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HomeMy WebLinkAboutDTS-08-201 - King St Streetscape - Design PO Extension~ ~, ~ T~ E Development & Technical Services Report To: Mayor and Members of Council Date of Meeting: December 8, 2008 Submitted By: Grant Murphy, P.Eng. Director of Engineering Services Prepared By: Steve Allen, P. Eng., Manager, Enginering Design and Approvals Ward(s~ Involved: Ward 1 & 6 Date of Report: December 3, 2008 Report No.: DTS 08-201 Subject: KING STREET & THE CITY CENTRE DISTRICT: STREETSCAPE MASTER PLAN -DESIGN PO EXTENSION RECOMMENDATION: That Council approve the extension of the purchase order for IBI Group to a maximum amount of $100,000 (excl. GST~ for additional services provided during the design phases of the King Street and City Centre District Streetscape Master Plan with actual fees to be negotiated between the City and IBI Group. BACKGROUND In early 2007 the King Street and City Centre District Streetscape Master Plan and Environmental Assessment SEA} project was awarded to IBI Group. At the time of award, IBI provided the City with a fee estimate that was based on the scope of services described in the Terms of Reference for the project. At the time IBI Group submitted their fee estimate the anticipated project budget was assumed to be approximately $3.3M, based on public information available. Over the course of the project in 2007 and early 2008, as the requirements of the various stakeholders in the project were developed, the complexity of the project increased and accordingly, the overall cost of the project increased. In June of 2008, Council approved a revised project budget of $8.8M. In May of 2008, IBI submitted to the City a request for consideration for payment related to delivered services that they considered to be outside of their original scope of services, or services that could not have been reasonably identified at the time the original fee estimate was provided. Staff have reviewed the request and have had meetings with IBI to discuss the request. Staff have identified some services provided by IBI that are either outside the original Terms of Reference or required more effort than could have reasonably been anticipated at the time the fees were submitted, and are recommending that IBI be compensated accordingly. The amount of the fee increase can be accommodated in the existing King Street budget. REPORT: In March of 2007 the King Street and City Centre District Streetscape Master Plan and Environmental Assessment (EA) project was awarded to IBI Group. Generally speaking, the scope of services at the time of the project award was to lead the City through the EA process for the streetscape masterplans of King Street and City Centre district, prepare detailed designs for King Street, and to prepare the tendering package for the construction of King Street. At the time of the award of the project it was anticipated by City staff that the total project budget would be approximately $3.3M. A Terms of Reference was written to be used during the consultant selection phase of the project which is meant to define the consultant's scope of work. The Terms of Reference identified primary and secondary objectives of the King Street /City Centre plan to be used as guiding principles. These objectives included high level characterizations of how King Street would look and function. For example, the Terms of Reference required the streetscape to be "lively" and "liveable" and provided examples of streetscape elements that would help achieve this objective. The intent of this approach was to provide a general framework for the study while leaving the specific details and requirements to be determined through the EA process and consultation with stakeholders. Throughout the first half of 2007 City staff and IBI Group continued to work on completing the masterplan and preliminary design using the guiding principles and objectives of the project. Based on the public's feedback and detailed review by the Steering Committee, the Pedestrian First model was the preferred option. The Pedestrian First model involves narrowing King Street in the City Centre District to widen sidewalks and improve accessibility, including upgrades to both the design and surface treatment of major and minor intersections. The area directly in front of City Hall is designed as a special civic area that can be easily closed and used for special events. Parking spaces will be converted and relocated to give way to a vehicular drop off and loading zone. A rolled curb will be introduced for King Street from Frederick to Victoria to improve pedestrian movement and improve accessibility. With the Pedestrian First model established as the preferred direction, the consultant's work focused on the details of design consistent with this direction. Over the remainder of 2007 and early 2008 City staff and IBI Group continued to complete the detailed design. During this phase of the project many innovative design elements were proposed, evaluated and incorporated into the project. As an example, to meet some of the "green" objectives of the project an innovative storm water planter was developed. The planter is designed to accept street runoff during the summer to augment or eliminate the need for routine watering of street trees and plantings. The stormwater planter meets the primary objective of the green requirement outlined in the "liveable" objective as described in the original Terms of Reference, but was not specifically identified at that time. Other complex design elements included the flexible street design, the incorporation of traffic bollards, the accommodating of special event needs (electricity and water} at various locations, the complete redesign of Speakers' Corner, pedestrian scale lighting and detailed paving patterns using premium materials like granite and specialized concrete pavers. Many of these design elements were new to the design team including the consultant and have not been used in other City projects. As a result, the amount of effort expended researching, evaluating, and designing for these elements was greater than what would be expected for typical streetscape projects the City has completed in the past. As a result of the increasing complexity of the project, the consultant was directed to complete various tasks which were either extra to the scope of services listed in the City's Terms of Reference, or to an extent beyond what could be reasonably anticipated at the time the fees were first submitted. A number of these additions to the scope were identified at the time of completion of the work, while others were identified towards the end of the design phase in spring of 2008. In May of 2008, the IBI Group Ltd. presented City staff with a request for additional payment for services they believed to be outside the scope of the original Terms of Reference. City staff have reviewed the request in detail and in conjunction with meetings with the consultant, have determined that IBI should be compensated for services outside of the original fee structure. The fee increase request can be accommodated in the approved King Street budget. FINANCIAL IMPLICATIONS: 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 $1,486,631 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 CONCLUSION: Staff has reviewed the request from IBI Group and is recommending that IBI be compensated for services outside of the original scope. The fee increase can be accommodated in the proposed budget for King Street. K. Grant Murphy, P.Eng. Director of Engineering Services Steve Allen, P.Eng. Manager Engineering Design and Approvals