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ORO MEDONTE ARENA CONSTRUCTION/PROJECT MANAGEMENT REPORT ORO MEDONTE, ON Prepared by: Distribution: Steenhof Building Services Group Shawn Binns 126 Mississaga Street East Township of Oro Medonte Orillia, ON J. Emmons, J.Steenhof L3V 1V7 Steenhof Building Services REPORT NO. 04 June 30, 2014

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Page 1: ORO MEDONTE ARENA CONSTRUCTION/PROJECT …

ORO MEDONTE ARENA CONSTRUCTION/PROJECT MANAGEMENT REPORT

ORO MEDONTE, ON

Prepared by: Distribution: Steenhof Building Services Group Shawn Binns 126 Mississaga Street East Township of Oro Medonte Orillia, ON J. Emmons, J.Steenhof L3V 1V7 Steenhof Building Services

REPORT NO. 04 June 30, 2014

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June 30, 2014 The Township of Oro Medonte 148 Line 7 South Oro, ON L0L 2X0 Attention: Shawn Binns Re: Community Centre Expansion, Phase I, Oro Medonte Community Centre Oro Medonte, ON Dear Shawn,

This report is intended to provide you with an overview of the ongoing activities on the project. Hopefully it provides you and the Township with valuable information as the project progresses. Yours truly, Steenhof Building Services Group David Jefferies, Project Manager

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TABLE OF CONTENTS 1.0 PROJECT OVERVIEW

1.1 Financial Status Overview .................................................................................................................... 4

1.2 Schedule Status Overview ................................................................................................................... 4-5

2.0 FINANCIAL REPORT

2.2 Change Order Summary ...................................................................................................................... 7

2.3 Un-Resolved Changes ......................................................................................................................... 8-11

2.4 Time and Material Work ..................................................................................................................... 12

2.5 Cash Allowances ................................................................................................................................ 12

3.0 PURCHASING ..................................................................................................................................................... 13-14

4.0 SCHEDULE UPDATE

4.1 Schedule of Ongoing Activities........................................................................................................... 14

4.2 Problems and Solutions ..................................................................................................................... 15

5.0 RFI’S AND SITE INSTRUCTIONS

5.1 RFI Log .............................................................................................................................................. 16-17

5.2 Site Instruction Log ............................................................................................................................ 18

6.0 SAFETY

6.1 Safety Update .................................................................................................................................... 19

7.0 PROJECT CLOSEOUT

7.1 Acceptance of Work ........................................................................................................................... 19

7.2 Manuals/Warranties/As-Builts ............................................................................................................ 19

7.3 System Commissioning ...................................................................................................................... 19

8.0 PROGRESS PHOTOGRAPHS ................................................................................................................................. 20-21

APPENDIX A

APPENDIX B

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1.0 PROJECT OVERVIEW

1.1 Financial Status Overview

Please see attached Appendix A for a summary of the current financial status of the project. J.Emmons from SBSG has updated the spreadsheet to reflect purchasing since the last report and other changes.

Consistent with the last few reports, there is a current projected cost over-run of $173,550 above the Council approved budget of $3,629,387 which includes $61,516 - anticipated through application of the full input tax credit and $72,607 for LED lighting approved June 18, 2014. A description of significant variances is included in Appendix B. We again caution the Township that there is always financial risk in any construction project, and that in this CM format, there is continued risk that is only partially minimized as each sub-trade is contracted. We are done with the bulk of the major purchasing but much work is left to go and new items that require design adjustments and associated extra work often for the unforeseen are being continually encountered. Some of the remaining purchasing is also unit rate- i.e. hourly concrete pumping and cubic meter concrete purchasing- these purchases carry risk relative to actual quantities purchased versus the initial estimate. A general contingency of $152,155 (5% of initial costs estimates) remains included in the budget however, this was on the low side and may not may be adequate to address the required changes. It is our understanding that the Township has also developed financial contingency plans.

Change Orders are captured in Section 2 as is a listing of any Unresolved Changes. These unresolved changes will be worked through in the coming weeks. Some are a result of scope changes, some a result of unknown existing conditions, and some a result of design adjustments.

