HomeMy WebLinkAboutCSD-14-020 - Request to Increase PO 204384 for MMM Group for Deisgn & Consulting Services for Williamsburg Cemetary Staff Report
I r Community Services Department wvwuukitchenerra
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: March 17, 2014
SUBMITTED BY: Kim Kugler, Director of Enterprise, 519-741-2200 Ext 7544
PREPARED BY: Kim Kugler, Director of Enterprise, 519-741-2200 Ext 7544
WARD(S) INVOLVED: ALL
DATE OF REPORT: February 26, 2014
REPORT NO.: CSD-14-020
SUBJECT: REQUEST TO INCREASE PURCHASE ORDER 204384
FOR MMM GROUP FOR DESIGN AND CONSULTING
SERVICES FOR WILLIAMSBURG CEMETERY
RECOMMENDATION:
That Supply Services be authorized to increase Purchase Order 204384 for MMM Group
by $20,349.00 plus applicable taxes.
BACKGROUND:
On October 26, 2009 Council received report CSD-057 that recommended staff be directed to
proceed with design work for Phase II development at Williamsburg Cemetery. Based on the
initial business plan; design, engineering work, and environmental studies were started and a
$4,549,000 multi-year capital funding strategy was developed for the project.
January 16, 2012 the Expression of Interest E11-053 was awarded to MMM Group valued at
$71,167.40 for the design and consulting of Williamsburg Cemetery Phase II. During the design
phase a geotechnical study was conducted that identified a need to add soil to the Williamsburg
Cemetery site to protect the groundwater table and to provide a sufficient soil depth to permit
burials resulting in the recommendations of the January 7, 2013 report CSD-13-003 to secure
topsoil and earthworks services from Tru-Villa Inc & 2040796 (Mattamy) the adjacent land
developer.
REPORT:
Once the approval and agreement were in place to secure the soil and earthworks from
Mattamy staff had tight timelines to secure a fill permit that required the approval of several
agencies such as the Ministry of Natural Services, Grand River Conservation Authority and the
Region of Waterloo.
For three months staff and MMM Group met with the agencies that required additional studies,
work and comments from the MMM Group and the City to satisfy the fill permit requirements on
an environmentally sensitive property. Approximately 135 hours of additional work by MMM
Group was required to design a SWM retention area and outlet on the Cemetery, to make
submissions to Grand River Conservation Authority, Region of Waterloo and Ministry of Natural
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resources detailing the water balance calculations and coordination meetings with surrounding
landowners to the south and north of the Cemetery property.
The fill permit had to be secured within the construction timelines of Mattamy if the soil and
earthworks were to be obtained and the City was to benefit from the soil transfer and
earthworks. If the fill permit had not been completed prior to Mattamy's contractors completing
the clearing and grading then the City would not have been able to receive the soil from the
adjacent property escalating the project costs for soil and earthworks by $1.1 million.
After the work was completed, staff received an invoice from MMM Group for more than the
original approved purchase order. Staff met to review the contracted scope of work and the
additional work that had to be completed and were able to find some savings. The current
purchase order 204384 is short $20,349 plus applicable taxes. The additional work completed
by MMM Group was necessary to ensure the savings from the soil and earthworks could be
realized by the City. The cost avoidance for the Cemetery development as identified in report
CSD-13-003 is in excess of$1.1 million.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
By securing the fill permit within the construction timelines of the adjacent developer the City
was able to achieve financial efficiencies in the purchase of soil and earthworks. The efficiency
aligns with the foundation for Efficient and Effective Government contained in the City's
Strategic Plan.
FINANCIAL IMPLICATIONS:
Increase the MMM Group purchase order 204384 by $20,349 plus applicable taxes. The funds
will be allocated from the multi-year $4,549,000 capital budget established for the Phase II
Development of Williamsburg Cemetery.
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services
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