TOWNSHIP OF LAURENTIAN VALLEY

PUBLIC WORKS, PROPERTY & PROTECTION COMMITTEE

TO:

Members of Council

FROM:

Dean Sauriol

DATE:

April 21, 2015

SUBJECT:

Proposed Works Facility Redevelopment

RECOMMENDATION
That Council agrees that the Township shall continue with the process of works facility
redevelopment based on the preliminary design and the provided costing and payment proposals.
BACKGROUND
The Township has leased the Highway 41 Garage to Miller Waste Inc and Snow Country and the
Township has now vacated the building. We now need to proceed with the redevelopment to the
new works facility in order that we are prepared to house all our works equipment in a one central
facility.
DISCUSSION
In an effort to continue the redevelopment of the new facility we would ask that Council review the
concept and information as follows so that we are prepared and able to move forward with the
design and ultimately the construction of the facility. Following the site visit to the existing Witt
Road facility members requested specific information which we have provided. The current
estimate of the entire project is 2.7Million which includes project management and design , Garage
and Office construction and Sand Storage Building Construction..
In order to gather council thoughts and wishes please see attached information:
Item 1
Item 2
Item 3
Item 4
Item 5

Project Schedule
Existing Public Works Facility Review
Proposed Schematic Design of Facility
Debenture Repayment Options
Costs Breakdown and Reduction Options

Would ask that you familiarize yourselves with the concept plan and costing options so that we can
proceed with the next steps with a goal of having partial occupancy in November 2015.

Page 1 of 2

PEOPLE CONSULTED
Mark Behm, Public Works Manager
Charlene Jackson, Treasurer
FINANCIAL IMPLICATIONS
As provided
ATTACHMENTS
-

As provided

Respectfully Submitted
Township of Laurentian Valley

Original Signed
Dean Sauriol
CAO/Clerk

Page 2 of 2

Item 1

Project Manager to attend all site meetings and other disciplines to attend on an 'asrequired' basis when specific engineering/architectural related issues need to be addressed.
Prepare Site Instructions, Contemplated Change Orders, clarifications and sketches as required.
Review contractor's CCN quotations and progress claims and make recommendations to client for
acceptance or rejection.
Review Contractor's schedule and not any issues to the contractor and client
Review Constractor's monthly progress draws and once acceptable, provide confirmation letter to client
in order to process payment.
Review Contractor equipment start-up reports and 0 & M manuals.
Issue General Conformance Letter based on our site observations.
Issue Substantial Completion Certificate

06 Post Construction

Prepare record drawings based on as-built drawing markups provided by the Contractor.
Undertake review at the end of the warranty period.

Note:
Fees for Authorities having Jurisdiction such as ESA plan review, Enbridge Gas, TSSA, etc. are excluded from the
above fees and would be invoiced at cost.

Project Schedule

We understand that it is the Township's desire to have the garage facility available tor use by the winter of
2015/2016. As a result we have identified the following schedule that meets this timetable.

Project Kick-off meeting

Submission of Schematic Design
Client's acceptance of Schematic Design
Commence with Design Development
Completion of Design Development
Completion of Contract Documents
Tendering Period
Project Award
Commencement of Construction
Partial Occupancy
Substantial Completion

March 2, 2015
March 20, 2015
March 27, 2015
March 30, 2015
May 29,2015
May 29,2015
June 1 to June 26, 2015
July 13, 2015
July 20, 2015
November 30, 2015
May3,. 2016

We would like to point out that we have noted a 4 month construction window, in order to meet the November
1
30 h completion date. One potential issue with this schedule is the timeline required for manufacturing of the
pre-engineered building. Manufacturing timelines can vary depending on issues such as time of year, workload
and preparation and approval of shop drawings.
Cost Control

The main focus of cost control for this project will be ensuring that the Jp2g project team provides the Township
with accurate and timely information so that the Township can make informed decisions. This will start during
the Schematic Design phase of the project, wherein we will provide alternative designs and preliminary costing
for the critical items such as site layout, HVAC and electrical options and foundation issues for the client's
review and approval. During the Design Development stage of the project, the team will update the cost
estimates at various stages to ensure that the findings in the Schematic Design stage are still valid.
Also, it is recommended that bi-weekly meetings be held throughout the duration of the project to ensure the
that the Client is aware of project status and also provide opportunities tor Jp2g's team to address issues and
discuss alternative solutions to design issues that may arise and to seek guidance from the Township on these
issues.

