February 3, 2016
Report to: Facilities Committee, Board of Health
Submitted by: Dr. Nicola Mercer, Medical Officer of Health & CEO
Subject: PARKING SPACES AT 160 CHANCELLORS WAY, GUELPH
Recommendations
(a) That the Facilities Committee makes recommendation to the Board of Health to receive this report for information.
(b) That the Facilities Committee makes recommendation to the Board of Health to authorize Senior Management to move forward with the competitive bid process for construction of fifty (50) additional parking spaces at 160 Chancellors Way, Guelph.
Executive Summary
The need for additional parking spaces at the Chancellors Way office of Wellington-Dufferin-Guelph Public Health (WDGPH) was documented in Facilities Committee Report BH.03.NOV1915.R03 – Additional Parking Spaces – 160 Chancellors Way, Guelph.
WDGPH staff have obtained two estimates for the development of 50 more parking places. The estimates range from approximately $144,000 to $188,000 excluding HST. Given the value of the project, a formal competitive bidding process for this work will need to be undertaken. A one-time grant request will be submitted to the province for funding toward this project.
The timing of provincial funding approval renders it impossible to undertake this project after it is known whether provincial funding approval has been received for this project, due to the need to complete the project in the good weather months.
WDGPH has the funds available in the Facilities Reserve to complete this project.
Management is seeking Board approval to move forward with the project using funds from the Facilities Reserve, with the understanding that any one-time grant funds received from the province toward this project will be re-deposited into the Facilities Reserve.
Background
The need for additional parking spaces at 160 Chancellors Way was documented in Facilities Committee Report BH.03.NOV1915.R03 – Additional Parking Spaces – 160 Chancellors Way, Guelph.
On December 2, 2015, the Board of Health approved a motion which directed staff to look at all alternatives and approaches for the acquisition of additional parking spaces for 160 Chancellors Way, including new construction.
Additionally, the Board of Health authorized WDGPH Staff to retain the Facility Reserve fund until all facility matters, including parking at Chancellors Way have been resolved. WDGPH staff have obtained two estimates for the construction of 50 additional parking places. The estimates ranged from approximately $144,000 to $188,000 excluding HST. Given the value of the project, a formal competitive bidding process for this work will need to be undertaken. The total upper limit projected cost of the project is projected to be $250,000. The financing options were discussed at both the November 29, 2015 Facilities Committee and the December 2, 2015 Board of Health and include:
(a) Submit a grant application for one-time funding for 75% of the project cost to the Ministry of Health and Long Term Care (MOHLTC) with the remaining 25% or municipal portion to come from the Facilities Reserve.
(b) Authorization from the BOH to fund the entire cost of the project from the Facilities Reserve in the event that the grant application is unsuccessful.
Due to the timing of provincial decisions about one-time grant approvals (tentatively expected Fall, 2016), in order to move forward with the project in spring/summer 2016, the Board of Health must be willing to move ahead with this project regardless of whether or not the provincial one-time grant funding is approved. The funds for this project are available in the Facilities Reserve Fund, and no additional municipal contribution would be required to complete this project. Additionally it is anticipated that this may be the last year for the existing one-time grant program as the MOHLTC has announced a new and complex process for Capital Funding moving forward.
Analysis/Rationale
A one-time grant application for this project will be submitted to the Ministry of Health and Long-Term Care by March 1, 2016 (as required by the Ministry). The timing of provincial funding approval has varied over the past several years from mid-August to early November. Since this project must be completed during the good weather months, and its value will require a competitive procurement process to be undertaken, waiting for provincial funding approval to begin the project is not an option.
Procurement Process
For procurement transactions with a total procurement value greater than $50,000, a formal competitive bidding process must be undertaken. An RFx will be developed by Procurement, in conjunction with Facilities staff, and will outline the requirements for the project. The RFx will be publicly posted for a minimum of 15 calendar days. Responses will be evaluated based on the criteria outlined in the RFx document. Once a successful bidder has been identified, WDGPH will enter into a contract for goods and services, and the timeline and cost of the project will be reported back to the Committee.
Appendices
NONE.
Prepared by:
Tom Craig, Manager, Operations & IT
AND
Shanna O’Dwyer, Manager, Finance
Reviewed by:
Elizabeth Bowden, Interim Director, HR & Corporate Services
Approved by: Dr. Nicola Mercer, Medical Officer of Health & CEO
