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Home My WebLink AboutOPS 16-23Report to Council Report Number: OPS 16-23 Date: May 23, 2023 From: Brian Duffield Director, Operations Subject: Greenwood Library and Oddfellows Hall Window Replacement -RFQ No. Q2023-6 -File: A-1440 Recommendation: 1.That Request for Quotation No. Q2023-6 for Greenwood Library and Oddfellows Hall Window Replacement as submitted by Roof Tile Management Inc. in the amount of $182,500.00 (HST included) be received; 2.That the Capital Budget for the Greenwood Library Windows Replacement (account C10220.2204) be cancelled and that these funds be applied to fund the Oddfellows Hall Window Replacement Capital Budget; 3.That only the Oddfellows Hall Window Replacement, as submitted by Roof Tile Management Inc. as part of W2023-6, in the amount of $110,570.50 (HST included) be awarded; 4.That the total gross project cost of $121,871.00 (HST included), including the amount of the tender, contingency, consulting and other associated costs, and the total net project cost of $109,749.00 (net of HST rebate) be approved; 5.That the Director, Finance & Treasurer be authorized to finance the net project cost of $109,749.00 as approved in the 2022 Capital Budget and funded from the Rate Stabilization Reserve; and, 6.That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: Greenwood Library, located next to Greenwood Public School on Westney Road, and Oddfellows Hall located on the lower site of the Pickering Museum Village are both historic buildings over a hundred years old. Both have wood frame windows that have deteriorated with age and have been identified for replacement. Custom reproduction with single pane float glass is required in both cases. Request for Quotation No. Q2023-6 was issued, including both scopes of work and has resulted in bids exceeding the available budgets for each of the projects, individually. Given that Greenwood Library has been closed since approximately 2015, and that its windows have been shuttered and protected with plywood, and that Oddfellows Hall will serve as the main staff hub for the museum during the pending construction of the Pickering Heritage & OPS 16-23 May 23, 2023 Subject: Greenwood Library and Oddfellows Hall Window Replacement Page 2 Community Centre (PHCC), it is recommended that the available budgets be pooled and dedicated towards replacing the existing windows only at Oddfellows Hall. Request for Quotation No. Q2023-6 was advertised on the City’s bids & tenders portal on March 28, 2023 and closed on April 20, 2023. One bid was received. All required pre- conditions of award have been received and approved; therefore, the lowest compliant bid submitted by Roof Tile Management Inc. in the amount of $110,570.50 (HST included), limited to the replacement of windows at Oddfellows Hall, is recommended for approval. The total gross project cost is estimated to be $121,871.00 and the total net project cost is estimated at $109,749.00 (net of HST rebate). Financial Implications: 1.Quotation Amount RFQ No. Q2023-6 (Oddfellows Hall windows only) $97,850.00 HST (13%) 12,720.50 Total Gross Tender Cost $110,570.50 2.Estimated Project Costing Summary RFQ Q2023-6 (Oddfellows Hall windows only) $97,850.00 Contingency 10,000.00 Total Project Cost $107,850.00 HST (13%) 14,021.00 Total Gross Project Costs $121,871.00 HST Rebate (11.24%) (12,122.00) Total Net Project Cost $109,749.00 3. Approved Source of Funds – Parks’ Capital Budget Approved Code Source of Funds Funds Available Funds Required C10250.2213 Rate Stabilization $65,000.00 $65,000.00 C10250.2213 Rate Stabilization 0.00 44,749.00 C10220.2204 Rate Stabilization 45,000.00 0.00 $110,000.00 $109,749.00 Project Cost under (over) approved funds by $251.00 The Greenwood Library Window Replacement capital project (C10220.2204) will be cancelled and the $45,000.00 funding for this project will be applied to the Oddfellows Hall Window Replacement capital project (C10250.2213). OPS 16-23 May 23, 2023 Subject: Greenwood Library and Oddfellows Hall Window Replacement Page 3 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: Oddfellows Hall was constructed in 1869 and moved to the museum’s current site in 1972 along with the whole site relocation from Brougham. The building was again relocated a short distance within the lower site in 2015 and substantially restored. Its windows were not replaced as part of that project due to budget constraints, but have since deteriorated to a point where they risk becoming a hazard if they are not replaced. Due to the age of the building and historic construction of the wood frame windows and glass, custom replacement windows are required to maintain the building’s appearance and to maintain the character of the City’s living history museum. Greenwood Library was built in 1860 and most recently served as a branch library until its closure in 2015. The building remains vacant and is currently only used for storage. Deterioration of its historic wood windows is primarily focused on the storm windows on the exterior face of the building, with the main windows behind remaining in fair condition. The scope of work carried in Q2023-6 was limited to replacement of the exterior storm windows, which have since been shuttered and protected by plywood to help protect against further deterioration and to better secure this remote facility. The City is currently undergoing a Facilities Renewal Study which is expected to be completed by the end of 2023. The study will include recommendations regarding future investments on the Greenwood Library and other aging buildings. The museum has spent the past year adjusting its operations and relocating staff in order to accommodate the closure of the upper site for the construction of PHCC, expected to commence late this summer, and closing the upper site until early 2026. Oddfellows Hall has been converted into staff offices and will serve as the primary staff hub on site until PHCC is ready for occupancy. Given the condition of its windows and essential function at the museum for the next few years, it is recommended that available budget be pooled and that work at this location be given priority. As bid prices have exceeded available budgets for each individual budget by more than ten percent, per section 11.02 of the Financial Control Policy (FIN 030), and as funding is proposed to be repurposed and reallocated to prioritized needs, Council approval is required in order to proceed. Request for Quotation No. Q2023-6 was advertised on the City’s bids & tenders portal on March 28, 2023 and closed on April 20, 2023. One bid was received. All required pre- conditions of award have been received and approved; therefore, the lowest compliant bid submitted by Roof Tile Management Inc. in the amount of $110,570.50 (HST included), limited to the replacement of windows at Oddfellows Hall, is recommended for approval. The total gross project cost is estimated to be $121,871.00 and the total net project cost is estimated at $109,749.00 (net of HST rebate). OPS 16-23 May 23, 2023 Subject: Greenwood Library and Oddfellows Hall Window Replacement Page 4 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-CPP Manager, Procurement VP:nm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer