While costs are roughly 40 per cent above projections, Centre Wellington will still end up in the black after completing work to expand capacity in Belsyde Cemetery in Fergus.
A special council meeting was held on Sept. 12 to review upcoming work on the project.
Engineering services coordinator Adam Dickieson explained the situation the township currently faces regarding expansion.
Phase one includes creation of a new columbarium area and expanding the area for in-ground cremation and burial lots.
Phase two of the development would provide space for future burial lots and cremation area.
Dickieson said, “Right now, we have … four remaining niches. Essentially, we are running out of space.”
Work in the first phase would include “hardscaping” and the purchase of one additional columbarium unit with 64 niches, each accommodating two urns.
The hardscaping includes footings to allow future units to be purchases as required. Plans include 14 more columbariums (400 niches).
Dickieson said memorial benches and intricate concrete design work are part of the phase one contract work.
The work also prepares the cemetery for additional spots for both full in-ground burials (48) and in-ground cremation graves (182).
Dickieson noted project costs include: the 64-unit columbarium, $27,000; information signage, $5,000; and construction costs, $298,000.
However, he added that cost recovery based on current cemetery fees and charges would be $590,000 … leaving the municipality with $260,000. Some funds would be incorporated into the township’s operational works and some would put into reserves for future work.
Concerns were raised that the project was nearly $100,000 over the original projected cost.
Councillor Kirk McElwain questioned why the costs are 40% above the originally-projected amount.
“Is there some good reason for that?” he asked.
Dickieson said budget estimates were made last October, but figures did not include drainage components to mitigate standing water.
He said there is also quite a bit of road work needed, which was not accounted for in the original budgeting. Some of that work allows for more in-ground burial sites.
Councillor Stephen Kitras questioned the bidding costs.
“I have a concern about this proposal being over budget,” said Kitras.
He explained his concern was with the Yard Weasels bid recommended by staff.
Kitras indicated he considered the firm’s work “expensive … I have had work done … and other quotes at half the price.”
He stressed he was not against the company, but he believed the timing of the tendering process would have resulted in better bids.
“When I first started here, we had a proposal for a bathroom which cost $200,000 – and I shudder that I agreed to that,” said Kitras.
He added he could not agree with the proposal because it goes over budget and includes a bid he does not feel is competitive.
Staff explained 29 firms registered as bid takers on the township’s e-procurement website, and bids were submitted by three firms.
Yard Weasels was the lowest of the three bids received by the township. They ranged from $297,992 to $379,638.
Councillor Fred Morris said while he appreciated comments concerning costs, he clarified the township did follow its procurement bylaw.
“Unfortunately the market only responded with three selections,” Morris said.
“Although there may be companies out there which may have done the work cheaper – either they did not bid or if they did added on more than the project scope.”
Morris said he appreciates having a plan for the cemetery to envision what it will look like in the future, adding, “It’s a well thought out plan.”
Kitras suggested the problem may be the procurement process.
Councillor Mary Lloyd said changing the scope of the work prior the tender being awarded was likely the best move … instead of revisiting the project later.
She said this approach is proactive in working within the master plan. Lloyd added the township “cannot force companies to bid on projects.”
She pointed out the project is a revenue-generator for the municipality.
Mayor Kelly Linton stated that because of the Belsyde Cemetery master plan, this is not just a one-off project. He said a lot of time and effort has already gone into the plan to meet specific criteria.
Linton agreed the work was above budget, but it went through the right process and over two dozen firms registered to bid, although only three sent in final bids – “And this bid is considerably lower than the other two.”
Kitras suggested the next tenders be issued earlier in the year to provide more opportunities for landscapers to bid. He contended “it was not that (other firms) did not want to be (involved), but rather they had already filled up their workload for the season.”
Councillor Don Fisher agreed, but said his understanding is that the cemetery is at a crucial point with really no capacity left. He said he feels the issue is that costs were severely underestimated in some areas.
Fisher said a more encompassing estimate should have captured those costs.
He agreed the project was absolutely necessary and fits within the master plan.
“Going forward we need to be more careful on how we estimate things,” said Fisher.
Council agreed to award the tender for the phase one site work to Yard Weasels Inc. of Fergus for $297,992 inclusive of a contingency allowance in the amount of $27,090 and excluding HST.
The work is to be completed by Nov. 30.
Belsyde Cemetery is roughly 14.8 acres in size. The current remaining potential expansion consists of 2.7 acres.
