HomeMy WebLinkAboutENG 10-18DICKERING
Report to
Executive Committee
Report Number: ENG 10-18
Date: May 7, 2018
From: Richard Holborn
Director, Engineering Services
Subject: Request for Additional Funding
- Contract Administration and Field Inspection
- Palmer Bridge Rehabilitation
- File: A-1440
Recommendation:
1. That the fee proposal as submitted by AECOM Canada Ltd. in the amount of $200,633.76
(HST included) to cover additional contract administration and field inspection to complete
the Palmer Bridge Rehabilitation project be accepted;
That the total revised gross project cost of $601,899.00 (HST included ) and the total revised
net project cost of $542,029.00 (net of HST rebate) be approved;
That the Director, Finance & Treasurer be authorized to finance the total revised net project
cost in the amount of $542,029.00 from the York Region Southeast Collector Funding
Agreement; and
That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: AECOM Canada Ltd. was retained at a cost of $175,263.00 (HST
included) to provide design, tender, construction administration and field inspection services for
the Palmer Bridge Rehabilitation project. To date, two scope changes have been approved
resulting in additional fees of $185,875.96 (HST included). Due to the length of the original
construction schedule submitted by the contractor and delays in construction due to ground water
and excavation isgues, the construction administration and field inspection requirements have
increased from 24 weeks to 65 weeks in duration. The additional fees related to this most recent
scope change are $200,633.76 (HST included), and after including a 20% contingency, results in
a revised gross project cost of $601,899 (HST included) and a net project cost of $542,029.00 (net
of HST rebate).
The project is fully funded by the York Region Southeast Collector Funding Agreement. The
approved budget to date for this project is $335,500.00 leaving a short fall of $206,529.00. As
there are unspent funds available from other enhancement projects that were completed under
budget, it is recommended that these unspent funds be used to cover the additional funding
required.
ENG 10-18
Subject: Request for Additional Funding
Contract Administration and Field Inspection
Palmer Bridge Rehabilitation
May 7, 2018
Page 2
Financial Implications:
1. Quotation Amount
Fee proposal March 14, 2018
Scope Change — additional Contract Administration
Environmental Monitoring and Field Inspection
HST (13%)
Total
$177,552.00
23, 081.76
$200,633.76
2. Estimated Project Costing Summary
Original Proposal
Scope Change #1
Scope Change #2
Scope Change #3
Contingency (20% of Scope Change #3)
Sub -total
HST (13%)
Total Revised Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$155,100.00
63,435.00
101,057.00
177,552.00
35,510.00
532,654.00
69,245.00
601,899.00
(59,870.00)
$542,029.00
3. Approved Source of Funds — 2014 Roads Capital Budget
Account Code Source of Funds Available Budget Required
•
5320.1408.6250 York Region SEC Funding Agreement $335,500.00 $335,500.00
(previously approved per ENG 15-17)
Total
Additional Funds Required
0.00 206,529.00
$335,500.00 $542,029.00
Net project costs (over) under approved funds
($206,529.00)
With respect to the contribution from the York Region Southeast Collector (SEC) Funding
Agreement, in addition to the original budget of $285,000.00 provided for this project there was an
option to increase the project's funding by 20% ($57,000) through the Community Enhancement
Agreement using unspent funds from other enhancement projects that were completed under
CORP0227-07/01 revised
ENG 10-18 May 7, 2018
Subject: Request for Additional Funding
Contract Administration and Field Inspection
Palmer Bridge Rehabilitation Page 3
budget. As unspent funds were available when the second scope change was approved in Report
ENG 15-17, the available budget was increased. Due to the third scope change, a further
additional amount of $206,529.00 is required. The SEC community enhancement projects are
complete, with the exception of this project. The final invoice to York Region will include the
balance of committed funds which will offset the additional funding required for this project
(Palmer Bridge).
Discussion: As part of the 2014 Roads Capital Budget, $285,000.00 was approved
by Council for the completion of design drawings and tender documents for the Palmer Bridge
Rehabilitation project. The assignment was awarded to AECOM Canada Ltd. (AECOM) through
RFP -4-2015 in the amount of $155,100.00 (before tax).
Since the initial award, there have been two scope changes, resulting in additional costs that have
been approved. The first scope change included requirements for additional design and contract
administration/field inspection, as well as a streetlight upgrade evaluation in the vicinity of the
bridge. The additional fees as a result of the first scope change were approved through Report
ENG 14-16 in June 2016. The second scope change included requirements to address Toronto
and Region Conservation Authority (TRCA) comments, and to address bridge construction
methodology resulting in a longer anticipated construction period of 24 weeks and was approved
through Report ENG 15-17 in June 2017.
After Tender No. T-14-2017 was awarded in June 2017, the contractor, Bob Hendricksen
Construction Ltd., presented a baseline schedule of 44 weeks to undertake the bridge
construction due to the requirement to keep one lane open for traffic during construction. Their
proposed completion date was June 1, 2018.
The current schedule is to have the project complete by October 21, 2018 which represents a 65
week construction schedule. Delays are a result of the requirements for shoring design and
difficulty with construction at the bridge abutments (in creek works) due to dewatering difficulties
on the south side of the bridge. There has been no lost time due to weather on this project.
The requirement for contact administration, environmental monitoring and field inspection has
been increased considerably due to the longer construction period of 65 weeks compared to the
original 24 weeks that was approved for AECOM's assignment. Staff have received a proposal
from AECOM to provide these services for the additional period of 41 weeks, and the associated
additional fees are $200,633.76 (HST included). A 20% contingency is being added to the revised
net project cost in case more difficulties or delays are encountered.
