HomeMy WebLinkAboutFCS-12-148 - CAO Approved Tenders1
Staff Report
Kt~rCx~.~T~.R Finance and Corporate Services Department www.kifthenerca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2012-08-27
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Larry Gordon, Director of Supply Services, 2214
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2012-08-20
REPORT NO.:
SUBJECT:
RECOMMENDATION:
For information.
BACKGROUND:
FCS-12-148
CAO Approved Tenders
In accordance with the CAO's By-law 18(e), the CAO can approve tenders during the months of
June, July and August, provided that the total costs are within the approved budgets contained
in the relevant Departmental budgets and that a report regarding these tenders is brought to
Council at its next regular meeting.
Once the decision has been approved by the CAO, a contract is drawn up and then forwarded
to Legal to arrange execution of same.
REPORT:
The following recommendations were approved during the Council recess and copies are
provided for information:
1. E12-051 -Consultant Services -Stirling Avenue North Reconstruction (Weber Street
East to East End) & Flooding Mitigation
2. E12-056 -Consultant Services -Operations Division Operational Review
3. T12-057 -Bridge Rehabilitation - Wabanaki Drive Bridge over Schneider Creek
4. T12-062 -Huron Road Bridge Rehabilitation
The individual recommendations as approved by the CAO are attached for Council's
information.
FINANCIAL IMPLICATIONS:
All tenders awarded by the CAO were within approved budgets.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
11-1
Staff
REPORT TO:
DATE OF MEETING
SUBMITTED BY:
PREPARED BY:
WARD(S) INVOLVED:
DATE OF REPORT:
REPORT NO.:
ces DepaCtment www.kitrhenerra
Jeff Willmer, Chief Administrative Officer
2012-07-19
Larry Gordon, Director of Supply Services, 2214
Larry Gordon, Director of Supply Services, 2214
10
2012-07-12
FCS-12-133
SUBJECT: E12-051 -Consultant Services -Stirling Avenue North
Reconstruction (Weber Street East to East End) & Flooding
Mitigation
RECOMMENDATION:
That Expression of Interest E12-051 - Consultant Services - Stirling Avenue North
Reconstruction (Weber Street East to East End) & Flooding Mitigation, be awarded to The
Walter Fedy Partnership, Kitchener, Ontario at their estimated fee of $429,914.33, including
contingencies of $39,083.12 plus H.S.T. of $55,888.87, for a total of $485,803.19, based on a
satisfactory contract being negotiated and an upset fee being established.
BACKGROUND:
The infrastructure for Stirling Avenue between Weber Street and the east end of the roadway
has generally reached the end of its useful life and requires full replacement. The roadway
infrastructure to be replaced includes sanitary sewer, storm sewer and watermain, road base,
asphalt, curb and gutter, sidewalk, sod and tree plantings. As well, all services are to be
replaced to the property line. The roadway is approximately 950 meters long and has
residential properties on both sides for some sections and is adjacent to the Kitchener Memorial
Auditorium property on one side. As per council policy, areas of discontinuous sidewalk on
Stirling will be reviewed for potential addition during the design. A secondary component to the
project is the rectification of flooding problems on Stirling at the easterly limits of the project at
the Conestoga Parkway. It is anticipated that the reconstruction component will occur over two
years. Phase 1 (2013) -East to End, Phase 2 (2014) - Weber to East.
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 S. Allen, Manager, Engineering Design and Approvals, D. Lupsa,
Design/Construction Project Manager, J. Seip, Engineering Technologist, and L. Gordon,
Director of Supply Services. ~-z~,r., ty~ ~Cr~,
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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)
interested parties, and by the closing date of May 16th, 2012, eleven (11) responses had been
received.
