Committee of the Whole Meeting August 23, 2021 Report #ENG-2021-29 7th Line Road Improvements Utility Relocations Recommendation That Report #ENG-2021-29 be received; And further that Hydro One Networks Inc. be retained to undertake the electrical utility relocation works as part of the 7th Line road improvement works, in accordance with the amended Town Procurement of Goods and Services (Purchasing) Policy (By-law 2014- 100) as a sole source procurement, for the amount of $249,588.50 plus HST; And further that Bell Canada Enterprises Inc. be retained to undertake the communications utility relocation works as part of the 7th Line road improvement works, in accordance with the amended Town Procurement of Goods and services (Purchasing) Policy (By-law 2014-100) as a sole source procurement, for the amount of $62,224.56 plus HST; And further that Triton Engineering Services Ltd. be retained to provide contract administration and inspections required for all utility relocation works as part of the 7th Line road improvement works, in the amount of $5,421.60 plus HST; And further that a project contingency allowance in the amount of $31,800.00 be approved for the project and to be administered in keeping with Section 5, Subsection 2 of the Capital Project Administration and Reporting Policy; And further that a by-law be enacted authorizing the Mayor and Clerk to sign the appropriate documents and agreement, respecting the above noted works. Objective The purpose of this report is to recommend to Council to retain Hydro One Networks Inc. (Hydro One) and Bell Canada Enterprises Inc. (Bell) to undertake utility relocations in addition to the retainment of Triton Engineering Services Ltd. (Triton) to provide contract administration and inspections for all utility relocation works as part of the 7th Line Road Improvement works. Background At the Committee of the Whole Meeting on September 9, 2019, Staff brought forward Report #ENG-2019-33 regarding the award of RFP19-15. The award was for the pre- engineering and design services by Triton for the 7th Line road improvement works
Transcript
Committee of the Whole Meeting August 23, 2021
Report #ENG-2021-29
7th Line Road Improvements Utility Relocations
Recommendation
That Report #ENG-2021-29 be received; And further that Hydro One Networks Inc. be retained to undertake the electrical utility relocation works as part of the 7th Line road improvement works, in accordance with the amended Town Procurement of Goods and Services (Purchasing) Policy (By-law 2014-100) as a sole source procurement, for the amount of $249,588.50 plus HST; And further that Bell Canada Enterprises Inc. be retained to undertake the communications utility relocation works as part of the 7th Line road improvement works, in accordance with the amended Town Procurement of Goods and services (Purchasing) Policy (By-law 2014-100) as a sole source procurement, for the amount of $62,224.56 plus HST; And further that Triton Engineering Services Ltd. be retained to provide contract administration and inspections required for all utility relocation works as part of the 7th Line road improvement works, in the amount of $5,421.60 plus HST; And further that a project contingency allowance in the amount of $31,800.00 be approved for the project and to be administered in keeping with Section 5, Subsection 2 of the Capital Project Administration and Reporting Policy; And further that a by-law be enacted authorizing the Mayor and Clerk to sign the appropriate documents and agreement, respecting the above noted works.
Objective
The purpose of this report is to recommend to Council to retain Hydro One Networks Inc. (Hydro One) and Bell Canada Enterprises Inc. (Bell) to undertake utility relocations in addition to the retainment of Triton Engineering Services Ltd. (Triton) to provide contract administration and inspections for all utility relocation works as part of the 7th Line Road Improvement works.
Background
At the Committee of the Whole Meeting on September 9, 2019, Staff brought forward Report #ENG-2019-33 regarding the award of RFP19-15. The award was for the pre-engineering and design services by Triton for the 7th Line road improvement works
Report #ENG-2021-29, August 23, 2021 located on the 7th Line between Sideroad 10 and Sideroad 15. This project was identified in the 2018 Road Needs Study for reconstruction. As part of the 7th Line road improvement preliminary design, Triton determined that various existing utility relocations would be required on the 7th Line to facilitate the proposed road profile and reconstruction works. The proposed utility relocations works are entirely located within the current right of way allowance which allows the works to proceed prior to the completion of the land acquisitions for the project. Hydro One and Bell are the utility authorities of the electrical and communication plants, respectively, located on the 7th Line. As such, they have been involved in the utility relocation preliminary and detailed design coordinated through Triton. Given their ownership of the respective utility plants, the undertaking of the utility relocations works would be solely under their jurisdiction.
