The Corporation of the TOWN OF MILTON

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1 Report to: From: Mayor G. A. Krantz and Members of Council Jennifer Reynolds, Director, Community Services Linda Leeds, Director & Treasurer, Corporate Services Date: May 17, 2010 Report No. Milestone Report Milton Sports Centre Expansion Project Status Report Subject: Milestone Report # Milton Sports Centre Expansion Project Status Report RECOMMENDATION: THAT staff report Milestone # be received for information; AND THAT a change order to amend the purchase order with Genivar be approved in the amount of $3,625; AND THAT the Manager, Purchasing, be authorized to execute contracts and that the Mayor and Clerk be authorized to sign any and all required paperwork. EXECUTIVE SUMMARY The purpose of this report is to provide a status report on the Milton Sports Centre Expansion Project. Site works for the parking lot expansion and relocation of the volleyball courts are progressing well. Volleyball courts are operational with temporary lighting and the paving of the base coat of the parking lot will be completed by the third week of May. Ball Construction has mobilized and has received a site alteration permit. Site works will commence May 17. REPORT

2 Page No. 2 Background Milestone Report # 2 MSC Project Location Milton Sports Centre Santa Maria Blvd. & Derry Rd. Period Covering March 2010 May 2010 Project Manager/s Mike Bigelli Design Lead (Architect) Design Build (Stadium Consultants & Tilman Ruth Mocellin Architects in conjunction with Ball Construction Ltd.) General Contractor Ball Construction Ltd. ( in conjunction with Stadium Consultants Architects & Tillman Ruth Mocellin Architects) Funding Program Build Canada Fund Infrastructure Stimulus Fund (Federal and Provincial funding) Discussion 1.0 Site Works / Construction Activity Site works for the development of the parking lot expansion is nearing completion. All storm sewer works have been completed and inspected. All curbs and sidewalks associated with this phase are complete. The west parking lot and south access road have been graded and packed and will be paved commencing May 17 with the asphalt base coat to be followed by the final top coat of asphalt in the later park of June. The packing of the lot experienced several soft spots comprised of poor sub base organic soils that required excavation and refilling with engineered fill. The bio-swale along Santa Maria is complete. All top soil has been installed and graded. Sodding of all areas except the area around the volleyball courts will be completed the week of May 25. Sodding around the courts will take place following the installation of light poles anticipated to be the middle of June. Volleyball courts are complete with the exception of lighting. Temporary lighting will be in place until light poles are delivered and installed. All conduit and electrical has been run and connections will be complete upon the delivery of the light poles.

3 Page No. 3 The Civero barn has been demolished and the Dusmet barn vacated with demolition planned for early June. We have received clearance from the Ministry of Culture for the western portion of the archaeological site allowing the contractor unimpeded site access. With respect to the development of the facility, Ball Construction Ltd. has mobilized with site excavation commencing the week of May 17 to be followed with the immediate installation of footings. Structural steel is ordered with scheduled delivery of mid June. Ball Construction Ltd. is continuing to refine drawings for the various staged permit applications. Interior design details are progressing well. The Ball Civil team is working closely with staff and Conservation Halton with respect to the re-stabilization of the bank along the west side of the creek as well as a revised storm water management plan. 2.0 Program Update No change to major program elements as originally defined. The Ball design team is refining both the interior and exterior design elements for permits and tendering purposes. 3.0 Operating Plans Staff are continuing to develop the operating model for the facility. Community Services is working with Human Resources to finalize the staffing plan that will be the subject of future Milestone reports or Human Resources Reports. 4.0 Public Process / Communication In addition to the Town s website and the electronic newsletter that offers project updates, staff are developing a communication program that will be implemented within the facility to keep users and the community informed of the development and the potential impacts to the operating schedule or programs. Communication plans are being finalized to provide the community with information and floor plans at our facilities and the Arts Milton Gallery at the Milton Mall. An electronic newsletter is scheduled for release in June.

4 Page No Schedule Project currently tracking on schedule. 6.0 Related Project Updates Staff continue to work with Milton Hydro through the previously approved Memorandum of Understanding to consider the potential installation of solar panels to the roof structure of the existing facility as well as a possible wind energy program. Further investigation is being done with respect to both programs and will be reported in a subsequent Milestone report. Relationship to the Strategic Plan Goal: Direction: A responsible, cost-effective and accountable local government. Ensure the efficient management of capital assets and municipal services to meet existing and future demands. Enhance communication and coordination with other levels of government in the provision of services. Goal: A safe, liveable and healthy community. Financial Impact There is no financial impact associated with this project. Respectfully submitted, Jennifer Reynolds Director, Community Services Linda Leeds Director & Treasurer, Corporate Services

5 Page No. 5 If you have any questions on the content of this report: Jennifer Reynolds ext 2180 Linda Leeds ext 2142 Attachments: Schedule A Purchasing Update/Contract Amendments Schedule B Financial Impact CAO Approval:

6 Schedule A Purchasing Update / Contract Amendments Milton Sports Centre Expansion The following contract single source requests and contract amendments are being reported under the requirements of the Purchasing by-law # The intent is to have Council s authorization on the single source items listed below, where it was determined that the open market purchasing process would not result in the best buy for the Town. Also outlined below are the suppliers that the Town would like to amend current contracts, as outlined in the chart. Supplier/Contract Genivar Reason for Award or Change Order Additional engineering support was required for modifications to the number of parking spots, curbs and median Amount $3,625 (exclusive of taxes) Increase required. Existing (PO #) or New Existing PO # for $28,350 and to be increased by $3,635 for a revised total of $31,975.

7 Milestone Report MSC Expansion Schedule B - Financial Impact Approved 2009 & 2010 Original Approved Budget Milton Sports Centre Approved Budgets 18,636,130 Pre Approved 2011 Budget Actuals & Commitments to Date $ $ 18,636,130 $ 32,108,896 Pre Approved Budget 22,979,515 22,979,515 Total Approved Project Budget $ 41,615,645 Budget Remaining Approved Budget Amendments Milestone MSC (1,000,000) - (1,000,000) Subtotal of Approved Budget Amendments (1,000,000) Current Revised Budget & Actuals $ 17,636,130 $ 22,979,515 $ 40,615,645 $ 32,108,896 $ 8,506,749 Milestone ,625 Revised Budget & Actuals $ 40,615,645 $ 32,112,521 $ 8,503,124 Original Approved Funding Federal Grants/Subsidies $ (3,218,638) $ (3,605,096) $ (6,823,734) Provincial Grants/Subsidies (3,218,638) (3,605,096) (6,823,734) Contribution from Revenue - (1,576,933) (1,576,933) Capital Provision Reserve (55,584) - (55,584) Recreation Res D/C Res. Fund (5,660,121) (9,682,771) (15,342,892) Recreation Non-Res D/C Res Fnd (168,018) (509,620) (677,638) Capl Works-Res DC Exempt (33,991) - (33,991) Capl Works-Non-Res DC Exempt (131,673) - (131,673) Tax Supported Debt (534,407) - (534,407) DC Debt (5,615,060) (4,000,000) (9,615,060) Total Approved Funding (18,636,130) (22,979,515) $ (41,615,645) Approved Funding Amendments DC Debt: Milestone MSC 1,000,000-1,000,000 Subtotal of Approved Funding Amendments 1,000,000 Current Revised Funding & Actuals $ (17,636,130) $ (22,979,515) $ (40,615,645) $ (32,112,521) $ (8,503,124) The expenditures and additional contract increase for the construction of the Milton Sports Centre Expansion are tracking within the current approved budget.