A recently obtained access-to-information request reveals email correspondence regarding Memorial University’s Queen Elizabeth II Café Expansion project, including the tender bids coming in over budget and the estimate for the total project cost revised to $378,000.00, not including internal work orders completed before the project.
I first requested this information on October 24, 2019. However, multiple extensions were granted to the MUN Access and Privacy Office due to several circumstances. The due date of March 6, 2020, was missed. On October 16, 2023, I filed a complaint to the Information and Privacy Commissioner, and the outcome was the university violated the duty to assist an applicant and the time limit for final response. It was recommended that Memorial provide the final response within 30 business days of receipt of Report A-2024-001 issued January 16, 2024.
The main people involved with the QEII Cafe expansion project were Ancillary Operations Director Rex Coffin, Aramark District Manager Doug Ward, Interim Director Ancillary Operations Wayne Rose, Ancillary Operations Project Coordinator Jillian Angel, QEII Manager of Library Facilities Rob Ball, QEII Associate University Librarian Janet Bangma, Facilities Management Manager of Minor Capital Projects Michael Foley, Facilities Management Project Technologist Jason Adams, Aramark Retail Operations Manager Canada East Rosa Gauthier, Aramark Canada District Manager John Elyk, Aramark Regional Vice President Canada East Nicholas Seguier. Also involved at some points were Librarian Louise White, Dean of Libraries Susan Cleyle, and Facilities Management Director of Engineering and Construction Keith Bowden. Senior administrators involved were Associate Vice-President (Facilities) Ann Browne and Vice-President (Administration and Finance) Kent Decker.
On February 12, 2018, Ancillary Operations Director Rex Coffin submitted a Project Request Form.
On April 12, 2018, Ancillary Operations Director Rex Coffin confirmed that the project changed in the past month, and the plan/focus changed to implementing a full Jumping Bean outlet in the QEII Library.
On May 1, 2019, it was confirmed that the estimated total for the equipment required by Aramark went from $15,000 to $38,000. Jillian Angel stated most of the cost was the convection microwave at $12,000 and two display cases at $17,000.
On May 8, 2018, it was confirmed that Aramark would provide the design and mechanical and electrical drawing package.
On May 22, 2019, Interim Director of Ancilary Operations Wayne Rose received confirmation from QEII Rob Ball that they would provide $25K to help support furniture costs.
On May 30, 2019, it was confirmed that Aramark would transfer some capital funds to Ancillary Operations to help cover the Jumping Bean project.
On June 10, 2019, it was confirmed by the Facilities Management Financial Operations Officer Brigitte Parsons that the budget for work orders internally at the university for the project was $24,100, so the budget balance as of May 31, 2019, was $24,100.00 – $19.759.22 = $4,240.78. Facilities Management workers tested the existing lath and ceiling for ACM, removed ceiling tiles and cross T’s from the grid, built a construction hoarding wall in the QEII Library’s Atrium for upcoming renovations, etc.
On July 2, 2019, Interim Director of Ancillary Operations Wayne Rose confirmed that the tender for the QEII Cafe renovations had gone out and will close on July 16, 2019. At that time, it was expected that a contractor would be on site the first week of August to have the demolition done before September 2019.
On July 29, 2019, Wayne Rose received a letter from Facilities Management Project Technologist Jason Adams regarding Project Request LB-153-17 or QEII Library Cafe Expansion.
Adams stated that the Facilities Engineering and Development section of Facilities Management completed the tendering process with respect to the project, and the results of the tender call were not within the projected budget estimate, and they could not recommend an award of the tender.
Based on the tender results, they revised the project estimate for a total project cost of $378,000.00, including HST. They asked Ancillary Operations to review the information provided and determine whether additional funds were available within Ancillary Operations to complete the project. A response was required within ten days of the date of the letter to proceed to the next stage of the awarding process or cancel the project.
The post-tender budget included the Construction Bid received from Can-AM Platforms & Construction Ltd at $305,277, Facilities Management Shop Support at $6,600, Design/Contract Admin at $21,000, Furniture Bid received by Atlantic Business Interiors, Superior Offices, and Dicks & Co. at $40,093.60, and Contingency at $5,000. The total amounted to $377.970.60. The difference from the Pre-Tender budget was redacted.
On August 8, 2019, it was confirmed that QEII Library agreed to provide extra funding for the project.
On August 27, 2019, Interim Director Ancillary Operations Wayne Rose sent out an email stating that they will be moving forward with the project, and funding has been found from a few different sources. Facilities management has been asked to move forward with renovations.
Facilities Management Project Technologist Jason Adams stated that the contractor will mobilize onsite pending safety clearance on September 9, 2019, and the first week will involve erecting the site hoarding walls and the majority of the demolition of the current Jumping Bean Café, which would commence on September 16, 2019.
On September 3, 2019, Wayne Rose confirmed that Donna Hardy-Cox agreed to $25,000 from the student portfolio to help move forward with the proposed renovation to the Jumping Bean and open space in QEII Library.
Furniture was awarded and supplied by Atlantic Business Equipment, Superior Office Interiors, and Dicks & Company. The total cost was $40,092.1, with one furniture item at a quantity of 6 not awarded.
Also included in the email correspondence was the tender and acceptance form for stipulated price contract, information about paint colours, and equipment stored during renovations.
Download the ATIPP files below:
Matt Barter is a fourth-year student in the Humanities and Social Sciences Faculty at Memorial University of Newfoundland, majoring in Political Science with a minor in Sociology. He enjoys reading thought-provoking articles, walks in nature, and volunteering in the community.
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