MULTISPORTS CENTRE PRESENTATION Part 1 – components Part 2 – design approach/timeline THURSDAY, FEBRUARY 5, 2009

PART 1 - COMPONENTS Existing P3 RFP forms the basis for components proposed to be included. Cost estimate was based on typical assigned square footage for the components X the estimated construction cost. No need to drill down to final details now. That is the role of Design Team and Steering Committee. Confirm that RFP contains and reflects the basic elements. Let Design Team go from there. Council approves final design.

PART 2 – DESIGN APPROACH/TIMELINE INTRODUCTION TO WORKING GROUPS Council/C.A.O. Staff Working Committee G.M., Planning, Parks & Recreation Infrastructure, Municipal Works Facilities/Operations Recreation Purchasing/Finance Designate(s) Steering Committee G.M., Planning, Parks & Recreation 2 Council Representatives 3 User Group Representatives 1 Recreation Advisory Representative Community Fundraising Group Integrated Construction Team Designers/Engineers/Constructors

CORNWALL MULTISPORT CENTRE Tasks / Responsibilities Approval of Agreements/Bylaws Approval of Design/Components Approval of Architect/Constructor Approval of Tenders/RFP Senior Government Liaison Arrange Financing Council Community Fundraising Group Administration CAO Lead Department Finalize Agreement with CAO Document Preparation Tender/RFP Prepare Reports to Council PLANNING, PARKS & RECREATION Review and Approve Documents Evaluate Submissions and Prepare Short List Recommend Final Decision Work with Architects/Engineer through Project Perform Reference Checks on Proponents Funding Application in Parallel to Fundraising STAFF WORKING COMMITTEE Review Short List of Consultants Participate in Interview Provide Recommendation Review and Recommend Major Design/Construction Changes Design, Supervise and deliver the Project STEERING COMMITTEE INTEGRATED CONSTRUCTION TEAM

DESIGN – BID – BUILD DESIGN – CONSTRUCTION MANAGEMENT DESIGN – BUILD DELIVERY MODELS DESIGN – BID – BUILD DESIGN – CONSTRUCTION MANAGEMENT DESIGN – BUILD

DESIGN – BID - BUILD Most traditional first step in the process is to hire a design firm to prepare full tender ready documents. The owner then tenders the project to a General Contractor on a fixed bid price who builds the facility according to the tender document. Pros: You know exactly what the project will cost, re design clauses built in to the design contract should the project come in over budget. Offers greater input at the design stage. Deal with one single source during construction phase. Design stage can start prior to funding approval. Cons: Any changes once the project has been awarded to the General Contractorare expensive both in change order and credits. Process is longer two separate steps.

DESIGN – CONSTRUCTION MANAGEMENT Works well when the owner has some background in projects. The owner goes to the market for a design consultant similar to the traditional build method. The difference is almost simultaneously or ,with the help of the design consultant, a Construction Manager (CM) is contracted to oversee the project. In its truest form, the Construction Manager acts with the owner as a General Contractor (GC). Generally, the CM is a GC with construction experience who could build the project as a GC. The CM works at the early stages of the design, bringing industry and costing experience to the project by using his contacts. The CM tenders all components of the project and follows the owner’s purchasing policies, getting three or four quotes, and recommends award to the owner and designer. Pros: Integrated design approach brings the designer and constructor at the table early in the process. The CM works for the owner and designer as an integrated team. Local bidding is encouraged. Changes to the design in reaction to cost happens early in the process. Critical components can be tendered early in response to market conditions. Cons: Their is no fixed bid on the total pkg. CM fees are based on 3 - 5% of the construction budget. There are re reimbursable to the CM for site work, such as general labourers, site clean up etc.

DESIGN - BUILD Theoretically, the time frame is shorter because of the combination of the two steps, design and build. Would work well in a design build, own/manage approach or P3. Pros: Project costs are fairly stable providing there are no changes to the scope of work. Consolidated design/build approach. Some flexibility in up-front design. Time frame for completion could be shorter but up front work requires more attention to details. Cons: Need good detailed up front document being specific on the design criteria. Usually the owner would have a design schematic prepared prior to going to the market in order for everyone to bid apples to apples. The designer is contracted by the constructor loss of design control specially in finishes. Changes to the design are very expensive. Selection process is long and each proposal has to be reviewed carefully. All funding would need to be in place prior to going to the market.

KEY NEXT STEPS Assuming we are using Design-Bid-Build or Design-Construction Management, the key next steps are: Select a Design team; and Deal with Senior Government Funding

TIMELINE FLOWCHART

OPTIMUM TIMELINE - DESIGN TEAM RFP Feb. 23 Advertise RFP - Part 1 in Merk’s Feb. 28 Advertise RFP - Part 1 in Standard-Freeholder Mar. 12 Close RFP – Part 1 Mar. 13 Packages to staff Working Committee Mar. 16-20 Review submissions and short list Mar. 24 Letter is sent to short list bidders along with Part 2 of RFP Apr. 6 Close RFP – Part 2 Apr. 14 Interview short list Apr. 15-16 Verify references Apr. 17 Make recommendation and prepare report to Council Apr. 27 Council award of RFP to successful firm.

CORNWALL MULTISPORTS CENTRE - PROJECT TIMELINE   January February March April May June S M T W F 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 TASKS July August September October November December DESIGN PHASE Prepare RFP Advertise – March 14/09 Close RFP – April 2/09 Evaluate, short list and recommend Council approval – May 25/09 Bonding, WSIB & insurance clearing certificates Design development Shovel ready CONSTRUCTION PHASE Prepare construction tender document Advertise tender Evaluate/recommend Council award Contract preparation Construction start Grant application OMB Hearing  Fundraising