Body: Council Type: Document Meeting: Regular Date: 2022 Collection: Agenda Attachments Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/Item Attachments/Agenda Item/2022/June/Staff Briefing: staff will provide the Task Force with a PowerPoint presentation outlining the Project Overview, Design/Tender Process & Bids and/Presentation to the Admin. Task Force.pdf)
Document Text
Admin Office Task Force Background and Tender Submission Report June 8/22
Agenda • Project Overview – Kelly • Design/Tender Process & Bids – Todd • Budget/Financial Breakdown – Alex • Q&A – Katrina, Kelly, Todd and Alex • Note: Although this is technically a County Committee meeting, questions may be asked by any County Councillor or CRCA Board member present at the meeting
The Origins of the Project • 2013: Project first proposed in the 2013 Service Delivery Review “The physical work environment for the staff assigned to the old hours is no 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.” Also recommended looking at an office in the County.
The Origins of the Project •
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2016: First committee meeting held Sept 2016 o Reviewed the WSP condition assessment report - $212K in maintenance required for the building o General accessibility concerns, in particular washrooms o Committee completed a walkabout looking at staffing conditions 2017: Talks began on alternate workspaces including idea of moving to the County. o Options for renovations or expansion examined – including the 3rd floor attic o 8 Options examined o Began looking at co-location options with South Frontenac and/or CRCA 2018: Admin Building Task Force Established and four meetings held o Three locations identified Current location CRCA Site Sydenham o A facilitator and architect were hired to support the process
The Origins of the Project •
2019: Admin Building Task Force held five meetings o Reviewed options report from CKA o Municipal Modernization Funding received to assist with the design o SF withdraws from the process o CRCA site eliminated o CKA report estimates total cost for the joint (with CRCA) project at $3.7M o Work plan approved, including the development of an MOU with the CRCA. o Target for completion was Fall of 2021 o MOU developed and signed by both parties – committing to moving jointly through the design process
The Origins of the Project •
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2020: Pandemic – Final concept plan endorsed by the Task Force and Detailed Design commenced o Made use of basement and added basement/walkout under the Council Chambers o Smaller office spaces to recognize changing work patterns o more emphasis on collaboration spaces o accessibility issues addressed o More efficient/spacious shared reception area accommodated 2021: Two meetings o Reviewed the Class D cost estimate $4.21M o Reviewed revised Council Chambers layout and made changes o Reviewed CoF/CRCA building split = (68/32) o Infrastructure Funding Grant of $100k received o Bids for standalone reception area rejected as over budget Now included in new project
The Origins of the Project Note: Does not include contingency (generally +/- 25%)
The Origins of the Project •
2022: First Meeting – June 7, 2022 o Release of final tender document delayed due to COVID challenges o Tender released on April 21/22 o Tender closed on June 1/22 (two extensions) o Four bids received – Low Bid from Emmons & Mitchell -$4.45M o
Approximately $220/ft.2
Next Steps • June 8/22 – approve the motion to recommend to Council Be It Resolved That the Office of the Chief Administrative Officer – Review and Award of the RFP for the redevelopment of the Administrative Building report be received; And Further That the Council of the County of Frontenac authorize the Warden and Clerk to enter into an agreement with Emmons & Mitchell Construction (2000) Ltd for the Renovations & Additions for Joint Admin Facility for the County of Frontenac and Cataraqui Regional Conservation Authority in the amount of Four Million, Four Hundred and Ninety Thousand ($4,490,000.00), subject to the approval by the Cataraqui Region Conservation Authority (CRCA).
• June 15/22 – recommendation goes to County Council + CRCA Board • June 16/22 – award of contract • July 1/22 – mobilization – remote work staff (except for select admin) • Jan 1/23 – CRCA moves in to renovated Paramedic Suite • End of 23 – All back in office
Notes • Lease agreement (based upon MOU and actual design/budget) being finalized by Cunningham Swan – anticipate approval in July • County paramedics, planning and economic development will use CRCA facilities during construction. CRCA lease payment proposed to commence upon full project completion • Booked for SF Council Chambers for County Council meetings • Thank you: • CKA: Todd, Justin, Tim • CRCA: Katrina, Tom and Donna • County Staff