1.2 Schedule Status Overview

The full building permit was issued this month following a request for additional information on a number of items. The electrical design was altered slightly and the IFC drawings have been issued. LED lights were added to the project as approved by Council. These lights have now been ordered and we are waiting for a delivery date. Mechanical underground work is about 80% complete. Many of the shop drawings are in the process of being reviewed. Concrete footings are complete and most of the foundation walls are complete except for the header trench and the final tie-ins along GLA.

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Most of the trades have been contracted other than the overhead door supplier, the fireproofing subcontractor, millworker, fire water tanks and some other minor purchases. Per comments in previous reports, the project schedule was very aggressive for the amount of work that was brought into the overall project scope during the design period. SBSG advised Township staff in mid-June that it would not be possible to make an early September opening. While every effort is still being made to build as quickly as possible, three major hurdles were encountered in June- 1) abnormal rainfall for the month of June which prevented good progress in the new change room area and at the addition, 2) the loss of the Site Superintendent to serious illness and 3) the presence of topsoil under the existing footings at GL A and 10- the one critical location for one of the two new Pre-Eng. footings. All of these challenges combined to set the project timeline back quite substantially. We reiterate our recommendation for the Township to have contingency plans in place for user groups to have other ice space available for the bulk of the fall season. We would prefer to ensure a quality product rather than rush the delivery and compromise some of the quality of key components of the project. We are in the processing of creating a new schedule based on the current status of the project and will issue in early July.

2.0 FINANCIAL REPORT

See attached updated financial forecast spreadsheet. This spreadsheet has been updated with a detailed breakdown of the sub-trade pricing as it becomes known after the Tenders and prices are received and evaluated. (See Appendix A.) The report shows that the current SBSG projection given the known costs. In report #2, presented to Council, suggestions were made for consideration to be given to reduce the scope of the project in light of projected overruns. However, Council decided to proceed with the full scope of the project in spite of a projected overrun at that time. We have also included Appendix B outlining some of the significant variances from the original estimate.

Possible future savings not captured in the attachment include:

Still optimistic that we can save more money on the fire water storage with an alternate design - perhaps $20,000 maximum, however this is far from certain until the final procurement and installation is complete

As anticipated in the last report, we saved about $10,000 by going with less expensive skate flooring- but we have allocated money for floor patching out of that $10,000. So it’s unlikely that it would be realized in full if at all. The state of the current concrete now that it has been exposed is not good and will require a lot of rework to accept the new flooring

Some possible unrealized savings on credits on excavation and backfill not captured herein- approx. $10,000

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However, the following other considerations should be noted within the overall financial considerations of the project:

The completion date can have a financial impact to the project- some costs reoccur weekly until project completion- i.e. Some site labour, the Site Superintendent wage, etc. The forecast has not been revised to project additional costs past the end of September, but there will undoubtedly be additional costs related to the completion date.

Energy grants and incentives have yet to be quantified.

Oro-Minor Hockey has committed to sponsor sound system in the amount of $30,000 which, accordingly has been omitted from scope.

Excavation and backfill and any work underground often has more inherent risk than many other aspects of these projects- there have been some problems and we still have to excavate for the septic tanks and the fire water storage tanks which may have unknowns. We recently ran into existing septic piping which is interfering with the new rear parking area and this will result in additional costs.

The budget assumes that the detailed final cleaning of the space will be by Township staff. Only costs for a ‘construction clean’ are part of the current budget

We assumed that the cut slabs on grade that are stacked ready for removal off site can be done so free of charge – this is now not looking likely- the original person interested is now not, and we are sourcing options.

If the Township wants to exactly match the current siding, this cost is not captured in the current budget. This item is noted in Unresolved Changes and is being assessed for the additional upcharge.

Fireproofing of the ceilings of some areas of the building will be required given the change in the building classification. This cost will need to be covered by the remaining contingency funds

Removing or abandoning the existing septic tank and bollards is currently not in the project scope

Asphalt patching is not currently part of the project scope

Testing of certain things like concrete, compaction, steel inspection etc. by Exp is included as an estimate in the budget of $5,000. The end cost will not be known definitively until project completion.

