report to council

45 Pages·2013·3.75 MB·English

CITY OF KINGSTON
REPORT TO COUNCIL

Report No.: 13-263

TO: Mayor and Members of Council

FROM: Jim Keech, President & CEO Utilities Kingston

RESOURCE STAFF: Mark VanBuren, Director, Engineering

DATE OF MEETING: July 16, 2013

SUBJECT: Agreements Pertaining to the Design and Construction
Administration of Cataraqui Woods Drive Extension
(Centennial to Sydenham)

EXECUTIVE SUMMARY:

An opportunity exists to allow the extension of Cataraqui Woods Drive from Sydenham Road to
Anderson Drive to proceed earlier than City resources would otherwise permit enabling a
coordinated approach with the owner of lands adjacent to the road extension. The extension of
Cataraqui Woods Drive from Sydenham Road to Anderson Drive will facilitate bringing
additional residential lots to the market and accelerate the eventual complete connection of
Cataraqui Woods Drive from Sydenham Road to its existing terminus at Centennial Drive.

In order to realize this opportunity, staff recommends that Council approve entering into an
agreement with D. R. Barker & Associates Ltd. to design the extension of Cataraqui Woods
Drive from its existing terminus at Centennial Drive easterly to Sydenham Road. This consulting
firm has extensive experience in this area of the City and is well positioned to provide a high-
quality design at a competitive price.

Staff further recommends that Council approve entering into an agreement with CaraCo
Development Corporation to administer the tendering and construction of the extension of
Cataraqui Woods Drive from Sydenham Road to Anderson Drive, the section of Cataraqui
Woods Drive that is contained within the lands owned by Caraco Development Corporation.
This project is contemplated by the Development Charges By-law as well as the Impost Fees
By-law and budget for this work exists pursuant to the Multi-Year Infrastructure program (2011-
2014) that has been approved by Council.

CaraCo Development Corporation owns the land adjacent to the eventual road allowance in this
area and has submitted applications for draft plan approval for residential subdivision
development. As part of the subdivision approval process, the developer will be required to
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convey land for the extension of Cataraqui Woods Drive. The recommended agreement
contemplates the conveyance of the lands in advance of subdivision approval and also requires
the developer to administer a competitive tendering process and all contracts related to
construction of the portion of Cataraqui Woods Drive adjacent to its land holdings. There will be
economies of scale realized by both the City and the developer in having the road works and
subdivision infrastructure constructed simultaneously. The recommended contract contains
provisions to ensure these costs are apportioned appropriately.

RECOMMENDATION:

THAT the Mayor and Clerk be authorized to sign an agreement substantially in the form
attached hereto, to the satisfaction of the Director of Legal Services, to permit CaraCo
Development Corporation to administer the tendering and construction of the extension of
Cataraqui Woods Drive from Sydenham Road to Anderson Drive.

THAT the Mayor and Clerk be authorized to sign an agreement and all necessary documents to
effect a transfer of land from CaraCo Development Corporation to the City of Kingston to be
used for purposes of the extension of Cataraqui Woods Drive.

THAT the Mayor and Clerk be authorized to sign an agreement substantially in the form
attached hereto, to the satisfaction of the Director of Legal Services, to retain D. R. Barker &
Associates Ltd. to design the extension of Cataraqui Woods Drive from its existing terminus at
Centennial Drive to Sydenham Road.

AUTHORIZING SIGNATURES:

_______________________________________________________
Jim Keech, President & CEO Utilities Kingston

_______________________________________________________
Gerard Hunt, Chief Administrative Officer

CONSULTATION WITH THE FOLLOWING COMMISSIONERS:

Cynthia Beach, Sustainability & Growth N/R
Lanie Hurdle, Community Services N/R
Denis Leger, Transportation, Properties &
N/R
Emergency Services
(N/R indicates consultation not required)
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REPORT TO COUNCIL Report No.: 13-263
July 16, 2013
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OPTIONS/DISCUSSION:

Cataraqui Woods Drive presently terminates approximately 190 m East of Centennial Drive.
The City’s Official Plan and the Kingston Transportation Master Plan contemplate Cataraqui
Woods Drive being extended from its current terminus to the east to connect with Sydenham
Road. The extension of Cataraqui Woods Drive is approximately 1000 meters.

CaraCo Development Corporation owns lands adjacent to Sydenham Road and has currently
submitted applications for draft plan of subdivision for those lands referred to as Lyndenwood
Phase 5 (see Exhibit A). If approved, the draft plan approval will require the developer to convey
to the City, at no cost, the lands necessary to construct the extension of Cataraqui Woods Drive
from Sydenham Road to Anderson Drive, a distance of approximately 400 meters.

