Report to: General Committee Report
Date:
SUBJECT:
PREPARED BY: Gary Adamkowski, P. Eng., MHPM Project Managers Inc
Henry Tse, P. Eng., Project Manager
RECOMMENDATION:
1) THAT the report titled “East Markham Community Centre & Library – Tender” be received; and,
2) THAT the presentation by Shore Tilbe Irwin & Partners highlighting the final design and colours and finishes be received; and,
3) THAT Council approval of the site plan application for the
EMCC&L be delegated to the Director of
4) THAT Council confirm delegation of site plan approval for the abutting Markham District Energy building to
the Director of
5) THAT Council authorizes Staff to proceed with tendering to the pre-qualified General Contractors for the construction phase of the project; and,
6) THAT Council authorizes Staff to award a construction contract to the lowest compliant bidder if the price is within the approved budget; and,
7) 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 tender the finalized detailed
design drawings, technical specifications and contract documents for the East
Markham Community Centre & Library (EMCC&L) project and the associated
parking garage structure. Staff also recommends Council to delegate authority
to endorse the site plan, conduct the tender process, and award the contract if
the tender price is within project budget.
The intent is to complete this phase of the project by the end of 2010 Q2.
BACKGROUND:
Staff, together with the project architect Shore
Tilbe Irwin and Partners (STIP), presented the design development update to Council
at their General Committee meeting on
OPTIONS/
DISCUSSION:
Since Council’s approval of Design Development in June, 2009, STIP has continued detail design, having conducted numerous additional micro-planning sessions with various internal Staff stakeholders in order to drill down to the minutely detailed design and operating requirements needed to complete the working drawings and technical specifications for the Detail Design phase of the project, as well as to ensure exact needs are met.
Minor tweaks to the floor layouts were required and the necessary adjustments were carried out early in the Detail Design phase.
Meetings have also been conducted for the purpose of providing updates and soliciting input from the Town’s Public Art Advisory Committee, Advisory Committee on Accessibility, representation from the Markham Concert Band, and others.
The Site Plan application has been submitted for review and was re-submitted after incorporating Planning staff input. Preliminary meetings with the Buildings staff identified code issues to resolve prior to the Building Permit application.
STIP presented a proposed selection, and various options, for interior finishes and colour palette to Staff in September 2009. Suggestions and recommendations were incorporated into a subsequent presentation to the Council Sub-committee in October, 2009. The Sub-committee endorsed the selection.
Please refer to STIP’s presentation for the final site plan, exterior elevations, floor layouts and the associated finishes and colour palette.
A detailed construction cost estimate was performed during September, 2009 by STIP’s cost sub-consultant at approximately the 40% Detail Design stage. The estimate included the cost associated with the various suggestions derived from the micro-planning sessions, which STIP had incorporated into the Design Development layouts.
Proposals for external Project Management support were received in July 2009, subsequently evaluated, and a contract was awarded to MHPM Project Managers Inc.
A Request for Pre-Qualification has been developed in conjunction with Purchasing and awaits final approval for issue. The pre-qualifying process is the subject of a separate report to Council, which is authored by Purchasing. With a qualified bid list, the contract may be directly awarded to the lowest compliant bid without the need for further evaluation of the proponents.
Another construction cost estimate was developed during November 2009 by STIP’s cost consultant at approximately the 70% Detail Design stage. This estimate includes the finalized interior selection of finishes and materials, and reflects all changes adopted through micro-planning meeting process discussed earlier in this report. The cost consultant states that the estimate has a 95% likelihood of falling within the range of bids, implying that there is a 95% likelihood that the low bid will be below the estimate..
As the Detail Design nears completion in February 2010, a final review and update of the cost estimate, with particular emphasis on the potential escalation factor, will be performed to ensure the project is still projected under budget and ready to tender. Tender documents will be issued during 2010 Q1 to the pre-qualified bidders. On closing, assuming a favourable comparison to the approved budget, the construction contract can be immediately awarded to the lowest compliant bidder during 2010 Q2, and with mobilization anticipated to occur before the end of 2010 Q2.
A site plan
application for the EMCC&L is currently under review. As Council has been updated and involved throughout
the design process of the site plan, and building elevations for the EMCC&L,
and as the staff review process is nearing completion, it is recommended that
authority for site plan approval be delegated to staff.
A site plan
application for the Markham District Energy building is anticipated
shortly. A conceptual site plan and
building elevations are provided in STIP’s presentation. The building will be located on
FINANCIAL CONSIDERATIONS AND TEMPLATE:
COST
ESTIMATE:
As Detail Design proceeds, more of the cost estimate elements are known explicitly, and fewer elements rely on approximations, rendering a more exact estimate and a diminished design contingency. Upward pressure is evidenced by the application of a higher escalation allowance (1% vs. 0.5% between now and tender) reflecting the consultant estimator’s opinion that that the market is heating up, perhaps due to the recent surge of funding for infrastructure projects. Escalation will be closely monitored up to the time of tender. Meanwhile a post-contract contingency remains in place to deal with any remaining unknowns.
The 70% detailed design
stage construction cost estimate remains within the previously approved $53.1 m.
Staff, having reviewed
the cost consultant’s report, directed STIP to develop an expanded menu of
potential Value Engineering items for pricing at tender to offset the risk of exceeding
the approved budget with the base price.
It is hoped that implementation of these mitigating measures will prove unnecessary,
however it is also deemed prudent to be prepared to do so.
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Town of |
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EMCC&L Cost
Analysis Comparison |
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COST ESTIMATE |
General Committee
Presentation |
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Land
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$6,300,000 |
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$4,600,000 |
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$4,300,000 |
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$4,300,000 |
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Construction |
$51,400,000 |
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$53,100,000 |
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$53,100,000 |
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$53,100,000 |
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Internal
cost at 10% of Construction Cost |
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STIP (Arch./Eng. Consult'g Serv.) |
$2,127,600 |
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$2,719,080 |
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$2,719,080 |
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$2,719,080 |
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Other internal costs (incl. int.& ext. |
$3,172,400 |
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2,580,920 |
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2,880,920 |
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2,880,920 |
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Proj. & Const'n Mgmt
cost) |
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FF&E
/ IT cost |
$7,400,000 |
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$7,400,000 |
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$7,400,000 |
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$7,400,000 |
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Total Cost Estimate |
$70,400,000 |
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$70,400,000 |
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$70,400,000 |
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$70,400,000 |
BUDGET
STATUS:
Total approved funding for the East Markham
Community Centre project has been $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.
ENVIRONMENTAL CONSIDERATIONS:
The East Markham Community Centre and Library will incorporate an environmentally friendly building design, energy consumption and recovery, as well as 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, LEED Gold, if possible.
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
BUSINESS UNITS CONSULTED AND AFFECTED:
Recreation Services
Planning & Urban Design
Financial Services
Strategic Initiatives
RECOMMENDED
__________________ _____________________ _____________________
Glen
Taylor Catherine
Biss
Acting Director, Chief Executive Officer Director,
Recreation
Services
________________________ ________________________
Brenda Librecz Jim Baird
Commissioner Commissioner
Community and Fire Services Development Services
Q:\commission