DATE: September 8, 2014 REPORT NO. PW Chair and Members Committee of the Whole Operations and Administration

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PUBLIC WORKS COMMISSION DATE: September 8, 2014 REPORT NO. PW2014-070 TO: FROM: Chair and Members Committee of the Whole Operations and Administration Geoff Rae, MBA, P.Eng.

1 PUBLIC WORKS COMMISSION DATE: September 8, 2014 REPORT NO. PW TO: FROM: Chair and Members Committee of the Whole Operations and Administration Geoff Rae, MBA, P.Eng. General Manager, Public Works Commission 1.0 TYPE OF REPORT CONSENT ITEM [ ] ITEM FOR CONSIDERATION [ X ] 2.0 TOPIC Amendment to the 2014 Facilities and Asset Management Capital Plan to Accommodate Regulatory Hydraulic Cylinder Modifications to the Elevator at City Hall and a Lateral Sewer Replacement at the Canadian Military Heritage Museum 3.0 RECOMMENDATION A. THAT Report No. PW titled Amendment to the 2014 Facilities and Asset Management Capital Plan to Accommodate Regulatory Hydraulic Cylinder Modifications to the Elevator at City Hall and a Lateral Sewer Replacement at the Canadian Military Heritage Museum, BE RECEIVED; and B. THAT staff BE AUTHORIZED to close PM1403 City Hall Courtyard Repairs Project and the project funds in the amount of $250,000 BE TRANSFERRED to the Facilities Asset Management Reserve Fund RF0526; and C. THAT staff BE AUTHORIZED to transfer $125,000 from RF0526 Facilities Asset Management Reserve Fund to fund a new Capital Project titled City Hall Elevator Modifications ; and D. THAT staff BE AUTHORIZED to transfer $25,000 from RF0526 Facilities Asset Management Reserve Fund to fund a new Capital Project titled Canadian Military Heritage Museum Lateral Sewer Replacement.

2 Date: September 8, 2014 Page PURPOSE There are two recently identified high priority capital projects within Facilities and Asset Management that require attention prior to the approval of the 2015 Capital Budget. One project is a Technical Standards and Safety Authority (TSSA) mandated hydraulic cylinder modification to the elevator at City Hall; the other project is the replacement of a collapsed sanitary lateral serving the Canadian Military Heritage Museum. TSSA, which is responsible for regulating elevating devices, has issued an information bulletin to owners of older model single bulkhead hydraulic cylinder elevators of upcoming regulatory changes intended to safeguard the public and operators of hydraulic elevators. Approving this project at this time will permit staff to prepare specifications, tender the project and complete the necessary retrofit to the City Hall elevator by the May 2015 compliance date. As this regulation applies across Ontario, it is anticipated that there will be increased demand for firms capable of doing this type of work prior to May The approval of this report at this time will allow the City to proceed with this work immediately. Failure to complete the repairs would result in the need to shut down the elevator at City Hall. This elevator is the only City owned elevator impacted by this regulation. On Saturday, August 2, 2014 staff was informed of a sewer back-up at the Canadian Military Heritage Museum. Upon investigation staff determined the current lateral has collapsed and will require ongoing maintenance until it is replaced. Until resolved, this will significantly impact the museum s ability to schedule events and maintain normal operations. In order to fund and allocate staff to these projects, staff is recommending a previously approved project in the 2014 Capital Budget, City Hall Courtyard Repairs (PM1403) with a budget of $250,000, be closed and the funds transferred to the depleted Facilities Asset Managing Reserve Fund RF0526. Further, staff will re-introduce the Courtyard Repair Project into the 2015 Capital Budget and Forecast for Council s consideration. 5.0 BACKGROUND City Hall Elevator The elevating device within City Hall is original to the building and is a type known as single bottom hydraulic elevator with a buried cylinder. Though the elevator at City Hall is currently maintained under contract with a licensed elevator maintenance contractor and a recent third party audit of the City Hall elevator has confirmed the elevator is being maintained in a currently compliant manner, Information Bulletins and Directives are routinely issued by TSSA that amend compliance and operating requirements.

