Relocation to Toronto City Hall,

Approval Schedule - Phase 1;

Conceptual Options for Relocation to City Hall; and

Terms of Reference and Workplan for Renovations to City Hall

 The Special Committee to Review the Final Report of the Toronto Transition Team recommends:

 (1)the adoption of the report (April 24, 1998) from the Commissioner of Corporate Services;

 (2)the adoption of the Recommendations Nos. (1) and (3) of the Sub-Committee for the Relocation of All Members of Council to City Hall, embodied in the communications (March 25, 1998) from the City Clerk; and

 (3)that Council concur with the action taken by the Sub-Committee for the Relocation of All Members of Council to City Hall, embodied in the communication (March 25, 1998) from the City Clerk.

 The Special Committee to Review the Final Report of the Toronto Transit Team reports, for the information of Council, having:

 (1)requested the Sub-Committee for the Relocation of All Members of Council to City Hall to investigate the possibility of making a "citizens" room available at City Hall on a first-come-first-served basis, under the control of the Clerk's Department; and

 (2)referred the following communications to the Sub-Committee for Relocation of All Members of Council to City Hall:

 (i)(April 16, 1998) from Ms. Rhona Swarbrick for Gary Collver, Etobicoke Citizens for Effective Government, forwarding a proposal regarding use of facilities at Metro Hall (as the interim seat of Toronto's municipal government); and requesting that space be dedicated for use as a "citizens' room" to be used by citizens from across the new City who attend meetings at the seat of government;

 (ii)(April 22, 1998) from Councillor Pam McConnell, Don River, registering concern respecting Councillors from the former City of Toronto whose home municipality is also the seat of government being provided with additional office space to accommodate constituency staff;

 (iii)(April 23, 1998) from Ms. Pamela M. Prinold, Co-ordinator, Rexdale Partners, Etobicoke North Community Information Centre, in support of a "citizens" room at City Hall; and

(iv)(April 24, 1998) from Councillor Ila Bossons, respecting the design of the Council Chamber at City Hall.

 The Special Committee to Review the Final Report of the Toronto Transition Team submits the following report (April 24, 1998) from the Commissioner of Corporate Services:

 Purpose:

 To set out the approval schedule for the key components for Phase 1 of the renovations of Toronto City Hall and outline other phases of work.

 Funding:

 City Council has approved $5.2 million for Phase 1 of the renovations.

 Recommendation:

 It is recommended that the approval schedule set out in this report for the key components of Phase 1 be approved.

 Council Reference/Background/History:

 On February 3 and 4, 1998, City Council approved Toronto City Hall as its seat of government. However, Council recognized that creating a fully functional seat of government was a multi-year project, and that it needed to consolidate Councillors= offices and Council operations in the short term. Accordingly, Council approved a plan wherein staff were directed to complete the renovations necessary to accommodate Councillors= offices, Council and Committee meetings, and key administrative staff by the end of 1998 at Toronto City Hall. The estimated cost (attached), as approved by Council, was $5.2 million.

 Council also established a Relocation Sub-Committee of the Special Committee to ensure that the needs of Councillors are met. A detailed work plan was submitted to the Sub-Committee.

 Comments and/or Discussion and/or Justification:

 Phase 1 - Relocation of Councillors and Key Administrative Staff:

 When City Council decided that Toronto City Hall was to be the seat of government, it approved funding in the amount of $5.2 million for the first phase, which includes a limited number of activities so that Council could begin to operate there by the end of the year:

 (a)upgrading of the Council Chamber to improve seating and the technology for Council operations;

 (b)improving access to the Chamber with links to the towers, and increasing the number of washrooms;

 (c)improving meeting rooms, by adding new larger rooms and by adding audiovisual facilities, assuming some meeting would still take place at Metro Hall:

 (d)adding offices for 33 additional Councillors, now increased to 34;

 (e)improving the Mayor's offices; and

 (f)relocate the Chief Administrative Officer, Commissioners and their offices, as well as the key staff, primarily the City Clerk and her staff essential to the operation of City Council. They are to be in City Hall by the end of the year.

