Township of Centre Wellington Special Council Agenda Wednesday, July 12, 2017 1:00 pm Council Chamber, 1 MacDonald Square, Elora Page 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 3. CONFIRMATION OF AGENDA 3.1 Recommendation: THAT Council of the Township of Centre Wellington confirms the agenda for the special meeting held July 12, 2017. 4. DELEGATIONS 5. CONSIDERATION OF REPORTS 5.1 Tender Award Committee Recommendation - RFT#19-17 for the Fergus Grand Theatre Renovation Report from W. Snarr, Managing Director of Corporate Services COR2017-44 - Pdf Recommendation: THAT the Council of the Township of Centre Wellington approve the amended funding for the Fergus Grand Theatre Renovation project as outlined in the minutes of the June 19, 2017 Tender Award Committee meeting. 5.2 Recomendation for Award of Request for Tenders RFT#16-17 (Reconstruction of Colborne Street, Elora) and RFT #03-17 (Replacement of Structure 27-WG) Report from W. Snarr, Managing Director of Corporate Services COR2017-45 - Pdf Recommendation: THAT the Council of the Township of Centre Wellington award the following two tenders: 3-8 9-16 1. Tender #RFT16-17 for the reconstruction of Colborne Street, Elora, to Drexler Construction Limited of Rockwood in the amount of Page 1 of 16
$1,143,552.40 inclusive of contingency allowance of $80,000 and excluding the HST, 2. Tender #RFT 03-17 for the Reconstruction of Sideroad 20 and Replacement of Structure 27-WG at Irvine Creek in the former Township of West Garafraxa to Sierra Bridge Inc. of Woodstock in the amount of $1,765,149.50 inclusive of contingency allowance of $125,000 and excluding the HST. and, further THAT funding for these two projects be amended as outlined in Corporate Services Report COR2017-45 dated July 12, 2017. 6. DISCUSSION ITEMS 6.1 Financial Brainstorming a) 2% Capital Levy - Impact on Operating Budget b) Allocation of OLG Slot Funds c) Financial Policy Setting, ie. Dog Licensing/Revenue Neutral d) Community Engagement Strategy for the Jack R. MacDonald Trust e) The establishment of a committee with citizen representatives, implementation of a reporting mechanism to measure performance, and earlier participation by Council in the budget process. 7. QUESTIONS FROM THE MEDIA 8. CONFIRMATORY BY-LAW 8.1 A By-law to confirm the actions of Council Recommendation: THAT By-law 2017-48 to Confirm the Proceeding of Council at its meeting held July 12, 2017 be introduced a first, second and third time and passed in open Council. 9. ADJOURN Page 2 of 16
Report to Council To: Mayor Linton and Members of Council Prepared By: Wes Snarr, Managing Director of Corporate Services Report: COR2017-44 Date: 12 Jul 2017 RE: Tender Award Committee Recommendation - RFT#19-17 for the Fergus Grand Theatre Renovation Recommendation: THAT the Council of the Township of Centre Wellington approve the amended funding for the Fergus Grand Theatre Renovation project as outlined in the minutes of the June 19, 2017 Tender Award Committee meeting. Summary: As the financial analysis in the attached minutes of the June 19, 2017 Tender Award Committee meeting show, there is more than sufficient funding available for the Fergus Grand Theatre Renovation project. Report: The Tender Award Committee has made the above recommendation for Council's consideration. The impact is to fund the ceiling painting from the Theatre Capital Reserve, and return a total of $91,500 to capital reserves ($71,930 to the OLG Slots Reserve, and $19,570 to the General Capital Reserve). All of the project costs except for the ceiling painting are eligible for Canada 150 Grant funding. Attachments: Minutes - Tender Award Committee 19 June 2017 Approved By: Andy Goldie, Chief Administrative Officer Page 3 of 16