3 Date: September 8, 2014 Page 3 TSSA has issued Information Bulletin 243/10 to all elevating device owners in Ontario. This Bulletin addresses the potential for catastrophic failures in single bottom hydraulic cylinders. This Information Bulletin affects all original installations from 1977 or earlier that have not had a buried single bottom hydraulic cylinder replaced with a double bulkhead cylinder system with PVC protection or that do not have a fall protection system in place. The primary issue relates to undetectable corrosion and deterioration of the bottom portion of a buried cylinder. The greatest potential for catastrophic failure comes from the cylinder material corroding and thinning to the point where the cylinder can no longer restrain the internal system pressure. Despite existing TSSA requirements to maintain an oil-loss monitoring program for all hydraulic buried cylinders, there is still the potential to have no advanced warning of a catastrophic failure of a single bottom cylinder until a rupture occurs. If a cylinder fails in this way, there is no protection in place to prevent the elevator from falling. All options including the costs to implement to ensure compliance have been considered. Museum Sanitary Lateral The existing museum sanitary lateral is a private lateral assumed when the City took ownership of the 347 Greenwich Street Site. Though there have been few concerns in the past, staff have learned that the lateral is very shallow tying into a manhole some 30 metres from the building within the former industrial site. The City, as the landlord of the site to the Military Museum, has an obligation to repair the service in a timely and efficient manner. Staff has reviewed various repair and replacement options and proposes to run a new line within the leased parcel to the Greenwich Street main. 6.0 CORPORATE POLICY CONTEXT The following Strategic Actions are followed: Brantford Community Strategic Plan Goal # 4 - Excellence in Governance and Municipal Management - Brantford will be recognized as a fiscally responsible and well-managed city that provides efficient and effective government services. 7.0 INPUT FROM OTHER SOURCES Elevator manufacturers, maintenance contractors and an independent elevator maintenance consultant were contacted with respect to the City Hall Elevator installation to provide comment on the requirements and budget estimates of implementing measures to comply with TSSA Bulletin 243/10.

4 Date: September 8, 2014 Page 4 The City of Brantford Water Department, Design and Construction and a private contractor has assisted in assessing and budgeting for the replacement of the museum sanitary lateral. 8.0 ANALYSIS City Hall Elevator TSSA which is responsible for regulating elevating devices has issued an information bulletin to owners of older model single bulkhead hydraulic cylinder elevators of upcoming regulatory changes intended to safeguard the public and operators of hydraulic elevators. The new requirements of TSSA means that hydraulic elevators with buried single bulkhead cylinders will either have to: 1. Remove the existing cylinder and replace with a new cylinder with a PVC liner; 2. Add a fall protection device (e.g. plunger gripper system); or 3. Add a new down direction over-speed safety device (e.g. under car safety system). The Options 1. Remove and Replace Existing Buried Cylinder (recommended program) Advantages Extraction removes the potential failure Replacement adds the safety of a PVC liner New cylinder has required safety bulkhead built into the system Elevator down time can be scheduled to meet building requirements Direct liability reduction Disadvantages Largest upfront cost A large contingency amount is required if the existing cylinder hole needs to be re-drilled The elevator will be down for 2-6 weeks and will require special planning for building residents or tenants

5 Date: September 8, 2014 Page 5 2. Add A Fall Protection Device (e.g. plunger gripper) Advantages Provides a custom designed protection device that activates upon detection of an over-speed condition Allows relatively quick implementation of the TSSA Information Bulletin Disadvantages A full replacement will still be necessary in the event of a catastrophic failure or undetermined oil loss Gripper may not fit into restricted space or onto existing cylinder style Requires annual TSSA mandated testing and verification of log book Does not remove the potential hazard No planning is possible if the cylinder is eventually found to be leaking oil This device must either be retained when the cylinder is replaced or a line rupture valve is installed, or TSSA must approve a variance to remove it Considerable ownership liability 3. Add A Down Direction Over-Speed Safety Device (e.g. under car safety system) Advantages Provides a proven down direction protection that is widely used on traction style elevators Disadvantages A full replacement will still be necessary in the event of a catastrophic failure or undetermined oil loss May not be practical or available for a large number of hydraulic elevator systems Potential high cost due to: Building hoistway may require structural engineering review Elevator rails may need to be upgraded or additional rail supports added Car platform and sling assembly may require alteration Pit clearances and buffer systems may need alteration or placement Though there are three options presented by TSSA, only the cylinder replacement with a new double bottom unit that is encapsulated with PVC fully addresses the Information Bulletin concerns as they pertain to the elevator at City Hall. Adding a plunger gripper or a car safety will only mitigate the likelihood of a free fall should the cylinder rupture, but those measures do not in any way address the fact that the elevator is still an unprotected single bottom cylinder and is prone to failure. Even with the added safety devices proposed in Option 2 and 3, if the cylinder does fail it will still need to be replaced.

6 Date: September 8, 2014 Page 6 Through the careful review of the options by staff in consultation with qualified elevator contractors, the recommended approach is Option 1, removal and replacement of the existing buried cylinder with a PVC liner at a cost of $125,000. Museum Sanitary Lateral The existing sanitary lateral at the Canadian Military Heritage Museum runs parallel along the northeast side of the building for approximately 10 metres then runs approximately 20 metres west to a manhole within the 347 Greenwich site. The lateral is very shallow running between 10 and 30 cm below grade. In scoping the line with a sewer camera, staff determined the line had collapsed at a 90 degree bend near the northeast corner of the building. In evaluating replacement options, the following was considered; The current line is too shallow thus all options would require the line to be buried at a deeper depth. Using the same route as the existing line does not provide optimum slope. Using the same route would require the lateral to be located outside the footprint of the museum s leased space. This may be an issue when remediating the neighboring property and could limit future use. The new trunk line on Greenwich Street offers an opportunity to run a direct lateral to the main. The depth of the Greenwich Street trunk would provide optimum slope Tying into the Greenwich Street trunk sewer provides a permanent solution to the issue. Based on known conditions, relocating the lateral and tying into the Greenwich Street trunk sewer provides a practical and permanent solution. 9.0 FINANCIAL IMPLICATIONS The total funding required to complete both projects is estimated to be $150,000. Staff proposes to fund these through an existing approved 2014 Capital Project (PM City Hall Courtyard Repairs). This project was selected as the preferred candidate as no work has been completed on it to date, although high priority Health and Safety and aesthetic repairs have been completed. The delays in starting this project are a result of other in-year high priority unscheduled projects impacting staff resources. These include the fire at John Noble Home and Golf Maintenance and a rooftop leak at the Sanderson Centre. Facilities Management resources were re-assigned to these projects. The City Hall Courtyard project will be re-introduced as a capital project for Council s consideration. Surplus funds in the amount of $150,000 from the closure of the Courtyard project will be added to the RF0526 Facilities Management Reserve account for use in funding future Facilities related projects.

