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01 - January 4, 2022 Terrace Lodge Redevelopment Steering Committee Meeting Agenda866 184;'%44� MWC Q E� 'S Terrace Lodge Redevelopment Steering Committee Meeting Agenda Date: 04 January 2022 Time: 2:00 pm Location: WebEx Meeting — Elgin County to host 1.0 Call to Order 2.0 Approval of Agenda 3.0 Review of Minutes 3.1 Steering Committee August 04th, 2021 meeting minutes. 4.0 Disclosure of Pecuniary Interests 5.0 Construction Items 5.1 Kitchen RTU Replacement 5.2 Communication & Security Design Tendering 5.3 Interior Design Services RFP 5.4 Nurse Call & Phone System RFP 6.0 Construction Schedule 6.1 Review of current construction schedule 7.0 Other Business 8.0 Next Meeting 8.1 TBD 9.0 Adjournment END Brantford Studo K-W Studio 1 17 Eft aw f �''�4r (rIjU r , ON �1°is'11�P�P F, �r q1 Weber Y S1 N , iti a<:1, VValr v1¢�rta CM r!"r',L.." 4 3:i www,�k"AIG p"n nn c orb n. Car'°@, TERRACE LODGE REDEVELOPMENT STEERING COMMITTEE Minutes of Meeting August 04, 2021 at 1:00 pm The Terrace Lodge Redevelopment Steering Committee meeting was held on Wednesday, August 04, 2021 via WebEx. Committee Members Present: Bob Purcell — Elgin County Councilor/Chairman Tom Marks — Elgin County Warden Dave Mennill — Elgin County Councilor Mary French — Elgin County Councilor Staff Members Present: Julie Gonyou — Chief Administrative Officer Michele Harris — Director of Homes and Senior Services Consultants Present: Allan Taylor — Project Manager Darrell Gerrits — D. Grant Stephen Houston — MMMC Architects Victoria Pilles — MMMC Architects Gail Kaufman Carlin — Health & Senior Services Consultant Regrets: Jim Bundschuh — Director of Financial Services Brian Lima — Director of Engineering Services Cole Aicken — Building Science Technologist Eugenio DiMeo — Corporate Facilities Manager Mike Hoogstra — Purchasing Coordinator Carolyn Krahn — Legislative Services Coordinator Call to Order 1.0 Meeting Called to Order — Chairman Purcell called meeting to order at 1:00 pm. nicr, iccinn 2.0 Approval of the Agenda — Moved by Councilor Mennill and seconded by Councilor Marks. Motion carried. Steering Committee August 04t", 2021 Agenda approved. 3.0 Approval of the Minutes — Moved by Councilor Mennill and seconded by Councilor Marks. Motion carried. Steering Committee June 22nd, 2021 Minutes approved. 4.0 Disclosure of Pecuniary Interest — None. 5.0 Construction Items 5.1 Staff Patio Review — Addendum #1 — Personal donation made by long-time associate of Terrace Lodge to improve staff patio area. Announcement yet to be made, but MMMC has prepared representative visuals. Fundraising Committee to advise regarding details for next Council Meeting. 5.2 PC#13 Receiving Area Revisions — Addendum #2 — Issue that arose during construction, but will come out of contingency fund that was set aside within 2 budget. Size of addition remains the same as original design. Total cost is $11,459.81 + HST. All voted in favour— motion carried. 5.3 Kitchen AHU Installation — Request to replace existing AHU ahead of schedule, rather than paying for expensive repairs now. Goal would be to replace unit in advance of next cooling season (Spring/Summer 2022). Information item, no action required. 5.4 Additional Staff Parking — Currently between 2 and 6 vehicles are required to park on grass during peak times (shift change), and expecting 12-15 students to be starting soon, who will require additional parking. MMMC presented two options for additional parking spaces. Al Taylor clarified that budget numbers assume that work occurs while excavation contractors are on site. Option 1 is preferred. Warden Marks agrees with Option 1, but wonders whether additional spaces should be added in the location of Option 2 as well. Michele Harris believes 9 additional spaces will be sufficient. Warden Marks moved; Councilor French seconded. All voted in favour — motion carried. 6.0 Construction Schedule 6.1 Current construction schedule was reviewed — Revisions will not affect end date. No concerns about construction schedule. 7.0 Other Business — None. 8.0 Date of Next Meeting — TBD. All in agreement that next meeting will be called as needed. Adjournment 9.0 Adjournment — Moved by Warden Marks and seconded by Councilor French. Motion carried. Meeting adjourned. 