|
CITY OF VANCOUVER ADMINISTRATIVE REPORT | |||
Date: |
November 1, 2004 | |||
Author: |
Glen Hodges | |||
Phone No.: |
604.325.2623 | |||
RTS No.: |
04623 | |||
CC File No.: |
5127 | |||
Meeting Date: |
November 16, 2004 | |||
TO: |
Vancouver City Council |
FROM: |
Mountain View Cemetery Committee in consultation with Director, Facility Design & Management |
SUBJECT: |
Mountain View Cemetery - Initial Implementation Plan - Adjustment of Design Budget |
RECOMMENDATION
A. THAT Council increase the approved contract amounts of the design for Phase I of Mountain View Cemetery Master Plan by $459,545 to a total of $1,346,335; source of funding to be the cemetery business plan approved by Council on July 8, 2004.
B. THAT the Director of Facility Design & Management, in consultation with the Mountain View Cemetery Committee and the Director of Legal Services, be authorized to enter into consulting contracts with the following consultants:
i. E. Lees and Associates Consulting Ltd. for the infrastructure, landscape and memorialization improvements at a fee of $421,280 and estimated disbursements of $20,000 exclusive of GST;ii.
iii. Birmingham and Wood, Architects for building design at a fee of $630,555 and estimated disbursements of $48,000 exclusive of GST; and
iii. BTY Group for costing services at a fee of $57,500 and estimated disbursements of $2,000 exclusive of GST.
GENERAL MANAGER'S COMMENTS
The General Manager of Community Services RECOMMENDS approval of A and B.
COUNCIL POLICY
· Consulting contracts over $30,000 are to be awarded by Council.
PURPOSE
The purpose of this report is to seek Council's approval to increase the design budget by $459,545, to include delivery and project management and to award separate contracts for the infrastructure, landscape and memorialization improvements, building design and costing services to E. Lees and Associates Consulting Ltd.; Birmingham and Wood, Architects and BTY Group, respectively.
BACKGROUND
On July 8, 2004 Council approved the implementation of Phase I of the Mountain View Cemetery Master Plan at an estimated cost of:
i) $5,649,000 for the infrastructure, landscape and memorialization improvements and
ii) $6,555,000 for the development of the Customer Service Centre; the Operations Centre and the Celebration Room
Council also approved the retention of the development team of E. Lees and Associates Consulting Ltd., Philips Farevaag Smallenberg, BTY Group and Birmingham and Wood, Architects to undertake the detailed design and costing of the buildings and infrastructure at a cost of $906,290 plus applicable taxes.
This amount was intended to cover the costs of developing the project to the point of tendering. Once tender packages were prepared a report would be brought to Council confirming the construction costs and seeking an additional contract amount for the consulting fees required for the delivery and project management required for construction.
DISCUSSION
PROJECT BUDGET
The original project budgets (hard and soft costs) were estimated at $5,649,000 for the infrastructure, landscape and memorialization improvements and $6,555,000 for development of the three buildings (customer service centre, operations centre and celebration centre) for a total of $12,204,000 over nine years. This budget estimate (2004 dollars) will be reviewed and reported back when the design work has been developed further in summer 2005.
Subsequent to receiving authorization from Council for Phase I of the Implementation Plan, a follow up meeting with the consultants and staff resulted in a strong preference to include the complete costs for the entire project design and delivery in the consultant contract. The projected design and disbursement budget is now estimated as follows:
Fees |
Disbursement |
Total | |
Landscape, Infrastructure and Memorials |
$421,280 |
$20,000 |
$441,280 |
Building Design |
630,555 |
48,000 |
678,555 |
Costing |
57,500 |
2,000 |
60,000 |
Other Consultants (Geotechnical, Survey, Acoustic) |
34,200 |
1,800 |
36,000 |
Project Management and Soft Costs (permits, etc.) |
130,000 |
20,000 |
150,000 |
Total |
$1,273,535 |
91,800 |
$1,365,835 |
A further review of the professional liability insurance coverages of the parties indicated that E. Lees and Associates Consulting Ltd. would not be able to act as prime consultant with overall responsibility for the project, thus it would be preferable for the City to enter into contracts with each consultant for their respective scope of services and have Facility Design & Management provide overall project management services.
FINANCIAL IMPLICATIONS
The preliminary cost of Phase I of the redevelopment was estimated at $12.2 M to be spread over approximately nine years. This projected additional cost ($459,545) is within the $1,381,300 estimated for all consulting fees and permits as provided in the Mountain View Cemetery - Financial Plan which was included as part of the Council report on July 8, 2004.
IMPLEMENTATION PLAN
There will be minimal impact on the schedule. The projected schedule is as follows:
Infrastructure, Landscape and Memorials |
September 2005 |
Customer Service Centre/Operations Yard |
October 2005 |
Celebration Room |
April 2006 |
Complete Phase I |
November 2006 |
CONCLUSION
Staff recommends award of consulting contracts to E. Lees and Associates Consulting Ltd. for the infrastructure, landscape and memorialization improvements project in the amount of $421,280 plus disbursements exclusive of GST; to Birmingham and Wood, Architects for the building project in the amount of $630,555 plus disbursements exclusive of GST; and to BTY Group in the amount of $57,500 plus disbursements exclusive of GST.
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