HomeMy WebLinkAboutENG 15-17 U Report to
PICKERiNG Council
Report Number: ENG 15-17
Date: June 12, 2017
From: Richard Holborn
Director, Engineering Services
Subject: Request for Additional Funding for Consulting Services
- Proposal No. RFP-4-2015 — Palmer Bridge Rehabilitation
- File: A-1440
Recommendation:
1. That the additional fee proposal as submitted by AECOM Canada Ltd. in the amount of
$114,194.41 (HST included) for the change in scope of work for the Palmer Bridge
Rehabilitation detail design, contract administration and field inspection be accepted;
2. That the total revised gross project cost of$372,558.00 (HST included) and the total revised
net project cost of$335,500.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total revised net project
cost as approved in the 2014 Roads Capital Budget in the amount of $335,500.00 by an
additional transfer of$50,500.00 from the York Region Southeast Collector 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 Southeast Collector (SEC) Trunk Sewer Project funding
agreement for community enhancements in the City of Pickering with the Region of York, one of
the approved projects was to rehabilitate the Palmer Bridge at a total estimated cost of
$2,185,000.00. As part of the 2014 Roads Capital Budget, $285,000.00 was approved by Council
for the completion of design drawings and tender documents. RFP-4-2015 was awarded to
AECOM Canada Ltd. in the amount of$175,263.00 (HST included).
With reference to Report ENG 14-16 it was noted that there was a change in the scope of the
project requiring additional funds. The selection of Design Alternative 3 which included widening
the existing bridge deck to provide for a sidewalk on each side of the bridge and bike lanes,
resulted in additional fees totaling $71,682.00 (HST included).
Due to a change in scope of the work required to address the Toronto and Region Conservation
Authority (TRCA) comments and finalize their permit requirements, AECOM Canada Ltd. is
requesting an additional fee of$27,931.34 (HST included). Also, due to the chosen methodology
of rehabilitating the bridge with one lane open at all times, the construction time has been
increased by 50% resulting in an additional fee increase for contract administration and field
inspection in the amount of$86,263.07 (HST included).
ENG 15-17 June 12, 2017
Subject: Request for Additional Funding for Consulting Services
Proposal No. RFP-4-2015 — Palmer Bridge Page 2
Based on the additional effort required to address Toronto and Region Conservation Authority
requirements and the increase in contract administration and field inspection, additional fees in the
amount of$114,194.41 (HST included) are required. The total revised net project cost has
increased to $335,500.00.00 and there is sufficient funds available to accommodate this change.
Financial Implications:
1. Quotation Amount
Fee Proposal May 26, 2017
Scope Change Palmer Bridge Widening $101,057.00
HST (13%) 13,137.41
Total Gross Quotation Cost $114,194.41
•
2. Estimated Project Costing Summary
Scope Change Palmer Bridge Widening $101,057.00
Additional Fees
ENG 14-16 — Council Resolution #178/16 218,535.00
Contingency (10%) 10,105.00
Subtotal $329,697.00
HST (13%) 42,861.00
Total Revised Gross Project Cost $372,558.00
HST Rebate (11.24%) (37,058.00)
Total Net Project Cost $335,500.00
3. Approved Source of Funds
2015 Roads Capital Budget
Account Code Source of Funds Available Required
Budget
5320.1408.6250 York Region SEC Funding Agreement $285,000.00 $285,500.00
Additional Funds Required 0.00 50,000.00
$285,000.00 $335,500.00
Net Project Cost under (over) Approved Funds: ($50,500.00)
• CORP0227-07/01 revised
ENG 15-17 June 12, 2017
Subject: Request for Additional Funding for Consulting Services
Proposal No. RFP-4-2015 — Palmer Bridge Page 3
Note that with the regard to the contribution from the York Region (SEC) Enhancement Fund, in
addition to the approved budget of$285,000.00, there is an option within the Community
Enhancement Agreement, Section 2.02 (b), to increase the project's funding by 20%, which is
$57,000.00 for this project, as long as there is sufficient funds available that can be transferred
from other SEC enhancement projects that have been implemented under budget. A review of
the completed SEC enhancement projects costs has been confirmed that there is sufficient
savings from other projects to cover the additional $50,500.00 required.
After incorporating a contingency provision, the project exceeded 10% of the original approved
amount. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures
exceeding 10% of the approved capital expenditures shall require the approval of the Treasurer,
the Chief Administrative Officer, and Council.
Council approval is being sought at this time for the additional funds required.