June 19, 2017 @ 2:25 P.M. Veteran s Hall A Township of Centre Wellington Minutes - Tender Award Committee PRESENT: Kelly Linton, Mayor Andy Goldie, Chief Administrative Officer Brian Detzler, Managing Director of Community Services Wes Snarr, Managing Director of Corporate Services/Treasurer Sandi Wiles, Senior Buyer SUBJECT: Results and recommendation for award of Request for Tender RFT#19-17 for the Fergus Grand Theatre Renovation RECOMMENDATION That the Council of the Township of Centre Wellington approve the amended funding of the Fergus Grand Theatre Renovation project as outlined in the minutes of the June 19, 2017 Tender Award Committee meeting. COMMENTARY Managing Director of Corporate Services/Treasurer Wes Snarr gave a verbal report regarding Report COR2017-43 (copy attached). As shown in the financial analysis attached to Report COR2017-43, the total estimated project cost is within the available funding. The committee reviewed the estimated project costs and funding, and is recommending that these be amended to include repainting the historically designated stamped tin ceiling, to be funded entirely from the Theatre Capital Reserve. The net effect is transfer $91,500 back to the Slots and General Capital reserves. The Township s purchasing by-law allows a Tender Award Committee made up of the Mayor, CAO, Treasurer and the Department Head (or their designates) to award a tender not exceeding $1,000,000, that is within budget allocations, to the lowest responsive and responsible bidder. The bid from IntegriBuild Construction Limited met all of the above criteria, and the Committee made the award as recommended in Report No. COR2017-29. While the total estimated project cost is within the available funding, the aforementioned funding amendments require Council s approval. Meeting adjourned at 2:40 A.M. Next Meeting The next Tender Award Committee meeting will be set by the Managing Director of Corporate Services/Treasurer as required. Page 4 of 16
RFT#19 17 Fergus Grand Theatre Renovation Financial Analysis AMENDED Estimated Project Cost Price as Bid 277,925 Add: Estimate for exterior work 54,000 Estimate for Engineering 25,000 Separate price to replace existing electrical branch circuit panels and trace existing branch circuits 6,250 sub total 363,175 Non refundable portion of the HST @ 1.76% 6,392 Expenditures to date 24,872 Estimated project cost before allowance for contingency 394,439 Add: allowance for contingency @ 20% 78,888 Estimated project cost before allowance for painting ceiling 473,327 Add: allowance for painting ceiling 35,000 Total Estimated Project Cost 508,327 Rounded 508,500 'A' Available Funding Approved Capital Budget Recommended Ammended Funding Adjustment Net Theatre Capital Reserve OLG Slots Reserve Gen Cap Reserve 25,000 10,000 35,000 315,430 71,930 243,500 19,570 19,570 0 Canada 150 Grant 0 230,000 230,000 Total 360,000 148,500 508,500 'B' Net 148,500 0 = 'A' 'B' Page 5 of 16
Report No. COR2017-43 THE TOWNSHIP OF CENTRE WELLINGTON REPORT TO TENDER AWARD COMMITTEE TO: Committee Members DATE: June 19, 2017 SUBJECT: RECOMMENDATION FOR AWARD OF TENDER T-19-17 FOR THE FERGUS GRAND THEATRE RENOVATION RECOMMENDATION: THAT the Committee award Request for Tender RFT#19-17 for the Renovation of the Fergus Grand Theatre to the lowest responsible and responsive bidder, IntegriBuild Construction Management Inc. of Cambridge in the amount of $284,175.46 including optional replacement of existing electrical branch circuit panels in the amount of $6,250.00, and excluding the HST. REPORT: The scope of work is for the renovation of the Fergus Grand theatre located at 244 St. Andrew Street West, Fergus, including the demolition of the existing sidewalk, removal of existing windows/doors, pour a new raised concrete sidewalk, installation of new accessible doors, and renovation of the Theatre lobby to provide regular and accessible washrooms, toilets, taps, and miscellaneous equipment in the washrooms. The Request for Tender included separate, stipulated lump sum prices which the Township may exercise at its sole discretion for 1) the replacement of existing electrical branch circuit panels, and 2) to repaint the historically designated stamped tin ceiling. Of these two, only item 1) is an eligible expense under the Ontario150 Community Capital Program grant program. The Request for Tender was advertised on the Townships Bids & Tenders web site https://centewellington.bidsandtenders.ca/ and the approved web site www.opba.com. The following six (6) firms submitted a response in the amounts as listed below (prices exclude the HST): Construction Solutions ASI Inc. (Mississauga) 215,000.00 IntegriBuild Construction Management Inc. (Cambridge) 277,925.46 James Keating Construction (1984) Limited (Elora) 302,400.00 CPM Construction Management Inc. (Kitchener) 322,500.00 MJK Construction Inc. (Mississauga) 342,242.00 Melloul-Blamey Construction Inc. (Waterloo) 375,803.00 The bids were checked for errors and omissions by staff and none were found. Page 6 of 16