 Staff and the architectural firm of Kuwabara, Payne, McKenna and Blumberg are working closely to develop detailed proposals to present for discussion and review. To meet the deadline of the end of the year, Council must approve the phase 1 concept by its meeting of June 3 and 4. The schedule set out below lists the proposed steps. The meetings of the Relocation Sub Committee, with associated workshop sessions, will be key opportunities for discussion and resolution of issues.

 MeetingTopic

 April 24 - Special CommitteeIntroduction to Architects

 (a)handout of Architects submission document;

(b)articulation of design principles by Architect; and

(c)review of approval schedule of key matters .

 May 4 - Relocation Sub-CommitteePresentation of work to date by Architects;

Comments and direction on approach and issues.

 (a)councillor's office layout options;

(b)second floor layout;

(c)meeting room proposals;

(d)options for links to towers from Council Chamber;

(e)Council Chamber layout, technology (voting system, audiovisual, broadcast), desk design;

(f)accessibility and additional washrooms;

(g)cost estimates and budget;

(h)recommend approval schedule and directions to Special Committee; and

(i)architects workshop with councillors (following)

 May 7 - Special CommitteeReview of recommendations from Relocation Sub Committee and recommendations to Council.

May 13/14/15 - Council meetingApproval of approval schedule and directions on issues.

 May 13/14/15- Council breakSession with Councillors - Architects' review of progress

(for interested councillors)to date and discussion.

 mid May - Second workshop Presentation of revised proposals and discussion.

with architects

 May 25 - Relocation Sub-CommitteePresentation of proposals as revised.

Sign off on functional plan, budget, schedule.

 May (date to be set) - Recommendations to Council for final sign-off of functional

Special Committeeplan, budget, schedule.

 June 3/4 - Council meetingFinal sign off on design concept for offices, Council Chamber, meeting rooms, Mayor=s office, links, budget, schedule.

 A detailed schedule for reporting during the construction phase will be developed by mid May.

 It should be noted that the staff and public Toronto Joint Committee of People with Disabilities is part of the review process, and workshops will be held with them, staff and the architects, during the design process.

 Phase 2 - Creation of the Seat of Government:

 While Phase I addresses Council=s need to consolidate Councillors= offices and Council operations in the short term, Phase 2 addresses what is required to compete the project of turning Toronto City Hall into a fully functional seat of government for the new City. The following provides an overview of some of the issues related to the finalization of Toronto City Hall as the seat of government:

 (A)Development of the staff organization is proceeding and details will be produced by the summer. A preliminary concept plan is being developed of Awho goes where@ including the civic centres. The 1999 budgets will provide for these moves. This matter comes within the purview of the Corporate Services Committee. The day care and fitness centres at both City and Metro Hall will be consulted regarding staff relocations so that appropriate reallocation of spaces can be accommodated.

 (B)The former City of Toronto was working on a proposal to relocate the cafeteria from the basement to the ground floor and a separate report on options will be submitted to the Corporate Services Committee.

 (C)The Urban Affairs Library at Metro Hall should be relocated to support the new Council and costs for the move should be included in the 1999 budget. A separate report will be prepared on this matter.

 (D)Additional meeting rooms will be required on the ground floor and planning for these and for the use of the remaining part of the ground floor should begin once the phase 1 work is underway so that appropriate funding can be requested for the 1999 budgets. Five meeting rooms are currently planned for phase 1. The Council Chambers can also be used for meetings.

 (E)The Toronto City Hall has been continually upgraded, such as through extensive energy conservation programs, but minimal funding has generally been provided over the last number of years so the standards are certainly below that of a modern office building. A twenty year plan has been maintained for the building and an accelerated program of improvements is being developed for consideration in the 1999 budgets.

 Conclusions:

 The work underway to renovate the Toronto City Hall is phase 1 of a three phase project to make the building the seat of government and develop a Civic Complex. Approval by City Council of the schedule for Phase 1, at its meeting on June 3, 1998, will ensure that construction work can begin and be completed by the end of the year. Delaying this approval will impact on staff's ability to deliver on Phase 1 of the project by the end of this year.

