Board of Governors of Exhibition Place
The full agenda, as filed
All 6 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.
EP7.1adopted
Multi-year Agreement with a Gala Event Producer at the Beanfield Centre
This report recommends a multi-year license agreement between a Gala Event Producer and Exhibition Place within the Beanfield Centre.
The Board of Governors of Exhibition Place: 1. Approved three license agreements with the Gala Event Producer for the Beanfield Centre for a three year term commencing in each of 2021, 2022 and 2023 on the terms and conditions set out in Confidential Attachment 1 to the report (October 9, 2019) from the Chief Executive Officer, Exhibition Place, and the terms and conditions of the standard license agreements for Cerise Fine Catering, and such other terms and conditions satisfactory to the Chief Executive Officer and the City Solicitor. 2. Directed that Confidential Attachment 1 to the report (October 9, 2019) from the Chief Executive Officer, Exhibition Place remain confidential as it relates to the security of the property of the Board.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve three license agreements with the Gala Event Producer for the Beanfield Centre for a three year term commencing in each of 2021, 2022 and 2023 on the terms and conditions set out in Confidential Attachment 1, and the terms and conditions of the standard license agreements for Cerise Fine Catering, and such other terms and conditions satisfactory to the Chief Executive Officer and City Solicitor. 2. The Board direct that Confidential Attachment 1 to this report remain confidential as it relates to the security of the property of the Board.
EP7.2adopted
Provision of Show Display Services Agreement - GES Canada Limited
This report recommends approving an agreement with GES Canada Limited ("GES") for the non-exclusive provision of show display services for a four-year term commencing January 1, 2020. This recommendation follows the competitive Request for Proposal process undertaken by Exhibition Place considering one (1) submission from GES. Four companies experienced in the provision of these specialized services were invited to submit proposals.
The Board of Governors of Exhibition Place: 1. Approved an agreement with GES Canada Limited ("GES") for the non-exclusive provision of show display services for a four-year period commencing January 1, 2020 on the terms and conditions set out in the report (October 9, 2019) from the Chief Executive Officer, Exhibition Place, and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 2. Directed that Confidential Attachment 1 to the report (October 9, 2019) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it involves the security of the property belonging to the Board.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board of Governors approve an agreement with GES Canada Limited ("GES") for the non-exclusive provision of show display services for a four-year period commencing January 1, 2020 on the terms and conditions set out in this report, and such other terms and conditions required by the Chief Executive Officer and the City Solicitor. 2. The Board of Governors direct that Confidential Attachment 1 to the report from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as it involves the security of the property belonging to the Board.
EP7.3adopted
Employee Engagement Survey Report 2019 Results
The Employee Engagement Survey Report 2019 Results ("Survey") from WorkTango attached as Appendix A is provided to the Board of Governors for information. The City of Toronto contracted with an external vendor, WorkTango, and Exhibition Place partnered with the City of Toronto to facilitate the Survey which was conducted between April and May 2019. The same Survey was distributed to City staff, as well to Exhibition Place non-union and union staff. Completion rate of the Survey was at 93 percent compared to 74 percent in 2016. Based on the results and feedback from the 2019 Survey, staff would be developing ongoing action plans, and with WorkTango assistance and expertise to deliver further insights through focus group meetings to increase employee engagement at Exhibition Place in 2020 through 2022.
The Board of Governors of Exhibition Place: 1. Received the report (October 9, 2019) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board receive this report for information.
EP7.4adopted
Agreement with Toronto Event Centre Inc.
The Board and Muzik Clubs Inc. ("Muzik") entered into a lease dated February 16, 2004, for premises consisting of the Horticultural Building and a surrounding patio area which lease was subsequently assigned by Muzik to Toronto Event Centre Inc. (the "Tenant") on April 27, 2017, and which expires on February 15, 2024 (the "TEC Lease"). At its meeting of June 13, 2019 the Board approved of entering into an Agreement with the Tenant respecting Article 4 of the TEC Lease, subject to obtaining the necessary City of Toronto authorization on the terms set out in Confidential Attachment 1 (the "Agreement"). The Board also directed the Chief Executive Officer of the Board (the "CEO") to report back on the Tenant's compliance with the Agreement. At its meeting of September 19, 2019 the CEO reported back to the Board as directed and the Board referred the item to the CEO, Exhibition Place with a request to meet with the Tenant and report back to the October 24, 2019 meeting of the Board. This report contains the report back on the meeting between the CEO and the Tenant as directed by the Board at the September 19, 2019 Board meeting and certain confidential instructions to Exhibition Place staff.
The Board of Governors of Exhibition Place: 1. Subject to obtaining the necessary City of Toronto authorization, adopted the confidential instructions to staff in Confidential Attachment 1 to the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place. 2. Directed that Confidential Attachment 1 to the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place remain confidential in its entirety and not be released publicly as this report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City. 3. Directed that Confidential Attachment 1 to the report (September 5, 2019) from the Chief Executive Officer, Exhibition Place [Item EP6.16] referred by the Board to the Chief Executive Officer at its meeting on September 19, 2019, remain confidential in its entirety and not be released publicly as such report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. Subject to obtaining the necessary City of Toronto authorization, the Board adopt the confidential instructions to staff in Confidential Attachment 1. 2. The Board direct that Confidential Attachment 1 to this report remain confidential in its entirety and not be released publicly as this report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City. 3. The Board direct that Confidential Attachment 1 to the report (September 5, 2019) from the Chief Executive Officer, under Item EP6.16, referred by the Board to the Chief Executive Officer at its meeting on September 19, 2019, remain confidential in its entirety and not be released publicly as such report is about a position, plan or instruction to be applied to negotiations carried on or to be carried on by or on behalf of the Board and the City.
