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HomeMy WebLinkAboutCR 01-13 City o¢ Report to Executive Committee PICKERING Report Number: CR 01-13 Date: January 21, 2013 From: Everett Buntsma Director, Community Services Subject: Community Infrastructure Improvement Fund - File: A-1440 Recommendation: 1. That Report CR 01-13 from the Director, Community Services be received; 2. That Council authorize the Mayor and the City Clerk to execute two contribution agreements for funding under the Community Infrastructure Improvement Fund for project C0930 Pickering Recreation Complex Banquet Hall and Washroom Renovations for a contribution of up to $228,719.00, and project C0969 West Shore Community Centre Entrance and Washroom Renovations for a contribution of up to $104,677.00; 3. That Council provide a pre 2013 Capital Budget approval for the West Shore Community Centre Entrance and Washroom Renovations; . 4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance the West Shore Community Centre Entrance and Washroom Renovations project in the amount of$314,344.00 as follows: • a) the sum of $104,677.00 from the Community Infrastructure Improvement Fund; b) the sum of $209,000.00 by an internal loan for a period not to exceed five years at a rate to be determined; c) the balance of$667.00 from property taxes; 5. That Council approve the engagement of Jurecka + Associates Architects Inc:for the Architectural Services for the West Shore Community Centre Entrance and Washroom Renovations at a gross cost of$32,035.50 (HST included) and a net project cost of$28,848.96; and 6. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 22 • Report CR 01-13 January 21, 2013 Subject: Community Infrastructure Improvement Fund Page 2 Executive Summary: The City of Pickering has been approved for support under the Community Infrastructure Improvement Fund (CIIF) for Pickering Recreation Complex Banquet Hall and Washroom Renovations for up to $228,719.00, and West Shore Community Centre Entrance and Washroom Renovations for up to $104,677.00. To receive the approved federal grant funding, a Council Resolution is required, authorizing the Mayor and the City Clerk to execute two contribution agreements for funding under the Community Infrastructure Improvement Fund for project C0930 Pickering Recreation Complex Banquet Hall and Washroom Renovations, and project C0969 West Shore Community Centre Entrance and Washroom Renovations. To advance this project in a timely manner with a goal to complete the West Shore Community Centre Entrance and Washroom Renovations prior to July, 2013, staff recommend that Jurecka + Associates Architects be engaged to prepare tender documents and specifications. Financial Implications: The successful Community Infrastructure Improvement Fund grant applications will allow the Pickering Recreation Complex Banquet Hall and Washroom Renovation Project, and West Shore Community Centre Entrance and Washroom Renovations Project to proceed this year. The total federal grant funding for these two projects is $333,396.00. The City's share of funding for these two projects will be reduced from $1,101,187.00 to $767,791.00. These projects are included in the proposed 201.3 Capital Budget. Discussion: On July 5, 2012 the Government of Canada announced the launch of the Community Infrastructure Improvement Fund (CHF). The Federal Economic Development Agency for Southern Ontario is delivering the program in Ontario with an allocation of$49.6 million to be spent over the years. The Community Infrastructure Improvement Fund is for the rehabilitation or improvement of existing community infrastructure assets. The work to be undertaken had to be construction activity that would not otherwise have been constructed by March 31, 2014, were it not for funding from Community Infrastructure Improvement Fund. Construction of new infrastructure was not eligible. The City of Pickering has been approved for funding under the Community Infrastructure Improvement Fund for the Pickering Recreation Complex Banquet Hall and Washroom Renovations, and the West Shore Community Centre Entrance and Washrooms. These projects are included in the proposed 2013 Capital Budget. 