HomeMy WebLinkAboutCOD-015-09 AddendumC~aC.liCl~OII
Leading the Way
Unfinished Business
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE p
Date: March 30, 2009 ~1f Sc'Ilc.~o'~1~~ ('~ a~O~"~~
Report #: COD-015-09 (Addendum) File # By-law #
Subject: GARNET B. RICKARD RECREATION COMPLEX LEASE SPACE -COMMUNITY
CARE DURHAM
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the following:
1. THAT Report COD-015-09 (Addendum) be received;
2. THAT Council provide staff direction with respect to the proposal from Community Care Durham to
lease the vacant space at the Gamet B. Rickard Recreation Complex;
3. THAT should Council approve the Community Care Durham proposal, the project be funded from
the General Municipal Purpose Reserve to an upset limit of $600,000.00;
4. THAT staff be authorized to proceed with a lease extension for the Beech Street Community Care
Offices on a month to month basis at the monthly rate of $1,404.48, plus GST;
5. THAT the attached By-law marked Schedule "F" authorizing the Mayor and Clerk to Execute a
lease extension agreement be approved; and
6. THAT Community Car Durham and the Clarington Older Adults Board be advised of Councils
decision. ///"""
Submitted by: Reviewed by: ~ ~~~ ~~
Man Marano, H.B.Sc., C.M.O., Franklin Wu,
(~ Director of Corporate Services Chief Administrative Officer
I`~ Nanc Taylor, BBA, C.A.,
{ Director of FinancelTreasurer
MMUDBUcm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT COD-015-09 (Addendum) PAGE 2 OF 6
BACKGROUND AND COMMENT
1.1. At the Council Meeting of March 2, 2009, Report COD-015-09 (copy attached as Schedule "A") was
reviewed by Council and referred back to Corporate Services staff with the following directions:
1.1.1. THAT Community Care Durham continue to meet with Municipal Staff;
1.1.2. THAT a written report be prepared by staff and presented to the General purpose and
Administrative Services Committee as soon as possible:
1.1.3. THAT the report must include the needs, conditions and associated costs required to meet
Community Care Durham's (CCD) request;
1.1.4. THAT staff be authorized to spend up to $10,000.00; and
1.1.5. THAT LHIN's and the Ministry of Health and Long Term Care be advised of Council's decision.
1.2. As directed by Council, staff consisting of representatives from Corporate Services and Community
Services undertook the following:
1.2.1. Established an agreement with an architectural firm to provide professional services and advice
relating to the proposed renovations, prepare preliminary drawings and prepare cost estimates
of proposed lease hold improvements to the GBRRC lease space to accommodate CCD's
space requirements;
1.2.2. Met with representatives of CCD and the architectural firm's representative to determine CCD's
space requirements and the lease hold improvements needed to accommodate CCD's Home
Support and COPE Office (currently located at the Beech Centre) and the Adult Day Program
currently located in Newcastle.
1.3. Out of these meetings a workable space plan was developed that will accommodate CCD's current
needs and provide for expansion in the coming years. In addition, the review of the space
requirements and the establishment of the proposed layout afforded the architectural firm an
opportunity to review previous cost estimates as presented to Council in the attached report.
REPORT COD-015-09 (Addenduml PAGE 3 OF 6
2. ANALYSIS
2.1. Lease Hold Improvement and Professional Services Cost Estimates
2.1.1. In the initial report COD-015-09 on February 23, 2009 (copy attached as part of Schedule "A"), a cost of
$600,000.00 was provided as an estimate to cover the lease hold improvements, consulting fees and
contingencies. As directed, staff met with CCD and a representative from the architectural firm, and an
amended cost estimate for the lease hold improvements was provided, (copy attached as Schedule
"B"). This estimate amounts to $495,276.00 but did not include architectural fees or construction
contingency. These were subsequently estimated to be $55,000.00 to $60,000.00 plus disbursements
for architectural fees and $25,000.00 for construction contingency. The sum of the estimates totals
$580,276.00 and excludes the patio, however, after some discussion it was decided to increase the
contingency and include an allowance for disbursements by rounding the estimate to the original
$600,000.00. Given past experience in estimating projects of this nature and the uncertainty of the
market etc. It was deemed prudent to maintain a liberal estimate. All parties to the discussion
concurred with this approach.
