R E P O R T A D M I N I S T R A T I V E R E P O R T T O C O U N C I L

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1 R E P O R T A D M I N I S T R A T I V E R E P O R T T O C O U N C I L PRESENTED: REPORT: FROM: Resort Experience FILE: SUBJECT: MOUNTAIN SQUARE PARKADE MEMBRANE AND PLAZA REPAIR COMMENT/RECOMMENDATION FROM THE CHIEF ADMINISTRATIVE OFFICER That the recommendation of the General Manager of Resort Experience be endorsed. RECOMMENDATION That Council receive the results of the recent Mountain Square project tender; and further That Council accept the low bid received from Jacobs Brothers Construction in the amount of $1,118, for an April 2012 construction start date. REFERENCES Location: Mountain Square Legal Description: Lot 54, D.L. 1902, Plan 18882, Block B Owners: Whistler Village Land Co. Ltd. Current Zoning: CC1 (Commercial Core One) Date of Application: April 18, 2011 Appendices: A Location Map PURPOSE OF REPORT To inform Council of the condition of Whistler Village Land Co. (WVLC) Parkade D, underlying Mountain Square and Brandywine Alley, and the proposed project to repair the parkade roof membrane and then reinstate the Square and other disturbed areas. DISCUSSION Parkade D is one of four Village parkades owned and managed by the Whistler Village Land Corp. (WVLC), an RMOW Corporation. The RMOW periodically engages structural engineering consultant Read Jones Christoffersen (RJC) to review the condition of the parkades. In 2005 RJC reported on water damage to concrete in the parkade and recommended repair be completed in the near term. By 2007, the RMOW had developed a plan through consultation with the stakeholders in the Mountain Square area. At that time, the RMOW deferred the project to address other projects in the lead up to the 2010 Games. While the parkade continues to deteriorate, the engineers have advised it is safe. They recommend the project not be deferred beyond The project will be disruptive as the parkade roof needs to be exposed, the old membrane removed, damaged concrete and steel repaired, a new membrane installed, planters and stairs reinstated, new paving and stone masonry and planting installed. The membrane repair works needs to proceed in fair weather and, to be efficient, the work cannot be broken into many small phases. As the parkade extends to building frontages in the Square, along Brandywine Alley and under the Stroll, planters must be removed from areas of the Clock Tower building, Sundial, Carleton Lodge, Hilton and Crystal Lodge. Also, stairs and terraces must be removed from the Sundial, Carleton and Crystal Lodge, where those features are on the WVLC property.

2 Page 2 In October 2011 the RMOW re-engaged Mountain Square area businesses, owners and property managers to present the prospect of an April 2012 launch of the repair project. Many of these stakeholders have been aware of the need to do the project. At the open house the best means to manage the construction disruption was discussed. Stakeholders noted that: - May and June are quiet months for many of the businesses; - Low construction fencing would be useful so that visitors are able to see across the Square and see that businesses are open through construction. - Temporary signage directing people through the Square and to business entries will be important. Following the open house, property managers from buildings around the Square wrote to the RMOW requesting the project be deferred to 2013 so that in 2012 the Square could be free from construction. In 2013, the Carleton Lodge will potentially undergo an extensive renovation. The RMOW and RJC have investigated this request, in terms of risk and whether the parkade project and Carleton Lodge renovation could logistically proceed together in In considering this request the RMOW and RJC identified issues of cost, coordination, site access and constructability. In addition to RJC s expertise in this field, the RMOW solicited information from a construction company that specializes in this type of construction in dense, busy, urban situations and learnt, among other topics, that the project duration may not be as lengthy as first envisioned. With this advice, construction documents were prepared, a Delegated Development Permit application was made and the Mountain Square project was tendered through BC Bid. The tender sought three bid options for comparative purposes: - construction in spring 2012; - construction split between 2012 and 2013; and - construction in Potential bidders visited the site and on March 6, 2012 three bids were received. Tender Results: Jacob Brothers Duron Pacific Wilco Civil 2012 construction $1,118, $1,608, $1,740, Partial 2012 & 2013 option $1,202, $1,783, $1,780, construction $1,165, $1,688, $1,802, excludes tax The lowest bid, from Jacob Brothers Construction, is for construction following the 2012 TELUS World Ski and Snowboard Festival. They propose 12 weeks to complete the parkade roof repair and reconstruction of stairs and planter walls. At time of report preparation staff are working with the recommended contractor to adjust the schedule and areas of work to minimize impacts in July. Stone masonry is proposed to occur in July and August as this is a task that has a small footprint that moves around the Square to localized planter walls. Previous experience has proven that this type of work is of some interest to resort guests. Completion of landscape work would happen in September, after Labour Day. The company is well qualified and found ongoing communication with neighbouring businesses was critical to their successful completion of the Granville Mall repair project in Vancouver. RJC and RMOW staff recommends their selection.

