Body: Council Type: Agenda Meeting: Regular Date: October 28, 2016 Collection: Council Agendas Municipality: Frontenac County
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Administrative Building Design Task Force Meeting Friday, October 28, 2016 – 9:00 a.m. Bud Clayton Memorial Room, 2069 Battersea Road, Glenburnie, ON
AGENDA Page 1.
Call to Order
Adoption of the Agenda a) That the agenda for the October 28, 2016 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 September 21, 2016
3-5
That the minutes of the Administrative Design Task Force meeting held September 21, 2016 be adopted. 5.
Deputations and/or Presentations
Reports Staff Briefing: Kelly Pender, Chief Administrative Officer, will brief the a) Task Force with respect to the reports that have been presented to date regarding the Corporate Offices Space Analysis.
6 - 22
b)
Office of the Chief Administrative Officer Old House Space Review – Reports #1 and #2
c)
Walking Tour of the Corporate Offices
Communications
Other Business
Next Meeting The next meeting of the Administrative Office Design Task Force is a)
Page 1 of 22
Page scheduled for Wednesday, December 14, 2016 at 9:00 a.m. at the County Administrative Building. 10.
Adjournment
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AGENDA ITEM #a)
Minutes of the Administrative Office Design Task Force Meeting September 21, 2016 A meeting of the Administrative Office Design Task Force was held in the Bud Clayton Memorial Room, County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, September 21, 2016 at 12:39 AM Present: Councillor Dewey Councillor Inglis Councillor Nossal Deputy Warden Vandewal Staff Present: Jannette Amini, Manager of Legislative Services/Clerk (Recording Secretary) Kelly Pender, Chief Administrative Officer 1.
Call to Order
The Clerk called the meeting to order at 12:39 p.m. 2.
Election of Officers a)
Election of Chair
Moved By: Seconded By:
Deputy Warden Vandewal Councillor Nossal
That Councillor Dewey be elected Chair of the Administrative Office Design Task Force for 2016. CARRIED Moved By: Seconded By:
Councillor Nossal Councillor Inglis
That nominations for Chair be closed. CARRIED There being no further nominations, Councillor Dewey was elected Chair.
Minutes of Meeting held September 21, 2016
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AGENDA ITEM #a)
b)
Election of Vice-Chair
Moved By: Seconded By:
Deputy Warden Vandewal Councillor Inglis
That Councillor Nossal be elected Vice Chair of the Administrative Office Design Task Force for 2016. CARRIED Moved By: Seconded By:
Deputy Warden Vandewal Councillor Inglis
That nominations for Vice Chair be closed. CARRIED There being no further nominations, Councillor Nossal was elected Vice-Chair. 3.
Adoption of the Agenda
Moved By: Seconded By:
Deputy Warden Vandewal Councillor Nossal
That the agenda for the September 21, 2016 meeting of the Administrative Building Design Task Force be adopted. CARRIED 4.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 5.
Adoption of Minutes
There were none. 6.
Deputations and/or Presentations
Administrative Office Design Task Force Meeting Minutes September 21, 2016
Minutes of Meeting held September 21, 2016
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AGENDA ITEM #a)
Reports a)
Determination of Meeting Schedule
The following meeting dates were set for the remainder of 2016: Friday, October 28 at 9:00 a.m. Friday, November 18 at 9:00 a.m. Wednesday, December 14 at 9:00 a.m. 8.
Communications
Other Business
Next Meeting
The next meeting of the Administrative Office Design Task Force is scheduled for Friday, October 28, 2016 at 9:00 a.m. at the County Administrative Office. 11.
Adjournment
Moved By: Seconded By:
Councillor Nossal Councillor Inglis
That the meeting hereby adjourn at 12:58 p.m. CARRIED
Administrative Office Design Task Force Meeting Minutes September 21, 2016
Minutes of Meeting held September 21, 2016
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AGENDA ITEM #b)
Report 2016-030 Council Recommend Report To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
March 16, 2016
Re: Office of the CAO - Administrative Office (Old House) – Space Review and Analysis Recommendation Resolved That the Council of the County of Frontenac accept the Administrative Office (Old House) – Space Review and Analysis Report; And Further select Option(s) _________ and direct the Chief Administrative Officer to prepare a more detailed analysis including costs for future consideration by Council. Background The Service Delivery and Organizational Review (SDOR) project completed by KPMG and approved by County Council in 2014, provided the following regarding the County administrative offices: “The physical work environment for the staff assigned to the Old House is not a professional office environment. Work stations are scattered throughout the various rooms of a residential house which results in a noisy and inefficient work environment.” As one of the last outstanding items identified in the SDOR, this report is intended to provide Council with a range of options moving forward. Comment The Old House was built in the early 1900’s as the residence of Colonel A.H. Fair. It was purchased by Frontenac County Council in 1965 for $78,000 along with 19.03 acres of surrounding land. An additional $1,200,000 was also approved by Council to build accommodation for 100 residents.
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Any consideration of this issue should be in the context of the following principles: • • • •
Fiscal and financial sustainability Improved accessibility for all Improved security and confidentiality Improved functionality – use Lean principles to improve efficiency and reduce waste
• Including the issue noted in the SDOR, the administration offices have 13 issues that have been identified:
- Accessibility a. Accessible washrooms are located in the paramedic suite which would require use of the Fairmount Home elevator b. Accessible access to the second floor is via the Fairmount Home elevator c. Old door standards and turning radiuses do not meet current standards d. Only two main level accessible egresses (front door through the foyer and front door past the washroom.)
- Noise a. Despite being partitioned into rooms, the open stairway and public spaces for kitchen, copying/faxing/mailing, and office supply storage area means that noise is transmitted throughout the building. This is particularly difficult for individuals working in public spaces on the first floor. b. Combined office space in small spaces means that confidential conversations are difficult.
- Washrooms a. Only one small (unisex) washroom on the second floor and 2 (unisex) on the 1st floor (one is located in the Human Resources office). All do not meet current accessibility needs b. Lack of privacy. The main washrooms on the first and second floor are off public spaces that are used for offices. The washroom off the HR office is immediately adjacent to an office space.
- Staff working in public spaces a. Public spaces are noisy and lack confidentiality.
- Security a. Main Entrance reception is staffed by a single person in a separate space
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
b. General public is free to walk into office space when receptionist is either busy, on break or on vacation leave 6. Shortage of meeting space a. The Bud Clayton Memorial Room is regularly booked and generates noise in the common area of the first floor before, during breaks and after meetings 7. Old House living room space (16’ x 24’) is under utilized a. When used it often conflicts with a meeting in the Bud Clayton Memorial Room 8. Climate control – HVAC a. Air conditioning was installed in 2014, but cooling is problematic in reception area and the Bud Clayton Memorial Room due to the large amount of glass. Also problematic in the winter heating season for the same reason. 9. Storage a. Sufficient paper archive space exists in the basement of Fairmount Home to handle current and medium to long term b. Old House storage in basement is not suitable for perishable goods or paper products c. Building generally lacks dedicated space for storage (e.g., banners, supplies, etc) 10. Current office assignments result in a lack of confidentiality/privacy 11. Wayfinding – anyone not familiar with the building has difficulty navigating their way through the building or finding individuals 12. Information Technology and Communications – Wi-Fi and cabling are difficult 13. The Old House and Fairmount Home are on the same septic system which is scheduled to undergo an evaluation in 2016. On the positive side the office is located in close proximity to the 401 and the City of Kingston which makes recruitment of staff and access to city services reasonable. Staff also note that parking, natural lighting and the new Auditorium as being positives.
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
The Old House is approximately 16,300 sq.ft. broken down as follows: • • • • • • •
Basement 1st Floor 1st Floor Addition 1st Floor Foyer 2nd Floor 3rd Floor Attic (not usable)
4,000 sq.ft. 4,000 sq.ft. 900 sq.ft. 400 sq.ft. 4,000 sq.ft. 3,000 sq.ft.
Total
16,300 sq.ft.
(unfinished – low ceiling. Mechanical + storage) (office space and common area + stairs) (Bud Clayton Memorial Room + HR Offices) (Main Reception – linkage to Fairmount/FPS) (office space and common area + stairs) (vacant – mechanical and cabling)
Of the approximately 16,300 square feet, only the first and second floors (9,300 sq.ft.) are currently usable as office/meeting space. For the 22 people working in the space, that equals approximately 420 sq.ft. per person. A typical architectural standard for office space is 175 to 250 sq.ft. per person. Floor plans for the first and second floor are attached to the report, Schedule ‘A”. For the full 16,300 sq.ft. of heated space this represents approximately 740 sq.ft./per person. In short, the current building is not used efficiently and if restructured could house current (and likely future) needs including office spaces, meeting rooms and washrooms. Other issues for Council consideration: • • •
•
Although the building does not have a heritage designation, there is heritage sentiment The building is located in the City of Kingston. This has been an issue in the past for some members of Council. While the Administrative Offices house the County Administration and Planning and Economic Development, the direct administration of Fairmount and Frontenac Paramedic Services (FPS) are located in the Fairmount facility (main floor and FPS suite in the basement respectively) There may be financial advantages to moving FPS to leased space. This would have to be weighed against operational advantages of having senior staff located on the same site.
At the November 18, 2015 meeting of County Council, Report 2015-114 – Asset Condition Assessment was presented. The report provided a condition assessment for the Administration Offices as evaluated by the engineering firm of WSP Canada Inc. The overall condition of the building was rated as a “B”, with preventative maintenance requirements by 2020 estimated at $120,394 and an additional $92,220 by 2014.
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Options for Consideration: In order to “frame” the discussion, staff have provided eight options for Council consideration. They are as follows:
Option One Do Nothing
Option Two
Option Three
Option Four
Renovate for Washroom Accessibility
Renovate for Washroom Accessibility + Improved Reception
Renovate for Washroom Accessibility + Improved Reception + Improved Office Productivity
Option Six
Option Seven
Option Eight
Old House Conversion to New Use + Addition to Accommodate Accessibility and Productivity Needs
Old House Conversion to New Use + Move to New Site (Possibly Within County)
Old House De‐ commission + Move to New Site (Possibly Within County)
Option Five Move FPS Suite to another facility (leased) and move current second floor operations to current FPS space. Secure or re‐purpose current second floor. Renovate washroom on first floor.
Sustainability Implications While some issue remain, considerable progress has been made with the building envelope (windows) and HVAC (air conditioning). Further improvements could be achieved through several of the options.
