HomeMy WebLinkAboutDTS-07-061 - Extension of purchase order for Consulting Services~ ~, ~ T~ E Development & Technical Services Report To: Councillor B. Vrbanovic, Chair and Members of Finance & Corproate Services Committee Date of Meeting: April 23, 2007 Submitted By: Dave Mansell, P.Eng., Director of Engineering Services Prepared By: Larry Lynch, C.E.T., Manager, Engineering Infrastructure Ward(s~ Involved: Wards 1 & 6 Date of Report: April 18, 2007 Report No.: DTS 07-061 Subject: EXTENSION OF PURCHASE ORDER FOR CONSULTING SERVICES -JOSEPH STREET, GAUKEL STREET, AND VICTORIA PARK ENTRANCE RECOMMENDATION: That in accordance with Council's approval of additional funding for remedial environmental clean-up at 44 Gaukel Street, and for the completion of the Joseph Street, Gaukel Street, Richmond Street and Victoria Park Entrance Feature, that all Purchase Orders for engineering consultants MTE Consultants Inc., and sub-consultants engaged in these projects be extended accordingly. BACKGROUND There have been significant delays in the construction phase of this road and streetscape project, primarily due to a significant increase in environmental remediation and amajor re-build of an existing Bell structure through the primary Joseph Street corridor. As a result of the many challenges throughout the 2006 construction phase and the resultant delay associated with such, the consultant's fee structure has been adversely affected beyond their control. The original working day allowance for the contract was 120 working days, and the consultants administrative and inspection budget was based on the same. At the end of the 2006 construction phase 149 working days had already been used, with a considerable amount of work remaining to be completed. The final phase of construction did commence on April 16, 2007 and it is estimated that 86 days will be required to complete the remaining work. The prime consultant, MTE Consultants Inc. and their sub-consultants have been forced to make a number of design, staging and co-ordination changes as a result of both construction delays and the adjacent environmental clean up contract at 44 Gaukel Street. The entire amount of their fee is consolidated in the financial report previously presented at committee on February 5, 2007. A copy of that financial table is attached for your reference. The staff report DTS 06-169, dated January 30, 2007, detailed the entire financial impact of both consulting and construction costs for the road works and the environmental clean up at 44 Gaukel. Council approved this report and the recommendations for funding at its meeting of February 19, 2007. While the staff report of January 30, 2007 dealt with all issues of costs and source funding, the recommendations did not include the extension of existing purchase orders to allow for continued payment of consulting services for inspection and contract administration. We are asking Council to approve these Purchase Order extensions at this time. FINANCIAL IMPLICATIONS: There are no additional financial implications beyond these previously approved