1

Market Square Construction and Design Update

13 January 2017

This communication is being released to provide an update on the Market Square design and construction. Despite best efforts by the City of Stratford and the BIA, we understand there has been some uncertainty regarding a number of design and construction details. We trust this information will provide clarification for everyone who is interested in and affected by this project.

The Market Square redevelopment project represents a very important community renewal project. It creates a new opportunity for our citizens to gather and to support downtown businesses, and will also be enjoyed by the 500,000 tourists who visit Stratford every year. Stratford City Council is excited to achieve this renewal during Canada's Sesquicentennial celebrations as a recommitment of a public asset to be enjoyed by countless Canadians and international visitors, including our residents.

Design Aspects:

The design selection and refinement process took place throughout 2016. Fundamentally, the conceptual design originally proposed by GSP Group in February 2016 and then refined and approved by Council on 27 June 2016 is in keeping with the finalized site plan that was issued for tender.

On 27 June 2016, Council approved the proposed design with the following changes:

Brick pavers have been extended to the parking area to create a completeproject;

Pedestrian bump-outs and crosswalks have been added on Downie andWellington Streets to improve pedestrian safety;

The ice pad infrastructure has been removed from the proposed design; The buses can be located at the side of City Hall as per the RFP submission.

During the refinement process that followed, the following changes were made to the site plan that was issued for tender:

The staircase has been removed from the center of the square to improveaccessibility. Once the decision was made to remove the skating rink, we wereable to grade the site and eliminate the need for the staircase;

The crosswalks have been changed from coloured asphalt to painted asphalt as acost saving measure;

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There are 10 trees included in the current site plan. The design presented on 1June 2016 showed 12 trees. 2 trees were removed from the Wellington Streetside owing to space constraints;

There has always been and continues to be parallel and perpendicular parking inthe south end of Market Square. The number of spaces has changed as follows:

o Plans from 1 June 2016 show 32 parking spaces in the south end ofMarket Square (30 regular and 2 accessible);

o The latest site plan dated 1 December 2016 shows 28 regular parkingspaces and 4 accessible spaces in the south end of Market Square.However, the configuration is the same as it was on 27 June when Councilapproved the design (23 perpendicular and 9 parallel). Note that allaccessible parking spaces are perpendicular.

It should be noted that GSP included an option showing no parking in Market Square in their RFP response dependent upon the results of the Parking Study. Public feedback received during the consultation process advocated the inclusion of parking in the south end of Market Square, therefore parking was retained in the final design plan.

Budget:

The budget breakdown for this project is appended to this document. Funding has been allocated to this project from appropriate City reserves based on the work that is being completed. For example, funding has been allocated from the water reserve because we are replacing waterlines beneath Market Square. Similarly, funding has been allocated from the parking reserve to finance the rehabilitation of the 32 parking spots. Other reserves have been utilized to stabilize the 2017 property tax increase as this is a one-time project funding allocation.

Click here to see the attached budget breakdown for further details.

Process Timeline:

This renewal process has been several years in the making. The City has undertaken a design and public consultation processes that were both appropriately inclusive and extensive. In 2015, the City of Stratford retained AtFocus Consulting to facilitate the Market Square visioning and community consultation process. The feedback from this process resulted in the formulation of a Vision and Guiding Principles for Market Square that were adopted by Council in July 2015.1 At this time, Council passed a resolution committing to undertaking the redevelopment of Market Square (R2015-358).

1 AtFocus Market Square Presentation to Council

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Since that time, this project has proceeded as follows:

October 2015 – The City issued RFPQ15-08, a Request for Prequalification toshortlist architectural and/or landscape design firms interested in designing theredevelopment of Market Square. Three firms were shortlisted – GSP Group,MMM Group, and Janet Rosenberg and Studio;

December 2015 – The City issued RFP15-09, inviting the three shortlisted firmsto submit design proposals;

February 2016 – The three design proposals were received. The City solicitedpublic feedback on these designs at a public open house and online. GSP Groupsubmitted the following proposal:

(View full image here)

AtFocus Market Square Council Meeting - 27 July; Revised 21 September 2015 Stratford Market Square Vision Attachment - 19 May 2015

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March 2016 – The Market Square design selection committee met to evaluatethe three designs and recommended GSP Group to Council. On 29 March,Stratford City Council retained GSP Group to complete the design work;2

April-May 2016 – GSP refined the conceptual design in consultation with CityStaff and community stakeholders and provided updates to Council;3

1 June 2016 – GSP presented the revised conceptual design based on theconsultations that were held with Council various stakeholders at a public OpenHouse on 1 June. The Master Plan for the finalized redevelopment waspresented as follows4:

(View full image here)

2 20160329 - Report - Market Square Design Selection Process 3 20160517 - Report - Market Square Design Expenses 4 Market Square Conceptual Design - Open House, 1 June 2016

