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Posted Jun 2, 2016, 7:11 PM
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Registered User
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Join Date: Dec 2006
Posts: 2,737
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Quote:
Originally Posted by Capital Shaun
How is spending $1M on a new park not a form of procurement? Does this get a free pass because the private sector is promising to pay a chunk of it? I just can't follow that logic...
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Because the City isn't hiring the contractors, Sinking Ship is.
From the above-mentioned memo:
"The Supply Branch review confirmed that, given this was a funding agreement and not a purchase under the purchasing by-law.."
Full memo:
Quote:
This memorandum provides Members of Council with information on the Giver playground project proposed for Mooney’s Bay Park, and responds to the directive for staff to provide written answers to questions raised at the May 19, 2016 meeting of the Community and Protective Services Committee.
Major revitalization of a section of this city-wide park will be made possible through the partnership with Sinking Ship Entertainment. This revitalized section of the park responds to the priorities identified in the redevelopment plan specifically enhanced play amenities for children. Sinking Ship Entertainment has worked successfully with a number of municipalities in Ontario to build parks that are designed with input from local children and support from local businesses and volunteers. Thirty-three parks have been built to date using this model.
The project also represents an important gift to residents with a uniquely Canadian theme respecting Ottawa’s role as the Nation’s Capital. The timing lines up well with the country’s sesquicentennial celebrations and City’s previously planned work to address lifecycle issues in the north section of the park.
The children’s playground will cover approximately 1 out of 70 acres, or approximately 1.3% of the total area of Mooney’s Bay Park.
1. How long had discussions been ongoing between the City and the television production company prior to the recent announcement?
The City received an unsolicited proposal from Sinking Ship Entertainment in early January 2016, to build a legacy park in the City of Ottawa. As the proposal was from a company with a demonstrated track record of success in other municipalities and would permit the development of a major play park for school age children with partnership funds, it was deemed to be of interest. Initially, the proposal was reviewed as a potential candidate for partnership funding under the City’s Community Partnership Major Capital program. After receiving the major capital application by the March 1, 2016 deadline, staff determined that the proposed timelines and requested value were not consistent with the Major Capital funding program.
The Chief Procurement Officer met with representatives of Parks, Recreation and Cultural Services (PRCS) and Infrastructure Services Department (ISD) on March 29, 2016 to discuss options regarding the Sinking Ship proposal. Given the unique aspects of the proposal, including the involvement of children as part of a television show, it was recommended that PRCS and ISD reach out to Finance staff regarding the funding options and consult with Legal Services on reviewing the associated legal agreement.
The Supply Branch review confirmed that, given this was a funding agreement and not a purchase under the purchasing by-law, the Ottawa Option was not applicable. Concurrently, PRCS staff consulted with the City Treasurer regarding the potential to fund the project using Cash-in-Lieu (CIL) of Parkland city-wide funds. Upon consultation with Planning and Growth Management, ISD and Finance staff, it was determined that this project would qualify for CIL funding support, which was approved on April 5, 2016 under the delegated authority of the General Manager of PRCS in accordance with the Council-approved “Cash-in-lieu of Parkland Funds Policy.”
All potential sites with a city-wide programming mandate were explored, with the additional criteria identified by Sinking Ship Entertainment of the site being centrally located in the urban area, a waterfront park, and a park with supporting amenities like parking and washrooms. Three potential candidate sites were identified – Mooney’s Bay Park, Britannia Park and Andrew Haydon Park. On February 4, 2016, Sinking Ship Entertainment visited Ottawa to view the sites and subsequently identified Mooney’s Bay Park as the preferred location for its project and investment. Staff concurred given the limitations at Britannia Park, related to land ownership, and the space constraints at Andrew Haydon Park.
Mooney’s Bay Park is one of the most significant parks in the City’s inventory, consisting of approximately 70 acres, and many city-wide amenities, including the Terry Fox Track and Field Centre, Mooney’s Bay beach, a festival site, cross-country ski centre, and premiere sports fields. It is separated from the nearest residential area by a four-lane road, has 242 parking spaces, and bus service from route 87. The preferred area for the children’s play structure requires less than 1 acre (or 1.3% of the overall park) located in the north end of Mooney’s Bay Park. This specific area was scheduled for lifecycle work in 2017, including the removal of the condemned pedestrian bridges and the replacement of the Sue Holloway fitness area, which is over 25 years old. These scheduled works presented an opportunity to coordinate the proposed new playground with the removal of existing amenities, thus permitting this redevelopment at an overall lower cost.
A meeting was held on February 17, 2016, with Councillor Brockington to update him on the identification of Mooney’s Bay as the preferred site and on the next steps, which included notifying groups that might be impacted. Councillor Brockington indicated his support for the project proceeding at Mooney’s Bay.
