HomeMy WebLinkAboutINS-15-086 - Consultant Fees - Snow Disposal Site
REPORT TO: Council
DATE OF MEETING: October 5, 2015
SUBMITTED BY: Greg Hummel, Acting Director of Operations, 519-741-2600,
ext. 4598
PREPARED BY: Dan Locke, Manager of Sewers, Traffic & Operational Support,
519-741-2600, ext. 4517)
WARD(S) INVOLVED: All
DATE OF REPORT: September 30, 2015
REPORT NO.: INS-15-086
SUBJECT:Consultant Fees Required to Address Council Motion
Regarding Snow Dump – Battler Yard
___________________________________________________________________________
RECOMMENDATION:
That council approve the cost for consulting fees of $24,089.00 plus HST of
$3,241.17 for a total of $28,173.29 to address the Council motion regarding the
Infrastructure Services Department report INS-15-044 snow disposal site
selection.
BACKGROUND:
On September 21, 2015 at the Community and Infrastructure Services Committee
Meeting the site selection report for a new permanent snow dump went forward to
Council. Council passed the following motion.
“That consideration of the following recommendation, be deferred until a meeting
prior to November 3, 2015 to allow for the completion of public consultation with
residents located within less than 0.5 kilometers informing them of the scope and
impacts of the proposed snow disposal site:
“That funding of $1,900,000 be allocated from the Development Charge
Recovery reserve fund through the 2016 budget process to provide for the
design and implementation of a snow disposal site at 1585 Battler Road, as
outlined in Infrastructure Services Department report INS-15-044; and further,”
“That staff be directed to investigate and provide additional information prior to
the 2016 Capital Budget deliberations regarding the following:
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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Decreasing the size of the proposed melting pad at the Battler Road site,
along with a contingency plan for harsh winters to use other sites for overflow
storage;
The potential use of a Region of Waterloo landfill facility as a potential snow
disposal site; and,
Implementing a possible two-site solution, with a cost benefit analysis of both
options.”
This report is to address the consulting fees required to address the concerns in the
motion.
Summary of Previous Purchase Orders:
Previous work performed Regarding Snow Storage Disposal Facility
A functional design report was performed by MTE CONSULTANTS as part of the CMF project -
October 30, 2008. The cost of the PO was for $20,000. (Hans Gross)
A functional design report specifically for The Aud as part of a Snow Melter Operational Study was
performed by MTE CONSULTANTS July 16, 2009. The cost of the PO was for $20,000. (Hans
Gross)
A functional design report was performed by MTE CONSULTANTS for Graber Place Hydro Lands,
January 3, 2013. Both as a mechanical melting location and as a snow dump. The actual cost was
$19,441.75. PO# 204787.
Current work Performed regarding Snow Storage Disposal Facility
(Including Sub consultants)
Hydrogeological Study -
The study of the ground water was performed by MTE CONSULTANTS for
the Battler Road site - December 8, 2014. This was required to take the Battler Road site forward to
pre-consultation meeting for City of Kitchener’s Site Plan Review. The cost of the PO was
$25,699.64. PO# 206704 (actual amount spent $25,699.64.)
Drilling Sampling Wells -
Provide sampling wells was a requirement of the pre-consultation meeting
for City of Kitchener’s Site Plan Review. This was performed by CMT Engineering, February 13,
2015. The cost of the PO was $8,649.60. PO# 206937 (actual amount spent $8,016.65.)
Water Quality Monitoring -
Sampling Strasburg Creek to provide data for both the Battler road site
and the Strasburg Road site. The work was performed by MTE CONSULTANTS. April 17, 2015. The
cost was $10,481.28. PO# 207107 (actual amount spent $8,626.10)
Scoped EIS –
The environmental Impact Study was a requirement of the pre consultation meeting for
City of Kitchener’s Site Plan Review. The work was performed by Natural Resource Solutions. April
17, 2015. The cost of the PO was $12,211.20. PO# 207106 (actual amount spent to date $4,122.16)
Site Selection Report –
The main report that evaluated the various sites that were being considered.
