App06.ottawa.ca



3

A C T I O N

Subject: Rideau Branch Tender Approval

Prepared by: Richard Stark, Manager

Access, Outreach and Volunteer Services

Prepared for: Ottawa Public Library Board

Meeting of: November 17, 2008

Date of preparation: November 10, 2008

RECOMMENDATION

That the contract for renovations to the Rideau Branch be awarded to Michanie Construction in the amount of $310,750.00 plus GST to carry out renovation work as per the plans and specifications prepared by architect Len Ward.

That the Rideau Branch be temporarily closed from December 28, 2008 to March 16, 2009 to allow for the renovations and associated collection moves to occur.

References

Doc #04-114 Sale of Land – 377 Rideau Street, December 13, 2004.

Background

1. Purpose: The purpose of this project is to renovate and restore the Rideau Branch in part with the funding made available by the sale of Rideau Branch’s vacant land to the Rideau Gardens Retirement Residence in 2005. The renovations will also include delayed Capital Asset Management rehabilitation priorities.

In 2005 the construction of Rideau Gardens Retirement Residence caused structural damage to the annex of the Rideau Branch. These structural repairs became the first priority and delayed all renovation work. These repairs were completed in August 2008. The delayed renovations can now proceed.

2. Scope of Project: Renovations to the Rideau Branch in this phase include: repairing the plaster walls and ceiling; installing new lighting; restoration work on the historic woodwork; replacing the interior front stairs; creating an accessible public washroom; installing a new exterior sign; improving the landscaping; re-carpeting as well as painting the branch.

Note: New furniture will be purchased for the branch and will be installed after the renovations are complete. The Friends have generously donated $25,000 to assist in these purchases.

3. Tendering Process: The tender for renovations was issued by City of Ottawa’s Supply Services in October 2008 and closed on November 4, 2008. City Real Property Asset Management Branch, Capital Asset Management Division evaluated all tenders. The process complied with the City of Ottawa’s Purchasing By-Law.

The summary of bids received is as follows:

Michanie Construction Ltd $282,500

Premiere Construction $290,281

Serge Zimola Construction Inc $291,707

MB Ford Construction $325,945

GR Brune Construction Inc $483,770

4. Timing: Project timelines related to the renovations are as follows:

• Library closes December 28, 2008

• Interior renovations complete & library reopens to the public March 16, 2009

• Exterior renovations, landscaping & new signage are completed May 31, 2009

5. Impact on the Public: The most significant impact to the public will be the closure of the branch for approximately 2.5 months. The following steps are being taken to accommodate this closure of the branch for construction:

Loan periods

• The closed days will be entered into the automated system so that they will not be included when fines are calculated for materials checked out from Rideau.

• Due dates will be extended for material checked out at Rideau prior to the closure.

• Rideau’s external book drop will not remain open.

Holds

• Starting Friday, December 12, the pick-up location for Rideau holds will be changed to the Main Branch. Clients will be advised of this in the taped telephone message. After re-opening, outstanding holds will be changed back to Rideau. Clients will be advised that they can have their pick-up location changed to a branch other than the Main Branch if they request this.

• Rideau collection will be unavailable for requests during the closure.

Collection relocation

• Rideau’s Express Collection will be temporarily re-assigned to the Main Branch

• All Rideau’s DVDs, including returns, will be sent to other branches.

Staffing

• Employees will be re-assigned to other branches.

Public notification

• A full range of notifications will be developed for staff and public.

Recommendations

1. As the total project cost is within budgeted funds, staff (including relevant staff from Real Property and Asset Management, Capital Asset Management and Supply Management, City of Ottawa) are recommending that award of contract be made to Michanie Construction Ltd in the amount of $310,750 plus GST. This is based on the bid of $282,500 plus a 10% construction contingency.

2. Staff are recommending the closure of Rideau Branch from December 28, 2008 to March 16, 2009 to allow these renovations to take place.

Note: Timelines will be adjusted should there by a requirement once detailed arrangements are made with the Contractor. Should this be the case, the Board will be advised by e-mail of the exact dates of closure.

Financial Implications

Sufficient funds are available for this project from Ottawa Public Library capital funds and from City Real Property Asset Management, Capital Asset Management (CAM) capital funds. The funds are in the following capital accounts:

|Library |Internal Order # 904620 | |Repairs and Maintenance |$ |204,000 |

|Library |Internal Order # 903909 | |Renovations/Expansions |$ |50,000 |

|CAM | | |Life Cycle 2008 |$ |85,000 |

|CAM | | |Life Cycle 2007 |$ |15,300 |

|CAMP | | |Accessibility 2008 |$ |10,000 |

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