Exhibition Place
The full agenda, as filed
All 5 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.
EP13.1adopted
Beanfield Centre Ballroom Lighting Upgrade
This report recommends approving a contract with Trade Electrical Contractors Inc. ("Trade Electrical") for the Beanfield Centre ballroom lighting upgrade. The tender call was issued on June 17, 2024 through Exhibition Place Purchasing and Materials Stores via the Bonfire Online Procurement System, and the recommendation is to award the contract to the lowest compliant bidder meeting tender requirements and specifications within the available budget.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 24-085-48553 (RFT No. EP107-2024) to Trade Electrical Contractors Inc. for Beanfield Centre ballroom lighting upgrade in the amount of $405,600.00 which includes a cash allowance of $20,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the award of Contract No. 24-085-48553 (RFT No. EP107-2024) to Trade Electrical Contractors Inc. for Beanfield Centre ballroom lighting upgrade in the amount of $405,600.00 which includes a cash allowance of $20,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP13.2adopted
High Voltage Feeders A32T and A33T Replacement
This report recommends approving a contract with Black & McDonald Limited for the replacement of high voltage feeders (cables) A32T and A33T. The tender call was issued on July 10, 2024, through Exhibition Place Purchasing and Materials Stores via the Bonfire Online Procurement System, and the recommendation is to award the contract to the lowest compliant bidder, meeting tender requirements and specifications within the available budget. This project is time-sensitive in meeting stakeholders and operational requirements. The existing underground electrical infrastructure is over 70 years old and requires replacement. This project is part of a program that started three years ago to address unanticipated power outages and failures caused by obsolete underground electrical infrastructure. The Chair of the Board, in consultation with the Chief Executive Officer of Exhibition Place, approved this contract award on September 18, 2024, pursuant to the authority under the Board Financial By-law 2-18, Article X and seek concurrence of the Board.
The Board of Governors of Exhibition Place: 1. Concurred with the action taken by the Chair of the Board and the Chief Executive Officer in approving the award of Contract No. 24-096-49665 (RFT No. EP108-2024) to Black & McDonald Limited for the replacement of high voltage feeders A32T and A33T in the amount of $895,645.21 which includes a cash allowance of $100,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board concur with the action taken by the Chair of the Board and the Chief Executive Officer in approving the award of Contract No. 24-096-49665 (RFT No. EP108-2024) to Black & McDonald Limited for the replacement of high voltage feeders A32T and A33T in the amount of $895,645.21 which includes a cash allowance of $100,000.00 but excludes HST; this being the lowest acceptable tender submission received following the public tendering of the project.
EP13.3adopted
2025 Proposed Capital Works Budget as Part of Ten-Year (2025-2034) Program
Toronto, being North America's 4th largest City is home to Exhibition Place. The site currently hosts 1,761 events annually with approximately 5.5 million visitors per year for exhibitions, conventions, events, and entertainment, and we are moving towards becoming a 365-day destination for an impressive range of activities. It is important to note that Exhibition Place is pedestrian friendly, and we are visited by our neighbours to the north, from across the country and around the world. Exhibition Place vision is to become Canada's premier destination for conventions, exhibitions, events, and entertainment. We are a unique site in North America, and our goal is to transform Exhibition Place into an intimate space that facilitates unimpeded movement of people. On June 18, 2024, the City's Chief Financial Officer and Treasurer provided supplementary instructions for all City Divisions and Agencies with the preparation of the 2024 Capital Works Budget as Part of the Ten-Year Submission. Exhibition Place Managed Projects Supporting the City objective of minimizing debt funding, Exhibition Place staff have worked towards minimizing debt funding for Exhibition Place new projects, also taking into consideration inflationary pressures, and supporting our vision. The change from 2024 to 2025 10-year Capital Plan excluding carry-forward is a year-over-year change of $11.636 million over the 10 years. Third Party Projects In early 2023, the City entered into a management agreement with Maple Leaf Sports and Entertainment (MLSE) for activities in support of Toronto's hosting of FIFA World Cup 2026. This includes, but not limited to major upgrades to the City-owned soccer stadium at BMO Field. Given that this City project is on the Exhibition Place grounds, it was agreed by MLSE and the City that the financial process / cash flow would flow through Exhibition Place's 10-Year Capital Plan. This will be a significant project as the annual cash flow funding requirement for the capital infrastructure needs to bring the stadium to FIFA operational standards as reported over the period 2023-2026 will be approximately $90.047 