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HomeMy WebLinkAboutCS 06-25 Report to Council Report Number: CS 06-25 Date: April 29, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library File: A-1440 Recommendation: 1. That the quotation submitted by DS Consultants Ltd. in response to Request for Quotation No. Q2025-9 for Geotechnical and Hydrological Reports and Environmental Investigation for the Seaton Recreation Complex & Library, in the amount of $130,253.00 (net HST) or $144,640.00 (HST included) be accepted; 2. That the total gross project cost of $144,640.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $130,253.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $130,253.00 as approved in the 2020, 2021 and 2024 Capital Budget as follows: a. The sum of $76,884.00 to be funded by a transfer from the DC – Parks & Recreation Services Reserve Fund; b. The sum of $13,768.00 to be funded by a transfer from the DC – Library Reserve Fund; and, c. The sum of $39,601.00 to be funded by a transfer from the Seaton FIA Reserve Fund. 4. That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Quotation No. Q2025-9; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The purpose of this report is to award Request for Quotation No. Q2025-9 for Geotechnical and Hydrological Reports and Environmental Investigation for the Seaton Recreation Complex & Library (SRCL). This consulting work includes geotechnical, hydrological and environmental investigations, including related field work and laboratory testing to produce the related reports required to inform the design of the SRCL. CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 2 Request for Quotations No. Q2025-9 was advertised on the City’s bids&tenders portal on January 24, 2025, and closed on February 26, 2025. Fifteen proponents submitted bids. The Evaluation Committee, consisting of staff from Operations and structural and civil consultants from Entuitive and D.M. Wills Ltd., sub-consultants to Perkins & Will (prime consultant for the design of SCRL), as awarded through Report OPS 12-24 (Resolution #523/24), reviewed and evaluated the responses received using criteria outlined in the bid document. All pre-conditions of award required in accordance with the bid document have been reviewed and approved. The top-ranked response submitted by DS Consultants Ltd. in the amount of $130,253.00 (net HST) or $144,640.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $144,640.00 (HST included) and the total net project cost is estimated $130,253.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Good Governance; and Corporate Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, and Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. Financial Implications: 1. RFP Amount Q2025-9 $128,000.00 HST (13%) 16,640.00 Total Gross Cost $144,640.00 2.Estimated Project Costing Summary Q2025-9 $128,000.00 Total Project Cost $128,000.00 HST (13%) 16,640.00 Total Gross Project Costs $144,640.00 HST Rebate (11.24%) (14,387.00) Total Net Project Cost $130,253.00 CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 3 3. Approved Source of Funds -SRCL Capital Budgets Approved Code Source of Funds Approved Budget Funds Required C10260.2101 DC -Parks & Recreation $17,760,659.00 $76,884.00 (CommCtr) Services Reserve Fund C10260.2101 Seaton FIA Reserve Fund 503,116.00 39,601.00 (CommCtr) C10905.2101 DC – Library Reserve Fund 4,861,225.00 13,768.00 (Library) Total Funds $23,125,000.00 $130,253.00 This award recommendation for geotechnical and hydrological studies, and related environmental investigations will be financed from the previously approved design budget component of the SCRL and were identified as ‘associated costs’ in Report OPS 12-24 (Resolution #523/24, net HST cost of $9,021,024.00). A budget estimate and allowance of $300,000.00 was approved for this and related purposes. No additional funding is requested in this report. The balance of previously approved funds, per Report OPS 12- 24, will serve as contingency for this award. In accordance with Purchasing Policy Item 10.04 where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: c)An award over $50,000 is subject to the additional approval of Council. Discussion: The purpose of this report is to award Request for Quotation No. Q2025-9 for Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for the SRCL project. The work includes geotechnical, hydrological, and environmental field investigations, soil and sample collection for testing, information gathering on groundwater and environmental conditions, and the delivery of related reports to be used in the design of this future facility. The 25-acre site for the SRCL project is currently owned by other parties, who are about to commence backfill operations on the property as condition for the eventual transferring of ownership to the City. Rough grading, bearing performance targets and soil quality requirements have been provided by the SRCL design team, and already issued to the contractor undertaking this work. DS Consultants Ltd.’s work, though this award, will provide verification and quality control to ensure that those requirements have been achieved, as well as performing other related work to confirm data essential to proceeding with more detailed design of the SRCL project. CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 4 While Report CAO 05-25 recommended an overall pause to the SRCL until Q4 2025, it also stated that geotechnical, hydrological and related environmental investigations must proceed immediately to protect the City’s long-term interests in the site. Any delays in proceeding with these studies could introduce significant potential risk and costs to re-work, or remove, the materials being placed on the site. Geotechnical report findings inform architectural, engineering and landscape work, establishing the basis for key design considerations essential during both the planning and construction phases of any building project. They will include recommendations regarding soil bearing capacity for building foundation design, earthwork construction and backfilling, potential reuse of existing soils, groundwater control, potential sources of contamination or locations of poor soils, slab-on-grade design, site services, pavement and sports field design, and other critical technical criteria. Hydrological investigation is performed to evaluate the hydrological conditions at the site. High water tables and flow rates can affect building construction methodology, requiring expensive dewatering. These can persist throughout the operational life of the building. Finding and addressing related concerns early allows them to be better managed and mitigated and helps avoid higher costs if they should be discovered during construction. Key objectives include evaluating groundwater levels, flow directions, water quality, including assessing any potential need for groundwater control affecting below grade structures. The hydrological study will provide an overview of the hydrogeological conditions on the site using borehole and monitoring well data. Field activities will include groundwater monitoring, soil and water sample collection and analysis, and hydraulic testing on the proposed monitoring well network. This work is seasonally sensitive, with field work required to be completed during the spring and fall, when water levels are highest. It must proceed as soon as possible to avoid any potential delays during future design. Environmental investigations include testing soil and groundwater samples to satisfy the regulatory requirements for soil disposal and reuse. The due diligence Excess Soil Destination Report will provide recommendations as to what soil excavated from the project may need to be exported from the site and may restrict options for disposal based on the soil quality analyses. This work is completed concurrently with the geotechnical drilling, and to be coordinated with information provided by the developer. The intent of the investigation is also to assess excess soil quality, including assessing potential suitability for use of some fill material as topsoil. The consultant will be responsible for peer reviewing the earthworks program being completed by the developer to ensure the requirements are being met for SRCL. Request for Quotation No. Q2025-9 was placed on the City’s bids&tenders portal on January 24, 2025. Fifteen companies responded by the closing date of February 26, 2025. DS Consultants Ltd. was the top-ranked respondent with a price of $130,253.00 (net HST) or $144,640.00 (HST included). Responses were evaluated and ranked based on the consultant’s experience and qualifications, similar or related projects, the respondent’s demonstrated understanding of the CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 5 project, and their pricing. All pre-conditions of award required in accordance with the bid document have been received, reviewed and approved. The top-ranked response submitted by DS Consultants Ltd., in the amount of $130,253.00 (net HST) or $144,640.