ADMINISTRATIVE REPORT

Date: July 9, 1998

Author/Local: R. Birch/7292

CC File No. 5801

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services
SUBJECT:	Re-Engineering of Works Yard Activities and Preliminary Design

RECOMMENDATION

A. THAT Council approve a budget of $95,000 for the development of a preliminary design concept and cost estimate for new City Works Yard facilities to replace Cambie Yard and all of the City’s district maintenance yards. Source of funds for this work is to be as outlined in this report.

B. THAT Council authorize the General Manager of Engineering Services and Director of Legal Services to enter into a contract with Degelder Construction for the provision of consulting services as outlined in this report, at an estimated cost of $90,000, including GST and disbursements.

COUNCIL POLICY

Consulting Services with a value of greater than $30,000 are to be dealt with through Requests for Proposals.

PURPOSE

The purpose of this report is to outline to Council a strategy for planning new facilities to replace the aging Cambie Yard and district maintenance yards facilities, and to gain Council’s approval for a team of consultants led by Degelder Construction to carry out this work. It is intended that the product of this work will be the basis of a submission for consideration in the 2000-2002 Capital Plan.

DISCUSSION

a) Background

The existing buildings at Cambie Yard are old and near the end of their useful life. Development pressures on the south shore of False Creek require the City to plan for an alternative yard facility, rather than for rebuilding at the same location. In addition, pressure from neighbourhoods adjacent to the City’s district maintenance yards suggests that it is advisable to plan for the ultimate closure of these small yards. The City has acquired approximately 13 acres of land for yards purpose on the BNR flats, close to the intersection of Chess St. and Malkin Avenue.

In 1996, a conceptual design process for yard facilities to replace Cambie Yards and all of the district maintenance yards was undertaken for the City by Degelder Construction. This work resulted in an overall cost estimate of $32 million for new facilities, both at the BNR Yards and at Manitoba Yards, not including land costs. During this review, it was assumed that the new facility would provide space for all current City operations. It was noted, however, that the impending closure of the existing facilities offers an opportunity to conduct a program of process re-engineering, to ensure that the new facility will be planned based on a current understanding of business needs.

Degelder Construction has recently been awarded a contract, funded by the Strategic Improvements Fund, to conduct independent business-case reviews of various Cambie Yard functions. This work, expected to be completed by September, 1998, will recommend whether space should be planned for these functions in a new yard facility, and will critically evaluate all potential users’ requests for space.

b) Additional Work Required

Consultants services are required to develop the concept of a new works yard design to a sufficient level that a project budget can be established. This budget will form the basis of a submission for consideration in the 2000-2002 Capital Plan. This involves detailed functional programming, costing, coordination with the business case consulting work, and communication with City staff.

c) Proposal by Degelder Construction

We have obtained a proposal for the above work from Degelder Construction Ltd.. This proposal has been sole sourced because of Degelder’s prior experience in developing the conceptual plan for the works yards in 1996. The proposal involves the participation of a team of consultants including Busby & Associates Architects, R.D. Stone & Associates, KPMG and Degelder Construction. The estimated cost of the consultant work is $90,000. Actual costs would depend upon actual hours worked and therefore a contingency amount of $5,000 is also recommended as part of the budget of this project. The total budget for this work is therefore $95,000. Council approval to award a consulting contract to Degelder is sought as part of this report.

d) Funding

The above funding is available from the following accounts:

19/03/5901/999 Cambie Yard Improvements $ 65,000
17/36/3406/999 Waterworks Operations Building $ 30,000

$ 95,000

CONCLUSION

Given the condition of existing buildings at Cambie Yard and development pressures around this site and the City’s district maintenance yards, planning work needs to proceed for new City Works Yard facilities. To integrate with the planning for the 2000-2002 Capital Plan, including reviewing the potential for joint-use with other departments, staff recommend that Council authorize the consulting services outlined in this report.

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(c) 1998 City of Vancouver