REQUEST FOR DECISION
DATE: February 6, 2017 Report No. EPW-17-004
TO: Laurie Hurst, Chief Administrative Officer
FROM: Jeff Miller, Director of Engineering and Public Works
SUBJECT:
Title
Early Budget Approval for Esquimalt Town Square - Site Development
End
RECOMMENDATION:
Recommendation
That Council gives early budget approval for inclusion in the 2017-2021 Financial Plan of Project 1 in the amount of $579,000, Project 2 in the amount of $100,000, and Project 3 in the amount of $212,000, for Esquimalt Town Square Site Development as set out in Staff Report EPW-17-004.
Body
RELEVANT POLICY:
Not applicable.
STRATEGIC RELEVANCE:
Resilient and Diverse Economy - Continue with remediation of proper and development of remediation plan.
Well Managed and Maintained Infrastructure - Identify infrastructure repair and proactively plan for replacement needs.
BACKGROUND:
The Township is in the process of redeveloping the Esquimalt Town Square (ETS) site. As part of this process, several pieces of infrastructure will need to be relocated or removed. This infrastructure includes:
• Backup power generator
• Fiber optic and copper communication infrastructure
• Power transformer
• Electric vehicle charging station
• Relocation of monuments
• Demolition of fire truck storage structure
• Bike storage
• Concrete blocks
• Overhead lighting
• Fencing
• Playground equipment
• Park furniture
• Relocation of storm and sanitary service lines
This work will be divided into three projects. Each project will deal with a particular aspect of the relocation. The projects are:
Project 1 - Electrical Relocation
Ø Backup power generator
Ø Fiber optic and copper communication infrastructure
Ø Power transformer
Ø Electric vehicle charging station
Ø Fire truck storage structure demolition
Project 2 - Site features Relocation
Ø Relocation of monuments
Ø Bike storage
Ø Concrete blocks
Ø Playground equipment
Ø Park furniture
Ø Overhead lighting
Ø Fencing
Project 3 - Storm and Sanitary Relocation
Ø Storm service
Ø Sanitary service
Items such as trees, vegetation, irrigation lines, concrete features and asphalt surfaces will not be removed.
Projects 1 and 3 will have the work carried out by consultants and contractors with the Township acting as the Owner’s Representative. Project 2 will see the Township handling the majority of the work with assistance from contractors for any specialty work.
The status of each project is as follows:
Ø Project 1 - Project has been tendered and is awaiting award
Ø Project 2 - Scheduling of work has begun
Ø Project 3 - Request for Proposal is being prepared for the purpose of retaining a consultant
ISSUES:
1. Rationale for Selected Option
It is staff’s recommendation that Projects 1, 2, and 3 be given early budget approval within the 2017-2021 Financial Plan. Early approval is required as these projects are to commence over the next several months and will be completed prior to the final approval of the Financial Plan. The projects could be delayed until the Financial Plan is adopted but this will considerably impact the development of the site. These projects have to occur prior to the construction of the ETS parkade and structures.
2. Organizational Implications
Projects 1 and 3 were incorporated into the Director of Engineering and Public Works’ work plan for 2016. Resources from Engineering and Public Works will be utilized as required to assist in the undertaking of Projects 1 and 3.
Project 2 will be the primary responsibility of Public Works and Parks with the majority of the work being carried out by Public Works. This work is scheduled to occur in the traditionally slower period for both departments and no significant operational impacts are expected on either department for the completion of this work.
The Chief Administrative Officer and other Directors (i.e. Parks and Recreation, Development, Finance) will also play a role in the completion of all three projects or dealing with the Developer. Their participation levels have been incorporated into their work plans with no significant operational impacts being expected due to the work.
3. Financial Implications
The budget required for each project is as follows:
|
Project |
Activity |
Cost |
|
Project 1 - Electrical |
|
|
|
|
Construction |
457,333 |
|
|
Contingency |
21,667 |
|
|
Demolition of Fire Building |
25,000 |
|
|
BC Hydro allowance |
75,000 |
|
|
Total |
579,000 |
The cost for the Consultant for this project was approved in 2016 from contingency funds for a total value of $100,000.
|
Project |
Activity |
Cost |
|
Project 2 - Site Features |
|
|
|
|
Construction |
90,000 |
|
|
Contingency |
10,000 |
|
|
Total |
100,000 |
|
Project |
Activity |
Cost |
|
Project 3 - Storm/Sanitary |
|
|
|
|
Consultant |
40,000 |
|
|
Construction |
172,000 |
|
|
Total |
212,000 |
A summary of the total cost for early approval is:
• Project 1 = $579,000
• Project 2 = $100,000
• Project 3 = $212,000
• Total = $891,000
4. Sustainability & Environmental Implications
Where possible and feasible, sustainability elements will be incorporated into the construction of each project. We will also strive to lower the environmental impact of each Project through methods of construction and disposal.
5. Communication & Engagement
As contracts are awarded, the successful contractor will be contacted. The Township will issue updates to the Township’s website and other social media forums regarding the progress of the ETS project. Council will also receive periodic reports updating them on the progress of the ETS project as required.
ALTERNATIVES:
1. That Council gives early budget approval of Project 1 in the amount of $579,000, Project 2 in the amount of $100,000, and Project 3 in the amount of $212,000.
2. That Council does not give early budget approval of Project 1 in the amount of $579,000 and provides direction on the project.
3. That Council does not give early budget approval of Project 2 in the amount of $100,000 and provides direction on the project.
4. That Council does not give early budget approval of Project 3 in the amount of $212,000 and provides direction on the project.