The work was performed by MTE CONSULTANTS. May 13, 2015. The cost of the PO was
$14,995.35. PO# 207171(actual amount spent to date $14,245.59)
REPORT:
MTE Consulting Engineers have provided the following cost estimate for the work
required to address the concerns raised by Council in the motion and answers to those
concerns in a follow up report to Council.
SSDF Site Selection Report - Follow up Items
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Cool vs. Cold Water Stream Review
Cool vs Cold Water Stream Classification
Compile & Review Relevant Mapping & Studies for Stream Classification
Update Figure 9 (Major and Minor Water Courses)
Confirm Regulating Authority
Technical Memo - Strasburg Creek Surface Water Outfall Review
Melt Pad Review
Confirm Design Life
Identify Battler Road Capacity
Review Options for Staged Construction
Mechanical Melter Cost Analysis
Identify Mechanical Melter Capital Costs
Identify Mechanical Melter Operational Costs (i.e. $/Ton of Snow)
Prepare Comparison Table for Mechanical Melting vs. Solar Melting
Two Site Option Review
Update Cost Estimate for a Mechanical Melter Unit at the Auditorium
Cost Estimates & Comparative Analysis for Two Site vs. One Site Options
Summary Table / Evaluation Matrix for Two Site vs. One Site
Public Information Centre (PIC)
Draft Notification for Review
Delivery Notification to Residents
Prepare Presentation Boards and Handouts
Problem Statement and Key Issues
Existing Conditions
Existing Conditions Facts
Proposed Conditions Site Rendering Plan
Proposed Conditions Facts
Preliminary Design Drawing
Snow Pile / Berm Cross-sections
Truck Movement Route
Information Handout Package
Submit Presentation Boards to City for review
Modifications to Presentation Boards
Preparation, Set and Attendance at Attend PIC
Report Update
Prepare SSDF Site Selection Report Addendum Technical Memo
Submit Technical Memo for Review
Revisions to Report per City Comments
Attend Council Meeting (November 2nd)
The preceding is the cost estimate and description of work that is to be provided by
MTE. This is the work that is required to address the Council motion. The fees to
provide this work are $28,173.29 including the HST.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Strategic Priority: Safe and thriving neighbourhoods.
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As stated in the Infrastructure Services report INS-15-044, an environmentally
responsible SSDF site meets several key points of the City Strategic Plan. It meets the
intent of the environment priority by incorporating a snow disposal strategy that is
mindful of environmental sensitivities that are real concerns within Kitchener’s
ecological system. Second and thirdly it supports the intent of the neighbourhoods and
transportation priorities by removing the snow accumulations creating a safer more
accessible neighbourhood and a community of wellbeing while allowing ease of
navigation by vehicles and pedestrians. Certainly, in the past, complaint calls received
as to when city streets will be snow loaded speak volumes to the importance that
residents have with these concerns.
Strategy: #5.2 Improve the design and delivery of city services so that they provide what
citizens want in the most reliable, convenient and cost efficient way.
Strategic Action: #85 Business Case for Building Standard Options.
FINANCIAL IMPLICATIONS:
The work scope to be completed for this report is to address the deferral of
Infrastructure Services Report INS-15-044 recommendation that 1.9 million be allocated
to redesign and construct an environmentally engineered snow dump at 1585 Battler
Road. The cost to address the concerns within the motion is $28,173.29.
COMMUNITY ENGAGEMENT:
INFORM – Public notification has been sent out to residents that live within a half KM
radius of the Battler Road site regarding a public information centre being hosted by
City staff per the Council motion at the Community & Infrastructure Services Committee
meeting of September 21, 2015.
CONSULT - This public information centre will give residents living in the
neighbourhood of Battler Road an opportunity to be better informed regarding the snow
storage disposal site project and view the conceptual design. The final design will not be
available at this time. Any feedback from those attending will be taken back for further
consideration.
ACKNOWLEDGED BY:
Dev Tyagi, Deputy CAO of Infrastructure Services
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