HomeMy WebLinkAboutFCS-12-010 - E11-084 - Rockway Centre Feasibility Study BusineREPORT TO:Committee of the Whole
DATE OF MEETING:
2012-02-06
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY:
Larry Gordon, Director of Supply Services
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2012-01-30
REPORT NO.:
FCS-12-010
SUBJECT:
E11-084 – Rockway Centre Feasibility Study & Business
Case
RECOMMENDATION:
That Expression of Interest E11-084 – Rockway Centre Feasibility Study & Business Case, be
The RETHINK GROUP, Ennismore, Ontario
awarded to at their estimated fee of $35,160.,
including disbursements of $3,950., plus H.S.T. of $4,571., for a total of $39,731., based on a
satisfactory contract being negotiated and an upset fee being established; and further,
That the Director of Supply Services be authorized to execute an agreement satisfactory to the
City Solicitor.
BACKGROUND
On December 7, 2009 staff tabled report CSD-09-071 addressing the Older Adult Strategy
future directions. Within this report, it was recommended that the Rockway Senior Centre be
closed, effective January 2011. In summary, four factors contributed to this recommendation
being brought forward.
First, emerging trends have shown that as the baby boom population reaches their older adult
years, they will be requesting the provision of different programming, opportunities and venues
(e.g. more active programming and the appropriate facilities to accommodate this). Research
indicates that the “new” older adult has a very different perception of aging, and traditional
senior centres, including the Rockway Centre, will not be able to meet their needs.
Second, supporting the research and demographic trends outlined in the Older Adult Strategy,
even though the number of older adults has been growing in our community, participation at
Rockway Centre, in the traditional seniors programs, has been declining steadily over the past
number of years. For example:
a.
Senior Memberships had dropped 25% from 2004 to 2009;
b.
Attendance in ongoing groups has declined by approximately 49% from 2004 to
2009;
c.
The meal program served 33% fewer meals in 2009 than in 2004;
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d.
The Marmo Travel Club membership has declined by 55% from 2004 to 2009;
and,
e.
Attendance at special events had declined by 63%.
Third, although the facility has been on a regular maintenance program and has been well
maintained by the City of Kitchener’s Facilities Management Division throughout the years,
given its age and the inherent site conditions there are significant challenges that will have to be
addressed if the facility is not closed. This includes:
a.
Foundation drainage and repairs that will need to be completed to address the
ingress of water into the basement;
b.
Accessibility renovations which will be required into the future as the demands of
the Accessibility for Ontarians with Disabilities Act (AODA) become more
stringent;
c.
Elevator repairs/replacement; and
d.
Kitchen renovations
Finally, and perhaps the most important consideration, it was found that if the Rockway Centre
was closed, the majority of programs and services operating out of the facility could be housed
at our more modern Community Centres. A review of space at other recreation facilities and
Community Centres showed that, although one facility could not house all Rockway programs
entirely, it was possible to find space to accommodate for most of the programming throughout
our community.
It is important to note that although there was approximately $1 million in repairs required for
Rockway Centre, and this factor contributed to the rationale for closing the facility, it was not the
major consideration that led to the recommendation. Understanding the trends of the future, the
facility limitations and declining participation at Rockway, and considering that it was felt that
existing Rockway programs could be housed at other facilities, staff felt that closing the facility
was a viable option.
At the December 7, 2009 Community Services Committee meeting it was resolved:
i)
That the Older Adult Strategy Final Report, as attached to Community Services
Department report CSD-09-071, be received; and,
ii)
That a final decision regarding the potential closing of Rockway Senior Centre be
deferred until the Community services Committee meeting scheduled for March
8, 2010, to allow further dialogue with the stakeholders; and
iii)
That staff provide Council with detailed information regarding the impact on the
2010 budget of the potential closing of Rockway Senior Centre by January 18,
2010; and further,
iv)
That in the interim, a group of citizens and staff be appointed to consult with older
adult population to advise on the transition of programs from Rockway Senior
Centre to alternate locations, and consider the issue of a ‘gathering place’.