Discussion: As part of the SEC Trunk Sewer Project funding agreement for
community enhancements in the City of Pickering with the Region of York, one of the approved
projects is to rehabilitate the Palmer Bridge, located on Valley Farm Road, north of Finch Avenue.
As part of the 2014 Roads Capital Budget, $285,000.00 was approved by Council for the
completion of design drawings and tender documents in preparation for tenders to be called for
rehabilitation of the Palmer Bridge.
RFP-4-2015 was awarded to AECOM Canada Ltd. in the amount of$175,263.00 (HST included).
Due to a change in scope of the project to widen the bridge deck to allow for sidewalk and bike
lanes on both sides of the bridge, additional fees in the amount of $71,682.00 (HST included)
were approved through Report ENG 14-16.
Due to a change in scope of the work required to address the Toronto and Region Conservation
Authority comments and finalize their permit requirements, AECOM was required to complete the
following additional tasks at an additional cost of$27,931.34 (HST included):
• Completion of a Meander Belt Width Assessment and 100 Year Erosion Limit by AECOM
fluvial geomorphologists.
• Updates to drawings to provide additional details regarding the arrangement and installation of
the proposed cofferdam.
• Preparation of detailed fill calculations and sketches.
• Additional Hydraulic Analysis for storm sewer outfall and erosion protection.
• Additional written and verbal correspondence with TRCA
CORP0227-07/01 revised
ENG 15-17 June 12, 2017
Subject: Request for Additional Funding for Consulting Services
Proposal No. RFP-4-2015 — Palmer Bridge Page 4
The contract administration and field inspection has increased for the following tasks at an
additional cost of$86,263.07 (HST included):
• The estimated contract administration and field inspection time has been increased to 24
weeks from 12 weeks( original proposal was for 12 weeks).
• Consultant hourly rates have been adjusted to 2017 rates ( compared to 2016 rates in the
original proposal).
• Additional time has been added for shop drawing review due to the bridge deck being
widened.
• Additional fees have been included for weekly site visits for an Environmental Monitor as
required by TRCA.
As such, AECOM Canada Ltd. submitted a proposal dated May 26, 2017 outlining the scope
change and the additional fees of$114,194.41 (HST included) required to address them. The
proposal has been accepted by City staff.
The Engineering Services Department recommends acceptance of the additional fee proposal for
a change in scope of work for the Palmer Bridge Rehabilitation submitted by AECOM Canada Ltd.
in the amount of $114,194.41 (HST included) and recommends a total revised net project cost of
$335,500.00 be approved.
Attachments:
1. Report ENG 14-16
2. Council Resolution # 178/16
CORP0227-07/01 revised
ENG 15-17 June 12, 2017
Subject: Request for Additional Funding for Consulting Services
Proposal No. RFP-4-2015 — Palmer Bridge Page 5
Prepared By: Approved/Endorsed By:
("--..Act,"(2/6
//i ie ;
i
Darrell Selsky, C.E.T., CMM Ri hard H. born, P.Eng.
Manager, Capital Projects & • rastructure rector, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
DS:mjh
Recommended for the consideration
of Pickering City Council
S$ 2, Z0(7
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07/01 revised
ATTACHMENT# TOREPORT# ? /5-/7- .
•
Obio? Report to
Executive Committee
I KERIN
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. .
120
ATTACHMENT#_,.I TO REPORT# CNC? IS-fl-
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
• • 121
ATTACHMENT#.=_TOJ�REPORT#_�
3 of
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
122 .
ATTACHMENT# " TOREPORT#_N� /S /
- y of�..
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:
Darrell Selsky, CET, CMM III Richard Holborn, P. Eng.
Manager, Capital Projects &Infrastructure Director, Engineering & Public Works
•
Stan Karwowski, MBA, CPA, CMA
Division Head, Finance & Treasurer
Vera A. Felgema/cher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply& Services
DS:mjh
Recommended for the consideration
of Pickering City Council
L7)3r;;IZ jeix.e ZOi
•
• Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07/01 revised
•
123
ATTACHMENT#, TOREPORT#s,_„_
Legislative Services Division
Clerk's Office
Directive Memorandum
June 29, 2016
To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on June 27, 2016
Director, Engineering'& Public Works, Report ENG 14-16
Request for Additional Funding for Consulting Services
-Proposal No. RFP-4-2015-Palmer Bridge
Council Decision Resolution #178/16
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.
Please take any action deemed necessary.
Debbie Shields
hlr
Copy: Chief Administrative Officer
Director, Corporate Services & City Solicitor