Report to: General Committee Report
Date:
SUBJECT: Award of Tender #
100-T-08
Pomona Mills Creek Erosion Restoration – Phase I
PREPARED BY: Soran Sito, Senior Environmental
Engineer ext. 2521
Nehal
Azmy, Senior Capital Works Engineer
ext. 2197
RECOMMENDATION:
THAT the June 16, 2008 staff report entitled “Award of Tender # 100-T-08, Pomona Mills Creek Erosion Restoration –
Phase I” be received;
AND
THAT the Mayor and the Clerk be authorized to
execute a Cost Sharing Agreement between the Town of Markham and the Region of York as outlined in the attached draft
cost sharing agreement, to the satisfaction of the CAO, Town Solicitor
and Town Treasurer;
AND
THAT subject to the execution of the cost sharing
agreement with the Region of York, the contract for Tender # 100-T-08, Pomona
Mills Creek Erosion Restoration – Phase I be awarded to the lowest price
qualified bidder, R & M Construction Limited in the amount of $586,008.00
exclusive of GST;
AND
THAT a contingency amount of $90,000 exclusive of
GST be established to cover any additional construction costs and that the
Director of
AND THAT staff be
authorized to retain Aquafor Beech Limited as preferred supplier to provide
construction inspection and contract administration services during
construction of the project to an upset limit of $53,400 exclusive of GST.
AND
THAT a contingency amount of $8,000 exclusive of
GST be established to cover any additional construction inspection and contract
administration services during construction and that the Director of
AND THAT staff be
authorized to retain Aquafor Beech Limited as preferred supplier to provide
post-construction monitoring services to an upset limit of $20,000 exclusive of GST .
AND
THAT a contingency amount of $10,000 exclusive of
GST be established to cover the cost of any
environmental testing services which may be required to be conducted by
Aquafor Beech during construction and that the Director of
AND
THAT the approved $500,000.00 fund in the Asset
Management Department Capital Works account # 58-6150-8294-005 be transferred
to a new 2008 capital account to be established within the
AND
THAT staff be authorized and directed to do all
things necessary to give effect to this resolution.
The purpose of
this report is to award the contract for phase 1 of the Pomona Mills Creek
Erosion Restoration project, to retain a consulting engineering firm to provide
contract administration, construction inspection and monitoring services for
the project and to endorse the Cost
Sharing Agreement for the project between the Town of
In September
2004, Council approved the initiation of the Pomona Mills Creek Class EA
Erosion Restoration Study, referred to herein as the Study, and the formation
of a Task Force Committee to guide the finalization of the Study and to provide
an implementation plan. The main objectives of the Study are to identify the
causes of erosion in the creek, to develop a restoration and regeneration plan
that will improve environmental conditions within the creek and provide
protection for existing infrastructure against accelerated erosion rates.
Preliminary
results of the Study were presented to Council on
The first public
meeting was held on
In late 2007, the
Region of York approached the Town on a joint venture to share the cost of
restoring 2 sites within the creek (see Attachment
‘B’). The Region’s interest is related to protecting its exposed sanitary
sewer infrastructure from on-going creek bed erosion. Both sites have been
identified in the Study for restoration in Phase I. In addition, site 1 was
identified in the Town-wide Erosion Implementation Study as a top priority site
for restoration in 2008. The exposed Region of York’s
sanitary sewer system within sites 1 and 2 needs immediate protection from
erosion.
The proposed
restoration work within sites 1 and 2 is a regular watercourse erosion
maintenance work which will be carried-out under Schedule A (pre-approved
activities) of the Municipal Class EA process. The work will be carried-out
this summer without the need to wait for the Pomona Class EA Study to be
completed.
Timing
of Construction
The completion of
the Phase I restoration work this summer is urgently needed to prevent the
Region of York’s sanitary sewer infrastructure from further erosion and
potential failure and to prevent the rapidly on-going bank erosion on affecting
private properties.
Due
to the short window for construction allowed by the TRCA, the Phase I
restoration work must commence in early July 2008 and be completed by fall
2008.
