Report to: General Committee Report Date: September 8, 2008

SUBJECT: Award of RFP #172-R-08 Engineering Services related to Bullock Drive widening at the intersection with McCowan Road

PREPARED BY: Prathapan Kumar, Ext. 2989

Phoebe Fu, Ext. 3010

RECOMMENDATION:

THAT the report entitled “Engineering Services related to Bullock Drive widening at the intersection with McCowan Road” be received;

AND THAT staff be authorized to retain the highest ranked and second lowest priced bidder Morrison Hershfield Limited for detailed design and preparation of tender documents for an upset fee limit of $95,789.00 inclusive of disbursements and exclusive of GST;

AND THAT a contingency amount of $10,000 exclusive of GST be established to cover any additional design and that the Director of Asset Management be authorized to approve expenditure of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy;

AND THAT staff be authorized to retain the highest ranked and second lowest priced bidder Morrison Hershfield Limited for contract administration and construction inspection services for an upset fee limit of $56,300 inclusive of disbursements and exclusive of GST subject to satisfactory completion of the detailed design phase of the project as described in the RFP document;

AND THAT a contingency amount of $8,000 exclusive of GST be established to cover any additional contract administration services and that the Director of Asset Management be authorized to approve expenditure of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy;

AND THAT the award be funded from the available budget of $245,000.00 in 2007 Capital Budget account 058-5350-7613-005, Bullock Widening Construction Contract;

AND THAT $74,911.00 of the remaining balance in account 058-5350-7613-005 be used for relocations of existing utilities due to the construction;

AND THAT the tendering process for the relocation of existing utilities including design review and construction coordination services, be waived in accordance with Purchasing By-Law 2004-341, Part II, Section 7 (2);

AND THAT staff be authorized to issue Purchase Orders to various utilities companies for the relocation of their existing services up to a total value of $74,911.00 exclusive of GST to be funded from 2007 Capital Budget account 058-5350-7613-005;

AND THAT the award and the purchase order release of RFP# 172-R-08 Engineering Services related to Bullock Drive widening at the intersection with McCowan Road be subject to finalization of Memorandum of Understanding (MOU) between Town and GO Transit;

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 (HR, Strategic, Affected Units) 6. Attachment(s)

PURPOSE:

The purpose of this report is to obtain Council’s authorization to proceed with the detail design, and construction tendering of the Bullock Drive widening at the intersection of McCowan Road.

BACKGROUND:

In September 2005, Council endorsed a general strategy for the construction of a GO Transit parking structure on the Centennial Community Centre site. In September 2006, GO Transit and Town staff presented to Council the design of the parking structure. In February 2008, a site plan application was submitted by Earth Tech Canada on behalf of GO Transit to the Town for a proposed 3 storey (ground plus 2) parking structure with an approximate Gross Floor Area of 10,171.25 square metres (109,482.4 square feet) and a total of approximately 539 parking spaces. The proposal also contemplates a new kiss and ride area, reconfiguration of the parking lot just south west of the proposed parking structure, a new canopy for the platform area and additional landscaping next to the proposed parking structure. In June 2008, the site plan was endorsed in principle subject to conditions and finalizing of the MOU.

To support the increase traffic from the GO parking structure, intersection improvements will be required at Bullock Drive / McCowan Road. A consultant was retained to complete the preliminary design of the widening of Bullock Drive and the McCowan Road intersection to provide an eastbound double left turn lane from Bullock Drive to northbound McCowan Road. The preliminary design has been completed (Attachment ‘A’).

Bid Information:

Advertised	ETN (Electronic Tendering Network)
Bids closed on	August 22, 2008
Number picking up bid documents	10
Number responding to bid	5

Detailed Pricing Information:

Consulting Firm	Price (excl. GST)
Consulting Firm	Design Fee	Contract Administration	Total
Wardrop Engineering Inc.	$86,620.00	$52,180.00	$138,800.00
Morrison Hershfield Limited	$95,789.00	$56,300.00	$152,089.00
Cole Engineering Group Ltd.	$109,268.80	$70,007.70	$179,276.50
Stantec Consulting Ltd.	$190,062.72	$100,338.48	$290,401.20
iTRANS Consulting Inc.	$209,876.00	$109,975.00	$319,851.00

Proposal Evaluation:

The evaluation team was comprised of staff from the Asset Management Department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 20% for past experience of consulting firm, 20% for qualifications and experience of the lead consultant and project team, 30% for project delivery and 30% for price, totalling 100%, with resulting scores as follows:

Consulting Firm	Score (out of 100)	Rank Results
Morrison Hershfield Limited	90.4	1
Wardrop Engineering Inc.	86.0	2
Cole Engineering Group Ltd.	80.2	3
Stantec Consulting Ltd.	70.3	4
iTRANS Consulting Inc.	69.0	5

Although the bid price from Wardrop Engineering Inc. is the lowest, their overall ranking is the second among the five bidders. Morrison Hershfield Limited have completed numerous design and contract administration projects with similar scope for the Town, Region of York and Peel Region within the last ten years with satisfactory results. Staff is confident that Morrison Hershfield will provide satisfactory services to the Town for this project. Morrison Hershfield Limited’s bid is 9.6% higher than the low bid.

