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HomeMy WebLinkAboutCS-44-94Subject: FIRE AND COURT BUILDING /RENOVATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following; 1. THAT Report CS -44 -94 be received for information; and 2. THAT Council authorize the Mayor and Clerk to enter into an agreement with Greer Galloway Architects & Engineers for a fixed price of $34,950.00 including disbursements. 1.0 BACKGROUND: 1.1 At the July 4, 1994 General Purpose and Administration Committee Meeting, staff was authorized to proceed with proposal calls for architectural services for the Fire and Court renovations project. 1.2 Subsequently, eleven (11) submissions were received for architectural services (Attachment #1). 2.0 ARCHITECT SELECTION: 2.1 All submissions were received in accordance with the guidelines established. The request for proposal was divided into two parts. In reviewing each proposal the evaluation considered the fee based on both Part A and B. 2.2 Part A provides a detailed profile of various facility components examining the current condition of the structure, its architecture, mechanical and electrical systems, and how they will be incorporated into and affected by the new design. Included in this portion of ../2 911 P,ER P PAP ELR D E VCLE THIS IS PRVJIE.D CN RECYCLED PAPER REPORT NO. CS -44 -94 - 2 - OCTOBER 17, 1994 the proposal is an analysis of the parking facilities associated with the intended uses of the building. The successful firm will also review the balance of the existing building with respect to optional uses on future utilization for a variety of functions. 2.3 Part B provides for the preparation of a design and report complete with cost estimates, special requirements, accommodations etc. Subsequent to final design approval, the successful firm will provide contract documents, evaluate tenders, field investigation and contract administration. 2.4 Upon completion of our review staff is recommending the firm of Greer Galloway Architects and Engineers for a fixed fee of $34,950. (includes disbursements) being the lowest bidder, meeting all terms of the proposal call. This firm has experience in undertaking building feasibility studies and designing municipal buildings. It is noteworthy, that this firm conducted the original Seniors Centre Feasibility Study. 3.0 MEETINGS WITH COMMUNITY INTEREST GROUPS: 3.1 In accordance with the resolution of Council, the Chief Administrative Officer and Community Services Department staff met with representatives of the Clarington Youth Committee and the Clarington Older Adult Committee. The purpose of these meetings was to discuss the status of the proposed Fire Hall renovations and to provide each organization the opportunity to voice any concerns, questions or suggestions regarding this project and its future operation as it would effect their organization. 3.2 The first meeting was held on Thursday, September 8, 1994 at the Municipal Administrative Centre. It was attended by Kim Huestis and Pat Street representing the Clarington Youth Committee. During the meeting the Chief Admin- istrative Officer outlined the process that had been REPORT NO. CS -44 -94 - 3 - OCTOBER 17, 1994 used in making application for funding under the Federal/ Provincial Infrastructure program. The funding requested was intended to support the initiative to renovate the existing Fire /Court Building to accommodate use by older adults and seniors. The representatives of the Youth Committee indicated that they believed that the facility would accommodate use by both seniors and youth provided that a "shared use" plan could be developed and agreed upon. The Youth Committee has recently completed a survey that is intended to support the need for a centralized facility that would be available for planned activities targeting the youth population. Staff indicated that, although the survey would be helpful in identifying the leisure /recreational needs of youth, it does not fully investigate the feasibility of operating a "youth centre" in the Municipality. 3.2.1 The meeting with the Clarington Youth Committee ended with the recommendation to that Committee that there is additional research to be done in order to support the initiative of creating a "Clarington Youth Centre" at a future date. The Committee needs to investigate the operational feasibility of a centre as well as sources of funding available to support the activities that would be provided by the Centre. The Chief Administrative Officer and the Community Services Department staff indicated that they would be available to assist the Clarington Youth Committee in initiating this investigation but it was further indicated that the Seniors were prepared, at this time, to go ahead with the proposed Centre that had been identified through the Seniors Centre Feasibility Study. 