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Home My WebLink AboutEGD-033-16 cila _0 __d 11 Report Engineering Services If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: Council Date of Meeting: July 4, 2016 Report Number: EGD-033-16 Resolution: File Number: By-law Number: Report Subject: Light Armoured Vehicle (LAV) Monument Recommendations: 1. That Report EGD-033-16 be received; 2. That funds amounting to Twenty thousand dollars ($20,000) comprised of $10,000 from Engineering Parks Capital Reserve Fund and $10,000 from General Capital Reserve be approved as the Municipality's contribution to the construction of the LAV Monument; 3. That under the single source provision of the Municipality's Purchasing By-Law, Council grant staff the authority to negotiate an agreement with Halminen Homes in a form acceptable to the Municipal Solicitor to construct an LAV monument at Clarington Fields Park which will include the concrete pad, retaining walls, viewing area and landscaping of the monument area; 4. That the Mayor and Municipal Clerk be authorized to execute the agreement with Halminen Homes; and 5. That all interested parties listed in Report EGD-033-16 and any delegations be advised of Council's decision. Municipality of Clarington Report EGD-033-16 Page 2 Report Overview The Light Armoured Vehicle (LAV) III Monument Program recognizes the service and sacrifice of the Canadian Armed Forces in Afghanistan by providing full-size demilitarized replica LAV Ills to qualifying communities throughout Canada. These vehicles were were instrumental to our troops in carrying out their missions while in Afghanistan. To request approval from Council for $20,000 funding as the Municipal contribution towards the construction of our LAV Monument, as well as to seek approval for sole sourcing the construction of the LAV Monument to Halminen Homes. Background 1.1 At a meeting held on June 29, 2015, Council approved the following Resolution #GPA- 447-15: "That the Municipality of Clarington indicate its interest to the Federal Government and Minister O'Toole in participating in the Veteran's Light Armoured (LAV) Vehicle Memorial Project provided no more than $20,000 be required to establish the memorial provided that Contractors procuring for the project be part of a nationwide veterans training program and hire veterans first for their projects, such as Helmets to Hard Hats." 1.2 At a March 24, 2016 Budget Meeting, Council approved the following Resolution #C-084- 16, as amended: "That the following items, listed as Priority "B" in Report FND-002-16 as itemized in Schedule "B" be approved: b. That Item #11 of Schedule "B", Light Armoured Vehicle Memorial, be tabled until there is a response from the Federal Government." 1.3 Since that time Engineering Department staff and the Mayor have met with Member of Parliament Erin O'Toole who has confirmed that the Municipality will receive an LAV. MP O'Toole has also established an LAV Monument Committee to raise funds and spearhead the effort to create an LAV monument in Clarington. Clarington Fields Park was chosen as the site for the monument due to its proximity to the Highway of Heroes. Conceptual plans (Attachment 1) were prepared for a June 2 fundraising event. The estimated cost to construct the LAV Monument is $125,000 plus tax. The June 2 event raised approximately $38,000 and the LAV Monument Committee is optimistic that they will be able to raise the remaining funds for the monument. 1.4 The goal of the LAV Committee is to construct the monument in time for The Wounded Warriors Canada Highway of Heroes Bike Ride on September 24, 2016. The LAV Monument site at Clarington Fields Park would be the finish line for Day 1 of the ride. Municipality of Clarington Report EGD-033-16 Page 3 Comments 1.5 The LAV Monument Committee is reaching out to individuals and local businesses for contributions towards the project. Those contributions may be in the form of a cash donation or in-kind labour and materials for various components of the project. Because the LAV Monument would be constructed on a municipal site, a contract issued by the Municipality for general contractor services to oversee the construction of the monument will be required to ensure that proper insurance and workman's compensation requirements are met. The project cannot be split into separate phases with different contractors as it needs to have one General Contractor overseeing all of the work. The General Contractor could then accept offers from other trades under their leadership to implement the project. The general contractor will be responsible for any sub-contractors under their leadership. 1.6 The timely completion of the LAV Monument is critical to meeting the September 24, 2016 Wounded Warriors Canada Highway of Heroes Bike Ride and in order to meet the schedule and to be able to take advantage of donated services, it is recommended that the contract be sole sourced to Halminen Homes who have offered to act as the General Contractor on the project. Halminen Homes is a well-established local homebuilder who has the expertise to implement the project and to meet the September 24, 2016 deadline. 1.7 Should fundraising efforts come up short of the $125,000 goal, the project would be scaled back to meet the funding available. This could be done by eliminating some of the project components, such as lighting, landscaping, site furniture, etc. 1.8 Project Time Line Subject to Council approval to proceed with the recommendations, the Engineering Department has prepared a proposed implementation schedule as shown below: July 4, 2016 Council approval July 11, 2016 Begin Contract Negotiations July 18, 2016 Sign agreement/issue PO August 1, 2016 Construction Start Se t 15, 2016 Construction Completion Sept 22, 2016 Delivery and Installation of LAV Sept. 24, 2016 Grand Opening in conjunction with Wounded Warriors Canada Highway of Heroes Bike Ride Financial/Budget Funding 1.9 The Municipal contribution to the project would not exceed $20,000 and would be comprised of $10,000 from Engineering Parks Capital Reserve Fund and $10,000 from General Capital Reserve. It should be noted that the contract award will commit the Municipality to that contract value before we receive the anticipated donated funds, so there is a potential issue if the Municipality of Clarington Report EGD-033-16 Page 4 fundraising is not fully realized which could result in the municipality being contractually obligated for any shortfall. Should that occur the Municipality could negotiate with the General Contractor to cancel or reduce the scope of the contract to meet available budget. Concurrence This report has been reviewed by Nancy Taylor, Director of Finance and Marie Marano, Director of Corporate Services and Andrew Allison, Municipal Solicitor, who all concur with the recommendation. Conclusion It is respectfully recommended that funds amounting to Twenty thousand dollars ($20,000) be approved as the Municipality's contribution to the construction of the LAV Monument and that the relevant departmental staff be authorized to negotiate with Halminen Homes in order to develop a mutually agreed upon contract and to allow for construction of the LAV Monument to begin. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. 7 Submitted by: eallWZ;-- Reviewed bye Anthony S. Cannella, Franklin Wu, Director of Engineering Services Chief Administrative Officer Staff Contact: Peter Windolf, Manager of Park Development, 905.623.3379 Ext 2307 or pwindolfC°}a.clarin ton.net Attachments: Attachment 1- LAV Monument Concept Plan The following is a list of the interested parties to be notified of Council's decision: Erin O'Toole, Member of Parliament for Durham ASC/pw/jb I - I s VIEW FROM ADJACENT PARKING AREA y � — DETAILED VIEW DATE: June 28, 2016 REPORT EGD-033-16 ATTACHMENT No. 1 FILE NAME: Clarington Fields LAV Monument.mxd