3 fff lg Prugressive by Nature RECOMMENDATION: REPORT TO TL REDEVELOPMENT STEERING COMMITTEE FROM: Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO DATE: December 23, 2021 SUBJECT: Terrace Lodge Redevelopment - Kitchen Roof Top HVAC Unit Replacement THAT the report titled "Terrace Lodge Redevelopment - Kitchen Roof Top HVAC Unit Replacement" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated December 23, 2021 be received and filed. INTRODUCTION: This report provides details on the required replacement of the existing kitchen Roof Top HVAC Unit that provides cooling and heating to this space. DISCUSSION: The multiple breakdowns and lack of cooling capacity of the existing Kitchen RTU HVAC unit at Terrace Lodge has expedited the need to replace this unit as soon as possible. The existing unit is a Lennon AHU installed in 2004 and was planned to be replaced in 2023. In the original scope of the Terrace Lodge Redevelopment project, the Lennon AHU was to be moved to a new location on the roof, this was necessitated by other mechanical modifications required in this area. Due to the age and condition of the existing unit, it was determined that the replacement and relocation of a new RTU is required at this time. Due to the importance of this unit as it provides cooling to the kitchen area, it is critical that this issue be resolved before the cooling season begins in late spring early summer of 2022. Quotations were obtained and varied in value and delivery time as set out in the following chart. 12 2 Unit Manufacturer Quoted Replacement Costs (exclusive of HST) Delivery Time Daiken $104,769.00 30 weeks Daikon $86,100.73 23 weeks Carrier $44,259.00 12 weeks Lennox $39,069.00 24 to 30 weeks Due to the earliest available delivery time and a very completive cost, the Carrier Unit at a cost of $44,259.00 + HST with a delivery time of 12 weeks, was selected. This will be supplied and installed by Paramount Services Limited, the County's current contracted HVAC service provider. The cost provided, is for the supply and installation of the new unit and the removal and disposal of the old unit. All electrical, mechanical and other costs associated with the relocation are covered under the current Terrace Lodge construction budget. FINANCIAL IMPLICATIONS: The kitchen roof top HVAC unit was scheduled to be replaced in 2023, and the 10-year capital budget had $100,000 allocated to replace this unit. This allocation will be moved up to 2022 and the $44,259.00 + HST, plus any work outside of the current construction budget will be provided from this allocated amount. The total overall budget for the Terrace Lodge Redevelopment project will not change with this new scope of work. ALIGNMENT WITH STRATEGIC PRIORITIES: 5 ving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: 3 Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The age and condition of the existing Terrace Lodge roof top HVAC unit has reached the end of its lifecycle. Staff recommends proceeding with its replacement and relocation of a new unit at this time, coordinated as part of the County's Project contractor. Due to the importance of this unit in providing cooling to the kitchen area, It is critical that this issue be resolved before the cooling season begins in late spring / early summer of 2022. Combined with the earliest delivery time and the most completive price, the Carrier Unit at a cost of $44,259.00 +HST with a delivery time of 12 weeks, was selected. This will be supplied and installed by Paramount Services Limited, the County's current contracted HVAC service provider. The kitchen roof top HVAC unit was scheduled to be replaced in 2023, and the 10-year capital budget has $100,000 allocated to complete this work. Staff recommends that the funds allocated be moved up to 2022 to fund the replacement unit in the amount of 0 0 $44,259.00 +HST, and any additional required work outside of the current construction budget. All of which is Respectfully Submitted Brian Lima General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO Eugenio DiMeo Manager of Corporate Services Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 7 fff lg Prugressive by Nature RECOMMENDATION: REPORT TO TL REDEVELOPMENT STEERING COMMITTEE FROM: Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO DATE: December 23, 2021 SUBJECT: Funding for Terrace Lodge Communications and Security Infrastructure. THAT the Terrace Lodge Redevelopment Project's Project Management scope of work be increased in the amount of $415,000 for the installation of Communications and Security Infrastructure. INTRODUCTION: This report provides details on including a budget amount in the Terrace Lodge Redevelopment Project relating to tendering and retaining the services of a