23 Report CR 01-13 January 21, 2013 Subject: Community Infrastructure Improvement Fund Page 3 Pickering Recreation Complex Banquet Hall and Washroom Renovations The total project cost is $786,843.00. The Community Infrastructure Improvement contribution will be up to $228,719.00. The work will include replacement of lighting with new energy efficient lighting controls and fixtures; redesigning, renovating and upgrading washroom facilities to bring up to the standards of the Accessibility for Ontarians with Disabilities Act, installation of new flooring, and replacing the sound system and installing a new audio visual system. West Shore Community Centre Entrance and Washroom Renovations The total project cost is $314,344.00. The Community Infrastructure Improvement Fund contribution will be up to $104,677.00. The work will include installing an accessible entrance to the community centre which includes a ramp and railing, redesigning and installing an upgraded interior entrance space, replace lighting with new energy efficient lighting controls and fixtures, upgrading existing washroom facilities and constructing an accessible washroom. The federal Community Infrastructure Improvement Fund contribution is based on 33.3 per cent of the eligible project costs submitted at the time that the grant application was submitted (August 24, 2012). To receive the approved federal grant funding, a Council Resolution is required, authorizing the Mayor and the City Clerk to execute two contribution agreements for funding under the Community Infrastructure Improvement Fund for project C0930 Pickering Recreation Complex Banquet Hall and Washroom Renovations, and project C0969 West Shore Community Centre Entrance and Washroom Renovations. The Community Infrastructure Improvement Fund program offers an opportunity for the City to receive grant funding for two high priority capital projects. To advance this project in a timely manner with a goal to complete the West Shore Community Centre Entrance and Washroom Renovations prior to July 1, 2013, staff recommend that Jurecka +Associates Architects be engaged to prepare tender documents and specifications. Attached is a proposal from Jurecka + Associates Architects to provide the City with architectural services for the West Shore Community Centre Entrance and Washroom Renovations at a cost of$28,350.00 plus HST. Jurecka + Associates Architects worked with staff in August preparing the plans and budget for the Community Infrastructure Improvement Fund grant application. Council approval is required to engage Jurecka + Associates Architects for the architectural services for the West Shore Community Centre Entrance and Washroom Renovations project prior to the approval of the 2013 Capital Budget. Jurecka + Associates Architects have worked with the City on many renovation projects in the past and are familiar with the West Shore Community Centre. Jurecka + Associates Architects Inc. has already been engaged to provide architectural services for the Pickering Recreation Complex Banquet Hall and Washroom 24 Report CR 01-13 January 21, 2013 Subject: Community Infrastructure Improvement Fund Page 4 Renovations ($30,000.00 was approved in the 2010 Capital Budget for design costs to modernize Banquet Halls). Construction for the Pickering Recreation Complex Banquet Hall and Washroom Renovations is tentatively scheduled to commence the first of July 2013. Attachments: 1. Community Infrastructure Improvement Fund approval letter for the Pickering Recreation Complex Banquet Hall and Washroom Renovations dated December 7, 2012 2. Community Infrastructure Improvement Fund approval letter for the West Shore Community Centre Entrance and Washroom Renovations dated December 7, 2012 3. Letter from Jurecka + Associates Architects Inc. dated December 14, 2012 4. Location Map Prepared By: Approved/E ,rased B. Stephen olds Everett Bunt m. Division Head, Culture & Recreation Director, Community Services Approved/Endorsed By: Stan Karwowski (Acting) Division Head, Finance & Treasurer SR:Ir Recommended for the consideration of Pickering _ ity Council - 40, 2.043 Tony Prevedel, P.Eng. Chief Administrative Officer 25 ATTACHMENT# I TO REPORT# 9 1-I Jo go -ID, �«t Minister of State �,+ Ministre d'Etat (Science and Technology) (Sciences et Technologie) (Federal Economic Development ` (Agence federale de developpement Agency for Southern Ontario) `` U economique pour le Sud de('Ontario) Ottawa,Ontario K1 A OH5 DEC 072012 MSC 0006583 Mr.Tony Prevedel Chief Administrative Officer City of Pickering One The Esplanade Pickering, Ontario L1V 6K7 Re: C0930 Pickering Recreation Complex Banquet Hall and Washroom Renovations Dear Mr.Prevedel: • I would like to congratulate you on your successful application to the Community Infrastructure Improvement Fund(CIIF). Based on