Some of the costs for things that the Township staff/departments can accomplish on their own like landscaping at the front entrance and rear area etc. were previously removed from the construction budget and are to be completed outside the scope of this project

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2.2 Change Order Summary

Updated June 20,104

SBSG No. CO#

CN, SI Other Description

Date CN Received

Date of Last Quote

Date CO Issued CO Amount

8 1 CCN9 and JSI S4

Revised engineered pad, and delete tie rod

May 9, 2014 April 25, 2014

May 22, 2014

$14,239.52

13 2 RFI #6 Quotation Woman’s Public Washroom Toilet Relocation

June 6, 2014 May 5, 2014 June 6, 2014

$468.00

15 3 RTU- add heat as well as cooling June 6, 2014 May 20, 2014 June 6, 2014 $3,260.00

17 4 CCN 17 Paint the main frames in rink area May 27, 2014 May 30, 2014 June 11, 2014

$10,040.00

5 5 ELE-5 Above ceiling work on second floor meeting room

April 28, 2014

May 28, 2014 June 11, 2014

$5,864.87

12 6 15 Change board height to 42” and add aluminum piece at Olympia wheel height

May 21, 2014 June 2, 2014 June 12, 2014

$550.00

7

8

9

Total $34,422.39

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2.3 Un-Resolved Changes

Updated: June 23, 2014

SBSG No.

Change Notice

No. Description Date of Last Quote Approximate

Value Status/Comment 1 1 Delete cladding from Northside GL 10 to

GL11 x May 21st, 2014 -$10,450.00 With James and Shawn for processing.

Note- will some insulation still be required on this wall with the deletion of this material?

7 2 Change D003 & D004 from Sliders to HM See SBSG 7 See SBSG 7 With Owner for approval

3 3 Existing refrigeration slab to remain N/A -$17,015.76 Formal quote to be submitted shortly. Note- some additional Shelswell costs are still likely to follow once the balance of the sub-slab granular are known.

4 Siding on North Side N/A N/A Cancelled- not applicable- trades never contracted for this scope prior to issuing CCN.

6 7 Garland siding to be reused and new steel way to be quoted

May 21st, 2014 -$1,275.00

With James

7 8 Door D004 changed to single leaf, also combined quote from CCN2

$7,298.00 With James

9 10

Shelswell Extra for clay pipe $7,481.00 With James

14 16 Olympia exit door $2,443.00 With Jocelyn to Quote

16 ELE-3 Various changes from the electrical tender to the electrical IFC drawings.

With Chris and Fred for review.

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SBSG No.

Change Notice

No. Description Date of Last Quote Approximate

Value Status/Comment 18 Code GE Sallows Additional Doors required by

Code. $1,533.00 With James

19 5 PVC Storm Line $11,000.00 Joc chasing a breakdown.

20 19 Entrance Foundation Revision, foundation plan.

-$1,897.58 With McGill for Pricing

21 6 Gas Metering for Concession Stand June 16, 2014 $1,580.00 With James

22 ELE-4 Exterior Wall Pack LED + 2 Additional $2,321.85 Joc to quote

23 20 Bleacher Landing Changes June 13, 2014 $755.00

25 Secondary Service Conductors June 13, 2014 $3,256.80 Work proceeding.

26 LED Lighting at Rink’ N/A Part of increased

budget allocation.

June 19: Owner approved increased budget to allow LED. Formal quote to be submitted to James and Chris for Change Order. Lights ordered.

27 Flaking paint on underside of existing metal deck

RFI to be issued for comment and move forward. Central Painting is going to site to advise what the cheapest solution might be.

28 Roof ladders Never part of original scope. Norweld has included some cost in Misc. Metals but redesign is likely 3 ladders, not 1.

29 Roof Anchors at RTU Are these required?

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SBSG No.

Change Notice

No. Description Date of Last Quote Approximate

Value Status/Comment 30 Stand for new dehumidifier Nothing shown currently on plans.

Black and Mack and SBSG designers to resolve.

31 21 Vestibule for Refrigeration room Extra for mason, electrical

32 22 All sectional roll up doors with no fire rating

33 Fireproofing OWSJ and deck and intumescent paint on columns

A result of revised building classification

34 Vapour barrier repair Not in original scope of project

35 Concrete piers for re-used condenser Details required.

36 Concrete U fill at underside of new Pre-Eng. footings

$5,000 plus Soils were not good enough here at the design elevation. EXP directed U fill to provide suitable bearing. Waiting on invoices from McGill.

37 Additional demolition and excavation at GL A and 10- topsoil under existing footings

Work proceeding. Additional costs from Eissess and Shelswell likely.

