HomeMy WebLinkAboutINS-13-093 - Victoria Park Washroom Project - UpdateStaff Rep�►�r
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REPORT TO: Mayor Zehr and Members of Council
DATE OF MEETING: September 30, 2013
SUBMITTED BY: Cynthia Fletcher, Director — Facilities Management- 741-
2600 x 4424
PREPARED BY: Doug Hergott, Manager - Facilities Management — 741 -2600
x 4684
WARD(S) INVOLVED: All
DATE OF REPORT: September 4, 2013
REPORT NO.: INS -13 -093
SUBJECT: VICTORIA PARK WASHROOM PROJECT - Update
RECOMMENDATION:
Staff are presenting this report for discussion and seeking direction.
BACKGROUND:
On May 7, 2012, Council passed the following resolution at the Planning and Strategic Initiatives
Committee
"WHEREAS Council deems it necessary to have permanent accessible and
regular washroom(s) on the north end of Victoria Park;
NOW THEREFORE BE IT RESOLVED that Options 2, 3 and 4 as outlined in
Infrastructure Services Department report INS -12 -034, be the options tabled for
public input as to location only of additional permanent washrooms in Victoria
Park; and that staff report back to the September 10, 2012 Planning and
Strategic Services Committee meeting on the findings of the public engagement
process with recommendation(s)."
On Aug. 13, 2012, Council passed the following resolution at the Finance and Corporate
Services Committee
"That the following project applications be approved to be submitted in priority
sequence for consideration under the Community Infrastructure Improvement
Fund (CIIF) based on a request for 50% CIIF funding:
1. Centennial Stadium Track;
2. Centennial Stadium Field;
3. Asphalt Surfacing for Primary Trails;
4. Upgrades to Trail System;
5. Playstructure Replacements;
6. Knollwood Park Rehabilitation Project;
7. Victoria Park Washrooms; and,
That the Waterloo Spur Line Multi Use Trail be endorsed by the City of Kitchener
as a partner submission to be made by the Region of Waterloo based on a
request for 33% Cl IF funding; and further,
That the Deputy CAO, Infrastructure Services be authorized to sign any
Landlord Authorization forms for submissions made by other organizations to
improve City facilities."
On Feb. 25, 2013, Council passed the following resolution at the Planning and Strategic
Initiatives Committee
"That Option 3, as set out in Infrastructure Services Department report INS -13 -015,
be approved as the preferred location for the construction of new washroom
facilities in Victoria Park in the vicinity of the parking lot at the corner of Jubilee
Drive and David Street; and further,
That the Facilities Management Division, in consultation with Park Planning and
Development and Heritage Kitchener, be directed to proceed with detailed design
and tender construction drawings of this new washroom building."
Staff presented report INS -13 -089 to Council on September 16, 2013, reporting the results of
the tenders for the project to build new washrooms in the park. Staff tendered the project last
month and received 8 bids for construction ranging from $564,774 to a high of $788,740
(including HST).
The approved funding allocation for this project of $400,000 was based on a Class D estimate,
based primarily on the potential to renovate or put an addition on an existing building. Staff
made application and secured Community Infrastructure Improvement Fund (CIIF) for 50% of
the approved allocation or $200,000.
Detailed design drawings needed to be completed in order to update /upgrade the estimate to a
Class A/B estimate. Given the short time between the detailed project scope definition (Spring
2013) and the tender call, staff proceeded to tender in order to obtain as accurate costing as
possible prior to reporting back to Council regarding potential funding adjustments.
On September 16, 2013, staffs were directed to attempt to re -scope the project within the
approved allocation and report back on the success /implications of doing so.
The following options were presented in Report INS -13 -089:
1. Proceed with the project and fund the shortfall as outlined in the recommendation.
2. Cancel the project and try to reallocate grant funding, if possible. Staff made contact
with the Federal Economic Development Agency for Southern Ontario (Fed Dev) and
received the following information:
• The City would be deemed to be in default if the project was abandoned in
whole or in part or if the project is not substantially completed by the program
completion date (Mar 14, 2014)
• The City should be able to receive an extension of the substantial completion
date to March 31, 2014.
• If the scope of the project is reduced the Ministry's contribution will likely be
reduced based on 50% of overall project cost
• Any further delay of the project risks loss of all of the CIIF allocation, as we will
not be able to begin the project until after the required substantial completion
date.
