CITY OF PORT MOODY AGENDA

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1 CITY OF PORT MOODY AGENDA TAKE NOTICE THAT a Special Council Meeting of the Council for the City of Port Moody will be held in the Brovold Room, City Hall, 100 Newport Drive, Port Moody on Thursday, August 9,2007 COMMENCING at 5:15 p.m. Kelly Kenney City Clerk CALL TO ORDER 2. NEW BUSINESS IOCO ROAD RECHLORINATION FACILITY-TENDER AWARD 2.1 Report: Engineering, Parks & Operations dated August 7, 2007 File: Recommendation: THAT staff be authorized to award the construction contract for the loco Road Re-chlorination Facility to Westport Construction. Group Inc. for $396, including GST; AND THAT the estimated budget shortfall of $216, be funded from the Water Operating Reserve Fund. Special Council Meeting Thursday, August 9,

2 CITY OF PORT MOODY REPORT/RECOMMENDATION TO COUNCIL DATE: August 7, 2007 File No SUBMITTED BY: SUBJECT: Engineering, Parks & Operations loco Road Rechlorination Facility - Tender Award PURPOSE: The purpose of this report is to seek Finance Committee authorization to award the contract for the loco Road Rechlorination Facility. BACKGROUND: In response to new national guidelines and Fraser Health requirements, the city retained Dayton & Knight Ltd. in October 2005 to investigate the low chlorine concentration in the water distribution system (e.g. reviewing historic water quality data, sampling, etc.) and to develop options for re-chlorinating the water. In July 2006, the consultant completed the review and identified priority locations at the western end of loco Road which are vulnerable to low chlorine residuals (<0.2 mg/1). It was determined that re-chlorination of the distribution system at this location would be the most effective to increase chlorine level. The city directed the consultant to prepare predesign plans, report and cost estimates. On November 28,2005, the city's application to the BC Community Water Improvement Program (BCCWIP) for this project was approved for a maximum provincial contribution of $193,333. In addition, Finance Committee allocated a capital funding of $95,000 in In September 2006, the consultant completed the pre-design report for a re-chlorination facility with a capital cost estimate of $369,500. With the anticipated budget shortfall, uncertainty of escalating construction costs and provincial grant timeline, staff requested Finance Committee authorization to proceed with detailed design and tendering and report back if any additional funding is required once tendered prices are received. On October 3,2006, the Finance Committee approved the following recommendations: THAT staff proceed with detailed design and tendering of the Water Re-chlorination Station and report hack to the Finance Committee if a budget adjustment is required. #44218 v1 - loco Road Rechlorination Facility

3 Subject: loco Road Rechlorination Facility - Tender Award Page 2 The consultant has now completed the detailed design including site works, underground piping, masonry block building and accessories, specialty hypochlorite generation system, mechanical systems and electrical works. The detailed engineering estimate for the construction contract is $355,600 plus GST. The environmental consultant, Jacques Whitford-AXYS, recommends that the site works be conducted in late August and September to minimize potential impact to both fisheries and wildlife. Tender Results Four tender bids were received and opened on August 7,2007 for the construction of the re-chlorination facility. The results are listed as follow: Total Tender Tenderer Tender Price GST Price Westport Construction Group Inc. $374, $22, $ 396, RJF Contracting $397, $23, $ 421, Mitchell Installation Ltd. $471, $28, $500, Mutual Construction (2000) Ltd. $516, $30, $ 547, The lowest tender price of $ 374,200 (excluding GST) is 5.2% higher than the consultant's estimate of $355,600 but is reflective of the busy construction market. The lowest tenderer, Westport Construction Group Inc., is an experienced contractor for this type of project. Westport Construction Group Inc has completed similar waterwork projects and Dayton & Knight is familiar with their works. Dayton & Knight recommend that the contract be awarded to Westport Construction Group Inc. The project is scheduled for completion in late BUDGETARY IMPACT: Total funding for the project is as follows: BCCWIP Funding Grant $193,333 CWT05062 Chlorine Booster Station $ 95,000 Total Funding $288,333 Project Costs (excluding GST):

4 Subject: loco Road Rechlorination Facility - Tender Award Page 3 Chlorine Residual Sampling Program (2005/06) $ 20,000 Consulting Fees - Detailed Design & Tendering $ 55,000 Consulting Fees - Environmental Impact Assessment & Monitoring $ 9,000 Consulting Fees - Project Management, Inspection & Geotechnical $ 28,000 Class 'A' Cost Estimate (Dayton & Knight Ltd. July 19/07) $374,200 Contingency (5%) $ 18,700 Total Projected Cost $504,900 Estimated Shortfall ($216,567) Staff is requesting authorization to award the contract to lowest qualified tenderer, Westport Construction Group Inc., based on the tender price of $374, (excluding GST). The project shortfall is recommended to be funded from water operating reserve fund. Staff will continue to explore eligibility of additional grants and/or new grant programs to off-set some of the increased project costs. COUNCIL STRATEGIC PLAN OBJECTIVES: Providing affordable and trouble-free delivery of core service is key priority under Excellence in Service Delivery of the 2006 Council Strategic Plan. POLICY IMPLICATIONS: Council approval is required to award tenders in excess of $250,000 (Policy ). ALTERNATIVES: 1. Do not proceed further with the project. Not proceeding with the project will result in the city forfeiting the available BCCWIP grant and as well jeopardizing future issuance of water operating licenses by the Fraser Health Authority to the city. It will also result in water quality that would likely fall below national guidelines; thus requiring more frequent staff call-out's. Improving water quality in peripheral areas such as Pleasantside and Sunnyside is a key objective. RECOMMENDATION: THAT staff be authorized to award the construction contract for the loco Road Rechlorination Facility to Westport Construction Group Inc. for $ 396, including GST;

5 Subject: loco Road Rechlorination Facility - Tender Award Page 4 AND THAT the estimated budget shortfall of $216,567 be funded from the Water Operating Reserve Fund. Prepared By: Approved for Submission to Finance Committee Bri^Ca^rter Manager of Operations Gaetan Royer City Manager Supervisor (Initials) [Name] Dept. Head (Initials) E.Wat, Dir. of Engineering, Parks & Operations CORPORATE REVIEW COMMITTEE REVIEW Clerk's Department Community Services Economic & Strategic Development Engineering, Parks & Operations Finance Fire & Rescue Human Resources Library Planning.& Development Police Services FINANCE COMMITTEE AGENDA INFORMATION Finance Committee Date: Item#[ ]

Committee of the Whole Agenda

1 Committee of the Whole Agenda The agenda for the Freestanding Committee of the Whole (Corporate Administration & Finance Committee - Budget) meeting to be held in the Council Chambers of the Municipal