Regulatory Agency Approval
The Toronto Region Conservation Authority
(TRCA) is a member of the Task Force Committee and has participated in the
Class EA Study through several meetings.
Both the TRCA and the Region of York have reviewed and approved the
proposed Phase I restoration work.
Permit from the TRCA for the proposed work within sites 1 and 2 have
been received.
Tree
Planting
The proposed Phase I restoration work will
provide opportunities for tree planting through the Markham Trees for Tomorrow initiative. Over 130 trees and 1000 shrubs are proposed
for planting within the 2 restoration sites.
Native and non-native trees will be planted along the banks and valley
slopes of the creek to stabilize the creek banks and valley slopes.
Cost
Sharing Agreement
This project will be funded jointly by the
Region of York and the Town of
Consultant
Services
Aquafor Beech Limited has undertaken the
design and preparation of the tender for the Pomona Mills Creek Erosion
Restoration. Staff has negotiated a fee to provide full time construction
inspection, contract administration, design modifications and post-construction
monitoring services. Details regarding fees for these services are included in
the Financial Consideration section of this report.
Construction
Tender
The construction tender # 100-T-08 was
issued in accordance with Purchasing By-law 2004-341. Staff from the
BID INFORMATION
Advertised, place and date |
ETN |
Bid closed on |
|
Number of contractors picking up bid
documents |
13 |
Number of
contractors submissions |
3 |
|
Contractors |
Total Price |
1 |
R & M Construction Ltd |
$586,008.00 |
2 |
Dynex Construction |
$754,264.00 |
3 |
|
$777,257.00 |
The total cost of constructing Phase 1 of
the Pomona Mills Creek Erosion Restoration project is as follows;
Design &
TRCA’s permit fees |
$76,000.00 |
Construction
cost |
$586,008.00 |
Construction
contingency |
$90,000.00 |
Contract
Admin.& construction inspection |
$53,400.00 |
Contract
Admin.& construction insp. contingency |
$8,000.00 |
Environmental
testing contingency |
$10,000.00 |
post-construction monitoring
fees |
$20,000.00 |
|
$67,266.00 |
Total |
$910,674.00 |
The Region of York has already funded 100%
of the detailed engineering design and TRCA’s permit fees in the total amount
of $76,000. In return, the Town of
The value of each party’s contribution is
summarized as follows:
Item |
Funding excluding GST |
Town of - 50% of site 1
costs - 35% of site 2
costs - 100% of
monitoring Total |
$241,398.00 $116,157.30 $20,000.00 $377,555.30 |
Region of -100% of design
& permit fees - 50% of site 1
costs - 65% of site 2
costs Total |
$76,000.00 $241,398.00 $215,720.70 $533,118.70 |
Total Project funding |
$910,674.00 |
The following
funding sources are secured for this project:
Contributor |
Funding Source |
Amount |
Town of |
New |
$500,000.00 |
Region of |
Purchase Order
# 73770-003 |
$533,118.70 |
Total funding available |
|
1,033,118.70 |
The balance of the Town’s funding source
($500,000.00 – $377,555.30) in the amount of $122,444.70 is to be retained
within the new
The proposed
restoration work in this report supports Markham Council’s goal of Environmental Focus, as it relates to
the protection and management of our natural environment. The restoration work is also in support of
the ‘Forty Steps to a New Don’ blueprint work plan.
This report was
circulated internally to the Legal, Financial Services and Asset Management
Departments and their comments have been incorporated.
RECOMMENDED BY:
________________________ ________________________
Alan
Brown,
Jim Baird, M.C.I.P., R.P.P.
Director of
Attachment
‘A’: Pomona Mills Creek Erosion
Restoration and Habitat Enhancement
Study - Preferred
Option
Attachment
‘B’: Site Map
Attachment
‘C’: Cost Sharing Agreement
Q:\Development\Engineering\REPORTS\2008\June\Report
to DSC on Pomona Phase I Implementation 4.doc