HomeMy WebLinkAboutCSD-10-055 - Bridgeport Community Centre Project
REPORT
REPORT TO:
Special Council
DATE OF MEETING:
August 12, 2010
SUBMITTED BY:
Mark Hildebrand, Director Community Programs and Services
Cynthia Fletcher, Director Facilities Management
PREPARED BY:
Mark Hildebrand, Director Community Programs and Services
(ext. 2687)
WARD(S) INVOLVED:
All
DATE OF REPORT:
August 9, 2010
REPORT NO.: CSD-10-055
SUBJECT:
BRIDGEPORT COMMUNITY CENTRE RENOVATION AND
EXPANSION PROJECT
RECOMMENDATION:
That staff reduce the scope of the Bridgeport Community Centre project to include
renovations and upgrades to the facility, as outlined in report CSD-10-052 considered at
the August 5, 2010 Special Council meeting, keeping within the current C/C funding
envelope allotted for the original project scope less incurred expenses, and subject to
receiving RInC funding for the reduced project scope; and,
That consideration of an addition to the current Bridgeport Community Centre facility be
deferred to a future date to allow for further review; and further,
That the Mayor make a request to the Minister of Energy and Infrastructure and Minister
of Health Promotion that consideration be given to reallocating the remaining Bridgeport
Community Centre RInC funding to the projects as outlined in report CSD-10-055.
BACKGROUND:
On August 5, 2010, at a special meeting of Council, staff presented a report concerning the
status of the Bridgeport Community Centre renovation and expansion project (CSD-10-052).
The RInC funded project was experiencing significant budget issues and, given the time
restraints, staff did not feel it possible to resolve these challenges and finish the project by the
March 2011 deadline.
Staff recommended cancelling the project, under the current scope, and pursuing funding for a
reduced scope of work. This included eliminating the expansion elements of the project,
consisting of the gymnasium, meeting room, office and storage space, and focusing on
renovations and upgrades to the existing facility. Two renovation plans were forwarded; one
that reflected a budget where RInC funding was granted, and a second which included a budget
that reflected having access to only the C/C envelope of the original project net of costs incurred
to date.
At the meeting staff was directed to also consider the addition of a medium sized meeting room
and report back on the estimated cost of the renovation and addition, and consider financial
implications if the full scope of the project could not be completed by March 2011. The following
motion was approved at the August 5, 2010 Special Council meeting:
“That work on the Bridgeport Community Centre renovation and expansion
project be stopped and the project, under its current scope, be cancelled; and,
That staff reduce the Bridgeport Community Centre project scope, keeping within
the current CC funding envelope allotted for the facility renovation and expansion
after incurred expenses, pursuing RInC funding for the reduced scope project;
and, report back on August 12, 2010 to a Special Council meeting as to how the
original concept of a medium sized room addition for the Bridgeport Community
Centre can be accommodated in conjunction with the renovations/upgrades
planned as part of the reduced project scope; and further,
That should it be required, the Mayor make a request to the Minister of Energy
and Infrastructure and Minister of Health Promotion that consideration be given
to reallocating the remaining Bridgeport Community Centre RInC funding to the
projects as outlined in Community Services Department report CSD-10-052.”
REPORT:
Staff has met with AECOM to investigate the feasibility of providing an addition to the Bridgeport
Community Centre of approximately 1,000 square feet and completing the renovations as
outlined in report CSD-10-052 (renovation plan 1 less the addition of a divider). Explored were
the total costs associated with the addition and renovations as well as the feasibility of finishing
the scope of work by the March 2011 deadline.
1. Construction Budget
The following shows an estimated construction budget, including all contingencies,
disbursements and soft costs for a proposed reduced scope renovation and expansion to
Bridgeport Community Centre.
Projected Budget
Bridgeport Renovations and Addition
Sub Trades $832,500
GC Overhead and Profit (25%) 208,125
Design and Construction Contingency (10%) 104,063
Total Construction Costs $ 1,144,688
Consulting Fees (12%) $137,363
Disbursements 8,000
Misc. Fees (building permits, testing, inspections) 10,000
FF&E 57,250
PM Fee 32,900
Public Art (1%) 11,450
Contingency 13,038
Total Soft Costs 270,000
Total Project Costs Reduced Scope $ 1,414,688
Add: Project Costs Incurred to Date 223,870
Total Required Budget $ 1,638,558
The total estimated budget required for the expansion and renovation of the community centre
is $1,638,558. Besides construction costs, this amount includes the project costs incurred to
date as well as estimated project soft costs.
2. Project Critical Path
Project requirements and timelines were also analysed to determine if 100% of the project could
be completed by March 2011 and, if not, what the estimated percent completion would be.
Below is a critical path which shows the milestones and accompanying dates for the suggested
project. An assumption is made that RInC approval would be received by August 2010 and the
consultant would be able to start by September 1, 2010. Considering the critical path, it is
estimated that approximately 33% of the project would be completed by March 2011.
Construction completion is estimated for early to mid July 2011.