The review committee met on Wednesday, June 6th, 2012, to review the submissions and a
shortlist of four (4) candidates was. selected for. further interviews. The Committee met on
Wednesday,June 20th, 2012 to interview the shortlisted candidates. The Committee elected to
award the project to The Walter Fedy Partnership, Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Qualifications/Expertise
• Proposed Project Team
• Effect of Interview
• Cost of Consultant's Fees
• Variety & Quality of Disciplines In House/In Consortium
• Effectiveness of work plan
A listing of the responding parties follows for your reference:
AECOM Kitchener ON
AMEC Environment & Infrastructure Burlington ON
Associated Engineering (Ont) Ltd. Waterloo ON
CIMA Kitchener ON
Conestoga Rovers & Associates Waterloo ON
Delcan Corporation Kitchener ON
Genivar Guelph ON
Hatch Mott MacDonald Kitchener ON
IBI Group Waterloo ON
MTE Consultants Inc. Kitchener ON
The Walter Fedy Partnership Kitchener 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:
Tender E12-051
Stirling Ave North Reconstruction Consultant
The total budget for all phases of this project is
Estimated Cost for this Phase of
Work
Tender E12-051 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Gosts Incurred to Date
Projected Gosts: Staff Time/Permitting/Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Storm Water Utility
Water Utility
Sanitary Utility
Intensification Allowance
$ 4,135,638.00
485, 803.19
(48, 322.35
437,4$0.84 A
15, 821.45
100,627.00
553,929.29 C
248,180.00
132, 331.00
196, 362.00
7,765.00
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C}
584,638.00 B
30,708.71 D
The estimated surplus (D) will remain within the project to offset any negative variances in the
construction phase.
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
11-4
1
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2012-07-19
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Larry Gordon, Director oi' Supply Services, 2214
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2012-07-12
REPORT NO.: FCS-12-132
SUBJECT: E12-056 -Consultant Services -Operations Division
Operational Review
RECOMMENDATION:
That Expression of Interest E12-056 -Operations Division Operational Review, be awarded to
Dillon Consulting Limited, Ottawa, Ontario at their estimated fee of $86,247., plus H.S.T. of
$11,212.11, for a total of $97,459.11, based on a satisfactory contract being negotiated and
upset fee being established.
BACKGROUND:
As it has been a number of years since a full review was performed within the Operations
Division, and due to the recent integration of the Division into the Kitchener Operations Facility
(KOF), it is the intent of this review to provide greater insight into the state of the services it
currently delivers and highlight opportunities that will result in an enhanced service delivery
model for the future.
Typically and traditionally, simple procedural (processes) and/or functional (tasks) reviews
would be recommended to determine "what is being done" and "how (well) is it being done".
These reviews, which help highlight potential efficiency gains, are adequate to assess entities
that:
a) Have seen no organizational changes, and
b) Provide a fixed product/service offering, and
c) Have clearly defined product/service level expectations.
As none of the three previous points accurately reflect the Operations Division's current
environment, it is asserted that a review of this type at this time would be inadequate,
inappropriate, and their results, inconsequential. ~.:cL ~y ,?~crat
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11-5
As the Gity of Kitchener's Operations Division has, in fact, been impacted by an organizational
restructuring recently, and has numerous undefined service expectations, a more grass roots
"operational review" approach is considerably more prudent. An operational review's objective is
to step back and assess the "effectiveness" of an entity by asking two distinct questions:
1. "Are the right things being done?"
2. "Are they being done the right way?"
It is the intent of this review to provide some meaningful answers to the previous two questions.
Combined with a Services Inventory and organizational overview of the Operations Division that
will be provided to them by Staff, the successful bidder of the Consulting Service is anticipated
to provide objective and critical insight, comparators, and/or recommendations into:
® service provisions comparisons to at least three similar municipalities
® the definition, requirements, and implementation impacts of Best Practices
alternative service provision mechanism
®the assessment of the budgetary overages and/or funding deficits _ that the Operations
Division has seen (and been affected by) in recent years
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 P. Houston, Deputy CAO, Infrastructure Services; J. Witmer, Director of
Operations; H. Gross, Director of Asset Management; C. Tasker, Internal Auditor; R. Thele,
Manager of Service Coordination and Improvement, Infrastructure Services; 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 intereet through the Ontario Public Buyers Association Electronic Tendering
Information System relative to this project. Documents were downloaded by thirty-eight (38}
interested parties, and by the closing date of Thursday May 31St, 2012, twelve (12) responses
had been received.
