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HomeMy WebLinkAboutOES 15-08 CiUI tJ~ REPORT TO COUNCIL Report Number: OES 15-08 Date: May 20, 2008 ") -, 1 .. ,J From: Everett Buntsma Director, Operations & Emergency Services Subject: Bay Ridges Road Restoration SR&R Bay Ridges Ltd. Cost Sharing Agreement Addendum Report To OES 11-08 File: A-1440 Recommendation: 1. That Report OES-11-08 regarding the Bay Ridges Road Restoration and SR&R Bay Ridges Limited Cost Sharing Agreement be received as information only; 2. That Report OES -15-08 regarding further review by staff for the Bay Ridges Restoration and SR&R Bay Ridges Limited Cost Sharing Agreement be received ;and 3. That the City's share of the cost sharing estimate in the amount of $152,000 (GST extra) be approved and included in the 2009 Roads Capital Budget with financing to be from 2009 current funds;and 4. That the Development Agreement with SR&R Bay Ridges Limited be amended to reflect the foregoing; and 5. Further, that the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto; Executive Summary: On Wednesday, May 7, 2008 City staff along with our consultant TSH Associates met with SR&R Bay Ridges Limited and their consultant The Sernas Group, as requested by SR&R Bay Ridges Limited to further review the proposed cost sharing agreement. The Sernas Group described the methodology they used to determine that the City's share of the cost sharing estimate is $192,000. TSH Associates also described their methodology they used to determine that the City's share of the cost sharing estimate should be $105,000. Although both methodologies had merit, upon further review after the meeting by City staff of other cost sharing agreements with similar construction and restoration requirements and using a combination of both methodologies it is now recommended that the amount of $105,000 indicated in OES-11-08 be revised to $152,000. Report OES 15-08 May 20, 2008 Subject: Bay Ridges Road Restoration Page 2 1 ') i ,) L The developer wishes to proceed with the work now and wishes to have the cost sharing agreement with the City in place beforehand. The City will not expend any funds until after the 2009 Budgets are approved. Financial Implications: In the 2009 Roads Capital Budget $152,000 will be allocated for this project. Financing is anticipated to be from the 2009 current funds most likely under the "Capital form Current" allocation. Sustainability Implications: The new road works will improve the traffic flow in these areas, enhancing the quality of life for the area residents. The new road works will have an estimated life expectancy of 25 years. The net result of this will be lower maintenance costs and no further disturbance to the area residents for a number of years. Background: On Wednesday, May 7, 2008 City staff along with our consultant TSH Associates met with SR&R Bay Ridges Limited and their consultant The Sernas Group, as requested by SR&R Bay Ridges Limited to further review the proposed cost sharing agreement. Upon further review by City staff of other cost sharing agreements with similar construction and restoration requirements and using a combination of both methodologies it is recommended that the amount of $105,000 indicated in OES-11-08 be revised to $152,000. The new cost sharing amount is based on a theoretical trench width for the sewer excavation with the full cost of restoration of this width to be the responsibility of the Developer for the work yet to be undertaken. The remainder of the restoration costs would be borne by the City, taking into consideration the remaining life expectancies of the asphalt surface and granular base. Using The Sernas Group cost estimate for the areas not yet excavated the City cost would be $131,299.26. For the work that has already been completed, the new cost sharing amount takes into account the width of the trench that was required to complete the work. Using the method and the itemized costs in the TSH Associates cost estimate comparison for the streets already excavated, the City cost would be $20,226.16. The total estimated City's cost using a combination of both methods is $151,525.42 plus GST. The benefit to the City will be new roads that should not require any major repairs or further disturbances to the area residents for the next 25 years. City staff recommends that the proposed cost sharing arrangement with the developer could be accommodated in the existing Development Agreement as an amendment. The amendment to the Development Agreement could identify the cost sharing and identify the maximum payment of approximately $152,000.00, payment will be after the 2009 Budgets are approved. Upon review of the above documents staff recommends that the Development Agreement with SR&R Bay Ridges Ltd. be amended to include the proposed cost sharing agreement. CORP0227-07/01 revised Report OES 15-08 May 20, 2008 Subject: Bay Ridges Road Restoration Page 3 "'J j:J Attachments: N/A Prepared By: Approved/Endorsed By: c"- "0'/: /'/.,' . ..'i .' j j;\ " // - ; O'-~ ~ ..' ;YJl Darrell Selsky \t ( Supervisor, Engineering & Capital Works ,/ ",< J" :-' .,.'....~~- ~-_~ / Eve'rett Buntsma .i Director Operations & Emergency Services i \~ i Approved / Endorsed By: Approved / Endorsed By: --"..... ---~-~ ~ / ./ ..., ~.."> ~. _" ..A--;?':;:('::::~" 'C. /;;.~ Gillis Paterson Director, Corporate Services & Treasurer OS: Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C9uncil\ ! j ,4 /! / , '-' f ~ ' ./ ~,/_, / _"",-",,-z.~~)'" / -' - " ""'" / 7 ~r' I X~itna~ J. Qui,~.(n, RD , CMMth' Chief Administrative Officer~'/"" // -- ) /j /'C:,' . /' CORP0227 -07 /01 revised