HomeMy WebLinkAbout2015-12-10 Workshop Meeting Agenda and Reports - Special Meeting.pdfCity of Maple Ridge
SPECIAL COUNCIL WORKSHOP MEETING AGENDA
December 10, 2015
11:00 a.m.
Blaney Room, 1st Floor, Municipal Hall
1.0 CALL TO ORDER
2.0 APPROVAL OF THE AGENDA
3.0 UNFINISHED AND NEW BUSINESS
3.1 Leisure Centre Pool Renovations Contract Award
Staff report dated December 7, 2015 recommending that the Corporate Officer be
authorized to sign and execute Construction Contract ITT-PL15-67 with Mierau
Contractors Limited for construction of the Maple Ridge Leisure Centre Pool,
mechanical and filtration system and that a contingency of 10% for the contract be
established.
Staff report providing additional information to be circulated separately
4.0 ADJOURN
Checked by: _________
Date: _____________
MEETING DECORUM
Council would like to remind all people present that serious issues are decided at
Council meetings which affect many people’s lives. Therefore, we ask that you act
with the appropriate decorum that a Council Meeting deserves. Commentary and
conversations by the public are distracting. Should anyone disrupt the Council
Meeting in any way, the meeting will be stopped and that person’s behavior will be
reprimanded. The meeting is live streamed and recorded by the City of Maple Ridge.
Note: Click link to navigate to staff report providing additional information
Special Council Workshop
December 10, 2015
Page 2 of 2
Rules for Holding a Closed Meeting
A part of a council meeting may be closed to the public if the subject matter being considered relates to one
or more of the following:
(a) personal information about an identifiable individual who holds or is being considered for a position as
an officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or
honour, or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the security of property of the municipality;
(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that
disclosure might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the
conduct of an investigation under or enforcement of an enactment;
(g) litigation or potential litigation affecting the municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality,
other than a hearing to be conducted by the council or a delegate of council
(i) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for
that purpose;
(j) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act;
(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at
their preliminary stages and that, in the view of the council, could reasonably be expected to harm the
interests of the municipality if they were held in public;
(l) discussions with municipal officers and employees respecting municipal objectives, measures and
progress reports for the purposes of preparing an annual report under section 98 [annual municipal
report]
(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings)
should be exercised in relation to a council meeting.
(p) information relating to local government participation in provincial negotiations with First Nations, where
an agreement provides that the information is to be kept confidential.
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: December 7, 2015
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: C.O.W.
SUBJECT: Leisure Centre Pool Renovations Contract Award
EXECUTIVE SUMMARY:
Bid submissions for the proposed Maple Ridge Leisure Centre Pool Improvements (ITT-PL15-67)
were received October 28, 2015. Three contractors were previously pre-qualified for a project of this
scope and all were in compliance with the requirements of the tender documents. Staff have
evaluated each of the submissions and are recommending that the renovation contract be awarded
to the lowest compliant bidder, Mierau Contractors Limited for Option 1 for the sum $4,811,062.00.
This option will necessitate the aquatic area of the Leisure Centre being closed for one year. Option
2, to phase the construction work was also considered, however it is not recommended as it and
would cost an additional $124,487.00 and would result in a longer closure. In addition the Fraser
Health Department has advised that they would not support the pool being kept open while the
construction hoarding is in place.
RECOMMENDATION:
(a) That the Corporate Officer be authorized to sign and execute the Construction Contract (ITT-
PL15-67) with Mierau Contractors Limited for the construction of the Maple Ridge Leisure Centre
Pool, mechanical and filtration systems for a total of $4,811,062.00, excluding GST; AND,
(b) That a contingency of 10% be established for the Construction Contract (ITT-PL15-67) in the
amount of $481,000.00 which will increase the previously proposed project budget by an
additional $271,834.00.
DISCUSSION:
a)Background Context:
On February 16, 2015, Council awarded Architectural Design Services for the Maple Ridge
Leisure Centre pool improvement project to SHAPE Architecture Inc. for a contract price of
$399,891.00 plus an $80,000.00 (20%) contingency for a total budget of $479,772 for the
detailed design phase of this project.
On May 15, 2015, staff issued a Request for Qualifications (RFQ-PL15-44) for Construction
Contractors. Each bidder was asked to provide a list of comparable work experiences with
projects similar in scope and scale of the Maple Ridge Leisure Centre Pool Upgrades, including
references, subcontractors, bonding and listing key team members with mechanical pool
experience. In addition, the bidders were asked to provide two options; one that would involve
the aquatic facility being closed for the duration of construction and a second option that
attempted to keep one or more pools up and running for a portion of the construction project.
3.1
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On October 28, 2015, staff received compliant bids from the Pre-Qualified contractors as follows:
Option #1 – Complete closure of Aquatic facility for the construction period:
Firm Cost Estimated Construction Schedule
Heatherbrae Builders Company $5,490,000.00 56 weeks
Mierau Contractors Limited $4,811,062.00 52 weeks
KDS Construction $5,397,000.00 52 weeks
Option #2 – Phased approach:
Firm Cost Estimated Construction Schedule
Heatherbrae Builders Company $6,090,000.00 78 weeks
Mierau Contractors Limited $4,935,549.00 65 weeks
KDS Construction $5,647,000.00 70 weeks
b) Desired Outcome:
To ensure this facility will continue to serve the community in the future. Staff has identified a
variety of electrical, mechanical, filtration and chlorination equipment that should be replaced,
preferably prior to a failure of any of these systems that could result in an extended closure of
the pools. If the City wishes to continue to use this facility, it will be necessary to have a plan in
place to address the replacement of these major components that are approaching or have
exceeded their forecasted useful life expectancy, thereby ensuring the effective circulation of
clean, treated water in this public facility.
One of the initial drivers of this project was the desire to convert the chlorine gas system to liquid
chlorine and ultra violet system to reduce the risk level associated with the original system. In
the interim, facility safety is ensured through multiple chlorine gas sensors throughout the pool
deck and mechanical room areas. These sensors are capable of detecting very low levels of
chlorine gas and will activate an alarm in the event of a leak, thereby allowing for safety
protocols such as evacuation and quick response to contain and resolve leak issues, should they
occur. The installation of a liquid chlorine and ultra violet system will eliminate the risk that can
result from a chlorine gas leak.
Additionally, the aquatic facility is not adequately meeting the needs of an important segment of
our community that requires assistance in accessing the aquatic pools. In July of 2015 staff
applied for and received a $50,000 federal grant to enhance accessibility for children and youth
with varying abilities to the leisure (therapeutic) pool through the redesign of the entry/access
points into the pool. Consequently, the aquatic upgrades encompass a wide, gradual walkway
from the pool deck into the leisure pool and hot tub which will enable wheelchair access thereby
eliminating the need for portable lifting devices and transfer lifts. Accessibility features such as
this will ensure the aquatic facility is welcoming to all of our citizens.
c) Strategic Alignment:
This project aligns with the City’s strategic objective to manage existing municipal infrastructure
through the preparation of appropriate plans to ensure development, maintenance and renewal
of community assets, including the Maple Ridge Leisure Centre.
d) Citizen/Customer Implications:
The renovation project is quite significant and will have a substantial impact on public access to
aquatic services. While citizens and customers will retain access to the remainder of the
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building, such as the gymnasium, weight room and racquet ball co urts, the aquatic area will be
closed for an estimated 52 week period.
The recommended contractor has provided staff with a detailed plan of the hoarding
(construction wall painted on both sides) that would be required if the project was to be phased.
Unfortunately the proximity of the hoarding wall to the competition and teach pools would
eliminate aquatic staff’s ability to effectively guard the pool. The contractor has advised that it is
not possible to reduce the construction zone further to accommodate guarding. (Option 2
hoarding diagram is attached).
Staff also consulted with the Fraser Health Authority (FHA) regarding any rules or regulations that
may apply if this project was phased as outlined in Option 2. FHA has advised that they do not
support the phased approach as a minimum width of 1.2 m must be maintained around the
perimeter of the pool in order to maintain patron safety. Therefore a permit to operate would not
be provided during construction should Option 2 be considered.
Although all users of the Maple Ridge Leisure Centre pool will be affected by this closure, groups
such as the Haney Seahorses and the Haney Neptunes Swim Club will be highly impacted. The
following table outlines a tentative plan to accommodate these clubs during an extended
closure:
Swim Club Accommodation Plan
The Haney Neptunes offer competitive
swimming from May 1 to mid-August, plus a
maintenance program of 2 hours per week for
the remaining months
The Haney Neptunes summer program can be
accommodated at Hammond Pool from May 1,
2016.
The Haney Seahorses operate year round with
a break in July and August.
The Seahorses can be provided with the option
to move their practices to Walnut Grove
Aquatic Centre, which is about a 20 minute
drive from the Maple Ridge Leisure Centre.
Parks and Leisure Services Staff have connected with neighbouring pool facility operators and
determined that it is likely that our swim club programs could be accommodated at the Walnut Grove
pool in Langley. The staff at that location have advised that they would offer the Maple Ridge Swim
Clubs the same “not for profit rate” that they provide their own swim clubs. However, the Langley
rate is higher than the City of Maple Ridge Fees and Charges Bylaw.
If this location is utilized Council could consider providing the clubs with a grant that off-sets the
difference in the hourly rates provided by each community. If all time available was book by the two
clubs, it would cost approximately $100,000. In 2014 the Seahorses paid $22,208.43 and the
Neptunes $36,488.72 for pool time, a difference of approximately $42,000.
Categories Maple Ridge Rate Langley Rate
Non Profit - 25m lane - Prime Hourly Rate $10.82
Non Profit - 25m lane - Non-Prime Hourly Rate $5.41
Non Profit - 50m lane - Prime Hourly Rate $21.64
Non Profit - 50m lane - Non-Prime Hourly Rate $10.82
Competition Pool - 25m lane $5.96
Teach Pool – 25m lane $5.07
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e) Interdepartmental Implications:
The closure of the pool for an extended period of time will result in a number of aquatic staff
being laid off for the duration of the project as there would be no shifts available for them. This
project will have an impact on a number of part time employees. It also has the potential to
affect other areas of Parks and Leisure Services as a result of seniority rights being implemented
for those employees affected by the pool closure.
f) Business Plan/Financial Implications:
The Finance Department worked with Parks and Leisure Services staff to develop a financial
strategy to advance the project funding utilizing dedicated lifecycle funds. This funding strategy
is employed with the understanding that other non-urgent infrastructure projects in other
municipal buildings may need to be delayed to accommodate this priority project.
As of January 2016, the City will have accumulated approximately $2,000,000.00 in the City’s
Infrastructure budget to help fund this project. The balance of the funding required for this
project, including the additional contingency, will be borrowed internally from the capital works
reserve and repaid to the reserve by allocating a portion of the annual infrastructure budget over
the next five years. This funding strategy was discussed with Council in an earlier report on this
topic.
Budget Breakdown
Shape Architecture (design) $ 399,810 (399,810 is already spent)
Design contingency $ 79,962 ($35,000 is already spent)
Mierau Contractors (Construction) $ 4,811,062
Proposed Construction contingency $ 481,000
Sub Total $ 5,771,834
Previously proposed budget $ 5,500,000
Additional contingency funds requested $ 271,834
Revised Budget $ 5,771,834
g) Alternatives
Staff had previously indicated to Council that a full closure of the aquatics area was a
possibility; however the requirement of a one year closure is longer than was anticipated when
the project went to tender. Staff had expected that a phased approach would have enabled
some of the pool areas to remain open while other mechanical or construction work was being
performed.
As a result of this new closure period information, Council could consider an option of not
approving the award of this construction contract, or delaying the project until such time as a
second pool has been built in Maple Ridg e, which would eliminate or reduce the impact on our
citizens and swim clubs who use the facility, and the need for aquatic staff layoffs (at least at
this time).
However, there are some risks associated with a deferral of a project of this magnitude. For
instance, a failure of any of the major pool operating components could result in the closure of
the pool until replacements can be found. It is important to note that some of the equipment in
the Leisure Centre is original equipment and replacement parts are no longer available.
Sourcing or manufacturing replacement parts for unanticipated repairs may also have a real
impact on citizen access to the aquatics area. It is anticipated that the planning process
through to the opening of new pool facility could take as long as 5 years.
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As a result of this risk, staff is hesitant to suggest the deferral of this project. The most
significant concern is the substantial loss of water that is occurring from two of the pool tanks.
Unfortunately it is not possible to definitively determine if this water loss is from the pool tanks
directly, from the supply and return pipes or from the surge tanks. Investigating this properly
would necessitate the removal of the pool deck to inspect the water lines supplying the pools.
The pool renovation project would have addressed all of our concerns in this regard.
CONCLUSIONS:
The detailed design phase has been completed, and the estimates for construction that were
received are within the anticipated estimated budget. Therefore, staff recommends that the contract
for the Maple Ridge Leisure Centre Renovations be awarded to Mierau Contractors Limited. An
additional funding allotment of $271,834.00 is also recommended as a contingency fund in the
event of any unforeseen issues that may arise once demolition of the old pool commences.
“Original signed by David Boag”
______________________________________________
Approved by: David Boag, Director
Parks & Facilities
“Original signed by Trevor Thompson”
_______________________________________________
Approved by: Trevor Thompson
Manager, Financial Planning
“Original signed by Kelly Swift”
______________________________________________
Approved by: Kelly Swift
General Manager Community Development,
Parks and Recreation
“Original signed by Ted Swabey”
________________________________________________
Concurrence: Ted Swabey
Chief Administrative Officer
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PHASE ONE
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: December 10, 2015
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Special Council Meeting
SUBJECT: LEISURE CENTER FACILITY
EXECUTIVE SUMMARY:
Parks and Leisure Services staff presented a report on December 7, 2015 recommending that the
contract for the Maple Ridge Leisure Center retrofit be awarded to Mierau Contractors Limited for option
one of their tender proposal. This report raised a number of questions regarding the proposal and the
impact that this would have on the community if there were no aquatic facilities available to local
residents and clubs.
Staff have met onsite with the proponent and expressed the City’s concerns regarding the entire facility
being closed for 12 months to complete the renovation work. The proponent was also asked if there
were any other ways that the work could be completed without incurring a full closure of the facility for
12 months. The revised schedule submitted by the contractor would reduce or eliminate the impact on
our swim clubs, however there will still be a significant impact for the patrons who use the leisure pool,
hot tub and teach pool.
RECOMMENDATIONS:
A. That staff be directed to bring back a report that recommends a site, a concept plan, a public
engagement process, and a plan that outlines the funding source and approval process for a new
aquatic facility; and further
That staff be directed to collapse the current tender process regarding the Leisure Center retrofit
project (ITT-PL15-67) and take appropriate steps to ensure that the existing pools can be kept at
their maximum operating capacity until a new pool has been constructed.
B. That staff be directed to prepare a report that provides options on the future of the Maple Ridge
Leisure Centre facility.
C. That staff be directed to start the public process for the additional parks and recreation community
investments outlined in the 2016 – 2020 Financial Overview Report.
DISCUSSION:
a)Background Context:
As a result of a follow up meeting with the proponent, a revised schedule to phase Option 2 of
their tender proposal has been submitted, which would permit the 25m competition pool, sauna
and steam room to remain open during the one year closure period that would be required for
the remaining areas of the aquatic facility. Initially the competition pool will only be open for the
early bird swimmers and swim clubs from 5:30 am to 7:30 am each day, and also in the
evenings from 4:00 pm to 10:30 pm, which are the hours that the construction crews will not be
working. Once the major concrete removal work has been completed, we have been advised
that the Health Department would support the daytime operation of the pool.