by Council, February 19, 2007. CONCLUSION: The approval of Council to extend the existing purchase orders in favour of MTE Consultants Inc. will allow staff to process the regular monthly invoices for services on this project. This is basically a housekeeping matter that should have been included in the previous financial report of January 30, 2007. Dave Mansell, P.Eng. Director of Engineering Larry Lynch, C.E.T. Manger, Engineering Infrastructure SCHEDULE OF ADDITIONAL MTE FEES - 2007 JOSEPH / GAUKEL 1 FRANCIS /RICHMOND / VPE I #44 GAUKEL ._. Contracts T06-010 & T06-073 Q ~ .t.~y Total MTE Fees Total Subconsultant Total Cost January 2i, 2007 QQ Q~ ~O~ry ~0~~ ~P~~ ~P~ry ~0~ ~Q~ ~yQti ~P° 5°~e ~~`~ eye ,~o`~~ Per Task Fees Per Task Per Task 2007HoariyRates($) $jeo ciao $ioo $joo has ago ~i~ $ios X70 $ios $jss ~ioo $ioo Item Description Personnel Resource Allocation Part 1 -Phase 2 (T06.010) Extended CIVIL Budget (Additional Time Re: Ex tended Working Days !Constructi on Schedule) 1.1 Contract Administration Incl. Liaison & Processing Payments 150 50 50 250 $31,250.00 $0.00 $31,250.00 1.2 Full Time On-Site Inspection Services (Assume 100 more 10 hour Inspection Days) 250 1000 300 1250 $122,500.00 $30,000.00 $152,500.00 1.3 Construction Layout 250 0 $33,750.00 $0.00 $33,750.00 1.4 Coordinate & Attend Pre-Construction & Bi-Weekly Construction Meetings 40 75 25 165 $13,100.00 $2,500.00 $15,600.00 1.5 Review & Process Contractor Shop Drawings 5 5 $700.00 $0.00 $700.00 1.6 Final Inspections and End of 1 Year Maintenance 4 30 49 $3,560.00 $0.00 $3,560.00 1.7 As Constructed Survey Checks and Documentation 25 30 25 $6,675.00 $0.00 $6,675.00 1.8 Prepare/Submit As Constructed Record Drawings and AutoCAD Files 2 40 10 52 $4,130.00 $0.00 $4,130.00 1.9 Allowance for Contractor Litigation 1 Coordination 25 100 20 50 10 10 195 $24,650.00 $2,000.00 $26,650.00 1.10 Allowance for Public Communications & Stakeholder Liaison 100 40 140 $16,800.00 $0.00 $16,800.00 Sub-Consultant - CMT 335 1.11 Disbursements (Estimated ~a 3%) o $0.00 $0.00 $0.00 1.12 Subtotal Part 1 2s 401 0 1ss o 100 0 0 250 1135 280 s7o 10 0 2131 $257,115.00 $34,500.00 $291,615.00 1.13 Contingency (10%) $25,711.50 $3,450.00 $29,161.50 1.14 Subtotal -Part 1 $282,826.50 $37,950.00 $320,776.50 ti ,~ ~ ti ~P m~ v yo" ~~5 Total MTE Fees Total Subconsultant Total Cost QP e~ ~0~ ~0~ ~P~ ~P~ ~0~ ~Q~ ~y~ ~P~ yo`' G~~ P.`yo ~~5 ~o~~~ Per Task Fees Per Task Per Task 2007HoariyRates($) $jeo ciao $ioo $joo has ago ~i~ $ios X70 $ios $jss ~ioo $ioo $joo Item Description Personnel Resource Allocation Part 2 -Phase 2 (T06.010) Extended ENVIRONMENTAL Budget (Additional Time Re: Ad ditional Depth & Quantity of Soil, Air Monitoring Etc.) 3.1 Contract Administration Incl. Liaison w/ Agencies, Utilities, Public & PPC's 4 10 14.0 $1,610.00 $0.00 $1,610.00 3.3 On-Site Environmental Inspection & Material Sampling 30 30.0 $2,100.00 $0.00 $2,100.00 3.4 Air Monitoring During Construction 30 30.0 $0.00 $13,000.00 $13,000.00 3.9 Final Inspections and End of 1 Year Maintenance 2 10 5 17.0 $1,855.00 $0.00 $1,855.00 3.10 Analytical