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $144,640.00 (HST included) and the total net project cost is estimated at $130,253.00 (net HST). Attachment: 1.Report OPS 12-24 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC Division Head, Facilities & Construction Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By: Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By: Stan Karwowski Director, Finance & Treasurer CS 06-25 April 29, 2025 Subject: Consulting Services for Geotechnical and Hydrological Reports and Environmental Investigation for Seaton Recreation Complex & Library Page 6 LG:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 06-25 Report to Executive Committee Report Number: OPS 12-24 Date: June 10, 2024 From: Brian Duffield Director, Operations Subject: Consulting Services for the Seaton Community Centre & Library -RFP2024-7 -File: A-1440 Recommendation: 1. That Request for Proposal No. RFP2024-7 for Consulting Services for the Seaton Community Centre & Library as submitted by Perkins + Will Canada Inc. in the amount of $7,150,000.00 (HST ex cluded) be received; 2. That the total gross project cost of $10,017,450.00 (HST included), and the total net project cost of $9,021,024.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $9,021,024.00 as approved in the 2020, 2021 and 2024 Capital Budgets and funded as follows: a. The sum of $6,898,430.00 from the DC -Parks & Recreation Reserve Fund; b. The sum of $225,526.00 from the Seaton Land Group FIA; c. The sum of $1,897,068.00 from the DC -Library Reserve Fund; 4. The Council direct the Chief Administrative Officer to provide operational and financial project updates based on the following schedule: December 2024, June 2025 and every six months thereafter until Substantial Performance of the project; 5. That staff be directed to proceed with the recommendations of the Recreation and Parks 10-Year Plan and Arena Strategy as the basis of design and amenities to be included in the Seaton Community Centre & Library; and, 6. 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 award professional consulting services f or the design and associated costs required for the Seaton Community Centre & Library to be located on a ten hectare site at the southeast corner of the future intersection of Alexander Knox Road and Burkholder Drive. Anticipated to be roughly 185,000 square feet in size, the new facility will be designed to deliver the amenities recommended by the Recreation OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 2 and Parks Ten Year Plan, Arena Strategy and Library Facilities Plan, subject to Council’s approval and endorsement. Staff will be referring to the project as the Seaton Recreation Complex & Library as a working name, as it better reflects the active nature the nature of this facility. This working name is used throughout the Discussion section of this report. Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13, 2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc ., in the amount of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated $9,021,024.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Corporate Key of Good Governance -Customer Service Excellence, and Corporate Priorities of 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 ; and Foster an Engaged & Informed Community. Financial Implications: 1. RFP Amount RFP2024-7 $7,150,000.00 HST (13%) 929,500.00 Total Gross Quotation Cost $8,079,500.00 2. Estimated Project Costing Summary RFP2024-7 $7,150,000.00 Associated Costs 300,000.00 Building Permit Fees 540,000.00 Other Permits & Approvals 175,000.00 Contingency 700,000.00 Total Project Cost $8,865,000.00 HST (13%) 1,152,450.00 Total Gross Project Costs $10,017,450.00 HST Rebate (11.24%) (996,426.00) Total Net Project Cost $9,021,024.00 OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 3 3. Approved Source of Funds – Operations Capital Budget Approved Code C10260.2101 (CommCtr) Source of Funds DC -Parks & Recreation Services Reserve Fund Approved Budget $17,760,659.00 Funds Required $6,898,430.00 C10260.2101 (CommCtr) Seaton FIA Reserve Fund 389,341.00 176,883.00 C10905.2101 (Library) DC – Library Reserve Fund 4,861,225.00 1,897,068.00 C10905.2101 (Library) Seaton FIA Reserve Fund 113,775.00 48,643.00 Total Funds $23,125,000.00 $9,021,024.00 Project Cost under (over) approved funds by $14,103,976.00 The Seaton Community Centre & Library was included in the 2022 DC Background Study , and the design component for this project was included in the 2020, 2021 and 2024 Capital Budgets. At this time, it is recommended that all of the design costs be charged to project code C10260.2101 and funded accordingly as referenced in Table 3 above. Once the detailed design is complete, and the footprint split is confirmed between the library and other community and recreational uses, the construction costs will be allocated to the respective capital accounts, once construction begins. As shown above, the funding of the design component will not require any debt financing which is “good news”. This good news can be partially attributable to the fact that the design cost is substantially below the project budget. The lower bid price is partially due to the current competitive environment and the fact that the City being a government entity is a reliable business partner , combined with the inflated current costs of construction having broken the traditional relationship between design and construction costs. The schedule below presents a preliminary estimate of the year -end balance for the two DC funding components. Preliminary Estimate DC Balance for Library and Parks & Recreation ($) As shown below, after funding this cost component, there are still sufficient funds in these two DC components to undertake other growth related expenditures and avoid issuing debt. Included in Table 2, is an estimate for the cost of Building Permit (BP) fees. The final fee amount will be based on the final design of the building. City Development staff will invest their time and expertise to review the extensive drawings for this multi-faceted building and this cost is included in this project to recover City Development staff time. To put another way, City staff are treating this project in a similar fashion as a private sector development. OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 4 DC - Library DC - Parks and Rec A 2024 Opening Balance (10,914,839) (59,297,265) B Est. 2024 Revenue Contribution (2,900,000) (15,900,000) C = A+B Funds Available (13,814,839) (75,197,265) D 2024 & Prior Commitments 2,620,777 55,953,508 E Add: Seaton Design 1,897,068 6,898,430 F = D+E Total Commitments 4,517,845 62,851,938 G = C-F Est. 2024 December 31 Ending Balance $ (9,296,994) $ (12,345,327) Understanding the (Full) Financial Commitment For This Project The awarding of this architect contract only represents one component of the full financial commitment of this project and the architect cost is arguably the lowest cost. The other two components are construction and on-going operating costs. The current preliminary estimated construction cost is approximately $210.0 million. The City will have to borrow funds and have Durham Region issue debt on the City’s behalf to fund these costs. The current work plan is to bring a Report to Council, in the first quarter of 2026, for Council consideration to award the construction contract. This report will also include a revised Annual Repayment Limit (ARL) calculation that would include the construction debt amount plus those projects w here the debt hasn’t yet been issued and for those projects that have been approved but not yet started, including a debt financing component. In other words, that future report will provide an up-to-date debt picture for Council’s information and consideration. It should be noted that the determination of the ARL is based on some uncontrollable factors such as interest rates and capital cost inflation. If the current interest rates decrease, the corresponding annual debt payments would be lower, resulting in a lower use of debt capacity. The ARL is a Provincial Regulation whereby the City’s annual debt payments cannot exceed 25 percent of its Net Revenues. In non-technical terms, the ARL could be viewed as the City’s credit card limit. Today, the City’s debt payments (excluding the Pickering Heritage & Community Centre) is around five percent, consistent with where you would find a large majority of municipalities. When staff bring forth the report to award the Seaton Community Centre & Library construction contract, the ARL calculation may indicate that the City is around the 20 percent level. In other words, the City will be using almost 80 percent of its debt capacity under this scenario with the debt limit being so high, the opportunity for the next term of office to consider using