EP7.5adopted
Beanfield Centre Elevated Pedestrian Walkway Connecting Hotel X
This report recommends approving a contract with EllisDon Civil Limited ("EllisDon") for the Beanfield Centre Elevated Pedestrian Walkway to Hotel X at the 2nd level across Newfoundland Drive. The Tender Pre-Qualification for this contract was issued on August 21, 2019 through Colliers Project Leaders Inc., and the Tender Call was issued on September 16, 2019 and closed on October 15, 2019. The recommendation is to award the contract to the bidder meeting experience and specifications within the modified budget. This report also proposes a further agreement with NORR Architects & Engineers Ltd. ("NORR Limited") to provide additional consultancy services to Exhibition Place for the construction of the Pedestrian Walkway Connection.
The Board of Governors of Exhibition Place: 1. Approved the award of Contract No. EXP-19-085-98514 to EllisDon Civil Limited of Mississauga, Ontario for the construction of a pedestrian walkway connecting Beanfield Centre and Hotel X, along with all the related supplementary work in the amount of $4,365,534.00 excluding HST; this being the submitted tender price following the pre-qualification, and tendering of the project through Colliers Project Leaders Inc., the sub-consultant to our prime consultant NORR Limited. 2. Amended the agreement with NORR Architects & Engineers Limited to extend their engagement for the construction, administration and project management of the final stage of the Pedestrian Walkway Connection under the terms and conditions detailed on page 5 of the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place at an estimated cost of $161,150.00. 3. Adopted the Confidential Instructions to staff in Confidential Attachment 1 to the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place. 4. Directed the Chief Executive Officer to work with the City Financial Planning Department to amend the 10-year 2020 - 2029 Capital Works Program Budget: a. to reallocate $1,403,000 from the Festival Plaza Storm Water Management Phase 1 project in 2020 to the Pedestrian Walkway project connecting Hotel X in 2020; b. to reallocate $1,169,000 from the Coliseum Phase 1 Roof Project in 2020 to the Pedestrian Walkway project connecting Hotel X in 2020; and c. as set out in Confidential Attachment 1 to the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place. 5. Directed that Confidential Attachment 1 to the report (October 22, 2019) from the Chief Executive Officer, Exhibition Place be released publicly after completion of the project, at the discretion of the Chief Executive Officer.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board approve the award of Contract No. EXP-19-085-98514 to EllisDon Civil Limited of Mississauga, Ontario for the construction of a pedestrian walkway connecting Beanfield Centre and Hotel X, along with all the related supplementary work in the amount of $4,365,534.00 excluding HST; this being the submitted tender price following the pre-qualification, and tendering of the project through Colliers Project Leaders Inc., the sub-consultant to our prime consultant NORR Limited. 2. The Board amend the agreement with NORR Architects & Engineers Limited to extend their engagement for the construction, administration and project management of the final stage of the Pedestrian Walkway Connection under the terms and conditions detailed on page 5 of this report at an estimated cost of $161,150.00. 3. The Board adopt the Confidential Instructions to staff in Confidential Attachment 1. 4. The Board direct the Chief Executive Officer to work with the City Financial Planning Department to amend the 10-year 2020 - 2029 Capital Works Program Budget: a. to reallocate $1,403,000 from the Festival Plaza Storm Water Management Phase 1 project in 2020 to the Pedestrian Walkway project connecting Hotel X in 2020; b. to reallocate $1,169,000 from the Coliseum Phase 1 Roof Project in 2020 to the Pedestrian Walkway project connecting Hotel X in 2020; and c. as set out in Confidential Attachment 1. 5. The Board direct that Confidential Attachment 1 to this report be released publicly after completion of the project, at the discretion of the Chief Executive Officer.
EP7.6adopted
Travel and Professional Development for Exhibition Place
This report recommends approval of accommodation and travel related expenses for five Exhibition Place staff to attend the Web Summit Conference 2019 in Lisbon, Portugal in early November to work closely with our client Collision Conference -Toronto ("Collision") with their other event Web Summit and to liaise with their technical personnel during their visit at the Altice Arena facility in Lisbon. Exhibition Place staff will be there as workers, to observe and service both move in and event days, in order to better understand the event infrastructure and operations so that we can better service the client for their next Collision event here at Exhibition Place in the summer of 2020 and 2021. Our staff will also be attending meetings with Web Summit management, event staff, and IT/Telecom service providers so that they have access to the details of service provision and will be able to recreate or adjust as necessary for the Collision Toronto event at Exhibition Place.
The Board of Governors of Exhibition Place: 1. Authorized expenses for the following Exhibition Place staff, John Koperwas, Director of IT/Telecommunications and Records and Archives; Andrew Landrigan, Event Coordinator; Jeff Mann, Manager Production Services; Laura Purdy, Acting General Manager Sales and Event Management; and Don Boyle, Chief Executive Officer to attend the Web Summit event in November 2019 in Lisbon, Portugal at the Altice Arena at a cost not to exceed $20,000 plus HST.
Staff recommendation as filed
The Chief Executive Officer recommends that: 1. The Board authorize expenses for the following Exhibition Place staff, John Koperwas, Director of IT/Telecommunications and Records and Archives; Andrew Landrigan, Event Coordinator; Jeff Mann, Manager Production Services; Laura Purdy, Acting General Manager Sales and Event Management; and Don Boyle, Chief Executive Officer to attend the Web Summit event in November 2019 in Lisbon, Portugal at the Altice Arena at a cost not to exceed $20,000 plus HST.