HomeMy WebLinkAboutFCS-11-032 - Stimulus Project Update - Feb 2011
REPORT TO:
S~a~'Re~port
finance and Corporate Services department
DATE OF MEETING:
SUBMITTED BY:
PREPARED BY:
WARD(S) INVOLVED:
DATE OF REPORT:
REPORT NO.:
SUBJECT:
RECOMMENDATION:
For Information
BACKGROUND:
Finance and Corporate Services
February 28, 2011
Dan Chapman, Deputy CAO & City Treasurer
www.kitchenerca
Jaya Chatterjee, Junior Financial Analyst, Financial Planning
All
February 23, 2011
FCS-11-032
STIMULUS PROJECT UPDATE -FEBRUARY 2011
This report is part of a series of bi-monthly updates to the Finance and Corporate Services
Committee on the status of the City's infrastructure stimulus projects. This reflects a
commitment to ensure that infrastructure funds are spent in an open, transparent, and
accountable manner and that Council is afforded an opportunity to track the progress of these
projects on a regular basis.
REPORT:
Section 1 - Project Status Update
Appendix "A" provides a summary of project status and Appendix "B" depicts the progress
towards completion of each project compared to the planned timeline. Since the previous report
(December 13th, 2010) all projects have made progress.
The City has been regularly submitting monthly claims for ISF projects, RInC projects and the
CAF King Street reconstruction project since December 2009.
Section 2 -Expedited Purchasing Measures
Council has previously approved a number of purchasing measures to expedite projects
receiving funds under the Infrastructure Stimulus Program, while still maintaining a fair, open,
and transparent procurement process. The measures, along with comments on their utilization,
are outlined in Appendix "C".
Section 3 -Federal/Provincial Program Updates
On December 2, 2010, the Government of Canada announced that it would extend the
construction deadline for infrastructure projects under four funding programs: the Infrastructure
Stimulus Fund, the Building Canada Fund Communities Component Top-Up, the Recreational
IF1 - 1
Infrastructure Canada Program, and the Knowledge Infrastructure Program. The new deadline
is October 31, 2011 instead of March 31, 2011. The City submitted requests for extension of
project completion deadlines for the following projects.
• McLennan Park Development
• Upgrades to Harry Class Pool Aquatic Facility
• Upgrades to the Wilson/ Kingsdale Aquatic Facility
• Storm Water Infrastructure Rehabilitation
• Sewer and Watermain Rehabilitation
• Consolidated Maintenance Facility Improvements
• Consolidated Maintenance Facility Solar Roof
• Upgrades to the Bridgeport Community Centre
Staff is anticipating the approval for extension of the project completion deadline soon.
For Projects with extensions beyond March 31, 2011:
• They must be complete by October 31, 2011.
• All the eligible expenses incurred on or prior to March 31, 2010 must be submitted no
later than March 31, 2011.
• All the eligible expenses incurred between April 1, 2010 and March 31, 2011 that have
been invoiced on or before March 31, 2011 need to be submitted to OMAFRA by April
11, 2011.
• All the eligible expenses incurred between April 1, 2011 and October 31, 2011 to be
submitted for claims no later than December 31, 2011.
For Projects which have a project completion date of March 31, 2011:
• They must be complete by March 31, 2011.
• All the eligible expenses incurred on or prior to March 31, 2010 must be submitted no
later than March 31, 2011.
• All the eligible expenses incurred between April 1, 2010 and March 31, 2011 must be
submitted no later than June 30, 2011.
• The claim(s) will include any unpaid invoices -including the contractor holdbacks.
• A Final Report must be submitted no later than the final report date of June 30, 2011.
Upon acceptance of the Final Report and the processing of final claims, any further
claims in relation to the Project will not be considered.
• A fully executed Solemn Declaration of Substantial Completion must be submitted no
later than the final report date of June 30, 2011.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Foundation: Efficient and Effective Government
Goal: Financial Management
Strategic Direction: Invest and manage assets strategically
FINANCIAL IMPLICATIONS:
None at this time
IF1 - 2
Staff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent w~+w.kitthenerca
COMMUNITY ENGAGEMENT:
To assist in ensuring the infrastructure stimulus funds are spent in an open, transparent and
accountable manner, staff continues to implement the communications strategy that has been
developed to assist in tracking the progress of all projects. The strategy contains various
communications tools that will give residents an opportunity to follow the work that is underway
on each project.