debt to finance capital projects may be severely limited. Under this scenario, the new Council would have to adopt a “Pay as you Go” philosophy for capital projects. In other words, the City would have to have the cash in the bank before signing any construction contract. Using existing budget cost profiles, Finance staff estimated the financial impact of the facility’s operating cost on the budget levy. Based on 2024 dollars, if the facility opened on January 1, 2024, the budget levy would have to increase by 4.0 percent for the Seaton Community Centre OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 5 & Library . Therefore, with the 2024 Budget levy increase being 3.99 percent, the total theoretical increase would have been slightly under 8 percent. The programs being offered will impact the revenue stream that in-turn, will have a financial impact on the budget levy increase. Therefore, when the doors open in 2029, Council should expect a “bump up” in the budget levy in addition to the regular annual increase. In addition to the City’s standard procurement processes and procedures, P1 Consulting were retained through a separate competitive process to function as independent fairness monitor s. The fairness monitor’s role was to review all procurement documents and observ e the procurement process to ensure openness, fairness, and transparency. A summary report of their findings is provided as Attachment 1, confirming that they were satisfied that the City followed procedures applicable to the RFP documents and purchasing policy, and that the participants followed the procedures and fairly applied the evaluation criteria. Discussion: The purpose of this report is to award professional consulting services f or the design and associated costs required for the Seaton Community Centre & Library to be located at the southeast corner of the future intersection of Alexander Knox Road and Burkholder Drive. The project site is roughly 10 hectares (25 acres) sloping gradually from north to south, expected to feature a new facility located towards the north end to front onto Alexander Knox Road. Parking and site amenities will be located further south. Residential development exists immediately to the east, with natural ravine features to the south. A stormwater pond and other related features will also be required at the south end of the property, with their design already separately and significantly advanced. Based on review of other facilities with similar amenities to those recommended by the City’s Recreation and Parks Ten Year Plan and Arena Strategy, a building size of approximately 185,000 square feet is anticipated, along with required parking and outdoor features. Specific details will be developed during design, which will include the development three distinct concepts to be presented for public consultation. One preferred option, to be confirmed by Council following the public consultation period, will then be selected for detailed design development, with a tentative construction start date in early 2026. For clarity, it is worth noting that this project was listed as the Seaton Community Centre & Seaton Regional Library in past Development Charge Background Studies. The term has been in the title of this report and prior to this section for consistency. The Recreation & Parks Ten Year Plan instead references the combined facility as the Seaton Recreation Complex & Library. Since the ‘Seaton Recreation Complex & Library ’ has also been used to promote this project publicly and is more reflective of the type of facility that is being designed, it is recommended that the facility be called the Seaton Recreation Complex & Library moving forward as a working name throughout the design process. City staff will be seeking sponsorship for naming rights for this facility, which may change the long term name of this facility. OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 6 This will be the City’s first new major recreation complex built since 1983, and only the second such facility in Pickering. It will also be the City’s first new library since the George Ashe Library & Community Centre opened in 2000, and is also the first major City facility to directly service the Seaton c ommunity. Its function as a key site for public service delivery must reflect both diverse and emerging needs, explore and leverage new technologies, while also providing opportunities to better engage with and provide services to City of Pickering residents. As part of the City’s commitment to sustainability and responsible environmental stewardship, the building will be designed to meet the latest Net-Zero Carbon Design requirements, as set out by the Canadian Green Building Council, meeting or exceeding past Council direction to ensure that all Seaton facilities be designed to LEED silver or equivalent. Net-Zero design has also become a common requirement for major grant funding opportunities, and will help to reduce future operating costs. On April 24 and 25, Tante Consulting Inc., in collaboration with SAFFY, delivered six, two-hour workshops to City of Pickering staff , members of Council, community partners, and the Library Board of Directors. These workshops aimed to gather insights, perspectives and imaginations, informing a vision for the Seaton Recreation Complex & Library that will be considered and embraced within its design. The workshops resulted in some key themes that form an overall vision for the facility. The Seaton Recreation Complex & Library will be: • a community gathering space • welcoming and inclusive • a space that includes Indigenous representation • designed with the future in mind • designed to be open and intuitive, featuring natural elements • appealing to a multigenerational community • both an indoor and outdoor experience; with outdoor spaces treated as an equal priority • fully accessible The most common themes heard in the vision workshops indicate the Seaton Recreation Complex & Library should be welcoming, inclusive, open, and adaptable; a gathering space with ample outdoor space. The results of the vision workshop are included as Attachment 2. Recreation & Parks Ten Year Plan and Arena Strategy The former Recreation & Parks Plan (“The Plan”) was completed in 2017 and identified the Seaton Recreation Complex & Library as essential to delivering recreation programs and services to the growing Pickering community, especially to the new residents in Seaton. The 2017 Plan recommended the following amenities for the facility: • 25 metre, six lane indoor pool with a separate warm water leisure tank OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 7 • f itness centre with a group fitness studio • f ull size double gymnasium • walking track • dedicated youth space • multi-purpose spaces, designed with the potential to be re-purposed as an older adult space if needed • c onsideration of a multi-pad arena The 2017 Plan recommended that Seaton’s new multi-use recreation facility should be designed in a manner that could be expanded to add a multi-pad arena (subject to a future arena assessment) as well as dedicated space for older adults, should longer -term demand necessitate. The facility should be positioned to accommodate both community uses and the local sport tourism market to attract indoor sports tournaments. As a result, consideration should be given to a range of sport friendly design elements where possible including, but not limited to, parking, accessibility features, circulation and gathering areas, spectator seating, electronic score clocks and timers, sufficiently -sized change rooms, storage areas, viewing areas, and other amenities determined through future planning processes. In 2023, the City engaged Monteith Brown Planning Consultants to renew the Recreation & Parks Plan. The new Ten Year Plan (2024-2034) included extensive community consultation that has provided more current data on the recreation needs of the community. The draft Recreation & Parks Ten Year Plan includes more refined recommendations on the amenities for the Seaton Recreation Complex & Library , including amenities in the park adjoining the facility. Planning for the Recreation & Parks Ten Year Plan included the development of a comprehensive Arena Strategy to address ice usage and facility needs. On April 2, 2024, Council received the draft Arena Strategy and on April 26, 2024, Council approved Resolution #461/24, receiving the Arena Strategy for information. Input on the draft Arena Strategy was sought in May 2024. The Strategy was posted on Let’s Talk Pickering from April 26 through May 23 with an option for residents to share thoughts or provide com ments, and an Open House was held on May 7 at Don Beer Arena during a hockey try -out evening to engage with ice users. The Strategy and consultation opportunities were promoted widely on the City’s web page, shared with ice user sport groups and their members, signage was put up in the two Arena