HomeMy WebLinkAboutFCS-12-008 - E11-053 - Williamsburg Cemetery Phase IIREPORT TO:Committee of the Whole
DATE OF MEETING:
2012-01-16
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY:
Larry Gordon, Director of Supply Services
WARD(S) INVOLVED:
DATE OF REPORT: 2012-01-09
REPORT NO.:
FCS-12-008
SUBJECT:
E11-053 – Williamsburg Cemetery Phase II Design &
Consulting Services
RECOMMENDATION:
That Expression of Interest E11-053 – Williamsburg Cemetery Phase II Design and Consulting
MMMGroup, Thornhill, Ontario
Services, be awarded to at their estimated fee of $54,180.00,
plus disbursements of $8,800.00 plus H.S.T. of $8,187.40, for a total of $71,167.40 based on a
satisfactory contract being negotiated and upset fee being established; and further,
That the Director of Supply Services and City Clerk be authorized to execute an agreement
satisfactory to the City Solicitor.
BACKGROUND:
Expressions of Interest were issued for design and consulting services for the development of
Phase II of Williamsburg Cemetery for the following reasons as follows:
1. As part of a strategic review council directed that the City should remain in the cemetery
business for the long term.
2. In order to meet long term demand the City needs to be in a position to offer new in ground
burial lots prior to 2015/16 when the majority of its current inventory is projected to be
exhausted.
3. Of the three primary City of Kitchener operated cemeteries, only Williamsburg Cemetery-
Phase II can provide a significant amount of developable acreage.
4. The cemeteries unit needs to continue to develop more land in order to progress toward care
and maintenance adequacy to avoid future municipal financial support.
5. Work needs to commence in 2012 to allow for adequate approval timeframes, construction
periods and grow in time to meet the inventory availability deadline.
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 K. Baulk, Director of Enterprise, L. Eckel-Braun, Manager of Cemetery Services,
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L. Stecho, Supervisor of Purchasing, and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly in The Record, 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-Seven (27)
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interested parties, and by the closing date of July 13, 2011, five (5) responses had been
received.
The review committee met on Thursday, August 18th, 2011, to review the submissions and a
shortlist of three candidates was selected for further interviews. The Committee met on Friday,
September 23rd, 2011 to interview the shortlisted candidates. The Committee elected to award
the project to MMM GROUP LIMITED,Thornhill, Ontario.
A listing of the responding parties follows for your reference:
MMM Group Thornhill ON
Hilton Landmarks Inc. & MTE. Waterloo ON
LEES & Associates Vancouver BC
IBI Group Kitchener ON
Kenneth J. Hoyle Strategic Planning &
Management Cambridge ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener’s purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
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FINANCIAL IMPLICATIONS:
The net cost for this expression of interest (A) submitted by MMM Group Limited is fair and
reasonable for a project of this scope and the upset limit is within the budget allowance (B)
providing for the Engineer and Construction Management of this project.
Funding for the project was included in the Williamsburg Cemetery Development Budget. No
surplus or deficit is projected at this time for this project as the development of Williamsburg
Phase II is still in the early stages.
Estimated Cost for Phase II Development
E11-053 Williamsburg Cemetery Phase II Design & Consulting Services $71,167
Less: HST rebate on expression of interest (8,187)
Net Cost Being Awarded 62,980 (A)
Cost Incurred to Date 250,161
Projected Costs to complete Phase II 4,235,859
Total Estimated Cost 4,549.000 (C)
Budget for Phase II Development
City of Kitchener 3,808,000
Development Charges 741,000
Total Budget for this Phase of the Work 4,549.000 (B)
Estimated Surplus/(Deficit) Phase II Development (B-C) (0) (D)
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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