Both parties agreed with the Mooney’s Bay Park location and Sinking Ship Entertainment agreed to proceed with their investment in Ottawa. Subsequently, staff negotiated a detailed project agreement with Sinking Ship Entertainment, and initiated discussions with the National Capital Commission (NCC) and Parks Canada to secure the required approvals, as the City currently leases the lands for recreational purposes from the NCC and Parks Canada owns adjacent lands.
1. Will there be any public consultations as to the design of the proposed park?
Yes the City is hosting a number of information and consultation sessions on this project. The City’s Parks, Recreation & Cultural Services will be hosting a public consultation session on May 31st, where it will share details and receive feedback on the project from residents and community groups.
There will also be public consultation with the end users of the playground: children and families. The Giver model is based on involving children directly in the design of the park. Local children will be recruited to participate in the project and to team up with children flown in from across the country to work on each of the provincial and territorial sectors of the park. Their creative input is translated into physical design by Giver’s team. Recruitment of local participants starts at their casting and volunteer session on June 1.
As well, the Giver program is already in communication with Haida Gwaii regarding Indigenous Peoples contribution to the section dedicated to British Columba and are introducing themselves to Algonquins of Ontario (AOO), Anishnabeg, Algonquins of Pikwàkanagàn and local Métis regarding their potential involvement.
Additionally, staff will be participating in a meeting on June 21, 2016 with the Walking in My Shoes group, a local parenting group for parents/guardians of children with disabilities, to discuss the accessibility features of the proposed playground.
While the proponent considered a number of potential sites – both those under City management and others under exclusive NCC management –the City could not discuss the concept or proprietary design proposed by Sinking Ship Entertainment, since at that time it had not been determined that the City would be the selected partner.
When Mooney’s Bay Park was chosen as the proponent’s first choice and once the City had reviewed alternate sites and concurred with the proposed site, negotiations followed to secure an agreement with the proponent. Negotiations are ongoing with the NCC as the landowner for permission to build on the site.
It is important to note that, as early as 1999 and 2000, when there were extensive consultations on the redevelopment of Mooney’s Bay Park, it was noted that there was a need to “ensure the equitable distribution of activities for all age groups” in the redevelopment of the park. Due to limited resources, the goal of the plan has not been achieved in this regard in the intervening years, and staff is of the opinion that the site remains deficient in terms of park amenities geared towards school age children, and that the amenities are not adequate for a park with a city-wide mandate.
This project will address the long-standing deficit in Mooney’s Bay Park in a cost-effective and inclusive manner.
2. What is the estimated total of the City’s financial commitment to the build of this project and how will it be funded? Will Council be advised of any potential increased costs?
City funding for the project will come from the city-wide Cash-In-Lieu (CIL) of Parkland fund. This fund is generated through the development process, and not from the tax base, to fund growth pressures on recreation services. As indicated above, Mooney’s Bay Park is one of the most significant parks in the City’s inventory in terms of size and city-wide amenities (Terry Fox Track and Field Centre, beach, festival site, cross-country ski centre, premiere sports fields) and is considered a city-wide destination. As well, the proposed playground is considered to be of a scale and uniqueness to qualify as a project of a city-wide nature. The City contribution will be spent on half of the cost to deliver the project. The City commitment is for 50 per cent of the project cost to a maximum contribution of $959,750. Mooney’s Bay Park is leased to the City for 50 years until 2044. Properties under long-term leases over 21 years are deemed to be City properties and qualify for funding from CIL sources. Sinking Ship Entertainment will be building the playground, hiring contractors and purchasing the required play structures. City funds will flow to Sinking Ship Entertainment based on agreed upon completion milestones.
Sinking Ship is responsible for mitigating any cost overruns, should they arise, by either contributing additional funding or reducing costs.
The City will assume ownership of the completed project and will be responsible for future maintenance and repairs. This is the same approach taken for all other Community Partnership Major Capital projects. Installation of the playground will reduce the amount of grass cutting at the site, but could replace it with increased attention to litter pickup in the area. Both tasks are completed by an existing on-site dedicated maintenance crew during the summer months and a roving maintenance crew at other times of the year. Park play structures generally do not require a lot of additional maintenance since they are made of robust materials. Vandalism and graffiti would be dealt with through existing resources that already address this in the park. Existing contingency budgets are in place for the repair of equipment. At the end of the structures’ lifespan in 20 to 25 years, the City would be responsible for replacing or removing the structures.
When construction is completed, the construction fencing will come down and the play area will be accessible to the public. During construction, access will be limited to workers and those participating in the project and safety equipment will be required. There is no need to keep the play area fenced off. The official opening next year will be ceremonial, but does not require access to be restricted until that time.
