HomeMy WebLinkAboutFCS-17-056 - E17-029 Consulting Services - Tender Preparation and Construction Administration for SWMF 10
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-03-20
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: Ward 2
DATE OF REPORT: 2017-03-06
REPORT NO.: FCS-17-056
SUBJECT: E17-029 Consulting Services - Tender Preparation and
Construction Administration Stormwater Management
Facility (SWMF) 10 Retrofit
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E17-029 Consulting Services - Tender Preparation and
Construction Administration Stormwater Management Facility (SWMF) 10 Retrofit,
be awarded to Aquafor Beech Limited, Mississauga, Ontario, at their estimated
fee of $161,986., including provisional of $59,610., and contingencies of $14,726.,
plus H.S.T. of $21,058.18, for a total of $183,044.18, based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
Stormwater Management Facility (SWMF) 10 is located near Lackner Boulevard
(Regional Road 54) and Zeller Drive. It is located adjacent to the Idlewood Creek
Provincially Significant Wetland (PSW) Complex and drains through the North Branch of
Idlewood Creek.
When constructed in 1991, SWMF 10 was designed as a state-of-the-art detention
basin, otherwise known as a dry pond. The existing dry pond facility provides flood and
erosion protection, but does not adequately address stormwater quality concerns.
As part of the 2001 City of Kitchener Master Stormwater Management (SWM) Policy,
twelve (12) ponds were identified as having the potential for retrofit of the existing
quantity control ponds to incorporate quality control features in order to meet the current
Ministry of the Environment and City of Kitchener standards. The City undertook a Class
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Environmental Assessment (EA) and detailed design for the twelve retrofit locations.
This work is outlined in the “City of Kitchener Stormwater Management Facility Retrofit,
Class EA and Preliminary Design Brief” (March 2010) and the “Stormwater
Management Report: Pond 10 – Zeller Drive - Wet Pond Retrofit” (June 2011)
In 2014, the City embarked on an Integrated Stormwater Management Master Plan
which prioritized the need for dry pond retrofits. SWMF 10 ranked third out of the nine
recommended facilities and is therefore scheduled to be completed in 2017.
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, Manager Stormwater Utility, L. Walter, Design & Construction
Project Manager, B. Steiner, Senior Environmental Planner and A. Buchholtz, Buyer.
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 twelve (12)
interested parties and by the closing date of Thursday February 9, 2017, two (2)
submissions had been received.
The review committee met on Friday February 17, 2017, to review the submissions and
a shortlist of two (2) candidates* was selected for further interviews. The Committee
met on Monday February 27, 2017 and Tuesday February 28, 2017 to interview the
shortlisted candidates. The Committee recommends awarding the project to Aquafor
Beech Limited., Mississauga, Ontario.
The Committee rated consultants on the following criteria:
Evaluation of Proposed Project Manager
Project Team - completeness and experience
Understanding and Approach
Completeness of Proposal
Past Performance
Knowledge of the City & Area
Amount of City Work Completed in the Past
Cost
Communications Approach
Work Plan and Schedule
Delivery of Interview
Project Manager
Project Team
Value Added Approach
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A listing of the responding parties follows for your reference:
GHD Waterloo ON*
Aquafor Beech Ltd. Mississauga 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 expression of interest, 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 expression of interest (A), is fair and reasonable for a purchase of
this scope and the upset limit is within the budget allowance (B). Funding for this
purchase is included within the approved capital budget. The estimated surplus (D) will
remain in the account and be used towards the construction phase of the SWM pond
retrofit.
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Expression of Interest E17-029
SWMF 10 Retrofit Consulting
The total budget for all phases of this project is 1,830,000.00
Estimated Cost for this Phase of Work
Expression of Interest E17-029 costs, including HST 183,044.18
less: HST rebate on Expression of Interest (18,207.22)
Net Cost Being Awarded 164,836.96 A
Costs Incurred to Date 32,974.98
Projected Costs: Staff Time/Material Testing 25,000.00
Total Estimated Cost for this Phase of Work $ 222,811.94 C
Budget for this Phase of Work
Stormwater Utility 230,000.00
Total Budget for this Phase of Work $ 230,000.00 B
Estimated Surplus for this Phase of Work (B - C) 7,188.06 D
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
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