HomeMy WebLinkAboutFIN-20-072 - P20-105 Professional Services for Doon Village Road Bridge RehabilitationREPORT TO:Committee of the Whole
DATE OF MEETING:2020-12-14
SUBMITTED BY:Ryan Scott, Manager of Procurement,519-741-2200ext. 7214
PREPARED BY:PolinaSemenov,Procurement Specialist,519-741-2200ext. 7037
WARD(S) INVOLVED:Ward4
DATE OF REPORT:2020-11-27
REPORT NO.:FIN-20-072
SUBJECT:P20-105Professional Services for Doon Village Road Bridge
Rehabilitation BRIDGE #1 and #2 (BRIDGE ID # 802 and # 803)
RECOMMENDATION:
That Proposal P20-105 Professional Services for Doon Village Road Bridge
Rehabilitation BRIDGE #1 and #2 (BRIDGE ID # 802 and # 803), be awarded to Wood
Environment & Infrastructure Solutions, a Division of Wood Canada Limited,
Burlington, Ontario, at their proposed price of $202,203.10, including contingencies
of $18,382.10, plus H.S.T. of $26,286.40, for a total of $228,489.50, provided a
satisfactory contract is executed.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an awardas per
Purchasing By-law 2017-106;
The reason this report is coming forwardis that the value of the bid being recommended
for award isin excess of the Council approved budget;
Therewere six (6) proposals received for this procurement;
This report supports the delivery of core services.
BACKGROUND:
The Engineering Services wishes to retain a Consultant for rehabilitation of Doon Village
Road Bridge #1 and #2 to restore up to the current standards and to maintain it in a safe
operating condition while ensuring the structural integrity.
Doon Village Bridge #1 and Bridge #2 are cast-in-place arch bridges, aligned in the east-
west direction, carries one lane of Doon Village Road overSchneider Creek. Both bridges
#1 and #2 are identical and located approximately 180m apart on Doon Village Road.
These bridges were constructed in 1924 and 1929 respectively and both the structures was
widened in 1986 to include a sidewalk, these structures are already well past their expected
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75-year service life. In June 2018 Structural Condition Survey and Assessment carried out
by Consultant recommended rehabilitation of this bridge structures to avoid further
escalated deterioration and to maintain them in safe operating condition.
The construction component for both the Bridges will begin in spring/summer of 2022,
utilizing one construction tender, however, this is subject to budget approval by Council.
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-
Procurement Value, the Manager of Procurement shall submit a report to Council
recommending award of a purchase greater than $100,000 if any one or more of the
following conditions apply:
a. the value of the Bid being recommended for award including any
contingency allowance are in excess of the Council approved budget;
Proposalswere advertised publicly on the City of Kitchenerwebsite. Documents were
downloaded by nine(9) interested parties and by the closing date of Tuesday July 21, 2020,
six(6)proposalshad been received.
A listing of the responding parties follows for your reference:
AECOMKitchener ON*
Doug Dixon & Associates Inc.Brampton ON *
IBI GroupWaterloo ON *
Stephenson Engineering LimitedToronto ON
TSI Inc.Toronto ON
Wood Environment &
Infrastructure SolutionsBurlingtonON *
*Shortlisted candidates
The proposal submissions werereviewedand ratedbythe selection committeeS. Shah,
Design Engineer, S. Allen, Manager EngineeringDesign & Approvals and J. Stevenson,
EngineeringConstruction ProjectManager.
The review committee evaluated submissions and ashortlist of four(4) candidates* was
selected to submit pricing.
The committee recommends awarding the project tothe highest rated proponentwith the
lowest price,Wood Environment & Infrastructure Solutions, a Division of Wood Canada
Limited,Burlington, Ontario.
The selection committee rated the proposal submissions on the following criteria:
Evaluation of Proposed Project Manager
Completeness of the Proposal
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Qualifications / Expertise
Variety and Quality of Disciplines In House / In Consortium
Past Performance
Knowledge of the City (re: this area)
Effectiveness of Work Plan
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this proposal, 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 $125,000. Included in this line item are staff
time and expenses for all city staff in support of the project such as Engineering, Kitchener
Utilities, and Transportation Planning. The line item also includes all regulatory permitting,
geotechnical and material testing, detouring and traffic control, alternate access and parking
requirements and any other miscellaneous costs. Projects utilizing in-house staff will include
costs for inspection during construction and contract administration.
The net cost for this proposal (A), is fair and reasonable for a purchase of this scope but the
upset limit exceeds the budget allowance (B) provided within the budget. Funding for this
purchase is included within the approved capital forecast. The estimated deficit (D) will be
funded from the Road Bridge Repairs general provision account. There are sufficient funds
in the account to fund the deficit.
Request for Proposal P20-105
Doon Village Road Bridge#1 and #2 Rehabilitation
Estimated Cost for this Phase of Work
Request for Proposal P20-105 costs, including HST$ 228,489.50
less: HST rebate on tender (22,727.62)
Net Cost Being Awarded 205,761.88 A
Cost incurred to date 8,124.16
Projected Costs: Staff Time 26,072.38
Total Estimated Cost for this Phase of Work 239,958.42 C
Budget for this Phase of Work
Doon Village Road Bridge #802 70,000.00
Doon Village Road Bridge #803 70,000.00
Total Budget for this Phase of Work 140,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C)$ (99,958.42)D
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Capital Budget The recommendation has no impact on the Capital Budget.
COMMUNITY ENGAGEMENT:
INFORM
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authoritiesrelated to this matter.
APPROVEDBY:Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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