7 Date: September 8, 2014 Page 7 City Hall Elevator The preliminary cost estimate for the proposed option (Option 1) is as follows: 1. Preparation of specifications, contract $ 5,000 administration, permits and fees 2. Remove the existing cylinder and replace $ 70,000 with a new cylinder with a PVC liner 3. Contingency amount (required if the $ 50,000 existing cylinder hole needs to be re-drilled) Total: $ 125,000 Museum Sanitary Lateral The preliminary cost estimate for the proposed lateral replacement is: 1. Removal and replacement of the existing service $ 18, Permits, testing and Inspection $ 1, Fence repairs, landscaping, pavement $ 2, Contingency $ 4,000 Total: $ 25,000 Table 1 below depicts the financial implications of the closure and transfer to two new projects. Table 1 - Project FINANCIAL IMPLICATIONS Transfer to RF0526 Facilities Asset Approved Budget Management Reserve Fund Revised Budget PM City Hall Courtyard Repairs $250,000 $250,000 $0 Transfer From RF0526 Facilities Project Approved Budget Asset Management Revised Budget Reserve Fund City Hall Elevator Modifications $0 $125,000 $125,000 Museum Sanitary Lateral $0 $ 25,000 $ 25,000

8 Date: September 8, 2014 Page CONCLUSION There are two high priority capital projects within Facilities and Asset Management that require attention prior to the approval of the 2015 Capital Budget. One project is a Technical Standards and Safety Authority (TSSA) mandated hydraulic cylinder modification to the elevator at City Hall; the other project is the replacement of a collapse sanitary lateral serving the Canadian Military Heritage Museum. In order to fund and allocate staff to these projects, staff is recommending a previously approved project in the 2014 Capital Budget - City Hall Courtyard Repairs (PM1403) with a budget of $250,000 be closed and that the funds be transferred to the depleted Facilities Asset Managing Reserve Fund RF0526. TSSA, which is responsible for regulating elevating devices, has issued an Information Bulletin to owners of older model single bulkhead hydraulic cylinder elevators of upcoming regulatory changes intended to safeguard the public and operators of hydraulic elevators. This regulatory change requires that the elevator installed at City Hall be modified in order to comply with the Information Bulletin to remain in service beyond the May 2015 compliance date. The preferred retrofit method is to remove the existing hydraulic cylinder and replace with a new cylinder with a PVC liner at a cost of $125,000, which includes a large contingency to address the potential re-drilling of the sleeve housing the hydraulic cylinder. Staff is recommending the project be funded from the Facilities Asset Management Reserve Fund (RF0526) which has adequate funding to complete this work. The project will require significant lead time particularly if drilling is involved thus staff is recommending planning and tendering be completed in 2014 affording time to schedule the work well in advance of the compliance date and prior to approval of the 2015 Capital Budget and Forecast. The existing museum sanitary lateral is a private lateral assumed when the City took ownership of 347 Greenwich Street. Though there have been few concerns in the past, the lateral is very shallow tying into a manhole some 30 metres from the building within the former industrial site. The City, as the landlord, has an obligation to repair the service in a timely and efficient manner. Staff has reviewed various repair and replacement options and proposes to run a new line within the leased parcel to the Greenwich Street main, this being a practical and permanent solution to the issue. Geoff Linschoten Geoff Rae, MBA, P.Eng., Director, Facilities & Asset Management General Manager, Public Works Commission. Jim Quin, B.Sc Manager of Facilities.

9 Date: September 8, 2014 Page 9 In adopting this report, is a by-law or agreement required? If so, it should be referenced in the recommendation section. By-law required [ ] yes [ x ] no Agreement(s) or other documents to be signed by Mayor and/or City Clerk [ ] yes [ x ] no Is the necessary by-law or agreement being sent concurrently to Council? [ ] yes [ x ] no

DATE: September 12, 2017 REPORT NO. PW Chair and Members Committee of the Whole Operations and Administration

DATE: September 12, 2017 REPORT NO. PW2017-061 TO: FROM: Chair and Members Committee of the Whole Operations and Administration E. (Beth) Goodger, General Manager Public Works Commission 1.0 TYPE OF REPORT