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Financial Implications At this point there are no financial implications. Should Council provide direction for staff to investigate one or more options in greater detail a further report will be prepared and brought back for Council consideration. Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Thompson Construction Management Services Old House Staff
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Schedule ‘A’ – Old House Floor Plans First and Second Floors
County Administration, 2069 Battersea Road, Glenburnie, Ontario
Council Recommend Report - Administrative Office – Space Review and Analysis March 16, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Report 2016-086 Recommend Report to Council To:
Warden and Members of County Council
From:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
July 20, 2016
Re:
Office of the CAO- Space Review - Report #2
Recommendation That the Council of the County of Frontenac endorse Option 6b (Smaller addition + Council Chambers) as the preferred option to address administrative office deficiencies; And Further, That design/engineering fees of $100,000 be referred to the 2017 budget for further consideration; And Further That the Chief Administrative Officer be directed to issue a Request for Proposals (RFP) for design/engineering for the project during the fall of 2016; And Further That a design task force be established with three members of County Council and senior staff to recommend the design team and to work with the architect to bring back design options/costing for Council consideration. Background At the March 16, 2016 meeting of County Council, report #2016-030 was reviewed and the following motion (#38-16) was passed: Resolved That the Council of the County of Frontenac accept the Administrative Office (Old House) – Space Review and Analysis Report; And Further select Options 4, 5 and 6 and direct the Chief Administrative Officer to prepare a more detailed analysis including cost for future consideration by Council. Carried
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Comment This report should be read in conjunction with Report #2016-030. This report outlined a range of options from status quo (Option #1) to decommissioning and moving to a new site (Option #8). From this range of options, Council directed staff to look in more depth at the following three options: Option #4 – Renovate for washroom accessibility + improved reception + improved office productivity. Option #5 – Move the Frontenac Paramedic Services suite to another facility (leased) and move current second floor operations to the FPS space. Secure or re-purpose current second floor. Renovate washrooms on the first floor. Option #6 – Old House conversation to new use + addition to accommodate accessibility and productivity needs. Each of the options were analyzed at a high level against the stated project objectives in Report 2016-030. Our finding are as follows:
Issues Addressed 1 Accessibility 2 Workplace Noise 3 Washrooms 4 Working in Public Spaces 5 Security 6 Meeting Space 7 Better use of Living Room 8 Climate Control HVAC 9 Storage 10 Confidentiality/Privacy 11 Wayfinding 12 I.T. and Communications 13 Septic
Option #4 Option #5 Option #6 Comments Yes Yes* Yes
- Not on second floor Yes Yes Yes Yes Yes Yes Yes Yes Yes Improved Improved Yes Perhaps* Perhaps* Yes
- Subject to design considerations Yes Yes Yes No No Yes No No Perhaps* * Subject to design considerations Yes Yes Yes Yes Yes Yes Perhaps* Perhaps* Yes
- Subject to design considerations No No Perhaps* * Subject to engineering considerations
Sustainability Implications Addressing the shortcomings in the administration offices was recommended as part of the KPMG service delivery and organizational review project approved by Council in 2014. In particular, improved work space functionality and accessibility will result in improved productivity and compliance with accessibility requirements. Financial Implications A high level estimate of each option was prepared using current local construction costs for a Category 5 building as described by the Ontario Association of Architects. This provides for a reduced fees percentage as the dollar value of the project increases. Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
CAUTION: All options involve some measure of renovation of an existing older building, estimates are considered to be adequate, but we did not make any attempt to make a “behind the walls” assessment of the physical aspects of the space. Under all options, a portion of the project may be eligible for funding under the Federal Enabling Accessibility Fund to a maximum of $50,000. The current application window closes on July 26, 2016. It is anticipated that additional application windows will open up in the future. With any of the options, it is recommended that an Ad Hoc Design Review Committee be established to provide input and review options for Council consideration. In analyzing the three options, we were able to identify other variations that may provide a more satisfactory solution. These are discussed/analyzed in greater detail in the section below. With any of the options the Ad Hoc Committee will work with the design team to develop a functional work plan and refine the alternative and scope for Council consideration. Under all options, temporary accommodation will be required for staff. Our analysis was based upon utilizing a combination the Frontenac Room and construction trailers. Moving forward, other options such as temporary leased space would be explored in order to ensure that the most efficient and economical option is selected. Further, the proposal is based upon a traditional design/project management approach. It may be beneficial to investigate a design/build approach as a more cost effective solution. Option Analysis Option #4 addresses many of the primary concerns outlined in the report. During construction, staff would be moved to the Frontenac Room and in temporary trailers located on site. The renovation window would likely be six months. Costs are summarized below:
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Frontenac County Administrative Office - Option #4 Costing Const $ (Reno) $ Const $ (New) $ Const $ (Minor) $
200 /sq.ft. 300 /sq.ft. 50 /sq.ft.
12-Jul-16 Design/Eng Project Mgt Contingency
10.0% 5.0% 10.0%
% of Total % of Total % of Total
Option Description: Renovate for washroom accessibility + improved reception + improved office productivity
Unit $ Eng & Project Management: Design/Engneering Costs Project Management Site Engineering Contingency
Units
10.0% 5.0% $ 10.0%
Total
Comments
$ 66,660 % of Total Construction $ 33,330 % of Total Construction $
- Not Required. Using same footprint $ 66,660
Total Eng and Project Management $ 166,650
Construction & FFE Reception Rennovation $ Washroom Reno (1st Flr) $ Washroom Reno (2nd Flr) $ New Construction Reno for Office Productivity $ Furnishings $ Leasehold Improvements Exterior landscape/parking HVAC Improvements Temporary Staff Accomodations Secure Second Floor Septic Water
200 200 200
649 192 192
50 750
7500 20
$ 129,800 $ 38,400 $ 38,400 $ $ 375,000 $ 15,000 $ $ $ 40,000 $ 30,000 $ $ $
Incl current OHN office
n/a e.g., wall removal, accessibilty, soundproofing e.g., partitions, desks n/a n/a minor changes to accommodate renovations Conv of the Frontenac Room + trailers n/a n/a n/a
Total Eng and Project Management $ 666,600 Total Estimated Project Cost $ 833,250
Option #5 addresses most of the issues identified and largely parallels the issues covered in Option #4. The advantage is that this project would utilize existing space currently housing paramedic administration and allow the proposed leased space for Frontenac Paramedic Services (FPS)/ Emergency Transportation Services administration to be claimed as a grant and shared with the City of Kingston. On the downside it would separate the administration for one of the core functions of the County and commit the County to a long term lease. It would also leave vacant the second floor of the administration building.
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
ADVISEMENT: While the current cost sharing agreement with the Province is 50/50, there is no legislative guarantee that this will continue. The renovation window would likely be six months. Costs are summarized below: Frontenac County Administrative Office - Option #5 Costing Const $ (Reno) $ Const $ (New) $ Const $ (Minor) $
200 /sq.ft. 300 /sq.ft. 50 /sq.ft.
13-Jul-16 Design/Eng Project Mgt Contingency
10.0% 5.0% 10.0%
% of Total % of Total % of Total
Option Description: Move the Frontenac Paramedic Suite to another facility (leased) and move current second floor operations to the current FPS space. Secure or re-purpose current second floor. Renovate washrooms on the first floor.
Unit $ Eng & Project Management: Design/Engineering Costs Project Management Site Engineering Contingency
Units
10.0% 5.0% $ 10.0%
Total
Comments
$ 68,320 % of Total Construction $ 34,160 % of Total Construction $
- Not Required. Using same footprint $ 68,320
Total Eng and Project Management $ 170,800
Construction & FFE Reception Renovation $ Washroom Reno (1st Flr) $ Washroom Reno (2nd Flr) $ New Construction Reno for Office Productivity $ Furnishings $ Leasehold Improvements $ Exterior landscape/parking HVAC Improvements Temporary Staff Accommodations Secure Second Floor Septic Water
200 200 200
649 192 0
50 750 50
4000 20 5000
$ 129,800 $ 38,400 $ $ $ 200,000 $ 15,000 $ 250,000 $ $ 40,000 $ 10,000 $ $ $
n/a n/a e.g., wall removal, accessibility, soundproofing e.g., partitions, desks for new FPS leased facility n/a minor changes to accommodate renovations Conv of the Frontenac Room + no trailers n/a n/a n/a
Total Eng and Project Management $ 683,200 Total Estimated Project Cost $ 854,000
Option #5a would include the second floor washroom renovations under this scenario and improve office productivity by moving a function (say Treasury) to the FPS suite. This could be examined during the design phase and could be a cost effective option for consideration. This would bring the total cost to approximately $902,000. Future renovations of the second floor would be required in the future. Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Option #6 addresses all of the immediate needs and provides for the option to utilize the existing Old House for another use. Options would include:
- Archive/display space
- Council Chambers/Meeting Space
- Rental space for an allied function/organization This option would minimize temporary staff accommodations as the addition could largely be built while staff remained in place. Depending upon complexity, the construction window is likely to be nine to twelve months. Cost are summarized below: Frontenac County Administrative Office - Option #6 Costing Const $ (Reno) $ Const $ (New) $ Const $ (Minor) $
200 /sq.ft. 300 /sq.ft. 50 /sq.ft.