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June 2016 – After the public open house, the City invited public feedback onthe design and presented comments to GSP and Council. Council considered therevised design and public feedback on 13 June as the Finance and LabourRelations Committee.5 On 27 June, City Council approved the revised design,removing the skating rink infrastructure from Phase I and allocating the savingsto walkways and pavers, and extended the paving treatment to the south side ofMarket Square.6

July-September 2016 – City Staff worked with GSP Group to refine theinfrastructure and engineering requirements and prepare the constructiondocuments for tender. The City issued RFPQ16-11, a request for prequalificationto shortlist construction firms interested in completing the redevelopment ofMarket Square. Four construction firms were shortlisted – Amico, GatemanMilloy, Ro-Buck Contracting, and Sierra Construction. A pre-construction openhouse was held on 20 September to provide information to residents andbusinesses impacted by the construction;

October 2016 – The Market Square construction tender T16-13 closed on 12October, for which we received three bids. The construction bids received werehigher than the specified project budget. Staff worked closely with GSP to findefficiencies and reduce project costs. By eliminating sole-source suppliers andemploying value engineering, significant savings were achieved withoutcompromising the Council-approved design and integrity of the project.

November 2016 – Once efficiencies were found, the tender was re-issued asT16-13 to the four short listed bidders. T16-13 closed on 14 November, with Ro-buck Contracting coming in as the low bidder. The bids were presented toCouncil on 14 November. Council passed Resolution 2016-417 as follows:

That Council approve the award of the Market Square Redevelopmentcontract to Ro-Buck Contracting at the total tender price of$2,171,509.50 (excluding HST), and the inclusion of the provisionalitems valued at an additional $334,214 (excluding HST) and that theMayor and Clerk are authorized to sign the necessary contractagreement; and that staff review and report on the provisional items ata future meeting.7

The site plan dated 1 December 2016 is as follows:

5 20160613 – Market Square Design Presentation 20160613 – Market Square Cost Estimates, Transit 6 See City of Stratford Regular Council Minutes, 27 June 2016. 7 See City of Stratford Regular Council Minutes, 14 November 2016.

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(View full image here)

GSP group will be sending 3D colour renderings of this site plan the week of 16January 2017. They will be posted on the City’s website, social media accounts,and circulated to the BIA and Market Square Committee.

For more information please contact:

Stephanie Potter, Policy and Research Associate 519-271-0250 x253 spotter@stratfordcanada.ca

Nancy Roulston, Manager of Engineering 519-271-0250 x226 nroulston@stratforcdanada.ca

Market Square Construction Costs

Construction Costs Part A Site Preparation 102,075 Part B Surface and Roadwork Removals 45,308 Part C Environmental Remediation 0 Part D.1 Sanitary Sewers & Appurtenances 0 Part D.2 Storm Sewers & Appurtenances 74,228 Part D.3 Watermain & Appurtenances 150,150 Part E Roadwork and Surface Construction1 1,399,249 Part F Utility Co-ordination, Traffic Control, and Misc. 200,500 Part G Provisional Items2 334,214

Contingency 200,000 Sub Total 2,505,724 Non-Rebatable HST 44,101 TOTAL 2,549,824

Construction Funding: Adjusted 5 December 2016

Water Reserve 191,000 Parking Reserve Fund 105,000 Canada 150 Grant 250,000 Working Capital Reserve 216,000 Walmart Donation 1,113,000 2017 Infrastructure Levy 250,000 Fund Raising 100,000 2017 Tax Levy/Reserve3 190,000 Federal Gas Tax Grant 140,000 Total 2,555,000

Notes: 1Includes Site Furnishings: Café Tables 8 Café Chairs 32 Surface Mounted Benches 8 Bike Racks 5 Bollards (Permanent & Removable) 21 Umbrellas 3 Waste & Recycling Receptacles 8 Wooden Benches 3

2Includes pedestrian bumpouts, crosswalks, extra electrical, plinths, charge station 3Pending budget approval the $190,000 may be funded through the working capital reserve.

City of Stratford - Design for Redevelopment of Market Square: RFP15-09 Page 11

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201

675

% C

ON

STR

UC

TIO

N D

OC

UM

ENTS

CM

12 S

EPT

2016

ISSU

ED F

OR

TEN

DER

C

M

CO

NC

RET

E PA

VIN

G (V

EHIC

ULA

R G

RAD

E) -

REF

ER T

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HEE

T L2

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CO

NC

RET

E PA

VIN

G (P

EDES

TRIA

N G

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E) -

REF

ER T

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HEE

T L2

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PAVE

RS

- REF

ER T

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HEE

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ASPH

ALT

PAVI

NG

CR

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WAL

KS (P

RO

VISI

ON

AL) -

REF

ER T

O C

IVIL

04 N

OV

2016

REI

SSU

ED F

OR

TEN

DER

C

M

01 D

EC 2

016

ISSU

ED F

OR

CO

NST

RU

CTI

ON

JH

/RT