HomeMy WebLinkAboutWD-59-95 REPORT #5
Unfinished Business
THE CORPORATION OF THE MUNICIPALITY OF CLARIWGTON
REPORT
Meeting: COUNCIL File#
Date: DECEMBER 11, 1995 Res. #C�_)
By-Law#
Report#:__WD_-_9_q_-_q5_ File #: _F_JA)_02_
Subject: HAMPTON OPERATIONS CENTRE, BUILDING RENOVATIONS, 1995
Recommendations:
It is respectfully recommended to Council the following:
1. THAT Report WD-59-95 be received for information.
REPORT
1.0 ATTACHMENTS
No. 1: 1995 Capital Budget and Four Year Forecast, Page
208B
No. 2 : 1995 Capital Budget and Four Year Forecast, Page
55A
No. 3: Information Report WD-56-95, Garage Doors (December
4, 1995)
No. 4: Tender Report TR-49-95 (June 26, 1995)
No. 5: Memorandum from Bill Stockwell to Joseph Caruana,
dated April 25, 1995, "Public Works Depot Expansion
Project"
No. 6 : Chronological List and Attachments Regarding Garage
Doors
No. 7 : Hollinger Construction Credit/Extras Schedule
2.0 BACKGROUND
2 . 1 This information report is being provided to advise Council of
the successful completion of the Hampton Operations Centre
renovations .
1201
REPORT NO. : WD-59-95 PAGE 2
2 .2 At a meeting held on December 4, 1995, the Council of the
Municipality of Clarington passed the following Resolution:
"THAT Report WD-56-95 be received for
information; and
THAT staff review and report on the total cost
of the renovations, including budgeting and
actual costs . "
3.0 REVIEW AND COMMENT
3. 1 1995 Capital Budget and Four Year Forecast
The 1995 Capital Budget and Four Year Forecast, as approved by
Council, included Page 208B (Attachment No. 1) for building
renovations ($285,000) and Page 55A (Attachment No. 2) for
furniture ($15,000) .
3 .2 Recommendation of Chief Administrative Officer
A memorandum dated April 25, 1995 (Attachment No. 5) , from
Bill Stockwell, Chief Administrative Officer, to Joseph
Caruana, Director of Community Services, recommended that Don
Patterson, Manager of Operations, supervise the renovations
because of his experience and familiarity with the
requirements of the expansion.
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3. 3 Tenders for Hampton Works Depot Renovations
Treasury Department Report TR-49-95 for Tender CL95-28,
Hampton Works Operations Centre Renovations, was approved by
Council as Resolution #C-491-95 on June 26, 1995 . Page 2 of
the report includes the following paragraph:
"Note, although this project has been
identified in the Community Services Capital
1202
REPORT NO. : WD-59-95 PAGE 3
Budget, the Public Works Department will
oversee the required renovations . "
3 .4 Garage Doors
The three ( 3) garage doors, originally approved for the Orono
Depot were installed at the Hampton Operations Centre, as
detailed in Information Report WD-56-95. The change and cost
benefit was discussed with Nancy Taylor, Deputy Treasurer, on
August 31, 1995, and the Purchasing Division issued Purchase
Order #015911 with the doors to be delivered and installed in
Hampton on September 7, 1995 . Recognizing that Council was in
Summer Recess at this time, our department feels that the
Public Works and Treasury Departments took appropriate action
regarding this budget reallocation. A chronological list of
events regarding the overhead garage doors is shown as
Attachment No. 6 .
3 .5 Cost Analysis
A cost analysis of the renovations is as follows:
Budget
Item Estimate Actual
Office Structural Renovations 165,000 141,211
Electrical 8,000 21,092
Consulting 20,000 20,000
Computer Wiring 6,000 7,937
Telephone Upgrade 800 2,589
Additional Metal Cladding 50,000 54,485
Three (3) Insulated Garage Doors 10,000 9,524
Contingency Items 25,200
Radio Upgrade 4,849
Blinds 1,399
Paint, etcetera 923
TOTAL PROJECT RENOVATIONS/DOORS 285,000 264,009
TOTAL HAMPTON FURNITURE 15, 000 14,894
TOTAL AMOUNT UNDER BUDGET 21,097
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1203
REPORT NO. : WD-59-95 PAGE 4
3.6 Actual Expenses
The actual expenses incurred were below the budgeted amount
despite having to repair some unforeseen items as well as the
inclusion of other upgrades which were considered cost
effective to complete during construction. These items were
listed from Hollinger Construction in their correspondence
dated October 1, 1995 (Attachment No. 7) .
3. 7 Unexpected Major Roof Repair
The roof of the Hampton Operations Centre had never been
replaced since its original construction, approximately 33
years ago. During renovations, it was noticed that the roof
had been leaking for some time and had never been detected by
the Building Maintenance Department. The damage to the roof
could not be repaired and resulted in replacement with a new
roof at a cost of $18,645. This additional expenditure still
did not result in the project going over budget.
3 . 8 Electrical Upgrades
The renovation budget only included the basic wiring of the
building, which was over budget by $2, 135. During
construction, the electrical service required upgrading to 200
amps, and additional fixtures were purchased at a cost of
$10, 957, for a total electrical over expenditure of $13,092 .
3 .9 Cleaning and Painting of Adjacent Garage Bays
The three (3) garage bays adjacent to the new office area were
degreased, cleaned and painted. This cosmetic work blended
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the office renovations with the older portion of the garage to
provide a finished appearance.
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REPORT NO. : WD-59-95 PAGE 5
3 . 10 Computer Outlets
The original budget provided for one ( 1) computer outlet
within each office. It was agreed that the installation of
two (2) computer outlets would be beneficial for future
expansion. This would then accommodate new technology and any
future relocation of equipment without added expense.
3. 11 Telephone/Paging/Radio Communication Systems
In addition to the budgeted moving of the telephone lines, an
additional two (2) telephone lines were added. These
additional lines were required to better serve the public with
the "roll over" feature when a line is busy. The additional
lines also improve communications with the Municipal
Administrative Centre. The telephone paging and radio systems
also required upgrades. The upgrades joined into the existing
pager system, with an amplifier, combined with additional
speakers in the garage, and desk sets in the new offices .
Respectfully submitted, Reviewed by,
r1 '
Stephen A. Vokes, P.Eng. W. H. Stockwell
Director of Public Works Chief Administrative Officer
RDB*SAV*ph
December 8, 1995
1205
T H E C O R P O R A T I O N O F T H E M U N I C I P A L I T Y O F C L A R I N G T 0 N
1995 CAPITAL BUDGET AND FOUR YEAR FORECAST
BUILDING MAINTENANCE DEPARTMENT: COMMUNITY SERVICES Page reference: 13
1995 PROJECT / LOCATION MAP PROJECT COST/FINANCING
Account #: 7029-00000-0501 COSTS
Project Name: HAMPTON OPERATIONS CENTRE
BUILDING RENOVATIONS RENOVATIONS 285,000
Location: 2320 TAUNTON ROAD
HAMPTON
Description/Details :
TO PROVIDE FUNDS FOR BUILDING RENOVATIONS - OFFICES
AT HAMPTON DEPOT. METAL CLADDING C/W INSULATION,
SUPPLY AND INSTALL ON EXTERIOR OF HAMPTON WORKS
DEPOT. ( 3) -GARAGE DOORS, SUPPLY AND INSTALL AT
ORONO DEPOT. TOTAL COSTS: $ 285,000
FINANCING
RESERVES
P/W EQUIPMENT RES 285,000
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TOTAL FINANCING: $ 285,000
T H E C O R P O R A T I O N O F T H E M U N I C I P A L I T Y O F C L A R I N G T 0 N
1995 CAPITAL BUDGET AND FOUR YEAR FORECAST
EQUIPMENT DEPARTMENT: PUBLIC WORKS Page reference: 5
1995 PROJECT / LOCATION MAP PROJECT COST/FINANCING
Account #: 7203-00000-0506 COSTS
Project Name: FURNITURE
OPERATIONS CENTRE FURNITURE 15, 000
Location: 2320 TAUNTON ROAD
HAMPTON
Description/Details :
TO PROVIDE FUNDS FOR OFFICE FURNISHINGS - ( 3)
NEW OFFICES, AND MEETING ROOM AT HAMPTON DEPOT.
TOTAL COSTS: $ 15,000
FINANCING
RESERVES
P/W EQUIPMENT RES 15,000
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TOTAL FINANCING: $ 15,000
THE CORPORATION OF THE MUNICIPALITY OF' CLARINGTON
REPORT
Meeting: . GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: DECEMBER 41 1995 Res.#
Report#: WD-56-g File#: F- 10-09 By-Law#
Subject: HAMPTON OPERATIONS CENTRE, BUILDING RENOVATIONS,
REALLOCATION OF GARAGE DOOR FUNDING FROM ORONO TO HAMPTON
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report WD-56-95 be received for information;
REPORT
1.0 ATTACHMENTS
No. 1: Page 208B of the 1995 Capital Budget and Four Year
Forecast
2.0 BACKGROUND
2.1 The 1995 Capital Budget and Four Year Forecast, as approved .by
Council, included Page 208E (Attachment No. 1) . The amount of
$285,000 was budgeted for building renovations at the Hampton
Operations Centre and to have three (3) garage doors replaced.
at the Orono Works Depot.
Staff had originally scheduled the garage doors in Orono to be
replaced during 1995 and then replace the doors in Hampton
during 1996 .
3.0 REVIEW AND COMMENT
3. 1 During the renovations at Hampton, Public Works staff
determined that the garage doors in Hampton were in very poor
ATTACHMENT N0. 3
WD-59-95
1208
REPORT NO. :. WD-56-95 PAGE 2
condition. A number of benefits existed if replacement of-the
three (3) garage doors was reallocated from Orono to Hampton:
i) With the addition of the new doors and metal cladding
along all exterior walls, the Hampton location would be
completed aesthetically; and
ii) The insulated doors would complete the Hampton Yard's
energy efficiency efforts and reduce heating costs.
3.2 The installation of the three (3) garage doors in Hampton was
awarded to Rivett Architectural Hardware Limited and completed
in September of 1995 at a cost of $9,524.
3.3 The request to replace three (3) garage doors at the Orono
Works Depot will be included, for Council's consideration, in
the 1996 Capital Budget and Four Year Forecast.
3.4 Staff from Community Services, who maintain the Municipality's.
buildings, support the recommendations of this report..
Respectfully submitted, Reviewed by,
Stephen A. Vokes, P.Eng. W. H. Stockwell
Director of Public Works Chief Administrative Officer
RDB*ph
November 29, 1995'
1209
T H E C O R P O R A T I O N O F T H E M U N I C I P A L I T Y O F C L A R I N G T 0 N
1995 CAPITAL BUDGET AND FOUR YEAR FORECAST
BUILDING MAINTENANCE DEPARTMENT: COMMUNITY SERVICES Page reference: 13*
1995 PROJECT / LOCATION MAP PROJECT COST/FINANCING
Account #: 7029-00000-0501 COSTS
Project Name: HAMPTON OPERATIONS CENTRE
BUILDING RENOVATIONS RENOVATIONS 285,000
Location: ,2320 TAUNTON ROAD
HAMPTON
Description/Details :
TO PROVIDE FUNDS FOR BUILDING RENOVATIONS - OFFICES
AT HAMPTON DEPOT. METAL CLADDING C/W INSULATION,
SUPPLY AND INSTALL ON EXTERIOR OF HAMPTON WORKS
DEPOT. (3) GARAGE DOORS, SUPPLY AND INSTALL AT
ORONO DEPOT. TOTAL COSTS: $ 285,000
FINANCING
RESERVES
P/W EQUIPMENT RES 285,00.0
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TOTAL FINANCING: $ 285,000
F�}'t7F�T #3
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: COUNCIL File #
Date: MONDAY, JUNE• 26, 1995 Res. #
Report#: TR-4 9-95 File#: By-Law#
Subject: TENDER CL95-28, HAMPTON PUBLIC WORKS DEPOT - RENOVATIONS
Recommendations:
It is respectfully recommended to Council the following:
1 .. THAT Report TR-49-95 be received;
2 . THAT Hollinger Construction Ltd. , Pickering, with a total bid
price of $128,400 . 00 + G.S.T. , be awarded the contract for the
Hampton Public Works Depot, Renovations;
3 . THAT the total estimated funds required in an approximate
amount of $174, 064 . 00 ($128,400 . 00 contract + $20, 000 . 00
consulting + $6, 000 . 00 computer wiring + $800 .00 moving of
telephones + $8, 000 . 00 electrical + G.S.T. ) be drawn from the
Community Services Capital Budget Account #7029-00000-0501.
BACKGROUND AND COMMENT:
A tender was publicly advertised and issued with the following bids
being submitted:
BIDDER TOTAL BID AMOUNT
Hollinger Construction Ltd. $128, 400 . 00
Pickering, Ontario
H.A. Dickison Contracting $139, 942 . 79
Oshawa, Ontario
Peak Engineering & Const . Ltd. $142, 900 . 00
Brighton, Ontario
Jeffrey G. Wallans Const . Ltd. $163, 400 . 00
Brighton, Ontario
Snyder Construction $174, 700 . 00
Whitby, Ontario
ATTACHMENT N0. 4
WD-59-95
1211
REPORT NO. : TR-49-95 PAGE 2
TENDER CL95-28
The required funds in an approximate amount of $174, 064 . 00
($128 , 400. 00 contract + $20, 000 . 00 consulting + $6, 000 . 00 computer
wiring + $800 . 00 moving of telephones + $8, 000 .00 electrical +
G.S.T. ) will be drawn from the Community Services approved 1995
Capital Budget Account ##7029-00000-0501 as identified in the 1995
Capital Budget, Page 208B, and are within the $285, 000 . 00
allocation.