The review committee (sans P. Houston) met on, Thursday, June 28t", 2012, to review the
submissions and a shortlist of three (3) candidates was selected for further interviews. The
Committee met on Tuesday July 10t", 2012 and Wednesday July 11t", 2012 to interview the
shortlisted candidates. The Committee elected to award the project to Dillon Consulting
Limited, Ottawa, Ontario.
11-6
The Committee rated consultants on the following criteria:
Qualifications/Expertise
® Proposed Project Team
® Effect of Interview
® Cost of Consultant's Fees
® Variety and Quality of Disciplines In-House/In-Consortium
® Effectiveness of work plan
A listing of the responding parties follows for your reference:
COVENCO Ltd. Don Mills ON
CRG Consulting Ottawa ON
Deloitte Inc. Kitchener ON
Dillon Consulting Limited- Ottawa ON
EMA Canada Inc. Oakville ON
ForwardVu Solutions Inc. Toronto ON
GGA Management Consultants Toronto ON
KPMG LLP Hamilton ON
Maximus Canada Services Inc. Toronto ON
PSTG Consulting Inc. Toronto ON
ROCG Consulting Courtice ON
Stantec Consulting Ltd. Kitchener ON
ALIGNIUIENT iNITH CITY ®F KITCNENER STRATEGIC PLANo
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.
11-7
FINANCIAL IMPLI~ATlONS:
Estimated Cost for Capital Phase
of Work
EOI E12-056 costs, including
HST
less: HST rebate on
tender
Net Cost Being
Awarded
Costs Incurred to Date
Projected Costs to complete
this Phase
Total Estimated Cost for this Phase of
Work
Budget for this Phase of
Work
City of
Kitchener
Total Budget for this Phase of
Work
Estimated Surplus/(Deficit} for this
Phase of Work (B - C}
97,459.11
(9,694.16)
87,764.95 A
87,764.95 C
100,000.00
100,000.00 B
12,235.05
D
The surplus amount (D) will remain in the account to offset costs associated with the implementation of
recommendations.
COMMt1NITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, .Finance and Corporate'
Services
11-8
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2012-07-19
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Larry Gordon, Director of Supply Services, 2214
WARD(S) INVOLVED: 3
DATE OF REPORT: 2012-07-18
REPORT NO.: FCS-12-135
SUBJECT: T12-057 -Bridge Rehabilitation -Wabanaki Drive Bridge
over Schneider Creek
RECOMMENDATION:
That Tender T12-057 -Bridge Rehabilitation -Wabanaki Drive Bridge over Schneider Creek,
be awarded to Engineered Concrete Limited, Kitchener, Ontario at their tendered price of
$327,150.20, including provisional items and contingencies of $28,300., plus H.S.T. of
$42,529.50, for a total of $369,679.70.
BACKGROUND:
Engineering Services is proceeding with the rehabilitation of Wabanaki Drive Bridge. This bridge
is located east of Manitou Drive on Wabanaki Drive over Schneider Creek. It was built in 1978
and has a reinforced concrete deck and precast concrete I-beam girder with an asphalt wearing
surface.
Past inspections of this bridge indicated that some elements are in fair to poor condition and
require major rehabilitation. In 2011 a detailed deck condition survey was completed and
recommendations were developed for the rehabilitation of the structure, in order to maintain the
bridge in safe operating condition and to avoid further escalated deterioration.
The project involves replacement of bridge parapet walls, concrete repair, water proofing and
repaving of the bridge deck and replacement of expansion joints as per bridge design code
requirements.
In order to carry out these improvements, a single vehicular lane will remain open both ways on
the bridge to accommodate eastbound/westbound traffic on Wabanaki Drive. Pedestrian access
will be maintained to all properties at all times.