38 Hollow metal Screens at reception desk Direction on design? Not part of the current GE Sallows contract.

39 Condenser Water Treatment System June 13, 2014 $9,130.00 With Owner

40 N/A Reduce Re-Circ Line June 16, 2014 $-600.00 With James

41 N/A Paint rusted deck Roofer June 11, 2014 $5,300.00 For discussion June 24, 2014

42 N/A existing siding panels at low roof June 11, 2014 $9,800.00 For discussion June 24, 2014

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SBSG No.

Change Notice

No. Description Date of Last Quote Approximate

Value Status/Comment 43 N/A Additional masonry Due to Demo June 25, 2014 With David to review

44 23 Pre Eng. Thermal Standoff wall With trades for pricing June 26

45 24 Vicwest AD Series Cladding With trades for pricing June 26

46 Septic field materials to be removed Some working proceeding

Total: TBD

There are a number of possible changes as noted above- these are partially coordination issues that are common on a project like this as well as some Owner requests for additional scope, in addition to adjustments due to unknown conditions. The Township is being constantly updated on the Contemplated Changes and of course Owner representative sign off on the final Change Orders is part of the formal process that the project administration is following.

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2.4 Time & Material Work

SBSG # CD # Description Invoice Value Status

Total $0.00

There has been some hourly demolition work done by various subcontractors who are best suited to the work- ie. Aluminum/glass removals, steel torching, metal siding removals, overhead doors etc. The cost for this work would be part of the demolition line item in the budget and this kind of scope is often not part of the new contracted work for the various sub-trades involved. There was also some time and material work done by Shelswell for prep under the change room slab and removal of unsuitable material off site from this excavation- the budget did not originally capture any work under the slab as the existing soils were assumed to be suitable for total reuse which they were not.

2.5 Cash Allowances At the outset of the project, $75,000 was set up as an allowance for a number of scopes of work. This amount has not changed to date. See Appendix A for more details. The gas supply to the facility was contracted by the Township at approximately $14,500 plus HST. A concrete pad will have to be formed and poured in addition to that cost, for the new gas assembly. The Low E product is finalized- the contract was approved in late June by the Governance Committee. It fit within the allowance budget. But the unanticipated poor state of the underlying vapor barrier created problems- the cost to repair this is pegged at about $10,000. This was not part of the original budget estimate as it was not visible during the design period.

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3.0 PURCHASING

The following is a list of trades who have been contracted by the Township so far: 1) Pre-Eng. Building- Steelcon Inc. Contract for $163,757 approved by Governance Committee on March 25, 2014. 2) Excavation and Backfill Tender – Morris Shelswell & Sons. Contract for $93,313.50 approved by the Governance Committee on April 8,

2014. 3) Steel, OWSJ, Metal Deck – Norweld. Contract for $78,600 approved by the Governance Committee on April 8, 2014. 4) Masonry – McGrath Downing Masonry Inc. Contract for $112,887.98 approved by the Governance Committee on April 8, 2014. 5) Concrete Formwork – McGill Forming. Contract for $73,796 approved by the Governance Committee on April 8, 2014. 6) Electrical – Horsepower Electrical. Contact for $512 050 approved by the Governance Committee on April 11, 2014. 7) Refrigeration – Black & MacDonald. Letter of Intent approved by Governance Committee on April 17, 2014. 8) Mechanical – Sexton’s Mechanical. Contract for $471,360 approved by Governance Committee on April 23, 2014 9) Hollow Metal Doors – G.E. Sallows. Contract for $28,260 approved by Governance Committee on April 30, 2014. 10) Siding – GRC Contracting. Letter of intent approved by Governance Committee on April 30, 2014. 11) Refrigeration - Black and MacDonald. Contract for $512,050 approved by Governance Committee on April 30, 2014. 12) Dasher Boards- Coliseum Recreation. Contract for $123,790 approved by Governance Committee on April 1, 2014. 13) Partial Demolition- Eisses. Contract for $62,000 approved by Governance Committee on April 1, 2014. 14) Concrete Supply – Sarjeant’s. Letter for supply approved by Governance Committee on May 13, 2014. 15) Rebar and Mesh – Automatic Steel. Contract for $15,548.50 approved by Governance Committee on May 13, 2014. 16) Concrete Floor Finishing (Adjacent Slabs Only) – Desroches Concrete Floors. Contract for $ 9,380.00 approved by Governance