Testing & Laboratory Testing 100 100.0 $7,000.00 $10,000.00 $17,000.00 3.11 Prepare Final Documentation Re: Coal Tar Cleanup 5 40 30 40 100 10 235.0 $22,600.00 $0.00 $22,600.00 3.12 Project Management 5 20 60 85.0 $9,600.00 $0.00 $9,600.00 3.13 Environmental Disbursements (P.I.D. Rental, PPE etc.) $2,000.00 $0.00 $2,000.00 3.14 Miscellaneous Disbursements (Estimated @ 3%) $1,100.00 $250.00 $1,350.00 3.14 Subtotal Construction Services o ,6 0 0 4e 3e so ,ao ,4e 0 0 ao 0 5,. $47,865.00 $23,250.00 $71,115.00 3.15 Contingency (10%) $4,786.50 $2,325.00 $7,111.50 3.16 Subtotal $52,651.50 $25,575.00 $78,226.50 ,~ ,~ ti ~P ti ¢~ ~~ yo'0 ~y5 Total MTE Fees Total Subconsultant Total Cost QP Q~ ~0~ ~0~ ~4~ ~P~ ~0~ ~Q~ `ayQ ~4~ y~~ ~~~ PQ5 ~,4ry ,~o`~~ Per Task Fees Per Task Per Task 2007HoariyRates($) $jeo ciao $ioo $joo has ago ~i~ $ios X70 $ios $jss ~ioo gazo $joo Item Description Personnel Resource Allocation Part 3 -Phase 3 (T06.073) ENVIRONMENTAL Budget (2007 Construction Administration) 3.1 Contract Administration Incl. Liaison w/ Agencies, Utilities, Public & PPC's 10 50 50 170 280.0 $31,000.00 $0.00 $31,000.00 3.2 Construction Layout- Hoarding & Document Bottom Limits of Excavation 20 5 150 175.0 $22,175.00 $0.00 $22,175.00 3.3 On-Site Environmental Inspection & Material Sampling (85 Working Days) 20 200 850 150 150 1370.0 $98,850.00 $15,000.00 $113,850.00 3.4 Air Monitoring During Construction 85 40 600 725.0 $15,250.00 $252,000.00 $267,250.00 3.5 Health & Safety Training /Direction During Construction 8 8 8 8 8 8 8 56.0 $5,480.00 $800.00 $6,280.00 3.6 Field Assessment of Structural Integrity 80 30 110.0 $8,000.00 $3,000.00 $11,000.00 3.7 Coordinate & Attend Pre-Construction & Bi-Weekly Construction Meetings 36 20 20 20 96.0 $11,840.00 $0.00 $11,840.00 3.8 Review & Process Contractor Shop Drawings 8 60 8 30 106.0 $7,960.00 $3,000.00 $10,960.00 3.9 Final Inspections and End of 1 Year Maintenance 10 20 10 20 10 70.0 $7,550.00 $0.00 $7,550.00 3.10 Analytical Testing & Laboratory Testing 170 170.0 $17,850.00 $300,000.00 $317,850.00 3.11 Prepare Final Documentation Re: Coal Tar Cleanup -Support Frontline 40 40 100 20 200.0 $19,900.00 $0.00 $19,900.00 3.12 Council and Public Meetings 20 10 20 10 60.0 $6,900.00 $0.00 $6,900.00 3.13 Project Management & Misc. Meetings (eg. Manulife) 60 20 60 140.0 $17,300.00 $0.00 $17,300.00 3.14 Environmental Disbursements (P.I.D. Rental, PPE etc.) $10,000.00 $0.00 $10,000.00 3.15 Miscellaneous Disbursements (Estimated Qa 3%) $7,600.00 $250.00 $7,850.00 3.16 Subtotal Part 3 o iaz iao 0 o ea zea poi ase Sea iea zia eoo o a5se $287,655.00 $574,050.00 $861,705.00 3.17 Contingency (25%) $71,913.75 $143,512.50 $215,426.25 3.18 Subtotal $359,568.75 $717,562.50 $1,077,131.25 4.1 Subtotal -Parts 1, 2 & 3 ss sse iao iss ao iso az~ oai isa© isoa Qa© aaa sao o ssoo $592,635.00 $631,800.00 $1,224,435.00 4.2 GST (7%) $41,484.45 $44,226.00 $85,710.45 4.3 Total Estimated Consulting Fees - 2007 Construction $634,119.45 $676,026.00 $1,310,145.45 SUMMARY OF ESTIMATED TOTAL PROJECT COSTS JOSEPH /GAUKEL /FRANCIS /RICHMOND / VPE / #44 GAUKEL January 24, 2007 .