 Contact Name:

 Cathie Macdonald, Project Executive: phone 392-0449, fax 392-0029

 The Special Committee to Review the Final Report of the Toronto Transition Team also submits the following communication (March 25, 1998) from the City Clerk:

 The Sub-Committee for the Relocation of All Members of Council to City Hall met on March 19, 1998, and had before it the following:

 -Floor plans (March 15 and 16, 1998) from the Commissioner of Corporate Services, respecting Conceptual Options for the Relocation of All Members of Council to City Hall; and

 -(undated) Objectives of Workplan.

 Recommendations:

 The Committee:

 (1) authorized staff to proceed on the following options:

 -with respect to the Third Floor Mezzanine - Option 2;

 -with respect to the Second Floor - Option 1; and

 -with respect to the Council Chamber - Option 1(b) with the directive that the space between Councillors be widened and the Mayor's seat be closer to the full Council;

 (2)requested the Commissioner of Corporate Services to canvas Members of Council on options on Councillors= office configurations;

 (3)recommended to the Special Committee to Review the Final Report of the Toronto Transition Team that the Terms of Reference of the Sub-Committee be amended to permit it to review the long-term options for the civic centre proposal and its process; and

 (4)requested the Commissioner of Corporate Services to report on discussions to date with respect to the lease of Old City Hall.

(1.0)Objective of Workplan

 The objective of this work plan is to provide a working document to ensure that through proper planning, monitoring and control, the project will be completed on schedule, within budget, in accordance with the established scope and to the satisfaction of all stakeholders, clients and the public.

 This work plan provides a brief comment on the background of the project and describes its scope and the associated work breakdown structure, schedules, estimates of resources, both financial and personnel and the methodology.

 The project team's organization structure, roles and responsibilities are also outlined.

 The key elements of this work plan are:

 (a)Project description

(b)Work breakdown structure

(c)Project schedule

(d)Project estimate

(e)Project team structure including organization, roles and responsibilities.

 (2.0)The Project

 (2.1)Background:

 At its meeting of February 4, 5 and 6, 1998 City Council decided that renovations to the Toronto City Hall would be made to enable the new seat of government to operate there effectively prior to the close of 1998, and that the total cost of the required renovations was not to exceed 5.2 million dollars.

 (2.2)Project Objectives

 The objectives of this project are:

 (a)Undertake renovations to the Council Chamber, including access to it, add Councillor=s offices and meeting rooms and provide an acceptable Mayor's office.

 (b)Relocation the CAO, Commissioners and essential staff to enable Council to operate effectively.

 (c)Ensure that the renovations are of high quality and compatible with the special character of this unique historic public building and that the renovations will not hinder future uses and development of a Civic Square Complex.

 (d)Complete the work by the end of the year, within budget and with a prudent allocation of resources, and with minimal disruption to the occupants of the building.

 (2.3)Scope of Work

 The scope of work will include the following specific upgrades:

 (1)construction of 33 additional Councillor=s offices;

 (2)general renovations to the second floor to include for additional washrooms, and expanded Mayor=s office, additional meeting rooms, and a new in-camera meeting facility;

 (3)pedestrian links to the Council Chamber from the main elevator banks of the east and west tower;

 (4)upgrades to the Council Chamber to include: improved lighting, new audio-visual and electronic voting systems, improvements to City Clerks support areas, additional seating and new washroom facilities;

 (5)upgrades to audio visual systems throughout all public meeting areas including Council Chambers;

 (6)installation of broadcast quality cameras in Council Chambers and an Ain-camera@ facility and system to allow for production capability;

 (7)upgrades to Telecom and Information Technology to accommodate City Council, the City Clerk, and all support staff for the new seat of government; and

 (8)possible retrofit to existing Councillor=s offices.

 In addition to the physical upgrades to Toronto City Hall, a comprehensive staff relocation program will be undertaken, which in addition to dealing with the urgency surrounding vacating of the second floor for construction purposes, will attempt to resolve some of the longer term issues surrounding final locations of various departments in the context of the new organization. Paramount to the success of the project will be the relocation of key support staff, the Chief Administrative Officer, Commissioners and the City Clerk.