OPTIONS/ DISCUSSION:

Preliminary Design Bullock Drive Widening at McCowan Road

A consultant was retained to complete the preliminary design of the widening of Bullock Drive at the McCowan Road intersection to provide an eastbound double left turn lane from Bullock Drive to northbound McCowan Road. The design has been completed and the estimated cost for the work is $1,000,000. This preliminary design was submitted to the Region of York for their approval.

Property Acquisition

Property is required on the north side of Bullock Drive (east of McCowan Road) from the Loblaws Properties Limited at 200 Bullock Drive. According to staff recommendation report to DSC on June 28, 2005, the Site Plan Application (SC. 04-006664) was approved subject to the following conditions: “That the Owner convey to the Town the required land to accommodate the intersection improvement on the north east corner of Bullock Drive and McCowan prior to development approvals, to the satisfaction of the Commissioner of Development Services;”. To date, Loblaws have not executed the site plan agreement, therefore staff will initiate discussions with Loblaws on the need to convey the required lands to the Town for the purpose of the intersection improvement.

Cost Sharing Agreement with Region of York and GO Transit

In the 2007 Capital Budget process, a preliminary construction estimate of $640,000 was used for budget request purposes. The Region of York has approved contributing $150,000 to the intersection improvement of Bullock Drive and McCowan Road (Attachment ‘B’ May 25, 2006 Council adopted Clause No. 4 in Report No. 6 of the Transportation and Works Committee). The remaining $490,000 was to be shared between the Town and GO Transit. The Town’s share of $245,000 has been approved in the 2007 Capital Budget (058-5350-7613-005, funded from Gas Tax).

Upon completion of the preliminary design work, the cost of the detailed design and construction is estimated to be $1,000,000. This may result in a funding shortfall of $360,000. Upon completion of the detail design and construction tendering, the actual project cost will be determined. If the actual project cost exceeds the current capital project estimate of $640,000, Staff will initiate discussions with Region of York to explore opportunities to increase their share of the total project costs.

At the preparation of this report, Town received initial commitment from GO Transit that the MOU between the Town and GO will be finalized. GO Transit indicated that they will be committing $375,000 for the intersection improvement project.

Based on the information above the cost sharing between Region of York, GO Transit and the Town is as follows:

	Estimates as identified in Capital Project #7613		Revised Estimate
	Costs	Comment	Costs	Comment
Total Estimated Costs	$ 640,000	Based on preliminary design estimate	$ 1,000,000
Region of York	$ 150,000	May 25, 2006 - Clause #4, Report #6 Transportation and Works Committee	$ 150,000	Staff to pursue additional funding
GO	$ 245,000	Assumed 50/50 Cost sharing	$ 375,000
Town	$ 245,000	Assumed 50/50 Cost sharing	$ 475,000	Capital Budget request #9232 $1,000,000 (including Carry forward #7613 for $640,000)
Total Funding	$ 640,000		$1,000,000

Detail Design and Construction Tendering

GO Transit has indicated that the construction of the parking structure will start in the spring of 2009 with anticipated completion in the fall of 2009. Therefore, the intersection improvement to support the opening of the parking structures has to be completed in summer 2009.

FINANCIAL TEMPLATE:

The following table is a summary of the financial considerations for this report:

Original Budget and Account #	$245,000	058-5350-7613-005, 2007 Capital Budget (Town’s portion of $640,000 capital request)
Current Budget Available (unspent)	$245,000
Less Cost	($152,089)	Awarded to Morrison Hershfield Limited
Less Contingency	($ 18,000)
Budget Remaining	$ 74,911	Remaining balance to be used for utility relocates

ALIGNMENT WITH STRATEGIC PRIORITIES:

The increase of GO Transit parking spaced at the Centennial CC will increase the service level for alternative mode of transportation within Markham, and provides a more sustainable growth of the community.

DEPARTMENTS CONSULTED AND AFFECTED:

The Legal Department and Finance Department have been consulted, provided input and reviewed this report.