Report to: General Committee                                                        Report Date: May 22, 2009

 

SUBJECT:                     East Markham Community Centre & Library – Design Development

PREPARED BY:          Henry Tse, P. Eng., Project Manager

 

RECOMMENDATION:

 

1)      THAT the report titled “East Markham Community Centre & Library – Design Development” be received; and,

 

2)      THAT the presentation by Shore Tilbe Irwin & Partners highlighting the result of the Design Development phase of the project be received; and,

 

3)      THAT Council authorizes staff to proceed with the detailed design drawings, technical specifications and contract documents phase of the project; and,

 

4)      THAT Council directs staff to report back in September 2009 with an update of project cost; and,

 

5)      FURTHER THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

 

 

PURPOSE:

 

The purpose of this report is to seek Council’s authorization to proceed with the preparation of detailed design drawings, technical specifications and contract document for the East Markham Community Centre & Library (EMCC&L) and the associated parking garage structure.  The intent is to complete this phase of the project by the end of this year.

 

 

BACKGROUND:

 

Staff, together with Shore Tilbe Irwin and Partners (STIP), presented a schematic design to Council at their Development Services Committee meeting on October 28, 2008.  Staff and

STIP were directed to explore alternatives at that meeting.  A revised schematic design was presented to, and adopted by, General Committee at their meeting on January 19, 2009.  Council resolution also included the establishment of a sub-committee to review and advise on detailed design issues such as construction material and colour selection for the Project.  A subsequent public meeting was convened on February 26, 2009. 

 

Since the beginning of this year, STIP had conducted numerous micro-planning sessions with various internal staff stakeholders, Markham Stouffville Hospital (MSH) expansion project team members, as well as staff from Markham District Energy Inc. (MDEI).  The purpose of these meetings is to solicit more detailed design requirements for the Design Development phase of the project.

 

OPTIONS/ DISCUSSION:

 

The numerous micro-planning sessions with staff and other stakeholders during the Design Development phase resulted in valuable comments and suggestions.  The present floor layouts reflect the incorporation of a significant number of the suggestions. 

 

STIP presented various options of exterior material palettes/packages to the Council Sub-committee in February, 2009.  The Sub-committee adopted one of the options and had visited an existing building in April, 2009 where the selected brick was used.

 

Please refer to STIP’s presentation for the floor layouts and the Council sub-committee adopted exterior material palette (Attachment A).

 

A construction cost estimate was performed in mid-May, 2009 by STIP’s cost sub-consultant at the conclusion of the Design Development phase of the project.  The estimate included the cost associated with the various suggestions derived from the micro-planning sessions, which STIP incorporated into the Design Development layouts. 

 

Staff Report dated May 14, 2007 was received at Council meeting of May 22, 2007.  Project management strategy was discussed, pertinent excerpt as follows:

“Due to the size and complexity of this project, an external Project Management Consultant will also be retained to provide additional project management services, primarily during the construction phase of the project.  This consultant will assist with the assembly and issuance of the construction tender document, and pre-qualification and screening of potential contractors.  In addition, the consultant will provide on-site activities management during the construction phase of the project, including schedule and cost control as well as change order management.”

Council authorized staff to proceed with the strategy.  Staff is presently in the process of issuing an RFP for the external consultant.  Staff will report back on the recommended award.

 

FINANCIAL CONSIDERATIONS AND TEMPLATE:

 

COST ESTIMATE:

 

The inclusion of various suggestions presented at the micro-planning staff stakeholder meetings results in the increase in programming floor area and associated construction cost.  STIP’s cost consultant estimated the all-inclusive construction cost to be $54.999 m.  This represents $1.9 m more than what staff had previously projected and reported to Council ($53.1 m).

 

Staff reviewed the cost consultant’s report and directed STIP to effect reduction measures to bring the construction cost within the $53.1 m target.  STIP proposed a “Value Engineering List” which was discussed and debated at length at the mid-May, 2009 Council Sub-Committee meeting.  Members of the Council Sub-Committee embraced STIP’s initial recommendations which resulted in a saving of $1.07 m.  See Attachment B for the breakdown of these items.

 

STIP was further directed by staff to propose additional cost reduction measures.  See attachment C for the additional proposed items.  If adopted, the estimated construction cost will achieve the original $53.1 m target.  The primary cost reducing items include:

·        Deletion of stakeholder’s request for a dedicated swim officials room

·        Simplification of and adjustments to parking garage cladding system

·        Revisions to library structure at 2nd floor and roof

·        Modification to lobby skylight and supporting structure

·        Revisions to skylights at gym and pool

 

During the next few months while developing the detailed design drawings and the technical specifications, staff and STIP will review with the Council Sub-Committee the additional cost reduction measures and undertake a more detailed costing and report back to Council in September regarding the projected construction cost. 

 

The estimated internal cost will be increased by $300,000 to account for additional project management cost for the external consultant, as described earlier in the “Discussion” section of this report.  The amount is offset through reduced land cost as a result of updated information.

 

The estimated cost for furniture, equipment and IT remains at $7.4m.

 

Town of Markham

EMCC&L Cost Analysis Comparison

 

 

 

 

 

 

 

 

 

COST ESTIMATE

General Committee Presentation

 

16-Jun-08

 

 

28-Oct-08

 

 

 

25-May-09

 

 

 

 

 

 

 

 

 

Land

$6,300,000

 

 

$4,600,000

 

 

 

$4,300,000

 

 

 

 

 

 

 

 

 

Construction (including parking structure and construction contingency)

$51,400,000

 

 

$53,100,000

 Note 1

 

 

$53,100,000

     Note 1: Includes reallocated land cost of $1.7 m

 

 

 

 

 

 

 

 

                 to parking structure

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Internal cost at 10% of Construction Cost

 

 

 

 

 

 

 

 

     STIP (Architectural/Engineering Consulting Services)

$2,127,600

 

 

$2,127,600

 

 

 

$2,127,600

     STIP (project scope changes, including parking structure)

 

 

 

$591,480

 

 

 

$591,480

     Other internal costs (including internal and external

$3,172,400

 

 

2,580,920

 

 

 

2,880,920

                Project and Construction Management cost)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FF&E / IT cost

$7,400,000

 

 

$7,400,000

 

 

 

$7,400,000

 

 

 

 

 

 

 

 

 

Total Cost Estimate

$70,400,000

 

 

$70,400,000

 

 

 

$70,400,000

 

 

 

BUDGET STATUS:

 

Total approved funding for the East Markham Community Centre project is $70.4 million. 

 

 

PROPOSED FUNDING SOURCES:

 

Historically, Recreation/Library facilities excluding Recreation IT costs have been funded from 90% Development Charges and 10% non-growth source.  It is anticipated that this approach will be used for this project as well as a contribution from MSH for costs related to hospital initiatives and possible Gas Tax funding.

 

A refined cost estimate with corresponding funding sources will be provided to Council prior to construction tendering.

 

 

ENVIRONMENTAL CONSIDERATIONS:

 

The East Markham Community Centre and Library will incorporate an environmentally friendly building design, energy consumption and product procurement in the development of the facility.  It is targeted to achieve at least the Council-mandated LEED Silver certification level, with an aim to achieve the next higher level of certification, i.e. LEED Gold, if practicable.

 

 

ACCESSIBILITY CONSIDERATIONS:

 

The facility will be designed in accordance with all requirements of the Ontario Building Code as well as the current (2007) Accessibilities Guidelines of the Town.

 

 

ENGAGE 21ST CONSIDERATIONS:

 

The project aligns with the following Town of Markham corporate goals:  Infrastructure Management, Economic Development, Quality Community and Environmental Focus.

 

 

BUSINESS UNITS CONSULTED AND AFFECTED:

 

Recreation Services

Markham Public Libraries

Planning & Urban Design

Financial Services

Real Property

Strategic Initiatives

 

RECOMMENDED BY:

                                 

 

 

 

__________________            _____________________            _____________________

Glen Taylor                              Catherine Biss                                Steve Andrews, P.Eng.

Acting Director,                        Chief Executive Officer                   Director,

Recreation Services                  Markham Public Libraries               Asset Management

 

 

 

 

________________________                                   

Brenda Librecz                

Commissioner                

Community and Fire Services                                       

 

 

 

 

 

 

ATTACHMENTS:

Attachment A: East Markham Community Centre and Library – Presentation from Shore Tilbe Irwin & Partners

Attachment B: Initial Value Engineering List

Attachment C: Revised Value Engineering List

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Q:\commission share\operation & asset management\reports\2009\asset management\facilities\EMCC&L GC Report –Design Development – 2009-05-22 rev. 2009-06-17.doc

 

 

 

Attachment B

 

 

 

 

Attachment C