The URL can be used to link to this page

Home My WebLink AboutCS 32-25Report to Executive Committee Report Number: CS 32-25 Date: Novem ber 3, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for George Ashe Library & Community Centre Renovation File: A-1440-001 Recommendation: 1.That Request for Proposal No. RFP2025-10 for Consulting Services for George Ashe Library & Community Centre, as submitted by Barry Bryan Associates in the amount of $263,558.40 (net HST) be accepted; 2.That the total gross project cost of $412,450.00 (HST included) for design and associated costs, and the total net project cost of $371,424.00 (net HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $371,424.00 as approved in the 2020 and 2023 Capital Budgets and funded from the Casino Reserve, Library Building Reserve and Property Tax; 4.That the Director, Community Services be authorized to execute the OAA_600-2021-A_ V1.2_Contract with Barry Bryan Associates pursuant to Request for Proposal No. RFP2025-10; and, 5.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 for the design and associated costs required for the renovation of George Ashe Library & Community Centre (GALCC), located at 470 Kingston Road in Pickering. GALCC was originally constructed and opened in 2001. After nearly 25 years of continuous use, the facility requires renewal to remain safe, functional, and welcoming. The building is highly valued and heavily used by the community, but some of its systems and finishes have reached the end of their service life. Timely investment will ensure the facility’s longevity while modernizing key systems and components to serve the community. The proposed renovations will modernize GALCC , improving accessibility, comfort, and technology while creating more welcoming and flexible spaces for the community. Interior work will focus on renovations to the library, east corridor, public washrooms, staff offices and mechanical and accessibility upgrades. Exterior elements include resurfacing the existing parking lot, replacing existing lighting with energy efficient LED fixtures, and reconfiguration of the driveway and pedestrian access to accommodate the planned widening of Kingston Road by Durham Region. CS 32-25 November 3, 2025 Page 2 Request for Proposal No. RFP2025-10 was advertised on the City’s bids&tenders portal on July 17, 2025, and closed on August 18, 2025. Ten proposals were submitted. The Evaluation Committee, consisting of staff from Community Services and the Pickering Library , reviewed and evaluated submitted proposals based on each proponent ’s experience and qualifications, similar or related projects, understanding of the project, and pricing. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $263,558.40 (net HST), is recommended for approval. The total gross project cost is estimated to be $412,450.00, and the total net project cost is estimated at $371,424 (net HST). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. RFP Amount RFP2025-10 $259,000.00 HST (13%) 33,670.00 Total Gross Proposal Cost $292,670.00 2. Estimated Project Costing Summary RFP2025-10 $259,000.00 Permits, Approvals 45,000.00 Testing, Inspections, Survey 30,000.00 Contingency 31,000.00 Total Project Cost $365,000.00 HST (13%) 47,450.00 Total Gross Project Costs $412,450.00 HST Rebate (11.24%) (41,026.00) Total Net Project Cost $371,424.00 CS 32-25 November 3, 2025 Page 3 3. Approved Source of Funds Approved Code Source of Funds Approved Budget YTD Actuals + Commitments Balance available Funds Required C10220.2009 (2020) Property Tax $20,000.00 $0.00 $20,000.00 $20,000.00 C10220.2301 (2023) Casino Reserve 330,000.00 0.00 330,000.00 330,000.00 C10900.2303 (2023) Library Building Reserve 110,000.00 0.00 110,000.00 21,424.00 Total Funds $460,000.00 $0.00 $460,000.00 $371,424.00 Discussion: The purpose of this report is to award professional consulting services required for the design and associated work for the renovation of GALCC . Built in 2001, GALCC is a much-loved and heavily used facility, but its systems and finishes are showing their age. Water drainage issues, roof deterioration, and HVAC imbalances are already affecting comfort and efficiency, and will eventually lead to further damage and higher repair costs. Timely investment will prevent escalating issues while modernizing the building to serve the community for the next 20 years or more. Key issues driving the need for renovations include: •Interior renovations: Evolving public library usage calls for updating branch spaces and replacing outdated furniture, fixtures, and finishes. Tightly packed staff areas throughout the facility no longer function effectively and need to be reconfigured to adapt to current and future use. The existing public washrooms also require cosmetic upgrades due to wear and tear. Minor upgrades to acoustic separations, lighting and life safety systems will also be considered throughout the building. •Exterior repairs: Water drainage problems exist along the east wall that will be repaired, along with roof repairs. The sloped portions of the east wall, next to the parking lot, are clad in an exterior insulation and f inish system, which has been stained with heavy water flows and wear over time. The grading between this wall and the adjacent parking lot and sidewalks drains poorly and requires correction. The parking lot will be resurfaced, lighting fixtures upgraded to LED for energy efficiency and lighting levels improved for safety and accessibility. The project will also adapt the existing driveway, sidewalk and accessibility ramp along Kingston Road to accommodate plans for its future widening. Project Cost under (over) approved funds by 88,576.00 CS 32-25 November 3, 2025 Page 4 •Mechanical system performance: Major upgrades and lifecycle replacement to the facility’s existing HVAC systems have recently been completed. Interior air distribution and control systems will be upgraded and re-balanced as part of this renovation. •Accessibility and safety: Upgrades are needed to the entry ramp, entrances, doors, and wayfinding to meet current accessibility standards. Staff are currently completing an exterior lighting study for this facility. Its findings will be addressed as part of this renovation project. •Aging finishes and spaces: Flooring, walls, and ceilings are worn, and will be updated. In addition to addressing these essential repairs, the renovations will refresh and modernize the facility to better support current and future community needs. Improvements will include flexible program spaces, new technology, more efficient building systems, and enhancements to accessibility and comfort, with the majority of interior work to be focused in the branch library spaces. In accordance with Report CS 04-23 (Resolution #79/23), the City applied for grant funding for this project with a more substantial project scope through the federal government’s Green and Inclusive Community Buildings (GICB) program . The GICB grant program includes significant requirements for energy efficiency improvements. The City’s application was unsuccessful, thus the proposed scope of the renovation has been scaled back by removing many of the recommended upgrades. Subject to Council approval, design work will commence immediately, anticipating completion by Q4 of 2026. Request for Proposal No. RFP2025-10 was advertised on the City’s bids&tenders portal on July 17, 2025, and closed on August 18, 2025. Ten proposals were submitted. The Evaluation Committee, consisting of staff from Community Services, Library and Procurement, reviewed and evaluated submitted proposals based on each proponent’s experience and qualifications, similar or related projects, understanding of the project, and pricing. All required pre-conditions of award have been received, reviewed and approved. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $263,558.40 (net HST), is recommended for approval. The total gross project cost is estimated to be $412,450.00 and the total net project cost is estimated at $371,424.00 (net HST). Attachment: None CS 32-25 November 3, 2025 Page 5 Prepared By: Approved/Endorsed By: Orginal Signed By Original Signed By Vince Plouffe, OAA, MRAIC Laura Gibbs, MBA, MSc. Division Head, Facilities Management Director, Community Services & Construction Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Jackie Flowers CEO/Director of Public Libraries Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG :vp Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer