HomeMy WebLinkAbout2017-07-25 Council Agenda and Reports Addendum Two.pdfCity of Maple Ridge
COUNCIL MEETING AGENDA
July 25, 2017
7:00 p.m.
Council Chamber
ADDENDUM TWO
1101 REPORTS AND RECOMMENDATIONS
Parks, Recreation & Culture
1156 Award of Contract RFP-PL17-58: Synthetic Field Design Services – Arthur
Peake/Golden Ears and Telosky Stadium/Thomas Haney Secondary Sites
Staff report dated July 25, 2017 recommending that Contract RFP-PL17-
58: Consulting Services for Synthetic Sports Field Design at Arthur Peake
Centre/Golden Ears Elementary School and Telosky Stadium/Thomas
Haney Secondary School sites be awarded to R.F. Binnie and Associates
Ltd., that a contingency be established and that the Corporate Officer be
authorized to execute the contract.
Checked by:________________
Date: ________________
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 25, 2017
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council
SUBJECT: Award of Contract RFP-PL17-58: Synthetic Field Design Services –
Arthur Peake/Golden Ears and Telosky Stadium/Thomas Haney Secondary Sites
EXECUTIVE SUMMARY:
The City proposes to redevelop the existing fields at Arthur Peake Centre/Golden Ears Elementary
School (APC/GEE) and Telosky Stadium/Thomas Haney Secondary School (TS/THS) sites to synthetic
turf sports surfacing in order to increase field allocation for skill development, practices and games
for our sports user groups who are requesting additional field time due to growth in participation.
Through initial discussion, School District No. 42 Board of Education and sport groups have indicated
their support of both concepts and as these initiatives are a Council priority, the development
timeline for the APC/GEE synthetic sports field project is proposed for completion in time for the
2018 spring/summer sports season while the TS/THS synthetic sports field initiative will be
completed as soon as possible considering the larger scope and size of this project which is
anticipated to require additional time for design, tendering and construction.
Community consultation and a proposal call for design services for both synthetic field initiatives was
undertaken concurrently to support these timelines. At the community open house held July 19,
2017, the TS/THS field concept was generally supported while neighbours expressed concerns on
the APC/GEE field concept focused on impacts due to noise, lights, traffic, parking and loss of
privacy arising from the field operations, as well as the loss of the existing grass field. Additional
comments have been received questioning the health impacts of synthetic surfaces particularly for
an elementary school playfield. However in 2015, Vancouver Coastal Health issued a position
statement to Municipalities that “based on their review, they consider there to be no increased
human health risk associated with synthetic turf fields containing crumb rubber.”
A Request for Proposal (RFP) for Consulting Services for both APC/GEE and TS/THS sites was issued
through BC Bid and three proposals were received. An evaluation team concluded R.F. Binnie and
Associates Ltd.’s proposal for the combined projects with a fee of $276,082.68 plus taxes as
providing the best value to the City. A cost savings of $37,476.76 is realized by combining the
consulting services contract for the two projects. A contingency of approximately 15% of the total
contract price, in the amount of $40,000 is also recommended. Council approval is required to
award the project to R.F. Binnie and Associates Ltd. as per the City’s purchasing policy.
Further consultation with the School District, sports groups and the community through the detailed
design stage is proposed to provide additional opportunity for input and resolve the issues identified.
1156
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RECOMMENDATIONS:
That Contract RFP-PL17-58: Consulting Services for Synthetic Sports Field Design at Arthur Peake
Centre/Golden Ears Elementary School and Telosky Stadium/Thomas Haney Secondary School sites
be awarded to R.F. Binnie and Associates Ltd. in the amount of $276,082.68 plus taxes; and,
That a contingency of $40,000.00 be established for this project; and further,
That the Corporate Officer be authorized to execute the contract.
DISCUSSION:
a)Background Context:
The City proposes to renovate the traditional diamond/sports field at APC/GEE and the two
softball diamonds at TS/THS to provide synthetic surfaces which would better support the
fall/winter sports as well as provide additional practice and game play for the spring/summer
ball use. Additionally, the two traditional grass ball diamonds/sports fields at TS/THS are
proposed to be lit which would increase field time. Both the Board of Education and
community sport groups have expressed their support for these two initiatives.
Community consultation, as directed by Council on June 6, 2017, was undertaken to provide
conceptual information and garner input from the neighbours and other interested
community members. An open house, held on July 19, 2017, was attended by approximately
forty residents including neighbours and sports club representatives. Feedback received to
date indicates that overall, the field concept at Telosky Stadium/Thomas Haney Secondary is
supported; while the APC/GEE field concept garnered both broader community support as
well as concern from the APC/GEE immediate neighbours and parents. Concerns expressed
on the APC/GEE concept included issues around noise, lights, traffic, parking and loss of
privacy with vegetation removal that would occur with the field redevelopment and increased
sports use. A few comments focused on the loss of the grass field and the opportunity for
informal use after school hours. Some comments also questioned the health impacts of
synthetic surfaces particularly for an elementary school playfield as a result of daily
exposure. Correspondence and comment forms received to date regarding the synthetic
field concept at APC/GEE are attached to this report. The presentation materials are posted
on the park development webpage and interested individuals continue to have an
opportunity to review the material at their leisure and provide input until August 16, 2017.
The development timeline for the Arthur Peake Centre/Golden Ears synthetic sports field
project is targeted for completion in time for the 2018 spring/summer sports season while
the Telosky Stadium/Thomas Haney Secondary School site synthetic sports field project will
be completed as soon as possible considering the larger scope and size of this project which
is anticipated to require more time for design, tendering and construction. Consulting
services, including site investigation and detailed design need to advance to meet this
schedule.
b)Desired Outcome:
To obtain Council approval to award the contract so the design work can advance to support
the proposed development timeline.
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c) Strategic Alignment:
These synthetic field initiatives, one of a number of Council’s current infrastructure priorities,
will add allocation for both practice and game play for our sports user groups who have been
requesting additional field time due to growth in participation.
d) Citizen/Customer Implications:
Sports user groups will benefit from the provision of increased field capacity in the short
term. Providing synthetic sport surfaces enables additional game play with fewer closures
due to fall/winter weather conditions which do not support natural turf growth.
The City will work with Binnie to determine the best design, synthetic surface product and
construction methods with cost, playability, and durability as primary considerations. The
design process will include additional consultation with the sports user groups, School
District No. 42 and neighbours to obtain feedback and share information on minimizing
impacts to neighbours from traffic, noise and light generated by field operations.
e) Interdepartmental Implications:
Engineering Department staff will be consulted during the detailed design process to ensure
site servicing is to City standards.
f) Business Plan/Financial Implications:
Council approved the Albion Sports Complex synthetic field redevelopment capital funds of
$3,000,000 to be reallocated to AP/GEE field initiative and approved borrowing for the
TS/THS field initiative costs. Council has directed staff to advance the design for these two
synthetic initiatives, with the TS/THS design work expedited in advance of the borrowing
bylaw, so that the projects can be completed in a timely manner. Design costs for TS/THS
will be covered by existing reserves.
Development Cost Charges (DCC) are not an eligible funding source.
g) Alternatives:
Council could choose to not develop a synthetic field at Arthur Peake Centre/Golden Ears
Elementary School; however this is not recommended as only one synthetic field, the Karina
LeBlanc field, would be delivered in advance of the 2018 spring/summer sports season.
CONCLUSIONS:
The proposed synthetic field redevelopment at both Arthur Peake/Golden Ears Elementary and
Telosky Stadium/Thomas Haney Secondary sites is needed to deliver fields to the community in the
short term. While the TS/THS field concept was generally supported, the APC/GEE field concept
received neighbour input expressing concerns over noise, traffic, sport field lighting, loss of privacy,
and loss of informal use of the existing grass field. Staff will work with the School District and
neighbours to address concerns through the design process. Staff is satisfied with the proposal
submissions and recommend that both projects proceed to enable the sports fields to be delivered
on time.
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“Original signed by Valoree Richmond”
Prepared by: Valoree Richmond, Manager Parks Planning & Operations
“Original signed by David Boag”
Reviewed by: David Boag, Director Parks & Facilities
“Original signed by CK Lee for Trevor Thompson”
Reviewed by: Trevor Thompson, Manager, Financial Planning
“Original signed by Kelly Swift”
Approved by: Kelly Swift, General Manager: Parks, Recreation & Culture
“Original signed by E.C. Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
vr:
Attachments: APC/GEE Field Concept Open House comment forms and emails