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Home My WebLink AboutENG 24-17DICKERING Report to Executive Committee Report Number: ENG 24-17 Date: November 6, 2017 From: Richard Holborn Director, Engineering Services Subject: Pre — 2018 Capital Budget Approval Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project - File: A-1440 Recommendation: 1. That Council approve the hiring of AECOM Canada Ltd. for the Detailed Design Services for the Whitevale Master Drainage Plan Implementation Project in accordance with Purchasing Policy 10.03(c), as the assignment has a value above $50,00000 and a competitive process is not being followed, and therefore is subject to additional Council approvals; 2. That the fee proposal dated October 16, 2017 submitted by AECOM Canada Ltd. for the Detailed Design Services for the Whitevale Master Drainage Plan Implementation Project in the amount of $298,896.30 (HST included) be accepted; 3. That the total gross project cost of $345,736.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $311,346.00 (net of HST rebate) be accepted; 4. That Council provide pre — 2018 Capital Budget approval of the total net project cost of $311,346.00 to retain the consulting services of AECOM Canada, and for other associated costs; 5. That the Director, Finance & Treasurer be authorized to finance the estimated net project cost of $311,346.00 by a transfer from the Roads & Bridges Reserve Fund; 6. That the funds required for Contract Administration and Field Inspection from AECOM Canada Ltd. as outlined in the proposal, and any required associated costs be included with the cost of construction in the appropriate year and be subject to approval through the future year's. Capital Budget process; 7. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Whitevale Master Drainage Plan, dated March 2013 was completed by AECOM Canada Ltd. and endorsed by Council by Resolution # 183/14 on February 24, 2014. The recommended solutions from the plan were included in the Capital Forecast for design in 2018, and construction in 2019 at a total estimated cost of $2.5 million. ENG 24-17 November 6, 2017 Subject: Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project Page 2 Due to severe storm events in summer 2017 resulting in flooding, property damage and damage to municipal infrastructure, it became clear that implementation of the Whitevale Master Drainage Plan is required as soon as possible to mitigate further damage, flooding and loss. As AECOM was the author of the Whitevale Master Drainage Plan, City staff negotiated a proposal from them to undertake the detailed design and approvals components of the recommended solutions outlined in the Plan. In accordance with City Purchasing Policy section 10.03(c), where a competitive process is not followed, the Director initiating the assignment shall require Council approval to engage the services of a particular consultant. The Director, Engineering Services is recommending Council approval to retain AECOM Canada Ltd. for this assignment at a cost of $264,510.00 (plus HST). The initial project award will consist of tasks related to detailed design services as outlined in AECOM Canada Ltd.'s proposal at this time. Tasks related to contract administration and field inspection as outlined in the fee proposal are accepted but will be funded in a future year along with construction. Pre — 2018 budget approval is required in order to have the assignment commence in time to have the design, approvals, permits and tender documents complete for a possible 2019 construction. Financial Implications: 1. Proposal Amount Proposal from AECOM Canada Ltd. dated October 16, 2017 Whitevale Master Drainage Plan Implementation Project Detail Design HST (13%) Total $264,510.00 34 386.30 $298,896.30 2. Estimated Project Costing Summary Proposal Associated Costs Contingency (10% ) Toronto and Region Conservation Authority Permit Fees Sub Total — Costs HST (13%) Total Gross Project Cost HST Rebate, (11.24%) Total Net Project Cost $264,510.00 26,451.00 15,000.00 $305,961.00 39,775.00 $345,736.00 (34,390.00) $311,346,00 C0RP0227-07101 revised ENG 24-17 Subject: Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project November 6, 2017 Page 3 3. Approved Source of Funds — 2018 Pre -Budget Approval Expense Code 5320.1898.6230 Total Funds Source of Funds Pre — Budget Approval Amount Roads & Bridges Reserve Fund $311,346.00 $311,346.00 In order to advance this project, pre — 2018 budget approval is required, and this requirement is reflected in Recommendation 4. Once the 2018 Capital Budget is approved, the purchase order and costs incurred will be re -allocated to project code 5320.1807.6230. Discussion: The Whitevale Master Drainage Plan (WMDP) dated March 2013, was completed by AECOM Canada Ltd. and provides a comprehensive solution