• Federal and provincial signage has been installed at all project sites, recognizing federal
and provincial funding support; only federal signage was required to be installed for the
King Street reconstruction project, as it is supported by the federal Canada Adjustment
Fund;
• Project-specific web pages, featuring an interactive map showing all project sites, is
updated on a bi-monthly basis to ensure auser-friendly way for citizens to access
information on each project. The web pages include background on each project, as well
as status updates as they are provided by the project managers;
• Project progress continues to be included in every edition of Your Kitchener; this process
will continue until the projects are complete; and
• Media releases and/or media events are planned for the completion of each project.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer (Finance and Corporate
Services)
IF1 - 3
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February 23, 2011
Utilization of Council-Approved Expedited Purchasing Measures
The Mayor and Clerk are authorized to sign
Provincial and Federal agreements as they relate
to the Infrastructure Stimulus Fund and the
Recreational Infrastructure Canada Fund, subject
to the satisfaction of the City Solicitor.
ISF Contribution agreements have been received
and executed after being reviewed by the City
Solicitor. CAF letter of offer has been received and
executed by the City Solicitor. The first set of RInC
contribution agreements have been received and
executed after being reviewed by the City Solicitor.
RInC contribution agreements for the recently
approved four aquatic facility projects have been
received and currently being reviewed by the City
Solicitor.
For Bridgeport Community Centre, expression of
interest for Consultant was awarded to AECOM with
CAO's approval on October 20th 2009. Cost of the
award is $218,925. Total budget of the project is
$2,249,740. There is a tight schedule for this project
- - ~ a delay might jeopardize the project. Province
ifirmed funding for this project after a delay of
lost 2 months.
r Sewer and Watermain Rehabilitation project,
~ression of interest E09-100, Consultant Services
Zehabilitation of Infrastructure on Selected Streets
ing Trenchless Technology has been awarded to
nestoga-Rovers & Associates, Waterloo with
.O's approval on December 14th 2009. Cost of the
and is $257,600., including a contingency of
x,400., and G.S.T.
r Breithaupt Centre project, expression of interest
0-051, Consultant Services -Breithaupt Centre
cessibility Renovations and Mechanical Upgrades
been awarded to +VG Architects, with CAO's
~roval on May 06, 2010. Cost of the award is $
226.30, including a disbursement of $2,690.41
1 G.S.T of $2,820.30.
r Storm Water Rehabilitation project, tender T10-
4, Pond 4, Pond 22 and Pond 30 Stormwater
~nagement Facilities Retrofit has been awarded to
Ider Associates - Innovative Applications
,IA Inc., with CAO's approval on May 19, 2010.
st of the award is $1,232,134.05, including
visional items of $104,925., and G.S.T of
3,673.05.
r Harry Class Community Pool project, expression
interest E10-025, Expression of Interest for
IF1-6
The Chief Administrative Officer is designated to
award tenders on Infrastructure Stimulus Fund
projects provided that the costs are within the
projected expenses outlined in the applications
and they are reported to Council by way of the bi-
----~,_,. --~-~- -- --.1
February 23, 2011
Consultant Services has been awarded to John
MacDonald Architect Inc., with CAO's approval
on May 19, 2010. Cost of the award is $102,590,
including a disbursement of $2,000, and G.S.T. of
$4, 790.
For Bridgeport Community Centre project,
expression of interest E10-112, Expression of
Interest for Construction Management firm has been
awarded to Nith Valley Construction (2008) Ltd., with
CAO's approval on October 12, 2010. Cost of the
award is $734,500, including H.S.T. of $84,500.
For Centre in the Square project, T10-095, Refurbish
Audience Seating has been awarded to Custom
Cabinets, with CAO's approval on October 15, 2010.
Cost of the award is $378,598.59, including H.S.T. of
$43, 555.59.
For Harry Class RInC project, T10-099, Harry Class
Pool - Change House & Pool Deck has been
awarded to Dakon Construction Ltd., with CAO's
approval on October 22, 2010. Cost of the award is
$1,618,329.50, including H.S.T. of $186,179.50.
For Energy Management Systems project, T10-106,
Replacement of Existing Building Automation
Systems has been awarded to ESC Automation Ltd.,
with CAO's approval on October 8, 2010. Cost of the
award is $304,422.51, including H.S.T. of
$35, 022.06.
For Energy Management Systems project, T10-107,
Installation of New Building Automation Systems has
been awarded to TAC Controls & Automation Inc.,
with CAO's approval on October 8, 2010. Cost of the
award is $183,486, including H.S.T. of $21,109.
For Centre in the Square project, T10-108, Sound
System has been awarded to Westbury National
Show Systems Ltd, with CAO's approval on October
15, 2010. Cost of the award is $157,418, including
H.S.T. of $18,110.04.