 (3.0)Work Breakdown Structure

 The work breakdown structure (WBS) consists of the hierarchy of activities which form the entire project. The WBS consists of the following levels of components:

 (1)Project: Renovations to City Hall.

 (2)Major Elements: The breakdown of the project into its fundamental components.

 (3)Tasks: The phased steps associated with each major element and associated tasks of this project are as follows:

 (4.0)Planning:

 (4.1)Establish Project Team:

 The project team is composed to city staff chosen either for their expertise in their respective fields or by virtue of their senior role and experience in a specific project area. The project team reports directly to and is accountable to the Project Manager. Refer to the organizational structure (attached) for the composition of the project team.

 (4.2)Needs Assessment:

 (1)Determine the program needs for Council operations, Councillors offices, the Mayor=s offices, meeting rooms - space, including audio-visual and I.T. requirements.

 (2)Review the needs of related and support functions such as media, cafeteria and security.

 (4.3)Stakeholders and Clients:

 (4.4)Determine the Role of the Special Committee:

 City Council prescribed that the Sub-committee perform the following role: Report back to the Special Committee on details for the relocation of all Members of Council, such report to address the time frame, constructions details and funding of the 5.2 million cost for the renovation to the Toronto City Hall over one year.

 The role of the Relocation Sub-committee shall be:

 (a)report to the Special Committee as needed on progress and recommendations on issues related to the relocation of Councillors;

 (b)hold meetings to receive reports from the Commissioner of Corporate Services and the Project Team on compliance with workplan schedules and budget, and to provide information as to Councillors' needs; and

 (c)update Councillor's regarding progress and consult with to determine their needs; convey such needs to the Project Team for consideration.

 The stakeholders in this project area:

 (1)Public;

(2)Heritage Toronto; and

(3)Architecture Communities.

 The clients of this project are:

 (1)Mayor and Councillors;

(2)Staff presently in City Hall;

(3)Staff to be located in City Hall (Head Office functions);

(4)Operations staff; and

(5)Services located in City Hall, i.e., cafeteria, media, library including the Urban Affairs Library currently at Metro Hall, day care centre.

 (4.5)Financial/Status Reporting and Communications:

 (1)Determine the reporting structure within the organization as it relates to the distribution of Project Status Updates and required approvals; also determine the level of detail and frequency required. Potential distribution includes Council members, Council sub-committees, building occupants, Commissioners and CAO.

 (2)Develop communication procedures to provide general information to staff.

 (4.6)City Organization:

 (1)Determine with senior staff members to the extent possible within the condensed work schedule, the new organizational structure which relates to the corporate centre so as to minimize excessive relocation of all staff and parties involved.

 (4.7)Space Requirements:

 (1)Analyze the space requirements for following groups:

 (i)those required to immediately vacate the second floor;

(ii)City Clerk support staff;

(iii)the Mayor and his support staff; and

(iv)senior staff required to relocate to City Hall prior to the end of 1998.

 (4.8)Purchasing By-laws;

 (1)Pre-qualify all contractors to enable the Construction Manager to mobilize forces immediately upon vacating the second floor.

 (2)Issue RFP's for both the Architect and Construction Manager.

 (5.0)Design:

(5.1)Prepare conceptual design options for second floor, Council Chamber, links and Councillor=s offices and provide preliminary construction estimates.

 (5.2)Submit conceptual options and corresponding estimates to Council Sub-Committee, CAO and clients for approval.

 (5.3)Review all plans, specifications and design process with Architectural Advisory Group which is comprised of four prominent Architects.

 (5.4)Review final design with Operations, Telecom, I.T., the City Hall Customer Service Team, and the Architectural Advisory Group.

 (6.0)Tender and Award:

 (6.1)All tender documents for construction, purchasing of audio-visual systems and architectural and construction management RFP's will be issued by Purchasing and Material Supply, Corporate Services, Finance Division to meet the established schedule.

 (6.2)Tenders for architectural services will be reviewed by the Project Executive and Project Manager with advice from the Architectural Advisory Group.

 (6.3)Tenders for the Construction Manager will be reviewed by the Project Manager and construction specialists from the staff team.

 (7.0)Vacate Second Floor:

 (7.1)Conduct a space analysis of all occupants of second floor to assist in determining a temporary location during construction, or preferably a new permanent home.

