THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE SPECIAL MEETING NO. PW MINUTES
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1 THE DISTRICT MUNICIPALITY OF MUSKOKA ENGINEERING AND PUBLIC WORKS COMMITTEE SPECIAL MEETING NO. PW MINUTES PLACE: TIME: Council Chamber, District Administration Building 3:00 p.m. DATE: July 30, 2015 PRESENT: ABSENT: OFFICIALS PRESENT: ALSO PRESENT: Committee Chair P. Harding; District Chair J. Klinck; Members S. Baker, T. Pilger, D. Smith Members L. Braid, B. Thompson F. Jahn, Commissioner of Engineering and Public Works; S. Hastings, Commissioner of Planning & Economic Development M. Misko, Manager of Roads Maintenance and Construction; B. Melvin, Administrative Assistant; S. Donald, Director of Budgets and Financial Planning; A. Back, Deputy Clerk CALL TO ORDER Committee Chair Harding called the meeting to order at 3:00 p.m. DECLARATION OF PECUNIARY INTERESTS None were declared. TRANSPORTATION a) Muskoka Road 2 (Brunel Road) Emergency Culvert Repair PW Recommendation (Delegated Decision) Mr. Jahn provided an overview of the emergency culvert repair required resulting from a review of structural assets following the Bass Lake culvert failure. He noted that C.C. Tatham had been retained to undertake the review. Mr. Misko provided a summary of the proposed detour route and associated signage and traffic plans to be in effect during the road closure. It was confirmed that all Emergency Services agencies had been made aware of the impending road closure, and a communication plan was in place to advise members of the public. To access Mr. Jahn s presentation, please click on the following link:
2 Moved by J. Klinck and seconded by D. Smith D91/2015-PW THAT Fowler Construction Ltd. BE AWARDED the emergency replacement of Culvert No on Muskoka Road 2 (Brunel Road); AND THAT the 2015 Tax Supported Capital Budget and Forecast BE AMENDED as outlined in the following table: Life To Date Amendment Project Culvert # MR2 Emergency Repair 500, , MR 4 from 3.3 km W of MR 35 to Shea Rd 1,550,000 (500,000) 1,050,000 Total Expenditures 1,550, ,550,000 Sources of Funding Roads Development Charges 205,078 (73,828) 131,250 Roads Capital 1,344,922 73,828 1,418,750 Total Sources of Funding 1,550, ,550,000 ADJOURNMENT AND THAT the District Chair and Clerk be authorized to execute an agreement on behalf of the District Municipality of Muskoka. Carried. Moved by D. Smith and seconded by T. Pilger P92/2015-PW The meeting adjourned at 3:27 p.m. THAT the Engineering and Public Works Committee adjourns to meet again on Wednesday, August 26, 2015, or at the call of the Chair. Carried. Deputy Clerk
3 TO: FROM: Chair and Members Engineering and Public Works Committee Fred Jahn, P. Eng. Commissioner of Engineering and Public Works DATE: July 30, 2015 SUBJECT: Muskoka Road 2 (Brunel Road) Emergency Culvert Repair REPORT NO: PW RECOMMENDATION THAT Fowler Construction Ltd. BE AWARDED the emergency replacement of Culvert No on Muskoka Road 2 (Brunel Road); AND THAT the 2015 Tax Supported Capital Budget and Forecast BE AMENDED as outlined in the following table: Life To Date Amendment Project Culvert # MR2 Emergency Repair 500, , MR 4 from 3.3 km W of MR 35 to Shea Rd 1,550,000 (500,000) 1,050,000 Total Expenditures 1,550, ,550,000 Sources of Funding Roads Development Charges 205,078 (73,828) 131,250 Roads Capital 1,344,922 73,828 1,418,750 Total Sources of Funding 1,550, ,550,000 AND THAT the District Chair and Clerk be authorized to execute an agreement on behalf of the District Municipality of Muskoka. ORIGIN Report No. PW , discussed the culvert failure on Muskoka Road 169 at Bass Lake on June 3, The report noted that the Engineering and Public Works Department initiated an immediate 3 rd party inspection and review of all structural assets that have priority rankings in the NOW and 1-5 year replacement priority rankings, to determine if rehabilitation should be accelerated into the current budget year. Page 1
4 As a result of this inspection, it has been identified that a culvert located on Muskoka Road 2 (Brunel Road) at Menominee Lake requires urgent replacement, and interim load and speed restrictions be put in place until such time that the replacement is completed. BACKGROUND The District Municipality of Muskoka (the District) retained AECOM to carry out an inspection of all structural culverts and bridges in 2013 and The inspection report was issued to the District in December 2014, and the subject Culvert No was inspected on November 11, The findings of this report concluded that the culvert was corroding and should be replaced in 1-5 years. It also recommended that repairs be made to the concrete footings as soon as possible but noted no serious evidence of structural distress yet. The peer review inspection report, conducted by C.C. Tatham and