3.1
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However, even with the revised schedule to phase the project, the majority of our pool patrons
will be impacted as the 52 week closure of the leisure pool, hot tub and teach pool will still be
required. Some of the impacts include swim lessons, family swims and therapeutic classes.
b) Desired Outcome:
The City of Maple Ridge has undertaken preliminary discussions regarding the potential to fund
the development of a variety of recreational and community facilities. Understandably the City
would like to avoid the potential for any disruption to its current service levels while planning for
new facilities and services to the community.
c) Strategic Alignment
This project aligns with the City’s strategic objective to manage existing municipal infrastructure
through the preparation of appropriate plans to ensure development, maintenance and renewal
of community assets.
d) Citizen/Customer Implications:
Although the existing pool has several areas of concern with regard to pumps, filters and
mechanical equipment that has been in use beyond its expected useful life, the risk of keeping
the facility running is likely best described as being a moderate risk. Having said that if one of
the major components in the pool should fail, an extended closure period may be necessary in
order to obtain and install suitable replacement components.
e) Interdepartmental Implications:
Staff has been working directly with the Fraser Health Department who are charged with the
administration of the BC guidelines for pool design. Fraser Health’s role in this regard is to
ensure that the guidelines are being met for public health reasons. Although the Health
department were not supportive of the option 2 that was previously presented to them, they are
willing to work with staff on the revised scheduling and hoarding plan.
f) Business Plan/Financial Implications:
The 2016-2020 Financial Overview Report includes a strategy for funding $110 million in Parks
& Recreation Community Infrastructure. The strategy involves borrowing the initial investment
on a phased basis, providing debt repayment and covering operating costs from a number of
different sources including:
Existing Town Center Debt Payments of almost $4 million per annum, when the town center
debt is paid off in 2028
Community Amenity Contributions
Senior Government Grants
A phased increase in the Parks & Recreation Masterplan Levy
The borrowing portion of the strategy will require public approval (assent of the elector) and we
recommend moving forward on it at the earliest, with the new pool at an estimated cost of $30
million - $40 million being the most urgent priority.
The financial plan includes $5.5 million in funding for the Leisure Center improvements. This
is funded through a reallocation of Infrastructure funding. A portion of this funding may be
needed if any of the most urgent repairs become necessary during the proposed deferral
period.
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g) Alternatives:
When staff met on site with the contractor and expressed the City’s concerns regarding the
entire facility being closed for 12 months to complete the renovation work. The contractor was
advised that it is unlikely that the project would proceed if the work would require a complete
closure of the facility for such a lengthy period of time.
The contractor has since provided staff with a modified schedule for option 2, which is an
alternative phased approach that would permit the competition pool to be kept open for the 12
month period that they would need for the demolition and construction of the new leisure pool,
hot tub and mechanical room. The competition pool would then be kept open until the other
pools were re-opened, and would subsequently be closed for approximately 3 months to
complete the remainder of the project. The swim clubs would no longer have to travel to other
communities for their programs for the 52 week period, and would then have access to the
teach pool for the remaining 3 months of construction. The Fraser Health Department has
indicated in writing that it would support the modified schedule and hoarding plan on the
revised option 2 for this project.
CONCLUSIONS:
The potential for a new pool facility is a very exciting opportunity for Maple Ridge. The time required to
identify or perhaps acquire a suitable location for a new facility, determine the scope and size of the
project, develop conceptual plans, engage stakeholders, complete detailed design and then
construction could potentially take up to 5 years to complete.
The deferral of the repairs to the existing facility for an extended pe riod of time may also result in
increased costs for each year that the repairs are delayed.
“Original signed by David Boag”
_______________________________________________
Prepared by: David Boag
Director, Parks and Facilities
“Original signed by Kelly Swift”
_______________________________________________
Approved by: Kelly Swift
General Manager Community Development,
Parks and Recreation Services
“Original signed by Paul Gill”
_______________________________________________
Approved by: Paul Gill
General Manager Corporate and Financial Services
“Original signed by Frank Quinn” for
_______________________________________________
Concurrence: Ted Swabey
Chief Administrative Officer
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