Renovations and Addition to

Robertson House Shelter for Women

The Community and Neighbourhood Services Committee recommends the adoption of the following report (December 22, 1998) from the Commissioner of Community and Neighbourhood Services:

Purpose:

This report seeks Council ratification of a staff decision to exceed the by-law limit of 10 percent of the value of the original construction contract for the total Change Orders on the Robertson House renovation project. (Former Metro By-law No. 146-90.)

Funding Sources, Financial Implications and Impact Statement:

The Department's previously approved capital funding for this project is sufficient to pay for the additional work required. The Provincial Government has also agreed to provide a full 50percent subsidy.

Recommendations:

It is recommended that:

(1)authorization to exceed the by-law limit of 10 percent of the contract value to 14.2 percent of the contract value be approved for Change Orders on this project; and

(2)the appropriate City Officials be authorized and directed to take the necessary action to give effect thereto.

Council Reference/Background/History:

On October 23, 1996, Metropolitan Council approved the award of the construction contract for renovations and addition to Robertson House Shelter for Women in the amount of $4,190,000.00 to 1031645 Ontario Inc. o/a Consolidated Canadian Contractors. Former Metropolitan Toronto by-laws stipulated that the value of Change Orders to a contract not exceed 10 percent of the contract amount without further authorization from Council. Because preapproval was not feasible, staff authorized the contractor to finish the project and are now requesting Council support for this decision.

Comments and/or Discussion and/or Justification:

During the construction of Robertson House renovations and additions, many unanticipated defects were encountered. These included post-tender requirements by the City of Toronto Building Department and Ontario Hydro, additional asbestos removal, removal of contaminated soil, repair of extensive termite damage and treatment to prevent future termite damage, several unexpected obstructions had to be cleared away before new work could proceed, removal of old foundation walls, some structural components in areas of the existing building were inadequate and had to be strengthened, and additions to the fire sprinkler system were required. This additional work resulted in additional costs and extensions of time to the construction schedule.

Quotations for this additional work were provided by Consolidated Canadian Contractors. The quotations were reviewed and negotiated by the architects and engineers who recommended that they be approved. This work was then authorized to proceed. The reason for this additional work is due primarily to hidden site conditions which are inherent in any renovation project and at Robertson House, is exacerbated by the fact that the existing building is over 100 years old and because Robertson House is designated as a historical building. The requirement to preserve as much as possible the original building created additional problems. Structural, mechanical and electrical consultants were limited during the design stage by the impracticality of breaking open concealed spaces while the facility was occupied by residents and staff. Locations chosen for major duct shafts, pipe chases, and conduit runs sometimes proved impractical when existing services and concealed interferences were exposed for the first time during construction. When such conditions made it necessary to find or create new shafts and chases, a ripple effect entailing additional structural framing of openings and modifications of drywall and other finishes would add to the scope of any revisions necessary.

The value of Change Orders on this project will exceed the 10 percent amount by approximately $174,400.00. The Department is satisfied that the Change Orders issued for the project are appropriate and necessary. With these changes, the total construction cost will be $4,783,400.00. Permit fees, soil tests, and architect fees will bring the total cost within the Capital Budget allocation of $5,550,000.00 approved for Robertson House.

The Robertson House project proved to be exceptionally complex and time-consuming. Preapproval of these costs was not feasible for several reasons. First, staff were unable to develop final cost figures until after the work was completed. Second, we could not risk losing the momentum of the work and thereby incurring extra costs if the work was delayed or shutdown. Finally, the Department wanted this shelter to open in October because of the growing number of families seeking assistance.

Conclusion:

The adoption of the recommendations contained in this report will allow and authorize the final Change Orders for this project.

Contact Name:

John Jagt

Director of Hostel Services

Tel: 392-5358/Fax: 392-8758