networking and cabling contractor to install the required Communications and Security Infrastructure. DISCUSSION: The Terrace Lodge project and design only included for the electrical infrastructure required to support a telecommunications and security design, however no Registered Communications Distribution Designer (RCDD) was retained at project onset to carry out the need's assessments, and align the telecommunications and security needs with the rest of the project, or coordinate with the electrical discipline. These services have now been requested, and Smith + Andersen will assign an RCDD to carry out the work, including follow ups with stake holders to validate design assumptions, issuance of tender documents and specifications, and provide contract administration services. Once this has been completed, D Grant will initiate their internal tendering process and a preferred networking and cabling contractor will be selected. Prior to awarding the project, a budget needs to be approved by the Steering Committee so staff can award the project according to the Procurement Policy. 9 2 FINANCIAL IMPLICATIONS: The $415,000 estimated cost for Communications and Security Infrastructure can be accommodated in the overall project management budget. This amount would need to be re -allocated from the IT equipment budget. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ❑ Fostering a healthy now and in the future. ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: ® Delivering mandated programs and services efficiently and effectively. As detailed above, approval is required to re -allocate costs in the amount of $415,000 from the project's IT Equipment budget for Communications and Security Infrastructure supply and installation to align the telecommunications and security needs of the redevelopment of Terrace Lodge. 9 All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO Eugenio DiMeo Manager of Corporate Facilities Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 3 10 fff lg Prugressive by Nature RECOMMENDATION: 1 REPORT TO TL REDEVELOPMENT STEERING COMMITTEE FROM: Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO Mike Hoogstra, Purchasing Coordinator DATE: December 23, 2021 SUBJECT: Funding for Terrace Lodge Interior Design Services THAT an amount of $51,506 be included in the Terrace Lodge Project Management budget for Interior Design Services related to Furniture, Fixtures & Equipment (FF&E). INTRODUCTION: This report provides details on including a budget amount in the Terrace Lodge Redevelopment Project relating to contracting with a Consultant to assist staff with Interior Design Services for FF&E items ranging from furniture, artwork, bedding, decorative accessories, interior signage and window coverings. DISCUSSION: The phased redevelopment of Terrace Lodge requires the services of a professional interior design team to assist the County with the following scope of work: • Meet with Owner and consulting team to determine requirements, design direction, progress and coordinate the work. Review Owners FF&E list for completeness and comment on budget. • Selection of new furniture and furnishings that align with MLTC guidelines related to infection prevention and control, resident safety, falls preventions and management. • Review with Owner and consulting team the potential to re -use and move some existing new lounge furniture and incorporate into design. • Prepare furniture plans. • Review power, communication, lighting for coordination with FF&E and interior finishes. • Arrange for furniture samples and tours if required. • Prepare furniture and furnishings budget updates as work progresses, review Owners preliminary budget, and comment. 11 2 Propose cost reduction strategies and recommendations when required to help align project to the approved FF&E budget. Create a concept for interior signage. Create specifications for tendering the following items: o Artwork o Bedspreads o Decorative Accessories o Interior Signage o Privacy Curtains / Window Coverings Assist with preparing bid packages, reviewing bids and make recommendations in coordination with County Purchasing Coordinator. Conduct site reviews during furniture installation. Prepare and distribute deficiency lists. Staff recently issued an RFP for Interior Design Services and four (4) proposals were received. After a thorough review, staff is recommending that the project be awarded to L360 Architecture in the amount of $50,615 + HST. Prior to awarding the project, a budget needs to be approved by the Steering Committee so staff can award the project in accordance with the County's Procurement Policy. FINANCIAL IMPLICATIONS: The total cost for interior design services to be provided by L360 Architecture is detailed below. Consulting Services (L360 Architecture) $50,615.00 HST Payable (1.76%) $ 891.00 Total Cost $51,506.00 The costs can be accommodated in the overall project management budget. ALIGNMENT WITH STRATEGIC PRIORITIES: 12 ving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. As detailed above, approval is required to allocate costs in the amount of $51,506 from the project management budget for interior design services to assist the County during the phased redevelopment of Terrace Lodge. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 3 13 fff lg Prugressive by Nature RECOMMENDATION: REPORT TO TL REDEVELOPMENT STEERING COMMITTEE FROM: Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO Mike Hoogstra, Purchasing Coordinator DATE: December 14, 2021 SUBJECT: Funding Reallocation for Terrace Lodge Redevelopment Nurse Call and Phone System THAT the amount of $40,000 identified in the Furniture, Fixtures and Equipment (FF&E) budget for the Terrace Lodge Phone System be reallocated to the construction budget allowance for a total combined project budget allowance of $554,473. INTRODUCTION: This report provides details on the Request for Proposal (RFP) for the Terrace Lodge Nurse Call and Phone System project that was recently issued and requests the re- allocation of funds from the FF&E budget to the Construction budget. DISCUSSION: Request for Proposal No. 2021-P39 was published on October 8, 2021, for the replacement of the Terrace Lodge Nurse Call and Phone System. The two separate projects were combined into one project similar to previous replacements at Bobier Villa (2013) and Elgin Manor (2016). The RFP closed on November 8 and three (3) compliant proposals were received by the County. Staff from Information Technology, Homes & Seniors Services and Engineering Services conducted an evaluation process let by the Purchasing Coordinator in accordance with the RFP evaluation process. The review and evaluation was scored based on general performance criteria including integration with existing Maxivox system, equipment/components proposed, experience level in multi -phase installations, implementation plan, training/support and the financial proposal. A meeting to review the evaluations was held on November 24. The evaluation process identified KR Communications as the highest scoring firm. The total cost for the combined Nurse Call and Phone System project is $552,670 plus HST. 14 2 The phased installation of the Nurse Call and Phone System will require coordination with the Contractors working as part of the Construction Management team and as part of the proposal review process, Smith and Anderson was requested to review the recommendation from the evaluation committee. The review was completed and Smith & Anderson concurred with the selection of KR Communications. The total overall project budget awarded to D. Grant included $514,473 for the nurse call system. A separate County FF&E budget included $40,000 for the phone system. Because the two systems were combined and a portion of the funds need to be reallocated to the construction budget, staff is requesting that the steering committee approve a reallocation of funds from the FF&E budget to the Construction budget. Reallocating the funds will allow D. Grant Construction to award the contract for the Nurse Call and Phone System to KR Communications through the construction project under the new combined allowance of $554,473. FINANCIAL IMPLICATIONS: The total overall budget for the Terrace Lodge Redevelopment will not change with this reallocation of funds from the FF&E budget to the Construction budget. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 15 3 COMMUNICATION REQUIREMENTS: None. CONCLUSION: As detailed above, the Evaluation Committee completed an evaluation and selection process in accordance with the RFP process and County Procurement Policy. In order to allow both separate projects to be awarded by the Construction Manager through the allowance in the construction budget, staff are recommending a re -allocation of funds from the FF&E budget to the Construction budget allowance. All of which is Respectfully Submitted I:i'fi "I W1iiF General Manager Engineering, Planning, and Enterprise (EPE) — Deputy CAO Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 16