1. Will any aspect of this project come to Committee or Council for approval?
This project was approved under delegated authority stated within the CIL Policy.
This delegation of authority is provided under the 2011 Council approved CIL Policy, as amended in 2015, as follows:
Delegation for use of cash-in-lieu funds
Subject to policies 1-5 above the Council of the City of Ottawa hereby delegates authority to Staff and Councillors to establish budgets, access cash-in-lieu funds and approve expenditures of cash-in-lieu funds for ‘eligible projects’ subject to the following:
a. Delegates authority to the General Managers of Parks, Recreation and Cultural Services and Infrastructure Services to access and use cash-in-lieu funds for any eligible project associated with an existing park or for the creation of a new park that is not associated with the development review process. This delegation is subject to the following:
i. the use of cash-in-lieu funds from a Ward account requires the concurrence of the Ward Councillor;
ii. the acquisition of land requires the concurrence of the Director, Real Estate Partnership and Development and the General Manager, Planning and Growth Management is to be advised;
iii. the General Manager shall confirm the availability of funds with the General Manager, Planning and Growth Management prior to committing funds to any project.
CIL Policy requirements for “monitoring and reporting” which will occur, include the following:
Monitoring and Reporting
The Treasurer will present a cash-in-lieu of parkland financial report to the Planning Committee and Council in the first quarter of each year. The report will contain a statement that summarizes the status of the various cash-in-lieu reserve funds, interest earned on each account and fees collected on a ward and city-wide basis. The statement will document land acquired using the funds, basic details of all works paid for by the funds, costs for each project, and information on where other funds that went to support these projects came from.
The Treasurer will inform Councillors of cash-in-lieu account balances quarterly via memorandum and the memorandum will be published as Information Previously Distributed on the next Planning Committee Agenda.
1. When will community consultation occur for the relocation of the Sue Holloway Fitness Park and what form will it take?
As indicated earlier, the Sue Holloway fitness park is at the end of its lifecycle and was scheduled to be replaced in 2017. The manufacturer of this installation has been out of business for more than a decade and it is no longer possible to purchase replacement parts or the instruction signage at each fitness station. The fitness components will be removed as part of the site preparation for the new playground and new, modern fitness stations will be installed in 2017.
Consultation sessions are planned for fall 2016. The City will consult with the Riverside Park Community and Recreation Association, Sue Holloway, user groups and residents about the location, layout and components of the new fitness park.
2. In light of the many existing parks in the City in need of repairs and upgrades, what considerations were taken into account prior to agreeing to this project?
Projects funded through the city-wide CIL must have a city-wide scope and the intent to meet the city-wide needs related to growth. This funding source cannot be applied to the redevelopment of
neighbourhood or community parks. The funding for improvements to smaller parks is derived from the City’s asset management lifecycle renewal program and from Ward CIL funding.
The City leases Mooney’s Bay Park from the NCC specifically to provide active recreation to residents on a city-wide basis with unique programming amenities. The intent of this playground project is to provide a unique, non-sport related amenity for school age children at the site. As such, the Giver 150 project is within the mandate of the city-wide CIL funding program.
1. What impacts will this have on the Dragon Boat Festival and on Hope Volleyball?
The impacts of 2016 construction would be primarily on the Dragon Boat Festival and HOPE Volleyball Summerfest. Both events were advised in February that the City was contemplating a project for the north area of the park, though no details were provided at that time in terms of concept or scope. Councillor Brockington advised HOPE Volleyball Summerfest organizers of the impacts at its Special Events Advisory Team (SEAT) meeting of February 18, 2016, the day after he was first briefed. Dragon Boat Festival was informed on February 18th as well. Both festivals were provided with more details on the construction plans in April and May, with options to accommodate their events.
Both events will be accommodated at the site and the 2016 events will be held as planned. The area of the playground development is less than one acre in size, in a park site that is approximately 70 acres. Construction will cease during the Dragon Boat Festival and fencing and construction equipment will be removed from the area so that the festival can make use of the impacted area. Construction will resume after the Festival. For the HOPE Volleyball Summerfest, construction will require relocation of their bike parking area to another location in the park and coordination of their setup with site construction activity. The City will work with all event organizers to establish new layouts for the 2017 events.
Please let me know if I can be of any assistance or if you have any additional questions on this issue.
Thank you,
Dan Chenier
c.c. Steve Kanellakos, City Manager
Aaron Burry, Acting Deputy City Manager, City Operations
Marc Desjardins, Committee Coordinator
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Link: http://bulldogottawa.com/city-staff-...internal-memo/
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