Over the next months staff entered into significant dialogue with citizens, user groups and
Neighbourhood Associations regarding the transition of programs from Rockway to alternate
locations. However, although staff believed that there was capacity at our other facilities, there
lacked agreement in the community of whether a transition of programs could be completed and
accommodated for without significant loss to Rockway participants. As a result, on February 22,
2010 a motion was brought forward by Council concerning the proposed closing of the Rockway
Seniors Centre. The motion included the following:
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WHEREAS over the past number of years, the City of Kitchener, as part of its commitment to
healthy and sustainable communities, has been both updating several long-term strategies and
policies in terms of leisure and recreational delivery to the residents of Kitchener (i.e. the Parks
and Recreation Operational Review, the Leisure Facilities Master Plan, the Older Adult Strategy
and the Youth Strategy), and has also been reviewing how to most effectively utilize its facilities
based on facility availability during certain times of day; and
WHEREAS our research and Older Adult Strategy has shown and input from our residents has
confirmed that we should strengthen our delivery model by further building upon or transitioning
to neighbourhood community centres that serve as community resource centres and provide
programming for all age groups; and,
WHEREAS Kitchener Council, after hearing from many residents, recognizes that while a lack
of consensus on the future of older adult programming exists, pursuing staff’s initial
recommendation at this time is not in the best community interest and that additional time to
further study enhanced levels of service for older adults would be in the best interest of our
community;
BE IT NOW RESOLVED:
i)
That ongoing efforts with respect to the closure of the Rockway Seniors Centre
be terminated; and,
ii)
That the City continue working with neighbourhood associations and older adult
groups towards co-ordinating and offering programming for all ages in our
facilities throughout the community; and,
iii)
That staff prepare a report about any maintenance and/or capital requirements
and future maintenance necessary in the short-term for the ongoing
operations of the Rockway Seniors Centre facility; and further,
iv)
That staff do a feasibility study and business case analysis, including public
consultation and participant involvement, to look at the long-term use of the
Rockway Seniors Centre site for the provision of older adult service delivery
and possible other uses.
Staff are ready to move forward with item iv), the feasibility study and business case.
Specifically, the feasibility study and business case will i) review and analyse past and current
program and facility use at Rockway Centre; ii)review and analyze other program, service and
strategic community needs that could be considered on the site, compatible and/or
complementary to older adult programming; iii) assess the capacities and limitations of the
Rockway facility and site; iv) identify possible amenity/site modifications that would be needed
to deliver older adult programming and possible other community programs and services; v)
investigate possible public and/or private partnerships; vi) evaluate alternatives; and vii) provide
recommendations, including budget implications which considers the long-term use of the site
for older adult programming and other possible services.
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REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services/Consultants, a Consultant’s Review Committee was established
consisting of M. Hildebrand, Director, Community Programs & Services, D. Campbell, Manager,
Community Resource Centres, L. Stewart, District Facilitator Country Hills Community Centre,
L. Leedham, Rockway Advisory Council and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly, on the City of Kitchener website and on the
internet through the Ontario Public Buyers Association Electronic Tendering Information System
relative to this project. Documents were downloaded by twenty-seven (27) interested parties,
and by the closing date of Monday October 31st, 2011, three (3) responses had been received.
The review committee met on Wednesday, November, 23rd, 2011, to review the submissions
and a shortlist of one (1) candidate was selected for further interviews. The Committee met on
Wednesday, November 30th, 2011 to interview the shortlisted candidate. The Committee
elected to award the project to The RETHINK GROUP, Ennismore, Ontario.
The Committee rated consultants on the following criteria:
Qualifications/Expertise
Evaluation of Proposed Project Manager
Variety & Quality of Disciplines In House/In Consortium
Past Performance /reference
Knowledge of seniors’ services, facilities and municipal recreation
Demonstrated ability to meet the requirements of the project
Examples of Comparable Work Completed
Pricing and Related Costs
Completeness of Expression of Interest
A listing of the responding parties follows for your reference:
Milestones Strategy Management Consultants Toronto ON
Monteith Brown Planning Consultants London ON
The RETHINK GROUP Ennismore ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener’s purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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FINANCIAL IMPLICATIONS:
Estimated Cost for Rockway Feasibility Study
Expression of Interest E11-084 costs, including HST
39,731
Less: HST rebate on tender (3,952)
Net Cost Being Awarded 35,779 A
Costs Incurred to Date -
Projected Costs to Complete Study -
Total Estimated Cost 35,779C
Budget for Rockway Feasibility Study
City of Kitchener 39,780
Total Budget 39,780 B
Estimated Surplus/(Deficit) (B - C) 4,001D
Funding is provided from the Feasibility Studies capital account. Surplus funds are to remain in
the account to fund future studies.
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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