Committee on May 16, 2014. 17) Roofing – A&M Contracting – Contract for $122,500 approved by Governance Committee on May 16, 2014. 18) Curtin Wall – Barrie Metro Glass – Contract for $48,850.00 approved by Governance Committee on May 13, 2014. 19) Rebar and Mesh – Automatic Steel – Letter for supply approved by Governance Committee on May 28, 2014. 20) Hardware – Upper Canada. Contract for $47,150 approved by Governance Committee on May 28, 2014. 21) Aluminum Sliders – Assa Abbloy. Contract for $13,000 approved by Governance Committee on May 28, 2014. 22) Siding – GRC Contracting. Revised contract for $56,800 approved by Governance Committee on May 28, 2014. 23) Well Drilling – Allan Wright Water Wells Inc. – Contract for $26,355 approved by Governance Committee on May 13, 2014.

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24) Concrete Floor Finishing (Rink Slab Only) – Belmont Concrete Floors – Contract for $21,000 approved by Governance Committee on May 16, 2014.

25) Drywall – MKG Contracting – Contract for $23,800 approved by Governance Committee on June 13, 2014. 26) Quanbury Contract Interiors – Contract for $78,950 approved by Governance Committee on June 13, 2014. 27) Septic – Hamilton Contracting – Contract for $59,550 approved by Governance Committee on June 13, 2014. 28) Painting – Central Painting – Contract for $32,600 approved by Governance Committee on June 13, 2014. 29) Rebar and Mesh Installation – K.P. North Reinforcing – Contract for $12,000 approved by Governance Committee on June 13, 2014.

There are only a few more trades to contract- notably the overhead doors, fireproofing, millwork/finish carpentry, caulking and the fire water storage tanks.

4.0 SCHEDULE UPDATE

4.1 Schedule of Ongoing Activities

The demolition is now complete except for the area around the existing electrical service. The Pre-Eng. building delivery had to be put off from a mid-June delivery because of the soils problems at GL A and 10- this is unfortunate- it means a significant impact to getting the gable end columns out of the way to pour the new slab which is the critical path. We were able to scramble and get the delivery rescheduled for the first week of July which is much better than late July which was their first response when the foundation problems were encountered. The insulation for under the heated floors is on site. The foundations are nearing completion.

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Masonry walls have started at the front area and will continue as soon as the in floor insulation and radiant tubing is prepped- the rain has seriously impacted our ability to get this area completed- we are working with existing soils which can’t be worked on when so saturated. The mason will also be starting on the electrical room shortly as well as the two story addition at the front of the building. The electrical secondary conduit has been bored in and the wire and switchgear is on order. The expansion of the rink sub-slab is partially complete- once the Pre-Eng. columns are out of the way, this work can continue. The septic tanks are on order and the well is scheduled for late July.

4.2 Problems and Solutions There are currently a few major problems which have impacted things fairly significantly in June: 1) The Site Superintendent was hospitalized for a serious illness and remains in hospital as far as we know. This loss of a key team

member had an affect our ability to maintain pace on site. We have put in place another very experienced Site Super but the transition took time and there is always a catch up period when transitioning like this.

2) The weather has not cooperated very well- the rain has delayed the foundation install by about 9 working days. 3) Topsoil under the existing footings at GL A and 10 halted the installation of the second Pre-Eng. main frame pier. We adjusted fairly

quickly but it did result in a delay of the delivery of the Pre-Eng framing. 4) Rust on top of existing metal deck and a rotted parapet along the outer wall are complicating the ability to get the new roof installed over

the existing change room area. 5) The connections to existing building, even though conceptually quite simple have proven fairly difficult- none of the existing structure is

plumb or square, or consistent. Existing walls are not parallel to one another and as a result the layout of the additions has been quite a bit slower than anticipated.

6) The challenges around the building classification design as it relates to building code and permit had a little bit of an impact on the design of the pre-eng building along GL 11 which delayed the delivery of the pre-eng slightly. Without going into the particulars, there were challenges dealing with an existing building, the inability and impractical approach to sprinklering the building and a variety of other challenges that took more time to work through than anticipated.

