HomeMy WebLinkAboutFCS-11-083 - Stimulus Project Update - May 2011REPORT TO:Finance and Corporate Services Committee
DATE OF MEETING:
May 2, 2011
SUBMITTED BY: Dan Chapman, Deputy CAO & City Treasurer
PREPARED BY:
Jaya Chatterjee, Junior Financial Analyst, Financial Planning
WARD(S) INVOLVED: All
DATE OF REPORT: April 27, 2011
REPORT NO.:
FCS-11-083
SUBJECT:
STIMULUS PROJECT UPDATE – MAY 2011
RECOMMENDATION:
That the Chief Administrative Officer be authorized to sign the Solemn Declaration Completion
certificate for the Recreation Infrastructure Canada Fund – Sportsworld project to satisfy the
City’s obligation mentioned under the RInC contribution agreement dated February 1, 2010.
BACKGROUND:
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
(February 28, 2010) all projects have made progress and those, which have not received
extensions, are now complete.
In addition to the project status update mentioned in Appendix A & B, Council should be aware
of the following issues related to various Stimulus fund projects:
Bridgeport Community Centre:
Staff would highlight that a formal request has been
made to the Federal and Provincial governments to fund the addition of meeting room by
approving the scope extension of work through RInC. Currently the Joint Secretariat is
reviewing the revised scope. Staff is anticipating receiving a decision soon.
Sewer and Watermain Rehabilitation:
Staff has made a formal request for an approval
of a scope extension of work through ISF. The scope extension will allow the unutilized
contingency to also be expended on the project.
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Upgrading of Sportsworld Arena:
The City has a construction management
agreement for the project with Ball Construction. There is no professional engineer or an
architect in the project team. The City has an obligation under the contribution
agreement to submit a solemn declaration of substantial completion certificate, which
can only be signed by a professional engineer or an architect. The RInC analyst has
suggested that under such scenario, the CAO or a designated authority can sign the
solemn declaration of substantial completion certificate on behalf of the City. The project
manager for Ball construction would sign a similar solemn declaration of substantial
completion certificate and based on that solemn declaration of substantial completion
certificate, the CAO can sign the solemn declaration of substantial completion certificate.
Staff requests that Council authorize the CAO to sign the solemn declaration of
substantial completion certificate for the Sportsworld project.
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. The City has received an approval for an
extension of project completion deadlines until October 31, 2011 for the following projects
(representing approval of all projects for which extensions were sought):
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 would highlight that a formal request has been made to the Federal and Provincial
governments to amend the wording of the solemn declaration of completion certificate, since the
OAA – Ontario association of architects have declined to sign the solemn declaration of
completion certificate with the current wording. The ISF & RInC analysts have confirmed that
there is a negotiation undergoing between the Federal government and the OAA. Staff is
anticipating receiving a decision soon.
For projects with completion deadline of March 31, 2011, the ISF amended contribution
agreement confirms an extension for submission of the final report from April 15 to June 30,
2011.
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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
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 a user-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;
Media releases and/or media events are planned for the completion of each project.
To date, one completion event has taken place, in celebration of the Sportsworld Arena building
improvements project, funded through the RInC program. The event was held on Sunday,
March 27, at the arena, featuring a free public skate, cake-cutting and ribbon-cutting ceremony.
The event was advertised on the city’s website, Facebook and Twitter, as well as through
posters and a media advisory. Councillor Kelly Galloway attended the event and spoke on
behalf of the city. Due to the fact, the federal election was called on Friday, March 25 - two days
prior to the event - neither the local MP nor MPP could attend.
Planning is now underway for future completion events at the following project sites:
Harry Class Pool renovation (RInC project); Wednesday, June 22, 2011
CMF solar roof construction (ISF project); Late June 2011 (date/time to be confirmed)
McLennan Park development (ISF project); Saturday, Aug. 13, 2011
Centre in the Square Rehabilitation (ISF project); Late June 2011(date to be confirmed).
