Report No. ENG-2015-05

APPROVAL BLOCK
CAO ____________
DF ____________
DE&DS__________
ME ____________
CITY OF BELLEVILLE
Stan Czyczyro, Project Manager (BB)
Engineering and Development Services
Report No. ENG-2015-05
April 13, 2015
To:
Mayor and Members of Council
Subject:
Bay Bridge Road CP Rail Overpass and
Dundas Street West Reconstruction
2015 Redesign and Retendering
Recommendation:
THAT Section 8 of By-Law Number 2011-101, a By-Law to
Regulate Purchasing Procedures for the Corporation of the
City of Belleville be waived to accept the quotation from
Bytown Engineering-Sanchez Engineering Joint Venture in the
amount of $108,750.00 plus $14,137.50 HST for a total dollar
amount of $122,887.50 to complete the redesign and
retendering for the Build Belleville Project for Bay Bridge CP
Rail Overpass and Dundas Street West Reconstruction; and
that the Mayor and City Clerk be authorized to sign the
Acceptance Agreement on behalf of The Corporation of the
City of Belleville and that the City Clerk be authorized to affix
the Corporate Seal.”
Strategic Plan Alignment:
The City of Belleville’s Strategic Plan identifies nine strategic themes. The
recommendation within this report aligns with two of the City’s strategic themes,
“Infrastructure” and the City’s strategic objective to “Plan for and invest in new or
expanded infrastructure to establish sufficient capacity to provide for growth of
our community”; “Transportation and Mobility” and the strategic objective to “plan
and develop a safe and efficient road and transportation system that addresses
the needs of our residents and businesses”; and “Environment” and the strategic
objective to “Provide facilities and support initiatives that reduce water and air
pollution and limit noise and light pollution and ensure the availability and security
of a safe drinking water supply”.
Report No.ENG-2015-05
-2-
April 13, 2015
Background:
The City of Belleville has identified the replacement of the Bay Bridge Road
CP Rail Overhead Structure and the reconstruction of Dundas Street West,
Coleman Street to Bay Bridge Road as a Build Belleville initiative.
A contract for this work was tendered in August 2014 as CONTRACT ENG201409 Bay Bridge Road CP Rail Overhead Structure and Dundas Street West
Reconstruction with four (4) tender submissions being received. Three (3) of
these submissions were rejected based on tender irregularities with the
remaining bid being rejected and the contract canceled because this bid
exceeded the approved project budget.
Since cancellation of CONTRACT ENG2014-09, staff has completed a
comprehensive Value Engineering process to review the design and tender
documents. This process examined areas where cost savings can be realized
and identified four (4) options that could be utilized to move the project forward.
At the February 26, 2015 Capital Budget meeting, City Council accepted “Option
2”, which included amending the scope of work for the bridge and increasing the
project budget by $3,600,000 to allow the remaining elements of the project to
remain. The original project budget was $13,800,000 and with the addition of
$3,600,000.00, the revised project budget is now $17,400,000.00.
In summary, “Option 2” that was endorsed by Council identified significant
changes to the bridge design, requiring changes to the foundation design,
shortening the bridge, shifting the bridge to improve constructability, and
narrowing the bridge, simplifying the lighting and deferring some work on the Old
Bay Bridge Road. Total projected project savings using this approach were
identified as $1,200,000.00.
Financial/Analysis:
To be able to proceed with the amended project as endorsed by Council, it will
be necessary to amend the bridge design and obtain approval from Canadian
Pacific Railway (CPR) for the changes.
To address the need to amend the bridge design, Bytown Engineering –
Sanchez Engineering Joint Venture (BTE-SE-JV), who are the design engineers
for the project, were requested to provide a quotation submission and an upset
cost to complete the necessary redesign work as defined by Option 2. BTE-SEJV identified a cost of $108,750.00 plus $14,137.50 H.S.T. which includes the
necessary bridge design work, obtaining approvals from CPR and all other work
necessary to retender the project. This additional redesign cost was included in
the estimate provided for Option 2 and is therefore included as part of the overall
project budget.
BTE-SE-JV were also requested to provide an aggressive schedule that would
have construction commencing as early as possible and have identified a
schedule that would have construction starting as early as September 2015.
Report No.ENG-2015-05
-3-
April 13, 2015
BTE-SE-JV have identified this early September timeline as the most viable
schedule for the following reasons:
1. Significant redesign of the structure, namely the foundation and reduction
in the width and span. These changes require every structural analysis
step to be repeated and to have CP Rail accept the changes;
2. Amending the Construction Agreement between the City of Belleville and
CP Rail;
3. Amending the street lighting to address potential cost savings which
requires revisions to the photometric/electrical design.
It is recommended that Bytown Engineering – Sanchez Engineering Joint
Venture (BTE-SE-JV) be engaged to complete the necessary redesign work on
this project so as to allow it to proceed to construction as quickly and as
efficiently as possible. The benefit of this recommendation is that it provides for
a seamless transition in conjunction with continuity from the present assignment
to the initiative of redesigning/retendering the project as expediently as possible.
Since the value of the quotation submission in the amount of $108,750.00 plus
H.S.T. for the redesign work from BTE-SE-JV exceeds the limits prescribed in
the City’s Purchasing By-Law Number 2011-101, engaging BTE-SE-JV as
recommended will require Council to provide an exemption to the City’s
Purchasing Control By-Law. An appropriate recommendation has been provided
above.
If Council does not wish to proceed as recommended above, it would be
necessary to seek competitive bids for the redesign work by issuing a Request
for Proposals (RFP) to secure the services of a consulting engineering firm. The
timeline associated with a RFP procurement process would have a consultant
selected in August. With the time needed for that Consultant to become familiar
with the work completed to-date; and the time needed to complete the redesign
work including CP approval process, the project would not be ready to proceed to
construction until 2016. Given the deteriorating condition of the existing bridge
structure, deferral of construction until 2016 is not recommended. In any event, if
it is Council’s desire to obtain competitive bids for the redesign work, the
following resolution would be appropriate:
… “THAT staff be directed to issue a Request for Proposals to secure the
necessary design services from a consulting engineering firm to undertake
the redesign and retendering for the Bay Bridge CP Rail Overpass and
Dundas Street West Reconstruction project.” …
Report No.ENG-2015-05
-4-
April 13, 2015
Conclusion:
It is recommended for reasons of project continuity that the redesign/retendering
for the Bay Bridge Road CP Rail Overhead Structure and Dundas Street West
Reconstruction be awarded to Bytown Engineering – Sanchez Engineering Joint
Venture in the amount of $108,750.00 plus $14,137.50 HST for a total dollar
amount of $122,887.50 and an appropriate recommendation has been provided.
Respectfully submitted,
Stan Czyczyro,
Project Manager (BB)
Engineering and Development Services Department
SC/pmm