Milestones Dates
Consultant Start September 1, 2010
Schematic Design Completed September 15, 2010
Design Development Completed October 12, 2010
GRCA Submission October 12, 2010
GRCA Approval November 23, 2010
Construction Drawings Completed December 1, 2010
Submit for Building Permit December 1, 2010
Review by City Staff Completed December 1, 2010
Building Permit Issued January 3, 2011
Tender Start Date December 2, 2010
Tender Close Date December 23, 2010
Construction Start Date January 10, 2011
RInC Deadline for Completion March 31, 2011
Construction Completion Date July 10, 2011
% Complete by March 31, 2011 33%
It is not known if it will be possible to get RInC funding for a project where it is understood that
project completion will not be realized by March 2011. However, below is an estimated project
budget assuming that the RInC funding would be approved for 33% of the project, which reflects
all costs incurred before the March 2011 deadline.
Estimated Project Budget
33% Project Completion
Estimated Cost of Renovations and Addition $1,415,130
Project Costs Incurred to Date 223,870
Total Project Costs $1,639,000
Project Scope Completed Before March 2011 and
33% 690,863
Eligible for RInC funding
RInC / City of Kitchener Funding Split
Total RInC Funding $460,575
- City of Kitchener D/C Funding 424,150
- City of Kitchener C/C Funding 754,275
Total City of Kitchener Funding $1,178,425
Total RInC / City of Kitchener Funding $1,639,000
Remaining C/C Envelope
Bridgeport C/C Envelope Available $557,830
Less: C/C Used Above 754,275
C/C Balance (remaining) Required $196,445
Remaining RInC Funding
Rink Funding for Original Scope $1,400,000
Less: Proposed RInC Funding Use Above 460,575
RInC Funding Remaining ($939,425)
Of the $1,639,000 total project budget, $690,836 of the project costs would be eligible for RInC
funding. If approved, $460,575 would be funded by the Federal and Provincial governments
requiring the City to fund the remaining $1,178,425 of the total project costs. Considering the
current funding envelope that the City of Kitchener has for the original scope of the project,
there would be a deficit amounting to $196,445 in C/C funds plus a deficit of $131,980 in D/C
funds.
Given the results outlined above, and considering that it is likely that an addition may be more
cost effective at a later time when market prices are not escalated due to short timelines and
winter construction, staff is suggesting that a medium sized room addition for the Bridgeport
Community Centre cannot be accommodated within this funding program. As a result, it is
being recommended that any consideration of an addition be deferred to the future to allow for
more review and analysis.
Also in light of the information above, staff is asking that Council reconsider the proposed
renovations as outlined in CSD-10-052. Although they may not add space to the facility, they
encompass functional alterations to enhance the use and programmability of the facility for
residents, as well as facility upgrades to address lifespan requirements, and other facility
enhancements.
To be more specific, the following functional alterations are being suggested in the renovations:
The addition of Public Access Computers
Public access computers are available in all community centres and are widely used by
residents of all ages. This service acts as a conduit to education, job searches, skill
development, service provision and recreation. The availability of computers attracts
residents who otherwise may not utilize the facility.
Kitchen Enhancements
The kitchen in the Bridgeport Community Centre is well utilized for special events that
celebrate neighbourhood and community events. The addition of an industrial hood and
fire suppression system and industrial dishwasher will enable the kitchen to be utilized
as a programmable space and will increase its functionality to include programming
opportunities such as cooking workshops and children’s cooking classes, as well as
safely support the variety of special events that occur annually.
Multi-Purpose Room Divider
A divider in the large multi-purpose meeting room will address the need for increased
program space and offer the opportunity for complementary programming opportunities
such as adult fitness programs and preschool or after school programs.
New Flooring
New soft surface flooring throughout the facility will support active programming,
including fitness programs, the most rapidly growing programs for adults and children in
the community.
Accessibility Upgrades
The Bridgeport Community Centre is an ideal setting to support functions for individuals
of all abilities. The proposed renovations will include alterations to address the inclusion
of residents with disabilities throughout the facility.
Basketball/Rink Enhancements
These outdoor amenities at the centre are extremely popular, attracting use throughout
the day and evening. Repaving and structural improvements will maximize usage of the
outdoor space at the centre, and will provide opportunities for outdoor programming.
Outdoor Sign in Park
Citizen involvement is critical to the vitality and sustainability of neighbourhoods and
neighbourhood associations. The addition of signage which encourages resident
involvement in recreation and volunteer opportunities will support community building
opportunities in the Bridgeport neighbourhood.
Maximize Storage Space
The Bridgeport Community Centre is compact, yet has storage requirements similar to
that of a much larger centre. Renovations will address the use of space to achieve
maximum storage in minimal space. This will allow dialogue with the neighbourhood
association in regard to alternative space usage in the facility.