13-Jul-16 Design/Eng Project Mgt Contingency
8.0% 4.0% 10.0%
% of Total % of Total % of Total
Option Description: Old House conversion to new use + addition to accommodate accessibility and productivity needs.
Unit $ Eng & Project Management: Design/Engineering Costs Project Management Site Engineering Contingency
Units
8.0% 4.0% $ 10,000 10.0%
1
Total
Comments
$ 287,584 % of Total Construction $ 143,792 % of Total Construction $ 10,000 Soils testing $ 359,480
Total Eng and Project Management $ 800,856
Construction & FFE Reception Renovation $ Re-purpose Old House $ New Construction $ Reno for Office Productivity Furnishings $ Leasehold Improvements Exterior landscape/parking HVAC Improvements Temporary Staff Accommodations Secure Second Floor Septic Water
200 200 300
649 8000 6000
750
20
$ 129,800 $ 1,600,000 $ 1,800,000 $ $ 15,000 $ $ $ 40,000 $ 10,000 $ $ $
Assumes two floors n/a n/a e.g., partitions, desks n/a n/a minor changes to accommodate renovations Conv of the Frontenac Room + no trailers n/a n/a n/a
Total Eng and Project Management $ 3,594,800 Total Estimated Project Cost $ 4,395,656
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Option 6 as presented, includes a full renovation of two floors of the existing administration office. This cost could be reduced by renovating only one floor, or only renovating the washrooms. Option 6a would renovate the first floor washroom for accessibility and capacity while leaving the interior structure unchanged. This would provide increased flexibility for repurposing but would not address existing functional issues. The cost estimate for this project would be as follows: Frontenac County Administrative Office - Option #6a Costing Const $ (Reno) $ Const $ (New) $ Const $ (Minor) $
200 /sq.ft. 300 /sq.ft. 50 /sq.ft.
13-Jul-16 Design/Eng Project Mgt Contingency
8.0% 4.0% 10.0%
% of Total % of Total % of Total
Option Description: Only washroom renovations on first floor of existing building + addition to accommodate accessibility and productivity needs.
Unit $ Eng & Project Management: Design/Engineering Costs Project Management Site Engineering Contingency
Units
8.0% 4.0% $ 10,000 10.0%
1
Total
Comments
$ 162,656 % of Total Construction $ 81,328 % of Total Construction $ 10,000 Soils testing $ 203,320
Total Eng and Project Management $ 457,304
Construction & FFE Reception Renovation $ Washroom Reno (1st Flr) $ New Construction $ Reno for Office Productivity Furnishings $ Leasehold Improvements Exterior landscape/parking HVAC Improvements Temporary Staff Accommodations Secure Second Floor Septic Water
200 200 300
649 192 6000
750
20
$ 129,800 $ 38,400 $ 1,800,000 $ $ 15,000 $ $ $ 40,000 $ 10,000 $ $ $
Assumes two floors n/a n/a e.g., partitions, desks n/a n/a minor changes to accommodate renovations Conv of the Frontenac Room + no trailers n/a n/a n/a
Total Eng and Project Management $ 2,033,200 Total Estimated Project Cost $ 2,490,504
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Option 6b would provide for the conversion of the first floor to a modest Council Chambers/ Meeting space and retain some offices. This would reduce the size of the addition while providing improved meeting space. The cost estimate for this project would be as follows: Frontenac County Administrative Office - Option #6b Costing Const $ (Reno) $ Const $ (New) $ Const $ (Minor) $
200 /sq.ft. 300 /sq.ft. 50 /sq.ft.
