HomeMy WebLinkAboutFCS-12-032 - T12-013 Road Condition Inspections and PaveREPORT TO:Committee of the Whole
DATE OF MEETING:
2012-03-05
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY:
Larry Gordon, Director of Supply Services
WARD(S) INVOLVED: All Wards
DATE OF REPORT: 2012-02-23
REPORT NO.:
FCS-12-032
SUBJECT:
T12-013 – Road Condition Inspections & Pavement
Management System Update
RECOMMENDATION:
That Tender T12-013 – Road Condition Inspections & Pavement Management System Update,
GIE Technologies Inc., Montreal, Quebec
be awarded to at their tendered price of $55,000.,
including provisional items and contingencies of $5,000., plus H.S.T. of $7,150., for a total of
$62,150.; and further,
That the Mayor and City Clerk be authorized to execute an agreement satisfactory to the City
Solicitor.
BACKGROUND:
The City of Kitchener has been collecting road network level roughness and distress data, and
maintaining a pavement management system since 1996. Currently, RoadMatrix 2.0 is the
City’s pavement analysis software system, which is used to determine budget and remediation
scenarios for the development of the capital road reconstruction, resurfacing, and operational
maintenance. As the pavement condition data plays an important role for city-wide infrastructure
analysis and planning, it is required that data is routinely updated and integrated into the
system. The most recent road inspections were completed in late 2009.
The City’s road network comprises of 4610 sections and approximately 732 centerline km. The
City requires a qualified contractor to collect pavement condition data for approximately 600
centerline km, which includes 8 centerline km of the City’s internal cemetery roads.
A consultant is required as a specialized vehicle and equipment are required to perform these
inspections. Staff has knowledge of how the inspections are conducted, but because
inspections are being done once a year, it would not warrant the City to own this type of vehicle
and equipment to perform the inspections.
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REPORT:
Tenders were advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System.
Documents were picked up by twenty-one (21) interested parties, and by the closing date of
th
Thursday, February 16, 2012, two (2) tenders had been received.
Tenders were reviewed by R. Wheatley, Asset Management Technician, Engineering Services,
who elected to award the project to GIE Technologies Inc., Montreal, Quebec.
The following tenders were received:
Bid Price
GIE Technologies Inc. Montreal QC $62,150. *
Stantec Consulting Ltd. Kitchener ON $79,100.
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.
FINANCIAL IMPLICATIONS:
The net cost for this tender (A) submitted by GIE Technologies Inc. is fair and reasonable for an
assignment of this scope and the upset limit is within the budget allowance (B) provided for this
phase of work.
The estimated surplus (E) will remain within the project to potentially offset any negative
variances in the future.
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Tender T12-013
Road Condition Inspections & Pavement Management System
Update
$
The total budget for all phases of this project is 69,000.00
Estimated Cost for this Phase of
Work
Tender T12-013 costs, including HST 62,150.00
less: HST rebate on tender (6,182.00)
Net Cost Being Awarded 55,968.00 A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/Material Testing 20,000.00
Total Estimated Cost for this Phase of Work 75,968.00 C
Budget for this Phase of Work
Contribution from Revenue 34,000.00
Federal Gas Tax 35,000.00
Total Budget for this Phase of Work 69,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) (6,968.00) D
Balance in account, net of
encumbrances 44,112.38
Estimated Surplus/(Deficit) 37,144.38 E
COMMUNITY ENGAGEMENT:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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