~.. IIIII Tendered Amounts ! Projected Total Estimated No. Description Estimates Amounts to Date Additional Costs Project Costs 1.0 Phase 1 -Construction Contract - T05-061 -Sierra Construction Construction Contract 1.1 PART A -SURFACE/ROADWORK REMOVALS $482,528.00 $388,127.16 $0.00 $388,127.16 1.2 PART B -SANITARY SEWERS AND APPURTENANCES $186,137.60 $194,046.99 $0.00 $194,046.99 1.3 PART C -STORM SEWERS AND APPURTENANCES $213,095.00 $209,115.34 $0.00 $209,115.34 1.4 PART D - WATERMAIN AND APPURTENANCES $277,500.00 $252,477.00 $0.00 $252,477.00 1.5 PART E -UTILITY AND TRAFFIC CONTROL SIGNALS $281,300.00 $168,590.00 $0.00 $168,590.00 1.6 PART F -ROADWORKS AND SURFACE CONSTRUCTION $578,778.50 $564,107.62 $0.00 $564,107.62 1.7 PART G -PROVISIONAL ITEMS AND CONTINGENCIES $182,550.00 $31,387.71 $0.00 $31,387.71 1.8 CHANGE ORDERS $0.00 $412,891.98 $0.00 $412,891.98 1.9 Subtotal $2,201,8&9.10 $2,220,743.80 $0.00 $2,220,743.80 Items Outside of Construction Contract 1.10 Additional Cost for Transfer of O/H Hydro to U/G $0.00 $0.00 $63,000.00 $63,000.00 1.11 Reimbursement of Costs for Lang Building Improvements $0.00 $0.00 -$84,011.00 -$84,011.00 1.12 Lang Bldg Water Servicing Upgrades (Paid thru MTE Invoices) $50,388.10 $50,388.10 $0.00 $50,388.10 1.13 Surface Asphalt (2007 / 2008) $35,000.00 $0.00 $35,000.00 $35,000.00 1.14 Street Lighting $49,000.00 $0.00 $49,000.00 $49,000.00 1.15 Subtotal $134,388.10 $50,388.10 $62,989.00 $113,377.10 Engineering Fees 1.16 MTE Job #2351-204 -Environmental -Engineering $31,871.83 $29,883.88 $0.00 $29,883.88 1.17 MTE Job #2351-204 -Environmental -Analytical Testing $30,093.02 $30,093.02 $0.00 $30,093.02 1.18 MTE Job #2351-214 -Civil $311,907.80 $311,907.80 $0.00 $311,907.80 1.19 MTE Job #2351-224 -Landscaping $42,261.13 $42,261.13 $0.00 $42,261.13 1.20 Subtotal $416,133.78 $414,145.83 $0.00 $414,145.83 1.21 Sub-Total Phase 1 $2,752,410.98 $2,685,277.73 $62,989.00 $2,748,266.73 2.0 Phase 2 -Construction Contract - T06-010 (Per PPC #8 - Up to December 15, 2006) (Note: Projected Final Cosfs are based on MTE's October 30th Analysis of work to date plus work remaining.) Construction Contract 2.1 PART G -GENERAL $685,980.00 $210,590.14 $254,317.86 $464,908.00 2.2 PART E - ENVIRONMENTAL REMEDIATION $3,374,675.00 $3,255,270.43 $188,269.57 $3,443,540.00 2.3 PART C -CIVIL $1,599,535.20 $827,308.35 $730,723.85 $1,558,032.20 2.4 PART U -UTILITIES $288,023.93 $35,358.00 $269,610.65 $304,968.65 2.5 PART L -LANDSCAPE $2,322,810.90 $333,343.37 $1,984,238.43 $2,317,581.80 2.6 PART P -PROVISIONAL $567,100.00 $499,923.99 $46,256.47 $546,180.46 2.7 Subtotal Contract T06-01 D $8,838,125.03 $5,161,794.28 $3,473,416.83 $8,635,211.11 Items Outside of Construction Contract 2.8 Additional Cost for Transfer of O/H Hydro to U/G $56,000.00 $0.00 $56,000.00 $56,000.00 2.9 Additional Costs for Temporary Hydro Relocations $73,000.00 $73,000.00 $0.00 $73,000.00 2.10 Additional Costs for New Bell Duct / Transfer of Wires $0.00 $0.00 $300,000.00 $300,000.00 2.11 Surface Asphalt (2008) $65,000.00 $0.00 $65,000.00 $65,000.00 2.12 Procurement of