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HomeMy WebLinkAboutCouncil Agenda - 2022-02-28Council Meeting Agenda Monday, February 28, 2022, 7:00 p.m. Electronic Meeting Due to COVID-19 and recommendations by Waterloo Region Public Health to exercise physical distancing, City Hall is open for select services. Members of the public are invited to participate in this meeting electronically by accessing the meeting live -stream video at kitchener.ca/watchnow. While in-person delegation requests are not feasible at this time, members of the public are invited to submit written comments or participate electronically in the meeting by contacting delegation(a)kitchener.ca. Please refer to the delegations section on the agenda below for registration deadlines. Written comments will be circulated prior to the meeting and will form part of the public record. Accessible formats and communication supports are available upon request. If you require assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994. Pages 1. COMMENCEMENT The electronic meeting will begin with a Land Acknowledgement given by the Mayor and the singing of "O Canada." 1.1. Commemoration of Black History Month - Freedom Marching Project Rufus John, Freedom Marching Project, will provide opening remarks in commemoration of Black History month and the Freedom Marching Project song will be played. 2. MINUTES FOR APPROVAL Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held January 24, 2022 and special meetings held January 24 and February 7, 2022) - Councillor M. Johnston. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF C� 5. Q 7 COMMUNICATIONS REFERRED TO FILE 4.1. Flag Request under Policy MUN-FAC-442 Hopa-Tropa, Eha-ha - Kitchener - March 4, 2022 - March 5, 2022 PRESENTATIONS 5.1. Mayor's Advisory Council for Kitchener Seniors (MACKS) - 2021 Age Friendly Kitchener Action Plan Progress Report Kathy Doherty -Masters to present a report on the progress of the Age Friendly Kitchener Action Plan for the 2021 calendar year. DELEGATIONS Pursuant to Council's Procedural By-law, delegations are permitted to address the Committee for a maximum of five (5) minutes. Delegates must register by 5:00 p.m. on February 28, 2022, in order to participate electronically. 6.1. Development Services Department report DSD -2022-041, listed as item 7.4.a under the Planning and Strategic Initiatives Committee report dated February 9, 2022. 6.1.a. Zac Zehr, Zehr Group 6.1.b. Avery Au 6.1.c. Greg Shepherd REPORTS OF COMMITTEES 7.1. AUDIT COMMITTEE - JANUARY 24, 2022 7.1.a. 2022 Internal Audit Work Plan, CAO -2022-008 That the 2022 Internal Audit work plan be approved as outlined in the Chief Administrative Office report CAO -2022-008. 7.1.b. City Facility Usage Policy, CAO -2022-036 That council policies MUN-FAC-380 City Hall Public - Use and MUN- FAC-443 Groups or Events Usage - City Hall, Community Centres & Rooms in Other Facilities be repealed and replaced with the City Facility Usage by Groups and Events council policy attached as Appendix `A' to Chief Administrative Office report CAO -2022-036. 7.1.c. 4th Quarter 2021 Audit Status Report, CAO -2022-009 That Chief Administrative Office report CAO -2022-009, regarding the 4th Quarter 2021 Audit Status Report, be received for information. 7.2. FINANCE AND CORPORATE SERVICES COMMITTEE - FEBRUARY 7, 2022 Page 2 of 37 7.2.a. Sidewalk Infill through Street Reconstructions in 2022, DSD -2022-053 That sidewalks be installed on both sides of Becker Street, as outlined in Development Services Department report DSD -2022-053; and, That sidewalks be installed on the east side of Southdale Avenue and a boulevard multi -use trail be installed on the west side; and further, That Council receive, for information purposes only, other sidewalk infill locations in 2022 that are pre -approved, as per the Sidewalk Infill Policy MUN-STR-2004. 7.2.b. All -Way Stop Control Installations, DSD -2022-057 That an all -way stop control be installed at the intersection of Halifax Drive and Natchez Road, as outlined in Development Services Department report DSD -2022-057; and, That an all -way stop control be installed at the intersection of Duke Street West and Shanley Street; and further, That the Uniform Traffic Bylaw be amended accordingly. 7.2.c. 2022 Development Charge Study Initiation, FIN -2022-066 That staff be directed to publish a development charges background study and hold a required statutory public meeting prior to passing a bylaw to authorize the collection of development charges as required under section 12 of the Development Charges Act, as outlined in Financial Services Department report FIN -2022-066. 7.2.d. Proposed Use of 2 King Street West, DSD -2022-058 That the development of a Sustainable Development Goals Lab "SDG Lab" at 2 King Street West, as outlined in Development Services Department report DSD -2022-058, be approved; and, That $400,000 be allocated from the Economic Development Investment Fund 2.0 (EDIF 2.0) to support capital improvements to initiate the Sustainable Development Goals Lab "SDG Lab" located at 2 King Street West, as outlined in report DSD -2022-058; and, That $350,000 be allocated from the Economic Development Investment Fund 2.0 (EDIF 2.0) to support ongoing operations of the Sustainable Development Goals Lab "SDG Lab" located at 2 King Street West, including an annual allocation of $100,000 as the partnership contribution of the Waterloo Region Small Business Centre, as outlined in report DSD -2022-058; and, Page 3 of 37 That the Waterloo Region Small Business Centre be permitted to add one full-time and one part-time resource to support the ongoing operations of the Sustainable Development Goals Lab "SDG Lab" for the duration of the pilot, to be funded through the combined annual revenues of the "SDG Lab", in accordance with all applicable Collective Bargaining Agreements; and, That staff be directed to report back on the SDG Lab project and document metrics that communicate the need, impact, and success of the initiative; and, That the General Manager, Development Services, or designate be authorized to execute partnership and/or lease agreements with all major partners at 2 King St W, in accordance with report DSD -2022- 058, with said agreements to be satisfactory to the City Solicitor; and further, That the Executive Director, Economic Development, or designate be authorized to execute license agreements for a term of 3 years or less with SDG Lab licensees at 2 King St W, with said agreements to be satisfactory to the City Solicitor. 