November 10, 1999

To: Policy & Finance Committee

From: Josephine Bryant

Subject: Eatonville Library Reconstruction

430 Burnhamthorpe Road

Markland-Centennial - Ward 4

Purpose:

To transmit the Quantity Surveyor's total projected budget for the Eatonville Library Reconstruction project to the Policy & Finance committee as requested by Budget Committee to enable construction to proceed.

Financial Implications and Impact Statement:

City Council approved design costs of $150,000 on December 16, 1998. Council subsequently approved additional funds in the 1999 Capital Budget to bring the funding up to $875,000. The 2000 Capital Budget provides additional funding for a total project cost of $3,050,000. Construction costs are anticipated to be within budget.

Recommendations:

It is recommended that:

(1) the Eatonville Library Reconstruction report as requested on January 9, 1999 be received for information; and that

(2) City Council approval be given to proceed with construction.

Background:

A design contract has been entered into with Stephen Teeple Architect Incorporated, construction drawings are completed and tender documents are expected to be completed following an Open House in November 1999. The Library's proposed timetable is to close the tender call before the end of 1999, and a recommendation will be made to the Library Board at its meeting on January 24, 2000.

The work of the contractor will be to demolish the existing building on or before April 1, 2000. Construction is expected to take one year.

The Eatonville Library reconstruction project was originally conceived of by the former Etobicoke Public Library Board in the early 1990's, and was contained in the new Toronto Public Library Board's 1998 Capital Budget forecast.

Comments:

Further information is available in the attached report containing a recommendation which was approved by the Toronto Public Library Board at its meeting on October 18, 1999.

Conclusions:

Approval of the recommendation in the Library's report to the Policy and Finance Committee will enable the Library to proceed with construction beginning in the early spring of 2000.

Contact:

Ann Eddie, Director, Administration, Tel: 393-7091, Fax: 397-5980, Email: aeddie@tpl.toronto.on.ca.

City Librarian

List of Attachments:

(1) Eatonville Library Reconstruction report to the Toronto Public Library Board - October 18, 1999

(2) Correspondence from Stephen Teeple Architect Incorporated regarding the Eatonville Public Library

Attachment #1

To: Toronto Public Library Board - October 18, 1999

From: City Librarian

Subject: Eatonville Library Reconstruction

Purpose:

To update the Board on the status of the Eatonville Library reconstruction project.

Funding Sources, Financial Implications and Impact Statement:

Design costs of $150,000 for the Eatonville Library project were approved by City Council at its meeting of December 16 and 17, 1998. Approval was given to allow for the production of working drawings, and the funding was to include the employment of a Quantity Surveyor to determine the cost of the project. Subsequent to the cost estimate, the City Librarian was requested by the Budget Committee to report "to Budget Committee on the details/justification of the estimated $2.9 million Eatonville reconstruction expenditure before any construction-related expenditure is incurred."

Recommendation:

It is recommended that the Toronto Public Library Board approve the Eatonville Library Reconstruction report for transmittal to the Policy and Finance Committee.

Comments and/or Discussion and/or Justification:

At its meeting on March 22, 1999, the Board approved awarding the contract to provide architectural services and cost estimates for the reconstruction of the Eatonville Library to Stephen Teeple Architect Inc.

In consultation with Public Service and Facilities staff, the architect developed a design, and working drawings were completed in August 1999. Helyer and Associates were subsequently employed by the architect, to determine construction costs based on a working drawing estimate.

Total cost of the project, including construction, demolition of the existing building, site development costs and all associated costs has been submitted at $2,905,845 (see Attachment 2).

Staff will be proceeding to Budget Committee as directed to seek approval to begin construction.

Contact Names:

Ann Eddie, Director Administration, Tel: 393-7091, Fax: 397-5980, aeddie@tpl.toronto.on.ca

Nancy Chavner, Director, West Region, Tel: 394-5005, Fax: 394-5009, nchavner@tpl.toronto.on.ca

Josephine Bryant

City Librarian

Attachment #2

S T E P H E N T E E P L E

A R C H I T E C T

I N C O R P O R A T E D

VIA FACSIMILE 416.395.5916

October 6, 1999

Mr. Bruce Barnett

Toronto Public Library Board

North York District

Plant and Facilities

120 Martin Ross Avenue

Toronto, Ontario M3J 2L4

Dear Bruce:

Re: Eatonville Public Library

Our Project No. 99-111

Please find enclosed the summary sheet for costs for the Eatonville Library. As you can see, the cost estimate has come down somewhat from the preliminary estimate, however removal of the oil tank and asbestos have been added. The estimate is in line with the project of the Moffat Kinoshita feasibility study.

Please note that we have included a 1% design contingency as well as a 5% construction contingency in this estimate.

If you have any questions regarding the summary, please do not hesitate to contact me.

Yours truly,

STEPHEN TEEPLE ARCHITECT INCORPORATED

Stephen Teeple

ST/ld

Encl. (2)

EATONVILLE PUBLIC LIBRARY

REPLACEMENT PROJECT

PROJECT BUDGET (recommended) - October 8, 1999

1) Construction Cost* $2,091,000

*based on working drawing estimate prepared

by Helyer & Associates, August 30, 1999. This

includes demolition of existing building and all

site development costs

2) Design Contingency (1% of Construction Cost) $20,910

3) Asbestos Removal from Existing Library $45,000

4) Removal of existing oil tank $15,000

5) Construction Contingency (5% of lines 1 - 4 ) $108,595

6) Consultants' Fees* $148,275

*based on 6.5% of lines 1 - 5 (75% of fee

allocated under existing contract to end of

Construction Document. The remaining

25% of fee required to review Tendering

and Construction Phases.)

7) Disbursements $7,350

(estimated maximum amount)

8) Cost Consultant $7,000

9) Miscellaneous Expenses

Printing $20,000

Advertising 500

Solls Survey 4,000

Site Survey 3,500

Flow Teet 350

Building Permit 23,750

Site Plan Application 615

$52,715 $52,715

Subtotal $2,495,845

10) Furniture, Fittings and Equipment $400,000

11) Relocation / Moving Expenses $10,000

Total Project Budget $2,905,845

*estimate excludes GST