HomeMy WebLinkAboutMay 11, 2016 - Special Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
SPECIAL MEETING AGENDA
MUNICIPAL OFFICE
9344 Plank Road, Straffordville, ON
Council Chambers
Wednesday, May 11, 2016
6:00 p.m. — RFT 16-04 Straffordville Community Centre
1. CALLTO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. ADMINISTRATION
A. Report CAO-35/16 by Paul Shipway, CAO re RFT 16-04 Straffordville Community Centre
4. BY-LAWS
A. By-Law 2016-044 Being a By-law to authorize the execution of an agreement
5. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-Law 2016-045 Being a By-law to confirm all actions of Council
6. ADJOURNMENT
IN YHA -
• REPORT
►
CAO
op
Poi tunity Is
TO: Mayor & Members of Council
FROM: Paul Shipway, CAO
DATE: May 11, 2016
REPORT: CAO-35/16
SUBJECT: RFT 16-04 STRAFFORDVILLE COMMUNITY CENTRE
BACKGROUND
On April 22, 2016 RFT 16-04, Straffordville Community Centre, was issued. RFT 16-04 closed on
May 10, 2016 at 3:00 PM.
DISCUSSION
The results of RFT 16-04, Straffordville Community Centre, are as follows:
Bidder Total Provisional 'A' Provisional 'B' Total +
Floor Washrooms Provisionals
Reid & DeLeye $838,880.92 $13,330.00 $52,146.00 $904,356.92+HST
Contractors
Ltd.
Grassmere $875,650.00 $13,935.00 $27,950.00 $917,535.00+HST
Construction
Ltd.
The Council of the Corporation of the Municipality of Bayham may consider funding the project as
follows:
Tender (Including Provisional A&B)
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $187,535.92
Total $904,356.92
Working Capital Reserve 15,916.68 Non-Rebate HST
Working Capital Reserve $40,000 Contingency/change
Orders
Tender (No Provisionals)
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $122,059.92
Total $838,880.92
Library Reserve $14,764.30 Non-Rebate HST
Library Reserve $35,000 Contingency/change
Orders
Tender (Provisional A)
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $135,389.92
Total $852,210.92
Library Reserve $14,998.30 Non-Rebate HST
Library Reserve $35,000 Contingency/change
Orders
Tender (Provisional B)
Funding Source Amount
Canada 150 Grant $250,000 Tender Cost— Pre HST
Straffordville Community $90,734
Centre Reserve
Straffordville Hall Group $96,902
Donations
Facility Reserve $279,185
Library Reserve $174,205.92
Total $891,026.92
Library Reserve 15,682.07 Non-Rebate HST
Working Capital $35,000 Contingency/change
Orders
Given the decisions of Council which have led to the tendering of work for the Straffordville
Community Centre staff are under the assumption that Council intends for the Straffordville
Community Centre to be the Community Hub of the Municipality of Bayham. The works
contemplated within the tender would result in a fully rehabilitated Community Centre with upper
and lower tenant-to-finish move in ready space with full accessibility considerations. Should that be
the case staff would respectfully recommend Council carefully assess the municipal asset portfolio
moving forward in future capital budgets.
The Consultant Team have reviewed the tenders and conclude they are clean bids and support
award to Reid & DeLeye Contractors Ltd.
The considerations behind the proposed funding options outlined above are as follows:
1) The Straffordville Community Centre Reserve, Strafffordville Hall Group Donation Reserve
and the Facility Reserve have been contemplated to be utilized for the Straffordville
Community Centre Rehabilitation project.
2) The Library Reserve is funded by lease payments from the County and does not rely on the
municipal levy. Annually, the Municipality transfers approximately $40,000 to the Library
Reserve directly from County lease payments exceeding library operating expenditures.
The Facility Audits conducted on the Bayham Library's indicates approximately $50,000 of
possible capital expenses over the next 5-10 years for the libraries, some of which are
optional expenditures. The utilization of the Library Reserve, which would still have $30,000
after said transfer, would fund the Straffordville Community Centre Rehabilitation project
without adversely impacting the levy.
3) The Working Capital Reserve exists for such projects and would still contain approximately
$190,000 after utilizing the funding from the same for the Straffordville Community Centre
Rehabilitation project.
Outside of the tender costs noted above the consultant team fees will become due in 2017, after the
project is complete and fully signed off on. At said time staff would propose to utilize a portion of
the 2017 Facility Reserve Capital contribution to fund the same.
RECOMMENDATION
1. THAT Report CAO-35/16 re RFT 16-04 Straffordville Community Centre be received for
information;
2. AND THAT Council award RFT 16-04 to Reid & DeLeye Contractors Ltd. in the amount of
$904,356.92+HST
3. AND THAT staff be directed, and delegated authority, to utilize the Working Capital Reserve
for change orders, if required, with an upset limit of$40,000.
4. AND THAT staff be directed to bring forward a by-law to enter into a contract with Reid &
DeLeye Contractors Ltd. for Council consideration.
Respectfully Submitted by:
Paul Shipway
CAO
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. 2016-044
A BY-LAW TO AUTHORIZE THE EXECUTION
OF AN AGREEMENT BETWEEN
THE MUNICIPALITY OF BAYHAM
AND
REID & DELEYE CONTRACTOS LTD.
FOR CONSTRUCTION SERVICES AT THE STRAFFORDVILLE COMMUNITY CENTRE
WHEREAS the Municipality of Bayham is desirous of rehabilitating the Straffordville
Community Centre, 56169 Heritage Line, Straffordville;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of
entering into an agreement with Reid & Deleye Contractors Ltd. for construction services,
pursuant to RFT 16-04 Straffordville Community Centre, at the Straffordville Community
Centre;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY
OF BAYHAM ENACTS AS FOLLOWS:
1. THAT the Mayor and Clerk be and are hereby authorized to execute an Agreement,
attached hereto as Schedule "A" and forming part of this by-law, between Reid &
Deleye Contractors Ltd.and the Municipality of Bayham;
2. AND THAT this by-law shall come into full force and effect upon final passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF
MAY, 2016.
MAYOR CLERK
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. 2016— 045
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
SPECIAL MEETING HELD MAY 11, 2016
WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of
a municipal corporation are to be exercised by the Council of the municipality;
AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be
exercised by by-law;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it
advisable that the proceedings of the meeting be confirmed and adopted by by-law.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in
respect of each recommendation and each motion and resolution passed and other
action by the Council at the special meeting held May 11, 2016 is hereby adopted and
confirmed as if all proceedings were expressly embodied in this by-law.
2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby
authorized and directed to do all things necessary to give effect to the action of the
Council including executing all documents and affixing the Corporate Seal.
READ A FIRST, SECOND AND THIRD TIME and finally passed this 11th day of May, 2016.
MAYOR CLERK