REPORT:
Tenders were advertised publicly in The Record, the Daily Commercial News, on the City of
Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering
.;rte ~.. ~' ~' ,~ ®/.L
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11-9
Information System. Documents were picked up by eleven (11) interested parties, and by the
closing date of Thursday, July 5th, 2012, four (4) tenders had been received:
The tenders were reviewed by T. Brumfitt, IBI Group, the City's Consultant for the project, and
S. Shah, Design Engineer who concur with the above recommendation.
The following tenders were received:
Bid Price
Engineered Concrete Limited Kitchener ON $369,679.70
McLean Taylor Construction Limited St. Marys ON $427,585.69
Carlington Construction Inc. Stoney Creek ON $437,957.49
Looby Builders (Dublin) Limited Dublin ON $467,357.21
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:
Tender T12-057
Wabanaki Dr. Bridge Rehabilitation
The total budget for all phases of this project is
Estimated Cost for this Phase of
Work
Tender T12-057 costs, including HST
$ 526,000.00
369,679.70
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Casts: Staff Time/Permitting/Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Federal Gas Tax
Total Budget for this Phase of Work
(36,771.66)
332,908.04 A
28,636.00
361, 544.04 C
425,518.00
425,518.00 B
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Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Estimated Surplus/(Deficit} from previous phases
Total Estimated Surplusl(Deficit)
COMMUNITY ENGAGEMENT:
Theme: Financial Management
63, 973.96 D
(15,672.74)
48,301.22 E
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.
Any surplus will be returned to the source of funding (Federal Gas Tax Reserve).
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
11 - 11
. Q
I~ITC:HEI`a~ER flltQt?CE'l1t7t
REPORT TO:
DATE OF MEETING:
SUBMITTED BY:
PREPARED BY:
WARD(S) INVOLVED:
DATE OF REPORT:
REPORT NO.:
SUBJECT:
RECOMMENDATION:
~C~Pf/%C~S ~E~TtIJ`1`/~JL'Jlt
Jeff Willmer, Chief Administrative Officer
2012-08-16
Larry Gordon, Director of Supply Services, 2214
Laurie Stecho, Supervisor of Purchasing, 3576
3&4
2012-08-03
FCS-12-140
T12-062 -Huron Road Bridge Rehabilitation
vrw~vkitthenerca
That Tender T12-062 -Huron Road Bridge Rehabilitation, be awarded to Carlington
Construction Inc:, Stoney Creek, Ontario, at their tendered price of $439,287., including
provisional items and contingencies of $45,990., plus H.S.T. of $57,107.31, for a total of
$496, 394.31.
BACKGROUND:
Huron Road Bridge Rehabilitation project has been initiated to address bridge structure issues
which currently exist. The bridge is currently experiencing deterioration of the railings, deck,
girders and abutments.
On June 11, 2012, Council approved the Environmental Assessment for this project and
directed staff to implement its recommendations. The preferred alternative is identified as
Alternative 2 -Rehabilitate the bridge with Railing Option 3. The main features of this
alternative are the installation of a new bridge deck and railing.
The project scope includes the installation of a new bridge deck and railing, replacement and
restoration, where possible, of the girders and repairs to the existing abutments. Throughout
the duration of this project the City has consulted with several regulatory agencies and advisory
committees including the RMOW, GRCA, and Heritage Kitchener. It is anticipated that all
components of construction will commence in August of 2012.
REPORT:
Tenders were advertised publicly in the Daily Commercial News, on the City of Kitchener
website and the Internet through the Ontario Public Buyers. Electronic Tendering Information
System. Documents were picked up by nine (9) interested parties, and by the closing date of
Thursday August 2"d, 2012, three (3} tenders had been received.
The tenders were reviewed by S. Davis, Aecom, the City's Consultant for the project and K.
Mick, Design & Approvals Engineer who concur with the above recommendation.
11 - 12
The following tenders were received:
Carlington Construction Inc. Stoney Creek ON
Finnbilt General Contracting Ltd. Stratford ON
Amico Design Build Inc. Oldcastle ON
Bid Price
$496, 394.31
$517,898.58
$677,950.28
All Tenders were reviewed for mathematical errors and adjusted accordingly.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Adi. Bid Price
$677,986.44
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:
Tender T12-062
Huron Rd Bridge Rehabilitation
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Tender T12-062 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Staff Time/Permitting/Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Federal Gas Tax
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Surplus funds (D) will be returned to the Federal Gas. Tax Reserve.
COMMUNITY ENGAGEMENT:
Not applicable.
$ 566,600.00
496, 394.31
(49,375.84)
447,018.47 A
2,846.30
28,678.00
478, 542.77 C
566,600.00
566,600.00 B
88,057.23 D
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
~~~ ~~
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11 - 13