issued to the District on July 21, 2015, concluded that This culvert is in poor condition, with significant localized deterioration of the culvert steel and severe section loss of the concrete footings. The report recommends that the structure be replaced as soon as possible. To ensure the safety of the public, pending replacement, C.C. Tatham have also advised that load limits of 5 tonnes and a speed reduction to 30 km/h be imposed, and that the traffic lanes be shifted to the east side of the culvert away from the areas of structural concerns. These measures have been implemented. ANALYSIS Given the condition of the culvert and in the interest of ensuring the safety of the public, upcoming major triathlons and the start of the school year in September, staff recommends that replacement of the culvert proceed as soon as possible but no later than Tuesday August 4, In the interim, imposed load and speed restrictions are in place and monitoring will continue. However, if signs of structural distress are noted, an immediate road closure will be implemented and repairs effected. A road closure of 5-7 days is estimated to carry out this work, should unforeseen problems not be encountered. ALTERNATIVES The option to carry out interim repairs with the aim of delaying this work until fall has been considered and is not advisable due to the extent of culvert corrosion and condition of the concrete footings. The work could be carried out in such a manner to allow one lane traffic part way through the construction period. However, this would add 2-3 days to the overall construction period and approximately 30% additional costs. For that reason it is not recommended. Consideration was also given to options for culvert replacement but there are limited supply options that are readily available. Concrete box culverts designed for 25 year storm events have been sourced from the Ministry of Transportation and are considered the most cost effective on a life cycle basis. Page 2
5 EXISTING POLICY In order to comply with existing policy, a special meeting of the Engineering and Public Works Committee has been convened in order to obtain Committee approval. Schedule A of Procurement By-Law , states the following: 6.12 (1) The requirement for competitive bid solicitation for goods and/or services may be waived under joint authority of the CAO and the appropriate Commissioner and replaced with direct negotiations with a particular potential supplier under the following circumstances: (vi) where in the event of an "Emergency" as defined by this Policy, a requirement exists; Emergency is defined in Schedule A as an imminent or actual danger of injury to or destruction of real or personal property belonging to Muskoka. It is therefore recommended that the work be sole sourced based on the timing constraints and the nature of the work. FINANCIAL CONSIDERATIONS A preliminary cost estimate of $225,000 has been received from Fowler Construction Limited, for labour and equipment to carry out the work. The estimated cost to supply the box culverts is $150,000. The total estimated project cost including engineering, blasting, and contingency is $500,000. This project was not identified in the 2015 Tax Supported Capital Budget and Forecast. Funding will be reallocated from Project No Muskoka Road 4 from 3.3 km W of Muskoka Road 35 to Shea Road. The following table summarizes the current status of these projects: Life to Date Commitments/ Actuals Forecast to Complete Total Project Budget Expenditures Culvert # MR2 Emergency Repair Construction 225, ,000 Other Project Costs 275, , MR 4 from 3.3 km W of MR 35 to Shea Rd Construction 890, ,608 Other Project Costs 159, ,392 Total Expenditures 159,392 1,390,608 1,550,000 Sources of Funding Roads Development Charges 31,610 99, ,250 Roads Capital 127,782 1,290,968 1,418,750 Total Sources of Funding 159,392 1,390,608 1,550,000 Page 3
6 COMMUNICATIONS Signage will be placed at all major intersections that are arterial roads to the construction area. Notification will also go out to the media and posted on the District website. STRATEGIC PRIORITIES Reporting on the Muskoka Road 2 (Brunel Road) Emergency Culvert Repair supports the following goal and strategy as outlined in the District of Muskoka s Strategic Priorities: 4. To maintain a safe and reliable road and bridge system Inspect bridges and culverts as required to comply with provincial law, is the mechanism from which the need for these rehabilitation projects was determined. Respectfully submitted, Original signed by Fred Jahn, P.Eng. Commissioner of Engineering and Public Works Original signed by Sharon Donald, CPA, CMA Director of Budgets and Financial Planning Original signed by Michael Duben, B.A., LL.B. Chief Administrative Officer Page 4
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