The URL can be used to link to this page

Home My WebLink AboutCAO-14-021 - Refurbishing & Reinstallation of Oktoberfest Glockenspiel - Speakers Corner I ) ITC:HFI ? .R CA0 Office www.kitchenerca REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: April 28, 2014 SUBMITTED BY: Jeff Willmer, CAO, 519-741-2200 x7350 PREPARED BY: Doug Hergott, Manager, Facilities Management, 519-741- 2600 x4684 Greg Hummel, Manager, Operations, 519-741-2600 x4598 Jeff Willmer, CAO, 519-741-2200 x7350 WARD(S) INVOLVED: 9 DATE OF REPORT: April 15, 2014 REPORT NO.: CAO-14-021 SUBJECT: Refurbishing and Reinstallation of Oktoberfest Glockenspiel at Speaker's Corner RECOMMENDATION: That the reinstallation of the Oktoberfest Glockenspiel at Speaker's Corner be approved, subject to the negotiation of a satisfactory agreement between The City of Kitchener and Kitchener-Waterloo Oktoberfest Inc.; and That the City of Kitchener commit to funding 50% of the project cost, to a maximum of $196,000; and That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with Kitchener-Waterloo Oktoberfest Inc., to confirm respective responsibilities for the costs of refurbishing, installation, and ongoing maintenance of the Oktoberfest Glockenspiel. BACKGROUND: The Oktoberfest glockenspiel (or carillon) was built in Holland and installed at Speaker's Corner in 1976. Kitchener-Waterloo Oktoberfest documentation describes the feature as a complex animatronic show stage depicting Grimm's fairy tale of Snow White and the Seven Dwarfs. The exterior is designed to give a distinctive Bavarian flavour. 23 bronze bells are programmed to play the story's music. In the past the display has taken place once a day throughout the year and hourly during daylight hours throughout Oktoberfest. The bells also chime on the half hour, signalling the time of day. As part of the City's King Street reconstruction project in 2009 Speaker's Corner was redesigned and reconstructed. At that time the City initiated the dismantling of the glockenspiel with the full intent of establishing a new location. The parts are documented and stored in our indoor storage facility. The City has previously committed to sharing the cost of refurbishing and reinstalling. Now that the estimated costs of refurbishing and installing are known, and the preferred location is 7 - 1 2 identified as being on City property at Speaker's Corner, it is appropriate to formalize each party's responsibilities in an agreement. REPORT: Kitchener-Waterloo Oktoberfest Inc. is one of the City's most important community partners. This year's festival will be the 46th annual K-W Oktoberfest. The City and K-W Oktoberfest engaged WalterFedy to do a project cost estimate for the refurbishing and reinstallation of the glockenspiel, and a comparative cost estimate for the purchase and installation of a new comparable glockenspiel. The estimated costs are $392,000 and $630,000 respectively. The cost estimate is attached for reference. The refurbishing option is preferred. The City did not budget for its share of the project cost in 2014. Funding can be provided in the 2015-2016 budgets. By authorizing an agreement with Kitchener-Waterloo Oktoberfest, the City would confirm its commitment and enable Kitchener-Waterloo Oktoberfest to proceed with the project in 2014 or 2015. The refurbishing process is expected to take several months, so a City decision by early May enables the possibility of the project being completed in 2014, in time for the October 10 opening of this year's Oktoberfest. A short list of alternative sites, all in the immediate vicinity of Kitchener-Waterloo Oktoberfest headquarters at 17 Benton Street, were considered. A location very close to the previous installation has been identified as the preferred location. The current proposal is to reinstall the glockenspiel on a freestanding platform approximately 4 metres high, with a service catwalk. Parks Design & Development staff in the Operations Division have prepared concept plans and drawings. The Glockenspiel would continue to be owned by Kitchener-Waterloo Oktoberfest and would be reinstalled on land owned by the City. The agreement would set out the responsibilities of both parties. Maintenance costs have been the responsibility of Kitchener-Waterloo Oktoberfest, which budgeted $3,900 annually and made use of in-kind services. Going forward, costs may be higher if the in-kind services are no longer available. Oktoberfest Inc. would take the lead on the project, including communications, fund raising and project management, with the City as a funding partner. The German Canadian Remembrance Society is leading fundraising efforts, and in-kind commitments have been made from the private sector for construction expertise and labour. Other community partners are being explored, to make this a hands-on community-based project. As this is not a City project, the City's requirements for a competitive bid process would not apply. Kitchener-Waterloo Oktoberfest certainly shares our interest in getting the best price for the work, as they are relying on community fundraising for their share. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Quality of Life— Nurture a sense of pride and community FINANCIAL IMPLICATIONS: The projected cost to the City of Kitchener to participate in the Glockenspiel project would be capped at 50% of total project costs, or $196,000. This does not include in-kind project support through Facilities Management and/or Operations, which has not been quantified. No budget provision currently exists within the City's 10-year capital forecast for this project. 7 - 2 3 The capital forecast includes $122,000 in each of 2015, 2016 and 2017 for the City's anticipated share of the Statue Project in Victoria Park. In light of Council's decision to not proceed with the Statue Project, those funds will be reallocated as part of the 2015 budget process. It is proposed that the 2015 and a portion of the 2016 funding be committed to support the City's contribution towards the Glockenspiel project. COMMUNITY ENGAGEMENT: Collaborate: The project is to be a collaborative effort by Kitchener-Waterloo Oktoberfest, the City, and the community including corporate and other partners. Inform: this report is posted publicly with the agenda prior to the Committee meeting. ACKNOWLEDGED BY: Jeff Willmer, CAO Attachments: WalterFedy cost estimate dated May 14, 2013 7 - 3 4 WA �� °z 13 ARCHITECTURE ENGINEERING CONSTRUCTION 2013-0086-05 May 14, 2013 Doug Hergott Manager of Facilities Management City of Kitchener 131 Goodrich Drive Kitchener, ON N2C 21:8 Dear Mr. Hergott: RE: Kitchener Glockenspiel As requested, this letter outlines our findings on refurbishing your 37 year old Glockenspiel. We reviewed a 2011 report by K-W Oktoberfest and viewed the device at your Guelph Street storage facility. Some operational testing was performed to clarify current operating condition. We understood the following parameters were required for pricing: • Mount the Glockenspiel on a structure 3 metres above grade at Benton Street and Halls Lane; • Provide service access behind and below the device; • Retain the general look and operation of the device but refurbish the shell,the roof and the moving figures; • Provide local and remote control of the device; • Add computer control and scheduling capabilities; • Add tone modulation by replacing the hammers with Dynamic Strikers for simple sound level adjustment; • Upgrade exterior finishes for increased tolerance to weather. With these items incorporated in the project, our schematic level total project cost estimate is, $391,418.00 (see attached spreadsheet). A second column shows that providing a new Glockenspiel is estimated to cost, $629,533.00. WA IL.T'E Il��F E DY 675 Queen Street South Suite 111, Kitchener, Ontario Canada N2M 1A1 T 519.576.2150 F 519.576.5499 A Partnership of Corporations Partners:Horton&Ball Inc &WFMH Engineering Limited WAL1"I 111F I;;DYT — 4 5 Doug Hergott May 14,2013 City of Kitchener Page 2 1 tV 111111 Thank you for working with us on this project. Should you require further information, please call our office. Sincerely, WALTERFEDY Ed Fowler, P.Eng., LEED®AP Project Manager Engineering Services Partner efowler @walterfedy.com 519.576.2150, Ext.462 EF:se WAS.,E FED 7 5 6 WALT=RF=DY • • PROJECT NAME: City of Kitchener-Glockenspiel • PROJECT NO.: 2013-0086-05 DATE SUBMITTED: 13-May-13 PAGE 1 of 1 TRADE OR ACTIVITY DIV. Refurbished New Glockenspiel Glockenspiel GROSS FLOOR AREA 30-Apr-13 13-May-13 General Requirements $10,800 $10,800 Demolition $0 $0 Concrete $7,400 $7,400 Structural Steel $28,900 $28,900 Platform&Railings $8,000 $8,000 Glockenspiel Rigging $5,000 $5,000 Glockenspiel Refinishing $198,735 $0 New Glockenspiel $0 $375,000 Electrical $10,000 $10,000 SUBTOTAL $268,835 $445,100 DESIGN CONTINGENCY(5%) $13,442 $22,255 CONSTRUCTION CONTINGENCY(10%) $26,884 $44,510 TOTAL COST OF THE WORK $309,160 $511,865 HST ON CONSTRUCTION(13%) $40,191 $66,542 TOTAL COST OF THE WORK INCLUDING CONTINGENCY AND HST(13%) $349,351 $578,407 GC/CM FEE(3.5%) $12,227 $20,244 HST ON GC/CM FEE(13%) $1,590 $2,632 TOTAL CONSTRUCTION COST $363,168 $601,283 ARCHITECTURAL/ENGINEERING FEES $25,000 $25,000 CIVIL ENGINEERING FEE $0 $0 LANDSCAPE DESIGN FEE $0 $0 HST ON FEES(13%) $3,250 $3,250 TOTAL PROJECT COST $391,418 $629,533 Scope of Work: Reinstallation of Glockenspiel on undeveloped land at Hall's Lane&Benton Street on new 12'-0"high galvanized steel platform complete with a service catwalk. Additional Scope: Electrical line item only includes electrical power hookups/service to the panel. All wiring costs are included in the Glockenspiel Refinishing quote from Scotiabell. Exclusions: Commissioning Access Ladder Decorative Landscaping 7 - 6