The bid received from Construction Solutions ASI Inc. does not meet the mandatory experience requirements for 3 similar projects in the last 5 years that are equal in size, complexity and service requirements and can therefore not be considered for award. The financial analysis of the bid received from IntegriBuild Construction Management Inc. on the attached Appendix shows that the total estimated project cost based on the bid is within the available funding. The Township s purchasing by-law (no. 2013-093, schedule B article no. 27) allows a Tender Award Committee made up of the Mayor, CAO, Treasurer and the Department Head (or their designates) to award a tender not exceeding $1,000,000, that is within budget allocations, to the lowest responsive and responsible bidder. The bid from IntegriBuild Construction Management Inc. meets all of the foregoing criteria; the committee may therefore make the award. ATTACHMENTS: Financial Analysis. PREPARED BY: APPROVED BY: Wes Snarr, Managing Director of Corporate Services Wes Snarr, Managing Director of Corporate Services Page 7 of 16
RFT#19 17 Fergus Grand Theatre Renovation Financial Analysis Estimated Project Cost Price as Bid 277,925 Add: Estimate for exterior work 54,000 Estimate for Engineering 25,000 Separate price to replace existing electrical barnch circuit panels and trace existing branch circuits 6,250 sub total 363,175 Non refundable portion of the HST @ 1.76% 6,392 Expenditures to date 24,872 Estimated project cost before allowance for contingency 394,439 Add: allowance for contingency @ 20% 78,888 Total Estimated Project Cost 473,327 Rounded 473,330 'A' Available Funding Theatre Capital Reserve OLG Slots Reserve Gen Cap Reserve Approved Capital Budget Recommended Amended Funding Adjustment Net 25,000 0 25,000 315,430 97,100 218,330 19,570 19,570 0 Canada 150 Grant 0 230,000 230,000 Total 360,000 113,330 473,330 'B' Net 113,330 0 = 'A' 'B' Page 8 of 16
Report to Council To: Mayor Linton and Members of Council Prepared By: Wes Snarr, Managing Director of Corporate Services Report: COR2017-45 Date: 12 Jul 2017 RE: Recomendation for Award of Request for Tenders RFT#16-17 (Reconstruction of Colborne Street, Elora) and RFT #03-17 (Replacement of Structure 27-WG) Recommendation: THAT the Council of the Township of Centre Wellington award the following two tenders: 1. Tender #RFT16-17 for the reconstruction of Colborne Street, Elora, to Drexler Construction Limited of Rockwood in the amount of $1,143,552.40 inclusive of contingency allowance of $80,000 and excluding the HST, 2. Tender #RFT 03-17 for the Reconstruction of Sideroad 20 and Replacement of Structure 27-WG at Irvine Creek in the former Township of West Garafraxa to Sierra Bridge Inc. of Woodstock in the amount of $1,765,149.50 inclusive of contingency allowance of $125,000 and excluding the HST. and, further THAT funding for these two projects be amended as outlined in Corporate Services Report COR2017-45 dated July 12, 2017. Summary: Report: The Requests for Tender were advertised on the Bids & Tenders web site https://centewellington.bidsandtenders.ca/, and on the approved web site www.opba.com. Request for Tender RFT#16-17 Reconstruction of Colborne Street, Elora The scope of work is for the reconstruction of Colborne Street from Geddes Street to North Queen Street, Elora, and includes earth excavation, granular base, hot mix asphalt, storm sewer, watermain, sanitary sewer, concrete curb and gutter, concrete sidewalk, underground hydro/utilities and street lighting. The attached map (Appendix 'A') shows the extent of the reconstruction. Page 9 of 16