Note, although this project has been identified in the Community
Services Capital Budget, the Public Works Department will oversee
the required renovations .
Not included as part of this tender but provided for in the
$285, 000 . 00 budget allocation, is metal cladding to the exterior of
the Hampton Depot and three garage doors required at the Orono
Public Works Depot . The associated cost for these two items is
estimated to be $60, 000 . 00 and will be tendered under a separate
contract.
Although the subject firm has not previously provided service for
the Municipality of Clarington, they have provided satisfactory
service for the Durham Board of Education and the Regional
Municipality of Durham. See the attached letter from Totten Sims
Hubicki Associates marked Schedule
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After further review and analysis of the bids by Purchasing,
Community Services, Public Works and the Consultant, Totten Sims
Hubicki Associates, it is recommended that Hollinger Construction
Ltd. , be recommended for the contract award for the Hampton Public
Works Depot Renovations .
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The Treasurer has reviewed the funding requirements and concurs
with the recommendation. Queries with respect to any
specifications, etc. , should be referred to the Director of Public
Works .
1212 j
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REPORT NO. : TR-49-95 PAGE 3
TENDER CL95-28
Respec lly submitted, Reviewed by,
r'
Mari rano, H.BSc . ,AMCT. , W.H. Stockwell,
Treasur Chief Administrative Officer
Jo Caruana,
Di' for of Community Services
tephen A. Vokes, P.Eng.
Director of Public Works
MM*LB*ld
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X21
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
Memorandum
To: ' Joseph Caruana, Director of Community Services
From:
Date:
Bill Stockwell, Chief Administrative Officer
'
Subject: April 25, 1995
Public Works Depot Expansion Project
I have considered the extent of the workload on your department with the approval of the
1995 Capital Budget, and the reduced human resources support available to you.
In an effort to alleviate some of the pressure which would otherwise be absorbed by your
Facilities Superintendent, I am recommending that the Public Works Depot expansion be
carried out under the supervision of Don Patterson, Manager of Operations. I believe he
has experience in this capacity, and he is also familiar with the requirements related to the
expansion.
I would also recommend that Mr. Patterson initial the progress certificates for concurrence
with the work that has been completed, but you will be the final approval signature on the
payment of any certificates or invoices.
I will be asking Mr. Patterson to take the initial steps in getting the project started. If you
have any major concerns with the above, please advise me immediately.
Thank you
4-d�
------ ---- --
W.H. Stockwell,
Chief Administrative Officer
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cc: M. Marano, Treasurer
D. Patterson, Manager of Operations ✓
ATTACHMENT N0. 5
WD-59-95
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1214
CHRONOLOGICAL LIST OF EVENTS REGARDING OVERHEAD DOORS
August 16: Purchase requisition for Rivett Architectural
Hardware Ltd. , to supply and install three (3)
insulated overhead doors for Hampton, was sent
to the Purchasing Department.
August 23: Purchasing voiced concerns that the doors in
the budget were for Orono and not Hampton.
August 31: The Deputy Treasurer was at the Hampton and
Orono Depots responding to the auditor's
suggestion that the fuel dispensing system be
reviewed. At that time, the Manager of
Operations reviewed with the Deputy Treasurer
the Purchase Requisition for the reallocation
to Hampton of the three ( 3) doors previously
approved for Orono. The Manager of Operations
explained that, since Council was in summer
recess, and since the doors at both locations
were identical, savings were to be realized by
having the doors installed at Hampton as part
of the renovations. It would not make
economic sense to finish the cladding around
the existing door frames, only to be redone
again the following year at the time the doors
were replaced. The Deputy Treasurer suggested
that an information memo be sent to either the
Treasurer or Council.
September 7: Purchase Order #015911 was issued and
confirmed to Rivett Architectural Hardware
Ltd. , by the Purchasing Manager, to supply and
install three (3) doors at the Hampton
Operations Centre.
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November 10: The Facility Superintendent was advised of the
above arrangements, by E-Mail, along with the
1996 Budget requests .
December 4: Information Report to Council.
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ATTACHMENT N0. 6
WD-59-95
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1215
tE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
PURCHASE REQUISITION
P.O.NUMBER_ _ DATED
VENDOR pU6 �
SHIPTO SHIP VIA
F.O.B.