Further to the City’s Official Plan and Kingston Transportation Master Plan, both the City’s
Development Charges By-Law and Multi-Year Capital Infrastructure Program (2011-2014) also
identify the extension of Cataraqui Woods Drive as a project to be completed and funded as a
Development Charges road. In addition, the Impost Fees By-law identifies certain infrastructure
in this Development Charges road as funded under the Impost Fees By-law.

Development charges cover the standard road design and construction. Works that are required
but are beyond the scope of the Development Charges Fund and Impost Fund are referred to as
oversizing costs and local services. Local size water mains are included in the Impost Fund
charge, but all oversizing and other utilities befitting adjacent development is the responsibility of
the benefiting developer. In addition, the developer requires a stormwater management pond
and associated infrastructure, some of which will be constructed within the extension of
Cataraqui Woods Drive.

In discussions with Caraco Development Corporation, it is very probable that the anticipated
timing for the subdivision construction will coincide with the timing for construction of Cataraqui
Woods Drive extension. Hence both the City and the developer recognize that it is cost effective
and beneficial to both parties to proceed with construction of the portion of Cataraqui Woods
Drive extension from Sydenham Road to Anderson Drive and the subdivision infrastructure
simultaneously. Having the developer responsible for administering both the road and adjacent
subdivision works with one constructor at the same time will ensure that the infrastructure
construction is well coordinated. Furthermore, the Ontario Ministry of Labour guidelines restrict
the ability for more than one constructor within an identified project area. Having a constructor
employed by the City to build the road works and a second constructor employed by the
developer to build adjacent subdivision infrastructure, both requiring separation by time and
space, would not be feasible.

The purpose of the proposed agreement with CaraCo Development Corporation is to permit the
developer to assume responsibility for tendering all work, both the Development Charge and
Impost Fund work as well as subdivision infrastructure works, and administering all contracts for
the construction. The City will be responsible to pay for all Development Charges and Impost
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Fund works as the construction is completed. Proceeding in this fashion has the additional
benefit of bringing new residential lots into the available supply earlier than might otherwise be
possible if the City were to proceed with road construction ahead of the subdivision
development.

It should be noted that the proposed contract obligates the developer to conduct a competitive
bidding process and award contract for the work on the condition that the competitive process
and all prices submitted are acceptable to the City. All work shall be constructed to municipal
standard specifications and to the satisfaction of the City of Kingston and Utilities Kingston. The
contract contains clauses that permit the City of Kingston and Utilities Kingston to inspect all
work as it is constructed and to correct any deficiencies as they arise. The developer is
obligated to carefully track all costs attributable to the development charges, impost, and those
costs that benefit only the developer.

In order to develop the final design for the extension of Cataraqui Woods Drive from Centennial
Drive to Sydenham Road, staff is recommending that an external consultant be retained. The
consultant recommended for this work is D.R. Barker & Associates Ltd. This consultant has
extensive municipal engineering and land development experience in Kingston including the
Cataraqui North Neighbourhood. D.R. Barker & Associated Ltd. has also been retained by
Caraco Development Corporation to complete subdivision design for Lyndenwood Phase 5
development. As a result, the City will realize a number of time and cost efficiencies by having
D.R. Barker & Associated Ltd. complete the design work for Cataraqui Woods Drive extension.
Staff has reviewed the cost proposal submitted (see Exhibit B) and deem it to be competitive for
the proposed work.

Having the final design work completed for the entire extension of Cataraqui Woods Drive from
Centennial to Sydenham will enable the City to tender the remaining portion from Anderson
Drive to Centennial Drive soon after completion of the road section from Sydenham Road to
Anderson Drive. Real Estate & Construction Services has recently advised that the final
remaining privately held lands will soon be acquired by the City, at no cost, in order to complete
municipal ownership of lands required for the complete extension of Cataraqui Woods Drive
from Centennial Drive to Sydenham Road.

Please note that the proposed agreements with both CaraCo Development Corporation and
D.R. Barker & Associates Ltd. are provided in Exhibits C and D respectively,

EXISTING POLICY/BY LAW:

The City of Kingston Official Plan and the Kingston Transportation Master Plan both identify and
support the extension of Cataraqui Woods Drive.

Development Charges By-Law 2009-136 and Impost Fees By-Law 2009-138 govern charges
against land for increased capital costs because of need for services arising from development.