Jp2g Ref No. 2152815A

Proposal for Engineering Services I Page 5 of 10

Item 2
Township of Laurentian Valley
Public Works Department
460 Witt Road

PUBLIC WORKS FACILITY REVIEW

Existing Conditions
460 Witt Road
5 Bay Garage 4100 square feet
Administration, Staffing & Storage 1500 square feet
Total 5600 square feet
Cold Storage Area 1100 square feet
Small Salt Storage Structure
Sand Dome Structure
-

Ceiling height is 17 feet. Minimum height required to install safety pins under a partially raised
dump box is 18 feet.
Bays vary from 16 feet to 18 feet in width.
Plan to repurpose a portion of the facility for cold storage.
Existing cold storage is attached to Works Garage.
Existing well for office and garage will remain, but will be inside new works facility.
Existing septic tank will be relocated and used for new works facility. Tank will be connected to
current weeping system for office.
Existing Sand Storage Dome to be utilized for Salt Storage.
Existing Salt Structure to be removed.

40484 Highway 41
4 Bay Garage 3800 square feet
Administration, Staffing & Storage 700 square feet
Total 4500
Cold Storage Area 800 square feet
Salt Storage Structure
Sand Dome Structure
-

Ceiling height is 13 feet. Minimum height required to install safety pins under a partially raised
dump box is 18 feet.
Bays vary from 14 feet to 20 feet in width.
Existing cold storage is a separate building and must be vacated by April 2016 as per lease with
Miller.

Township of Laurentian Valley

Public Works Department
460 Witt Road

Existing Totals
9 Bays 4 too small to properly accommodate plow trucks
Garage 7900 square feet
Administration, Staffing & Storage 2200 square feet
Cold Storage 1900 Square Feet
Equipment
6 - Tandem Plow Trucks
2 - Backhoes
1 - Excavator
1 - Road Grader
1 Farm Tractor with mower and broom attachments
2 - 1-ton road maintenance vehicles
1 -ton with plow & spreader
2 Pickup trucks
1 Tag-along float
2 Utility trailers
Total 16 vehicles/equipment and 3 floats/trailers
Proposed Facility
- 5 double length bays (10 bays) 12,847 square feet
- Ceiling height ranges from 19`-10` to 22`-4. Minimum height required to install safety pins under
a partially raised dump box is 18 feet.
- Administration & Storage including future file archive for Township Administration Office 3346
square feet
- Bays will vary from 24 feet (3) to 28 feet (2) in width.
- New 80 feet x 100 feet Sand Storage Building to be constructed. Proposed to be a stretch-skin
style building on an 8 foot concrete wall.
- Plan to repurpose 2 bays of the existing Witt Road facility for cold storage (approximately 1600
square feet).
- Existing cold storage is attached to Works Garage would be demolished.
- Existing well for office and garage will remain, but will be inside new works facility.
- Existing septic tank will be relocated and used for new works facility. Tank will be connected to
current weeping system for office.
- Existing Sand Storage Dome to be utilized for Salt Storage.
- Existing Salt Structure to be demolished.

