HomeMy WebLinkAboutDTS-08-166 - Contract Admin & Inspection - King St Streetscape ProjectREPORT
Report To: Mayor and Members of Council
Date of Meeting: Date: December 8, 2008
Submitted By: Grant Murphy, Director, Engineering Services
Prepared By: Jim Oakley, Manager, Engineering Construction (741-2412)
Ward(s) Involved: All
Date of Report: December 1, 2008
Report No.: DTS-08-166
Subject: CONTRACT ADMINISTRATION AND INSPECTION
SERVICES, FOR KING STREET STREETSCAPE PROJECT
RECOMMENDATION
That the normal procedure for the selection of Engineering Consultants be waived; and
That the City retain the IBI Group as the Engineering Consultant to undertake the
Contract Administration and Inspection of the King Street Streetscape project; and
further
That an extension to the original purchase order to the IBI Group be approved in the
amount of $498,399 excluding GST, to cover the Contract Administration and Inspection
services for the King Street Streetscape project.
BACKGROUND:
The IBI Group was awarded the Phase 1 section of this project, for the Environmental
Assessment and preliminary design portion only, in 2006. The original bid comprised of two
phases; phase one for design and phase two for contract administration during construction.
Although the IBI Group was also the lowest bid for the contract administration portion of the bid,
the City only awarded the work to IBI for phase one due to uncertainties on project scope at the
time, and therefore the phase two portion for contract administration and inspection was
removed from the consultants scope of work. This phase two portion fee was based on an
estimated construction duration of 60 days and the Per Diem rate worked out to $1,686.67
The design phase has been completed and an updated cost from the IBI Group has been
received for the contract administration, phase two portion of this work.
REPORT:
IBI has submitted a contract administration fee that is based on a much more complex design
basis that will require, increased on site coordination efforts as well as increased
communication efforts with the project team and the downtown businesses. The total number of
working days for two construction phases covering 2009 & 2010, has been estimated at 230
days and this Per Diem rate works out to $2,166.95/day, which includes a 10% contingency,
but excludes 5%GST
Engineering has examined this submitted fee from IBI and believe that is reasonable
considering that; the scope and complexity of this project has increased significantly, the
project will be carried over a two year period, and the cost of living increases from 2006 being
factored in.
FINANCIAL IMPLICATIONS:
Submitted contract administration fee from IBI Group for two phases of construction through to
2010 which includes a 10% contingency, but excludes 5% GST is: $498,399
Total Project Funding
E D I F $3, 830, 000
Roads Program $1,500,000
CSD Parkettes $ 350,000
Provincial Grant $3,200,000
Total Council Approved Funding $8,880,000
Urban Design $ 150,000
Cost Recovery Utilities, hydro, Telecoms} $ 601,157
Total Funding $9,631,157
Incurred and Anticipated costs
Engineering, Design and Consulting $ 988,232
Contract Administration & Inspection $ 498,399
Construction Contract * $7,235,396
Lighting and Traffic pole procurement $ 679,130
Art and Urban Vitality $ 230,000
Total Projected Costs $9,631,157
Balance $ 0
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CONCLUSION:
The IBI Group has been deeply involved with this project for the past two years and has the
most knowledge of the complexities of the unique designs for the King Street Streetscape. IBI
has also taken great pride and ownership of this project and would very much like to continue
with this project through the various construction stages.
In waiving the normal procedure for the selection of an Engineering Consultant for this project,
would benefit the City by eliminating the need for a knowledge transfer from the IBI Group to
another consultant, which may result in potential construction errors and delays. The City would
also benefit by not incurring additional costs and time delays in advertising, short listing,
interviewing, and selecting a consultant through the normal procedure.
Engineering believes that the IBI Group is the best choice to provide the required contract
administration for this project and that they would provide for a seamless transition from the
design phase to the construction phase of this project.
Jim Oakley, C.E.T.
Manager, Engineering Construction
Grant Murphy, P. Eng.
Director, Engineering Services,
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