The Centre in the Square will be organizing their own public event.
Details of all of these events will be publicized and promoted as they are confirmed, closer to
the time of each celebration.
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ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer (Finance and Corporate
Services)
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April 27, 2011
Utilization of Council-Approved Expedited Purchasing Measures
Expedited Purchasing Measure Utilization
The Mayor and Clerk are authorized to sign ISF Contribution agreements have been received
Provincial and Federal agreements as they relate and executed after being reviewed by the City
to the Infrastructure Stimulus Fund and the Solicitor. CAF letter of offer has been received and
Recreational Infrastructure Canada Fund, subject executed after being reviewed by the City Solicitor.
to the satisfaction of 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.
The Chief Administrative Officer is designated to For Bridgeport Community Centre, expression of
award tenders on Infrastructure Stimulus Fund interest for Consultant was awarded to AECOM with
projects provided that the costs are within the CAO’s approval on October 20th 2009. Cost of the
projected expenses outlined in the applications award is $218,925. Total budget of the project is
and they are reported to Council by way of the bi-$2,249,740. There is a tight schedule for this project
monthly update report. and a delay might jeopardize the project. Province
confirmed funding for this project after a delay of
almost 2 months.
For Sewer and Watermain Rehabilitation project,
expression of interest E09-100, Consultant Services
– Rehabilitation of Infrastructure on Selected Streets
Using Trenchless Technology has been awarded to
Conestoga-Rovers & Associates, Waterloo with
CAO’s approval on December 14th 2009. Cost of the
award is $257,600., including a contingency of
$22,400., and G.S.T.
For Breithaupt Centre project, expression of interest
E10-051, Consultant Services – Breithaupt Centre
Accessibility Renovations and Mechanical Upgrades
has been awarded to +VG Architects, with CAO’s
approval on May 06, 2010. Cost of the award is $
59,226.30, including a disbursement of $2,690.41
and G.S.T of $2,820.30.
For Storm Water Rehabilitation project, tender T10-
014, Pond 4, Pond 22 and Pond 30 Stormwater
Management Facilities Retrofit has been awarded to
Golder Associates - Innovative Applications
GAIA Inc., with CAO’s approval on May 19, 2010.
Cost of the award is $1,232,134.05, including
provisional items of $104,925., and G.S.T of
$58,673.05.
For Harry Class Community Pool project, expression
of interest E10-025, Expression of Interest for
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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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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 This measure will expedite the project timeline. The
execute a 'cost plus' agreement with Ball City has received a written confirmation from the
Construction for the completion of the design and Federal government on this approach.
construction of Sportsworld Arena improvements
to an upset limit of $900,000; said agreement to
be to the satisfaction of the City Solicitor.
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 This measure has been effective at expediting the
execute any amendments to Agreements project timeline.
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.
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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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 This provision ensures that the Mayor and the Clerk
execute an amendment to the following contracts have the authority to release 2% holdback to avoid
and agreements satisfactory to the City Solicitor to any loss of funds due to non-release of holdback
provide for the early release of the 2% prior to March 31, 2011.
maintenance holdback or portions thereof
respecting projects for which infrastructure
stimulus funding or other grant(s) have been
obtained:
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 This provision ensures that there is no loss of funds
execute forthcoming contracts, agreements, and due to non-release of holdback prior to March 31,
amending agreements satisfactory to the City 2011.
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.
That the Mayor and Clerk be authorized to ISF and RInC Contribution agreements have been
execute any amendments that may be required to received and executed by the City after being
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APPENDIX "C"
STIMULUS PROJECT STATUS UPDATE
April 27, 2011
the Infrastructure Stimulus Agreements and reviewed by the City Solicitor.
Recreational Infrastructure Canada Agreements to
address any extensions that may be given under
the respective programs, said amendments to be
to the satisfaction of the City Solicitor.
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