7.3. PLANNING AND STRATEGIC INITIATIVES COMMITTEE - FEBRUARY 7, 2022 7.3.a. 134 and 152 Shanley Street Official Plan Amendment and Zoning By- law Amendment - DSD -2022-033 That Official Plan Amendment Application OPA/21/002/S/JVW for 2701098 Ontario Inc. requesting a change in designation from Low Rise Residential (134 Shanley Street) and Low Rise Residential with Specific Policy Area No. 18 (152 Shanley Street) to Medium Rise Residential with Specific Policy Area No. 18 to permit an eight (8) storey multiple dwelling on the lands specified and illustrated on Schedule `A' and Schedule `B', be adopted, in the form shown in the Official Plan Amendment attached to Report DSD -2022-033 as Appendix `A', and accordingly forwarded to the Region of Waterloo for approval; and, That Zoning By-law Amendment Application ZBA21/004/S/JVW for 2701098 Ontario Inc. be approved in the form shown in the `Proposed By-law' as amended, and `Map No. 1', attached to Report DSD -2022- 033 as Appendix `B'; and further, That in accordance with Planning Act Section 45 (1.3 & 1.4), applications for minor variances shall be permitted for lands subject to Zoning By-law Amendment Application ZBA 21/004/S/JVW. Page 4 of 37 7.4. PLANNING AND STRATEGIC INITIATIVES COMMITTEE - FEBRUARY 9, 2022 7.4.a. Official Plan Amendment Application OPA20/005/W/JVW and Zoning By-law Amendment Application ZBA20/013/W/JVW - 660 Belmont Ave. W. - DSD -2022-041 "That the following recommendation be referred to the February 28. 2022 Council meeting to allow a further opportunity for staff to dialogue with the applicant related to the development including but not limited the following items: affordability, accessibility of the proposed units, proposed unit types, noise study requirements, laneway public access, and overall scale and massing of the development: "That Official Plan Amendment Application OPA20/005/W/JVW for 660 Belmont LP Inc., 660 Belmont GP Inc., & City of Kitchener requesting a Specific Policy Area, be refused; and, That Zoning By-law Amendment Application ZBA20/013/W/JVW for 660 Belmont LP Inc., 660 Belmont GP Inc., & City of Kitchener be approved in the form shown in the "Proposed By- law", and "Map No. 1", attached to Report DSD -2022-041 as Appendix "A"; and, That in accordance with Planning Act Section 45 (1.3 & 1.4) that applications for minor variances shall be permitted for lands subject to Zoning By-law Amendment Application ZBA20/013/W/JVW; and, That the portion of Belmont Lane East between Belmont Avenue West and Claremont Avenue be declared as surplus to City needs; and, That a by-law to close the portion of Belmont Lane East between Belmont Avenue West and Claremont Avenue be approved and that the by-law would not take effect until registered on title to the lane and any costs associated with said by-law would be borne by the purchaser; and further, That Realty Services, in consultation with the City Solicitor, be authorized to negotiate the terms of two conditional Agreements of Purchase and Sale with the owners of 660 Belmont Avenue West and 678-692 Belmont Avenue West for the sale of the respective portions of Belmont Lane East, with fair market value to be determined immediately prior to final site plan approval of 660 Belmont Avenue West or 678-692 Belmont Avenue West, Page 5 of 37 whichever comes first, where such sale is conditional on: i. Approval of the Agreement, including sale price, by Kitchener City Council; and, ii. The final decision has been made on Official Plan Amendment OPA20/005/W/JVW and Zoning By-law Amendment Application ZBA20/013/W/JVW for 660 Belmont Avenue West; and, iii. That the portions of the lane to be sold are consolidated with lands that have frontage on a public street; and, iv. Site Plan approval in principle is issued for 660 Belmont Avenue West or 678-692 Belmont Avenue West, whichever comes first; and, v. That the purchaser grant access easements over the lane lands for both 660 Belmont Avenue West and 678-692 Belmont Avenue West in favour of each property; and further, vi. That the purchaser grant, at no cost to the City, all required easements for City infrastructure and utilities." 7.4.b. Notice of Motion - M. Johnston - Planning Review of Belmont Village "That the following motion be referred to the February 28, 2022 Council meeting: "WHEREAS for the past 18 months, Council and staff have received a significant amount of correspondence from residents regarding the planning application for 660 Belmont Ave; and, WHEREAS these comments focus on the community's appreciation of Belmont Village and the community it represents, as well as an interest in how it develops as a result of their affection for Belmont Village; and, WHEREAS Council has not observed such extensive engagement from the community regarding a development application in recent years; and, WHEREAS Council has heard from many residents that Belmont Village is a unique community gem and it is worthy of further study and careful planning; THEREFORE BE IT RESOLVED That Planning staff be directed to initiate a planning study for the Belmont Village Urban Corridor which will evaluate the applicable planning policies, Page 6 of 37 8. 9. 10. 11. develop new or refined policy directions, and include a comprehensive engagement plan for residents, businesses and the community at large; THEREFORE BE IT FURTHER RESOLVED That recommendations related to urban design and built form emerging through the planning study for the Belmont Village Urban Corridor be integrated into the City's Official Plan through the upcoming Official Plan Review which will begin in early 2023; THEREFORE IT FINALLY BE RESOLVED That the Chief Administrative Officer be directed to review the workload of the Planning Policy & Research team, including the incorporation of this planning study into the workplan, and to make resource and headcount adjustments as required to deliver on the workplan subject to the ability to fund the resources within anticipated Planning fee revenues." UNFINISHED BUSINESS NEW BUSINESS 9.1. REGIONAL COUNCIL UPDATE — MAYOR B. VRBANOVIC QUESTIONS AND ANSWERS BY-LAWS 11.1. 1ST AND 2ND READING 11.1.a. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. 11.1.b. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. 11.1.c. To further amend By-law No. 2008-117, being a by-law to authorize certain on -street and off-street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. 11.1.d. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. 11.1.e. To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. 11.1.f. Being a by law to provide for the establishing and laying out of part of Valencia Avenue as public highway in the City of Kitchener. 11.1.g. Being a by-law to amend Chapter 101 of The City of Kitchener Municipal Code with respect to Appointment of Staff. Page 7 of 37 11.1.h. To confirm all actions and proceedings of the Council. 12. COMMITTEE OF THE WHOLE 12.1. TENDERS 12.1.a. T21-046 Downtown Kitchener — Tree and Paver Replacement - FIN- 18 2022-067 That Tender T21-046 Downtown Kitchener - Tree and Paver Replacement, be awarded to Helmutz Landscape and Interlock, Kitchener, Ontario, at their tendered price of $1,163,229, plus provisional items of $152,220, plus H.S.T. of $171,008, for a total of $1,486,457.37. 