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Report to Council
Report Number: CS 34-18
Date: December 10, 2018
From: Marisa Carpino
Director, Community Services
Subject: Architectural, Landscape and Engineering Design Services for the Pickering
Heritage & Community Centre
- Additional Consulting Services for Phase 2 Design
- File: A-1440
Recommendation:
1. That the updated fee proposal dated November 12, 2018 submitted by Hariri Pontarini
Architects to expand the scope of design awarded for RFP -6-2018 to include Phase 2
design and related consulting services in the amount of $660,654.50 (HST included) be
accepted;
2. That the total gross project cost for Phase 2 of $722,805.00 (HST included), including the
amount of the proposal and other associated costs, and the total net project cost of
$650,908.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$650,908.00 for Phase 2 as follows:
a) the sum of $299,418.00 to be funded by a transfer from the Rate Stabilization
Reserve;
b) the sum of $26,036.00 to be funded by a transfer from Development Charges —
City's Share Reserve;
c) the sum of $84,618.00 to be funded by a transfer from Development Charges -
Parks & Recreation Services Reserve Fund;
d) the sum of $240,836.00 to be funded by a transfer from Development Charges —
Library Reserve Fund;
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; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The Pickering Heritage & Community Centre (PHCC) will be a new
City facility constructed to replace the existing Museum Administration Building and Greenwood
Community Centre, both at end of life, and to accommodate the relocation of archival storage and
related functions from the Central Branch Library. The specialized storage needs of the Library
Report CS 34-18 December 10, 2018
Subject: Architectural, Landscape and Engineering Services
for the Pickering Heritage & Community Centre (Phase 2 Design)
archives and Museum collection are very similar, and can share adjoining space tomaximize
functionality, public access, and cost efficiency.
RFP -6-2018 was awarded to Hariri Pontarini Architects in June 2018 for design and consulting
services of Phase 1 of the PHCC project, as per Council Resolution #455/18. This original scope
of work included the detailed design of Phase 1 and only the schematic design of Phase 2, with
the balance of design work for Phase 2 forecast in 2021. Construction of Phase 1 is planned to
begin in 2019 subject to Council approval of the 2019 Capital budget. Funding for Phase 2
construction was planned for 2022 as per the Capital budget forecast.
The PHCC project is very well-suited to a number of existing federal grant programs, including
potentially new funding streams specific to multi -use cultural facilities expected in advance of the
2019 federal election. Completing the detailed building design (Phase 1 and 2) at this time will
strategically position the City to maximize grant opportunities by having a complete 'shovel -ready'
project in hand.
A balance of $654,707.00 remains uncommitted from the original project budget, following the
award of RFP -6-2018. Hariri Pontarini Architects have submitted a fee proposal of $660,654.50
(HST included) to expand the existing scope of work to include all required consulting services for
Phase 2, including production of construction documents and contract administration services.
The total gross project cost for this additional work is estimated to be $722,805.00 (HST included)
and the total net project cost is estimated at $650,908.00 (net of HST rebate).
Financial Implications:
1. Proposal Amount
Consulting Services for PHCC
Phase 1 & 2
HST (13%)
Total Gross Project Cost
CS 19-18 Phase 1
$658,120.00
85,555.60
$743,675.60
CS 34-18 Phase 2
$584,650.00
76,004.50
$660,654.50
Total
$1,242,770.00
161,560.10
$1,404,330.10
Report CS 34-18
Subject: Architectural, Landscape and Engineering Services
for the Pickering Heritage & Community Centre (Phase 2 Design)
December 10, 2018
2.