million in project cost. From the previous 10-year capital budget submission the total project cost has increased by $17.347 million. The City is working with the Federal government regarding their financial commitments to share costs. Overview Overall, our 10-year Capital Plan for Exhibition Place is $258.084 million with $190.926 million for Exhibition Place managed projects and the remaining $67.158 million for 3rd party managed projects relating to FIFA World Cup 2026. Throughout the budget process Exhibition Place staff worked closely with City FPD in developing the budget. The City practice for 2025 allocation of funds is still based on the Board capacity to spend but is linked more closely to the City's ability to fund the projects with debt. Annually, staff review the 10-year capital plan; this annual review procedure allows Exhibition Place to adjust its current State-of-Good-Repair (SOGR) program each subsequent year based on changing and operational needs, building/audit assessments, legislative changes, mandates, and priorities. Exhibition Place staff have submitted the 2025 Capital Works Budget to City FPD to meet the City Manager September 10, 2024, deadline; however, due to the budget submission schedule, City FPD understands that the budget is subject to Board approval and that the Board therefore reserves the right to make changes to the Capital Works Budget content. Exhibition Place staff will notify the City of any changes or directions made by the Board. In accordance with City guidelines for capacity to spend, the City's ability to fund, building assessments and SOGR priority, a total of $49.609 million net program is recommended for 2025 Capital budget. This includes: 1. New Projects for a total amount of $19.956 million cash flow in 2025 (Section 'B' in Appendix A) as follows: a. $0.231 million for Food Building projects ($0.200 million for replacing overhead doors and $0.031 million for fire alarm system upgrade); 50 percent of which are to be funded by CNEA, as per the Board's Master Agreement sharing provisions with CNEA. b. $19.725 million for various upgrades within existing buildings, parking lots and roads grounds wide, all funded by debt. 2. Previously Approved cash flow of $2.175 million in 2025 (Partial Section 'A' in the Appendix A) as follows: a. $0.550 million previously approved 2025 cash flow for Emergency Generators Upgrades at various buildings (additional cash flow request for 2026 is $2.000 million). b. $0.625 million previously approved 2025 cash flow for substation consolidation and upgrades. c. $1.000 million adjusted previously approved 2025 cash flow for replacement of high voltage priority feeders (cash flow for 2026 is $2.000 million and cash flow adjustment request for 2027 is $2.000 million). In summary, the total budget cash flow for Above the Line Capital Program 2025 (Sections A and B in Appendix A) including New Projects, Previously Approved and Carry Forward is $22.131 million. Even with the additional funding being recommended, the Net Accumulated SOGR Backlog at the end of 2025 for Exhibition Place stands at $77.404 million. 3. The 2025 capital cash flow for Non-Exhibition Place managed projects (Section C) include FIFA 2026 capital project of $27.478 million. Capital Needs Constraints In addition to the $258.084 million required for the 10-year above the line capital works program, there exists $129.900 million of capital projects that are below the line. The term 'below the line' refers to projects not approved but that have capital needs or more specifically projects that their capital needs cannot be accommodated within the City capital plan even though the Board have the capacity to deliver. The projects under these constraints for Exhibition Place in the 10-year plan consist of $54.900 million for the Festival Plaza Development and $75.000 million for the Industry Building renovation.
The Board of Governors of Exhibition Place: 1. Approved the Proposed 2025 Above the Line Capital Works State-of-Good-Repair Budget (Sections A and B of Appendix A) of $22.131 million with $22.016 million funded by debt and $0.114 million funded by recoveries from CNEA, as part of the ten year (2025-2034) proposed program submission to the City of Toronto. 2. Approved the Proposed 2025 FIFA 2026 non-Exhibition Place managed project in the amount of $27.478 million funded by City Capital Financing Reserves and Federal contribution funds. 3. Directed the Chief Executive Officer to submit the 2025 Budget and any changes or directions by the Board to the City Financial Planning Division as part of the 2025 Budget Process.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the Proposed 2025 Above the Line Capital Works State-of-Good-Repair Budget (Sections A and B of Appendix A) of $22.131 million with $22.016 million funded by debt and $0.114 million funded by recoveries from CNEA, as part of the ten year (2025-2034) proposed program submission to the City of Toronto. 2. The Board approve the Proposed 2025 FIFA 2026 non-Exhibition Place managed project in the amount of $27.478 million funded by City Capital Financing Reserves and Federal contribution funds. 3. The Board direct the Chief Executive Officer to submit the 2025 Budget and any changes or directions by the Board to the City Financial Planning Division as part of the 2025 Budget Process.
EP13.4adopted
Toronto is North America's 4th largest City and is home to Exhibition Place. Our site currently hosts 1,761 events with approximately 5.5 million visitors per year for exhibitions, conventions, events, and entertainment, and we are moving towards becoming a 365-day destination for an impressive range of activities. Exhibition Place's vision is to become Canada's premier destination for conventions, exhibitions, events, and entertainment. We are a unique site in North America, and our goal is to transform Exhibition Place into an intimate space that facilitates unimpeded movement of people. 2025 Budget On August 1, 2024, the City's Executive Director, Financial Planning Division provided supplementary instructions for all City Divisions and Agencies for 2025 budget request. City Financial Planning directed ABC's to build their operating and capital budget requests with a focus on fiscal prudence and a review of affordability, sustainability, timing, and prioritization. As shown in Schedule A below, the 2024 year-end forecasted is a deficit of ($0.300) million which is favourable by $0.500 million to the 2024 approved budget deficit of ($0.800) million based on all booked and anticipated future events for the remainder of this year. With respects to the Exhibition Place Conference Centre Reserve Fund, the balance at the end of 2024 is forecasted to be $6.033 million. This reserve is a source of funding for both state of good repair, as well as, for the loan repayment of the Beanfield Centre. Despite all the challenges from bouncing back after the pandemic, our operation is progressing very well, our events revenue, optimistically continues to grow, following same trends as other businesses in the exhibition industry. The latest findings from the Global Exhibition Barometer research concluded in July 2024 by UFI, the Global Association of the Exhibition Industry, show that the exhibition industry will achieve record revenues globally in 2024, growing beyond post pandemic recovery that was achieved at the end of 2023. In 2024 North America revenue expect to grow by 13 percent and global revenue expect to grow 17 percent from 2023. State of the economy in home market is the most pressing issue for most, followed by global economic development. The latest results also show Globally, there is an overwhelming consensus that AI will affect the industry, with 90 percent of companies stating this. https://www.ufi.org/wp-content/uploads/2024/08/33rd-Barometer.pdf
The Board of Governors of Exhibition Place: 1. Approved the 2025 Operating Budget attached as Appendix A to the report from (October 4, 2024) from the Chief Executive Officer, Exhibition Place. 2. Directed the Chief Executive Officer, Exhibition Place to submit the 2025 Operating Budget to the City Financial Planning Division as part of the 2025 Budget Process.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the 2025 Operating Budget attached as Appendix A. 2. The Board direct the Chief Executive Officer, Exhibition Place to submit the 2025 Operating Budget to the City Financial Planning Division as part of the 2025 Budget Process.
EP13.5adopted
Renovations within the Security Control Room
This report recommends approving a contract with BDA Inc. for the renovations within the Security Office. The tender for this contract was originally issued on July 25, 2024 and closed on August 14, 2024; however no compliant bidder was received. The tender was re-issued on September 9, 2024 through the Exhibition Place Purchasing and Materials Stores via the Bonfire Online Procurement System, and the recommendation is to award the contract to the lowest compliant bidder meeting tender requirements and specifications within the available budget. The Security Control Room at the General Services Building requires upgrades to its interior space, communication, electrical and HVAC systems, as well as installation of new furniture and screen monitors complete with security control connections.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. 24-074-47447 (RFT No. EP110-2024) to BDA Inc. of Toronto for the renovations with the Security Control Room Office areas in the amount of $672,100.00 which includes a cash allowance of $10,000.00 but excludes HST; this being the lowest compliant tender submission received following the public tendering of the project.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the award of Contract No. 24-074-47447 (RFT No. EP110-2024) to BDA Inc. of Toronto for the renovations with the Security Control Room Office areas in the amount of $672,100.00 which includes a cash allowance of $10,000.00 but excludes HST; this being the lowest compliant tender submission received following the public tendering of the project.