 (7.2)Obtain information available to determine organizational requirements of the affected groups to assist in locating them with minimal disruption to their department.

 (7.3)Develop a standardized method of sign off and approval to ensure that all senior staff and occupants of the second floor are notified in advance of their vacate date and destination. All moving notices to be issued by April 2, 1998.

 (7.4)Make all short and long term recommendations to the Project Executive and where appropriate to the Commissioner for approval.

 (8.0)Construction:

 (8.1)Secure site with full height hoarding and dust blankets and install exhaust fan units to control dust emission.

 (8.2)Proceed with demolition after-hours and week-ends to minimize disruption.

(8.3)Framing, rough-in for mechanical and electrical to immediately proceed demolition crew.

 Latest start date for demolition - June 1, 1998.

 (8.4)Relocation of occupants to second floor, no later than November 15, 1998.

 (8.5)Monitor the progress of construction and report on the financial status using such techniques as earned value or similar, which relates cash flow and actual progress to date to budgeted values.

 (9.0)Commissioning and Turnover:

 (9.1)Planning: Determine what building systems, audio-visual and electronic systems and sub-systems will require testing. Pre-define acceptance criteria and determine who is best suited to carry out the tests and who should attend the testing and training.

 (9.2)Systems Testing: Manage and carry out the various activities that are involved in the review of systems performance no later than one month prior to occupancy, i.e., commissioning should begin approximately November 15, 1998.

 (9.3)Building Turnover: Ensure that all Aas-built@ drawings, maintenance manuals and operating instructions are properly completed and handed over to the City, and that the completed facility commences operation in a seamless manner. Complete required inspections to enable clearing of all building permits.

 (10.0)Post-Occupancy Evaluation:

 To ensure that the building equipment, systems, operating procedures, and users are interacting and performing in a desired manner, a formal systematic review is required immediately after takeover and should continue for a period of one year.

 (10.1)Client follow-up: All clients will be interviewed immediately after occupancy and approximately one year thereafter to ensure that the space and equipment meet their needs. All matters related to Council members will be reported to the Special Committee and the Project Executive while matters related to staff will be reported to the Project Executive.

 The work breakdown structure is illustrated graphically and is attached to this report.

 (11.0)Project Schedule:

 The attached project schedule is shown as a Gantt Chart and indicates the critical path, progress to date and scheduled activities which are presently not on the critical path.

 (12.0)Project Estimate:

 The Original estimate for the 5.2 million dollar budget submitted to Council in December 1997 was based on acceptable performance criteria at that time. As program and technological needs are better defined in the design process and various architectural options are presented it is assumed that funds within the budget will be allocated as required.

 Budget to Date

 Construction$ 2,910,000.00

Furniture270,000.00

Telecom300,000.00

Audio Visual700,000.00

Miscellaneous (permits, security, health/safety)100,000.00

Professional Fees400,00.00

Contingencies520,000.00

 Total$ 5,200,000.00

 The allocation of funding will vary significantly depending on the options for construction and technology. Staff relocation is not included in this budget.

 (13.0)Project Team:

 The project team is identified in the attached organizational chart.

 (14.0)Current Status:

 The attached schedule highlights progress to date and has been updated effective March 17, 1998. The brief summary of completed items is included below:

 (a)Project Team Established;

(b)needs analysis (program space and technology) completed;

(c)cost estimates of various options completed;

(d)conceptual plans for links and second floor prepared;

(e)vacate plans for second floor completed;

(f)RFP for Architect and Construction Manager completed;

(g)Telecom and IT plans and estimates;

(h)hoarding plans for second floor;

(i)approval by Purchasing and Supply of fast-track tendering format for most trades;

(j)work plan completed; and

(k)audio visual detailed plan for RFP, tender, purchasing, installation and commissioning completed.

The Special Committee to Review the Final Report of the Toronto Transition Team also submits the following communication (March 25, 1998) from the City Clerk:

 The Sub-Committee for the Relocation of All Members of Council to City Hall, on March 19, 1998, had before it a report (March 19, 1998) from the Commissioner of Corporate Services respecting the Terms of Reference for the Relocation Subcommittee and Workplan for the Renovations to City Hall.

