Report to: General Committee                                                 Report Date: February 19, 2008

 

 

SUBJECT:                     Consultant Selection RFP# 181-R-07

                                       Detailed Design and Contract Administration for Rodick Road widening and extension, 14th Avenue to Esna Park Drive

PREPARED BY:          Allan Arbuckle – Manager, Infrastructure & Capital Works, Ext.3120

                                       Gina Gammarano, Capital Works Engineer, Ext. 4040

 

 

 

RECOMMENDATION:

THAT the report entitled “Consultant Selection RFP # 181-R-07, Detailed Design and Contract Administration for Rodick Road widening and extension, 14th Avenue to Esna Park Drive” be received;

 

AND THAT staff be authorized to retain the highest ranked and lowest priced qualified firm UMA Engineering Ltd. for the detailed design of the project for an upset fee limit of $291,435.00 exclusive of GST and disbursements ($306,006.75 inclusive of 5% GST);

 

AND THAT Engineering staff be authorized to retain the highest ranked and lowest priced qualified firm UMA Engineering Ltd. for the construction inspection and contract administration for an upset fee of $233,060.00 exclusive of GST ($244,713.00 inclusive of 5% GST), subject to the  satisfactory completion of the detailed design phase of the project as described in the RFP document;

 

AND THAT a contingency amount of 78,674.25 exclusive of GST ($82,607.96 inclusive of 5% GST) be established to cover any additional costs and that the Director of Engineering be authorized to approve expenditure of this contingency amount up to the specified limit;

 

AND THAT the awards be funded and pre-approved from the 2008 Engineering Capital budget project 8299 Rodick Road Extension, in the amount of $675,549.56 exclusive of GST;

 

AND THAT upon payment of all invoices, any remaining funds be returned to the original funding source;

 

AND THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

 

EXECUTIVE SUMMARY:

Not applicable

1. Purpose                     2. Background                      3. Discussion                        4. Financial        

 

5. Others (Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

 

PURPOSE:

The purpose of this report is to obtain approval to award the consulting contract for the Detailed Design and Contract Administration for Rodick Road widening and extension from 14th Avenue to Esna Park Drive to UMA Engineering Ltd.

 

 

 

BACKGROUND:

Rodick Road is a mid-block collector road that currently extends from 16th Avenue to Miller Avenue. As a result of increasing traffic congestion along Woodbine Avenue and Warden Avenue between Highway 407 and Steeles Avenue, the Town of Markham prepared a Class EA Study to explore alternatives for north-south road network improvements within this area. The Environmental Assessment concluded that the best alternative to improve the north-south road capacity was to widen and extend Rodick Road. 

 

In order to implement the recommended solution, the Town initiated a 5 phase project to improve Rodick Road between Highway 7 and Esna Park Drive. Three of the five phases extending from Highway 7 to Miller Avenue have been completed while the fourth involving the section between Miller Avenue and 14th Avenue is scheduled for construction in the near future.

 

This assignment represents the fifth and final phase involving the widening of the existing roadway between 14th Avenue and Riviera Drive, and the extension of the roadway south of Riviera Drive to the existing Esna Park Drive/Alden Road intersection.

 

 

OPTIONS/ DISCUSSION:

RFP# 181-R-07 was issued in accordance with Purchasing By-law 2004-341. Staff have reviewed the proposals and are satisfied that all terms and conditions comply with the Town’s requirements. The evaluation team was comprised of staff from the Engineering Department with Purchasing staff acting as the facilitator. The proposals were evaluated based on the established evaluation criteria as listed in the RFP. The RFP results are summarized below:

 

Bid Information

Advertised, place and date

ETN, November 9, 2007

RFP closed on

December 14, 2007

Number picking up RFP documents

14

Number responding to RFP

5

 

Detailed Pricing Information

Consultants

Prices (exclusive of GST)

Rank

UMA Engineering Ltd

$524,495.00

1

LEA Consulting Ltd

$567,287.00

4

URS Canada Inc

$665,658.00

3

Earth Tech Canada

$730,431.00

5

Totten Sims Hubicki Associates

$878,095.00

2

 

 

Project Schedule

The Town owned building located at 60 Esna Park Drive must be demolished to facilitate construction of the Rodick Road extension. This building demolition and related site cleanup is scheduled to be completed prior to the tendering of the road construction contract to avoid potential delays and contractor claims in the event that unforeseen conditions are encountered during the demolition and cleanup work.

 

A portion of the building is currently occupied by Markham Fire and Emergency Services who have agreed to vacate the site in June 2008.  The following project schedule has been developed assuming vacant possession of the property will occur by July 11, 2008;

 

Detailed Design & approvals                                         February 2008 to December 2008

Tender Call-building demolition/site cleanup      April 2008

Building demolition & site cleanup                            July 2008 to November 2008

Tender call – road & bridge                                       January 2009

Construction – road & bridges                          May 2009 to November 2010

 

 

FINANCIAL CONSIDERATIONS AND TEMPLATE:

Funding for this project is currently included in the proposed 2008 Capital Budget, engineering project No. 8299, in the total amount of $1,077,500.00.  Total project costs are as follows:

 

Project Costs (exclusive of GST)

Consultant Detailed Design and Disbursements Fees

$291,435.00

Consultant Contract Administrations and Inspections Fees

$233,060.00

Contingency (15%)

$78,674.25

Engineering Dept. Project Management Fee (12%)

$72,380.31

Total

$675,549.56

 

The RFP was set up for a two-staged award. Subject to the satisfactory completion of the detailed design phase, the Consultant will be awarded the Contract Administration and Inspection portion of the project.  It is anticipated that only the detailed design portion of this project will be completed in 2008; therefore it is recommended that a total amount of $375,368.28 be pre-approved in the 2008 Capital budget as follows:

 

Detailed Design Costs (exclusive of GST)

Consultant Detailed Design and Disbursements Fees

$291,435.00

Contingency (15%)

$43,715.25

Engineering Dept. Project Management Fee (12%)

$40,218.03

Total

$375,368.28

 

 

ENVIRONMENTAL CONSIDERATIONS:

Not applicable

 

 

ACCESSIBILITY CONSIDERATIONS:

Not applicable

 

 

ENGAGE 21ST CONSIDERATIONS:

Not applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

The Finance, Legal, Asset Management and Fire Departments have reviewed this report and their comments have been incorporated.

 

 

 

 

RECOMMENDED BY:

 

                                 

_____________________                                                        ________________________                                                                   

Alan Brown, C.E.T.                                                                  Jim Baird, M.C.I.P., R.P.P.

Director of Engineering                                                 Commissioner, Development Services

 

 

 

 

 

 

 

Attachment ‘A’: Rodick Road Phasing