2.1.2 Barring staff time, the costs to date associated with the design and estimating services provided by the
architect are approximately $2,000.00.
2.2. ANALYSIS -Community Care Durham Proposal
2.2.1. Following discussions with staff and review of the revised drawings and estimates Community Care
Durham prepared and submitted a revised lease proposal, Copy attached as Schedule "C". For
clarification, Schedule "C" references a ten year term. However, as noted in CCD's February 4th email,
the lease proposal provides for an option to renew the lease for a further ten year term.
2.2.2. Included in this proposal is consideration of the impact of inflation on utility costs. At CCD's request a
formula was developed that would provide for inflation using a 10 year average inflation applied to the
2008 utility costs attributable to the 5005 square feet of lease space and provide for a consistent
component in the gross lease rate. Actual lease payments will be on a gross lease basis with an uplift
cost included in first five years of the 10 year term to cover the cost of installing a kitchen and two
washrooms. As noted in the CCD's proposal the lease rate for the first five years would be set at
$17.00 per square foot with the rate dropping to $15.00 in the second five year period of the ten year
lease. Lease payments would be subject to GST.
REPORT COD-015-09 (Addendum) PAGE 4 OF 6
2.2.3. The lease rate for the second 10 year term would have to be negotiated in year nine of the first term to
establish a new rate or provide sufficient time for CCD to locate new facilities should negotiations fail or
CCD decides not to renew. Should CCD decide not to renew staff will require the time to source a new
tenant to minimize the time that the space sits vacant.
2.2.4. A tabulation of lease payments, lease hold improvement cost recovery and revenue is attached as
Schedule "D".
2.2.5. Assuming cost estimates are accurate, it is estimated that actual revenue will not be realized until the
last month of the ten year term. This estimate does not take into account any costs incurred to
maintain the facility throughout the lease; i.e. paint, carpet/flooring. Once year ten is reached the lease
payments less utility costs will be uncommitted revenue; barring some maintenance costs that may be
required to maintain standards and appearance.
2.2.6. For the information of Council and by way of comparison with the subject proposal, the following is a list
of some current lease rates in place at municipal facilities:
2.2.6.1. Courtice Community Complex - $14.94 per square foot, Net lease, no lease hold
improvement costs;
2.2.6.2. Courtice Community Complex - $11.75 per square foot, gross lease, no lease hold
improvement costs;
2.2.6.3. Trulls Road Fire Hall Lease Space - $20.53 square foot, gross lease, $430,000 Construction
cost, 10 year lease.
2.3. Analysis -Community Care Durham -Current Lease Arrangement @ COAA
2.3.1 The lease for the CCD space at the Clarington Older Adults facility on Beech Street expired in October
2008 and CCD is currently an over holding tenant on the same lease terms establish in 1998.
2.3.2 Regardless of the decision made with regard to the CCD proposal, they will continue as a tenant for
some time. In the event that the lease proposal is accepted CCD will continue to operate out of the
Beech Street location while the construction process is completed, and this could take upwards of one
year. In the event the proposal is not accepted and CCD is required to seek other accommodations,
time will be required to find an alternate site and have it configured to their requirements. This timing is
REPORT COD-015-09 (Addendum) PAGE 5 OF 6
an unknown at this point as, as according the CCD, suitable sites are not readily available in the
Bowmanville area.
2.3.1. Under the circumstances staff recommends that a lease extension be established to accommodate a
month to month lease under a new lease rate more reflective of the current economy. This would
necessitate a lease rate of $12.16 per square foot or $1,404.48 per month plus GST. This represents
an increase of approximately 12% over the rate established in 1998. A By-law authorizing the
execution of the proposed lease extension is attached as Schedule "F".
2.4. The extension of the lease for the Beech Street offices will increase revenue from the current $1,190.48
per month ($1,250.00 less GST) to $1,404.48 plus GST or $214.00 per month/$2,568.00 year.