to the drainage system deficiencies in the Hamlet of Whitevale. The WMDP was received and endorsed by Council on February 24, 2014 by Resolution #183/14. Report ENG 04-14 concerning the WMDP included a recommendation that staff be authorized to implement the recommendations of the WMDP subject to budget and further Council approval for individual projects. After the WMDP was received and endorsed by Council, staff included cost estimates in the Capital Forecast for detailed design services and for construction. In the most recent Capital Forecast (2018 — 2021), the detailed design is indicated as a 2018 project and construction is indicated as a 2019 project. The total estimated cost of the improvements is $2.5 million. During the period of 2014 — 2016, the Whitevale bridge was under construction and that project included construction of a new storm sewer outfall on the east approach to the bridge. The storm sewer outfall is an integral component to the new drainage system recommended in the WMDP. The Whitevale Road storm sewer systems could not be improved prior to the new outfall being completed. In June and July 2017 severe rain storms in the Hamlet of Whitevale resulted in flooding and property damage, including damage to municipal infrastructure. Although repairs were undertaken and improvements have been made since the storm, it is apparent that the implementation of the WMDP recommendations are required as soon as possible to mitigate further damage, flooding and loss. Recent discussions and correspondence with the Whitevale District Residents Associations about managing stormwater in the Hamlet have highlighted the community's concern and the need for an action plan. The action plan developed consists of short term interim solutions, that have been implemented, and the acceleration of the WMDP recommended solutions. In order to accelerate the detail design services required to implement the WMDP solutions, staff contacted AECOM Canada Ltd., the authors of the WMDP. AECOM was requested to submit a proposal based on their understanding of the project. An important element of the proposal is to C0RP0227-07101 revised ENG 24-17 November 6, 2017 Subject: Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project Page 4 fulfill WMDP Environment Assessment commitments to involve the Whitevale District Residents Association in the detailed design process and receive their input. The Whitevale District Residents Association and their Drainage Committee were involved in the preparation of the WMDP and their involvement lead to the success and acceptance of the plan. The proposal from AECOM Canada Ltd. dated October 16, 2017 has been reviewed by staff and the proposed work plan, deliverables, schedule and fee is deemed acceptable. The project team assigned to the project has the qualifications and experience necessary to complete the project. In order to have a detailed design and tender package completed by the end of 2018 in preparation for spring 2019 construction (subject to further Council approval), it is necessary to have the assignment commence in November 2017. To achieve this timetable, 2018 pre - budget approval is required and is a recommendation within this report. In accordance with City Purchasing Policy section 10.03(c), where a competitive process is not followed, the Director initiating the assignment shall require Council approval to engage the services of a particular consultant. The Director, Engineering Services is recommending Council approval to retain AECOM Canada Ltd. for this assignment. The initial project award will consist of tasks related to detailed design services as outlined in AECOM Canada Ltd.'s proposal dated October 16, 2017. Tasks related to contract administration and field inspection as outlined in the fee proposal are accepted but will be funded in a future year along with construction. Attachments: 1. Location Map CORP0227-07/01 revised ENG 24-17 November 6, 2017 Subject: Consulting Services for Detailed Design for the Whitevale Master Drainage Plan Implementation Project Page 5 Prepared/Approved/Endorsed By: Richard Holborn, P.Eng. Director, Engineering Services Stan Karwowski, MBA CPA, CMA Director, Finance & Treasurer RH:mjh Recommended for the consideration of Pickerin• City Council iLiv-Vki,r OF Tony Pre de , P Eng. Chief Administrate Officer CORP0227-O7701 revised 11 j�4,� e. �` L r '".:4 \ IROAD- -J ( WH 1 N/A % E il ilililil - -.1 )ELINE 28 - 'ter+ CHURCHWIN STREET ��\ ii III ! 111111110 \ f11' WH1TEVALE ROAD =•.•-' CY .w.�.�.�.�.' ' �' W ►-�-� w-a-�-� z Z ' IL- Miff nil WI' W \.) �� - yh 1 r� , I`ly ��',Ct � iii . � U /f� �� ,.,1 /y'�� 1111- Q , i 0 ‘ 1 est , rf 4, oS Legend a o Q 1 1 _CL � --C 2E452 Subject Lands ill ` Engineering Services Location Map Department Hamlet of Whitevale PICKERING y r+° °° loci la, 2017