Report to: General Committee Report
Date:
SUBJECT: Infrastructure Projects Update
PREPARED BY: Colin Service, Manager of Planning & Policy Development
RECOMMENDATION:
1) THAT the report entitled “Infrastructure Projects Update” be received;
PURPOSE:
The purpose of this report is
to provide update to General Committee on the status of the various
Infrastructure Projects. The federal
and provincial governments are each contributing up to one third of project
costs. As such, all projects must be
completed by March 31, 2011
in order to receive funding. As well,
there are significant reporting requirements.
In order to follow the prescribed timelines and meet the necessary
reporting requirements staff have undertaken rigorous project management
techniques and tools including regular updates to Council on the status of
projects.
BACKGROUND:
The Town of
The following projects have been undertaken with funding through the Building Canada Infrastructure Stimulus Fund:
- Project #1436: (One project – three parts) Accessibility Improvements, Energy Retrofits, Emergency Operations Centre
- Project # 1221: Thornhill Community Centre & Library Renovations.
The following
projects have been undertaken with funding through the
o R1365 - Saint Roberts Artificial Turf and Bubble,
o R1366 - Indoor Tennis at Angus Glen,
o R1367 - Outdoor Civic Centre Skating Rink.
An Executive Coordinating
Infrastructure Team (ECIT) has been formed to monitor progress and address any
concerns on the projects in a timely manner, meeting biweekly. The team includes:
Brenda Librecz – Project Sponsor
Linda Irvine – Project Champion for Indoor Tennis at Angus Glen
and Outdoor Civic Centre Skating Rink
Steve Andrews – Project
Champion for Outdoor Civic Centre Skating
Rink and Energy Retrofits
Bill Snowball – Project Champion for Emergency Operations Centre
Glen Taylor - Project Champion for Indoor Tennis at Angus Glen,
Accessibility Improvements, Thornhill CC & Library Renovations
Catherine Biss - Project Champion for Thornhill CC & Library
Renovations
Paul Ingham – Project Champion for Artificial Turf and Bubble
Dave Merriman – Project Manager for Outdoor Skating Rink
Phil Alexander – Project Manager for Emergency Operations Centre
Henry Tse/
Shayne Holten – Project Manager for Accessibility
Improvements
Atiq Rahman – Project Manager for Energy Retrofits
Martin Barrow – Project Manager for Artificial Turf and Bubble
Scott Grieve – Project Manager for Indoor Tennis at Angus Glen
Rob Bell – Project Manager for Thornhill Community Centre and Library Renovation
Dennis Flaherty – Communications Lead for Infrastructure Projects
Barb Cribbett /
Joel Lustig – Finance Leads
Catherine Conrad – Legal Advisor
Ronji Borooah - Architectural Advisor
Alex Moore - Purchasing Advisor
Sara Tam/
Colin Service – Strategy Advisors
OPTIONS/ DISCUSSION:
Each Project Manager is
required to submit regular status reports (dashboard reports) for discussion at
the biweekly ECIT meetings. The ECIT
reviews the status reports and identifies any risks and actions necessary to
ensure timely completion of all projects.
Each project has a project team assembled with user departmental representatives, asset management and project management expertise, affected departments, finance, purchasing, and legal support, along with the external consultants, architects, and external project managers. Oversight on each project is undertaken by internal project managers. The Project Champion is the ‘go to person’ to help resolve issues and keep the project moving along as planned.
Status
of Contribution Agreements:
The Infrastructure Stimulus Fund
Contribution Agreement has been signed off by the
The RInC Program Contribution Agreement has not been finalized as of the writing of this report but it will be completed by mid December. The agreement is slightly different than the Stimulus Fund and has separate reporting requirements.
Below are highlights on the status of each of
the projects:
|
Accessibility
Improvements |
|
Recent Accomplishments - Meetings held with Accessibility Committee -
Hired - Reference checks completed for the 3 Architectural Services proponents with the best evaluated scores - Chosen Architect withdrew its proposal – remedial action has commenced towards award replacement for architectural consultant - Hired Project Manager – MHPM, Paul Chung |
|
Next Steps - Complete reference check for the next highest ranked Architectural Service Proponent and complete Award for Project Architect - Evaluate construction contract strategy - Prioritize with Project Architect scope of work for each building - Assess scope of work against available project funding - Report to General Committee on priorities and plan for each building |
|
Issues/Risks - Availability of next highest ranked Architect |
|
Energy Retrofits |
|
Recent Accomplishments - ESCO’s hired to produce a detail energy audit – Siemens and Johnson Controls - 3rd party evaluator hired to assist with evaluation of the technical aspects of the ESCO activities -
Staff finalize
recommendations for Facility Improvements based on the Audits and best return
– lower operating costs (projected
savings of a close to $200,000 per annum on - Report to General Committee December 14th 2009 with project recommendations - Preliminary Study for photovoltaic cells and lighting improvements has been completed - Feasibility study for implementation of Photovoltaic Solar System on warehouse roof at 8100 Warden has been started. -
Application submitted for |
|
Next Steps - Approval of report by Council - Design and Construction will commence upon award in December. - Complete feasibility study for Photovoltaic Solar System - Begin feasibility study for retrofit of eight arena lighting systems |
|
Issues/Risks - Schedule – project milestones are approaching where decisions are urgent |
|
Emergency Operations
Centre – |
|
Recent Accomplishments - Draft RFP for Architectural Design Services completed - Proposed construction schedule submitted -
Research on best practices
and evaluation of alternate uses for the - Project Manager hired |
|
Next Steps - Release RFP for Architect - Hire Architect to commence layout options - Report to General Committee on plan |
|
Issues/Risks -
Including evaluating the
option of locating the fire dispatch
with |
|
Thornhill Community
Centre & Library Renovations |
|
Recent Accomplishments - Report on design plan approved at General Committee on Dec 7th - Ontario Building Code issues have been resolved - Contractor Pre-qualification Evaluation criteria approved by General Committee on December 7th - Architect has moved into Construction Drawing Phase - Design Development Documents have been submitted to cost consultant for estimates - Library Board reviewed plans and supports – schedule and plan - Application for Site Plan Agreement has been submitted |
|
Next Steps - Complete short listing of General Contractors for prequalification - Tender to go out at end of January/ early February - Construction to commence in March 2010 |
|
Issues/Risks - Preliminary cost forecasting appears to be high – strategies in place to manage - Elevator will be priced separately. |
|
Saint Roberts Artificial
Turf and Bubble |
|
Recent Accomplishments - Pre-qualify sub contractors in the tender for General Contractors - RK & Associates hired in a peer review capacity for turf choice and installation inspections - Ongoing meetings with YCDSB to review draft shared use and maintenance agreement - Re-use of portables for clubhouse facilities has been ruled out – the Architect will proceed with design of clubhouse |
|
Next Steps - Conduct soil testing - Finalize the shared use and maintenance agreement - Complete conceptual drawings - Report to General Committee in January |
|
Issues/Risks - None at this time |
|
Indoor Tennis At Angus
Glen |
|
Recent Accomplishments - Detailed design is complete - Tenders have closed and are being evaluated - Meeting with representatives of various tennis clubs to review preliminary design concepts |
|
Next Steps - Begin construction of prefabrication structure |
|
Issues/Risks - None at this time |
|
Outdoor Civic Centre
Skating Rink |
|
Recent Accomplishments - Preliminary budget completed and received from external project manager - Purchase orders issued to Dillon Consulting, Cimco for schematic design - Dillon Consulting has completed options for the schematic designs based on feedback from the project team - Quotation for geotechnical investigation has been received |
|
Next Steps - Approval of conceptual/schematic design – needs to be finalized in early January to meet deadlines - Geotechnical investigation completed - Complete review, revisions and changes to preliminary budget - Report to General Committee – design and schedule |
|
Issues/Risks - Agreement on design may delay the project completion - Draining of the pond will be required to complete the geotechnical and to undertake construction - Tight timelines – need decisions on design in January to ensure project can be completed on time |
Communications
Plan:
A draft Communications Plan (attached) had been prepared for the Town’s Infrastructure Program with the following objectives:
External:
1. Ensure external stakeholders and media are informed of infrastructure project benefits and progress before significant activities occur in the public domain
2. Provide opportunities for external stakeholders to become engaged in individual projects and to serve as community ambassadors on the benefits to the community.
3. Develop communications tactics across multiple mediums to ensure all residents and stakeholders have the opportunity to learn about the projects and the benefits.
4. Utilize Local and Regional Councillors as information ambassadors and spokespersons for Local/project communications.
Internal:
1. Maintain communications updates to staff during key milestones of the projects.
2. Ensure operations staff connected to each project are informed of public communications and construction activity milestones prior to execution in the public domain.
3. Utilize facilities’ operations staff as ambassadors to speak to project progress and benefits to the community.
The Contribution Agreements have clear directions on approvals for promotion, opening ceremonies and ribbon cutting events. Three levels of government must all sign off on the plans for events and the timing.
The Tactics outlined in the communications plan include: ground breaking events for each project, infrastructure Open Houses, press and media advisories, webpage development, electronic information boards, Markham Life and internal communications and official openings upon completion.
Conclusion:
All projects at this time are on target to
be completed by
FINANCIAL CONSIDERATIONS AND
TEMPLATE:
There are no financial considerations at this time. Projects requesting funding and specific considerations will be brought
forward to Council on an as needed basis.
BUSINESS UNITS CONSULTED AND AFFECTED:
Operations,
RECOMMENDED
BY: ________________________ ________________________
Brenda Librecz John Livey
Commissioner, Community &
Fire Services
Attachment
Draft Communication Plan
Presentation
Q:\Recreation\REPORTS\Infrastructure
Projects Update december 2009.doc