Report to: General Committee                                                             Date: February 22, 2010

 

 

SUBJECT:                          Markham Civic Centre Artificial Ice Rink Update

PREPARED BY:               Linda Irvine, Manager Parks & Open Space Development

                                            Glen Taylor, Manager Community Centre Operations

                                            Dave Merriman, Facility Coordinator, Recreation Dept.

                                               

 

RECOMMENDATION:

 

1)      THAT the report dated February 22, 2010 and entitled “Markham Civic Centre Artificial Ice Rink Update” be received;

 

2)      THAT the attached Conceptual Site Plan as presented herein for the Markham Civic Centre Artificial Ice Rink be approved in principle;

 

3)     THAT staff proceed with further detailed design work, preparation of working drawings, tendering and tender award as required for the construction of the new ice    rink and associated works;

 

4)      THAT the Chief Administrative Officer (CAO) be delegated authority to award the construction tender to the successful bidder provided that the project is within budget or can be made to come within budget through selected scope changes or price negotiation with the lowest priced bidder;

 

4)   THAT the Director of Planning and Urban Design be delegated authority for Site Plan Approval;

 

5)      THAT additional funding in the amount of $600,000 be provided to this project and funded from the Development Charges Reserve (90% of $600,000) and Lifecycle Replacement and Capital Reserve Fund (10% of $600,000) and transferred to a Capital Project to be set up separately;

   

6)      THAT the tendering process be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7, 1(b), Non-Competitive Procurement, where there is only one source of supply for the goods to be purchased, and that Council authorize staff to proceed with Cimco Eco Chill energy efficient refrigeration system to an upset amount of $1,125,680;

 

7)    THAT staff in Asset Management be authorized to hire a consultant to investigate the sediment in the Civic Centre pond including evaluating the quantity and quality of the sediment and to develop a strategy for the eventual removal and disposal of the sediment including cost implications. Asset Management staff will report back to Council on whether this work should be undertaken coincident with this ice rink project or not, and;

 

8)      AND 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 update General Committee on the status of the Markham Civic Centre Artificial Ice Rink project that received Recreation Infrastructure Canada (RInC) funding.  Further, the purpose is to seek approval, in principle, of the conceptual design of this rink and to authorize staff to continue with the design development, working drawings and specifications, tendering and tender award of construction contracts to allow the construction of the new rink to commence as soon as possible. This report also seeks authorization to proceed on a preferred supplier basis with the energy efficient, environmentally friendly Cimco Eco Chill refrigeration system, as well as approval of additional funding in the amount of $600,000 for certain additional rink-related and site elements.

 

BACKGROUND:

In September 2009, Council approved funding for three applications to the 2009 RInC Program.  The projects included: Saint Robert Artificial Turf and Bubble; Indoor Tennis Centre at the Angus Glen Community Centre and Library; and, the Markham Civic Centre Artificial Ice Rink.

 

The original plan for this project proposed the construction of a 42,000 sq. ft. artificial ice surface and building to house the refrigeration equipment and ice re-surfacing equipment at the Markham Civic Centre. This rink size was based on a quote from a supplier which staff has since confirmed was not inclusive of all necessary site engineering and pond related works which makes the original rink size unrealistic within the current budget. Staff and the consultant team have done considerable investigative research and are of the opinion that a rink of between 22,500 and 25,000 sq. ft. is more achievable depending upon the particular elements, materials and details chosen. The recently signed RInC Agreement identified a “target” rink size of approximately 24,000 sq. ft.

 

Based on this, a conceptual site plan has been prepared for the Civic Centre Ice Rink which includes the following items:

  • A maximum sized rink of 25,000 square feet of artificial ice surface;
  • Approximately 1,895 square foot (176 m2) permanent structure for all mechanical equipment, refrigeration plant, ice re-surfacing machine and small staff area;
  • Minimal hard and soft landscaping, and;
  • Re-location of the current aeration system and all physical components associated with the recirculation of the existing pond as required.

 

In addition, staff is proposing an upgrade and retro-fit of the existing male and female washrooms that are currently accessed from the outside of the building at the eastern side of the rotunda. These existing washrooms will be up-graded to make them fully accessible and completed and funded as part of Accessibility Stimulus Project.

 

Certain additional rink works and site works such as lighting, audio, and summer reflecting pool and fountain that require additional funding from another source are discussed further in the Options/Discussion section of this report.

 

The rink location is on axis with the rotunda and has been positioned to align with the Warden Avenue and Highway 7 intersection so as to be consistent with future re-development scenarios that are anticipated to emerge through the master planning process for the Civic Centre site. The former pond area immediately to the east of the rink will be filled in and grassed to provide a passive recreation area as well as an additional seating area for those watching performances in the existing amphitheatre.

 

OPTIONS/ DISCUSSION:

 

Preferred supplier Recommendation:

Clause 5.6 of the RInC Contribution Agreement relating to Competitive Process provides that the requirement for a competitive process may be waived with prior written approval by the RInC Program in Ontario if the equipment, services or supplies that are to be purchased is specialized or not readily available.

 

Council at its September 15, 2009 meeting authorized staff to retain Cimco Refrigeration to proceed with proposals for refrigeration systems for the artificial ice rink.  Cimco is recognized as an industry leader in the field of ice rink refrigeration and has a long standing relationship with the Town. Cimco has been and is currently the service agent providing service and maintenance to the ten (10) existing arena pads in the Town.  In September 2009 Cimco completed the installation of the new arena pad at the Crosby Community Centre.

           

            The effect of greenhouse gases on the environment combined with current electric and    gas rates are serious challenges for all ice rink owners, operators and users. The Eco             Chill system by Cimco Refrigeration was introduced in 2003 and is an energy efficient,          environmentally friendly refrigeration system developed to meet a growing demand for        sustainable facilities. The system is now in place in over 75 arenas in North America       including the speed skating oval and bobsled track at the 2010 Winter Olympics in             Vancouver.  The system is also installed in facilities in Newmarket, Aurora, Stouffville,            Bradford West Gwillimbury, Barrie, Ottawa and Kingston.  The system has proven to         lower energy consumption, maintenance costs while minimizing or eliminating the            burning of fossil fuels, reducing the release of damaging greenhouse gases into the        atmosphere.  CANMET, Natural Resources Canada             (NRCAN) published a case study         report in 2008 validating the energy savings of the Eco Chill system.  The system recycles the energy used to maintain the ice surface, providing abundant heating for        facilities and hot water for numerous applications such as snow melting systems.

 

Eco Chill is a proprietary system patented by Cimco Refrigeration.  The unique design makes the system highly energy efficient by capturing and recycling the energy used to maintain the ice surface and generating abundant heat for the mechanical room, Zamboni storage area and other areas.  Conventional refrigeration systems simply release this energy (heat) to the atmosphere as steam.  Other systems can be found in the marketplace that are similar in principle but not the same.  These systems lack the proven technology, efficiencies and documented performance of the Eco Chill system.

 

 Benefits of the Eco Chill refrigeration system are:

§         Highly energy efficient, reducing energy consumption and cost;

§         Environmentally friendly by minimizing or eliminating burning of fossil fuels and the release of damaging greenhouse gases to the atmosphere;

§         Lower maintenance and operating costs by reducing or eliminating HVAC component requirements;

§         Use of lower, environmentally friendly refrigerant charge;

§         MIN-LUBE automatic oil recycling system reduces oil consumption and enhances safety by eliminating need for manual draining of oil, and;

§         TSSA R6 status eliminates the need for Refrigeration Class “B” Operators.

 

An outdoor artificial ice rink of approximately 25,000 square feet presents several challenges.  Based on a regular operating season of approximately twelve weeks (December-February), the plant must have sufficient capacity to meet the demand. Artificial ice outdoors is exposed to conditions not experienced with indoor arena ice. Regular and freezing rain, snow, wind, humidity and even sunshine all effect ice conditions and quality making plant capacity a critical component.  An undersized plant will shorten the season.  A plant sufficiently sized or even somewhat over sized will maintain a normal length season. 

 

Based on regulations from the Technical Standards and Safety Authority (TSSA) a conventional refrigeration plant capable of providing refrigeration capacity for a 25,000 ft2 surface would require Refrigeration Class “B” Operators to monitor the plant for eight (8) of every twenty-four (24)       hour period the plant operates.  Currently the Recreation Department has eight (8) Facility Operator III positions that require this certification.  The TSSA has recently revised the criteria and qualification process for individuals to obtain the Class “B”: Certification.  The result has been a longer, more difficult process with fewer successful applicants.  Finding operators with this certification has become increasingly more challenging. 

           

            The Eco Chill refrigeration system is built to the TSSA R-6 plant code status whereby no           Operating Engineer is required.  Combined with the energy efficiency and environmental       benefits, the Eco Chill system is the recommended choice for the project.

 

 

Proposed Additional Skating Enhancements and Summer Elements:

At present, the existing budget of $3,530,000 allows  for a maximum  of 22,500 square foot artificial ice surface, a 1,895 square foot (176 m2) permanent structure for all mechanical equipment, a refrigeration plant, minimal hard and soft landscaping costs, necessary site engineering and pond related works as well as all consultant fees and construction contingencies.  The cost of the pond related works has affected the artificial ice surface budget. 

 

Staff is seeking additional funding in the amount to $600,000 for certain additional elements that will enhance the skating experience and make this a more desirable year round destination. It is more cost effective to include these items as part of the initial construction rather than to construct them later at a future date. Some of these items with the exception of the rink size were not included in the original RInC Application but have emerged through the design process.

 

Items for which staff is recommending additional funding are as follows:

 

·                    Provide a rink area of approximately 25,000 sq. ft  - the contribution agreement requires a minimum of  24,000 sq. ft. (size reduced from the original application to accommodate the pond related works); 

·                    Site lighting and audio system;

·                    “Animated” Water Fountain (summer);

·                    Reflecting pool including a separate circulation, filtration and aeration system for reflecting pool during summer, and;

·                    Site Furnishings.

 

Additional funding would achieve the agreement requirements as well as to provide all necessary supporting elements such as lighting, music, summer reflecting pool, a water fountain and site furnishings. Staff believes that additional funding in the amount of $600,000 for a total budget of $4,130,000 is sufficient to construct what is represented on the conceptual site plan.   The contributions from the Province and the Federal Government are limited to $1.0 million each.  The RInC program has a maximum amount of funding per project of $1.0 million.  

 

Sediment

The Civic Centre Artificial Ice Rink construction will include draining the existing pond.  This will leave the pond dry and expose the sediment that has collected over the years on the bottom.  The Asset Management Department proposes to hire a consultant to evaluate the quantity and quality of the sediment before the pond is drained.  The consultant will recommend what the preferred course of action with respect to the sediment is. Asset Management will report back to Council once the consultant prepares recommendations and cost estimates.  Funding for this work would be out of scope of the artificial ice rink and would need to be funded from other sources.

 

            Aeration System

The pond currently has an aeration system which helps to maintain the cleanliness of the water.  This system includes infrastructure which will be affected by the ice rink construction.  The construction design will include the consideration of the current aeration system and the relocation and reengineering of its components.  Asset Management has been investigating the improvement of the current aeration system and will work with the project team to incorporate the new system into the construction plan.

 

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

Funding for the rink project is $3,530,000 on a 1/3 shared basis with province of Ontario, and Government of Canada (up to a maximum of $1,000,000 per project from the Province and $1,000,000 from the Federal Government).  Additional funding in the amount of $600,000 is requested to be funded from the Development Charges reserve (90% of $600,000) and Lifecycle Replacement and Capital Reserve Fund (10% of $600,000) and transferred to a Capital Project to be set up separately.

 

The Parks DC Reserve currently has a balance of $32M and therefore the additional requirement of $540K to complete the project will have minimal impact at this time.  Urban Design anticipates that expenditure reductions can be realized in the development of future parks (Town-wide) to offset this additional expenditure. Staff will be reporting back to Council on the five and ten year Parks Capital Program in 2010.

 

Below is a financial update for the Civic Centre Skating Rink project:

 

 

 

HUMAN RESOURCES CONSIDERATIONS

Not Applicable

 

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

This project is aligned directly to the Integrated Leisure Master Plan for Parks, Recreation, Culture, and Libraries under the Building Markham’s Future Together Plan.

 

 

BUSINESS UNITS CONSULTED AND AFFECTED:

The Finance and Purchasing Departments have been consulted in the preparation of this report.

 

 

RECOMMENDED

                            BY:    ________________________          ________________________

                                      Brenda Librecz,                                  Jim Baird

                                      Commissioner, Community                 Commissioner,

                                      And Fire Services                               Development Services

 

 

 

ATTACHMENTS:

Appendix A: Resolution of Council Meeting No 12, September 15, 2009

Appendix B: Conceptual Site Plan of the Artificial Ice Rink

Appendix C: Conceptual Floor Plan of the New Building

Appendix D: Conceptual Elevation of the New Building

 

 

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