3. Options to reduce the cost
It is already challenging to meet the timelines of the CIIF program, as construction will be done
during the winter months. Any further delay in the project will require the City to pay a premium
on slab construction or move the project onset to the spring. The first stage of this project
involves pouring a slab within the frost level. In order for the slab to cure properly, 28 days of
good conditions is required. Winter /frost conditions are not ideal and extra measures and
potential extra curing time would be needed as we get further into the fall. The Contractor has
included a small allowance for winter heat, but this number was based on a mid - September
start date. We are really faced with a "do it now" or "do it much later" scenario.
Notwithstanding, as directed by Council on September 16th, staff has reviewed the potential to
re -scope the project within the $400,000 approved allocation.
Staff enlisted the design consultant to review the following ideas:
• eliminating entrance porch area
• eliminating accessible washrooms in men's and ladies area resulting in just one unisex
accessible washroom in vestibule area
• installing exterior asphalt walkway verses concrete walkway
Because these changes would result in "significant alteration of original scope ", we are faced
with the following challenges:
• The new design will require Heritage Kitchener Committee Approval, with the following
timelines: September 27th — Heritage Permit Application submission deadline, October
17th — Staff Report on HPA is due to Manager /Director, October 22nd — Heritage
Kitchener agenda setting, November 5th — Heritage Kitchener meeting
• A new tender package (specifications and drawings) will need to be developed and full
tender process introduced. This work will come with additional costs.
Other Potential Options
Motion for reconsideration of original tender less whatever we can negotiate down on
price with the contractor and that Tender T13 -072 — Washroom Construction — Victoria
Park, be awarded to Dakon Construction Ltd., Waterloo, Ontario at their tendered price
of $499,800 plus H.S.T. of $64,974, for a total of $564,774. In discussion with the
contractor, the only area for savings identified is roofing; substituting cedar shingles for
asphalt. This substitution would result in a savings of $13,000. The project can proceed
on the original timeline provided this substitution does not require any additional
consultation (ie Heritage approval).
Because the building does not have economies of scale, there is very little which can be
reduced without getting us back into the challenges described above related to
significant alterations of original scope. There is the potential to reduce winter heat
allowance, but only by moving the start date of the project to the spring; jeopardizing the
CIIF.
Of note, the following chart outlines comparable information for 2 other recent park
washroom constructions
Site
Total Sq Footage
Construction
Year Built
Comment
$564,744.00
less: HST rebate on tender
Cost
Net Cost Being Awarded
$508,596.48
Victoria Park
1171 sq ft
$549,695
Tendered
Heritage
$549,695.42
2013
Attributes
Huron
Washrooms + Storage =
$524,000
2007
Green Roof
Natural Area
500 sq ft
Compareable
No Heritage
Picnic Overhang = 845
2013 cost
Component
sq ft
2% per year:
Total sq Ft = 1345
$586,880
McLennan
1100 sq ft
$524,200
2010
Special
Park
Compareable
Foundation
2013 cost
No Heritage
2% per year:
Component
$555,652
2. Cancel project and reintroduce into capital forecast later and potentially bring in
temporary trailer in short term, as we will lose the public washrooms in the Boathouse as
part of the tender process and renovation project. The placement of non - permanent
washroom facilities in the park has heritage implications. Typically, Heritage Kitchener
will allow for temporary washroom facilities for a large short term event/festival. The
understanding is the temporary facilities are removed following such an event.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Through a public engagement process, the need for dedicated public washrooms was affirmed
and endorsed by Council.
FINANCIAL IMPLICATIONS:
Estimated Cost:
Tender T13 -072 costs, including HST
$564,744.00
less: HST rebate on tender
$ 56,177.52
Net Cost Being Awarded
$508,596.48
Costs incurred to date
$ 25,098.94
Contingency
$ 16,000.00
Estimated Cost
$549,695.42
Budget for the Project
City of Kitchener 2014 Budget Funding $200,000.00
Federal Government - Cl IF Funding $200,000.00
Total Budget $400,000.00
Estimated Surplus /(Deficit) ($150,000.00)
Deficit to be funded from the following sources:
59500136 CAP /FM /48 Ontario Building Maintenance $65,000.00
59500348 Operations Parks Improvement $25,000.00
Capital Contingency $60,000.00
Total $150,000.00
COMMUNITY ENGAGEMENT:
The concept and design for this project was reviewed through a consultation process with the
Victoria Park working group, Heritage Kitchener and Grand River Accessibility Advisory Council
(GRAAC).
ACKNOWLEDGED BY: Pauline Houston, Deputy CAO- Infrastructure Services