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HomeMy WebLinkAboutENG 14-16 Cali 00 =` Report to 1 , Executive Committee I IIMMOI Report Number: ENG 14-16 Date: June 20, 2016 From: Richard Holborn Director, Engineering & Public Works Subject: Request for Additional Funding for Consulting Services - Proposal No. RFP-4-2015 - Palmer Bridge - File: A-1440 Recommendation: 1. That the additional fee proposal as submitted by AECOM Canada in the amount of$71,682.00 (HST included) for the change in scope of work for the Palmer Bridge design and specifications be accepted; 2. That the total revised gross project cost of$271,640.00 (HST included) and the total revised net project cost of$244,620.00 (net of HST rebate) be approved; 3. That the Division Head, Finance &Treasurer be authorized to finance the total revised net project cost as approved in the 2014 Roads Capital Budget in the amount of$244,620.00 by an additional transfer of$71,008.00 from the York Region SEC Funding Agreement; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the SEC Trunk Sewer enhancement funding agreement with the Region of York, one of the approved projects was to rehabilitate the Palmer Bridge, which included the design and approvals. As part of the 2014 Roads Capital Budget, $285,000.00 was approved by Council for the completion of design drawings and tender documents. Proposal No. RFP-4-2015 submitted by AECOM Canada Ltd. In the amount pf $155,100.00 (HST extra) and the total estimated net project cost of$173,612.00 was approved by the CAO on September 3, 2015. Due to a change in scope of work based on preliminary engineering design concepts and alternatives, additional fees in the amount of$71,682.00 (HST included) are required. The total revised net project cost has increased to $244,620.00 and there is sufficient funds approved to accommodate this change. ENG 14-16 June 20, 2016 Subject: Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015 — Palmer Bridge Page 2 Financial Implications: 1. Quotation Amount Fee Proposal May 9, 2016 Scope Change Palmer Bridge Widening —Alternative 3 $63,435.00 HST (13%) 8,247.00 Total Gross Quotation Cost $71,682.00 2. Estimated Project Costing Summary Scope Change Palmer Bridge Widening —Alternative 3 $63,435.00 Request for Proposal No. RFP-4-2015 155,100.00 Contingency (10%) 21,854.00 Subtotal $240,389.00 HST (13%) 31,251.00 Total Revised Gross Project Cost 271,640.00 HST Rebate (11.24%) (27,020.00) Total Net Project Cost $244,620,00 3. Approved Source of Funds 2015 Roads Capital Budget Description Account Code Source of Available Required Funds Budget Fee Proposal 5320.1408.6250 York Region SEC Funding Agreement $285,000.00 $244,620.00 Total Funds $285,000.00 $244,620.00 Net Project Cost under (over) Approved Funds: $40,380.00 Staff are recommending approval of an increase in the net project cost of$71,008.00 from the amount that was approved by the Chief Administrative Officer in a memo dated September 3, 2015. Due to the increase exceeding the threshold of 10%, Council approval is required. CORP0227-07/01 revised ENG 14-16 June 20, 2016 Subject: Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015 — Palmer Bridge Page 3 • Discussion: As part of the SEC Trunk Sewer enhancement funding agreement with the Region of York, one of the approved projects is to rehabilitate the Palmer Bridge, which included the design and approvals. As part of the 2014 Roads Capital Budget, $285,000.00 as approved by Council for the completion of design drawings and tender documents in preparation for tenders to be called in the fall of 2016 for construction to follow in the spring of 2017. Proposal No. RFP-4-2015 submitted by AECOM Canada Ltd. In the amount pf $155,100.00 (HST extra) and the total estimated net project cost of$173,612.00 was approved by the CAO on September 3, 2015. AECOM Canada Ltd. provided the City with a Preliminary Design Report for the Palmer Bridge. Staff recently reviewed the report and met with AECOM Canada Ltd. to discuss the three alternatives that were being proposed in the report. Upon careful review, staff elected to proceed with Alternative 3, which included widening the existing bridge deck to provide for a sidewalk on each side of the bridge and bike lanes. This alternative requires the consultant to perform additional design work over and above what was approved in the original proposal. The change in scope of work also includes an evaluation of the existing streetlights in the vicinity of the bridge for potential upgrades. The Engineering & Public Works Department recommends acceptance of the additional fee proposal for a change in scope of work for the Palmer Bridge submitted by AECOM Canada Ltd in the amount of $71,682.00 (HST included) and recommends a total revised net project cost of$244,620.00 be approved. CORP0227-07/01 revised ENG 14-16 June 20, 2016 Subject: Request for Additional Funding for Consulting Services Proposal No. RFP-4-2015 — Palmer Bridge Page 4 Prepared By: Approved/Endorsed By:Liwas Darrell Selsky, CET, CMM III it,,Richard Holborn, P. Eng. Manager, Capital Projects & Infrastructure Director, Engineering & Public Works Stan Karwowski, MBA, CPA, CMA Division Heal, Finance & Treasurer Vera A. Felgem cher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services DS:mjh Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised