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03 - June 23, 2020 Terrace Lodge Redevelopment Steering Committee Minutes TERRACE LODGE REDEVELOPMENT STEERING COMMITTEE Minutes of Meeting June 23, 2020 at 2:00 pm The Terrace Lodge Redevelopment Steering Committee meeting was held on Tuesday, June 23, 2020 via WebEx. Committee Members Present: Bob Purcell –ElginCounty Councillor/Chairman Mary French –Elgin County Councillor Tom Marks –Elgin County Councillor Staff Members Present: Jim Bundschuh –Director of Financial Services Michele Harris –Director of Homes and Senior Services Brian Lima –Director of Engineering Services Cole Aicken –Building Science Technologist Consultants Present: Allan Taylor –Project Manager Gail Kaufman Carlin –Health & Senior Services Consultant David Heintz –MMMC Architects Victoria Pilles –MMMC Architects Regrets: Dave Mennill –Elgin County Warden Julie Gonyou –Chief Administrative Officer Steve Willis –D. Grant Darrell Gerrits –D. Grant Call to Order Chairman Purcell called meeting to order at 2:00 pm. Discussion 1.Review ofMinutes th 1.1.Steering Committee May 26Minutes. Moved by: CouncillorPurcell Seconded by: CouncillorFrench RESOLVED THAT the minutes of the meetingheld on May 26, 2020be adopted. Recorded Vote YesNo Warden Dave MennillAbsent Councillor Mary FrenchYes Councillor Tom MarksAbsent Councillor Bob PurcellYes 20 - Motion Carried. 2.Schedule 2.1.Construction Sequencing – Construction sequencing allows 12-monthdelay to be achieved without redesign. Sequence is slightly less efficient, and therefore causes a nominal cost increase. MLTC to be kept updated on redesign strategy and asked to respond with any concerns and/or revised standards resulting from COVID-19. 2.2.Mandatory Bidder Site Tour – County advised that virtual tour is ready for review. 2.3.Issued for Bid Documents – Bid documents to be released once all decisions made about redesign strategy. 2.4.Project Schedule – 7-monthdelay (4-monthCOVID-19 delay plus 3-month construction extension), assuming no redesign. 2.5.Start Date – October start date, assuming no redesign 2.6.Gail Kaufman Carlin working with AdvantAge Ontario to determine revised needs resulting from COVID-19.Staff to touch base with Ministry regarding any pending Design Manual Changes/funding announcements. 2.7.Terrace Lodge on record that any per diem increase is grandfathered. 3.Construction Manager 3.1.Class A Construction Budget – Expected two weeks after Issued for Bid documents. 3.2.Class B Construction Budget – 28 January 2020 escalation allowance was $1.8M (7.5%). 3.3.COVID-19 Construction Site Cleaning – $200,000 of $1.8M escalation allowance to be used for construction site cleaning for COVID-19. 3.4.COVID-19 CM Fee Adjustment – Fee adjustment to be expected, based on changes to design and schedule. 3.5.COVID-19 Delay after 12 months – Delay costs to be expected if pandemic extends beyond 12 months and construction needs to pause. Each month of delay estimated at $200,000 per month up to $1 million for a year delay. 4.Budget 4.1.IP&C Redesign Items: 1.Oxygen – Piped to bed headwall vs. dedicated storage rooms vs. limited storage. The Director of Homesand Seniors Servicesnoted that many homes are considering piped gas. Typically, 10% of residents require oxygen, but need is greatly increased during outbreak. Significant capital cost and schedule impact possible, depending on chosen option. 2.Negative Pressure Bedrooms – One negative pressure bedroom per RHA vs. portable units vs. built in switch on VFC units. Significant capital cost and schedule impact possible, depending on chosen option. 3.Dining Capacity – Utilize Activity Room and Lounge, or redesign to provide additional dining space. Significant capital cost and schedule impact possible, depending on chosen option. 4.Staff Locker Room – Verify quantity of lockers and available space for PPE. Look at redesign to allow for no sharing of lockers. 5.Temporary Double Bedroom – Likely doable for short-term (6-8 months) during renovation (Phase 3). 6.Staff Room 7.Touchless barrier-free accessible door operators – Revised to be included after 11 June 2020 Working Group meeting. Price increase to be nominal. 8.Touchless IR electrical powered faucets – Revised to be included after 11 June 2020 Working Group meeting. Price increase to be nominal. Steering Committee recommended proceeding with evaluation of redesign items, without waiting for MLTC feedback or updates to the Design Manual. Steering Committee requested that Working Group meet to make decisions regarding IP&C redesign items and present Committee with design recommendations and implications for budget and schedule. Moved by: CouncillorMarks Seconded by: CouncillorFrench RESOLVED THAT the working group be directed to incorporate design changes to address COVID concerns including oxygen, negative pressure rooms, dining room revisions and staff locker room revisions with a recommendation on design, costing, and timing for Council consideration. Recorded Vote YesNo Warden Dave MennillAbsent Councillor Mary FrenchYes Councillor Tom MarksYes Councillor Bob PurcellYes 30 - M otion Carried. 5.Next Meetings 5.1.Working Group Meeting – 29 June 2020 @ 2:30pm 5.2.Steering Committee Meeting – 28 July 2020 @ 1:00pm Adjournment Moved by: CouncillorMarks Seconded by: CouncillorFrench RESOLVED THATwe do now adjourn at 2:45p.m. Recorded Vote YesNo Warden Dave MennillAbsent Councillor Mary FrenchYes Councillor Tom MarksYes Councillor Bob PurcellYes 30 - Motion Carried.