12.1.b. T22-001 Road Improvements, Road Surface Construction, 21 Miscellaneous Asphalt and Concrete Work - FIN -2022-100 That Tender T22-001 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work, be awarded to Ekum-Sekum o/a Brantco Construction, Cambridge, Ontario, at their tendered price of $6,098,353.00, including contingencies of $250,000.00, plus H.S.T. of $792,785.89, for a total of $6,891,138.89. 12.1.c. T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) 27 Road Reconstruction - FIN -2022-097 That Tender T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) Road Reconstruction, be awarded to J. Weber Contracting Limited, Breslau, Ontario, at their tendered price of $3,871,271.15, including provisional items and contingencies of $281,400.00, plus H.S.T. of $539,847.25, for a total of $4,692,518.40. 12.1.d. T22-007 Downtown Cycling Network Construction (Cedar Street, 30 Ontario Street South) - FIN -2022-101 That Tender T22-007 Downtown Cycling Network Construction (Cedar Street, Ontario Street South), be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $1,195,828.34, including provisional items and contingencies of $117,446., plus H.S.T. of $170,725.67, for a total of $1,484,000.02. Page 8 of 37 13. 14. 15 12.1.e. Centre in the Square (CITS) Washroom Renovations - INS -2022- 111, INS -2022-111 That funding be reallocated to the CITS Washroom Renovation project from the following accounts: • $1,043,945.65 from the CITS General Provision capital account • $560,000.00 State of Good Repair (SOGR) capital account REPORT OF THE COMMITTEE OF THE WHOLE BY-LAWS 14.1. 3RD READING 14.1.a. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. 14.1.b. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. 14.1.c. To further amend By-law No. 2008-117, being a by-law to authorize certain on -street and off-street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. 14.1.d. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. 14.1.e. To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. 14.1.f. Being a by law to provide for the establishing and laying out of part of Valencia Avenue as public highway in the City of Kitchener. 14.1.g. Being a by-law to amend Chapter 101 of The City of Kitchener Municipal Code with respect to Appointment of Staff. 14.1.h. To confirm all actions and proceedings of the Council. ADJOURNMENT 34 Page 9 of 37 Age-friendly Kitchener Action Plan 2021 Progress Report A community where we can live well and age well. 1 Kj*R Page 10 of 37 The Mayor's Advisory Council for Kitchener Seniors (MACKS) is pleased to provide its fourth progress report on the implementation of the Age -friendly Kitchener Action Plan (approved by Kitchener City Council 2017). This report builds on the successes presented last year at this time, and speaks to some of the continuing challenges presented by the pandemic. The Covid-19 pandemic continued to create unprecedented challenges in planning for and responding to the needs of older adults in the community. 2021 saw nearly 5 months of tightened restrictions that led to some difficult challenges in adapting programming and services to meet the needs of older adults. MACKS and Older Adult Services staff remained committed to identifying and advocating for the needs of Kitchener Seniors. older adults enrolled in 104 Connected@Home Program 1 024 activity kits delivered to isolated older adults 89Tech Connects classes with 862 participants and launch of device lending library 20Zoom training sessions attended by 463 individuals social support calls to 191500over 390 older adults 4 800 older adults attended virtual fitness, music and social programs 2 16attended Rockway Centre ft 5111111111111111111111 Outdoor Summer Cafes 2 Age -friendly Kitchener Action Plan I A community where we can live well and age well Page 11 of 37 �ITMSTZT111117 t 10 virtual meetings 13nominations and organized Senior of the Year MACKS also provided input to the following • Annual Operating Budget • Mayor's Task Force on Equity, Diversity and Inclusion • Vision Zero Project • Love My Hood Grant Selection Committee • City of Kitchener Assisted Sidewalk and Windrow Clearing Program • Cycling and Trails Master Plan • Places and Spaces: Parks and Open Space Strategy • Waterloo Region Age -friendly Network Indeed, the list of successes is very impressive given the circumstances of 2021. However, concerns regarding social isolation, the digital divide and access to vital community and health resources have been substantially heightened. As we work towards a "new normal", the collaboration between municipalities, the Region and community organizations has never been more important. We need to continue to creatively problem solve, plan and leverage resources to assist older adults to continue to navigate their daily lives. MACKS wishes to recognize and thank members of City Council, staff and community volunteers for their leadership and commitment to supporting residents of all ages throughout this very challenging time. Age -friendly Kitchener Action Plan I A community where we can live well and age well 3 Page 12 of 37 Expanded program offerings within community centres to ensure programming is responsive to the varied needs and interests of the neighborhood. • Staff re -started in person programs and offered 62 programs to over 500 older adults. • Older Adult Services staff launched the Connected@Home program that delivers monthly activity kits to isolated older adults in the community. Program participants are encouraged to join daily teleconference or video conference programs to connect with other older adults in a variety of activities. Since January 2021, 104 older adults have registered for the program with 1024 kits delivered. • Older Adult Services staff participated in collaborative needs -based program planning with community centre staff and partners. Age -friendly t> ., fill .; • City staff participated with the University of Waterloo's Body and Brain Lab in a participatory action research, Dementia Capable Communities. Research aims to identify actions needed for dementia -inclusive communities on multiple levels, from interpersonal to planning and policy. • Kitchener Council approved zoning by-law changes to allow backyard homes. MACKS supported and advocated for this action to encourage affordable housing options. • Staff facilitated two older adult weekly walking groups to encourage social connections and outdoor physical activity. • In partnership with Sport Development, older adult services staff worked collaboratively with the Easy Riders Cycle Club to incorporate and access grant funding. • MACKS provided input to Places & Spaces: An Open Space Strategy for Kitchener. • MACKS participation in walking workshop to improve walkways and to increase pedestrian safety around Kitchener Market and ION station. • Kitchener Cycling and Trails Master Plan awarded Transportation Planning Project of the Year by the Ontario Traffic Council. MACKS provided representation to the project committee. Three transportation training programs offered in partnership with Grand River Transit and Waterloo Region Age -Friendly Network in both online and phone -based program formats. ro r 20 �►� x • Staff and MACKS promoted and circulated City's Assisted Sidewalk and Windrow Clearing Program information. • Council approved an increase of four additional staff to support the proactive sidewalk enforcement program for the 2021-2022 winter season. 