For Centre in the Square project, T10-109, Lighting
& Rigging has been awarded to Westbury National
Show Systems Ltd, with CAO's approval on October
15, 2010. Cost of the award is $248,168.34,
including H.S.T. of $28,550.43.
For Energy Management Systems project, T10-126,
Building Automation - Sportsworld has been
awarded to TAC Controls & Automation Inc., with
CAO's approval on October 27, 2010. Cost of the
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February 23. 2011
award is $108,882.28, including H.S.T. of
$12,526.28.
For Breithaupt Centre project, T10-114, Breithaupt
Community Centre -Accessibility Renovations has
been awarded to Greyhound Contracting Inc., with
CAO's approval on November 8, 2010. Cost of the
award is $ 824,900, including H.S.T. of $94,900.
Consultants involved in the preliminary phases be This measure has been effective at expediting the
retained and the consultant selection process be project timeline.
waived for following projects mentioned below:
• McLennan Park -Walter Fedy Partnership
• CMF Improvements - Giffels Associates
Limited/ IBI Group (Architect consulting
services)
• CMF Improvements - Morrison Hershfield
Limited (Mechanical and Electrical consulting
services)
• CMF Improvements - Morrison Hershfield
Limited (LEED consultant services)
For Storm Water Infrastructure Rehabilitation This measure has been effective at expediting the
projects, involving drainage upgrades only will be project timeline.
delivered by general contractors under existing
construction contracts through a standard change
order process as per purchasing guidelines.
That the Mayor and Clerk be authorized to
execute a 'cost plus' agreement with Ball
Construction for the completion of the design and
construction of Sportsworld Arena improvements
to an upset limit of $900,000; said agreement to
be to the satisfaction of the City Solicitor.
This measure will expedite the project timeline. The
City has received a written confirmation from the
Federal government on this approach.
The King Street reconstruction project be This measure has been effective at expediting the
delivered by general contractors and consultants project timeline.
under existing construction contracts and
consulting contracts through a standard change
order process as per purchasing guidelines.
That the Mayor and Clerk be authorized to
execute any amendments to Agreements
pertaining to Projects for which funding is
approved through the Infrastructure Stimulus
Fund, the Recreational Infrastructure Canada
Fund, and the Community Adjustment Fund, if
necessary, and provided said amendments are
satisfactory to the City Solicitor.
This measure has been effective at expediting the
project timeline.
That the Mayor and Clerk be authorized to This provision ensures that the Mayor and the Clerk
execute any agreements pertaining to the tenders have the authority to execute agreements for
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APPENDIX "C"
STIMULUS PROJECT STATUS UPDATE
February 23, 2011
awarded with respect to Infrastructure Stimulus tenders awarded by the CAO.
Fund projects provided said agreements are
satisfactory to the City Solicitor.
That the Chief Administrative Officer be authorized ~ This measure has been effective at expediting the
to approve the commencement of the project timeline.
prequalification process and approval of awards to
the prequalified vendors for Infrastructure Stimulus
Fund and Recreation Infrastructure Canada Fund
projects in instances where scheduling the matter
for the next Council meeting would result in undue
project delay, and that a report regarding these
awards be brought to Council at a future meeting;
That the Director, Supply Services be authorized
to extend current consultant purchase orders for
Infrastructure Stimulus Fund and Recreation
Infrastructure Canada Fund projects to incorporate
the costs of applications for various City
building/planning approvals which would normally
be incurred directly by the City, including related
construction management fees or the other
administrative fees.
THAT the Mayor and Clerk be authorized to
execute an amendment to the following contracts
and agreements satisfactory to the City Solicitor to
provide for the early release of the 2%
maintenance holdback or portions thereof
respecting projects for which infrastructure
stimulus funding or other grant(s) have been
obtained:
This provision ensures that the Mayor and the Clerk
have the authority to release 2% holdback to avoid
any loss of funds due to non-release of holdback
prior to March 31, 2011.
McGillivray & Sons Contractors Limited
(September 22, 2009) - to allow the City to
release the 2% maintenance holdback on
February 15, 2011 for the stimulus fund
work completed for Greenbrook drive;
Coco Paving Inc. (April 28, 2009) - to
allow the City to release the 2%
maintenance holdback on February 15,
2011 for the stimulus fund portion of the
work;
THAT the Mayor and Clerk be authorized to
execute forthcoming contracts, agreements, and
amending agreements satisfactory to the City
Solicitor, reducing the release of the 2% holdback
from two (2) years from the date of substantial
completion to February 15, 2011 in relation to
stimulus fund projects.
This provision ensures that there is no loss of funds
due to non-release of holdback prior to March 31,
2011.
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