lobbies, and a social media campaign was executed through the City’s social media channels. An extensive Community Consultation process was launched on both The Plan and The Strategy in November & December, 2023. The engagement campaign included a City -wide survey, two public Open Houses, community pop-ups at various locations in the City, a Youth engagement initiative in collaboration with the School Boards, key stakeholder interviews, and Sport/Culture User Groups Feedback sessions. Over 2,200 surveys were completed providing invaluable feedback throughout the process. The entire campaign reached over 15,000 people and was highly successful in engaging the community in the development process. Community Consultation completed in 2023 informed the recommendations for the amenities required at the Seaton Recreation Complex & Library . OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 8 Recommended amenities now include: Indoor Amenities • An Indoor Aquatics Centre: with a 25-metre lane rectangular pool with a minimum of six lanes plus a separate leisure/therapeutic pool. • A Triple Gymnasium: designed to an appropriate specification including adequate playout dimensions, ceiling heights, flooring and supporting amenities. • Fitness Centre: a training club with weight-training space and group fitness studios. • Multi-Purpose Rooms: for meetings, programs, and gatherings that enable a flexible range of community uses. • Arena: two NHL-size ice pads, as well as an indoor walking track (encircling the ice pad or gymnasium). • Full Service Library: (with Maker Space, collections, printing centre, small meeting rooms, teen area, children’s area, and work/study spaces). • General: provide sufficient spaces for casual social activity, change rooms, washrooms, storage, office space, lobby, etc. Outdoor Amenities • Destination Playground: A large, interactive playground providing space for physical activity and play. • Splash Pad: An attractive and interactive aquatic play area. • Sports Courts: Consideration of multi-sport courts including basketball, pickleball, and tennis. • Skate Spot: A variety of skateable features. Pickering Public Library Facilities Plan The Pickering Public Library Board approved the Library’s Facilities Plan in 2023. This Facilities Plan projects what new library space will be needed in the future based on Pickering’s population growth. In order to meet community demand for library services, the Board has recommended a 30,000 square foot library in Seaton. Pre-Design Work and Schedule Staff are already working to develop the functional program needs of the building, establishing various rooms and other component needs of the building early to help fast-track development of design concepts as soon as the consultants are retained. Schematic designs must develop three initial concepts by September 2024 to enable public and stakeholder consultation to proceed in October -November of this year. Based on feedback collected, one option will be recommended to Council. If accepted, detail design development and construction drawings will follow in 2025. Extensive cost review will be performed throughout the design process to ensure adherence to the project budget. Subject to receipt of all required regulatory approvals, the project will be tendered for construction in early 2026 with a target completion date in late 2028. Following a short fit-out period, the Seaton Recreation Complex & Library would open in early 2029. OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 9 Regular progress updates will be provided to Council in the form of information reports, commencing in December 2024, and every six months thereafter until the project is substantially complete. Program Diversification As reflected in the findings of the Facilities Renewal Study, received for information by Council as part of Report OPS 02-24, many of the City’s existing facilities are aging and in need of retrofit, renovation, or even consideration for future decommissioning. The City currently has a limited number of locations currently available to offer services and programming to residents. By prioritizing the construction of the Seaton Recreation Complex & Library , in accordance with Council’s stated Capital Project Priorities as set by Report FIN 01-24 in January of this year, the City will diversify this offering and provide opportunities to review and address issues related to aging infrastructure by expanding its options across multiple facilities. Construction of the Seaton Recreation Complex & Library will likewise provide alternate venues for programming in cases where short term shutdowns are required for maintenance or renovation at other existing facilities. Currently, such work must either be deferred or limited in scope to avoid impacting programming, unfortunately contributing to ongoing deterioration of existing buildings. Public Engagement Community Consultation for the Seaton Recreation Complex & Library design is based on a Five Phase approach. 1. Phase One (March to August 2024): Residents and sport user groups were consulted on the Arena Strategy from March to May. This included consultation on the recommended two pad Arena at the Seaton Recreation Complex & Library . Residents and sport user groups will be consulted on the draft Recreation & Parks Ten Year Plan through the summer. This phase of consultation will include resident input on the recommended amenities for the Seaton Recreation Complex & Library . 2. Phase Two (April 2024): Six Visioning sessions were conducted involving key stakeholders, members of Council, the Pickering Public Library Board, and City staff. This phase of consultation created a vision for the facility. 3. Phase Three (May 2024): Facility Benchmarking was completed with four Recreation facilities in Milton, Markham, Oakville and Toronto. Facility benchmarking provided data on similar projects and considerations for design. 4. Phase Four (June to October 2024): A comprehensive community engagement will be undertaken in Phase four to determine the preferred design concept for the facility, selected from three design concepts. Phase four is anticipated to result in feedback that m ay result in adjustments to the overall design, layout or amenities of the facility. The results of Phase Four consultation will be presented in a Report to Council in December, 2024 for Council’s selection of one preferred option to proceed to detailed design development and construction drawings. OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 10 5. Phase Five (December 2024): Phase Five comprises the summation phase, including a “What We Heard” summary, to provide participants of the community engagement with a summary of community feedback. A more detailed version of this community consultation plan can be found in Attachment 3. Associated Costs identified as part of the project costs include: geotechnical studies, third party systems commissioning, land surveys, legal fees, promotional and marketing materials, geothermal and hydrology reports, and any related or required assessments or investigations that may be needed to determine existing conditions, existing potential and suitability for alternative or sustainable technologies, etc., where such work cannot be undertaken by Perkins + Will Canada Inc. or where it is in the City’s interest to retain the third party to complete this work independently. Request for Proposal No. RFP2024-7 was advertised, to the Consultant’s pre-qualified under RFSQ2024-2, on the City’s Bids&Tenders portal on April 12, 2024, and closed on May 13, 2024. All three pre-qualified proponents submitted bids. The Evaluation Committee, consisting of staff from the Office of the CAO, Operations, Community Services, Engineering Services and Pickering Public Library reviewed and evaluated the proposals received using criteria outlined in the bid document. Proposals were evaluated and ranked based on the consultant’s project team composition, proposed project plan, and their pricing. Perkins + Will Canada Inc. was the top-ranked Proponent and is recommended for the award. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Perkins + Will Canada Inc., in the amount of $8,079,500.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $10,017,450.00 (HST included) and the total net project cost is estimated $9,021,024.00 (net of HST rebate). Attachments: 1. Fairness Monitor’s Report by P1 Consulting, dated May 23, 2024 2. Visioning Workshop and Facility Benchmarking Summary 3. Community Consultation Plan 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 OPS 12-24 June 10, 2024 Subject: Consulting Services for the Seaton Community Centre & Library Page 11 Original Signed By : Original Signed By : Brian Duffield Laura Gibbs Director, Operations Director, Community Services Original Signed By : Richard Holborn Director, Engineering Services Original Signed By : Jackie Flowers CEO/Director of Public Library Original Signed By : Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer Attachment #1 to Report #OPS 12-24 City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report May 23rd, 2024 FINAL City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report Table of Contents 1. Project Highlights ................................................................................................................... 