Decorative Street Light Poles / Luminaires $300,000.00 $0.00 $300,000.00 $300,000.00 2.13 Subtotal $494,000.00 $73,000.00 $721,000.00 $794,000.00 Engineering Fees 2.14 MTE Job #2351-204 -Environmental -Engineering $361,240.27 $329,227.05 $55,226.50 $384,453.55 2.15 MTE Job #2351-204 -Environmental -Analytical Testing $264,488.90 $167,981.88 $10,000.00 $177,981.88 2.16 MTE Job #2351-204 -Environmental -Air Monitoring $175,500.00 $276,361.64 $13,000.00 $289,361.64 2.17 MTE Job #2351-214 -Civil $471,816.19 $488,560.97 $320,776.50 $809,337.47 2.18 MTE Job #2351-224 -Landscaping $220,352.86 $160,186.30 $90,000.00 $250,186.30 2.19 Subtotal $1,493,398.22 $1,422,317.84 $489,003.00 $1,911,320.84 2.20 Sub-Total Phase 2 $10,825,523.25 $6,657,112.12 $4,683,419.83 $11,340,531.95 3.0 Phase 3 - # 44 Gaukel Street -Site Remediation Construction Contract 3.1 PART A -SITE PREPARATION & REMOVALS $520,295.00 $0.00 $520,295.00 $520,295.00 3.2 PART B - ENVIRONMENTAL REMEDIATION $9,170,927.50 $0.00 $9,170,927.50 $9,170,927.50 3.3 PART C -SITE RESTORATION $322,829.00 $0.00 $322,829.00 $322,829.00 3.4 PART D -PROVISIONAL ITEMS & CONTINGENCIES $562,250.00 $0.00 $562,250.00 $562,250.00 3.5 Subtotal Contract T06-073 $10,576,301.50 $0.00 $10,576,301.50 $10,576,301.50 Items Outside of Construction Contract 3.6 Pre-Tender Test Dig (T&M charge by Bel-Air) $0.00 $9,668.25 $0.00 $9,668.25 3.7 Reinstate Parking Gates for CDI Lot $4,650.00 $2,325.00 $2,325.00 $4,650.00 3.8 Subtotal $4,650.00 $11,993.25 $2,325.00 $14,318.25 Engineering Fees (Amounts to date are as of Dec/31/2006) 3.9 MTE Job #2351-204 -Environmental -Engineering $0.00 $0.00 $309,705.00 $309,705.00 3.10 MTE Job #2351-204 -Environmental -Air Monitoring $0.00 $0.00 $252,000.00 $252,000.00 3.11 MTE Job #2351-204 -Environmental -Analytical Testing $0.00 $0.00 $300,000.00 $300,000.00 3.12 Phase 3 -FEM Fees (Task 1) -Environmental Mgmt $175,000.00 $92,000.00 $83,000.00 $175,000.00 3.13 Phase 3 -FEM Fees (Task 2) -Phase 1 ESA $155,000.00 $155,000.00 $45,000.00 $200,000.00 3.14 Phase 3 -FEM Fees (Task 3) -Tendering & Construction $300,000.00 $97,285.95 $202,714.05 $300,000.00 3.15 Initial Remedial Action Plan (FEM) $20,904.20 $20,904.20 $0.00 $20,904.20 3.16 Engineering Contingency Allowance (25%) ~ As Authorized $0.00 $0.00 $215,426.25 $215,426.25 3.17 Subtotal $650,904.20 $365,190.15 $1,407,845.30 $1,773,035.45 3.18 Sub-Total Phase 3 $11,231,855.70 $377,183.40 $11,986,471.80 $12,363,655.20 4.0 Phase 4 -Community Based Risk Assessment 4.1 Mitigation Measures and Engineered Controls (Budget Est.) $1,000,000.00 $0.00 $1,000,000.00 $1,000,000.00 4.2 Risk Management Plan / R.S.C. (FEM -Task 4) $120,000.00 $5,000.00 $115,000.00 $120,000.00 4.3 Long Term Monitoring, Maintenance & Documentation (FEM) $0.00 $0.00 $80,000.00 $80,000.00 4.4 Sub-Total Phase 4 $1,120,000.00 $5,000.00 $1,195,000.00 $1,200,000.00 5.0 Total Project Costs (Excl. GST) $25,929,789.93 $9,724,573.25 $17,927,880.63 $27,652,453.88 M:123511Project ManagementlProject CostslTotal Project Costs -Jan 20071 2351 January 29, 2007 Budget Update.xls Summary Jan 24 -Bel-Air