3. FINANCIAL
3.1. Based on the proposal and the design requirements (see Schedule "E") put forward by CCD the
municipality's investment in lease hold improvements to accommodate the Bowmanville and Newcastle
office/program requirements will be $600,000.00. Based on the proposed lease rate the investment
would be recovered in the last month of the 9th year. Assuming the lease is extended for a further 10
years net revenue would be in the area of $55,055.00 per year plus any lease rate adjustment to reflect
inflation. Using today's figures the revenue over a 10 year period would be approximately $3,102.50
and over a 20 year period approximately $553,652.50. Amore detailed revenue table is provided as
Schedule "D".
3.2. As noted in Report COD-015-09 (Schedule "A" attached) it is recommended that should Council
approve moving ahead with construction, an upset limit be established at $600,000.00 and that funding
be taken from the General Municipal Purpose Reserve Fund. On completion of the bidding process
Council will be presented with a report for approval to award the tender for construction.
4. CONCLUSION
4.1. Staff request direction on the CCD proposal. Alternatively, Council may wish to provide staff with direction
to cease discussions with CCD and issue a new RFP for the lease of the space to one or more proponents
(The municipality has been approached by at least three firms/individuals interested in leasing space at the
GBRRC since the original RFP).
4.2. In either option staff would provide a report and recommendation to award the construction tender and a
final lease for the GBRRC space, or the RFP process.
REPORT COD-015-09 (Addenduml PAGE 6 OF 6
4.3. This report has been reviewed for recommendation by the Purchasing Manager and the appropriate
department and circulated as follows:
Concurrence: Director of Community Services
Attachments:
Attachment 1-
Attachment 2-
Attachment 3-
Attachment 4-
Attachment 5-
Attachment 6-
Schedule "A", Report COD-015-09, February 23, 2009
Schedule "B", Consultant's Estimate of Construction Cost
Schedule "C", Community Care Durham Proposal dated March 17, 2009
Schedule "D", Community Care Durham -Proposed Lease/Revenue Table
Schedule "E", Proposed Lease Space -Space Plan Designed by CCD
Schedule "F", By-law
SCHEDULE "A"
~~~~ .~
Leading the Way
REPC)RT
CORPORATE SERVICES DEPARTMENT
Meeting: General Purpose and Administration Committee fJ ~J
Date: February 23, 2009 Resolution #: 1 ~~~ `
Report #: COD-015-09 File #: By-law #:
SUBJECT: GARNET B. RICKARD RECREATION COMPLEX LEASE SPACE -
COMMUNITY CARE DURHAM
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-015-09 be received;
2. THAT Council provide staff direction with respect to the proposal from Community
Care Durham to lease the vacant space at the Garnet 6. Rickard Recreation
Complex; and
3. THAT Community Care Durham and the Clarington Older Adults Board be
advised of Council's decision.
Submitted by: Reviewed by: / f~'"~~~'-' ~' "-v~
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
_ O{Ay
Nancy Taylor, B.B.A., C.A.
Director of Finance/Treasurer
MM/JB/km
CORRPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
SCHEDULE "A"
REPORT NO.: COD-015-09
1. BACKGROUND
PAGE 2
1.1 At their meeting of November 10, 2009, Council provided staff with direction to proceed to
negotiations with Community Care Durham (CCD) for lease of space required to house
Community Care staff and operations currently located at the Clarington Beech Centre. This
was in response to a letter from Community Care Durham, dated October 14, 2008, indicating
that they were interested in pursuing this approach after determining that the cost to convert
the site at GBRRC to house both the Bowmanville office and the Newcastle Adult Day
Program in a single facility was cost prohibitive. A copy of the letter is attached as Schedule
~,A„
1.2 Discussions began with Community Care Durham in November 2008 and space requirements
were determined to be in the area of 2,000 square feet. Once the space requirements were
determined Durham Community Care staff went back to their space consultant to determine
office layout then to their contractor to establish an estimated to construct the office space
required to house staff from their Beech Street Offices.