DEPARTMENT ACCT.NO. ��-Y Wasp/ TERMS
I
QUANTITY DESCRIPTION(SPECIFICATIONS,MODEL NO.,SIZE,COLOUR,ETC.) UNIT PRICE EXTENSIONS
Auto Glorr
UXBRIDGE, Douglas Rd. &Hwy. 47 -(905) 852-5382
BOWMANVILLE, Church&Silver-(905) 623-4225
PORT PERRY-(905) 985-0738
OSHAWA-(905) 571-7852
WHITBY, Dundas St.-(905) 434-9655
Out of Town Call Collect •3� �� /��� ( /6t
REQUISITI NED BY ALITHORIZED BY
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Mobile Service 1 1 h
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GENERAL PURCHASE ORDER
CORPORATION OF THE MUNICIP,Q►LITY OF,CLARINGTONk
P.O.NUMBER
40 TEMPERANCE STREET' a
BOWMANVILLE, ONTARIO 015911
TELEPHONE (905)623-3379 FAX: (905) 623-4169ORDER DATE VENDOR CODE
SHIP;T6R �1 04 1 8160
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RIVETT ARCHITI`CTUt411- HARDWARE Mi.Anicipal.ity,.of GXarlingt*orl
Ili INDUSTRIAL DRIVE, Publ. l.c_W6rl(,% Depot
UNIT 41 i'.'';.�; x-1320 Taunton . head
WHITBYl- ONTARIO' Hampton, Ontario
TO BE USED FOR
REO.DATE DEPT. REQUESTED BY APPROVED BY
95 09,-,08, 600 1 BILL WERRY _ DON PATTERSON Z_ALD0. MA I N i,
QUANTITY DESCRIPTION UNIT PRICE TOTAL AMOUNT
du- POLY'AND INSTALL
1 LOQ' OF 3, 161 16' X 14' T175 STL--EL INSULATE=D 9524. 00 95 0(11
OVER14EAD DOOMS, .a" TRACK, ANGLE MOUNT,
SOILED SHA{=T,. ACRYLIC WINDOWS
TO REMOVE .OLD DOORS '(41,4D DISPOSE:
CONTACT BILL'. WERRY TO CON[ IRM 1,3171-
GIST AMOUNT
CONFIRMATION ALEX SSET)TE:MBE-'R 71 199'5
70 "i0000>7�1 501 9, 524. 6'0
7200000001001 68
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COUNCIL APPROVAL:
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TE
;'OkJR DU%hIVERY L)F-1,T 1:NA T 10N 1`IE::T 3FD t?AY`:•_,
NOTES:
1) THE VENDOR WILL SUPPLY AND DELIVER GOODS AND/OR SERVICES TO THE
CORPORATION OF THE MUNICIPALITY OF CLARINGTON IN ACCORDANCE WITH �' {
TERMS AND CONDITIONS ON BOTH SIDES HEREOF. 217
2) NO CHARGES WILL BE ACCEPTED FOR PACKING,CRATING,OR CARTAGE UNLESS
OTHERWISE SPECIFIED. PURCHASING AND SUPPLY AGENT j
SEND INVOICES IN DUPLICATE TO: THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON,TRFAPD"Y-ACCOUNTS
I
PAYABLE, 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6
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I I M CONST. LTD. PHONE NO. 905 619 0628
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Hollinger
P.O. Box 356, Pickering, Ont. L1 V 2R6
CONSTRUCTION LIMITED Tel. 686-1544 Fax 619-0628
October 1 , 1995 Credits/Extras Schedule
COPY
Credits
1 . Cash allowance $20,000.00
2. Counter door & associated work 4,036.00
3. Doors & frame deleted 420.00
4. Delete east side steel minus mat'1 left 6,325.00
$30,781 . 10
Extras
1. Steel siding-west side $ 8,450.00
--east side 7,645.00
2. Carpet in room 204 805.00
3. Level floor in room 104 1,393. 80
4. Additional demolition, studing, insulate, --------
drywall and painting 2, 236.75
5. Chairail in room 204 631 .99
6. Storage cabinet in room 202 567. 24
7. Roofing as per drawing 18,645.00
8. Rivett Hardware
a) hardware. as per sr'hPduitz 2,750.00
b) computer room lock 339.00
c) closer & repair to frame # 1 128.00
$43,591 .78
Net Pxtr.as Difference $12, 810. 68
ATTACHMENT NO. 7
WD-59-95
CONTRACTORS SINCE 1947 1218
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