 The Committee adopted the foregoing report.

 (Communication dated March 19, 1998, addressed

to the Sub-Committee for the Relocation of All

Members of Council to City Hall from the

Commissioner of Corporate Services.)

 Purpose:

 To propose a Terms of Reference for the relocation Sub-committee and transmit the report on the workplan to date.

 Source of Funds:

 City Council has allocated $5.2 million for the renovations to City Hall in 1998.

 Recommendations:

 It is recommended that:

 (1)the Relocation Sub-committee adopt the Terms of Reference in this report;

 (2)the Relocation Sub-committee receive the report on the workplan for information; and

 (3)the Relocation Sub-committee provide direction on the needs of the Councillors for the effective operation of City Council by the end of 1998.

 Council Reference/Background/History:

 City Council at its meeting of February 4, 5 and 6, 1998, decided that renovations to the Toronto City Hall be made so that City Council can begin to operate there by the end of 1998, and that these renovations not exceed $5.2 million. It also requested reports on the development of a Civic Square Complex and reports on the allocations of staff to the City Hall and other buildings. Council also established a relocation Sub-committee of the Special Committee to Review the Final Recommendations of the Toronto Transition Team.

 Comments and/or Discussion and/or Justification:

 (1)The project:

 City Council has decided to make the Toronto City Hall its seat of government and has authorized renovations to the cost of $5.2 million to:

 (a)improve the Council Chamber for use by the Council;

 (b)add 33 Councillor's offices;

 (c)provide an appropriate Mayor's offices;

 (d)improve accessibility to the Council Chamber, such as by links to the two towers;

 (e)provide adequate meeting rooms; and

 (f)provide office space for the Chief Administrative Officer and Commissioners and key City staff needed for the operation of Council.

 The project should:

 (a)ensure that the operational needs of Council are met;

 (b)be on time and within budget;

 (c)minimize disruption; and

 (d)result in renovations that enhance and are compatible with the character of the City Hall.

 (2)Terms of Reference for the Sub-committee:

 The motion of the City Council at its meeting of February 4, 5 and 6, 1998, to establish the Sub-committee stated that the Sub-committee:

 A(1)Report back (to the Special Committee) on details for the relocation of all Members of Council, such report to address the time frame and construction details; and

 (2)Address the issue of how to phase the funding of the $5.2 million cost for the renovation to the Toronto City Hall over one year.@

 It is therefore proposed that the Term of Reference for the Sub-committee be to:

 (a)report to the Special Committee as needed on progress of the project and recommendations on issues;

 (b)hold meetings to receive reports from the Project Team on compliance with workplan schedules and budget, and to provide information as to Councillors= needs; and

 (c)provide information to Councillors on progress and collect information from them on needs.

 The Sub-committee would meet once a month and as needed. Staff support would be provided for report writing and minutes of meetings.

 The Chief Administrative Officer and Commissioner of Corporate Services are responsible for staff relocation.

 (3)Workplan and Budget:

 A separate report sets out the work plan and budget to date for the renovation project.

 It should be noted that a further separate report will be submitted to the Corporate Services Committee for its April meeting on a proposal call for the development of a new cafe on the ground floor.

 Conclusions:

 This report and the workplan report set out the framework for the renovation work for the Toronto City Hall. The work is presently on schedule. There is much to do and close cooperation between all involved will continue to be required to ensure that the work will be done on time, on budget and to the satisfaction of all.

 Contact Name:

 Cathie Macdonald, Project Executive, 392-0449.

 The following persons appeared before the Special Committee to Review the Final Report of the Toronto Transition Team in connection with the foregoing matter:

 -Mr. Bruce Kuwabara, Kuwabara Payne McKenna Blumberg, Architect; and

 -Ms. Janice Etter.

 (A copy of the Appendix attached to the report (April 24, 1998) from the Commissioner of Corporate Services, was forwarded to all Members of Council with the April 24, 1998, agenda of the Special Committee to Review the Final Report of the Toronto Transition Team, and a copy thereof is also on file in the office of the City Clerk.)