Estimated Project Costing Summary
Request for Proposal No. RFP -6-
2018 Phase 1 & 2
Contingency
Permits & Approvals
Testing & Inspection
Total Project Cost
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Costs
CS 19-18 Phase 1
$658,120.00
90,000.00
10, 000.00
80,000.00
838,120.00
108, 956.00
$947,076.00
(94,205.00)
$852,871.00
CS 34-18 Phase 2
$584,650.00
40,000.00
15,000.00
639,650.00
83,155.00
$722,805.00
(71,897.00)
$650,908.00
Total
$1,242,770.00
130,000.00
10, 000.00
95,000.00
1,477,770.00
192,111.00
$1,669,881.00
(166,102.00)
$1,503,779.00
3. Approved Source of Funds
2018 Capital Budget — Community Centres
Account Code
5719.1806.6230
Total Funds
Source of Funds
Rate Stabilization
Reserve
Development
Charges — City's
Share Reserve
Fund
Development
Charges — Parks
& Recreation
Services Reserve
Fund
Development
Charges — Library
Reserve Fund
Budget CS 19-18 Phase 1 CS 34-18 Phase 2
$695,079.00
61,245.00
200, 046.00
551,208.00
$1,507,578.00
$393,222.00
34,647.00
113,171.00
$299,418.00
26,036.00
84,618.00
311,831.00 240,836.00
$852,871.00 $650,908.00
Project Cost under (over) approved funds by
$3,799.00
Note that financing for RFP -6-2018 Phase 1 of this project has been previously approved under
CS 19-18 at the Executive Meeting of June 18, 2018. At this time, Council approval is being
sought for the financing of Phase 2 of this project, at the estimated net project cost of
$650,908.00.
Report CS 34-18 December 10, 2018
Subject: Architectural, Landscape and Engineering Services
for the Pickering Heritage & Community Centre (Phase 2 Design)
The entire building will be designed to be energy efficient and with modern construction materials
in order to control future building operating costs.
Discussion: Preliminary design work for Phases 1 and 2 of PHCC has been completed
and the project is now moving into the detailed design stage. Stakeholder consultations are
underway to obtain feedback on work done to date, and initial cost estimates have been received.
RFP -6-2018 included schematic design for both Phases of proposed construction. Basic
understanding of infrastructure and servicing needs were to be included in Phase 1 construction to
avoid expensive and inefficient decentralized installations spread across two stages of
construction. Completing the entire building design all at once will maximize efficiencies and
avoid the potential risks, costs and coordination problems should a separate design team be
awarded Phase 2.
In addition, new opportunities for federal grant funding may become available in advance of the
2019 federal election. Completing both Phases of the project at one time would position the City
to maximize any opportunities that arise by having a major project ready for implementation.
Construction documents for the PHCC project will be prepared to proceed with one or both
Phases, depending on the results of grant applications to be submitted early in the new year. A
single design also helps standardize details and product selections for the entire building, whereas
two sets of design documents and two separate construction contracts inevitably lead to some
degree of difference in the appearance between the stages of a phased project.
The fee proposal submitted by Hariri Pontarini includes cost allowances for both scenarios, though
savings in the order of $100,000 could be realized on consulting fees alone if both Phases were
constructed at the same time. An additional $1.1 million could potentially be saved though
combined construction by order of magnitude costing, reducing overall construction timelines by
roughly nine months and avoiding costs for temporary Costs, such as the construction of an
exterior wall construction between phases.
PHCC will be the first new City facility to open in proximity to the Seaton community. Phase 1
includes a 2,400 square foot multipurpose room for programming and community functions,
intended to replace aging equivalent space at the Greenwood Community Centre. Phase 2
includes a gymnasium, change rooms, adaptable concession/bar/catering area, full size exhibit
and expanded lobby space that will expand the potential benefits of the building to a much
broader segment of the community.
The Community Services Department recommends the acceptance of the fee proposal for
additional consulting services for Phase 2 of the Pickering Heritage and Community Centre
project, dated November 12, 2018, submitted by Hariri Pontarini Architects in the amount of
$660,654.50 (HST included) and that the total net project cost of $650,908.00 be approved.
Report CS 34-18 December 10, 2018
Subject: Architectural, Landscape and Engineering Services
for the Pickering Heritage & Community Centre (Phase 2 Design)
Prepared By:
Approved/Endorsed By:
Vince Plouffe, OAA, RAIC Marisa Carpino, MA
Manager, Facilities Capital Projects Director, Community Services
rfOrl'.(- Brian Duffi
Division Head, Operations
Ray Rodrigu-s
Manager, Supply & Services
Laura Gibbs
Supervisor, Museum Services
MC:vp
cfCathy
hie Executive Officer
Pi erjng Public Library
Stan Karwowski, CPA, CMA, MBA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
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