3 1.1 Introduction and Project Background ........................................................................... 3 1.2 Scope of the Fairness Monitor Engagement ................................................................. 3 2. Request for Expression of Interest Process ......................................................................... 4 2.1 Development of the RFP ..................................................................................................... 4 2.2 Evaluation Preparation ....................................................................................................... 4 2.3 Submission Receipt .............................................................................................................. 4 2.4 Evaluation of the Proposals ............................................................................................... 4 2.5 Pricing Evaluation and Final Ranking ............................................................................ 4 2.6 Debriefing ................................................................................................................................ 5 3. Conclusion .............................................................................................................................. 5 May 23rd, 2024 Page 2 of 5 City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 1. Project Highlights 1.1 Introduction and Project Background City of Pickering (the City) issued a Request for Proposals (RFP 2024-7) as an invitation to prequalified proponents to submit proposals for Consulting Services for the Design of the Seaton Community Centre and Library. The RFP was preceded by Request for Supplier Qualifications No. RFSQ2024-2, which was completed in early 2024. Three (3) proponents were prequalified as part of that process for the provision of architectural, landscape, engineering and other consulting services, including contract administration and all fees and services in accordance with the requirements of the RFP. The selected proponent will be requested to enter into direct contract negotiations to finalize an agreement with the City for the provision of the Deliverables as described within the RFP. 1.2 Scope of the Fairness Monitor Engagement P1 Consulting was retained in April 2024 by the City to perform fairness monitoring services and provide an independent attestation on the RFP process. Our mandate was to review and monitor the RFP documents and communications, provide advice on best practices, review and monitor the evaluation and decision-making processes to confirm their fairness, equity, objectivity, transparency and adequate documentation throughout the evaluation process. In particular, in our role as Fairness Monitor, we ascertained that the following steps were taken to support an open, fair and transparent process: • Review of the RFP: P1 Consulting reviewed the RFP, and all other supplied documents related to the procurement process to confirm that they were fair, open and transparent. • Evaluation Meetings: P1 Consulting attended and observed RFP evaluation meetings, where the evaluation results were discussed. Additionally, during the evaluation process, we provided verbal and written advice with respect to fairness, objectivity, consistency of process, conflict of interest and confidentiality to confirm strict accordance with the specifications and criteria set out in the RFP documents. All of the tasks above were completed in a manner that was fair, open and transparent. May 23rd, 2024 Page 3 of 5 City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 2. Request for Expression of Interest Process 2.1 Development of the RFP P1 Consulting reviewed the RFP and our comments related to fairness were satisfactorily addressed by the City during the open period process. 2.2 Evaluation Preparation The evaluation procedure documentation was reviewed in advance of the evaluation process. All participants in the evaluation process participated in a training session in preparation for their role in the process, which included the roles and responsibilities of participants and the approach to the evaluation. Each evaluator confirmed they were not in a position of conflict of interest and their continued commitment to the avoidance of conflicts and respect of confidentiality commitments throughout the procurement within the City’s online procurement system. There were no conflicts identified of which we were aware, which prevented a participant from participating in the RFP evaluation. 2.3 Submission Receipt The RFP Closing Date was May 13, 2024, at 2:00 PM EST. The City received submissions from the following three Proponents via their online procurement system: • Diamond and Schmitt Architects Incorporated • MacLennan Jaunkalns Miller Architects Ltd. • Perkins + Will Canada Inc. 2.4 Evaluation of the Proposals In accordance with the RFP, the proposals first were reviewed to confirm they met the mandatory submission and mandatory technical requirements of the RFP. All three proposals were found to pass the mandatory compliance stage and were eligible to continue to the Non- price rated requirements evaluation stage. The City’s evaluation team undertook individual evaluation and scoring of the proposals against the RFP criteria. Subsequent to completion of the individual evaluations, the Team attended an “enhanced consensus” scoring session to discuss and finalize the evaluation results. All proposals met the established minimum thresholds specified in the RFP for the non-price rated criteria and were eligible to proceed to the next stage of evaluation. 2.5 Pricing Evaluation and Final Ranking The pricing evaluation was automatically calculated within the City’s online procurement system, in accordance with the RFP. Based on the cumulated scoring of the evaluated criteria, Perkins + Will Canada Inc. was identified as the top-scoring Proponent to enter into negotiations with the City. May 23rd, 2024 Page 4 of 5 City of Pickering Request for Proposals for Consulting Services for the Design of the Seaton Community Centre and Library Fairness Monitor’s Report 2.6 Debriefing At the time of this report, no debriefings have been conducted related to this solicitation. 3. Conclusion Our fairness review was conducted without influence and as of the date of this report, we confirm that we are satisfied that, from a fairness perspective, the City of Pickering’s RFP for Consulting Services for the Design of the Seaton Community Centre and Library process was conducted in a fair, open and transparent manner. As Fairness Monitor for this Project, we are satisfied that the City has followed the procedures in accordance with the applicable RFP documents and procurement policy, and that the participants followed the procedures and fairly applied the evaluation criteria. Stephanie Braithwaite Director of Fairness Services, P1 Consulting Inc. Lead Fairness Monitor May 23rd, 2024 Page 5 of 5 Attachment #2 to Report #OPS 12-24 Vision Workshop and Facility Benchmarking Summary June 10, 2024 Page 1 of 21 Vision Workshop and Facility Benchmarking Summary June 10, 2024 Part One: Vision Workshops Presented by tante consulting inc., in collaboration with SAFFY Contact: Terrilyn Kunopaski, Principal, tante 647.888.6358 | terrilyn@tanteconsulting.com Presented to Seaton Recreation Complex & Library Steering Committee Contact: Laura Gibbs, City of Pickering Director, Community Services 905.420.4660 ext. 3709 | lgibbs@pickering.ca Introduction The following pages summarize findings from a series of workshops delivered, to inform a vision and design for the City of Pickering’s Seaton Recreation Complex & Library. Process Summary On April & 25, tante consulting inc., in collaboration with SAFFY, delivered six, two-hour workshops to City of Pickering team members, community partners, and the Library Board of Directors (‘participants’). These workshops aimed to gather insights, perspectives and imaginations, informing a vision for the Seaton Recreation Complex & Library (‘SRCL,’ ‘the Complex’) that will be considered and embraced within its design. Workshop Summary Each workshop kicked off with an introduction to the Seaton community and the plans for the Complex as presented in the Recreation & Parks—Ten-Year Plan. From there, participants formed small groups to participate in an “essence exercise,” tasked with imagining the ideal essence (i.e., intangible vibe) for the new Complex and how this essence is manifested in physical elements (i.e., colour, materials, etc.). They were then challenged to transform this essence into a visual representation, such as a doodle, icon, vision board, logo, etc. Through this activity, participants: • Discussed how they want people to feel when they enter the complex; • Considered how the various elements of the Complex work together to inform an overall experience; • Imagined how the community can use and interact with the various spaces within the Complex; • Contemplated the design, flow and construction of the Complex; and • Envisioned the value and role of the Complex to the Seaton community and Pickering residents more broadly. Page 2 of 21 An example of Activity one results: After sharing their Activity 1 creations, Activity 2 tasked participants to fast-forward to 2043—15 years after the Complex opened—and write a letter to their 2024 self, reflecting on the state of the SRLC and their role in bringing it to life. A template was provided to guide imaginations of why they are visiting the facility in 2043: what they felt and noticed while they were there; what they were proud of (having been part of the visioning process); and what they might do differently if they could “go back” and participate in the visioning process again. Through this activity, participants: • Thought about how the visions and priorities identified now will (or will not be) enveloped in the Complex design and development; • Articulated possible wins and challenges that could manifest within the Complex, based on the planning and design process happening at this stage of the project; • Imagined who will be using the Complex and how users interact with the spaces; and • Considered less-than-ideal outcomes for the Complex, and proactive solutions to avoid gaps and/or failures. Page 3 of 21 An Example of Activity 2: Vision & Guiding Principles Based on workshop outcomes, we have defined the following vision to guide the next steps in the SRCL’s development: The Seaton Recreation Complex and Library is a vibrant community gathering place, where people from across Pickering and beyond feel welcomed, represented and engaged. Recommended guiding principles include: 1. Connection and community 2. Adaptability and sustainability 3. Wellness and accessibility Note: These elements are not further developed due to the scope of this Report. Page 4 of 21 What We Heard The following pages summarize the ideas, themes and concerns shared throughout the workshops. Note that these findings represent recurring/prominent themes identified and do not necessarily reflect the views of all people engaged. Analysis is not included within this section; it is simply a summary of “what we heard,” presented as visions for the Complex. The SRCL is a community gathering space. We heard hopes that the Complex is a destination with an air of excitement, creating spaces that foster connection between community members. Participants echoed a desire to see the SRCL as a place where folks go not just because they need to, but because they want to; where people of all ages can hang out, read a book, participate in/seek out programming, or drop by to see what’s going on and who’s there. We heard a desire to see some sort of “wow” factor within its design, establishing the SRCL as an iconic space and point of pride for locals, thereby further encouraging regular visits. Additionally, they shared a vision for a facility where caregivers can drop their children off, and instead of leaving the property until pick-up time, they stay to participate in a class, grab a bite to eat, or find a place to relax. While a sense of energy and vibrancy are key to creating this community gathering space, participants say that calm and quiet areas must also be incorporated for those seeking an escape. Ultimately, participants see the SRCL as a place that strengthens users' social, physical, and emotional wellness. The SRCL is welcoming and inclusive. Participants shared a vision for the SRCL to be a welcoming, inclusive and inviting space. They shared that, practically speaking, this means having multiple entry points and no front desk immediately inside the doors, creating easy flow into the building and open sight lines. There were a number of visions for how a “welcoming and inclusive” space is fostered otherwise, particularly in ways that allow the community diversity to be reflected. For instance: featuring public art, inside and out; offering spaces that can be used for community and cultural events; including non-gendered toilets; incorporating multilingual services and/or wayfinding; using bright and warm colours; and providing comfortable seating. Accessibility, mental wellness and trauma-informed design considerations are also noted, as well as accessible program pricing. One recommendation shared is to lean on the City’s Equity, Diversity and Inclusion Strategy in the Complex’s planning and development. Finally, participants brought up the need to consider local houseless folks, and how the SRCL might be able to offer a reprieve or safe space for them. The SRCL includes Indigenous representation. Participants acknowledged the potential for the SRCL to embrace a responsibility regarding decolonization and reconciliation. We heard that its proximity to Indigenous burial grounds makes this especially important. One suggestion is that the City consider renaming the Complex, for example by incorporating an Indigenous language. Page 5 of 21 The SRCL is designed now with the future in mind. Participants discussed how City projects are often developed to fit within a budget rather than having budgets fit the project's needs. They shared that this leads to greater costs down the line, to make up for initial shortcomings. We heard that there is a deep aspiration that the SRCL project budget be expanded so the Complex can be built with the future in mind, proactively addressing challenges that can be identified now. For instance, participants shared that the structure itself must be flexible, adaptable and designed for different uses. On one hand, this refers to the ability to adapt courts, ice pads and other spaces to host various activities (i.e., the ice pads can be converted for roller skating). On the other, adaptability means having the physical infrastructure in place to allow for physical expansion and development as needs change. There is a desire to invest in stacked parking now, knowing this will be a need as the community grows, and to provide more outdoor space which addresses a current gap that will only deepen as the population continues to grow. Sustainability—considering durable, maintenance-friendly and resilient materials—is another consideration brought forward, within the theme of future-proofing the Complex. Finally, participants proposed incorporating technology to enhance the experience and provide connections to the Complex without being there physically. The SRCL design is open and intuitive, featuring natural elements. We heard visions for the Complex to “bring the outdoors in,” featuring natural materials (i.e., exposed wood, stone) and walls of windows overlooking the outdoor spaces, also letting the natural light in. Some suggested incorporating a courtyard, gardens and greenery inside the building, as a way to provide green space year-round. (This also lends to prospective programming.) Participants shared hopes that the design allows visitors to intuitively find where they need to go, supported by clear wayfinding. Additionally, they hope there are windows throughout the building so visitors can see into various spaces/the activities taking place, which inspires them to participate while adding energy to the building overall. Further, we heard visions for the open design concept to lend to library programming and services to be incorporated into the recreation spaces and common areas. The SRCL appeals to a multigenerational community. We heard that multigenerational perspectives must inform the SRCL’s design and programming. Participants shared a desire for a genuinely seniors-friendly facility, made possible through parking, signage and security considerations. They also suggested engaging local youth to understand how the Complex is developed to cater to their needs and interests. Including children’s programming and passive uses of the space were also recurring themes, as was an opportunity to provide City services onsite—for example, offering “one-stop shop” kiosks where visitors can also pay their taxes or apply for permits. Small considerations with major impacts, such as easy access to wifi, were discussed when considering how to appeal to various user groups. Finally, participants pointed to a need to consider how to create positive work environments for City staff who work at the SRCL. Page 6 of 21 The SRCL’s outdoor spaces are an equal priority. There was a resounding theme of disappointment regarding the shrinking outdoor space within the Complex available for public use (beyond parking). Some participants suggested that the City build a smaller