1.3 By email dated February 4, 2009 Durham Community Care, (Schedule "B" attached) provided
notice that they had found the cost to construct the required offices to be prohibitive. They
also reiterated that their preference was to relocate both the Bowmanville office and the
Newcastle Adult Day Program to the same facility. With this in mind, CCD proposed that they
were interested in acquiring the complete GBRRC space of 5,005 square feet at a gross lease
of $13.00 per square foot. A gross lease includes all utilities, snow clearing and waste
removal. This proposal is contingent on the Municipality constructing the required space,
including offices, washrooms, kitchen facility, improved access, additional windows and use of
the patio.
1.4 The lease rate did not speak to the issue of G.S.T. (5%) which is normally extra to the lease
rate. In this case with the G.S.T extra it would amount to $0.65 per square foot. If CCD is
working on the assumption that the $13.00 rate includes G.S.T. the actual lease rate per
square foot would be $12.38 per square foot.
1.5 CCD and the Older Adult Board have been provided a copy of this report at the time of
signature to allow representatives to speak to the proposals at GP&A.
2. COMMENTS/OPTIONS
2.1 For comparison purposes the following schedule provides a comparison of the proposed
lease submitted by Community Care Durham against alternate options together with a
breakdown of the original proposal received in response to the RFP issued in 2008.
SCHEDULE "A"
REPORT NO.: COD-015-09
PAGE 3
LEASE OPTIONS
Direction Re uested: O tion A O tion B
Garnet B. Rickard Recreation Complex CCD Staff Proposal
Total Space Available - 5005 sq. ft. 2009
Pro osal
Lease hold Improvement Costs
Municipality Cost -Maximum Approval $600,000.00 $600,000.00
Community Care Durham Cost NIL NIL
Lease Rate Proposed/Recommended $13.00/sq. ft. $20.00/sq. ft.
Utilities Included Extra
GST Not specified Extra
Annual Revenue
Assuming GST Extra or $65,065.00 $100,100.00
Assumin GST Included $61,961.90
Time required too recover municipal
investment.
Assuming GST Extra or 9.22 years~'~ 5.99 years
Assumin GST Included 9.68 ears~'~
Actual revenue earned in
5 years NIL NIL
10 years GST Extra or $50,750.70~2~ $401,401.00
10 ears GST Included $19,827.81 ~2>
Escalation Clause Not included CPI or
reasonable
inflation rate
UTILITY OPTIONS
Community Car
Durham
2008 Proposal
$205, 000.00
$250, 000.00
$12.00/sq. ft.
Included
Extra
$60, 060.00
3.41 years~'~
$95,300.00~2~
$395,600.00
Option 1 Option 2
Staff Pro osal
Lease format for the selected Gross Lease including utilities, Net Lease, excluding utilities,
lease rate in Option A or B heat/AC, snow clearing, waste heat/AC, excluding GST
removal, excludin GST
Term -Recommended 10 year, with 10 year option to renew if conditions remain acceptable to
the Municipality.
Notes
(1) This does not consider the cost of utilities or the lost interest on funds used for lease hold
improvements
(2) Utility costs are not factored into this calculation. Estimated utility cost per year for the leased area
- $16,500.00, based on 2007 calendar year.
(3) FOR COMPARISON
$15.00 =Annual Revenue $75,075.00, Payback 8 year, GST and Utilities paid by CCD
$17.00 =Annual Revenue $85,085.00, Payback 7 years, GST paid by CCD; Net Lease
SCHEDULE "A"
REPORT NO.: COD-015-09 PAGE 4
2.2 Lease Hold Cost / Recovery Now Proposed by CCD at $13.00/sq. ft. Lease Rate:
Based on a square footage of 5,005 square feet and the lease rate offered by CCD the annual
lease revenue would total $65,065.00 exclusive of 5% G.S.T. paid by CCD. It is estimated
that the construction and completion costs per CCD's proposal would be approximately
$600,000.00 estimated on Schedule "C"; therefore it would take approximately 9.22 years to
recover the costs with no revenue realized until after that time. CCD has also offered a 10
year extension which will provide total revenue of $701,300.00 total revenue over the 20 year
proposed life of the lease. These figures are based on the lease rate remaining constant
throughout the lease period. If the lease rate proposed is meant to include GST the payback
period increases slightly to 9.68 years. If an inflation factor is build into the arrangement, the
payback would improve as would the revenue over the lease period.
