HomeMy WebLinkAboutFCS-13-052 - E13-020 - Road Reconstruction & Rehabilitation ProgramStaff Report
I r finance and Corporate Services Department wvwuukitchenerra
REPORT TO: Committee of the Whole
DATE OF MEETING: 2013 -04 -15
SUBMITTED BY: Larry Gordon, Director of Supply Services, 7214
PREPARED BY: Larry Gordon, Director of Supply Services, 7214
WARD(S) INVOLVED: 9, 10
DATE OF REPORT: 2013 -03 -28
REPORT NO.: FCS -13 -052
SUBJECT: E13 -020 — Roads Reconstruction Program and Road
Rehabilitation Program Geotechnical Investigation /Design &
Material Testing
RECOMMENDATION:
That Expression of Interest E13 -020 — Roads Reconstruction Program and Road Rehabilitation
Program Geotechnical Investigation /Design & Material Testing, be awarded to LVM Inc.,
Kitchener, Ontario at their estimated fee of $174,880., including contingencies of $30,000.,
plus H.S.T. of $22,734.40, for a total of $197,614.40, based on a satisfactory contract being
negotiated and an upset fee being established.
BACKGROUND:
The purpose of the Geotechnical Program of the Engineering Services Division is to ensure that
all aspects of surface and subsurface soil conditions are thoroughly understood prior to the start
of detailed design or final budgeting for any Capital infrastructure remediation works. This
permits adequate forewarning of any potential problems related to surface or subsurface soil
conditions that may pre -exist at these proposed work locations, and allows for adequate
mitigation strategies to be developed in relation to any potential problems that may be
discovered. Such strategies may include making appropriate allowances in necessary budget,
design, project execution, and environmental remediation at proper timeframes in the project's
life in order to appropriately deal with any such issues. Doing so removes risks that would
otherwise occur to project budget, execution, and timing at the time of construction or the
potential for the unexpected discovery of unsuitable soil conditions at that time.
A consultant is required due to the use of large, expensive highly specialized equipment. This
includes a mobile drilling rig, sample retrieval and storage facilities, and a fully outfitted and
accredited soils and material testing laboratory.
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 R. Dredge, Corridor
Management
Technologist, B. Garcia,
Engineering
1 iii) — 1
Construction Inspector, R. Trussler, Engineering Construction Project Manager, S. Shah,
Design Engineer, S. Agnello, Supervisor of Stores and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly 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 -three (23) interested parties,
and by the closing date of Friday February 22nd, 2013, nine (9) responses had been received.
The review committee met on Tuesday, March 12th, 2013, to review the submissions and a
shortlist of four (4) candidates was selected for further interviews. The Committee met on
Wednesday March 20th, 2013 to interview the shortlisted candidates. The Committee elected to
award the project to LVM Inc., 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:
AMEC Environmental and Infrastructure
Cambridge ON
Chung & Vander Doelen Engineering Ltd.
Kitchener ON
Coffey Geotechnics
Burlington ON
DBA Engineering Ltd.
Cambridge ON
Genivar Inc.
Brampton ON
Inspec -Sol Inc.
Waterloo ON
LVM Inc.
Kitchener ON
Peto MacCallum Ltd.
Kitchener ON
SPL Consultants Limited
Vaughan 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.
1 III) - 2
FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset
limit is within the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital budget. This purchase receives funding from five individual
projects within the capital forecast. The estimated surplus (D) will remain within the individual
projects, to fund future phases of work.
Tender E13 -020
Geotechnical for 2014 Reconstruction Projects
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Tender E13 -020 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
Sanitary Funding
SWM Funding
Water Funding
Development Charges
Federal Gas Tax
$ 396,000.00
197,614.40
(19,656.50)
177,957.90 A
7,000.00
184,957.90 C
152,000.00
76,000.00
102,000.00
6,000.00
60,000.00
Total Budget for this Phase of Work 396,000.00 B
Estimated Surplus /(Deficit) for this Phase of Work (B - C) 211,042.10 D
COMMUNITY ENGAGEMENT:
Not applicable.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
1 iii) - 3