facility with more outdoor space. Still, we heard that the outdoor space presents an opportunity for public gatherings year-round and beyond the Complex’s operating hours. Participants hope to see the outdoor space connected directly to the facility (versus being separated from the building by the parking lot). We heard ideas to include social areas, shade structures, toilets accessible after hours, and green walls (instead of fences). Participants also discussed opportunities to connect the Complex to nearby trails (through wayfinding, public art, etc.) and potentially provide equipment for trail exploration (i.e., bike or snowshoe rentals, available via the Library). Additionally, participants identified an opportunity to activate the Complex’s rooftop as a usable outdoor space, for example, as a place for a community garden. The SRCL is fully accessible. Participants spoke to accessibility in all senses of the word. When it comes to physical accessibility, they flagged specific considerations such as parking, ramps and elevators. One specific note was to ensure main entrances are wheelchair accessible, as to not “other” folks with disabilities (i.e., by sending them to an entrance behind the building). Multisensory experiences were also discussed, particularly to appeal to folks who are neurodiverse. Creating easy access to the Complex was another point of conversation, as we heard a need for increased transit, bike lanes and/or shuttle services to the Complex. Key Words Terms and considerations repeated throughout the workshop sessions, as captured in the above “What We Heard” summary include: Design Essence Uses & Users Sustainable Welcoming* Diverse Adaptable* Inclusive* Multigenerational Modern Gathering space* Safe Community Open* Destination Fluid Energetic/Vibrant Natural Warm Bright Ample outdoor space* “Wow” factor * indicates most-repeated themes Page 7 of 21 Ideas Throughout our discussions, participants had several specific ideas regarding visions for the SRCL. As follows: • Create spaces where local entrepreneurs can host pop-ups or small markets can take place. • Consider an art-lending program via the Library as a way to source public art for display throughout the Complex. • Provide cooling stations and EV charging stations as outdoor amenities. • Develop cross-connections between the SRCL and the Chestnut Hill Recreation Centre rather than approaching each as a singular entity (i.e., in programming). • Consider opportunities to develop the SRCL for sport tourism. • Approach Complex design in pursuit of certifications such as Leadership in Energy and Environmental Design (LEED) and WELL. • Provide a scooter and/or bike-sharing program for easy access to/from the Seaton neighbourhood, potentially led by the Library. Page 8 of 21 Part Two: Facility Benchmarking Staff from the Seaton Recreation Complex & Library working group visited facilities that were constructed recently to identify beneficial design features and lessons learned on what not to do from municipal staff that led the projects. Facility visits took place on May 1 and 2 and included staff from Engineering Services, Operations Community Services and Pickering Public Library. Sixteen Mile Sports Complex (under construction) 3170 Neyagawa Boulevard, Oakville Construction cost: • The 2023 facility construction budget was $57,369,000 plus contingency. • The community centre & library construction tender closed in March 2023. The lowest bid submitted was $74,818,000 plus contingencies. • In 2023 an additional $16,500,000 was added to the construction budget for the Sixteen Mile Community Centre and Library budget and $2,225,000 was added for the construction of Sixteen Mile Park. • The total budget is: $76,094,000. Year opened: Community Centre opening 2025 Key amenities: Indoor Facilities: • Double Gymnasium & change • Pool change rooms rooms • Lobby and reception • Library (vimeeting rooms, reading • Indoor athletic track area, staff rooms, outdoor play • Weight and cardio room area, outdoor terrace, children’s • Fitness studio collection, creation zone) • Meeting and multi-use rooms • 6 lane pool with separate warm water leisure tank Page 9 of 21 Sixteen Mile Community Centre and Public Library: Level 1 Floor Plan Sixteen Mile Community Centre and Public Library: Level 2 Floor Plan Outdoor facilities: • Field House • Natural turf field with lighting and spectator seating • Artificial turf field with lighting and spectator seating • Cricket pitch • Fitness space • Splash pad • Playground • Skate/scooter park • Pump track • Beach volleyball court • Tennis courts • Pickleball courts • Cricket batting cage • Basketball courts • Dog park Page 10 of 21 Sixteen Mile Community Centre and Library Adjacent Park Plan Aaniin Community Centre 5665 14 th Avenue, Markham Size: facility is 122,000 square feet; on 13 acres. Construction cost: $52,000,000 Year opened: 2018 Key indoor amenities: • Double gymnasium • Teaching kitchen • Library (includes various program and meeting rooms, youth room) • Aquatics centre (25 metre pool with warm water leisure tank and climbing wall) • Performance space in foyer with amphitheater seating Outdoor amenities • Destination playground • Sculpture garden and large illuminated public art feature • Food concession • Fitness studios • Health centre with cardio and weight equipment • Indoor playground • Sensory room • Older adults room • Multi-purpose program rooms • Basketball courts • Large shaded areas Page 11 of 21 Aaniin Library. The interior staircase is mirrored by a wide, heated and shaded outdoor concrete amphitheater seating that is used year round. Aaniin Community Centre & Library and Adjacent Park Layout Sherwood Community Centre and Library Page 12 of 21 6355 Main Street West, Milton Overview: 130,000 square feet Construction cost: $45,000,000 Year opened: 2019 Key indoor amenities: • Two Arenas • Pool (lap pool and warm water leisure pool with climbing wall) • Fitness studio • • • Meeting rooms and event spaces Library Concession stand Outdoor amenities: • Basketball court • An outdoor frisbee court and trails are located in the large park behind the community centre • Skate Park Page 13 of 21 Sherwood Community Centre and Library main foyer Ethennonnhawahstihnen Community Recreation Centre and Library 100 Ethennonnhawahstihnen Lane, North York Toronto. Overview: 218,000 square feet Square footage of key spaces: - Recreation centre: 38,000 sf - Aquatic centre: 27,000 sf - Library: 13,000 sf - Child Care Centre: 6,400 sf - 196 space underground parking lot is included in total sf count. Construction cost: $81,000,000 Year opened: 2024 Key amenities: • Fitness/dance studios (2) • Lounge • Double gymnasium • Multipurpose rooms (5) • Indoor pool and separate warm • Weight/ cardio room water leisure tank • Walking track • Teaching kitchen Page 14 of 21 Outdoor amenities: • Splash pad • Sports field • Playground • Outdoor skating rink Ethennonnhawahstihnen Walking Track and Gymnasium Facility Benchmarking: Design Features Facility design highlights are summarized below. Aquatics Centres Aquatics Centres include pools that are typically 25 metres in length with six to eight lanes. Several pools include play features like climbing walls, and spray features. Many warm water tanks included a deep end suitable for shallow aquafit or swim lessons. Other design considerations include: • Accessible pool entry (i.e. ramps) built into pool design. • Spectator areas incorporated into the pool design. Aaniin had a separate entry to the spectator area. This helps to keep the Aquatic Centre clean as spectator are not walking through the pool area with shoes on. • Staff offices and lifeguard spaces were integrated with large windows and clear sight lines. • Municipal staff recommended building more square footage into pool decks to allow for maintenance, cleaning and spectator areas. Page 15 of 21 Aaniin Aquatics Centre Changerooms Sport complexes have chosen to construct universal changerooms with maximum sight lines directly from the pool. Most facilities included a large block of universal wet changerooms. Several facilities had both wet and dry changerooms to service the pool and gymnasium separately. Dry changerooms in Toronto and Markham are gender- specific and all wet changerooms are universal. All Toronto and Oakville recreation facilities are being designed with universal only changerooms for pool use. • Changeroom design included large windows for clear sight lines from the hallway through to the pool • Changerooms are large and typically spanned the full length of the pool; 30 self contained changerooms in Sherwood Community Centre; 46 self contained changerooms at Aaniin. • Large universal changerooms are designed to be divided into two spaces. This allows for a portion of the changerooms to be closed for cleaning or maintenance without disruption to patrons. • Individual washrooms are included in changeroom spaces. • Many changerooms are also outfitted