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HomeMy WebLinkAboutEGD-006-14 Clarington REPORT ENGINEERING DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 20, 2014 Resolution#: -0(13-1(11 By-law#: Report#: EGD-006-14 File#: Subject: OLD SCUGOG ROAD CULVERT REPLACEMENT, BOWMANVILLE, CONTRACT NO. CL2013-09 RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report EGD-006-14 be received; 2. THAT capital project over-expenditures in the amount of$46,269.18 be approved for the Old Scugog Road Culvert Replacement Contract No. CL2013-09; 3. THAT remaining funds from the 2013 Structure Rehabilitation Budget be used to offset over-expenditures for Old Scugog Road Culvert Replacement Contract No. CL2013-09; 4. THAT the Department of Engineering Services pursue compensation from Bell Canada for extra costs relating to their oversight in reporting the location of all Bell services within the project Ii its. ° } c Submitted by: Reviewed by: - A.S. Cannella, C. .T. Franklin Wu, Director of Engineering Chief Administrative Officer Services ASC/RA/dv/jb January 14, 2014 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: EGD-006-14 PAGE 2 1. PURPOSE 1.1. The purpose of this report is to recommend approval of expenditures in excess of the additional expenditure limit provided in Administrative and Corporate Policy H17—Capital Project Over-expenditures—that were incurred on Old Scugog Road Culvert Replacement, Contract No. CL2013-09. 2. BACKGROUND 2.1. Construction of the Old Scugog Road Culvert Replacement was completed by Norenco Contracting Ltd. on Sept. 19, 2013. The site is approximately 200 m south of Concession Rd 9. The total estimated project cost approved by Council during the award of the tender was $226,000.00 (see Attachment 1 for details). During construction, the project ran into a number of issues, which are described in detail below, and total project costs are now estimated to be $272,269.18. This has created an over expenditure of$46,269.18 that is over the $25,000 contingency allowance limit for projects within the $250,000 cost range authorized in Policy H17 that can be approved by department directors. 2.2. Extensive negotiations with the contractor regarding Extra Work Orders were undertaken to lessen the financial impact on the Municipality of Clarington. At this date, final payment has not yet been forwarded to the contractor, pending Council approval of the additional funding required to cover these extra costs. 2.3. Despite the unexpected work required to complete the project, staff were able to work with the Contractor to ensure that the construction was completed on schedule which was critical due to the working restrictions in the vicinity of a watercourse. In-water works were completed prior to the Department of Fisheries and Oceans (DFO) September 15th end-date for in-water works. Adherence to the in-water works timing window was critical to avoid charges under the Fisheries Act. 2.4. The details of the $46,269.18 in extra charges are provided as follows: Bell cable excavation and relocation: Two Bell cables were found during the excavation for the culvert which were not identified by Bell prior to construction. Extra work involved hand digging to expose the cables, excavation along the length of the cables to achieve enough slack to relocate the cables around the new culvert and using a vacuum truck to safely excavate post holes so that the unidentified Bell cables were not damaged. Construction and removal of temporary bike path: The Engineering Services Department was contacted by the United Way to request that cyclists be allowed to pass through the construction site as part of their Ride 4 United Way event due to the significant detour that would be required if they could not use Old Scugog Road. In order to assist with this event, that has considerable benefits for the local community, Clarington agreed to construct a gravel bike path around the REPORT NO.: EGD-006-14 PAGE 3 construction site in order for the event users to pass through the site safely and, following the event, the path was removed and the affected grounds restored. Removal of second laver of asphalt: The tender called for removal of 50 mm of surface asphalt. Additional asphalt was discovered at a depth of approximately 200 mm below the surface during excavation which had to be removed and disposed of as part of the work. Structure over-dig and backfill due to old timber cribbing and poor subgrade: During excavation for the culvert, old timber cribs and unsuitable clay subgrade were encountered which needed to be removed, resulting in a larger than anticipated excavation. The timber cribs were likely part of an old bridge structure. The excavation also had to go deeper than anticipated to remove clay subgrade material in order to have a stable base for the new culvert and gabion retaining walls. This poor material was outside of the location of our soils investigation and therefore not able to be identified during the design phase. 3. DISCUSSION 3.1. Extra Work Orders Related to Bell Oversight Two Bell cables were found during the excavation for the culvert which were not identified by Bell prior to construction. During the design stage, existing conditions drawings are sent to the utility companies for them to mark-up any buried plant that was not visible during the survey. Bell did not identify the location of the cables, because they did not have them in their own records. Because there was no record of the cables, they were also not identified on site through the `One Call' locates process which is done before the Contractor starts excavation. Bell was not able to mobilize their crews to the site quickly to relocate the cables, so in order to have the work completed within the allowable working window for the watercourse; the Municipality's Contractor had to do their best to work around them. Unfortunately this resulted in them incurring extra costs, which are passed on to the Municipality. The Engineering Services Department will be pursuing collection from Bell for a share of the extra costs associated with the Bell cables. Had the cables been identified by Bell during the design stage, the Municipality would have required that Bell re-locate them prior to construction and the Municipality would have been responsible for a share of the cost; this would have been included in the total project cost reported to Council. The Municipal Access agreement with Bell outlines the cost sharing arrangement for relocation work between the Municipality and Bell. Cost recovery from Bell will reduce the extra costs to be incurred by the Municipality; this has not been included in the costs described in this report as the funds have not yet been secured. It is estimated that the charges to be recovered from Bell would be in the order of roughly $10,000. REPORT NO.: EGD-006-14 PAGE 4 3.2. Temporary Bike Path Members of the Bike Friendly group who were involved in the Ride 4 United Way event were notified in a meeting in early July that Old Scugog Rd would be closed for the culvert replacement. Based on the contractor's construction schedule, there was a chance that the road would not be open by the date of the event on Aug. 25. Due to some of the other problems encountered on this project, there were delays in construction. Clarington staff was contacted on Aug 19 by United Way to ask if it would be possible to allow the cyclists to pass through the construction site. A detour would have required maps to be re-printed and would have resulted in a considerably longer route. It was agreed that the participants would be permitted to walk their bikes through the site using a temporary gravel path. 3.3. Remaining Extra Work Orders A geotechnical investigation was undertaken during the design of the culvert replacement, and it was determined from the boreholes and analysis that the soil had adequate bearing capacity to support the culvert. There is always a risk that there are unforeseen subsurface conditions. While we try to account for the underground conditions it is not practical or possible to identify all subsurface issues prior to construction. It is not unusual for there to be extra costs associated with underground work; however, there were a number of issues at this site which, in combination, were more expensive than most projects. 4. CONCURRENCE This report has been reviewed by Nancy Taylor, Director of Finance/Treasurer, who concurs with the recommendations. 5. CONCLUSION 5.1. Several other structure rehabilitation contracts were issued under the 2013 Structures Rehabilitation budget, all of which were completed under budget, with one project being deferred to 2014. It is recommended that remaining funds from the 2013 Structures Rehabilitation budget be used to fund the $46,269.18 over- expenditure incurred on the Old Scugog Road Culvert Replacement project. 5.2. Engineering Services will continue to pursue cost recovery with Bell for the extra costs of working around the Bell cables which were not identified by them within the project limits. REPORT NO.: EGD-006-14 PAGE 5 CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Ron Albright, Manager, Infrastructure and Capital Works Attachments: None List of interested parties to be advised of Council's decision: Not Applicable