Comments and Considerations
The objective of the 7th Line road improvements is to reconstruct 3.1kms of road between Sideroad 10 and Sideroad 15 to current Town standards. The proposed rural cross-section will result in widening the road platform with improvements to shoulders and ditches. This requires the relocation of 51 electrical poles/lines owned by Hydro One in addition to Bell communications cable/plants through the project limits. A location plan showing the project limits is included as Attachment #1. Hydro One provided a quotation for their proposed utility relocation work, dated July 5, 2021, and included as Attachment #2. Bell provided a quotation for their proposed utility relocation work, dated February 2, 2021, and included as Attachment #3. All associated costs provided by both utility Authorities, have been provided in accordance with the Public Service Works on Highways Act R.S.O. 1990, Chapter 49. Remaining outstanding is the natural gas utility relocations by Enbridge Gas Distribution Inc.(Enbridge). This is due to a backlog and shortage of resources to complete projects already in their queue for this year. In review, Triton has advised that their proposed work could be accommodated with minimal interference to align with the 7th Line road construction work schedule in spring of 2022, subject to Council's approval. A separate award report for the gas utility relocations will be provided at a later date as required. Hydro One and Bell anticipate to commence the proposed utility relocation works by November 2021 and completion by early March 2022. Both utility authorities advised that they could undertake the works through the winter season.
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Report #ENG-2021-29, August 23, 2021 Part time contract administration and inspection services by Triton will be required during the utility relocation works in keeping with their letter, dated July 19, 2021, included as Attachment # 4.
Financial Considerations
The utility relocation component of the 7th Line road improvement works is being funded by the Gas Tax reserve fund. The 2021 approved Capital Budget Summary Sheet #21055 and carry forward Budget Sheet ENG 3190004.1 are included as Attachments #5 and #6, respectively. The award of these services is in accordance with the amended Procurement of Goods and Services (Purchasing) Policy (by-law 2014-100) as per Section IV, Subsection 3 "Sole Source Procurement". Based on the quotations noted above, the Town’s apportioned share is as follows:
Description - Utility Relocation Costs Cost Hydro One - Electrical Utility Relocations (50% share) $249, 588.50 Bell - Communication Utility Relocations (50% share) $62,224.56 Triton - Utility Relocations Part-time Contract Administration & Inspections $5,421.60 Sub-Total Cost of Project $317,234.66 Project Contingency (10%, rounded up) $31,800.00 Total Cost of Project $349,034.66 Net HST Impact (1.76%) $6,143.01 Net Total Cost of Project $355,177.67 Capital Budget Project Sheet #21055 $598,000.00 Capital Carry-Forward Budget Project Sheet ENG 3190004.1 $256,100.00 Less Land Acquisitions - Expenditures To date (Report ENG#2021-24) $55,010.00 Less Land Acquisitions - Projected Expenditures (Report ENG#2021-24) $22,000.00 Total Project Variance $421,912.33
The total budget of the utility relocation works remains in a favourable variance of $421,912.33. The remaining funds will be required for the gas utility relocation work by Enbridge anticipated to proceed in spring of 2022. As part of this Capital project, Staff are requesting a project contingency of $31,800 (10%) plus applicable HST be approved. Approval of amendments to the scope of work requiring use of contingency funds will be in keeping with Section 5, Subsection 2 of the Capital Project Administration and Reporting Policy. This project involves the relocation of electrical and communication utilities that potentially requires working around other unknown utilities within the Town's right of way corridor. Further, the relocations are dependent on the services provided by these external utility Authorities. As such, the
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Report #ENG-2021-29, August 23, 2021 utility quotations included as Attachments #2 and #3 respectively, note that the quotations are cost estimates and the actual costs invoiced to the Town would not be known until completion of the works. In keeping with the Contingency Matrix Guide Table of the Capital Project Administration and Reporting Policy, approval of 10% contingency is recommended to address unidentified concerns and risks that may be presented as the work progresses. Respectfully submitted:
_________________________________ Frank Craparotta, C.E.T Project Manager
Attachments: □ Attachment #1 - Location Map □ Attachment #2 - Hydro One Cost Estimate □ Attachment #3 - Bell Cost Estimate □ Attachment #4 - Triton Utility CA Fees □ Attachment #5 - 2021 Project Summary Sheet - Utility Relocations □ Attachment #6 - Capital Project Sheet - Utility Relocations & Land Acquisitions Approved By: Department: Status: Rick Vatri, C.E.T., Director of Engineering and Development
Engineering Approved - 18 Aug 2021
Lori Bedford, GM of Corporate Services/CFO
Corporate Services Division Approved - 19 Aug 2021
Bruce Hoppe, MCIP, RPP, GM, Infrastructure & Development
Infrastructure and Development Division
Approved - 19 Aug 2021
Blaine Parkin, P. Eng., CAO CAO Approved - 19 Aug 2021
Town of New Tecumseth 10 Wellington St E Alliston, ON L9R 1A1 Attention: Frank Craparotta
Dear Mr. Craparotta:
Request for Line Relocate – P19-15 - 7th Line Improvements between Side Rd 10 and Side Road 15
The Hydro One Networks Inc. (“Hydro One”) line relocation design and cost estimate for the aforementioned project are as follows:
The Town of New Tecumseth (the “Road Authority”) will be responsible for labour and/or material costs for work within the Road Authority corridor and private property (including costs of acquiring property rights) as per Public Service Works on Highways Act R.S.O. 1990, Chapter 49 as detailed below:
50% Labour Cost Estimate Description of Work: Relocate and reframe ~ 51 poles for road grading and improvements
Total Cost of Work Road Authority Estimated Cost
Labour Hours = 2226.63 $148,271.29
TWE Costs $ 89,313.54 $ 44,656.77
Third Parties Costs $113,320.87 $ 56,660.44
Sub-Total $249,588.50
HST (If Applicable) $ 32,446.50
Total Estimated Cost Payable by Road Authority $282,035.00
Important Notes Regarding Estimated Cost & Timelines
• Hydro One will invoice the Road Authority as per the Public Service Works onHighways Act R.S.O. 1990, Chapter 49 for all associated costs.
• Hydro One will provide an explanation of variance where the projects constructed costsexceed the estimated cost by ± 10%. No explanation of variance will be provided forvariances of $1000.00 or less.
Attachment #2
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R02 December 1, 2011
• The above estimated costs assume that the Road Authority will have obtained project approval and will deliver to Hydro One the Moving of Utilities Financial Breakdown (“MOU”) and Letter 7 within 120 days from the date of this letter. After receipt of the MOU, Hydro One will require a lead-time of 90 of days for ordering material, assigning resources, etc. to prepare for start of construction, based on a total project cost of $758,519.86.
• This estimate assumes normal crew complement and deployment.
• It may be possible to shorten construction timelines, by using an alternate complement and deployment of crews. Such an alternate plan will require re-calculation of the cost estimate to include additional labour costs.
• Should a scope change occur at any time after the MOU letter has been issued, Hydro One may need to re-estimate costs and have Road Authority re-issue a MOU letter for scope change.
This information is provided to assist in project timeline definition and in the interest of avoiding project completion date disputes. Should the Road Authority wish to proceed with this work, please issue MOU and Letter 7 to the Hydro One office as indicated above. Please refer to 4.2.7 in Municipal Road Relocation Procedure. If there are any questions or concerns regarding this information, please contact Diana Coulas, Zone Distribution Planning Technician for Hydro One at 226-705-5000 extension 4768. Sincerely,
Gianni DiFilippo Director, Distribution Lines Work Management Hydro One Networks Inc.
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BC9032A
Custom Work Consent
Customer Name Municipality of New Tecumseth Network # J37750
PO Number Date of Preparation 20210202
Billing Address Frank Craparotta Exchange BTONON9010 Wellington ST, E Work Location
1. TimelinePlease return this signed consent form to Bell Canada’s
Engineering Office by: 20210205
2. ChargesThe costs to be borne by the customer for the initial assessment of the Work requested will be:
$62,224.56 Initial Assessment Fee (before taxes)
$8,089.19 Plus Taxes Tax Exempt? No
$70,313.75 Initial Assessment Fee (with taxes)
3. Consent
PerPrint Name of Company and/or Individual Signature
7th Line, Beeton. From 10th Sdrd to 15th Sdrd
Work involves relocation of Bell equipment along 7th sideroad for road works improvement done by the municipality. Work will include:600m +/ directional bore600m +/ placement of underground cableGrade Level Box placement x3Pedestal replacementsSplicing of new and old copper cablesRemovals of cables and pedestals
By signing this form, I hereby consent to bear the costs of the Initial Assessment Fee requested for the Workdescribed above. If, after the site visit and further investigations, the Work proceeds and further costs areincurred, these initial fees will be credited to my final invoice for the cost of the Work.