4 Age -friendly Kitchener Action Plan I A community where we can live well and age well FmCfAIM171• With support from corporate communications, a comprehensive strategy was developed to inform older adults about the City's pandemic programs, services and supports. This multi- faceted approach included advertisements in print, radio, and social media. on website Staff developed an Age -friendly Program Planning Framework to take a holistic approach to program and service information All programs offered will be reviewed through the Age -friendly Decision -Making Lens and will be categorized as Wellness, Active Living, Learning and Connecting (W.A.L.L.C). Information will now be viewed through interest -based approach as opposed to location, assisting older adults to access information and register for programs more easily. Launched Kitchener Tech Connects program with grant funding provided through New Horizons for Seniors Program (with support letter from MACKS). This program provides free essential technology training by qualified City instructors. To support digital access, older adults can borrow a Chromebook or iPad with or without wireless data for up to 30 days. To date 89 classes have been offered with 862 individuals in attendance. Volunteers from the Bits and Bytes computer club developed and offered 20 Zoom training sessions that were attended by 463 individuals. These training sessions were a key means of supporting older adults during the pandemic to maintain connections with friends and family through videoconferencing. Onboarded more virtual programs and participants, by providing one on one technology support for program instructors and volunteers. Age -friendly Kitchener Action Plan I A community where we can live well and age well 5 Page 14 of 37 • Staff provided 19,500 social support calls to over 390 different older adults in the community. These calls have been a means to connect with individuals, who may be feeling isolated, or just want to talk. Due to the success of this program, and the need that exists in the community for this service, these calls will continue post -pandemic with the support of trained volunteers who are supported by older adult services staff. Throughout 2021, staff continued to offer a variety of virtual programs that included fitness, music, and social programs. In total 4,880 attended these programs. Partnered with the Alzheimer's Society Memory Boosters group to ensure the continuation of social programs and opportunities for individuals and their care partners who are living with dementia. • Rockway Centre hosted 43 outdoor cafes attended by 265 participants. • Over 200 participants attended Mayor's virtual Strawberry Social in June to celebrate Seniors Month. • Provided equipment loans through Rockway Centre for virtual fitness classes. • Transitioned several indoor programs to outdoors at Rockway Centre to minimize cancellations. • Reintroduced the in person Sharing Dance program in partnership with Canada's National Ballet School. • Reintroduced in person art programs and fitness classes at Rockway Centre with safety protocols in place. • Due to pandemic restrictions, the City of Kitchener Senior Day Program was only able to open in March, and from July — December. Many enhanced safety protocols were developed and implemented by staff to ensure safe participation. • Participants who paused their return to in person programming received social support calls, activity kit deliveries, and phone -based and online social programming. 6 Age -friendly Kitchener Action Plan I A community where we can live well and age well Page 15 of 37 ETS • Initiated and developed training program for volunteers to provide social support calls to keep up with continuing needs in community. • Older adult Services Staff provided Age -friendly Program training to the Visiting Library volunteers from KPL. Recognizing the Contributions of Older Adults • Staff hosted 5 ice cream socials on the patio at Rockway to re -connect with volunteers and to thank them for their ongoing service. In cooperation with municipal partners, staff organized an online social event for participants of Senior Centres Without Walls programs to celebrate Seniors Month in June. • MACKS organized Senior of the Year Award recognition program in partnership with the Mayor's Office. 13 nominees and one recipient were presented certificates with doorstep visits and invited to attend Virtual Strawberry Social. Outdoor presentation to award recipient Donny Hishon at Rockway Centre. Engagement MACKS provided input to Kitchener's Annual Operating Budget. MACKS representation to Kitchener's Equity, Diversity, and Inclusion committee. MACKS engagement with City of Kitchener Director of Planning to discuss age -friendly City Planning. • MACKS advocacy regarding Long Term Care concerns shared with policy makers, municipal and provincial government representatives. • MACKS input to City of Kitchener Vision Zero Project — road safety plan for the next 5 yrs. with goal of reducing the number of collision - related serious injuries and fatalities. Age -friendly Kitchener Action Plan I A community where we can live well and age well 7 Page 16 of 37 ' Connectedness and Wellbeing Older adult services staff participated in the Waterloo Wellington Neighbours Program training offered by CMHA. This program trains not only staff but community members in how to identify at -risk and vulnerable older adults, and how to connect older adults to community supports by a simple phone call. In cooperation with Waterloo Region Age -Friendly Network, offered three online workshops on the theme of Pathways to Aging. Ki*R r � � Kitchener Coordination OpportunitiesGrant Older adult services staff applied for several provincial and federal grants to support the sustainability of newly developed programs. Older Adult Services staff supported the coordination and planning of the new Waterloo Region Age -Friendly Network. Comprised of volunteers and staff representing age -friendly initiatives across the Region's municpalities and townships, actions include Affordable Housing and Transportation, advocacy to Regional Council, information sharing, and presentation of educational workshops. The City of Kitchener is committed to providing accessible formats. If you require an alternate format of this report please contact us at 519-741-2200 ext. 5345. StaliBeport Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: February 28, 2022 SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Steve Rudak, Procurement Specialist, 519-741-2200 ext. 7213 WARD(S) INVOLVED: N/A DATE OF REPORT: January 27, 2022 REPORT NO.: FIN -2022-067 SUBJECT: T21-046 Downtown Kitchener — Tree and Paver Replacement RECOMMENDATION: That Tender T21-046 Downtown Kitchener - Tree and Paver Replacement, be awarded to Helmutz Landscape and Interlock, Kitchener, Ontario, at their tendered price of $1,163,229, plus provisional items of $152,220, plus H.S.T. of $171,008, for a total of $1,486,457.37. REPORT HIGHLIGHTS: • The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; • There were two (2) solicitations received for this procurement; • This report supports the delivery of core services. BACKGROUND: The scope of work within this contract represents the replacement of the existing failing trees and damaged pavers on King Street in downtown Kitchener between Water and Ontario Streets as identified in the approved capital budget in 2021 and 2022. This work is broken into two phases over the course of a three-year period: • Phase 1 - Involves the replacement of pavers, trees in tree trenches and infiltration granite planters between Water and College on the south side of King Street. • Phase 2 - Involves the replacement of pavers, trees in tree trenches and infiltration granite planters between Water and Ontario in the north side of King, between Gaukel and Ontario on the south side of King, and the replacement of the concrete areas opposite City Hall between College and Gaukel on the south side of King. Additional phases to address remaining trees and pavers along King Street are subject to future budget requests and are not included in this scope. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 18 of 37 REPORT: As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall submit a report to Council recommending award of a purchase greater than $750,000. Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-one (21) interested parties and by the closing date of Monday January 24, 2022, two (2) tenders had been received. The following tenders were received: Bid Price Helmutz Landscape and Interlock, Kitchener, Ontario $1,314,448.77 Hardscape Concrete and Interlock Cambridge, ON $1,695,922.08 The tender was reviewed by N. Lobley, Director Parks and Cemeteries, A. Visneski, Manager of Parks and Open Spaces, and C. Bacon, Landscape Architect, who concur with the above recommendation„ STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a project of this scope and the upset limit is within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) will remain in the project until the work is complete to cover any unanticipated items as part of the project. Page 19 of 37 T21-046 Downtown Kitchener - Tree and Paver Replacements Estimated Cost Tender T21-046 costs, including HST $ 1,486,457.37 less: HST rebate (147,856.40) Net Cost Being Awarded 1,338,600.97 A Consulting Fees (Project Management, Design, Contract Admin) 190,000.00 Project Contingency 210,000.00 Administrative Costs 50,000.00 Total Estimated Cost $ 1,788,600.97 C Budget 2022 Capital Budget 1,940,000 Total Budget $ 1,940,000.00 B Estimated Surplus/(Deficit) (B - C) $ 151,399.03 D COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department Page 20 of 37 StaliBeport l IKgc.;i' r� R Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: February 28, 2022 SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216 WARD(S) INVOLVED: Wards 1, 2, 3, 4, 6, 7, 8, 9 and 10 DATE OF REPORT: February 17, 2022 REPORT NO.: FIN -2022-100 SUBJECT: T22-001 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work RECOMMENDATION: That Tender T22-001 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work, be awarded to Ekum-Sekum o/a Brantco Construction, Cambridge, Ontario, at their tendered price of $6,098,353.00, including contingencies of $250,000.00, plus H.S.T. of $792,785.89, for a total of $6,891,138.89. REPORT HIGHLIGHTS: • The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; • There were four (4) solicitations received for this procurement; • This report supports the delivery of core services. BACKGROUND: The main scope of work under this tender consists of various types of road rehabilitation on pre- determined city streets. This contract also includes the placement of surface asphalt on newly reconstructed streets coming off the City's two-year maintenance warranty, larger scale utility cuts, City facility parking lot remediation, Traffic Calming Measures, and miscellaneous asphalt and concrete work for other departments. The roads selected for the rehabilitation work are based on Asset Management's asphalt quality assessment. This tender includes a variety of work and projects spread across the City, but the works are similar in nature. This approach reduces our staff time and makes the administration more streamlined. The work is scheduled to begin March 29, 2022, weather permitting. The anticipated completion date is October 28, 2022. Attached is a full list of projects to be completed under this tender. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 21 of 37 REPORT: As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall submit a report to Council recommending award of a purchase greater than $750,000. Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-one (21) interested parties and by the closing date of Monday January 31, 2022, four (4) tenders had been received. The following tenders were received: Bid Price Brantco Construction Cambridge ON $6,891,138.89 Coco Paving Inc. Petersburg ON $7,149,510.01 Steed and Evans Limited St. Jacobs ON $8,012,000.00 Capital Paving Inc. Guelph ON $8,947,022.29 The tenders were reviewed by R. Trussler, Engineering Construction Project Manager, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000.00. Included in this line item are staff time and expenses for all City staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will be closed out to the appropriate reserves at the completion of work. Page 22 of 37 Tender T22-001 Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete Work The total budget for all phases of this project is $6,666,000.00 Estimated Cost for this Phase of Work Tender T22-001 costs, including HST 6,891,138.89 less: HST rebate on tender (685,454.57) Net Cost Being Awarded $6,205,684.32 A Costs Incurred to Date - Projected Costs: Staff Time (Manger, Project Manager, Inspector, Contract Admin., Student) 259,939.00 Projected Costs: Geotechnical 90,000.06 Total Estimated Cost for this Phase of Work $6,555,623.38 C Budget for this Phase of Work WIP - Road Reconstruction - Sanitary Utility 1,396,000.00 WIP - Road Reconstruction - Stormwater Utility 698,000.00 WIP - Road Reconstruction - Water Utility 941,000.00 WIP - Road Reconstruction - General Account 227,000.00 Sanitary Utility 25,000.00 Storm Water Utility 55,000.00 Water Utility 151,000.00 Gas Utility 88,000.00 Development Charges 11,000.00 Canada Community Building Fund 2,129,000.00 Parking 12,000.00 Total Budget for this Phase of Work $6,666,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 110,376.62 D Total Estimated Surplus/(Deficit) $110,376.62 E COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department