your application and pending necessary financial follow-up, your project will be provided with a non-repayable contribution of up to$228,719. Staff from the Federal Economic Development Agency for Southern.Ontario will contact you in the near future to execute a contribution agreement. This agreement will outline the contracting details, claims information, and communication opportunities for your • funded project. The signed contribution agreement must be accompanied by a resolution of your Council. Please ensure that the resolution references the contribution agreement under the CIIF program,the project title, and the funding amounts approved under the program,as listed in this letter. • For further information,you may call 1-866-593-5505, e-mail infrastructure(-)a,feddevontario.gc.ca, or visit http://www.feddevontario.gc.ca/CIIF. Once again, congratulations,and I encourage you to continue to work on improving the • economic prospects of your community and Canada. Yours sincerely, -�--�� Office of the CAO Received ©Fr . 1 .,2I2 ` File � Follow Up • V,Mayor Com Sery The Honourable Gary Goodyear,P.C., M.P. �CCouuncn C&R ✓ Directors Eng Services SMT Oper&Fac Clerk Corp Services Fire Office Sustain Human Res Plan&Dev. Canada del& LS 26 ATTACHMENT# 2- TO REPORT# ::.OH 3 '-- CRo ciI- Ip. Office of the CAO i,-<;> j'{. ReCeitamitre d'EFr ` Minister of State ` .�. ‘� �I'��4}ff (Science and Technology) i,a' , (3tit.t.�cl �uI30fr) 41/2 (Federal Economic Development ®";': ■ ile (Agency federale de developpement • Agency for Southern Ontario) 4,'''. �``' --- - • -,-- __- = - - '*` ( Follow Up Ottawa,Ontario K� ayor �/ Com Sery /Council C&R DEC 0 7 2012 ✓ Directors Eng Services SMT OpelvIC00006$83 Mr. Tony Prevedel Clerk Corp Services Chief Administrative Officer Fire Office Sustain City of Pickering Human Res Plan & Dev One The Esplanade , Legal& LS Pickering, Ontario L1V 6K7 Re: C0969 West Shore Community Centre Entrance and Washroom Renovations I Dear Mr. Prevedel: I would like to congratulate you on your successful application to the Community Infrastructure Improvement Fund(CIIF). Based on your application and pending necessary financial follow-up,your project will be provided with a non-repayable contribution of up to $104,677. Staff from the Federal Economic Development Agency for Southern Ontario will contact you in the near future to execute a contribution agreement. This agreement will outline the contracting details,claims information, and communication opportunities for your funded project. The signed contribution agreement must be accompanied by a resolution of your Council. Please ensure that the resolution references the contribution agreement under the CIIF program, the project title, and the funding amounts approved under the program, as listed in this letter. For further information, you may call 1-866-593-5505,e-mail infrastructure(a�feddevontario.gc.ca, or visit http://www.feddevontario.gc.ca/CIIF. Once again, congratulations, and I encourage you to continue to work on improving the , economic prospects of your community and Canada. • Yours sincerely, r l The Honourable Gary Goodyear, P.C.,M.P. • Canada . 27 ifs - V TO REPORT# _ . 61 iurecka ± Associates Architects Inc 150 Glendale Ave. Toronto, MGR 212 tel 416-972-9385 December 14, 2012 fix 866-475-7256 wrest. jurecka . ca Marisa Carpino City of Pickering 1 The Esplinade Pickering, Ontario L1V 6K7 Re: Proposal for Architectural Services West Shore Community Centre Entrance and Washroom Renovations Pickering, ON Dear Ms. Carpino,: Last August we developed plans and a budget for upgraded washrooms and an en- traceway at West Shore Community Centre. The program is to include the im- provements to existing washrooms and an accessible unisex washroom beyond those presently provided as well as improving main entrance barrier free access. We have worked with Pickering on many renovation projects in the past and know that we are well suited to the assignment. Thank you for inviting us to make this proposal. We believe that it will meet your requirements but have kept it brief and in outline form but will be pleased to elaborate on any of the points. Sincerely, to(4°-(i,SA)x-vs--- Paul Jurecka Jurecka +Associates Architects Inc. West Shore Community Centre Entrance and Washroom Upgrades. - Design Services Proposal 28 2.0 PROPOSED PROJECT TEAM Architects: JURECKA +ASSOCIATES, ARCHITECTS INC. Project Architect Paul Jurecka, OAA • Prinicipal Jurecka+Associates coordination, liaison,project management Project