The Engineering Services Department recommends acceptance of the additional fee proposal
from AECOM for the change in scope of work to add 41 weeks of contract administration,
environmental monitoring and field inspection in the amount of $200,633.76 (HST included) and
recommends that a total revised net project cost of $542,029.00 be approved.
CORP0227-07/01 revised
ENG 10-18
Subject: Request for Additional Funding
Contract Administration and Field Inspection
Palmer Bridge Rehabilitation
May 7, 2018
Page 4
Attachments:
1. Report ENG 15-17
Prepared By:
Ricf`iard Holborn, P.Eng.
rector, Engineering Services
RH:mjh
Approved/Endorsed By:
Rich rd Hol • ■ rn, P.Eng.
D ctor, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
+-` Z''' 20(8
CORP0227-07/01 revised
ATTACHMENT# + TC RE:Mal =i\ -*) /0 -13
10
Gtr o�
DICKERING
Report to
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
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).
161
Net Project Cost under (over) Approved Funds: ($50,500.00)
ATT/CHMENT#... I TQ Rl~POM 4 r' (1 I° -. j S
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
HST (13%)
Total Gross Quotation Cost
$101,057.00
13 137,41
$114,194.41
2. Estimated Project Costing Summary
Scope Change Palmer Bridge Widening
Additional Fees
ENG 14-16 — Council Resolution #178/16
Contingency (10%)
Subtotal
HST (13%)
Total Revised Gross Project Cost
HST Rebate (11.24%) .
Total Net Project Cost
$101,057.00
218,535,00
10,105.00
$329,697.00
42,861.00
$372,558.00
(37,058.00)
$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 $285,500,40
Additional Funds Required
0.00 50,000.00
$285.000.00 $335.500.00
CORN/227-07/01 revised
162
A7TACHMENT
TOREPONClf--Si 10 -[ $
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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
Enhancernent 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 forthe
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 BeltWidth-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
CORP0227-071fl7 revised
163
ATTACHMENT# TiOREPORT# 1, -ID
_1(2_
ENG
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), -
a Consultant hourly rates have been adjusted to 2017 rates ( compared to 2016 rates in the
original proposal).
o 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 far
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 # 178116
CORPD227-07101 revised
164
ATTACHMENT# I • TO REPORT#)Gl 10- 113
5 ofla
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 13y:
r
e le .�
Darrell Selsky, C.E.T., CMM l Ri hard H. born, P.Eng. •
Manager, Capital Projects & ' rastructure y rector, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & .Treasurer
DS;mjh
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
Z., 2.0(7
CORP0227=07101 revised
155
120
AT.iACHMiENT#_t.r-_, TO REPORT# i- 1 10 -15
a� a�
ATTACHMENT#! TOREPORT# / Nr7 /5- / .
•—I—of of LI
Report to
Executive Committee
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 - Paimer 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 ofwork for the. Paimer
Bridge design and specifications be accepted;
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,•'
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 $71,006.00 from the York
Region SEC Funding Agreement; and
That the appropriate officials ofthe .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.byAECOM 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.
166
ATTACHMENT# TOREPORT# Erskel 10 — I ,
1- of 10 '
ATTACHMENT# 1 , TOREPORT# L nLC--7 IS -I
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.
HST (13%)
Total Gross Quotation Cost
$63,435.00 •
8,247.00
$71.682.00
2. Estimated Project Costing Summary
Scope Change Palmer Bridge Widening --Alternative 3
Request for Proposal. No. RFP -4-2015
Contingency (10%)
Subtotal
HST (13%)
Total Revised Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$63,435.00
155,100.00
21, 854.00
$240;389.00
31,251,00
271,640.00
(27,020.00)
$244,620.00
•3. Approved Source of Funds
2015 Roads Capital Budget
Description . Account Code Source of -Available • Required. •
Funds • Budget
Fee Proposal 5320.1.408.6250 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: • $40,380.0
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 it required. -
CORPO227-07/O1 revised .
167
121
TO
0
Olt f
iirrACI HENT#- 1 : TO REPOR`f#f %-Ne, 1 S 1
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 Gity 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 & PublicWorks Depai tment 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.
CORP0227-07101 revised
122
168
TACH ENT 'TO REPORT
of L.,-
ATTACHMENT#_/ . TO REPORT# 6\167 /5-/7
ENG 14-16 June2O,°2016.
Request for Additional Funding for Consulting Services
Proposal No. RFP -4-2015 — Palmer Bridge
•
Page 4
Prepared By: Approved/Endorsed By:
Ovt
.Darrell Selsky, CET, CMM JU
er— Manager, Capital Projects & Infrastructure
•
DS:mjh
Richard Holborn, P. Eng.
Director, Engineering & Public Works
Stan Katwoviski, MBA, CPA, CMA
Division Fled, Finance & Treasurer
Vera A. Felgemcher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
169
•
June 29, 2016
To:
From:
Subject:
Tot PCftf# er1Cr 10-6
AT TACHi4ENT#L TO PEPORT# Ct\I C7 /C—n—
of
Legislative Services Division
Clerk's Office
Directive Memorandum
Richard Holborn
Director, Engineering & Public Works
Debbie Shields
City Clerk
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 #17.8/16
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;
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;
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
/Ir
Copy: Chief Administrative Officer
Director, Corporate Services & City Solicitor
170