3.3 On Friday, September 9, 1994 the Chief Administrative Officer and Community Services Department staff met with members of the Clarington Older Adults Committee. Attending this meeting were: Annabel Sissons (Committee ../4 913 REPORT NO. CS -44 -94 - 4 - OCTOBER 17, 1994 Co- Chair) , Don Welsh (Committee Co- Chair, Rotary Club Liaison) , and Roxy Barnes (Community Care Liaison to the Committee) . Again, an overview of the project status was provided and comments from the Older Adult Committee representatives were invited. The Committee clarified its position presented to Council at the July 18, 1994 General Purpose and Administration Committee Meeting as they believed that there was some confusion about what they were trying to say. The Committee stated that they had been under the understanding, from the outset of the Fire Hall Renovations project, that they would be responsible for the day -to -day operations of the Centre. It was with this understanding that the Committee went to Council to request that they be given time to gain operational experience before they consider initiating joint use and programming with other community organizations - such as the Clarington Youth Committee. 3.4 Both meetings were positive and informative with each organization leaving with the knowledge that the facility was to be renovated in order to accommodate the needs of the community in general but with the older adults/ seniors being the primary client group at least initially. The Clarington Youth Committee, although not in total agreement with the plan, agreed that they need to investigate the operational feasibility of a centre specific to the needs of youth and indicated that they would be seeking the assistance of the Municipality in order to get the job done. The Clarington Older Adult Committee was satisfied that they would be given the opportunity to gain valuable experience as "facility operators" before being required to initiate or participate in joint ventures. Both groups have been appraised of the contents of this report and were informed as to its scheduled presentation to Council. 14 ../5 REPORT NO. CS -44 -94 - 5 - OCTOBER 17, 1994 4.0 COMMENT: 4.1 Subsequent to completion of the renovations to the Fire /Court Building, the initial use of the building is intended to house a Seniors Centre. Staff is aware of Durham Region Non Profit Housing Corporation's plans to construct a complex on the site of the former Dominion Piano Factory located at the south east corner of Wellington and Temperance Street. 4.2 We are further aware that the Non Profit Housing Corporation's Development proposal to the Ministry of Housing is based on the inclusion of a Seniors Centre involving some type of participation by the local Municipality. To that end, staff is presently participating in discussions with the Housing Authority in an attempt to identify a roll on behalf of the Municipality of Clarington. These discussions, which will be reported to Council early in the New Year, may see a change in venue of the Senior Centre that is being proposed for the Fire and Court Building at the appropriate time. 4.3 It is for this reason that the successful architect will be given direction to redesign the interior of the building such that it may be utilized for a variety of functions, including but not limited to a seniors centre, youth centre and private sector functions. Respectfully submitted, ;. Reviewed by, Joseph`P. Caruana, Director Dep4itment of Community Services JPC:FH:JJC:sa W. H. Stockwell/ Chief Administrative Officer 915 rn RFP94 -5 FIRE /COURT RENOVATIONS ATTACHMENT NO.1 TO REPORT NO. CS -44 -94 *Bid Amended - Addition error Note, above prices do NOT include GST. PART A PART B IF AWARDED DISBURSEMENTS PART A & B Greer Galloway $5,500 $26,000 $31,500 $450 - Part A Peterborough, Ontario $3,000 - Part B (approx) Gerald Belanger Architect $11,500 $20,500 *$32,000 $1500 - Part A (approx) Brampton, Ontario $2400 - Part B (approx) J.R. Freethy Architect $10,760 $26,250 $36,200 Cost plus 10% Bowmanville, Ontario R.W. Bruynson Inc. $8,000 $34,500 $40,000 ? Oshawa, Ontario Michael McKnight Architect $10,500 $33,000 $41,000 All disbursements except Barrie, Ontario printing included Ivan Morson Architect $19,800 $29,500 $49,300 Included Ajax, Ontario Lennis Trotter Architect $8,500 $41,500 $50,000 Charged at cost Oshawa, Ontario Thomas E. Brown Architect $7,500 $60,000 $60,000 Charged at cost Toronto, Ontario Mills & Associates Ltd. $6,000 8% of Const. $3,000 (A) + 8% Charged at cost plus 10% Oshawa, Ontario value Const. Value (B) Barry Bryan Assoc. Ltd. To upset fee of 8-10% $500 - Part A (est) Whitby, Ontario $5,000 on time (cost plus 10 %) basis Totten Sims Hubicki $500 13% charged at cost Whitby, Ontario *Bid Amended - Addition error Note, above prices do NOT include GST.