Body: Council Type: Agenda Meeting: Regular Date: February 17, 2021 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Wednesday, February 17, 2021 –11:00 a.m. or immediately following the County Council meeting Via Virtual Electronic Format https://youtu.be/Ei244I7GAbs
AGENDA Page 1.
Call to Order
Election of Officers a) Election of Chair b)
Election of Vice Chair
Adoption of the Agenda a) That the agenda for the February 17, 2021 meeting of the Administrative Building Design Task Force be adopted.
Disclosure of Pecuniary Interest and General Nature Thereof
Adoption of Minutes a) Minutes of Meeting held December 16, 2020
3-5
That the minutes of the Administrative Design Task Force meeting held December 16, 2020 be adopted. 6.
Deputations and/or Presentations
Reports a) 2021-021 Office of the Chief Administrative Officer Review of Detailed Design Plans and Budget Financial Analysis for the Joint Administrative Building
Communications
Other Business
6 - 12
Page 1 of 12
Page 10.
Next Meeting
Adjournment
Page 2 of 12
AGENDA ITEM #a)
Minutes of the Administrative Building Design Task Force Meeting December 16, 2020 A meeting of the Administrative Building Design Task Force was held in virtual electronic format, hosted at the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, December 16, 2020 at 11:30 a.m. Present: Warden Vandewal – Chair Councillor Doyle – Vice Chair Councillor Martin Councillor MacDonald Staff Present: Jannette Amini, Manager of Legislative Services/Clerk (Recording Secretary) Alex, Director of Corporate Services/Treasurer Kevin Farrell, Manager of Continuous Improvement/GIS Kelly Pender, Chief Administrative Officer 1.
Call to Order
Given that the Procedural By-law does not permit the Warden to hold the position of Chair of advisory Committees, Vice-Chair Doyle called the meeting to order at 11:34 am. 2.
Adoption of the Agenda
Moved By: Seconded By:
Councillor Martin Councillor MacDonald
That the agenda for the December 16, 2020 meeting of the Administrative Building Design Task Force be adopted. Carried 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 4.
Adoption of Minutes
a) Minutes of Meeting held December 18, 2019 Moved By: Councillor MacDonald Seconded By: Councillor Martin That the minutes of the Administrative Design Task Force meeting held December 18, 2019 be adopted. Carried
Minutes of Meeting held December 16, 2020
Page 3 of 12
AGENDA ITEM #a)
Deputations and/or Presentations a)
Todd Colbourne of Colbourne & Kembel Architects Inc. presented to the Task Force the Concept Designs for the Joint Administrative Building.
Mr. Colbourne provided an overview of the plans which are attached to the record in the Clerk’s Office. The plans identified spaces for County staff (noted in purple), CRCA staff (noted in green) and shared space (noted in yellow). Mr. Revill, CRCA as if Mr. Colbourne had some type of idea around the space for each individual office, to which Mr. Colbourne noted that this detail has not yet been determined; however roughly the average size of offices would be 12 feet x12 feet or 9 feet x12 feet. The single lines indicate work stations and not offices which are roughly 9 feet x7 feet. 6.
Reports 2020-120 Office of the Chief Administrative Officer Selection of a Detailed Design Plan for the Joint Administrative Building Moved By: Warden Vandewal Seconded By: Councillor Martin a)
Be It Resolved That the Office of the Chief Administrative Officer – Selection of a Detailed Design Plan for the Joint Administrative Building report be received; And Further That the Administrative Building Design Task Force approve the Concept Designs presented by Colbourne & Kembel Architects Inc; And Further That Colbourne & Kembel Architects Inc be authorized to proceed to Phase Two of the Basic Architectural Services outlined in the RFP contract documents that being the development of detailed designs. Carried Mr. Pender noted that the intent of this resolution is to approve the general design concept. The primary objective of the exercise was to use the existing building footprint to control costs. If both organizations feel this design meets their respective criteria, the detailed designs would reflect this. Mr. Revill, CRCA expressed concerns over the space sizes for CRCA staff. 7.
Communications
Other Business
Administrative Building Design Task Force Meeting Minutes December 16, 2020
Minutes of Meeting held December 16, 2020
Page 2 of 3
Page 4 of 12
AGENDA ITEM #a)
Next Meeting a)
The next meeting will be at the call of the Chair. Adjournment
Moved By: Seconded By:
Councillor MacDonald Councillor Martin
That the meeting hereby adjourn at 12:03 p.m. Carried
Administrative Building Design Task Force Meeting Minutes December 16, 2020
Minutes of Meeting held December 16, 2020
Page 3 of 3
Page 5 of 12
AGENDA ITEM #a)
Report 2021-021 Committee Recommend Report To:
Chair and Members of the Administrative Building Task Force
From:
Kelly Pender, Chief Administrative Officer
Prepared by:
Kelly Pender, Chief Administrative Office
Date of meeting:
February 17, 2021
Re:
Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/ Financial Analysis for the Joint Administrative Building
Recommendation Be It Resolved That the Office of the Chief Administrative Officer – Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/Financial Analysis for the Joint Administrative Building be received; And Further That the Administrative Building Design Task Force approve the Detailed Designs developed by Colbourne & Kembel Architects Inc. and proceed through Phase 3 of the Workplan – RFP for Detailed Design, as noted in the report; Background At its December 18, 2019 meeting, the Administrative Building Design Task Force was advised that staff had worked collaboratively with the CRCA to develop a draft Memorandum of Understanding (MOU) between the two partners and that once executed, the parties would commence negotiations regarding the commercial arrangements for a long term lease. As a result, the following motion was passed by the Task Force a)
2019-160 Office of the Chief Administrative Officer Authorization for staff to proceed with Phase #3 of the Work Plan for the County Administrative Building
Moved By: Seconded By:
Councillor Doyle Councillor Martin
Be It Resolved That the Office of the Chief Administrative Officer – Authorization for staff to proceed with Phase #3 of the Work Plan for the County Administrative Building report be received;
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
Page 6 of 12
AGENDA ITEM #a)
And Further That staff be directed to proceed with Phase #3 of the Work Plan that being the issuance of an RFP for Detailed Design as identified Report 2019-116. And Further That Council direct staff to explore funding options for the redevelopment. Carried Work Plan As a reminder, the Task Force, at its meeting held September 18, 2019, approved the following work plan, with Phase 3 currently being focused on: Phase
Item
Date
Develop Memorandum of Understanding (MOU) regarding detailed design process and outline/principles for lease
Sept to Dec 19
Discussion
Funding Analysis
Sep to Dec 19
Options for discussion: o County pays up front, CRCA pays back if they pull out, CRCA % of design costs incorporated into lease o Both parties pay 50% up front Lease based upon 100% of dedicated CRCA space + % of common space Utilities – separate pay own, pay %, or incorporated into lease pmt Capital replacement/maintenance costs Reserves options Borrowing costs/options
Decision Point 3.
RFP for Detailed Design
Jan to Mar 20
Includes testing, soils, materials Joint committee to select/recommend architecture firm Determine interim accommodations plan and/or project phasing
Decision Point 4.
Building Fit Up
Spring 20
Tendering for Construction
Apr-Jun 20
Construction Window
Jul 20 to Jul 21
Product selection/procurement o Both parties responsible for own costs
Joint committee to review and recommend contractor
Project reporting/project management
Recommend Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/ Financial Analysis for the Joint Administrative Building February 17, 2021 Page 2 of 5
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
Page 7 of 12
AGENDA ITEM #a)
Building Commissioning
Fall 21
Moving related costs Finalize constructions costs and lease amount.
A joint meeting of the Administrative Building Design Task Force and the CRCA was held on December 16, 2020, which advised both groups of the issuance of the RFP, which included the following Table One that outlined the Basic Architectural Services, split into five phases, those being: Phase One - Schematic Design Phase Two - Design Development Phase Three - Construction Documents Phase Four - Bidding or Negotiation Phase Five - Construction Phase – Contract Administration The groups were also advised of the focus group established, including representation from both the County of Frontenac and the CRCA, to work with the architects in developing options for the building and what staff deemed important for their needs. This resulted, following the presentation of the concept designs by Todd Colborne and Justin Chapman of Colbourne & Kembel Architects Inc., with the Committee approving the following resolution being passed: a)
2020-120 Office of the Chief Administrative Officer Selection of a Detailed Design Plan for the Joint Administrative Building
Moved By: Seconded By:
Warden Vandewal Councillor Martin
Be It Resolved That the Office of the Chief Administrative Officer – Selection of a Detailed Design Plan for the Joint Administrative Building report be received; And Further That the Administrative Building Design Task Force approve the Concept Designs presented by Colbourne & Kembel Architects Inc; And Further That Colbourne & Kembel Architects Inc be authorized to proceed to Phase Two of the Basic Architectural Services outlined in the RFP contract documents that being the development of detailed designs. Carried It should be noted that the CRCA Committee also approved the same motion at its meeting held directly following the Administrative Building Design Task Force meeting. Comment Since the December 16, 2020, staff, including the working group, have met with the architect on two occasions and feel that they are now at a point of reviewing the financials with the committee. Although the motion passed in December was to proceed with Phase #3, which included the detailed design, the Committee still needs to consider the budget and funding options. Recommend Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/ Financial Analysis for the Joint Administrative Building February 17, 2021 Page 3 of 5
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
Page 8 of 12
AGENDA ITEM #a)
Attachments Attached as Appendix A is a Class D Construction Cost Estimate which breaks down both the County of Frontenac and the CRCA portions. Attached as Appendix B is the County of Frontenac/CRCA Joint Administrative Offices Council Chambers Layout. Strategic Priority Implications Priority 3 Champion and coordinate collaborative efforts with partners to resolve complex problems otherwise beyond the reach Specifically, the objectives that support this strategy states that the County will continue to pursue collaborative opportunities to achieve service and cost efficiencies and other economies through cost-sharing and shared services. This priority identifies the CRCA as a current and potential project partner In addition, shared facilities reduce the overall environmental foot print required to occupy two separate facilities. Depending upon outcomes/options in terms of a shared facility, the overall greenhouse gas foot print of the County could be reduced as a result of this project, thereby assisting in meeting our GHG emission requirements as noted in the County’s Energy Conservation and Demand Management Plan. Financial Implications Colbourne and Kembel has provided the County of Frontenac with a Class D Cost Estimate on the project. The estimated full cost of the project is $4,210,750 with the County portion being $2,854,690. Further details of the Class D Cost Estimate are attached in Appendix A. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Kevin Farrell, Manager of Continuous Improvement/GIS Katrina Furlanetto, General Manager, Cataraqui Region Conservation Authority (CRCA)
Recommend Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/ Financial Analysis for the Joint Administrative Building February 17, 2021 Page 4 of 5
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
Page 9 of 12
AGENDA ITEM #a)
Appendix B
Recommend Report to the Administrative Building Design Task Force Office of the Chief Administrative Officer – Review of Detailed Design Plans and Budget/ Financial Analysis for the Joint Administrative Building February 17, 2021 Page 5 of 5
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
Page 10 of 12
AGENDA ITEM #a)
Appendix A - Joint Admin Facility - CF Portion Class D Construction Cost Estimate Area
Unit
Cost/unit
% Factor
Cost
Area of CF-dedicated Space Area of CRCA-dedicated Space Total Area of Dedicated Space CF Percentage Factor
8,610 4,090 12,700 67.8%
ft² ft² ft² ft²
Extensive Interior Renovation - CF area New Addition - CF area Extensive Interior Renovation - CRCA area
6,620 1,990 4,090
ft² ft² ft²
$ $ $
170 275 170
67.8% $ 67.8% $ 67.8% $
762,968 371,010 471,381
Extensive Interior Renovation - Shared Area Extensive Interior Renovation - Shared Area New Addition - Shared Area
3,390 750 2,960
ft² ft² ft²
$ $ $
170 170 275
67.8% $ 67.8% $ 67.8% $
390,704 86,439 551,854
lump sum lump sum lump sum
$ $ $
200,000 75,000 50,000
67.8% $ 67.8% $ 67.8% $
135,591 50,846 33,898
Site Construction - Shared Landscaping - Shared Development Costs - Shared Grand Total (CF Portion Only) Grand Total (CRCA Portion Only) Grand Total (CF & CRCA combined)
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
$ 2,854,690 $ 1,356,060 $ 4,210,750
Page 11 of 12
2021-021 Office of the Chief Administrative Officer Review of Detailed D…
WARDEN OFFICE / BREAKOUT ROOM
WARDEN OFFICE / BREAKOUT ROOM
COUNCIL CLOSET
COUNCIL CLOSET
COMMS CLOSET
COMMS CLOSET TV A
ACCESSIBILITY AREA
CAO
COUNCIL
VISITORS (16 + 2)
WARDEN PODIUM
CHAIR DEP. WARDEN
PODIUM
TV B
CRCA STAFF
PRESS TABLE (2)
COUNCIL
CRCA STAFF (8)
TV B
CHAIR
CLERK
COUNCIL
GM
COUNCIL
VISITORS (4 + 2)
18’ - 4"
ACCESSIBILITY AREA
TV A
PRESS TABLE (1)
CLERK
PRESS TABLE (2)
TV C
TV C
42’ - 3"
CF LAYOUT
CRCA LAYOUT
PROJECT
No.
20027
COUNTY OF FRONTENAC & CRCA JOINT ADMIN OFFICE FACILITY
2m
4m
6m
LOCATION
DRAWING
SCALE
2069 BATTERSEA ROAD, GLENBURNIE, ON
COUNCIL CHAMBER LAYOUT
1 : 100
CLIENT
COUNTY FRONTENAC & CRCA
DATE
8m
10m
DWG. No.
20/12/15
REVISED
21/02/11
A09
AGENDA ITEM #a)
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