HomeMy WebLinkAboutINS-2021-10 - RBJ Schlegel Park, Phase 2 - Consultant Fee IncreaseREPORT TO:Community & Infrastructure Services Committee
DATE OF MEETING:November 8, 2021
SUBMITTED BY:Niall Lobley, Director of Parks & Cemeteries (x4518)
PREPARED BY:Mark Parris, Landscape Architect (x4397)
WARD(S) INVOLVED:Ward 5
DATE OF REPORT:October 19, 2021
REPORT NO.:INS-2021-10
SUBJECT:RBJ Schlegel Park, Phase 2 –Consultant Fee Increase
RECOMMENDATION:
That an extension of the purchase order to a+LiNK Architecture Inc., the RBJ Schlegel
Park Phase 2 Design & Contract Administration, in the amount of $108,898plus
H.S.T., be approved.
REPORT HIGHLIGHTS:
The purpose of this report is to extend an existing consultant fee purchase order to
account for significant design changes.
Financial implications areaddressed within the project budget allocation and
projected project contingencies. No additional funding is being requested.
Community engagement includeda comprehensive online presence using the
EngageKitchener platform and tools within it. A public survey was conducted
between January and February of 2021
This report supports the delivery of core servicesand responds to changing trends in
outdoor recreational demands delivered by the city.
BACKGROUND:
RBJ Schlegel Park is made up of five distinct implementation phases following the directions
of the original South Kitchener District Park Master Plan (now RBJ Schlegel Park) in 2013,
and an associated indooraquatics facility.
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DescriptionTimingBudgetForecast/Actual
Phase 1Site preparation, sport fields,Completed$11,112,066$11,411,911
playground, splashpad and
trails
Phase 2Washroom and Operations Ongoing –$5,755,040$5,573,529
Building, Multi Sport Courtscomplete in
2022
Phase 3Future site development work Mid 2022 -$1,234,185$1,019,349
and wifi2023
Phase 4Fisher Hallman Entry and Scheduled $2,590,173$2,880,408
Artificial Turf2025/26
Phase 5Skatepark2027 or $1,405,991$1,216,418
later
Totals$22,108,455$22,101,615
Phase 2 of the park development was scoped to includesite and facility development,
including: interior and exterior facility development to convert the existing heritage residence
to public washroom and changerooms, a new operations and maintenance building within
an existing compound, and further site development including roadway extension, parking,
tennis courts (lit), basketball courts, volleyball courts, tree planting and landscaping.
a+LiNK Architecture was retainedby the City through the consultant selection process (P19-
106) in August/September 2019 to complete the design, contract documentation, tender
preparation, contract administration and inspections. The Council approved for a+LiNK
Architecture is $217,685.00 pre-HST.Additional costs have been incurred through design
which have ledto cost savings and efficiencies in contractdelivery.
All additional costs are within the approved budget established for Phase 2, reflected above.
The existing heritage residence conversion has been tendered and approved through
Council on May 17, 2021. The balance of site works in Phase 2 were tendered and awarded
successfully on August23,2021.
REPORT:
Through the Phase 2design, additional costs of $108,898 have beenincurred to cover items
outside of the original scope of work included in the original consultant award.The increase
can be attributed to three specific actions directed by the City with an understanding of cost
and schedule implications at the time of development:
1.Site development scope overhaul
2.Contract splitting
3.Facility design initiatives explored
Site Development Scope Overhaul($41,748)
Phase 2 development is coinciding with the Business Case and Concept Development of
the Indoor Recreation Centre, separately awarded through P20-187 to ZAS Architecture.
The scope of the indoor recreation centre was further refined through this process, and
through it,staff found an opportunity to shift parking requirements from Phase 2
development into the planning of the indoor recreation centre.
This shift allowed for a true park development phase, reducing the footprint of parking and
providing higher quality recreational amenities for the community. It also provided flexibility
in the future entry road from Fischer Hallman Rd., further increasing the space available for
recreational purposes.
