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HomeMy WebLinkAboutINS-11-027 - Annual Stormwater Management Audit for 2011Community and Infrastructure Services Committee REPORT TO: DATE OF MEETING: February 28, 2011 SUBMITTED BY: Grant Murphy, Director of Engineering, 741-2410 PREPARED BY: Nick Gollan, Manager, Stormwater Utility, 741-2422, and, Melissa Ryan, Design and Construction Project Manager, 741-3400 ext.3173 WARD(S) INVOLVED: All DATE OF REPORT: February 18, 2011 REPORT NO.: INS 11-027 SUBJECT: ANNUAL STORMWATER MANAGEMENT AUDIT FOR 2011 RECOMMENDATION: That the selection procedures for the selection of Consulting and Professional Services as outlined in Chapter 170, Article 6, of the Purchasing Bylaw be waived and the 2011 Annual Stormwater Management Audit be awarded to AECOM at their quoted price of $88,400 (HST excl.) BACKGROUND: In December 2001, the council of the City of Kitchener ratified a report entitled: City of Kitchener Stormwater Management (SWM) Policy Development – December 2001. As part of the overall plan, an annual audit report is to be completed each year to summarize the work that has been carried out as related to the Citywide Plan and summarize the status of in-stream water quality conditions from the monitoring program. The purpose of the annual audit report is to indicate whether or not the SWM measures provide for the necessary water quantity control and water quality treatment of stormwater resulting from infill/redevelopment sites. The review is to be completed in conjunction with a review of the capital budget and an assessment of the following year’s budget. The review lists the volume provided by the facilities built and the corresponding volume contributed by the redevelopment and infill locations. A monitoring network has been established, data collected and analyses carried out to review current conditions and compare these to past evaluations and use this to evaluate any potential changes to either the City-wide strategy or to the monitoring program. This audit report is also intended to review the implementation strategy (priority plan) for SWM facilities and stream rehabilitation and recommend any changes/additions to the priority lists. In 2002 the first annual audit report was completed. The 2011 annual audit will be the ninth report submitted. è ó ï REPORT: For the last eight years the City of Kitchener has been completing an annual stormwater management (SWM) audit. However, due to the fact that this work is now being undertaken by the Stormwater Utility Group and that implementation of the billing and addressing public inquiries have been of utmost importance as well as the Victoria Park Lake project, resourcing is required to complete the assignment. Staff considered three options to address this issue: Option 1: Do Nothing. Sampling and monitoring would not proceed and the completion of the annual report would not be completed. There are no internal resources to complete this work within the Engineering Services Division. The City would not be able to report on our activities to the GRCA or the community indicating our commitments under the SWM Policy. Option 2: Complete Formalized Consultant Selection. Typically a formalized consultant selection process is followed as per city’s purchasing by-law. However, there is inadequate time to complete a formalized quotation process. A large portion of the monitoring work that needs to be performed during the warm weather months and timing is of the essence. Proper sampling and monitoring would not proceed and the audit report would be incomplete. The City would not likely be able to report on our activities to the GRCA or the community indicating our commitments under the SWM Policy. Option 3: Sole Source to Reputable Consultant. Utilise AECOM, an existing consultant engineering firm that is familiar with the requirements and monitoring data, to complete chemical and temperature monitoring, coordinate activities and complete the 2011 SWM audit and report. For the past eight (8) years, AECOM has been retained to complete this work and has demonstrated expertise to successfully complete the previous annual SWM audits. This option would enable the City to report on our activities to the GRCA or the community indicating our commitments under the SWM Policy. Based on timing, staff have approached AECOM and sought pricing related to the required engineering consulting services for four (4) key tasks and are listed below: 1. Chemical, Depth and Temperature Monitoring – $50,783.60 2. Review of Evaluation Criteria for Priority List – $15,899.00 3. Prepare a Priority List Based on Evaluation Criteria - $4,705.40 4. Prepare an Annual SWM Audit Report - $17,012.00 Staff have reviewed previous competitive submissions and this quotation is in line with costs from previous years. Though these tasks are discrete, they are all related to one project and therefore are being brought forward to Council for their consideration. The total work amounts to $88,400 (HST excl.) which exceeds the $20,000 limit which would normally require formal, written, competitive and sealed quotations. In summary, staff are recommending that option 3 be adopted for Council approval as it provides the necessary resources to complete the work program related to the Annual SWM Audit. è ó î ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The yearly monitoring of the streams within the City and reviewing the priority of works required to provide additional stormwater management measures across the City is in line with the City’s Strategic Plan, particularly the Development and Environment Community Priorities. Community Priority - Environment “Continue to show leadership in the development of an environmentally sustainable community.” Within the Grand River watershed, Kitchener takes a proactive approach and is one of the few municipalities that undertake this type of wide scale monitoring and annual audit. The City of Kitchener is considered a leader in this respect. Community Priority - Development “Maintain a balanced approach to replacing and/or expanding existing infrastructure and building new infrastructure.” The annual report provides direction on which existing stormwater management infrastructure; in particular stormwater management facilities and creeks should be rehabilitated or retrofitted as well as which new infrastructure should be implemented. FINANCIAL IMPLICATIONS: Award scope of work to AECOM based on a quotation amounting to $88,400.00 (HST excl.) to be funded from the stormwater utility account. COMMUNITY ENGAGEMENT: Not applicable CONCLUSION: In consideration of all of the above presented information, it is the recommendation of INS the selection procedures for the selection of Consulting and Engineering Services, that Professional Services as outlined in Chapter 170, Article 6, of the Purchasing Bylaw be waived and the 2011 Annual Stormwater Management Audit be awarded to AECOM at their quoted price of $88,400 (HST excl.). ACKNOWLEDGED BY: Pauline Houston, Deputy CAO Infrastructure Services Department è ó í