with benches, hooks and child change tables. Universal changerooms had zero sightlines for self contained units; however, did have a two to four inch gap at the bottom of each stall. Page 16 of 21 From top left: Ethennonnhawahstihnen clear views to the pool; view of Ethennonnhawahstihnen changeroom from adjoining hallway; Sherwood Community Centre & Library clear views to the pool. Library Spaces Library spaces ranged from 13,000 square feet to 22,000 square feet on a single floor or split over two floors. The libraries had some design features in common: • Clear sightlines • Optimal zoning and adjacencies to ensure a variety of spaces for different levels of noise and levels • Large, children’s area • Dedicated spaces for teens • Laptop bars along large windows for work and study • Large windows that offer natural light • Beneficial design features include: • Large, open entrance that offers appealing collections and a variety of moveable furniture • Multiple small study rooms and meeting spaces of various sizes. • Public art that reflects the community • Play spaces for young children • Maker spaces support independent project work and programming • Program rooms that adjoin both the library and the community centre, for shared use. The Aaniin library shared a large, dividable program room, youth room and café (volunteer run) with the Community Centre. Page 17 of 21 Teen Space adjoining both the Library and Community Centre, and a block of independent workstations at Aaniin Library. Outdoor Amenities In many of the facilities, outdoor spaces were integrated into the community centre functionality, and were used as year-round passive spaces. This was achieved with various design features. Input we received from municipal staff was that these outdoor spaces were used year-round, so incorporating shade as well as heat sources was important. Outdoor terraces at Ethennonnhawahstihnen: The Outdoor Terrace (pictured left) adjoins a large, dividable program room and teaching kitchen. The rooftop terrace (pictured right) includes a sink and table top, with some seasonal seating. The rooftop terrace is adjacent to the Lounge, a passive use space. Page 18 of 21 Outdoor Program Space at Sherwood Community Centre and Library There is a small outdoor program space accessible from the (pictured through the library window). The program space includes shade structures and high- quality outdoor furniture. The Library animates this space by running programs. It is also used for passive use and there was a variety of outdoor games (i.e. large Jenga), chalk and activities for kids available. This program space included gardens and library staff include garden/seed programs in this space. Outdoor Spaces at Aaniin Community Centre & Library Aaniin has several areas where amphitheater seating has been incorporated into the design, including in the main foyer and in the outdoor space adjoining the Library (pictured below, left). Aaniin library staff indicated that the outdoor amphitheater space is used frequently as a study space, gathering spot, lunch space, and as a hangout for teens and youth. The tiles are heated in the winter, and the space is shaded from the sun. Aaniin also has outdoor spaces that accommodate both passive use and also larger scale programs or events (pictured below, right). The overhang of the roof provides shade and also a connection between the outdoor space and the interior of the facility. Municipal staff indicated the outdoor spaces are widely used by residents. Page 19 of 21 Program & Passive Use Spaces The quality of furniture, equipment and finishes varies greatly between facilities. Incorporating a range of furniture options and high-quality, finishes like flooring, wall tile and audio/visual equipment contribute to a welcoming environment. Ethennonnhawahstihnen has particularly high quality finishes. Program spaces were also designed with ample storage space, decreasing clutter in these spaces. The use of lower quality elements like cinder block walls and plastic furniture in other facilities presented a stark contrast to the warm and welcoming space that was created in the Ethennonnhawahstihnen facility. Pictured below is Ethennonnhawahstihnen Community Centre and Library Fitness Room / Dance Studio (one of two), Lounge, and a Program Room. Page 20 of 21 Summary of findings from facility benchmarking: 1. The location of entrances into the building should ensure high visibility of different amenities and spotlight the activities happening in the building. 2. Foyers and lobbies should be designed for programming, social connection and passive activities, and include natural materials to create a more welcoming environment. 3. Design program spaces to be shared between the Library and Community Centre for optimal use. 4. Attention needs to be taken when designing staff spaces. Many staff areas were very small with very limited storage, leading to cluttered workspaces. 5. Integrate outdoor spaces into the functionality of the facility. Consider design for year-round use. 6. Zero carbon and sustainability design features were successfully implemented in facility design. Staff from the Sherwood Community Centre and Library reported that solar panels on the roof provided 80% of the facility power and resulted in operational cost savings on utilities. The Toronto community centres are also incorporating solar panels into new facility design as a standard. Page 21 of 21 Attachment #3 to Report #OPS 12-24 Community Consultation Plan A comprehensive Community Engagement Plan has been developed to support the design of the new Seaton Recreation Complex & Library project. The consultation involves a five phased approach and a number of engagement tactics to ensure that the City garners as much input on the three proposed designs as possible. Phase Timeline Specifics Phase 1: Follow up with Stakeholders from the Recreation & Parks Ten Year Plan March- July Arena Stakeholder were consulted from March-May on the draft Arena Strategy; Stakeholders/residents will be consulted on the draft Recreation & Parks - Ten Year Plan in June/July Phase 2: Facility Visioning April 6 Visioning Sessions were conducted involving key stakeholders, including Council, Library Board, various staff, and community stakeholders. The Visioning Exercise Results have been attached as Attachment 3 Phase 3: Facility Benchmarking May Site visits were conducted at various Community Centres by staff to learn best practices and seek lessons learned from similar projects. Sites included: Sherwood Community Centre and Library – Town of Milton; Aaniin Community Centre and Library – Town of Markham, Ethennonnhawahstihnen Community Recreation Centre and Library – City of Toronto; Sixteen Mile Sports Complex (Design only) – Town of Oakville Phase 4: Design Concept Consultation June- October Detailed Community Engagement Campaign Details Summarized Below Phase 5: Summation Phase December 2025 Report will include “What We Heard” – summary of all engagement activities Council Report with recommended design option Phase 4 – Design Concept Consultation This campaign will include a soft launch of the project to generate awareness and interest, including the development of the Let’s Talk Pickering portal, that will include background information, project timeline, a video about the project, details about the Architectural firm, background reports, and Q&A section. Updates will be made to the project page as they become available. The active portion of the campaign will run for a five week period, beginning October 1 through November 7, 2024. A campaign kick-off event will take place at Chestnut Hill Developments Recreation Complex on Tuesday, October 1, 2024 at 10:00 am and run throughout the day. The remaining weeks will involve community pop-ups at both Arenas, Community Centres such as George Ashe Community Centre & Library, East Shore Community Centre, Dr. Nelson F. Tomlinson Community Centre, Pickering Museum Village, as well as pop-ups at Pickering Town Centre, various City events such as Fall Fling, Durham Children Games, Active Living Fair, and at the Pickering Go Station. Staff will also be hosting a special day at Rick Johnson Memorial Park to engage with the Seaton community directly. Youth input will also be sought through direct reach out at the Teen Dance, various youth events and in the schools directly. A detailed communication plan has been developed to ensure that the campaign is widely promoted. Promotional tactics include a postcard direct mailout, flyer distribution through the tax bill mailout, Curbex sign boards (6 locations, including 3 signs in northern sites), Digital community signs, promotional banners & flyers in community facilities, and extensive social media outreach. All sport/cultural groups, key stakeholders, and resident associations will be included in the communication reach, as well as presentations will be made to City Advisory Committees in September and October.