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HomeMy WebLinkAboutFCS-17-037 - E17-002 Consultant Services - Stormwater Management Monitoring Program REPORT TO: Committee of the Whole DATE OF MEETING: 2017-02-27 SUBMITTED BY: Michelle Palmer, Director of Supply Services 519-741-2200 ext. 7214 PREPARED BY: Laurie Stecho, Supervisor of Purchasing 519-741-2200 ext. 7089 WARD(S) INVOLVED: N/A DATE OF REPORT: 2017-02-08 REPORT NO.: FCS-17-037 SUBJECT: E17- 002 Consultant Services - 2017/2018 City of Kitchener Stormwater Management Monitoring Program ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E17-002 Consultant Services - 2017/2018 City of Kitchener Stormwater Management Monitoring Program, be awarded to GHD, Waterloo, Ontario, at their estimated fee of $235,504., including contingencies of $28,000., plus H.S.T. of $30,615.52, for a total of $266,119.52, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: In December 2001, the City completed a Schedule ‘B’ Municipal Class Environmental Assessment in support of a Stormwater Management (SWM) Policy. The Policy was created to address the existing shortfall of funding focused on, existing and soon-to-be- developed stormwater facilities being planned through the subdivision and site plan development process. As part of implementing the 2001 SWM Policy, it was recommended that an annual monitoring program be created to ensure a “net gain” to the municipal SWM system. Since 2001, the monitoring Program has been conducted annually and has tracked water quality in a variety of core and non-core monitoring stations. In 2016, the City completed a new Integrated Stormwater Management Master Plan (ISWM-MP) that provided recommendations for the annual SWM program; which were *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1. vii. - 1 to ensure that the objectives of the ISWM-MP were accomplished over time and to transition the program to report on existing watershed health. The transition was to be completed in two (2) distinct phases: Phase 1 Refinement of SWM Audit monitoring (2017-2018) – to establish baseline monitoring results (existing conditions) for previously established historical monitoring locations throughout the City. Phase 2 Update Water Quality and Flow Monitoring (2019 - ongoing) – refined monitoring locations and protocols to align with the implementation approach of prioritizing works based on the watersheds in the most need and where there are opportunities to improve conditions. Subwatershed based monitoring will be undertaken at regular intervals to confirm and/or evaluate the effects of the recommended approaches and refine the Implementation Plan to ensure project and programs are delivering the greatest value-for-dollar for the residents of Kitchener. This EOI represents the 2017 portion of Phase 1 works. REPORT: In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of Professional Services/Consultants, a Consultant’s Review Committee was established consisting of N. Gollan, Stormwater Utility Manager, S. Brickman, Engineering Technologist, M. Wilson, Design & Construction Project Manager, B. Steiner, Senior Environmental Planner and L. Stecho, Supervisor of Purchasing. Expressions of interest were advertised publicly on the City of Kitchener website and on the internet through the Ontario Public Buyers Association Electronic Tendering Information System relative to this project. Documents were downloaded by twenty (20) interested parties and by the closing date of Tuesday January 26, 2017, eight (8) responses had been received. The review committee met on Tuesday January 31, 2017, to review the submissions and a shortlist of three (3) candidates* was selected for further interviews. The Committee met on Friday February 3, 2017 to interview the shortlisted candidates. The Committee recommends awarding the project to GHD, Waterloo, Ontario. The Committee rated consultants on the following criteria: Evaluation of Proposed Project Manager Project Team - completeness and experience Understanding and Approach including work plan and schedule Past Performance Knowledge of the City & Area Amount of City Work Completed in the Past 1. vii. - 2 Value Added Approach Cost Communications Approach Work Plan and Schedule Delivery of Interview Project Manager Project Team A listing of the responding parties follows for your reference: AECOM Markham ON* BluMetric Environmental Inc. Kitchener ON EcoMetric Inc. Burlington ON Ecosystem Recovery Inc. Waterloo ON* GEMS Vaughan ON GHD Waterloo ON* Matrix Solutions Inc. Breslau ON Stragis Environmental Services Collingwood ON *Shortlisted candidates ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope but the upset limit exceeds the budget allowance (B) provided within the budget. The deficit (E) will be funded from the Cash in Lieu account. There are sufficient funds in the account to fund the deficit. 1. vii. - 3 Expression of Interest E17-002 Consultant Services 2017/2018 City Of Kitchener Stormwater Management Monitoring Program The total budget for all phases of this project is 200,000.00 Estimated Cost for this Phase of Work Expression of Interest E17-002 costs, including HST 266,119.52 less: HST rebate on Expression of Interest (26,470.64) Net Cost Being Awarded 239,648.88 A Costs Incurred to Date Projected Costs: Staff Time/Material Testing 25,000.00 Total Estimated Cost for this Phase of Work $264,648.88 C Budget for this Phase of Work SWM Utility 200,000.00 Total Budget for this Phase of Work $200,000.00 B Estimated (Deficit) for this Phase of Work (B - C) (64,648.88)D Estimated Surplus from previous phases 35,088.99 Total Estimated (Deficit) $(29,559.89)E COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. PREVIOUS CONSIDERATION OF THIS MATTER: Not applicable ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 1. vii. - 4