13-Jul-16 Design/Eng Project Mgt Contingency
8.0% 4.0% 10.0%
% of Total % of Total % of Total
Option Description: Old House conversion of a portion of the first floor to a Council Chambers + addition to accommodate accessibility and productivity needs, smaller addition. No changes to second floor.
Unit $ Eng & Project Management: Design/Engineering Costs Project Management Site Engineering Contingency
Units
8.0% 4.0% $ 10,000 10.0%
1
Total
Comments
$ 183,584 % of Total Construction $ 91,792 % of Total Construction $ 10,000 Soils testing $ 229,480
Total Eng and Project Management $ 514,856
Construction & FFE Reception Renovation $ Old House Reno (1st Flr) $ New Construction $ Reno for Office Productivity Furnishings $ Leasehold Improvements Exterior landscape/parking HVAC Improvements Temporary Staff Accommodations Secure Second Floor Septic Water
200 200 300
649 3000 5000
750
20
$ 129,800 $ 600,000 $ 1,500,000 $ $ 15,000 $ $ $ 40,000 $ 10,000 $ $ $
First floor converted to Council Chambers n/a n/a e.g., partitions, desks n/a n/a minor changes to accommodate renovations Conv of the Frontenac Room + no trailers n/a n/a n/a
Total Construction & FFE $ 2,294,800 Total Estimated Project Cost $ 2,809,656
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
The table below summarizes the six options as presented: Frontenac County Administrative Office - Option Summary
Design & Engineering Project Management Contingency Construction & FFE Total Estimated Project Cost
Option #4 $ 66,660 $ 33,330 $ 66,660 $ 666,600 $ 833,250
20-Jul-16
Option #5 $ 68,320 $ 34,160 $ 68,320 $ 683,200 $ 854,000
Option #5a $ 72,160 $ 36,080 $ 72,160 $ 721,600 $ 902,000
Option #6 $ 287,584 $ 153,792 $ 359,480 $ 3,594,800 $ 4,395,656
Option #6a $ 162,656 $ 91,328 $ 203,320 $ 2,033,200 $ 2,490,504
Option #6b $ 183,584 $ 101,792 $ 229,480 $ 2,294,800 $ 2,809,656
The construction costs for this project would be subject to further study and a staff report once an option is selected. For Options #4, 5 and 5a a reserve re-payment plan may be the most appropriate option. For Option #6, the best option may to utilize a combination of reserves/re-payment, plus borrowing. Current Infrastructure Ontario interest rates are 2.63%1 for a 20 year amortization. The table below provides a quick reference for borrowing calculations:
Conclusion Of the six options in this report, Option 6b (smaller addition + council chambers) provides the best value by ensuring that all current deficiencies are addressed while providing for all space needs for the foreseeable future. It also keeps FPS administration within the current facility, while not eliminating future options for alternate uses of the FPS suite and/or the second floor. As well, during the design phase options remain to look at alternate uses for the first/second floor that could generate a revenue stream. The time frame for this project would be as follows: Fall 2016
Establish an Ad Hoc Advisory Committee
Fall 2016
RFP for Design/Engineering
Fall 2016
Budget consideration for design component
Assuming Budget Approval
1 Infrastructure Ontario Templates/Rate Form
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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AGENDA ITEM #b)
Winter, Spring, Summer of 2017
Design and option analysis
Fall 2017
Review of design rec. by Ad Hoc Committee
Fall 2017
Budget consideration for construction
Assuming Budget Approval 2018
Construction Window
Organizations, Departments and Individuals Consulted and/or Affected Senior Leadership Team Patrick Thompson, P.Eng. TCMS
Recommend Report to Council Administrative Office - Space Review July 20, 2016
Office of the Chief Administrative Officer Old House Space R…
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