A secondary influence was the emergence of two recreational trends since both the SKDP
Master Plan (2013) and scoped Phase 2 design (2019) –pickleball and outdoor fitness
equipment, further supported through public consultation conducted in early 2021. With
additional space vacated by parking allocation, the city could respond to these demands
with appropriate allocation of space and infrastructure.
The result was a full redesign of Phase 2 site development from the original scope to better
suit recreational trends and to maximize park space utilization for community recreational
amenities, requiring increased consulting time and design efforts.
Contract Splitting($51,940)
The original terms of reference P19-106 identified the project as a singular construction and
review/approval effort.
As the design progressed through 2019 and 2020, the conditions of the Heritage House and
forecasted increased demand for washroom/changeroom facilities, direction was given by
the city to split the work into two distinct contracts and approval processes:
1.Heritage House Renovation
2.Operations Building & Site Development
The new division allowed the project to proceed with two separate critical paths to advance
the washroom construction as soon as possible andprovide an opportunity to pre-qualify
contractors for the heritage house renovation work due to its specialty scope, removing it
from the portfolio of a general contractor.
Through the splitting of the contracts a significant efficiency has been realized through being
better able to attract specialised contractors to perform work at appropriate times of year
and lowering contractor overheads through more efficient project management.By splitting
the work, staff are confident that they maximised the attractiveness and competitiveness of
the contractor bids for development of the two phases. The split will also be advantageous
as renovation efforts to the heritage house are best performed in ideal weather conditions
(e.g. masonry repointing), providing both practical and financial incentive to separate the
work.
The heritage house renovation has been pre-qualified, tendered and awarded And
construction is expected to begin in late-June.The value of the contract is $998,870 pre-
HST. The cost of this portion of the increased consultant fees will be offset by the expected
savings of the industry standard 5% general contracting carrying costs under a singular
contract structure.
The secondportion of Phase 2 has now been tendered, awardedand work is beginning
during Fall, 2021. The value of the contract is $3,306,204.50,pre-HST and provisional items
(funded by sponsorship revenue as per INS-2021-6). This tender was awarded with savings
of $175,606.13.
Facility DesignSustainabilityInitiatives Explored($15,210)
The city chose to explore various energy modelling and cost/benefits of heating and cooling
systems for both indoor facilities. The original scope of work did not include feasibility of
various system designs for either facility component, however the workand data produced
was critical to understanding the impacts and costs of such initiativesto best inform the city’s
decision makingand resulted in the elimination of natural gas usage at the washroom and
future readiness for further energy efficiencies at the Operation Facility once additional
power supply is provided to the Aquatic Facility.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Funding for the purchase order extension will be provided from the approved budget through
overall project contingenciesand efficiencies realised through the design scope change.
The required funding increase is fully supported within the approved budgetand there is no
requirement for additional funding.
RBJ Schlegel Phase 2 Design and Contract Admin
Estimated Cost for Consulting Services
Additional Consulting Fees $ 110,814.61
Original Consulting Costs (net of HST)$ 228,520.00
Estimated Cost for Consulting Services$ 339,334.61 C
Budget for Consulting Services
Total Budget$ 300,000.00 B
Estimated Surplus/(Deficit) (B -C)$ (39,334.61)D
COMMUNITY ENGAGEMENT:
INFORM –This report has been posted to the City’s website with the agenda in advance of
the council / committee meeting.
CONSULT –A public survey was conducted between January and February of 2021though
the EngageKitchener platform. 352 responses were received and 598 further informed by
the survey. Over 1,200 individuals visited the survey and were aware of the information.
PREVIOUS REPORTS/AUTHORITIES:
FIN-2021-33 Q21-067 RBJ Schlegel Park Heritage House Washroom Renovation
FIN-2021-43 Q21-106 RBJ Schlegel Park Phase 2 –Operations Building and Site
Development
INS-2021-6RBJ Schlegel Sponsorship Funding 2020/2021
APPROVEDBY: Denise McGoldrick, General Manager, Infrastructure Services