Doug Austin, Manager of Capital ProjectsTown of New Tecumseth
July 20, 2021Date: ___________________________________
Line
Attachment #3
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fcraparotta
Cross-Out
4. Additional Information
Name Telephone
Address Fax
, , Email
If you require additional information, contact the Bell Implementation Office as provided below. Please returnthis Consent and the deposit if applicable to:
PAYMENT INSTRUCTIONS ONLY FOR ATLANTIC PROVINCES: If you are in agreement with the terms outlined, please forward a copy of this signed quotation and forward payment to the address below:
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July 19, 2021
Town of New Tecumseth 10 Wellington St. East, ALLISTON, Ontario L9R 1A1
Attention: Frank Craparotta, C.E.T. Engineering Co-ordinator
Re: Engineering Agreement – P19-15 7th Line Road Improvements Town of New Tecumseth Our File: M6704A
Dear Sir:
Utility relocations are required as part of this project due to the improvements to the vertical curves and sideslopes. Hydro One will be installing new poles for the length of the project, Enbridge will be relocating two sections of high-pressure steel main and nine services, and Bell will be relocating three sections of cable and five services. The Contract for this project includes a $5,400.00 line item for Utility Relocation Contract Administration and Inspection based on part time inspection services.
With only Hydro One and Bell scheduled to proceed with their relocation work in 2021 and Enbridge scheduled to complete their work in 2022, it can be expected that this line item will be split as follows:
2021 Utility CA and Inspection: $4,320.00 2022 Utility CA and Inspection: $1,101.60
The 2022 fee includes a 2% increase from the proposal rates as per the Contract.
We would be pleased to review this with you at your request.
Yours very truly,
TRITON ENGINEERING SERVICES LIMITED
Taylor Kramp, P. Eng.
Attachment #4
Total: $5,421.60, +HST
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Project Number 3-65-580-21055 Title 7th Line Road Improvements - SR10 to SR15 - Utility Relocation
Asset Type Sub Department 65-580 - CAPStart Date 2021-03-01 Completion Date 2021-12-31Manager Partner
Year Identified 2021
Lock Status No
RegionsDescription This project is for the 7th Line road utility relocation works from Sideroad 10 to Sideroad 15, including contract administration and inspection services.
The full length road construction phase is planned for 2022.Comments The 7th Line road improvement design from Sideroad 10 to Sideroad 15 was included as part of the 2019 Road Improvements Program, which includes three road segment ID's
#16963A, #16963B and #16963C. A 5% Covid-19 impact is included in the project costs as per recommendation of the design consultant. The full length road construction phase is planned for 2022.
This project will be funded largely from Gas Tax, OCIF and Debentures. As the majority of construction invoices are anticipated in 2022, 2021 Gas Tax and OCIF allocations will be earmarked and carried over into 2022 to ensure adequate funding.
Scenario DetailsBudget Year 2021
Project Status Department Estimate
Name 3-65-580-21055 - 7th Line Road Improvements -SR10 to SR15 - Utility Relocation: Main
DescriptionComments
Lock Status No
Active No
Justification
Justification T, part of the Pavement Asset Management program (PAMP).
Year Total Expenditure Total Funding Source Difference2021 598,000 598,000 -
598,000 598,000 -
Annual Totals
Prior Year ComparisonObject Percent Change 2020 Amount 2021 AmountFunding Source
Project Scenario Summary3-65-580-21055 - 7th Line Road Improvements - SR10 to SR15 - Utility RelocationReport data returned based on the user's security permissions.
Project Scenario Summary3-65-580-21055 - 7th Line Road Improvements - SR10 to SR15 - Utility RelocationReport data returned based on the user's security permissions.
