HomeMy WebLinkAboutINS-15-026 - Doon South Consultant PO Extension Staff Report
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REPORT TO: Finance and Corporate Services
DATE OF MEETING: May 4, 2015
SUBMITTED BY: Hans Gross, Director, Engineering, 519-741-2200 x 7410
PREPARED BY: Chris Spere, Manager, Engineering Construction, 519-741-2200 x
7412
WARD(S) INVOLVED: Ward 4
DATE OF REPORT: April 9, 2015
REPORT NO.: INS 15-026
SUBJECT: Doon South Consultant PO extension
RECOMMENDATION:
That an extension of the purchase order issued to MMM Group for engineering
services related to the design and construction of the new Doon South Sanitary
Pumping Station and New Dundee Road Sanitary Sewer in the amount of
$282,000, be approved.
BACKGROUND:
Through the City's DC Background Study, the requirement for a new sanitary pumping
station was identified. In 2009, a Class Environmental Assessment was completed
through which the location and size of the new station was determined.
In May of 2014, the City retained MMM Group to complete the detailed design,
permitting, tendering and to provide construction administration services related to the
new sanitary pumping station and the sanitary sewer located on New Dundee Road.
The Council approved fees for MMM Group was $671,112.20 plus applicable taxes.
The tendered amount for the new pumping station and sanitary sewer is
$10,323,273.73.
REPORT:
Design of the new pumping station and sanitary sewer began in May of 2014; the work
was tendered in November of 2014 with construction beginning in early 2015.
A Terms of Reference for consultant services was developed for basis of the consultant
bid. This was based on the background completed during an Environmental
Assessment and a Preliminary Design report for the pumping station.
Incurred consultant costs to date are within the council approved purchase order
amount with additional outstanding work to be completed in 2015. However, once the
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full realization of services related to construction is considered, an extension of the
consultant purchase order will be required due to project scope change and to
accommodate the following changes to the original terms of reference:
• The Ministry of the Environment has placed additional, and previously unaccounted
for monitoring requirements on the Permit to Take Water required for construction
dewatering;
• The original consultant EOI considered the sanitary sewer to have been designed by
others. Once the geotechnical investigation was competed, the installation
methodology for the gravity sewer radically changed from the originally proposed
open cut methodology to a tunneling operation. As a result, the level of detail and
efforts required by the consultant to design and tender the new sanitary sewer were
greater than those indicated in the consultants terms of reference;
• The necessary permits required more effort than could have been anticipated, an
additional Ministry of the Environment ECA (Environmental Compliance Approval)
application was required for the new sanitary sewer based on the new tunneling
design;
• The number of construction service days requested in the original consultant terms
of reference was less than those ultimately required in the construction contracts,
increasing from 240 to 360. The construction days allotted in the Consultant
Expression of Interest were based on an estimate based on the knowns at that time.
Construction methodology for both the pumping station and sanitary sewer changed
once the actual geotechnical conditions were known.; and
• Throughout detailed design, several design changes were requested late in the
design process by the various stakeholders involved in the project that necessitated
changes to the design resulting in additional re-design efforts.
FINANCIAL IMPLICATIONS:
None.
Funding will be provided from the Doon South SPS account under the previously
Council approved financial agreements with the developer. The pumping station is
being funded by the developer through a credit for service agreement. While the City is
undertaking the linear contract, it is being funded wholly by the developer.
The fee increase is divided as follows: $165,000 is associated with the pumping station
and $117,000 is associated with the linear works.
The fee increase associated with the credit for service agreement is in compliance with
and has not reached the cost threshold contained in Section 7.5 of the credit for service
agreement.
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CONCLUSION:
Staff have reviewed the request and recommend that the existing purchase order to
MMM Group be increased to complete the remaining phases of this project.
ACKNOWLEDGED BY: Dev Tyagi, Deputy CAO, Infrastructure Services Department
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