2.3 The 10 year recovery does not take into account the cost to heat, air condition and light the
facility. The estimated annual utilities cost would be $16,500.00, based on average 2007
Rickard Arena costs. When these elements are taken into consideration the payback period of
the construction cost increases.
2.4 Please note that this is a very rough estimate and would require confirmation of cost estimates
by an architect. This estimate does include architectural services including project
management at approximately $85,000.00.
2.5 Initial 2008 Proposal by CCD:
In the initial discussions with CCD in 2008 when the Municipality was providing approximately
$205,000.00 in leasehold improvements and CCD was covering the office construction
estimated at approximately $250,000.00, the pay-back period for municipal investment was
estimated to be approximately 3.41 years.
2.6 Given that the current proposal will require the municipality to invest $600,000.00 not
contemplated in the budget, the funds will have to be provided from reserve funds. The
proposals do not assess the lost opportunity cost (foregone interest) in the amount of
approximately $119,400.00 for 5 years (interest rate estimated at 3.98%) or approximately
$273,600.00 over 10 years (interest rate estimate - 4.56%), in determining payback and the
viability of this proposal. Also, this report does not speak to the matter of potential revenue
from tenants who may not require significant leasehold improvements.
SCHEDULE "A"
REPORT NO.: COD-015-09
PAGE 5
2.7 Working on the assumption that a 5 year pay-back which was reasonably close to the
municipality's investment contemplated in the 2008 discussions was an acceptable
arrangement, the lease rate on the proposed arrangement put forward by CCD would require
a lease rate of approximately $20.00 per square foot.
2.8 One of the areas noted in the CCD a-mail of February 4th, Schedule B, is the requirement of
the patio with fencing. This requirement has been reviewed with Community Services and this
area has been traditionally used by Community Services programming staff and in
addition, various groups renting our Multi Purpose area of the facility, especially the many
weddings and banquets, where the adjoining patio has served quite useful. Under the
circumstances, unless a sharing arrangement could be made, this requirement could not be
met. Please note that the total construction cost estimate retains the value of the patio in the
event a sharing arrangement can be made otherwise it will be deleted from the construction
estimate.
3. FINANCIAL IMPLICATIONS
3.1 It is recommended that should Council approve moving ahead with construction, an upset limit
be established at $600,000.00. The funds are recommended to be funded from the General
Municipal Purpose Reserve Fund.
3.2 Council is facing a complex issue of accommodating the spatial requirements of the Older
Adults Association which is a municipal mandate. At the same time it may be advisable to
consider the potential ramifications for the request from CCD to set a precedent for other non-
municipal agencies who may wish to seek accommodations at a reasonable rate with no
investment from the requesting agency.
4. CONCLUSON
4.1 After reviewing the proposal from CCD it is expected that costs to complete the renovations
will be high and the requirement to provide a reasonable payback would make the lease rate
at $20.00 unmanageable for CCD.
4.2 Under the circumstances staff request direction. Alternatively, Council may wish to provide
staff with direction to cease discussions with CCD and issue a new RFP for the lease of the
space to one or more proponents (The municipality has been approached by at least three
firmslindividuals interested in leasing space at the GBRRC since the original RFP).
SCHEDULE "A"
REPORT NO.: COD-015-09
PAGE6
4.3 In either option staff would provide a report and recommendation on the results of the
construction tender options and a final lease for the GBRRC space, or the RFP process.
4.4 Community Care Durham is currently an over-holding tenant at the Beech Street location as
their lease expired October 31, 2008. Staff will be providing a subsequent report on this
matter once this report is dealt with and staff has direction.
4.5 This report has been reviewed for recommendation by the Purchasing Manager and the
appropriate department and circulated as follows:
Concurrence: Director of Community Services
SCHEDULE "A"
Community Care Durham
Clarington
COPE Mental Health
Program
Individual Support
Group Support
Education
Home Support
Program
Meals on Wheels
Transportation
Accessible Van
Friendly Visiting
Foot Care Clinics
Luncheon Out
Telephone Reassurance
Home Maintenance
Home Help
Respite Program
Adult Day Programs
In-Home Respite
Offices Serving
Ajax•Pickering
Brock
Clarington
Oshawa
Scugog
Uxbridge
Whitby
Charitable Reg.#
I I X88 ~~955 RRO(1fl
Volunteer and
become an
everyday hero
A United Way
Member ,Agency
October 14, 2008
Mr. Jerry Barber
The Corporation of the Municipality
of Clarington
Manager Purchasing Office
40 Temperance Street
Bowmanville, ON L 1 C 3 A6
SCHEDULE "A"
26 Beech Avenue
Bowmanville, ON L1C 3A2
COPE Mental Health Program
Tel: 905-623-4123 • Fax: 905-623-2604
Home Support Program
Tel: 905-623-2261 . Fax: 905-623-2604
Respite Program
Adult Day Program
Tel: 1-888-255-6680 • Fax: 905-837-6168
www.communitycaredurham.on.ca
Dear Jerry:
Re: Lease Agreement between Community Care Durham and the
Municipality of Clarington for office space at 26 Beech Avenue
Further to recent correspondence with the Municipality of Clarington and the
determination that there are currently no suitable locations in the Clarington area in
which to expand our programs, Community Care Durham (CCD) is requesting a lease
renewal for office space at 26 Beech Avenue. As you are aware we are also seeking
additional space at the Beech Centre.
On June 5, 2008, Community Care Durham submitted a proposal to the Municipality
of Clarington to lease 5005 square feet of space at the Garnet B. Rickard Recreation
Complex. This new space would have allowed Community Care Durham to operate
all of their Clarington community support services from the one location, including the
Adult Day Program.
Due to the present dysfunctional layout for office space at the Rickard Centre, and
based on feasibility drawings and an estimate from a contractor, it was deemed that the
cost to improve this space would be far too substantial for Community Dare Durham
to absorb.
However, should the Municipality undertake to renovate this space for office use
(including windows) CCD would be agreeable to relocate their Home Support and
COPE programs presently serviced from the Beech Avenue location. Converting this
space to office use would also allow for a variety of other office tenants to share in this
space, including perhaps a meeting room that could be rented.
Helping people live at home
SCHEDULE "A"
SCHEDULE "A"
Mr. Jerry Barber
Municipality of Clarington
October 14, 2008 Page 2
Community Caze Durham's references will attest to our stability, long term tenancy and timely
monthly payments.
Thank you for your assistance in this matter.
Sincerely,
~°-~ -~
Barbara Murcott
Director, Administration & Finance
cc: Mayor Jim Abernethy, Municipality of Clarington
Frank Wu, Municipality of Clarington
Brent Farr, Community Care Durham
Sally Barrie, Community Care Durham
SCHEDULE "A"
Barber, Jerry
From: Brent Farr [bfarr@communitycaredurham.on.caJ
Sent: Wednesday, February 04, 2009 10:35 AM
To: Barber, Jerry
Cc: MayorsExternalMailGroup
Subject: Garnet B. Rickard Recreation Complex
Hi Jerry,
Page 1 of 2
SCHEDULE "B"
In follow up to your email and telephone call to Barb Murcott last week, this will set out Community
Care Durham's position regarding our potential move to the Garnet B. Rickard Recreation Complex.
Subject to the satisfaction of the challenges presented in this correspondence, Community Care Durham
would be prepared to offer the Municipality of Clarington a ten year lease, with a ten year option to
renew, on the 5,100 square feet of space in the Rickard Complex to move both our Home Support and
COPE office (currently located in the Beech Centre) and our Adult Day Program (currently located in
Newcastle).
We would be prepared to offer $13.00 per square foot on a gross lease basis. As a result of an expansion
of the existing space for these programs and an increase in lease rate compared to the Beech Centre,
Community Care Durham would incur an additional $22,000 per year in rent costs based on this $13.00
per square foot.