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5.0 RFI’S AND SITE INSTRUCTIONS

5.1 RFI Log RFI No.

Contractor Subject Date Submitted

Response Date

SBSG No. Comments Status

1 Horsepower Electrical – Branch Conduit and Junction Boxes

April 25, 2014 April 28, 2014 Submitted by: Horsepower Electric Answered by: Electrical Department

Completed

2 Horsepower Arena Lighting April 25, 2014 April 28, 2014 Submitted by: Horsepower Electric Answered by: Electrical Department

Completed

3 Steelcon 180-1 Structural- Underside of Base Plates

April 28, 2014 April 29, 2014 Submitted by: Steelcon Answered by: Structural Department

Completed

4 Steelcon 180-2 Structural- Exterior Trim colours

April 28, 2014 N/A Submitted by: Steelcon Answered by: Architectural Deparment

In Progress With the owner

5 Steelcon Rigid Frame May 1, 2014 May 1, 2014 Submitted by: Steelcon Answered by: Architectural Department

Completed

6 Site Sextons McGrath

Architectural- Column and Toilet Positioning

May 7, 2014 May 7, 2014 Submitted by: Steve Morrison Answered by: Architectural Department

Completed

7 Steelcon 180-5 Structural- Gridlines and Anchor Bolt Design

May 7, 2014 N/A Submitted by: Steelcon Answered by: James Worrall

Completed

8 Steelcon 180-3 Confirmation of Wall type May 2, 2014 May 6, 2014 Submitted by: Steelcon Answered by: James Worrall

Completed

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RFI No.

Contractor Subject Date Submitted

Response Date

SBSG No. Comments Status

9 Steelcon 180-4 Section and Elevation GL A May 2, 2014 May 8, 2014 Submitted by: Steelcon Answered by: James Worrall

Completed

10 Site Steelcon

Building out of square May 9, 2014 Completed

11 GE Sallows Door clarification May 14th, 2014 Submitted by: GE Sallows Answered by: James Worrall

Completed

12 Norweld Additional Joist, and dimension verification

May 21th, 2014 Completed

13 Norweld Dimension verification May 28th, 2014

14 Josh and James

Incoming well water design June 25, 2014 July 7, 2014 14

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5.2 Site Instruction Log

Job Site Instruction No. Description

Date of Last Quote Value Status/Comment

JSI-S1 Temporary Engineered Shoring for Site N/A N/A Instruction by Structural to Site JSI-S2 Transition Detail for Existing Rink Slab N/A N/A Instruction by Structural to Site

JSI-S3 Temporary Shoring at Existing Load Bearing Wall

N/A N/A Instruction by Structural to Site

JSI-S4 Rebar Detail on Pre-Engineered Pad Footings/Piers

N/A N/A Instruction by Structural to Trades

JSI-A2 Relocation of the Refrigeration Room Entrance N/A N/A Instruction by Architectural to Trades

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6.0 SAFETY

6.1 Safety Update

Leader Industries has been retained by the Township and SBSG to perform safety orientation consulting services for the project. They are performing routine audits during construction to help ensure compliance with the OHSA as well as the safety policies and procedures of the Township. There are currently no concerns around safety from any of the Team members. SBSG asks the entire Team at each site meeting whether there are concerns or not, and nothing notable has been raised. The public does use the adjacent fields and parking becomes quite crowded at night and on weekends but the parking is outside the perimeter fencing of the project.

7.0 PROJECT CLOSEOUT

7.1 Acceptance of Work

SBSG Consultants have been reviewing the process during construction to help ensure compliance of the sub trades with the contract design. EXP has inspected all areas prior to footing placement and are checking compaction of the granulars.

7.2 Manuals/Warranties/As-Builts

SBSG will be preparing O&M manuals as sub-trade submittals are approved. As-built drawings are being maintained as well. SBSG will update the IFC drawings with any Site Instruction, RFI responses, or Change Orders issued. The Site Super will maintain a record set on site noting any changes made at the site level.

7.3 Systems Commissioning

There will be commissioning of the building as we approach the completion of the project. Typically, the mechanical systems require the most commissioning. There is not a formal commissioning agent involved in the project- the mechanical sub-trade will be responsible to commission their own systems as well as the rink plant subcontractor

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8.0 PROGRESS PHOTOGRAPHS

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