Item 4

PAYMENTCOMPARISON
DEBENTURESERIAL

$2,780,000.00
LOANPERIODINYEARS
PAYMENTFREQUENCY
ANNUALINTERESTRATE
SCHEDULEDPAYMENT
TOTALPAYMENTS
TOTALINTEREST

COSTOFLOAN

20YEARS

25YEARS

30YEARS

20

25

30

SemiAnnually SemiAnnually SemiAnnually

DEBENTURESERIAL

TOTALINTEREST

4,500,000

2.59%

2.80%

2.92%

4,000,000

$106,191.43

$95,266.41

$87,699.73

3,500,000

40

50

60

3,000,000

$738,893.37

$993,536.96

$1,239,164.67

2,500,000

$3,518,893.37 $3,773,536.96 $4,019,164.67

2,000,000
1,500,000

SCHEDULEDYEARLYPAYMENT

$210,696.24

$188,903.51

$173,835.25

$68,400.00
$24,000.00
$118,296.24

$68,400.00
$24,000.00
$96,503.51

$68,400.00
$24,000.00
$81,435.25

$174,108.37

$157,131.99

$146,113.09

$159,648.79

$144,583.77

$135,171.01

$129,054.15

$121,675.04

FIRSTYEAR2016
LEASEREVENUE10YEARS
UTILITYSAVINGS10YEARS

COSTOFDEBENTURE

1,000,000
500,000
0

20YEARS

25YEARS

30YEARS

2026

COSTOFDEBENTURE
2030

COSTOFDEBENTURE
2035

COSTOFDEBENTURE

LASTYEAR

$141,692.68

2040

COSTOFDEBENTURE

LASTYEAR

$0.00

$113,537.34

2045

COSTOFDEBENTURE

DebentureSerialOptions.xlsx

$108,227.25
LASTYEAR

$0.00

$0.00

$94,712.95

17/04/201512:56PM

Item 4

PAYMENTCOMPARISON
DEBENTUREAMORTIZING

$2,780,000.00
LOANPERIODINYEARS
PAYMENTFREQUENCY
ANNUALINTERESTRATE
SCHEDULEDPAYMENT
TOTALPAYMENTS
TOTALINTEREST

COSTOFLOAN

20YEARS

25YEARS

30YEARS

20

25

30

SemiAnnually SemiAnnually SemiAnnually

DEBENTUREAMORTIZING
4,500,000

2.69%

2.90%

3.02%

4,000,000

$90,319.16

$78,554.42

$70,775.33

3,500,000

40

50

60

3,000,000

$1,147,720.82 $1,466,519.89

2,500,000

$3,612,766.55 $3,927,720.82 $4,246,519.89

2,000,000

$832,766.55

TOTALINTEREST

1,500,000

SCHEDULEDYEARLYPAYMENT

$180,638.33

$157,108.83

$141,550.66

FIRST10YEARSREVENUE

1,000,000
500,000

$68,400.00
$24,000.00
FIRST10YEARSPAYMENT $88,238.33
LEASEREVENUE10YEARS

UTILITYSAVINGS10YEARS

$68,400.00
$24,000.00
$64,708.83

$68,400.00
$24,000.00
$49,150.66

$157,108.83

$141,550.66

20YEARS

25YEARS

30YEARS

AFTER10YEARS

DEBENTUREPAYMENT

DebentureAmortizingOptions.xlsx

$180,638.33

17/04/201512:56PM

Item 5
Township of Laurentian Valley - Public Works Garage

Project Management (7%)

$180,000.00

Subtotal

$180,000.00

OPTION 1

PROJECT
DESIGN

BUDGET

OPTION 1
Scale Bays
From: 3 - 24' + 2 - 28'
To:
3 - 24' + 2 - 20'
Subtotal

Subtotal

$2,300,000.00

Sand Storage Building

$300,000.00

Subtotal

$300,000.00

OPTION 2

$2,300,000.00

-$125,000.00
BUDGET

Office Link

-$20,000.00

Subtotal

-$20,000.00

OPTION 3
Not Construct
Office at Time of Construction
Subtotal

Debenture

$2,780,000.00

Subtotal

$2,780,000.00

PW GARAGE - PROJECT OPTIONS.xlsx

OPTION 4

OPTION 4
DEBENTURE

-$125,000.00

Not Construct
Garage & Office Complex

OPTION 3

SAND
STORAGE

GARAGE with
Office
Attached

OPTION 2

BUDGET

BUDGET
-$36,000.00
-$36,000.00

BUDGET

Removal of in-floor heating

-$47,000.00

Subtotal

-$47,000.00

17/04/2015 12:57 PM