October 5, 2001 Agenda
SPECIAL MEETING
ELGIN COUNTY COUNCIL
FRIDAY, OCTOBER 5,2001-10:00 A.M.
CASUAL DRESS
1) Ca to Order
2) Disclosure of Pecuniary Interest and the General Nature Thereof
3) Motion to Move Into "Committee of the Whole Council"
4) Reports to Council: 1) General Contractor Bid Results and Tender Award
2) Financial Update - The New Elgin Manor Building
Project
5) Motion to Adopt Recommendations from the Committee of the Whole
6) Consideration of By-Laws
7) Adjournment
REF_QRTTO COUNTY COUNCIL
Warden McPhail, Councillors Mcintyre and Rock and Southwold
Councillor Clutterbuck, The Elgin Manor Building Committee
FROM
2001
October 3rd
DATE
Award
Bid Results and Tender
Contractor
SUBJECT: Genera
ntroduction
On October 2nd, 2001 the Building Committee opened tenders from General
Contractors for the development of the new Elgin Manor. The purpose of this report
is to inform Council of the results of that tender process and to recommend a
General Contractor for the project.
Djscussj~w
Address
63 Gaylord Rd.,
St. Thomas, Ontario
P.O. Box 844, Guelph
Ontario
1700 Hyde Park Road
London, Ontario
Box 272, Courtland,
Ontario
351 Silvercreed Parkway,
North, Guelph, Ontario
9887 Longwoods Rd.,
London, Ontario
700 Rupert St., Unit A,
Waterloo, Ontario
tting:
prior to subm
Tender Price
$10,064.340.00
fied
pre·qua
were
The fOllowing bids were received and a
Company
HIRA General Contractors
$10,226.430.00
$10,728,144.00
$10.426.000.00
$10.730.000.00
Devlan Construction Ltd
K & L Construction
(Ontario) Ltd.
Reid & Deleye
Contractors Limited
Kiwi·Newton Construction
Ltd.
D. Grant & Sons Limited
$10.814.400.00
270.000.00
$11
Melloul·Blamey
Construction
ConclUsion
You will note from the chart above that the bids were very competitive. This is In
large measure becausé of the consistent information supplied with the bid by our
Architects, the Mekinda Snyder Partnership. We are also pleased to report that the
majority of the bids did not exceed our budgeted estimates
/2
2
As part of the tendering process, the County is also required to supply a number of
"housekeeping" documents to the Ministry, to complete this transaction. For
example, a final estimate of cost form must be supplied, as well as, a
recommendation and analysis from the Architect relative to the approved
Contractor, is required.
Recommendation
That HIRA General Contractors, St. Thomas, Ontario be awarded the contract for the
construction of the new Elgin Manor at the total tendered price of $10,064,340.00
exclusive of Value Added Taxes (GST); and,
That the Warden and the Chief Administrative Officer be directed to forward a
necessary and pertinent documents regarding the Elgin Manor redevelopment to the
Ministry of Health and Long-term Care
tted
THE ELGIN MANOR BUILDING COMMITTEE
s respectfully subm
which
ALL of
REPORT TQ COUNTY COUNCIL
Marilyn Fleck, Director of Homes and Senior Services, Linda Veger,
Director of Financial Services and Mark G. McDonald,
Chief Administrative Officer
October 4th, 2001
FROM
DATE
ding Project
i
Bu
Update - The New Elgin Manor
Financla
SUBJECT
ntrod_yction:
The purpose of this report is to review the budget allotment for the new Elgin Manor
building project and to provide a current expenditure update
Discussion
Through a previous Council resolution $12.3m was approved for the entire building
project. In the spring of 2001, Council approved an additional expenditure of
approximately $650,000 for the development of a basement. Furthermore, Council
has set aside reconciliation dollars $586,950 received from the Ministry of Health in
a reserve to be used to offset the cost of purchasing the land and servicing the site.
In essence, the total project budget is $13,536,950. Staff have reviewed these
allocations against the current bid price and are pleased to report that the amount
allocated is sufficient barring any unusual cost implications arising out of
unforeseen circumstances. As Council may recall, there was some concern that
construction prices were rising and that the project budget may be revisited. The
chart below demonstrates the costs, both anticipated and current, respecting this
project
TOTAL BUDGET
(original estimate)
(basement)
(reconciliation)
12,300,000
650,000
586,950
AMOUNT
454,000
568,000
148,000
20,000
20,000
50,000
10,366,270
605,000
800,000
300,000
TEM
Waterline
Sewage Treatment Plant
Land Purchase
Dillon Engineering
Cumming, Cockburn Engineering
Legal, Survey, Soil Test etc.
Construction (HIRA) Net of GST
Architects Fees @ 6% Net of GST
Furniture Allowance
Equipment Allowance
$13.536.950
270
$13,331
=
$13,536,950
13.33L2Z0
Cost
=
Total Project
Budget
Tota
205.680 - Contingency
$
2
konCHISJO_U
As indicated above and despite concerns that building prices and inflation may
drive up the costs of the project, Council has set aside sufficient dollars to complete
the project.
Building Project'
Manor
on purposes
New Elgin
Recommendation
That the report entitled "Financial Update - The
dated October 4th, 2001 be received for informat
tted,
s respectfully subm
which
of
AI
Linda Veger,
Director of Financial Services
~
Marilyn Fleck,
Director of Homes and Seniors
Services
C'
,
Administrative Officer.
Press Release
October 5, 2001
For Immediate Release
EIQin County Awards EI n Manor Buildin Proiect To HIRA General Contractors
Central Elgin, Ontario - Today, in a special meeting of Elgin County Council, HIRA General
Contractors were awarded the tender for the redevelopment of Elgin Manor Home For The Aged.
The contract worth $10,064,340.00 for the proposed 90-bed facility was the lowest of seven very
competitive bids.
Warden McPhail announced that "Council was pleased with the bid and thanks the architectural
firm of Mekinda Snyder Partnership for designing such a competitive process." "We are very
excited and anxious to move ahead to the construction phase and we are delighted to be working
with HIRA General Contractors, the same company that helped build the County's Bobier Villa in
DuttonlDunwicha few years ago", the Warden stated.
"We have designed a facility that is both practical and respectful of the needs of our residents, the
people who deserve quality care and quality accommodations," the Warden further stated. The
new Elgin Manor will provide 78 private rooms with en-suite washrooms and 6 rooms of two
persons sharing a washroom, thereby accommodating 90 residents. Council expects the project
will take approximately 18 months to complete with the new facility opening its doors in May 2003
-30-
For further information contact the following:
Marilyn Fleck, Director of Homes and Senior Services at (519) 631-0620
-
The New Elgin Manor - County of Elgin, Ontario
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