The suggested renovations will also deal with facility infrastructure at the end of its lifespan
including:
replacement of roof, including structural reinforcement to support the room divider;
soffit, facia eaves troughs and downspout replacement;
interior and exterior facility painting;
electrical upgrades; and
HVAC replacement
Finally, facility enhancements are being proposed to continue to develop interest and
enthusiasm for the Bridgeport Neighbourhood Association and the community centre including:
new lobby furniture;
updated lighting; and
upgraded millwork.
The proposed budget for the renovations is as follows:
Estimated Project Budget
Renovation of Existing Building / No Addition
Estimated Cost of Renovations $755,250
Project Costs Incurred to Date 223,870
Total Project Costs $979,120
RInC / City of Kitchener Funding Split
Total RInC Funding 652,747
City of Kitchener D/C Funding 0
City of Kitchener C/C Funding 326,373
Total City of Kitchener Funding 326,373
Total RInC / City of Kitchener Funding $979,120
Remaining C/C Envelope
Bridgeport C/C Envelope Available 557,830
Less: C/C Used Above 326,373
C/C Balance Remaining ($231,457)
Remaining RInC Funding
Rink Funding for Original Scope 1,400,000
Less: Proposed RInC Funding Use Above 652,747
RInC Funding Remaining ($747,253)
Total project costs of the renovations and upgrades, including costs incurred to date, are
estimated at $979,120. If RInC funding is approved, contribution from senior levels of
government would amount to $652,747. The City of Kitchener would contribute $326,373 to the
project and have a balance of $231,457 in the C/C envelope and $292,170 in the D/C envelope
of the original project budget.
Consultation with Senior Levels of Government
In anticipation of the August 11, 2010 Joint Secretariat meeting, on Monday August 9, 2010 staff
contacted Provincial and Federal Government representatives with a proposed reduced scope
of work for the Bridgeport Community Centre which included the addition of approximately 1,000
square feet and renovations to the existing structure. If given direction to proceed with the
renovations and upgrades only, staff will contact senior level government representatives and
ask them to consider an amendment to this request, removing the proposed addition from the
reduced scope of work, before they take it to their Management Committee meeting on August
19, 2010. If this cannot be done, the request will be delayed a further 3 to 4 weeks.
Transferring remaining RInC Funding to other projects
Reducing the project scope to renovations and upgrades will also mean that approximately
$747,253 will be remaining from the original funding provided by RInC. At Council’s direction,
staff will prepare a letter outlining the preferred projects that the City would like considered for
these remaining dollars. The possible projects that could be considered include:
1. Woodside Park Renovation
Project Description:
The re-development of Woodside Park to a high quality
sport complex consisting of two artificial turf fields, one
with lights. Work would include removal of the existing
ball diamond, new field installation, parking lot
upgrades and site furnishings/ stands.
Estimated Cost:
$1.2 Million
Proposed Split:
$747,000 - RInC funding; $80,000 - Kitchener Youth
Soccer Club; $373,000 - City of Kitchener
Proposed Funding:
Staff is proposing to fund the City of Kitchener’s portion
of this project ($373,000) from the Parks Dedication
Fund, to be repaid over the payback period from
additional revenues realized.
RInC Approval Required By:
End of August 2010
2. Breithaupt Centre Pool
Project Description:
Original RInC application was approved to address
pool piping replacement, concrete repairs and
waterproofing to deal with micro cracks found in the
pool tank. Investigation found that there was extensive
damage to the concrete sections of the pool tank at the
point where the pool tank walls meet the floor. The
concrete in some of these sections have fallen away to
the point that the rebar supports are exposed. This
application will address costs associated with fixing
these additional tank structural issues that are outside
the scope of the original project.
Estimated Cost:
$150,000
Proposed Split:
$100,000 - RInC funding; $50,000 - City of Kitchener
Proposed Funding:
Staff is proposing to fund the City of Kitchener’s portion
of this project from the remaining funds in the C/C
envelope of the Bridgeport Community Centre project.
RInC Approval Required By:
Mid November
3. Sportsworld Arena Upgrades
Project Description:
Address the costs associated with building upgrades to
the Sportsworld Arena Complex. Upgrades would
include improvements to the operating equipment and
systems including HVAC, electrical, lighting and
building control systems; rehabilitation of rubber
flooring in change rooms, hallways, officials’ rooms and
first-aid rooms; and addition of snow melting
equipment.
Estimated Cost:
$150,000
Proposed Split:
$100,000 - RInC funding; $50,000 - City of Kitchener
Proposed Funding:
Staff is proposing to fund the City of Kitchener’s portion
of this project from the remaining funds in the C/C
envelope of the Bridgeport Community Centre project.
RInC approval required by:
End of August 2010
If RInC funding is not Approved
There is a risk that the proposed reduced scope of work may be denied by the Federal and
Provincial Governments. Given that the City of Kitchener does not have the funding to support
the full budget of the proposed scope of work, if funding is not approved, staff will report back to
Council with the recommendation to implement a scaled back alternative for the renovations,
keeping within the allotted C/C envelope.
FINANCIAL IMPLICATIONS:
As outlined throughout the report.
ACKNOWLEDGED BY: Pauline Houston, General Manager, Community Services