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Purchasing Policies and Procedures By-Law 2003-134 governs the procurement of goods and
services within the Corporation.

NOTICE PROVISIONS:

Not applicable.

ACCESSIBILITY CONSIDERATIONS:

Not applicable.

FINANCIAL CONSIDERATIONS:

The capital budget for the design and construction of the extension of Cataraqui Woods Drive
from Centennial Drive to Sydenham Road was approved as part of the City’s Multi-Year
Infrastructure program (2011-2014).

CONTACTS:

Mark VanBuren, Director of Engineering 613-546-4291 ext. 3218

OTHER CITY OF KINGSTON STAFF CONSULTED:

Jim Miller, Director, Utilities Kingston 613-546-1181 ext. 2475
Peter Huigenbos, Manager, Real Estate & Land Development 613-546-4291 ext. 3148
Hal Linscott, Director, Legal Services & City Solicitor 613-546-4291 ext. 1296

EXHIBITS ATTACHED:

Exhibit "A" Sketch of Cataraqui Woods Drive Extension
Exhibit "B" D.R. Barker & Associates Ltd. Proposal
Exhibit "C" Agreement with CaraCo Development Corporation
Exhibit "D" Agreement with D.R. Barker & Associates Ltd.

Council Meeting 17 July 16, 2013 55
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D.R. Barker & Associates Ltd.
Consulting Engineers
110 Chisholm. St., Oakville, Ontario UK 3H9
Tel: (905) 331J.5440 Fax: (905) 338·5522
April 17, 2013
The Corporation of the City of Kingston
216 Ontario Street
Kingston, ON K7L 2Z3 Via Email
Attention: Ms. Kim Brown, P.Eng.
Manager, Infrastructure and Development
Re: Proposal- Design~ Tendering and Field Services
Cataraqui Woods Drive - Centennial Drive to Sydenham Road
City of Kingston
Our Ref. 13208
Further to our recent discussions, we are pleased to provide our updated proposal for
consulting services relating to the above referenced project.
Our proposal is based on our discussions, with the City of Kingst,on and CaraCo, in our meetings
on February OS, 2013 and April 08, 2013.
1.0 UNDERSTANDING OF PROJECT:
Cataraqui Woods Drive is to be implemented as a development charges funded road and will
traverse, in an east/west direction, the north limit of the Cataraqui North residential
neighbourhood in the City of Kingston. The proposed Cataraqui woods Drive is outlined on the
attached plan "Cataraqui Woods Drive - Centennial Drive to Sydenham Road".
Cataraqui Woods Drive has been implemented a distance of approximately 190m east of
Centennial Drive. The balance involving approximately, 1,010m east to Sydenham Road is the
subject of this proposal. Cataraqui Woods Drive is bounded on its south by three developed or
developing residential subdivisions, Le.:
• King's Landing Phase 2 - Braebury Homes ~ developed.
• Sands property - future development
• Lyndenwood Phase 5 - CaraCo Development Corp. - Application for Draft Plan Approval
submitted .
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AuIborizcd by the Auocilliou ofProfCllioual EDpccn
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• Oacario Council Meeotfi Onagt u1io7 t oJ oufFleyr p1ro6fa,o ic2m0aJ1 c3ugiDecriag senica. 57
In addition the CaraCo property has a stormwater management pond to be built on the north
side of Cataraqui Woods Drive. Through the section involving the CaraCo lands, construction of
Cataraqui Woods Drive is integrated with abutting residential development to the south and
stormwater pond construction to the north.
The required right-of-way for Cataraqui Woods Drive has been dedicated to the City by
Braebury and will be dedicated by CaraCo in conjunction with their development. Preliminary
discussions with the development proponent for the Sands property have confirmed that the
right-of-way will be dedicated to the City.
Discussions with the City have identified the advantages of having CaraCo's consultant design
Cataraqui Woods Drive and implement the "CaraCo section" in conjunction with CaraCo's
adjoining subdivision construction. Construction of the balance of Cataraqui Woods Drive, west
to Centennial Drive, will proceed at the City's discretion. Based on the above, this proposal
provides for:
• Preliminary Design of Cataraqui Woods Drive from Centennial Drive to Sydenham Road,
approximately 1.2 KM in length.
• Detailed design of Cataraqui Woods Drive from Centennial Drive to Sydenham Road;
approximately 1.2 km in length.
• Field services for the duration of construction of Cataraqui Woods Drive, from
Sydenham Rod west to Andersen Drive, i.e. the "CaraCo section".
• An option for field services for the duration of construction of Cataraqui Woods Drive
from Andersen Drive west to Centennial Drive.
• Post Construction Services for the above.
It is understood that Cataraqui Woods Drive will be built with a standard 2-lane urban cross
section as per City of Kingston standards. Design and construction will involve earthworks,
roadway granulars, curb and asphalt, sidewalk, storm drainage, streetlights, and utilities. It is
understood that road drainage for the eastern portion of Cataraqui Woods Drive is contributing
to the proposed storm water management pond. Storm drainage for the western portion of
Cataraqui Woods Drive will discharge north by existing overland flow and will be dealt with in
the future Cataraqui North Business Park.
The design and implementation of CaraCo's stormwater management facilities is not part of
this proposal; this proposal will assess the City of Kingston's appropriate cost share of the
design and implementation of those facilities which service Cataraqui Woods Drive.
It is understood that the City of Kingston and CaraCo will implement an agreement for
construction of the "CaraCo section" of Cataraqui Woods Drive in conjunction with construction
of CaraCo's adjoining subdivision work.
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Council Meeting 17 July 16, 2013 58
D. R. Barker & Associates Ltd., Consulting Engineers
1.1 PRELIMINARY ENGINEERING:
Prior to proceeding with the detailed design, some effort will be required to establish design
parameters and to develop our project data base. The preliminary engineering effort will
involve the following:
• Attend one (1) pre-consultation meeting with the City and other involved or approval
agencies.
• Clarify with Utilities Kingston requirements for water mains and sanitary sewers within
the Cataraqui Woods Drive right-of-way.
• Confirm design criteria for road construction, lighting and other services with the City of
Kingston and appropriate utilities.
• Coordinate with the project surveyor to prepare a project base plan including
topographic and legal survey elements. (Surveyor to be retained by client).
• Arrange on behalf of the client, necessary studies to support the project. This is
anticipated to involve:
- Geotechnical investigation.
- Tree inventory.
- Archaeology.
The actual studies required will be confirmed in the pre-consultation meeting.
It is understood that the sub-consultants involved with these studies in the earlier
stages of the Lyndenwood Subdivision are to undertake these current studies. Our
involvement will:
Prepare a scope of work for each study necessary.
Request a quote for each study, review and forward to the City with our
recommendation.
Subject to City approval, retain the sub-consultants on behalf of the City.
Manage the sub-consultants during the study.
• Prepare a design brief and submit to the City of Kingston for review and comment.
Design brief to include:
- Preliminary road layout in plan and profile including water and storm sewer details.
- Preliminary earthwork calculations.
- Preliminary cost estimate for construction.
• Amend the preliminary design brief based on input from the City of Kingston.
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Council Meeting 17 July 16, 2013 59
D. R. Barker & Associates Ltd., Consulting Engineers
1.2 DETAILED DESIGN:
Upon approval of the preliminary design, we will proceed to detailed design. Our detailed
design efforts will be as follows:
• Preparation of contract drawings involving:
- General plan.
Plan and Profile drawings.
Storm Drainage plan.
Sediment Control plan
Cross-Sections and other detailed drawings, as required to adequately detail the
proposed work.
Standard construction details based on Ontario Provincial Stands drawings and
specifications.
Utility plan.
• To complete the drawing set, sub-consultants will be retained to prepare:
- Streetlight Illumination Plan.
- Landscape drawings.
For these items we will:
- Prepare a scope of work and obtain competitive quotations.
- Review the quotation and make a recommendation to the City.
- Subject to City approval, retain the sub-consultant on behalf of the city.
- Manage each sub-consultant during their work.
• Coordinate with the adjacent subdivisions, requirements and location of infrastructure
including connection to the stormwater management pond.
• Prepare utility coordination base plan, circulate to utility companies and include their
requirements in design.
• Prepare one (1) earthworks volume calculation, submit to the City.
• Submit the detailed design drawings and design calculations to the City of Kingston and
Utilities Kingston for approval.
• Follow up with the approving agencies and make necessary amendments to the
drawings to secure approval.
• Address comments and finalize approved drawing package.
1.3 STORMWATER MANAGEMENT:
The intent of stormwater management for Cataraqui Woods Drive runoff was originally
outlined in the 1988 "Preliminary Master Drainage Plan" and updated in 1992 and 1996
reports.
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Council Meeting 17 July 16, 2013 60
D. R. Barker & Associates Ltd., Consulting Engineers