All underground works including utilities are to be completed to granular roadbase by October 20, 2017 between Geddes Street and Princess Street, and all works are to be completed by December 16, 2017. The following three (3) firms submitted a response in the amounts as listed below (prices exclude the HST, and include allowance for contingency in the amount of $80,000). Drexler Construction Limited (Rockwood) $1,143,552.40 Steed and Evans Limited (St. Jacobs) 1,214,800.00 Terracon Underground Ltd. (Brantford) 1,307,290.17 The tenders were checked for errors and omissions, and mathematical errors were found in the tender submitted by Drexler Construction Limited. The price as bid was $1,144,352.40. The attached financial analysis (Appendix 'B') shows that the estimated total project cost exceeds approved funding by $123,184. It is recommended that this be funded by the adjustment to reserve transfers as shown in the Appendix. Request for Tender RFT#T-03-17 Reconstruction of Sideroad 20 and Replacement of Structure 27-WG at Irvine Creek (Former Township of West Garafraxa) The scope of work was initially for the reconstruction of Sideroad 20 and the replacement of Sructure 27-WG at the Irvine Creek between Fifth Line and Sixth Line in the former Township of West Garafraxa. The location of Structure 27-WG is as shown near the upper right hand corner of the attached map (Appendix 'C'). Subsequent to issuing RFT#-03-17 the scope was amended to remove the reconstruction of Sideroad 20, except for the sections approaching structure 27-WG which are required for the bridge replacement. The work includes removal of the existing structure, construction of a new single span precast concrete girder integral abutment bridge, including epoxy coated and uncoated reinforcing steel bar, glass fibre reinforced polymer bar, H-Piles, bearings, bridge deck waterproofing, parapet walls with railing, earth excavation, granular base, hot mix asphalt, steel beam guide rails, storm sewer, and concrete curb and gutter. All works are to be completed by December 15, 2017. The following four (4) firms submitted a response in the amounts as listed below (prices exclude the HST, and include allowance for contingency in the amount of $125,000): Sierra Bridge Inc. (Woodstock) $1,765,149.50 Toronto Zenith Contracting Limited (Concord) 1,916,416.00 Drexler Construction Limited (Rockwood) 1,978,376.25 Page 10 of 16
MTM-2 Contracting Inc. (Milton) 5,055,249.00 The bids were checked for errors and omissions and a unit price resulted in a significant mathematical error in the tender submitted by MTM-2 Contracting Inc. The price as bid was $2,132,249.00 The attached financial analysis (Appendix 'D') shows that the estimated total project costs is $41,930 less than available funding. The adjusted funding as shown in the Appendix is recommended. At the time this report was written, the Township was awaiting receipt of permit approval from the Ontario Ministry of Natural Resources and Forestry for Species At Risk (Redside Dace) Overall Benefit Plan under the Endangered Species Act. Financial Implications: See discussion above. Attachments: Appendix 'A' - Extent of Colborne Street Works Appendix 'B' - Colborne Street Reconstruction - Financial Analysis Appendix 'C' - Map - Structure Locations & Condition Appendix 'D' - Structure 27-WG Replacement - Financial Analysis Approved By: Andy Goldie, Chief Administrative Officer Page 11 of 16
A P P E N D I X 'A' Page 12 of 16
