HomeMy WebLinkAboutCOD-48-02
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Report #: COD-48-02
File #1lLi
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By-law #
Date: October 7th, 2002
Subject:
Clarington Library Construction /
Municipal Administrative Centre Expansion
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-48-02 be received;
2. THAT Edge Technologies, Pickering, Ontario, be retained to provide consulting services
to the Municipality of Clarington to provide a review of the existing telephone system and
to co-ordinate the move of the telephone equipment for the Clarington Library and the
Municipal Administrative Centre in an approximate amount of $16,600.00.
3. THAT funds in the amount of approximately $40,000.00 (50% of $80,000.00) be
approved to cover the installation of the data and telephone cabling;
4. THAT funds in the amount of approximately $25,000.00 be approved to cover moving
expenses for the Municipal Administrative Centre Expansion;
5. THAT funds in the amount of $10,500.00 be reallocated from within account #7004-
00002-505 and be drawn from this account;
6. THAT the remaining funds required in an approximate amount of $62,900.00 ($8,400.00
(50% of $16,600.00) + $40,000.00 (50% of $80,000.00) + $25,000.00 less $10,500.00 =
$62,900.00) be drawn from account #7009-x-505; and
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REPORT NO.: COD-48-02
PAGE 2
7 . THAT The Clarington Library be invoiced for the portion applicable to the Library where
appropriate.
Submitted by:
Reviewed byr\ {~~~
Franklin Wu,
Chief Administrative Officer
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, 2' 6
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REPORT NO.: COD-48-o2
PAGE 3
BACKGROUND AND COMMENT
1. Teleohone and Data Cablina
The telephone and data cabling for the new Clarington Library 1 Municipal Administrative Centre
Expansion was not provided for in the total construction tender, but rather is being tendered
separately. In order to avoid any Health and Safety issues with the existing contractor, this will
be treated as an addition to the original contract. It is anticipated that the total cost for cabling
will be approximately $60,000.00 to $80,000.00 which will be shared equally with the Clarington
Library.
2. Movina Exoenses
As Council is aware, during the construction it was necessary to move several staff to temporary
locations. Although this created a tremendous workload for existing Operations staff, it was
done over a period of several months which assisted in minimizing the impact.
Once the construction is completed, the re-Iocated staff will need to be moved back to their
respective areas. In addition other Departments will be relocating within the building. As the
majority of the moves will take during the winter snow clearing season, it is not practical for the
Municipality of Clarington Operations staff to complete the move.
It is therefore recommended that funds in an approximate amount of $25,000.00 be allocated to
retain a professional mover.
3. Teleohone Consultant
It has been proposed that the Clarington Library be added to the Municipality of Clarington
existing telephone system and voice mail. This will provide the most efficient service to the
customer as the phone system will then appear seamless allowing calls to be transferred back
and forth. In addition, it will provide a substantial savings to the Library as they will not need to
purchase a separate phone system. Funds to expand the existing system were provided for
and approved in the 2002 Capital Budget.
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REPORT NO.: COD-48-02
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Due to the complexity of the phone system and the need to relocate telephones within the
building, it is proposed that Edge Technology be retained to provide consulting services and a
review of the existing telephone system and to determine the exact requirements. The total
approximate funds required are in the amount of $16,600.00 and will be shared as appropriate
with the Clarington Library. It is anticipated that a review of the telephone lines will result in a
cost savings by reducing our monthly expenditure, which will assist in offsetting the cost of the
consultant.
Summarv
The total required funds are in the amount of $73,400.00 ($8,400.00 (50 % of $16,600.00) +
$40,000.00 (50% of $80,000.00) + $25,000.00.
II is recommended that funds included in the proposed account #7004-00002-505 for some
miscellaneous phone equipment be reallocated to this project. Due to timing of these
purchases, it is not appropriate that they proceed this year and will be rebudgeted for next year
if they are still required. It is therefore recommended that funds in the amount of $10,500.00 be
drawn from account #7004-00002-505 and that the remaining funds in the approximate amount
of $62,900.00 be drawn from account #7009-x-505 Computer Services Equipment.
The Clarington Library will be invoiced for their portion of the costs where appropriate.
The Library Director is in concurrence with the recommendations contained in this report.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169
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