Due to our organizational needs and new integration initiatives by the Central East Local Health
Integration Network (our primary funder), it is considered prudent that we collocate the Home Support,
COPE, and Adult Day Program together.
In order f'or this move to be viable for Community Care Durham, we are in a financial position to only
invest funds in our own interior furnishings and equipment. Therefore, the challenges we face in order
to make this new space in the Rickard Complex "office appropriate" are:
. Ample exterior windows (as feasible)
. Two private accessible washrooms in designated Adult Day Program
. Kitchenette with sink in designated Home Support /COPE area
. Roughed-in plumbing for a full kitchen in the Adult Day Program
. Approximately six completed offices in designated areas
. Tile or carpet floor coverings in designated areas
. Drop T-bar ceiling
. Patio with fencing
. Sprinkler system as required by code on finished space
. Soundproofing in areas where required (e.g. between gym and Community Care)
I recommend that we attend a meeting with the Mayor and the appropriate >Vunicipal department heads
as soon as possible to move this opportunity forward as it has been some time since we commenced
negotiations.
Thank you,
Brent Farr
SCHEDULE "A"
Brent Parr
Executive Director
Community Care Durham
419 King Street West, Unit 605
Oshawa, Ontario L1] 2K5
Email: bfarr@communitycaredurham.on.ca
Tel: 905-404-2224 ext. 25
Web Site: www.communit_ycaredurham,on.ea
Supporting Peop/e, Strengthening Community
Page 2 of 2
SCHEDULE "B"
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SCHEDULE "A"
SCHEDULE "C"
ESTIMATED CONSTRUCTION ELEMENTS AND COST
Estimated Cost of
Construction elements
Fire Rating $30,000.00
Addition of windows on south facing wall and east facing wall $35,000.00
Plumbing for Washrooms & Kitchen $40,000.00
Flooring $25, 000.00
Ceiling $60,000.00
Offices, kitchenette and washrooms $250,000.00
Patio $25, 000.00
New entrance from exterior of Building $25,000.00
Contingency $25,000.00
Design and inspection $85,000.00
Total Capital Cost (maximum limit of approval for project) $600,000.00*
"' Estimates have been confirmed with an architect as being reasonable.
SCHEDULE "B" CONSULTANT'S ESTIMATE OF CONSTRUCTION COST
BBA P09-052 March 12-09
Cost Estimate No. 1 Element Amoun t
Rickard: Communit Care Durham Sub-total Total
A Shell $35,000
A3 Exterior Enclosures ..
~~~~~.:~
A32 Walls Above Grade ~ ~ ~ ~ ~
0 '':a;~i ;?'i€;";°':
A33 Windows and Entrances 30,000 ~_~~~~:`'
A34 Roof Coverin 5,000 ~~€_~~~~~'~ ~i~i~ii€
B Interiors $160,500
B1 Partitions 8 Doors .,.... ..
..,•.. 72,000
B11 Partitions 53,000 ~~€''s
B12 Doors 19,000 ''s~~~~~€€s'€a€~€
62 Finishes
~~~~~~. 58,500
B21 Flooring Finishes 20,500 ~-~€i€°.~`i~i's
B22 Ceiling Finishes 20,000 ~~~~~~'s_?
623 Wall Finishes 18,000 ~i~i~~'s~€
63 Fittings & Equi pment , , , ,
~~ 30,000
631 Fittings & Fixtures 25,000 ~€€'s€€
632 E ui ment: install 5,000 '•.'•~~€s='s€~~~~€~~:'
C Services $182,000
C1 Mechanical
.~.~ 125,000
C11 Plumbing & Drainage 125,000 i€~~~'sisi€€
C12 Fire Protection incl.
C13 HVAC incl.
C14 Controls incl. ~
,~.
.
C2 Electrical
... , .. _
~
~
~
57,000
C21 Service & Distribution 57,000 ~~~'s<€
C22 Lighting, Devices, Heat'g incl.
C23 S stems & Ancillaries incl.
...................
Net Buildin Cost -Excludin Site 377 500
D Site 8~ Ancilla Work $25,000
D1 Site Work .........
