Bowen Island Municipality. Bowen Island Community Centre. Project Briefing Note

Transcription

1 Bowen Island Municipality Bowen Island Community Centre Project Briefing Note Presented: October 11, 2016 Sam Collins 1 of 8

2 1 Recommendations 1.1 That Council receive this project Briefing Note for information. 1.2 That Council approve the project moving forward into the Planning and Approvals phase by procuring the required planning team for a facility as outlined in the Briefing Note dated August 29, That Council approve the creation a fundraising committee dedicated to developing a fundraising campaign for the purpose of obtaining project funding pledges for the project. 1.4 That Council approve the creation of a project steering committee. 2 Purpose: Project Outline 2.1 Goal Statement The project goals for the Bowen Island Community Centre Project are to: Design the building with the confirmed facility program on Area 3 of Lot 2. Confirm project funding through Borrowing Referendum, donations and grants. Initiate the ground breaking of construction before September Construct the facility in less than two (2) years duration. Complete all the project work for an approximate maximum of $9m-$12m Canadian Dollars. 2.2 Project Objectives The Bowen Island Municipality (BIM) project objectives for the Planning and Approvals Phase the project, include: Analyzing the site for the community centre future growth servicing needs, Analyzing transportation access needs, Producing a conceptual design, Confirming funding capacity, leading to construction of the Bowen Island Community Centre (BICC). Managing and developing deliverables for community engagement and a Municipal Borrowing Referendum to confirm project scope, schedule and budget. Procuring and managing the design professionals required to complete the site and building design. Engaging stakeholders to ensure design function aligns with operational needs. 2 of 8

3 Monitoring, Controlling and Reporting on the project phase with open, clear and transparent project information. Closing project by determining the status of reconciled accounts, schedules and all required closeout documentation are accounted for and complete. Closing project phase by providing a building and site design that is ready to tender. 3 Project Scope 3.1 Project Description / Background The Bowen Island Community Centre project has been in the planning stages since before incorporation; in 1997, a Borrowing Referendum was held to borrow funds for a 4,400 square foot community space. Several relevant studies, reports and plans have been developed including but not limited to: Community Centre History Report April 15, 2016 Temporary Advisory Board - Summary Report March 3, 2014 Bowen Community Centre Action Committee - Final report February 16, 2012 Civic Facilities Working Group - Final Report April 2008 Hotson Bakker Boniface Haden Architects + Urbanistes et al - Feasibility Study - February 26, 2008 Proposed Civic Facility Location Considerations Report to Council February 11, 2006 Civic Facilities Task Force Professional Environmental Recreation Consultants Final Report - September 2005 The building program area (+/-10%) which is relative to the currently forecasted cost consists of: Facility Program Area Gross Floor Area (GFA) Community Spaces: o Two Multipurpose Rooms. o Community Kitchen. o Lobby and Reception. o Showers and Washrooms. 7,500 (sq. ft.) Municipal Offices 5,400 (sq. ft.) Fitness Centre 600 (sq. ft.) Recreation Offices 900 (sq. ft.) TOTAL GROSS FLOOR AREA* 14,400 (sq. ft.) 3 of 8

4 3.2 Change Drivers/ Strategic Alignment Project interest and motivation for the project on the island has existed for several years and has led to this project being Council s Priority C1 of the 2016 Island Plan: Develop a Work Plan for Building the Community Centre and New Municipal Offices. Currently the municipal offices lease space yearly lease costs will offset the project borrowing costs. Land subdivision and sale could provide funding opportunities for facilities development. Arts Council requires performing arts space and has the ability to apply for Funding Grants to augment the project funding. Bowen Island is a growing community. 3.3 Principles The building will: Fit into its surroundings and the fabric of the park and the heritage of the lands, Be Welcoming, lean and functional, Be designed to balance and meet the project expectations and allowances for: scope, schedule, budget and quality. Provide safe facilities for public and staff. 3.4 Desired Outcomes/ Deliverables: Outcomes & Benefits The project will: Provide a central location for community activities and municipal offices Provide a facility that will act as a gathering place for people of all ages and interests in the community, fostering and inspiring connections, understanding, health, caring, creativity and economy. Enhance community awareness, Promote a culture of sustainability, Critical Success Factors Maintaining Scope, Schedule, Budget and Quality while providing a building that serves its intended function. Confirmation of grants and donations. Borrowing referendum results and funding approvals Deliverables Fair, open and transparent procurement of services and goods that aligns with BC Capital Asset Management Framework, Land Surveying of the property, 4 of 8