Designer Blair Jurecka, B Arch Associate, Jurecka+Associates Lea Wiljer, OAA LEEDap Associate, Jurecka+Associates Mechanical ESTI CONSULTANTS INC. Engineers 214 Merton Street, Suite 202 Project Principal:Eric Wong,M.E.Sc.,P.Eng. Toronto, Ontario M4S 1A6 Senior Designer Boban Spirovsky Tel. 416 499-8000 Fax 416 499-7446 Electrical LKL ENGINEERING LTD. Engineers 50 Sheila Crescent Project Principal Lawrence Lee, P.Eng. Toronto, Ontario M4P 2X7 Tel. 416 487-5256 Fax 416 487-9766 Structural J.R. JONES ENGINEERING LIMITED Engineers 107 Holland Street East Project Principal:James Jones, P.Eng. Bradford, Ontario L3Z 2A9 Tel. 905 778-8809 Fax 905 778-8820 West Shore Community Centre Entrance and Washroom Upgrades. - Design Services Proposal • 29 3.0 WORK PROGRAM 3.1 PHASE 1- PRE DESIGN and DESIGN 3.1.1 Confirm and refine program requirements We will meet with the Designated Stakeholders Group to confirm layouts and detailed scope of work. 3.1.2 Confirm base drawings & measure conditions We will conduct a site visit to check and confirm dimensions and building configuration provided to us on as-built drawings. We will survey existing conditions and make detailed notations of items to be considered and/or re- paired. .3.1.3 Design Development We will select all finishes and fixtures and present them for review. We will meet with the principal stakeholders, present the options, note comments and circulate revisions. 3.2.1 Prepare tender documents and specifications The information learned in previous phases will be developed and refined - into documents and specifications suitable for pricing. Drawings will describe the modifications in plans, sections, and interior ele- vations and will include but not be limited to demolition plans, detailed floor plans, reflected ceiling plans and any required supplementary details and schedules to thoroughly describe the scope. All work will be drawn in lay- ers on AutoCAD, and provided to you in a format suitable for your records. 3.2.2 Tender and contract award We will incorporate the City's Quotation Requirements, General Conditions and any other prescribed legal documents with the construction drawings. We will provide information to your selected contractors in the form of an "e- tender", answer questions that arise out of the pricing exercise, issue ad- denda as required, review the quotations received, and recommend award. 3.2.2 Permit Under OBC 2007, all Assembly occupancy changes require permits. We will fill out forms and apply for a permit(in the clients name) and follow up as required. 3.3.1 Contract Administration, Site Review-7 visits Arch, 2 each Eng We will meet with the General Contractor and City representative, provide clarifications as required, and document any required°changes or instruc- tions required. We will confirm compliance with the contract documents and report discrepancies. We will supply reviews and close out documents to the City. West Shore Community Centre Entrance and Washroom Upgrades. - Design Services Proposal 30 3.0 -FEES The identified scope of coordinated consulting services as described in your Scope of Work will be done for fees as estimated below. Fees include for all salaries, overhead, and general conditions. Out of office printing, couriers, and permitted expenses will be invoiced to the City at our cost. - ARCHITECTURAL $ 19,300.00 MECHANICAL ENGINEERING: $ 2,250.00 ELECTRICAL ENGINEERING: $ 2,800.00 STRUCTURAL ENGINEERING: $ 3,500.00 CONSULTING TEAM TOTAL $ 27,850.00 ESTIMATED REIMBURSIBLE EXPENSES $ 500.00 Hourly Rates: Principal Architect: Paul Jurecka $ 125.00/hour Associates B.Jurecka, L.Wiljer $ 105.00/hour Designers/Drafting $ 65.00/hour Engineering Resources Eric Wong $145.00/hour Lawrence Lee $130.00/hour Jamie Jones $130.00/hour Design engineer/Technician $ 95.00/hour West Shore Community Centre Entrance and Washroom Upgrades. - Design Services Proposal 31 ATTACHMENT#F 4- TO REPORT# GR OI— 13 PP .� n N >-- ( i il ''\\ '0, I(j1 SUB ECT r; /f/i/1 D _.,..ASP - �; qitii sy, I �r \ D� �ENBAKER COURT r Q IN,-------r,-6-P\C> P -- O J i � J \ n 1 1 G R. S RE��..- SUBJECT �✓ SITE e F, � -- WEST ' ORE _____ ilITY 411111111161.111111V FRENCHMAN'S BAY IC:I 1.111,2111911t11-11tDDEllitl5ich mr Silt illa ill t-13111 I. till COMMUNITY SERVICES ATTACHMENT FOR COMMUNITY 4 DEPARTMENT SERVICES REPORT CR 01-13 � _ ENGINEERING DIVISION COMMUNITY INFRASTRUCTURE IMPROVEMENT FUND -tk--Lau _ I , SCALE: DATE: PICKERING RECREATION COMPLEX se. N.T.S Jan 04/2013 WEST SHORE COMMUNITY CENTRE T 32