3 Page 3 Landscape Plan The Landscape plan addresses how the Square, Stroll and Alley will be reinstated. This includes reconstruction of stairs, landings and planters that would be removed during the parkade repair. It also includes a new accessible path, planting and seat wall by Crystal Lodge. The landscape plan adds a programmatic element in the form of a labyrinth in the pavement pattern and adds anchors under paving to allow for the periodic, temporary display of art or other exhibits. The event program for the Square, snow storage and fire route requirements preclude addition of permanent features in the centre of the Square, except for one small area by the Stroll. With regard to the Carleton Lodge frontage, at this time the plan intends to reinstate the existing stairs and planters in their current form. However, as part of contemplated Lodge improvements there is potential to modify and improve upon this condition. Staff are continuing to work with the Lodge s property s managers and owners in developing a coordinated and mutually agreeable solution offering improvement to both the Lodge and the Square. While this plan has not yet been reviewed by the community, it presents a realistic, base level approach to redevelopment of the Square. The plan was needed for the tender process to proceed. While the opportunity to add features in the centre is very limited and the opportunity to change the perimeter areas is constrained, the plan may be adjusted based on the consultation and associated review process. Timing In 2011, Mountain Square was the site of construction associated with a roof renovation of the Carleton Lodge. In May and June 2012, a localized window replacement project is planned for the Clock Tower building. In 2013, a major renovation of all sides of the Carleton Lodge is being planned. In consultation with stakeholders in the area, staff and RJC have investigated the best time to schedule the Mountain Square parkade membrane and plaza repair project, particularly after letters were received requesting deferral to Part of that investigation has involved consultation with Carleton Lodge stakeholders to understand the scope and schedule of their project. Staff are concerned that two adjacent and substantial projects in 2013 will be a logistical challenge, resulting in potential risk of delay. Therefore, staff recommends proceeding with the parkade and plaza project in 2012 in order to complete it efficiently and be out of the way of the 2013 Carleton Lodge project. WHISTLER 2020 ANALYSIS W2020 Strategy Built Environment Visitor Experience TOWARD Descriptions of success that resolution moves us toward The new and renovated built environment exemplifies sustainable management of energy and materials The resort is comfortable, inclusive, functional, safe, clean and well maintained Comments Materials and methods represent best practises for this type of work and make use of recycled components. The design is intended to be durable in the long term The experience of this parkade will be improved by repair of the roof. The plaza design provides inclusive access to buildings

4 Page 4 W2020 Strategy Built Environment AWAY FROM Descriptions of success that resolution moves away from Waterproofing the roof uses bitumen and synthetic materials Mitigation Strategies and Comments Specified suppliers use recycled components and sustainable practices in manufacturing the materials OTHER POLICY CONSIDERATIONS Village Construction Management Strategy The project will adhere to the Village Construction Management Strategy, which provides for ongoing communication, site signage and mitigation of construction disruption. Village Enhancement Strategy The Village Enhancement Strategy addressed steps to ensure the Village is supported through ongoing reinvestment in new and existing places and infrastructure. Mountain Square was identified as a major project. BUDGET CONSIDERATIONS The budget allocated to the Mountain Square project through the draft 2012 municipal budget process is $1,504, The lowest qualified bid received through the 2012 tender process is $1,118, for work in 2012 which is approximately 6% below the consultant s bid estimate. The tender figure includes work to restore the plaza surface and landscape works but excludes taxes and soft costs. COMMUNITY ENGAGEMENT AND CONSULTATION A second stakeholder open house is scheduled for Tuesday, March 13, Staff will present the steps taken to investigate construction and timing options, as well as the tender process, construction management and signage. The Landscape Plan will be presented for the first time. Communications staff have prepared a Communications Plan for the project. Prior to project start the contractor will arrange one on one meetings with each property or business owner or manger to understand respective needs. Throughout the construction process staff will consult with stakeholders and the successful bidder to reasonably ensure that routes and store visibility are maintained, additional signage needs are addressed, and construction hoarding is dressed. Construction updates will also be provided on a weekly basis and include a seven to ten day look ahead. SUMMARY The WVLC parkade underlying Mountain Square, Stroll and Brandywine Alley is in need of repair to address water infiltration and consequent damage to structural concrete and steel. While the parkade remains safe, this municipal infrastructure is deteriorating and needs to be addressed prior to When the project proceeds, it will be disruptive to this area of the Village. The RMOW has investigated various construction, phasing and timing options. The work has been tendered and bids sought for three timing options, including spring 2012, spring 2013 and combined 2012 / 2013 construction.

5 Page 5 The lowest qualified bid was for the spring 2012 option from Jacobs Brothers Construction of Vancouver. They have completed similar projects in dense urban and commercial locations, including a similar project that impacted the pedestrian level conditions of Granville, Georgia and Howe Streets including the Granville Mall in Vancouver. Their bid was within the 2012 budget request. Staff recommend they be selected for this project. Staff also recommends that work proceed in late April 2012 so that the Mountain Square project is completed before a proposed, extensive 2013 renovation of Carleton Lodge. Respectfully submitted, Kevin McFarland PARKS PLANNER for Jan Jansen GENERAL MANAGER, RESORT EXPERIENCE

6 Appendix A: Mountain Square EXTENT OF PROJECT EXTENT OF PARKADE D