ATTACHMENTS: Attachment A — 2022 List of Streets Page 23 of 37 Attachment A — 2022 List of Streets The following is a tentative list of locations and construction timings that are to comprise the bulk of this Tender. METHODS OF CONSTRUCTION, STREETS AND STREET LIMITS A. Full Depth Milling + Binder Asphalt + Surface Asphalt B. Full Depth Pulverizing + Binder Asphalt + Surface Asphalt STREET 1) STREET FROM TO WARD TIMING 1) Highview Place Highview Drive End 8 April -July 2) Kingswood Drive Alpine Road Blockline Road 6 April -July 3) Maple Hill Drive Silvercrest Crescent End 8 April -July 4) Maplewood Place Union Street End 10 April -July 5) River Road East Manchester Road Gibson Drive 1 July -September B. Full Depth Pulverizing + Binder Asphalt + Surface Asphalt STREET 1) Balzer Road 2) Brunswick Avenue 3) Forfar Avenue 4) Union Street C. Surface Asahalt STREET Earl 1 Rock 1) Earl Street 2) Rock Avenue Sandra / Third 3) Sandra Avenue 4) Third Avenue Adelaide / Patricia / Talbot 5) Adelaide Street 6) Adelaide Street 7) Patricia Avenue 8) Talbot Street 9) Talbot Street FROM TO WARD TIMING Courtland Avenue East Balzer Trail 3 April -July Hartwood Avenue Guelph Street 10 April -July Victoria Street North Rothsay Avenue 1 April -July Westview Drive End 7 July -September FROM TO WARD TIMING Union Boulevard Glasgow Street 8 April — July Earl Street Belmont Avenue West 8 April — July Belmont Avenue Patricia Avenue 9 April — July Kingsway Drive Connaught Street 9 April — July Lawrence Avenue Belmont Avenue 8 April — July Belmont Avenue Patricia Avenue 9 April — July Victoria Street South End 9 April — July Lawrence Street Belmont Avenue 8 April — July Belmont Avenue Patricia Avenue 9 April — July Page 24 of 37 C. Surface Asphalt Con't Stirlina 1 Mausser 10) Stirling Avenue South Russel Street Mausser Avenue 9 April — July 11) Mausser Avenue Lorne Avenue Stirling Avenue South 9 April — July 12) Mausser Avenue Stirling Avenue South End 9 April — July 13) Vanier Drive Drive Walton Avenue Shelley Drive 3 July -September Hebei / Peter Jansen Avenue Florence Avenue 2 April — July 14) Hebei Place Courtland Avenue East St. George Street 9 July -September 15) Peter Street Church Street Bruder Avenue 9 July -September 16) Edwin Street Blucher Boulevard Louisa Street 10 July -September Ephraim 1 Ethel Ottawa Street South End 9 July -September 17) Ephraim Street Ann Street Ethel Street 1 July -September 18) Ethel Street Frederick Street #54 Ethel Street 1 July -September 19) Fairmont Road Sheldon Avenue North Montgomery Road 10 July -September Centerville Neiahborhood 20) Guerin Avenue Jansen Avenue Kinzie Avenue 2 April — July 21) Jansen Avenue Huber Street Guerin Avenue 2 April — July 22) Florence Avenue Guerin Avenue Weber Street East 2 April — July 23) Huber Street Jansen Avenue Kinzie Avenue 2 April — July 24) Walker Street Jansen Avenue Florence Avenue 2 April — July 25) Centerville Street Morgan Avenue Huber Street 2 April — July 26) Stirling Avenue South Greenbrook Drive Homer Watson Boulevard 9 July -September 27) Mill Street Ottawa Street South Courtland Avenue East 9 July -September 28) Hoffman Street Ottawa Street South End 9 July -September Norfolk 1 Rex 1 St. Claire 29) Norfolk Crescent St. Claire Avenue St. Claire Avenue 9 July -September 30) Rex Drive Queens Boulevard Glen Road 9 July -September 31) St. Claire Avenue Stirling Avenue South Glen Road 9 July -September Page 25 of 37 Coral / Perth 32) Coral Crescent Pleasant Avenue End 33) Perth Road South Drive Pleasant Avenue D. Miscellaneous Asphalt / Concrete work July -September July -September E. Provisional Streets (Not Included in the tendered Quantities) STREET FROM TO WARD 1) Champlain Crescent STREET FROM TO WARD TIMING 1) Water Utility Cuts (TBD) TBD TBD TBD TBD 2) Sanitary Utility Cuts (TBD) TBD TBD TBD TBD 3) Storm Utility Cuts (TBD) TBD TBD TBD TBD 4) Storm Water Drainage Issues TBD TBD TBD TBD 5) Kiwanis Park New Trail New Trail by Pool 1 April - May 6) Kiwanis Park Accessible Parking Area outside of Park Gates 1 April - May 7) Woodlawn Cemetery Re -Paving over Existing Asphalt within Cemetery 10 April - June 8) COK Maintenance Facility 6-Loacations to be infilled with asphalt 3 April - June 9) Miscellaneous Parks Work Curb, sidewalk, and asphalt work in Park 9 April- May 10) Storm Sewer Extension and Service Installation #16 Thorncliff Street 7 August -September 11) Storm Sewer Extension and Service Installation #291 Misty Court 1 August -September 12) Doon Village Road Fire Station #6—Remove and Replace Driveway Entrance 4 April — June 13) Strasburg Road Fire Station #1 Strasburg Road behind Firehall 6 April - June 14) Traffic Spot Road Improvements- Locations — TBD TBD June -September 15) Traffic Calming — Locations - TBD TBD June -September 16) City Parking Lot #3 — Water Street- 10 April — June 17) City Parking Lot @ 201 King St — King St Halls Lane 10 April- June E. Provisional Streets (Not Included in the tendered Quantities) STREET FROM TO WARD 1) Champlain Crescent Confederation Drive Carson Drive 1 2) Doon Village Road Homer Watson Blvd. Farrier Drive 4 3) The Country Way Erinbrook Drive #219 The Country Way 6 4) Thistledown Drive Erinbrook Drive Bleams Road 6 TIMING Page 26 of 37 StaliBeport Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: February 28, 2022 SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216 WARD(S) INVOLVED: Ward 3 DATE OF REPORT: February 15, 2022 REPORT NO.: FIN -2022-097 SUBJECT: T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) Road Reconstruction RECOMMENDATION: That Tender T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) Road Reconstruction, be awarded to J. Weber Contracting Limited, Breslau, Ontario, at their tendered price of $3,871,271.15, including provisional items and contingencies of $281,400.00, plus H.S.T. of $539,847.25, for a total of $4,692,518.40. REPORT HIGHLIGHTS: • The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; • There were eleven (11) solicitations received for this procurement; • This report supports the delivery of core services. BACKGROUND: Engineering Services is proceeding with the reconstruction of Franklin Street from Wilson Avenue to Kingsway Drive. The total length of the work is approximately 820 metres. The services were originally constructed in the 1950's and are in need of replacement. Full funding for this project has been approved by council as part of the 2022 budget process. The project is scheduled to begin April 4, 2022, weather permitting. This work is being completed under the City's Water Infrastructure Program (WIP) for road reconstructions. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 27 of 37 REPORT: As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall submit a report to Council recommending award of a purchase greater than $750,000. Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by thirty-three (33) interested parties and by the closing date of Monday February 14, 2022, eleven (11) tenders had been received. The following tenders were received: J. Weber Contracting Limited Breslau ON 410754 Ontario Limited o/a Sousa Concrete Cambridge ON Sierra Infrastructure Inc Woodstock ON Steed and Evans Limited St. Jacobs ON Regional Sewer and Watermain Ltd. Cambridge ON Network Sewer and Watermain Ltd Cambridge ON E. & E. Seegmiller Limited Kitchener ON Terracon Underground Ltd Brantford ON Navacon Construction Inc. Brantford ON Oxford Civil Group Inc. Woodstock ON Bel -Air Excavating & Grading Ltd. Cambridge ON Bid Price $4,692,518.40 $4,851,184.47 $5,080,000.01 $5,289,936.34 $5,320,896.01 $5,602,536.36 $5,785,969.51 $5,790,596.27 $5,824,995.87 $6,220,050.09 $6,299,558.75 The tenders were reviewed by K. Mick, Design and Approvals Engineer, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000.00. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital forecast. The estimated surplus (E) will be returned to the WIP Road Reconstruction general account, and will be used to fund unexpected deficits in WIP Road Reconstruction projects. Page 28 of 37 Tender T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) Road Reconstruction The total budget for all phases of this project is $ 5,126,000.00 Estimated Cost for this Phase of Work Tender T22-008 costs, including HST 4,692,518.40 less: HST rebate on tender (466,760.03) Net Cost Being Awarded 4,225,758.37 A Projected Costs: Staff Time/Material Testing 74,785.00 Total Estimated Cost for this Phase of Work $ 4,300,543.37 C Budget for this Phase of Work WIP — Road Reconstruction — Sanitary Utility 1,983,000.00 WIP — Road Reconstruction — Stormwater Utility 992,000.00 WIP — Road Reconstruction — Water Utility 1,336,000.00 Total Budget for this Phase of Work $ 4,311,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 10,456.63 D Estimated Surplus/(Deficit) from previous phases 116,102.10 Total Estimated Surplus/(Deficit) $ 126,558.73 E COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department Page 29 of 37 StaliBeport l IKgc.;i' r� R Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: February 28, 2022 SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216 WARD(S) INVOLVED: Wards 9, 10 DATE OF REPORT: February 18, 2022 REPORT NO.: FIN -2022-101 SUBJECT: T22-007 Downtown Cycling Network Construction (Cedar Street, Ontario Street South) RECOMMENDATION: That Tender T22-007 Downtown Cycling Network Construction (Cedar Street, Ontario Street South), be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $1,195,828.34, including provisional items and contingencies of $117,446., plus H.S.T. of $170,725.67, for a total of $1,484,000.02. REPORT HIGHLIGHTS: • The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; • The reason this report is coming forward is that the value of the bid being recommended for award is in excess of the Council approved budget; • There were two (2) solicitations received for this procurement; • This report supports People -friendly Transportation by installing a continuous and protected cycling network. BACKGROUND: Transportation Planning in collaboration with Engineering Services is proceeding with the construction of the next phase of the Downtown Cycling Network. Funds for construction have previously been approved by Council as part of the 2021 budget. The installation of a Protected Downtown Cycling Grid (the grid) delivers on the Strategic Plan goal of providing more People -Friendly Transportation options and addresses the immediate priorities identified in the approved Cycling and Trails Master Plan. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 30 of 37 Work for this tender is scheduled for Cedar Street from Church street to Weber Street East and Krug Street from Weber Street East to Lancaster Street East as well as on Ontario Street South from Joseph Street to King Street West. The project is scheduled to begin April 4th, 2022, weather permitting. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, "Regardless of Procurement Value, the Director of Supply Services shall submit a report to Council recommending award of a purchase greater than $100,000 if any one or more of the following conditions apply: a. the value of the Bid being recommended for award including any contingency allowance are in excess of the Council approved budget". Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-four (24) interested parties and by the closing date of Thursday February 12, 2022, two (2) tenders had been received. The following tenders were received: Bid Price Steed and Evans Limited St. Jacobs ON $1,484,000.02 Capital Paving Inc Guelph ON $2,160,559.99 The tenders were reviewed by J. Seip, Engineering Technologist, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports People -friendly Transportation by installing a continuous and protected cycling network. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000.00. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope but the upset limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated deficit (E) will be funded by future phases of work. Page 31 of 37 Tender T22-007 Downtown Cycling Construction The total budget for all phases of this project is Estimated Cost for this Phase of Work Tender T22-007 costs, including HST less: HST rebate on tender Net Cost Being Awarded Costs Incurred to Date Projected Costs: Regional Traffic Signal Adjustments Projected Costs: Utility Relocation Projected Costs: Staff Time Project Costs: Sign Shop Total Estimated Cost for this Phase of Work Budget for this Phase of Work Revenue Fund Parking Canada Community Benefit Fund Development Charges Ontario St. Transfer Total Budget for this Phase of Work Estimated Surplus/(Deficit) for this Phase of Work (B - C) Estimated Surplus/(Deficit) from previous phases Total Estimated Surplus/(Deficit) COMMUNITY ENGAGEMENT: $ 5,276,000.00 1,484,000.02 (147,611.97) 1,336,388.05 A 86,900.00 100,000.00 119,340.00 30,000.00 1,672,628.05 C 71,000.00 331,000.00 686,000.00 314,000.00 105,000.00 1,507,000.00 B (165,628.05) D (15.884.16) (181,512.21) E INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. Page 32 of 37 APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department Page 33 of 37 StaliBeport J IKgc.;i' r� R Infrastructure Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: February 28, 2022 SUBMITTED BY: Asad Qureshi, Director Facilities Management, 519-741-2200 ext. 4424 PREPARED BY: Chris Oke, Manager Project Delivery, 519-741-2200 ext. 4225 WARD(S) INVOLVED: All Wards DATE OF REPORT: February 24, 2022 REPORT NO.: INS -2022-111 SUBJECT: Centre in the Square (CITS) Washroom Renovations RECOMMENDATION: That funding be reallocated to the CITS Washroom Renovation project from the following accounts: $1,043,945.65 from the CITS General Provision capital account $560,000.00 State of Good Repair (SOGR) capital account BACKGROUND: In 2019 Centre in the Square (CITS), in collaboration with City Facilities Management staff, applied for and were successful in obtaining