BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer