City of Sarnia MEDIA RELEASE. Release of Four Reports from May 29, 2017 Agenda

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1 City of Sarnia MEDIA RELEASE DATE: May 24, 2017 RELEASE DATE: Immediate FROM: SUBJECT: Margaret Misek-Evans, Chief Administrative Officer Release of Four Reports from May 29, 2017 Agenda The City of Sarnia is releasing four staff reports related to the Centennial Park Project. The staff reports will be included in the May 29, 2017 Regular Council Agenda, and are being released prior to the full agenda in response to inquiries received from media and the public. The following reports are attached: Engineering Department: Centennial Park Remediation - Site Services Building Engineering Department: Harbour Road Infrastructure Restoration of Disturbed Areas Parks and Recreation Department: Naming Rights and Sponsorship Agreement for the Outdoor Stage and Gathering Area Centennial Park Parks and Recreation Department: Centennial Park Boat Ramp For further information, please contact: Margaret Misek-Evans, Chief Administrative Officer Marg.evans@sarnia.ca or ext. 3230

2 THE CORPORATION OF THE CITY OF SARNIA People Serving People ENGINEERING DEPARTMENT OPEN SESSION REPORT TO: FROM: Members of Sarnia City Council Bryan Prouse, P.Eng., Acting Director of Engineering DATE: May 29, 2017 SUBJECT: Centennial Park Remediation- Site Services Building Recommendations: It is recommended: That Sarnia City Council approves the transfer of an additional $268, including non-rebateable HST, for the additional costs required to renovate the Site Services Building in Centennial Park Site Remediation Phase 2 and Phase 3 project from the Capital Revolving Reserve. Background: Council approved the Centennial Park Remediation Plan Phase 2 and 3 on June 20, 2016 when the tender was brought forward for consideration in conjunction with the award for the Harbour Road Watermain Project. As stated in the June 20, 2016 report, renovation of the Dow People Place to an AODA (Accessibility for Ontarians with Disabilities Act) and CPTED (Crime Prevention through Environmental Design) compliant Central Gathering Area with an Activity Centre was included as a component of the project. On the advice of Project Consultants, Golder Associates, Bre-Ex Construction was recommended by staff to undertake the park remediation plan and the watermain project. Under this arrangement, Bre-Ex Construction became the Contractor and Golder Associates Construction Division became the Contract Administrator providing project design and management services on behalf of the client, which is the City. The Dow People Place was renovated to incorporate new change rooms, public washrooms, concession area, mechanical room, water and sanitary servicing. The tender documents included a fixed dollar amount for the

3 plumbing, mechanical and electrical renovations, which was established by the Contract Administrator, for all tenderers to include in their bid for the project. An addendum was issued during the tender period to increase the original lump sum cost to $710, including non-rebateable HST in the original award amount. Comments: The tender includes several line items for the Site Services Building for the plumbing, mechanical and electrical renovations in the Site Services Building. The renovations include new AODA change rooms, AODA public washrooms, concession area, mechanical room, water and sanitary servicing, new roofing, new interior walls, floors, ceilings, windows and doors, and new exterior cladding with graffiti resistant coating, hydronic heating system for heating and trimming the building and radiant ceiling mounted convectors, a ductless split cooling unit for the kiosk and change room areas. As-built drawings of the existing Dow People Place could not be located for use in the design of the new facilities. Many concealed features were not known until the Contractor began the demolition of the existing building and, as a result, additional work was required (including structural reinforcement of exterior walls, roof insulation and vapour barrier, additional demolition of interior walls and sections of the floor slab due to original methods of construction, and the replacement of 2 electrical panels that were stolen from the job site after the tender closed but before the award of the contract). Additional features to meet the Building Code and AODA were incorporated during construction. Change orders were brought forward and addressed by staff in 2016 and again in April, 2017 by the Contract Administrator after working directly with the Contractor on the changes to keep the project moving forward. Over the past several weeks, City staff reviewed the recent change orders with the Contract Administrator and is bringing the costs that are over and above the existing project contingency forward for Council s approval. The cost of these additional works was over and above the lump sum figure included in the original tender. As a result, change orders in the amount of $521, including non-rebateable HST, were required to finance these unforeseen extras. The final cost of the Site Services Building will be $1,232, including non-rebateable HST. Consultation: The Chief Administrative Officer, Superintendent, Environmental Services, City Solicitor, and Director of Finance were consulted in the preparation of this report.

4 Financial Implications: Staff is recommending that Council approve spending $268,933.28, including the non-rebateable portion of HST, from the Capital Revolving Reserve. The other $252, extra cost of the Site Services Building was funded through the contingency allowance included in the construction contract with Bre-Ex Construction. The current uncommitted balance of the Capital Revolving Reserve account is $1,057,175. Prepared by: Approved by: Bryan Prouse, P.Eng. Acting Director of Engineering Margaret Misek-Evans Chief Administrative Officer Attachment(s): none

5 THE CORPORATION OF THE CITY OF SARNIA People Serving People ENGINEERING DEPARTMENT OPEN SESSION REPORT TO: FROM: Members of Sarnia City Council Bryan Prouse, P.Eng., Acting Director of Engineering DATE: May 29, 2017 SUBJECT: Harbour Road Infrastructure Restoration of Disturbed Areas Recommendations: It is recommended: That Sarnia City Council approves the transfer of an additional $401, (including the non-rebateable portion of H.S.T.) to the Harbour Road Watermain Project from the 2017 Watermain, Sanitary and Storm Sewer Replacement Various Locations Capital Budget. Background: On February 29, 2016, staff reported to Council that the outcome of the Environmental Assessment (EA) for the shoreline work associated with the remediation of Centennial Park caused a revision to the original conceptual plan for the park. The original plan would have moved the seawall into the bay to provide space for the on-site storage of contaminated soil and avoid very significant extra project cost. As a result of the EA, it was determined on the advice of the project consultants, Golder Associates, to move the seawall approximately 10 metres (30 feet) northerly to avoid encroachments into the natural habitat of the bay. This re-design and the resulting relocation of some park amenities necessitated the replacement of the existing watermain servicing the Harbour Road area, which ran through the most heavily contaminated section of the park. The Harbour Road Watermain capital project was on the City s list of priorities for replacement and was expedited to be completed in conjunction with the Park remediation. At that time, it was believed that the existing sanitary sewer main through the park could be relined to strengthen it and extend its service life. Staff advised that they would bring forward the Harbour Road Watermain capital project for Council s approval in the spring.

6 Council approved the Harbour Road Watermain Project on June 20, 2016 when this tender was brought forward for consideration in conjunction with the award for Centennial Park remediation. As stated in the June 20, 2016 report, leaving the existing watermain in place adjacent to new park amenities was not seen as a reasonable course of action. On the advice of Project Consultants, Golder Associates, Bre-Ex Construction was recommended by staff to undertake the park remediation and the watermain project. Under this arrangement, Bre-Ex Construction became the Contractor and Golder Associates Construction Division became the Contract Administrator providing project management services on behalf of the client, which is the City. The contract is structured such that there is a combination of stipulated pricing and separate pricing, as provided in the overall tender submissions. The June 16, 2016 report stated that the total amount of the Harbour Road Watermain Project was $1,413, On October 24, 2016, staff reported back to Council on the Harbour Road Watermain project citing that unforeseen conditions onsite and contamination in the soil created unpredictable impairment to the existing infrastructure and impeded planned construction procedures. Due to this, the sanitary sewer servicing Harbour/Seaway Road as well as Centennial Park required replacement and alignment and undocumented watermains/servicing in the park also had to be properly decommissioned. Service disruptions were experienced by local businesses at that time due to these complications and the schedule of the work on the park was impacted. With the added work, Council approved the transfer of an additional $800,000 to the Harbour Road Watermain Project from the Watermain, Sanitary and Storm Sewer Replacement Various Locations Capital Budget to complete this additional work on the sanitary sewer main on a time and materials basis. As stated in the October 24, 2016 report, works were undertaken at the direction of staff to the Contract Administrator for the Contractor to proceed with the additional infrastructure replacement immediately to respond to the impairments, minimize impact on customers by restoring services and proceed with the construction of the park. Comments: Restoration of all areas affected by the installation of the sanitary sewer across Centennial Park could not be completely assessed at the time of the October 24, 2016 report. Staff was recently notified of restoration requirements in two parking lots and across a span of the Phase 1 area of

7 Centennial Park with a change order provided by the Contract Administrator on May 16, The Contract Administrator has evaluated the restoration works to include: an area approximately 4600m2 in the Phase I area of the park which requires rough grading and fine grading, topsoil and hydro-seeding of grass mixture, 290m2 in the parking lot off of Harbour Road which requires asphalt repairs, curb and island repairs, and 1300m2 in the parking lot located off of Front Street which also requires asphalt repairs, curb and island repairs. The change order provided to the City for these works amounts to $401, (including the non-rebateable portion of H.S.T.) for the Contractor to complete the works. City staff have reviewed the change order and concur with the estimated works and pricing. Consultation: The Chief Administrative Officer, Superintendent, Environmental Services, City Solicitor, and Director of Finance were consulted in the preparation of this report. Financial Implications: Staff is recommending that Council approve the transfer of $401, (including the non-rebateable portion of H.S.T.) from the 2017 Watermain, Sanitary and Storm Sewer Replacement Various Locations Capital Budget to the Harbour Road Watermain/Sewer Project to complete the surface restoration of areas disturbed by the replacement of the infrastructure. Prepared by: Approved by: Bryan Prouse, P.Eng. Acting Director of Engineering Margaret Misek-Evans Chief Administrative Officer Attachment(s): none

8 THE CORPORATION OF THE CITY OF SARNIA People Serving People PARKS AND RECREATION DEPARTMENT OPEN SESSION REPORT TO: FROM: Members of Sarnia City Council Rob Harwood, Director of Parks and Recreation DATE: May 29, 2017 SUBJECT: Naming Rights and Sponsorship Agreement for the Outdoor Stage and Gathering Area Centennial Park Recommendation: It is recommended: 1. That Sarnia City Council approves Suncor Energy Inc. as the Naming Rights and Sponsorship Proponent for the Outdoor Stage and Gathering Area within Centennial Park; 2. That Sarnia City Council establish a Reserve Account for the funds received through this agreement to be used for Capital and Amenities improvements within the park space defined as the Outdoor Stage and Gathering Area; and 3. That the Mayor and Clerk be authorized to sign the necessary documents. Background: In conjunction with the Centennial Park remediation plan and project, Council approved and authorized staff to pursue funding support for park amenities through grants and sponsorships. A Friends of Centennial Park program was established and staff sought opportunities for sponsorship, including the submission of an application for funding in the Fall of 2016 to the Suncor Foundation. City staff was informed in December of 2016 that the submitted application to the Suncor Energy Foundation, requesting Support and Sponsorship funding for the Centennial Park Outdoor Stage and Gathering Area, was approved in the amount of $250,000.

9 Under the direction of the Council approved Corporate Sponsorship and Advertising Policy and Guidelines, staff actively explore potential funding and partnership opportunities. This partnership is in alignment with the redevelopment of Centennial Park and the Sarnia Waterfront and will provide a positive impact for the Sarnia-Lambton community. Comments: Staff have negotiated, developed and achieved consensus with Suncor on the terms and conditions of the multi-year Naming Rights and Partnership agreement for the Outdoor Stage and Gathering Area with representatives from Suncor. The Agreement is in the By-Law section of the agenda for Councils consideration and approval. A formal Public announcement and acknowledgement will be made as part of the June 17 th, 2017 Everything Ontario and Centennial Park re-opening event. The new name for this facility and immediate surrounding area will be known as the Suncor Agora. The name was received through an internal poll of Suncor employees conducted by the staff of Suncor. Historically, the Agora was the central public space in ancient Greek city-states and, as such, Suncor employees felt this term captured the true essence of this space for our community and also connects very strongly to Suncor s values. The literal meaning of the word is "gathering place" or "assembly". The agora was the center of athletic, artistic, spiritual and political life of the city. Sponsorship benefits are outlined in the agreement and include but are not limited to: Facility Name Name recognition in all print, online publications and rental permits ½ page ad in the Parks and Recreation Community Activity Guide annually Three exclusive use permits for rental of the space annually at no charge. Facility Signage Staff appreciates the concerted efforts of all parties involved during this negotiation and process and look forward to working with Suncor with the common goal of enhancing the success of Centennial Park, the waterfront and the Suncor Agora to the mutual benefit of the community, City and Suncor.

10 Consultation: The Chief Administrative Officer, Parks and Recreation Department, Finance Department, Legal Services and Suncor were consulted. Financial Implications: $250, one-time lump sum payment has been made to the City of Sarnia for the 12 year commitment. Upon approval and direction from Council, funds received will be allocated to the Suncor Agora Capital Reserve Account. Expenditures from the Suncor Agora Capital Reserve Account will be used towards enhancements and improvements to the Suncor Agora facility and immediate surrounding area and may include but is not limited to security cameras, seating, shade cover, stage flooring, lighting and pathways at the discretion of the Parks and Recreation Director and or Manager of Recreation and Planning in consultation with representatives of Suncor. Expenditure reports will be provided to Sarnia City Council annually. It is expected that Security Cameras providing coverage to the building and surrounding area will be installed in June of Reviewed by: Approved By: Rob Harwood Director of Parks and Recreation Margaret Misek-Evans Chief Administrative Officer This Report was prepared by Ryan Chamney, Manager of Recreation and Planning. Attachment(s): none

11 THE CORPORATION OF THE CITY OF SARNIA People Serving People PARKS AND RECREATION DEPARTMENT OPEN SESSION REPORT TO: FROM: Members of Sarnia City Council Rob Harwood, Director of Parks and Recreation DATE: May 29, 2017 SUBJECT: Centennial Park Boat Ramp Recommendation: It is recommended: 1. That Sarnia City Council receives this report for information; and 2. That Sarnia City Council waives boat launch fees until such time as the new boat launch is constructed and ready for use. Background: On February 29, 2016, City Engineering staff reported to Council that the outcome of the Environmental Assessment (EA) for the shoreline work associated with the remediation of Centennial Park caused a revision to the original conceptual plan for the park. The original plan would have moved the seawall into the water to provide space for the on-site storage of contaminated soil. As a result of the EA, it was determined on the advice of the project consultants, Golder Associates, to move the seawall approximately 10 metres (30 feet) northerly to avoid encroachments into the natural habitat of the bay. The February report further explained that: As a result of moving the seawall northerly by 10 metres, a significant amount of space would no longer be available for placement and capping of contaminated material. Removal of the material off-site is not economically feasible (4 to 5 times the cost of managing it on-site). Therefore, through consultation with Golder Associates, the best and most feasible option is to use the entire parking lot area associated with the existing boat launch and convert this area to a bermed green space which would allow for the placement and capping of a significant amount of contaminated material on

12 site. In the original proposal, a small portion of this parking lot was being salvaged to remain as additional parking space for park users. The north portion of the Centennial Park parking lot off of Harbour Road, across from the Harbourfront Inn, will be maintained for park users. Council approved the award of the Centennial Park Remediation Plan Phase 2 and 3 on June 20, 2016 when the tender was brought forward for consideration in conjunction with the award for the Harbour Road Watermain Project. This project included construction of the new boat launch and completion of the paving for the Sarnia Bay Marina. On the advice of Project Consultants, Golder Associates, Bre-Ex Construction was recommended by staff to undertake the park remediation plan and the watermain project. Under this arrangement, Bre-Ex Construction became the Contractor and Golder Associates Construction Division became the Contract Administrator providing project design and management services on behalf of the client, which is the City. An open session report from the City Engineer on January 16, 2017 detailed ongoing challenges with the construction of the new Centennial park boat launch. Soil conditions at the location of the new ramp were unsuitable for the installation of the inflatable cofferdam bag for the control of water. Bre- Ex Construction also installed steel sheet piles with a clay berm to assist with the control of the water but the water was then found to infiltrate under the piles and flood the boat ramp excavation. While initial plans were to construct the new boat ramp prior to removing the existing ramp, the challenges with damming the water to allow construction forced a change in plans. As indicated in the January, 2017 Council report, Golder Associates requested the City immediately release the existing boat ramp for demolition to avoid delays in park remediation. Construction in the park was staged to complete the underground infrastructure followed by remediation of the contaminated soil from east to west. The on-site storage of contaminated material was required to avoid the multi-million dollar cost of offsite disposal, but also required the work to be carried out in a planned manner to avoid cross-contamination of clean areas as the contaminated soil was handled. Without release of the existing boat ramp at that time, site remediation activities would have come to a standstill as would park restoration activities. Bre-Ex Construction and Golder Associates have reassessed site conditions and modified designs and construction strategies for the proposed ramp and continue to hold discussions with the City regarding completion of the boat

13 ramp within the current contract. The attached table indicates the current status of the Centennial Park remediation and Harbour Road infrastructure projects. Staff do not have a completion date for the new boat ramp at this time. Comments: As a result of the delays in boat ramp construction, City staff has worked with Dave Brown of Bridgeview Marina to ensure that recreational boaters, anglers and area emergency response units still have reasonable use of the boat ramp at Bridgeview Marina, on Marina Rd in Point Edward until such time as the new ramp is available. Staff has worked diligently with Bridgeview operators to assess and improve the ramp at Bridgeview to ensure safe use by Community boaters. Some expenses have been incurred through retrofitting of the Bridgeview Ramp and additional Part Time staffing was introduced to assist boaters through the busy Bluewater Anglers Salmon Derby. Improvements to the Bridgeview ramp will continue to provide back-up or secondary access for emergency responders, as needed post new ramp construction. Bridgeview Marina is maintaining records of additional operating costs associated with serving the recreational boating community and patrons of the Sarnia Bay Marina. Bridgeview is unable to collect fees for ramp use as there is no infrastructure available for automated payments and it is not financially feasible to provide additional staff or infrastructure for this purpose during this interim period. Further, providing free access to boat launch services assists in offsetting the inconvenience of not having the City boat ramp available. Staff are recommending the adoption of a Council resolution recognizing the need to waive boat ramp fees until the new boat ramp is available and operational. The recent salmon derby was successful and Dave Brown has received personal thanks from the organizers for stepping up to assist the City during this time. Mr. Brown has also received written acknowledgement from local marine operators for his assistance in launching boats in an efficient manner. Staff are very appreciative of Mr. Brown s efforts to assist the City during this period and continue to work closely with Bridgeview to manage this interim arrangement within reasonable cost. Consultation: The Parks and Recreation Department, Engineering Department, Chief Administrative Officer, Finance Department and Bridgeview Marina were consulted.

14 Financial Implications: The estimated cost of retrofitting the Bridgeview Marina ramp includes inkind costs of Public Works and Parks & Recreation staff as well as backhoe services of an external Contractor to place gravel and concrete materials in the bay. External costs are estimated at $7, including the nonrebateable HST and will be paid from the Sarnia Bay Capital Improvements Reserve (#6335). Additionally, Bridgeview Marina incurred costs for extra boat launch attendants during the fishing derby as well as on-site security during that period to ensure the security of expensive fishing equipment. Going forward, staff and Bridgeview will negotiate an arrangement for extra boat launch attendants during busy weekend periods to manage traffic and assist recreational boaters navigate the confined space in the vicinity of the ramp. Costs will be tracked and reported to Council with a funding source identified. Prepared by: Approved by: Rob Harwood Director of Parks and Recreation Margaret Misek-Evans Chief Administrative Officer Attachment: Current Status of Centennial Park Remediation and Harbour Road Infrastructure Projects

15 Attachment - Current Status of Centennial Park Remediation and Harbour Road Infrastructure Projects Project Component Status Comments The relocation of topsoil scraped from the limits of the park within Harbour Road, Sarnia Bay, the Dow People Place and the southern limit of the Phase 1 remediation project, and construction of a berm in the current parking lots. Contractor s fencing in western limits of project being replaced by snow fence provided by the City. The snow fence will protect seeded areas until the first cut of new grass. Construction of the new boat launch and completion of the paving for the Sarnia Bay Marina New armour stone seawall extending from the promenade (at the former MacLean Centre) to the boat fuel station New seawall promenade Removal and grinding of the material stockpiled in the Point Lands for use as the environmental cap Incomplete See discussion on Boat Ramp in this report. Incomplete Material to be left in place and shaped into a berm in the Point Lands as per December 12, 2016 Council report. Completion pending resolution of boat ramp construction. Renovation of the Dow People Place to an AODA and Crime Prevention through Environmental Design (CPTED) compliant Central Gathering Area with an Activity Centre featuring change rooms, washrooms, stage, electrical room and an information/concession booth Accessible playground structure equipped with safe play surfaces In Progress Nearing completion; additional funds required as per Council report of May 29, 2017; corporate sponsorship secured for this facility as per Council report of May 29, Features funded through donations by

16 Project Component Status Comments Accessible Healing Garden and compatible vegetation Accessible pathways with charge stations for mobility equipment Protection of the existing memorial tree and rare species tree Planting of a new indigenous trees and shrubs Relocation of the Footsteps of Courage Memorial and reinstatement of the VON Memorial and the Victims of Chemical Valley statue Replacement of Harbour Road watermain Replacement of Harbour/Seaway/Centennial sewer main In Progress Bluewaterland Rotary and Friends of Centennial Park as per Council report of June 20, % complete; to be finalized when topsoil is placed and concrete plaza is constructed Note that not all of the Footsteps have been repaired yet; staff will complete installation as repairs to footsteps are completed. Added to the project by Council reports of February 29, 2016 and June 20, 2016 Added to the project by Council report of October 24, Restoration of surface features disturbed by infrastructure installation Incomplete See Council report of May 29, 2017 regarding change order for restoration works. Installation of Level 2 Type C Pedestrian Crossover on Front Street and new solar powered Bus Shelter In Progress 95% complete; installation of solar crossing to be completed by Bluewater Power. Added to the project by

17 Project Component Status Comments Council report of October 3, 2016; seeking corporate sponsorship from Shell Canada as per Council report of May 1, 2017.