RFT#16 17 Reconstruction of Colborne Street Elora Financial Analysis Roads and Drainage Sanitary Sewers Water Works Total Estimated Project Cost Price as Bid 755,375.40 87,115.00 196,762.00 1,039,252.40 Add: Contingency Allowance 58,147.60 6,705.97 15,146.43 80,000.00 Add: Miscellaneous 17,662.33 2,036.94 4,600.73 24,300.00 Price as Bid 831,185.33 95,857.91 216,509.16 1,143,552.40 Add: non refundable HST @ 1.76% 14,628.86 1,687.10 3,810.56 20,126.52 sub total 845,814.19 97,545.01 220,319.72 1,163,678.92 Rounded 845,814 97,545 220,320 1,163,679 Add: estimate for engineering 69,050 7,963 17,987 95,000 Add: estimate for project manager 7,268 838 1,894 10,000 Add: costs to date 76,704 14,484 17,634 108,822 Total Estimated Project Cost 998,836 120,830 257,835 1,377,501 Less: billable items 16,124 13,193 29,317 Net cost to Township 982,712 107,637 257,835 1,348,184 Approved Funding OLG Slots Reserve 218,500 218,500 Gas Tax Reserve 141,500 141,500 Development Charges Reserve 540,000 150,000 690,000 Capital Reserve 25,000 150,000 Total 900,000 25,000 300,000 1,225,000 Net Over/ Under Budget 82,712 82,637 42,165 123,184 Recommended adjustment to reserve transfers: Appendix 'B' Capital Reserve 33,085 82,637 21,082 94,640 Development Charges Reserve 49,627 21,083 28,544 Sub Total 82,712 82,637 42,165 123,184 Net 0 0 0 0 Page 13 of 16
Wellington Rd 29 Second Line Third Line Fourth Line Third Line Third Line Wellington Rd 16 Fourth Line Fifth Line Fifth Line Fifth Line Sixth Line Sixth Line Seventh Line East-west Garafraxa Tl Page 14 of 16 Weisenberg Rd 36-P " 32-P Sr 5 Sr 11 Noah Rd " 5-P 4-P 23-P 33-P Eighth Line W 20-P Eighth Line E 21-P 22-P 19-P 38-P Sr 12 3-P Sr 14 A P P E N D I X 'C' " Wellington Rd 17 " Sr 10 6-P 1-P 28-P 18-P " Grand Inverhaugh 8-P 7-P Sixth Line E Third Line W Sr 5 Middlebrook Rd 9-P 31-P Wellington Rd 21 14-P 34-P 10-P 24-P " 11-P Wellington Rd 18 Fourth Line E 25-P 15-P 39-P 12-P 2-P 37-P Second Line E î í 26-P(15) First Line W 29-P 17-P 35-P 13-P Salem 16-P 30-P Alma " 1-EL 2017 Replacement 2017 Replacement Sr 4 Wellington Rd 7 7-N " 4-N 12-N " Elora 13-N Irvine St Ponsonby Sr 5 Gerrie Rd 8-N 6-N 2-EL # 9-N(10, 4.1m) 10-N Fourth Line 18-N 21-N 11-N 20-N Sr 6 N Wellington Rd 17 5-N Sr 10 Fergus Ennotville 3-N(10-18-26) Sr 15 Highway 6 Beatty Line N South River Rd Second Line Sixth Line 19-N 17-N Beatty Line N Guelph St Cumnock 2-N Sr 18 Highway 6 4-F 1-F 14-N 16-N 15-N 1-N 22-N Sr 10 Jones Baseline 25-WG 2-F 3-F Scotland St Jones Baseline 21-WG(10, 4m) First Line Living Springs 24-WG(5, 3m) Sr 10 2017 Pre-Construction Work 22-WG 23-WG River 29-WG(4m) 7-E(10) Speedside Sr 25 Metz 2017 Replacement 9-E 31-WG 6-E 20-WG & Sr 20 Sr 15 1-WG 8-E î í Sr 30 " 26-WG 32-WG 2-WG(15) 28-WG Belwood Lake 5-E 3-WG 4-E 2017 Replacement 16-WG(10) Oustic 19-WG 18-WG 17-WG " 27-WG 3-E(8, 3m) 30-WG " Shiloh Sixth Line Wellington Rd 19 5-WG 4-WG(5, 3m) 12-WG 15-WG 14-WG Sr 9 î í " Wellington Rd 18 Eramosa-garafraxa Tl 2-E 13-WG 1-E Seventh Line Belwood 6-WG 6B-WG Wellington Rd 26 11-WG 8-WG(10) 9-WG TOWNSHIP OF CENTRE WELLINGTON SR 10 Mimosa East-west Garafraxa Tl 2017 Replacement 7-WG 10-WG Bridge Number Former Municipality Code Bridge ID: 21-WG (10, 4m) Load Limit (tonnes) Height Limit (metres) Structure Condition Open (93) " Closed (15) 2017 Centre Wellington Structure Locations & Condition Updated: January, 2017 Load Restricted (11) Height Restricted (6) # Designated Heritage î í Narrow Structure Narrow Structure With One Lane Only 3 Year Replacement and Rehabilitation Schedule 2017 1-EL Victoria St. Pedestrian Bridge 27-WG Sideroad 20 9-WG Seventh Line 10-P Fourth Line 32-WG Third Line 2018 2-F St. David St. 24-P Third Line 170160 Middlebrook Place Boundary Road Culvert 18050 Woolwich St. Salem (County) 2019 31-WG Second Line 21057 Badley Bridge Metcalfe St. (County) 0 1 2 4 km 2016 The Township of Centre Wellington 1:85,000
RFT#03 17 Replacement of Structure 27 WG Financial Analysis Estimated Project Cost Appendix 'D' Price as Bid (includes contingency allowance of $125,000) 1,765,149.50 Add: non refundable HST @ 1.76% 31,066.63 Add: Estimate for Project Manager 10,000.00 Add: Expenses to Date 348,200.00 Add: Contract Administration 150,000.00 Total Estimated Project Cost 2,304,416.13 'A' Recommended Amended Funding Available Funding Adjustment Net Loan Dedicated Capital Levy 1,400,000 41,930 1,358,070 Dedicated Capital Levy 150,000 150,000 Grant Investing in Ontario (2007) 75,000 75,000 General Capital Reserve (2007) 75,000 75,000 Grant OCIF Application Based Top Up 646,346 646,346 Total 2,346,346 2,304,416 'B' Net Under Budget 41,930 41,930 0 = 'A' 'B' Page 15 of 16
Page 16 of 16