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HomeMy WebLinkAboutADMIN 38-83 (2) (not a duplicate)CORPORATION OF THE TOWN OF NEWCASTLE OFFICE OF THE TOWN CLERK 40 TEMPERANCE STREET TELEPHONE 623-3379 BOWMANVILLE, ONTARIO Ll C 3A6 REPORT TO THE COUNCIL MEETING OF JUNE 13, 1983. ADMIN- 38-83 SUBJECT: HAMPTON WASHROOM TENDER RECOMMENDATIONS: 1. That this report be received; and 2. That Council award Tender T83-9, Washroom Renovations, Hampton Hall, to Gerr Construction Ltd., in the amount of $59,315.00, being the lowest responsible bid; and 3. That the total estimated project cost of $73,315.00 be financed from the 1983 budget in the amount of $30,000.00; from the Parkland Reserve Account in the amount of $18,050, and from the Administrative Improvement Reserve Account in the amount of $25,265.00; and 4. That the Town proceed to submit an application for Capital Grants for the Hampton Hall Project. BACKGROUND AND COMMENT: As members of Council will recall, Report Admin 31-83 Re: Washrooms Hampton Hall (Tender) was considered at the Council Meeting of May 24, 1983, and the recommendations not approved. Report Admin 31-83 was referred to a Special Meeting of Council on May 30, 1983 for reconsideration, but the motion to reconsider was not approved. At the General Purpose and Administration Committee Meeting of June 6th, 1983, the matter of the Hampton Hall Washroom Tender was referred to the C.A.O. and Councillors Taylor and Cowman, for a further report to Council. Continued ..... /2 Admin 38-83 - 2 - June 13, 1983 During the discussions on Report Admin 31-83, questions were raised by members of Council as to the eligibility of the "Hampton Project" for Wintario and Community Centres Grants. Members of Council will recall that the Ministry of Tourism and Recreation has not announced criteria for gramtsin 1983-84, and that the Town has requested that both the Hampton and Haydon projects be rendered eligible for grants when the new criteria are announced e.i.; that they not be dismissed as ineligible if actually started before applications under the 1983-84 criteria are announced. Mayor Rickard and Mr. Cureatz have been in contact with the Minister of Tourism and Recreation. The C.A.O. has discussed this matter with Councillors Taylor and Cowman and has been in contact with the Minister's office. It is understood that a letter from the Minister in reply to the correspondence from the Town will be forthcoming to the effect that: 1. The Minister will exercise his Ministerial discretion and accept an application from the Town at this time for Capital Grants i.e. if we proceed with the project at this time, it will not make our application ineligible for Provincial Funding; 2. On the submission of the application to our Field Office Representative (B. Neilsen) the project will be reviewed as to whether it is a "Maintenance", a "Capital" project i.e.; a portion of the total project may be rated ineligible under the new criteria as it is a maintenance requirement rather than a new capital project. Tender T83-9 must be awarded by June 17, 1983 (30 day price guarantee expiry date). It would be appropriate therefore, to award the Tender at the June 13, 1983 Council Meeting, if at all. Council may wish to consider the following points in their deliberations: 1. The low bid on Tender T83-9, at $59,315.00, provides for the construction of new washrooms (Part A - $36,650), installation of a new septic tank and tile bed (Part B - $15,000), and upgrading of electrical work (Part C - $4,665), and an.overall contingency of $3,000. Estimated engineering and other costs are $14,000, bringing the total project cost to $73,315 (See attached breakdown of works). Continued ..... /3 Admin 38-83 - 3 - June 13, 1983 2. From the above, Parts B and C ($19,665) and a proportionate share of the other costs ($5,600), total ($25,265), are necessary in order to continue safe use of the Hampton Offices. These funds, originally, should be withdrawn from the Administrative Improvements Reserve Account, designed to provide funds for "Capital" and "Other" improvements to the administration. 3. From the above, Part A ($36,650) and a proportionate share of the other costs ($11,400), (total $48,050), are required to undertake the washroom expansion alone. However, Part A requires that Part B (the septic tank) be also undertaken. Part A, originally, should be financed from the $30,000 in the 1983 budget and from the Parkland REserve Fund providing for Capital Improvements to Parks and Community Recreational Projects. 4. If the electrical works is not undertaken, then not only will a potentially unsafe condition persist, but the possibility of the expansion of computer facilities in the Planning and Public Works Departments will be lost. Respectfully submitted, D. ?Smith, M.C.I.P., Chief Administrative Officer. DNS/ms Attachment. June 10, 1983. HAMPTON,HALL WASHROOMS 1. Tender Cost: $ 59,315.00 (Includes Contingency of $3,000) 2. Engineering: Other 14,000.00 Costs (Estimated) 3. Total Estimated Cost $ 73,315.00 4. Part A Washrooms $ 36,650.00 Engineering 9,400.00 Contingency 2,000.00 $ 48,050.00 5. Parts B & C Septic Tank $ 19,665.00 Tile Bed and Electrical Engineering 4,600.00 Contingency 1,000.00 $ 25,265.00 ($15,000 Septic, $4,665 Electrical)