:...... 0
D11 Site Development 0
D13 Elect. Site Services O ii_~~?;?
D2 Ancillary Work _ ....
. 25,000
D21 Demolition 15,000 ""sl?'s€€?€€~`i€'s'
D22 Alterations 10 000 ~~~~s''si's€~~€'si€
Net Buildin Cost -Includin Site 402 500
Z1 General. Requirements & Fee , . _ ......
~ ~ 60,375
Z11 General Req'ts 5% NBC 20,125 _'s~'s€€'s€€'ss€'s
Z12 Fee 10°~ NBC 40 250 's€':='s~s'€'s~~€
Total -Excludin Allowances 462 875
Z2 Allowances
~ ~ ~ ~ 32,401
Z21 Design Allowance 5%TEA 23,144 ~ 's.'s;'i
Z22 Escalation Allow: 2% TEA 9,258 ~'s~~'ss~':'•'sE'
Total -Includin Allowances $495,276
Goods & Services Tax 5% 24,764
Total Construction Estimate $520,040
SCHEDULE "C" COMMUNITY CARE DURHAM PROPOSAL dated March 17, 2009
Community Care Durham
COPE Mental Health
Program
Individual Support
Group Support
Education
Home Support
Program
Meals on Wheels
Transponation
Accessible Van
Friendly Visiting
Foot Care Clinics
Luncheon Out
Telephone Reassurance
Home Maintenance
Home Help
Respite Program
Adult Day Programs
In-Home Respite
Otatices Serving
Ajax-Pickering
Brock
Clarington
Oshawa
Scugog
Uxbridge
Whitby
Charitable Reg.#
11888 9955 RROt?Ol
March 17, 2009
Mr. Jerry Barber
Manager, Purchasing Services
The Corporation of the Municipality of Clarington
40 Ternperanee Street
Bowmanville, ~N L1C 3A6
Dear Jerry:
Re: Garnet B. Rickard Recreation Complex (GBRRC)
Oshawa Centre
419 King Street West, Suite #605
Oshawa, ON L1J 2K5
Tel: 905-404-2224 • Fax: 905.404-2241
www.comm unitycaredurham.on.ca
Thank you for your email yesterday. The following sets out the financial terms of
Community Care Durham's offer to lease the available 5,005 square feet in the
GBRRC:
Annual Base Rent:
• $1 i.00 per square foot, plus GST, for the term of the ten year lease.
Annual Utilities:
• $3.90 per square foot, plus GST, for the first five years of the ten year tease,
and $4.00 per square foot, plus GST, for the next five years of the ten year
lease. This amount approximates the $19,564 for annual Municipal costs for
utilities (based on 10 year average inflation) as per your calculation.
Leasehold Improvements:
• $2.10 per square foot, plus GST, each year for the first five years of the ten
year lease. This amount equates a $50,000 (plus GST) contribution towards
the kitchen and two washrooms. This amount includes a 2% interest factor,
i.e. $2,552 for your financing costs over the five years.
In summary, the annual gross rental rate for the first five years would be $17.00 per
square foot, and the annual gross rental rate for the next five years would be $15.00
per square foot.
Volunteer and
become an
everyday hero
a united way
Member Agency
Please contact me if you require any additional information, otherwise I look forward
to Council's response.
Yours truly,
Brent Farr
Executive Director
Helping people live at home
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SCHEDULE "E" PROPOSED LEASE SPACE -SPACE PLAN DESIGNED BY CCD
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2009-
Schedule "F"
Being a By-law to authorize a contract between the Corporation of the
Municipality of Clarington and Community Care Durham, Bowmanville,
Ontario, to enter into agreement for the leased space at 26 Beech
Street, Bowmanville, ON.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of
the Municipality of Clarington and seal with the Corporation Seal, an agreement between
Community Care Durham, Bowmanville, Ontario, and said Corporation; and
2. THAT the agreement attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of , 2009.
By-law read a third time and finally passed this day of , 2009.
Jim Abernethy, Mayor
Patti L. Barrie, Municipal Clerk