a grant from the Investing in Canada Infrastructure Program (ICIP): Community, Culture and Recreation Stream to renovate the existing washrooms. The existing washrooms are in poor condition with finishes well past end of life and require significant upgrades to improve accessibility and to meet AODA compliance. While the existing number of fixtures (60) meets the Ontario Building Code (OBC) requirements, functionally they are not adequate to meet peak demand during events, resulting in long line ups and frustration for patrons. This project will update the existing 60 fixtures, add 16 fixtures to help alleviate capacity issues experienced during peak usage, and improve accessibility. As per the agreement with CITS, resulting from the 2015 CITS Governance Review (FCS -15-139), which defines the City's role in, and responsibility for, facility capital renewals at the CITS, the City is responsible for all major building components. This includes substructure, envelope, interior construction & finishes, services (plumbing, HVAC, electrical, fire protection) and most site components. The Washroom Renovation Project addresses required capital renewal of several of these components. The scope of work as applied for was budgeted in 2019, prior to the pandemic. The ICIP grant provides $2.2M in funds towards the total project budget of $3.OM, with the City contributing funding of $0.8M. The total project budget of $3.OM includes all soft costs for consultants' fees and testing for hazardous materials in the area of renovation. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 34 of 37 Colliers Project Leaders were retained to manage the project on behalf of CITS and the City, and Cornerstone Architecture were retained to provide design, costing, construction documentation and contract administration services for the project. Understanding the budget constraints and the requirements to satisfy the grant application, a design was approved and cost was monitored throughout the construction documentation process. REPORT: FM and CITS staff, Colliers and Cornerstone met on several occasions to review the scope and cost of the project. A "class A" cost estimate was produced at the 90% construction documentation stage prior to tender. The estimate indicated that the project was likely to be overbudget by $190,000 or 7%. All parties believed this figure was an acceptable risk understanding the current construction market, so the bid documents were issued. The lowest construction bid received was $3.41VI and was significantly over the original 2019 pre -pandemic construction budget. The grantor (ICIP) was advised of the project coming in over budget and an inquiry was made about the availability of extra funds. Feedback received indicated there are no additional funds available and the majority of grant funded projects are in the same situation. Last year has presented significant challenges to accurately estimate construction costs. The main factors that have been driving the unprecedented increase in construction costs are described below: 1. Supply & Demand: Construction pricing is highly sensitive to the forces of supply and demand. Cutting pricing is inherently risky and can equate to a lot of work for little or no reward. Thus, when demand is high, construction pricing increases to reduce this risk. 2. Backlog: Backlog is the amount of construction work currently on the books. When there is a high volume of available construction projects backlog and pricing increase this reflects a strong construction market. creating a buffer. This allows construction companies to charge premiums for their work. 3. Labour Costs: Construction is labour intensive. Because of this, a large portion of construction costs are determined by labour expenses. The current shortage in skilled labour increases premium wages contractors must pay to retain their force. 4. Commodity Pricing: Oil, lumber, steel and copper commodity prices - the raw materials for construction materials - are at an all time high. This results in higher supply and shipping costs. 5. Local Market Disruption: The golden triangle is rapidly expanding which strengthens the risks as described above. Labour shortages, increased backlog, high commodity costs and out of control supply chain delays coupled with the pandemic transfers a greater amount of risk to the owner. The proposed washroom renovations at the Centre in the Square represent the minimum requirements to satisfy the ICIP grant and achieve the benefits of increased capacity, inclusive and accessible options for all patrons. Page 35 of 37 Reducing the scope of the renovations to lower costs would bring the project well below the intent applied for in the grant and would most likely reduce the amount of grant funding that would be received. As well, a reduction in scope would also require a change in the agreement, which would take 3-6 months to complete based on information provided by the grantor. This delay would force a re -tender of the project for construction in summer of 2023 resulting in the potential for even higher construction costs. STRATEGIC PLAN ALIGNMENT: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core services. FINANCIAL IMPLICATIONS: The total costs for the CITS washroom renovation (including contingency) is projected to be $4.6M. The total project budget is $3.OM, leading to a projected shortfall of $1.6M. Staff have identified $1.04M from CITS projects, and $560,000 from the City's State of Good Repair (SOGR) projects that could be reallocated to the project as shown in the table below. Total Project Costs and Proposed Funding Pre -Construction / Design / PM $ 612,593.65 GEN -PRO Tender (Construction) $ 3,416,500.00 Construction Contingency $ 574,852.00 Total Project Costs $ 4,603,945.65 I CI P -CCR Grant $ 2,199, 900.00 Approved Matching Funds from City $ 800,100.00 Reallocation: CITS Projects $ 1,043,945.65 Reallocation: State of Good Repair (SOGR) Projects $ 560,000.00 Total Project Funding $ 4,603,945.65 This level of budget reallocation will have an impact on the capital program at CITS, and reduces the amount of funds available to complete other projects at the Centre. Facilities Management staff have reviewed the planned reallocations with CITS staff, who agree with the reallocation of funds to the washroom project. The CITS projects being deferred include HVAC replacements, building exterior, and lighting upgrades. Likewise, the reallocation of SOGR funds to the CITS washroom project will reduce the City's funding available in 2022 to complete unplanned, reactive projects throughout the year. Funding for both the CITS and SOGR capital projects will need to be reviewed, reprioritized, and potentially increased in future budgets to effectively manage building components as they approach the end of their useful lives. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. Page 36 of 37 APPROVED BY: Denise McGoldrick General Manager, Infrastructure Services Page 37 of 37