Item - 2016.EX13.11

The Executive Committee recommends that:

1.  City Council authorize the Chief Corporate Officer to enter into an extension to the amending agreement as in Amendment 1 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, with PRISM Partners Inc. to extend the term and continuum of project management services. subject to the following conditions:

            a.  that the agreement include an extension term of March 1, 2016 to December 31, 2016;

b.  that the continuum of services, as in Amendment 1 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, which can be performed within the timeframe indicated in 1a above, be added to the current agreement upon such other terms and conditions as satisfactory to the Chief Corporate Officer;

c.  that the total cost of the continuum of services for March 1, 2016 to December 31, 2016, as in Amendment 2 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, is $508,750 (net of HST recoveries), increasing the value of the approved contract from $877,623 to $1,386,373 (net of HST recoveries); and

d.   that the agreement be on terms and conditions satisfactory to the Chief Corporate Office and in a form satisfactory to the City Solicitor.

2.  City Council authorize the Chief Corporate Officer to enter into an extension to the amending agreement as in Amendment 1 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, with Montgomery Sisam Architects Inc. to extend the term and continuum of architectural services, subject to the following conditions:

a.  that the agreement include an extension term of March 1, 2016 to December 31, 2016;

b.   that the continuum of services, as in Amendment 1 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, which can be performed within the timeframe indicated above, be added to the current agreement upon such other terms and conditions as satisfactory to the Chief Corporate Officer;

c.  that the total cost of the continuum of services for March 1, 2016 to December 31, 2016 as in Amendment 2 to the report (February 24, 2016) from the Chief Corporate Officer and the Director, Purchasing and Materials Management, is $1,322,750 (net of HST recoveries), increasing the total value of the contract from $1,623,733 to $2,946,483 (net of HST recoveries); and

d.  that the agreement be on terms and conditions satisfactory to the Chief Corporate Office and in a form satisfactory to the City Solicitor.

3.  City Council amend the 2016 Approved Capital Budget for Shelter, Support and Housing Administration by reallocating funds in the amount of $1.232 million from the George Street Redevelopment – Phase 2 project to the Shelter Development/Redevelopment 2016 project to extend the existing contracts with PRISM Partners Inc. and Montgomery Sisam Architects until December 31, 2016 with no gross and debt impact.

On November 3, 2015, City Council adopted a report, "George Street Revitalization – Recommended Scope and Approach" (EX9.6). The report outlined progress in regard to due diligence in the areas of scope, schedule, cost, stakeholder engagement, development of a transition plan, and acquiring of adjacent properties for the George Street Revitalization ("GSR").  The revitalization will include the demolition of the Seaton House men's shelter to allow for the co-location of a long-term care home, a new emergency shelter, an assisted living program and affordable housing in addition to a community service hub in a new facility.

The November 2015 report authorized the extension of contract terms to February 29, 2016 for two project consultants: PRISM Partners Inc. ("PRISM") and Montgomery Sisam Architects ("MSA").  As a result, Amendment No. 1 was granted for the period of October 1, 2015 to February 29, 2016 for both PRISM Partners Inc. and Montgomery Sisam Architects.  Amendment No. 1 was based upon available funding within the 2015 Shelter, Support and Housing Administration ("SSHA") Capital Budget.

This report seeks to amend both contracts to extend to December 31, 2016, to allow continuation of the work undertaken to date as directed by the November 2015 report and outlined further in Attachment 1. The 2016 Approved Capital Budget includes sufficient funding for the recommended contract extensions.

In line with City Council's direction, this work will ensure ongoing George Street Revitalization progress.  A staff report to Executive Committee in June 2016 will recommend a project procurement and delivery model that could coincide with the 2017 Capital Budget process, subject to City Council approval.