HomeMy WebLinkAboutDTS-06-044 - Waterloo St Reconstruction - 2004 Engineering Fee Increase Request1
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Development&
Technical Services
6 REPORT
Report To: Councillor B. Vrbanovic, Chair and
Members of Finance & Corproate Services Committee
Date of Meeting: March 27th, 2006
Submitted By: Rob Shamess, P. Eng., Director, Engineering Services
Development & Technical Services Department
Prepared By: Steve Allen, P. Eng., Design and Construction Engineer
Ward(s) Involved: Ward 1
Date of Report: February 14, 2006
Report No.: DTS 06 -044
Subject: WATERLOO STREET RECONSTRUCTION -2004
ENGINEERING FEE INCREASE REQUEST
RECOMMENDATION:
That the negotiated request for additional engineering fees of $82,841.81 submitted by
Conestoga - Rovers and Associates relative to Expression of Interest E01 -125 (Consultant
Services - Waterloo Street Reconstruction), be approved.
EXECUTIVE SUMMARY:
The reconstruction of Waterloo Street between Roger Street in the City of Waterloo and
Breithupt Street in Kitchener was substantially completed November 2004. The reconstruction
was complicated by the presence of coal tar in the road base and a Boil Water Advisory (BWA)
that was issued when water quality testing on temporary and newly installed watermains
indicated the presence of bacteria. After the project was completed the engineering consultant
Conestoga - Rovers and Associates (CRA) submitted two separate requests for an increase in
engineering fees. The reason for the requests included the need for additional inspection time,
additional effort related to the BWA and an expanded coal -tar inspection and analysis program
which, by the consultant's estimation, reduced waste disposal costs from $260,000 to $64,800.
City staff have been reviewing the request for additional fees over the last several months. The
requested fee increase in this report is the result of extensive negotiations with CRA and
represents an agreement on compensation for work outside the original scope.
REPORT:
Expression of Interest E01 -125, Consultant Services — Waterloo Street Reconstruction was
awarded to Conestoga- Rovers & Associates (CRA) December 11, 2001 and an agreement for
these services entered into on December 17, 2001. After the project was awarded to CRA the
scope was expanded to include 250m within the City of Waterloo and one additional block within
the City of Kitchener. During routine geotechnical investigation by the consultant, coal -tar
contamination was discovered in the roadway and the project scope was expanded to include
the administration of the coal -tar removal. This extra work and related funding was approved by
Council at the January 26th, 2004 meeting. The reconstruction of Waterloo Street was
completed November 2004 including all aspects of the expanded scope.
After construction was completed, two separate requests for additional fees related to the
project were submitted. The first on January 6, 2005 and the second on November 17, 2005.
CRA requesting compensation for work that was in excess of both the original fee estimate and
fee estimates for the expanded scope. The claim can be summarized as follows;
1) Additional testing and staff time related to the identification and removal of coal -tar
The amount of effort (staff time and sampling costs) required by CRA to adequately test and
remove the contaminated material exceeded the fee estimate submitted for this work. The
additional expenditure was done in an effort to minimise overall disposal costs by reducing the
overall tonnage of contaminated, non - hazardous material and eliminate the amount of
contaminated material that was identified as hazardous during the geotechnical investigation.
Tendered disposal costs for hazardous material are roughly 4 times that of non - hazardous
material. Additional effort put forth by CRA resulted in a savings in disposal costs of
approximately $195,000 and contributed to the safety of the public during removal.
2) Additional testing and staff time during the Boil Water Advisory (BWA) including
weekend work.
Throughout the BWA the consultant was on -site to monitor the progress of the BWA, advise
Kitchener Utilities on the remediation efforts, and direct the contractor. The consultant played a
critical role in the resolution of the BWA and assisted in the public notification and relations
program. CRA also ensured that the contractor provided bottled water to affected homes and
businesses. This required the consultant's staff to be on site several weekends during the
advisory. During the BWA, the construction work plan was modified significantly to ensure that
the contractor minimized stand -by time. The modified work plan required more hand's -on
direction from the consultant to the contractor.
3) Additional inspection time due to multiple construction crews
At various times throughout the project, the contractor elected to implement two separate work
crews working concurrently to complete the construction within the specified working days. This
required CRA to provide additional inspectors during these times to ensure adequate
supervision was provided and records collected. It was originally anticipated that only one
inspector (for one work crew) was required.
4) Additional inspection time due to contractor working 12 hour days and weekends
Routinely throughout the project the contractor elected to extend the working day beyond 10
hours. The original fee estimate submitted by CRA assumed a 10 -hour working day as
requested by the City in the Terms of Reference. Inspection time above the 10 -hour working
day was not accounted for in the original fee estimate. Occasional weekend activities by the
contractor required supervision by CRA which was also not included in the original fee
submission.
5) Cost sharing calculations for the City of Waterloo
A component of this project was the surface reconstruction of approximately 180m in the City of
Waterloo. Time and material expended on the City of Waterloo's infrastructure was tracked
separately and required additional time by the consultant to calculate the total value of this work
for recovery. The City of Waterloo's share of the construction is $166,042.34 excl. GST.
FINANCIAL IMPLICATIONS:
Consulting work for this project is being funded from Index 852372 — "Cap/Waterloo - Breithaupt
— C. Limit ".
Funding (all years)
Index 852372 - $3,454,000.00
Cost share with City of Waterloo $ 196,592.34
Transfer to Capital (favorable tender) ($1,119,000.00)
Total Funding $2,531,592.34
Project Costs (Net of GST)
Construction (T04 -022)
$1,939,731.12
Engineering Fees
$ 215,969.11
K -W Hydro
$ 11,778.06
Legal Surveys
$ 71416.02
Surface Asphalt
$ 83,746.90
Misc Expenses
$ 14,420.99
Fee Increase request
$ 82,841.00
Total Costs
$2,355,903.20
Balance
$ 175,689.14
CONCLUSION:
Staff have reviewed in detail the request for increased fees for CRA and believe that a fee
increase of $82,841.00 is warranted to compensate CRA for increased level of service during
the construction phase which represents effort not included in the original submission of fees.
An analysis of the funding for this project shows that there is sufficient funding available in the
original budget.
Steve Allen. P. Eng.
Design and Construction Engineer
Larry Lynch
Manager Engineering Infrastructure
Robert Shamess, P. Eng.
Director of Engineering Services