5 Geotechnical investigation and reports, An iterative cost management plan, A building design that is lean, compliant and constructible, contract documents that are clear and coordinated for a competitively bid, via stipulated sum tender or construction management delivery models, construction and planning that is safe, compliant and complete, Project records that capture the critical information of the project delivery. 3.5 Planning and Approvals Phase Boundaries In Scope Confirmation of funding capacity, Facility planning, design and construction planning Materials to support a Borrowing Referendum. Confirmed facility program elements and areas Out of Scope All scope associated with the purchase and sale of real estate and or land. Municipal Borrowing Referendum will be an activity managed and delivered by BIM, supported by the project deliverables. Construction tendering and delivery Constraints Size and complexity of the project for the Municipality. 4 Project Implementation 4.1 Budget Project Budget Planned Value 2016 BIM Budget Hard Costs: Construction $6,637,194 $0 Soft Costs: Design, Permits, Insurance $1,506,713 $250,000 Furniture, Fixtures and Equipment (FF&E) $250,000 $0 Contingencies $1,371,891 $0 TOTAL $9,765,798 $250,000 Budget figures above are exclusive of GST. Costs to Achieve Gate 3, in the Planning and Approvals Phase of the project, are approximately $600,000 - $750,000 +/-10%. 5 of 8

6 4.1.1 Funding Sources: BIM Capital, amount is to be determined. Grants, amount is to be determined. Donors/Foundations, amount is to be determined. 4.2 Schedule/ Milestones Project Milestones: All Phases Phase Milestone/Task Scheduled Achievement Notice of Project Manager Award May 24, 2016 INITIATION Hold Kick off meeting with BIM June 16, 2016 Project Charter Sign off July 22, 2016 BIM Council Presentation Oct. 11, 2016 GATE 1 APPROVAL Develop Architect and Consultant Team Procurement Dec. 12, 2016 Select Architect and Consultant Team Feb. 9, 2017 Complete Schematic Design (SD) April. 20, 2017 Complete Quantity Survey(QS) SD Cost Estimate April. 27, 2017 GATE 2 APPROVAL PLANNING & APPROVALS Complete Design Development (DD) June 2, 2017 Complete Development Permit July 21, 2017 Complete QS DD Cost Estimate July 27, 2017 GATE 3 APPROVAL Complete 30% Working Drawings (WD) for Review Aug. 18, 2017 Complete 60% WD for Review Sept. 1, 2017 Complete QS 60% WD Cost Estimate Sept. 29, 2017 Confirmed BIM Borrowing Referendum Funding Oct. 16, 2017 GATE 4 APPROVAL Start QS 95% WD Cost Estimates / Building Permit Application Nov. 21, 2017 Complete QS 95% WD Cost Estimate Jan. 3, 2018 GATE 5 APPROVAL 6 of 8

7 Future Scope: Tasks shown below are subject to Critical Path predecessor activities. IMPLEMENTATION Approval to Release Contractor Procurement Jan. 29, 2018 Approval to Proceed with Construction Mar. 20, 2018 Start Construction April 10, 2018 Construction Substantial Completion July 1, 2019 Wrap up Deficiencies July 22, 2019 CLOSING Start Move in and Furniture, Fixtures and Equipment Fit up July 9, 2019 Financial Wrap up Sept. 10, Communications Strategy In collaboration with Communications Coordinator, the project will be communicated to the public through the following means at various milestones: Media releases, Updates on the Island Page of the Undercurrent, Updates and links on Twitter and Facebook, Mail drops (specifically for advertising community engagement meetings), On the BIM website under News and Notices, subscriber list, Bowen Island Forum, and Printed posters/signs if required. 7 of 8

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