HomeMy WebLinkAboutFCS-13-096 - E13-096 - Consultant Serv - 2013 Bridge Investigations
REPORT TO:Committee of the Whole
DATE OF MEETING:
2013-06-10
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200
ext. 7214
PREPARED BY:
Larry Gordon, Director of Supply Services, 519-741-2200
ext. 7214
WARD(S) INVOLVED: 4,8
DATE OF REPORT: 2013-05-30
REPORT NO.: FCS-13-096
SUBJECT:
E13-049 Consultant Services – 2013 Bridge Investigations
RECOMMENDATION:
That Expression of Interest E13-049 Consultant Services – 2013 Bridge Investigations, be
K. Smart Associates Limited, Kitchener, Ontario
awarded to at their estimated fee of
$39,693.50, including contingencies of $3,608.50 plus H.S.T. of $5,160.15, for a total of
$44,853.65, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The City wishes to retain a consultant with experience for a two part assignment related to the
detailed evaluation of bridges in order to meet its legislated responsibility for ensuring the
structural integrity of City owned bridges. The two parts are as follows:
Part 1:
In 2012, the City completed its cyclical biennial bridge structure inspection. Part of the
results of this inspection was that three structures that are the City’s responsibility to maintain
were recommended for more detailed investigation. The three bridges are: Pioneer Dr Bridge
(#804), Greenbrook Plaza Culvert (#854), and the Belmont Ave Bridge (#830). This part of the
assignment requires the consultant to conduct a detailed examination and investigation of these
three structures in accordance with the MTO Structure Rehabilitation Manual and the Canadian
Highway Bridge Design Code, produce a report of findings and analysis, and if necessary
provide recommendations for any necessary remediation if required. If recommendations for
work are produced, Class C cost estimates for the recommended works are to be provided. This
work is expected to occur from June to August of 2013.
Part 2:
In addition to the work outlined in part (1), the City will keep this consultant on retainer
until September 2014 on an as-needed basis for the purpose of unforeseen but necessary
emergency site visits to any bridge structures that are the City of Kitchener’s responsibility to
maintain that have incurred damage from incidents such as traffic accidents or acts of nature, or
signs of sudden or unforeseen structural changes to a bridge that appear to have the potential
to pose a risk to its continued safe operation. The purposes of any such visit will be to conduct a
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preliminary assessment of the overall situation as it relates to the condition and safety of the
structure, and make short-term recommendations as a response to the situation (i.e. - close the
bridge, specify short-term repairs, restricted use of the bridge, all clear, etc.). Since such
circumstances are rare, it is very possible that this service will not be required over the 15
months of the retention period, and if so will require no costs to the City for this part of the
assignment.
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. Wheatley, Asset Management Technician, Engineering Services, G. McTaggart,
Manager of Infrastructure Asset Planning, S. Allen, Manager of Engineering Design and
Approvals, Engineering Services 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-nine (29) interested parties, and
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by the closing date of Wednesday May 15, 2013, five (5) responses had been received.
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The review committee met on Tuesday May 28, 2013, to review the submissions. The
Committee elected to award the project to K. Smart Associates Limited, Kitchener, Ontario.
The Committee rated consultants on the following criteria:
Evaluation of Proposed Project Manager
Completeness of the Proposal
Qualifications/Expertise
Variety & Quality of Disciplines In House/In Consortium
Past Performance
Knowledge of the City (re: this area)
Permanent Local Office
Amount of City Work Completed in the Past
Cost of Consultant Fees
A listing of the responding parties follows for your reference:
Chisholm, Fleming & Associates Markham ON
GHD Mississauga ON
K. Smart Associates Limited Kitchener ON
MuirTec Inc. Waterloo ON
Peto MacCallum Consulting Engineers Hamilton ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
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The City of Kitchener’s purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this expression of interest, the design and implementation of these types
of projects typically involves city staff and resources from across the corporation. These costs are included in
the line item "Projected Costs: Staff Time/Permitting/Material testing". Included in this line item are staff time
and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and
Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material
testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous
costs. Projects utilizing in-house staff will include costs for inspection during construction and contract
administration.
The net cost for this expression of interest (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. The estimated surplus (E) will remain within the project to fund
future work.
Expression of Interest E13-049
Bridge Investigations
The total budget for all phases of this project is $ 31,000.00
Estimated Cost for this Phase of Work
Expression of Interest E13-049 costs, including HST 44,853.66
less: HST rebate on tender (4,461.55)
Net Cost Being Awarded 40,392.11 A
Costs Incurred to Date
Projected Costs: Staff Time/Permitting/Material Testing 3,346.00
Total Estimated Cost for this Phase of Work 43,738.11 C
Budget for this Phase of Work
Contribution from Revenue 31,000.00
Total Budget for this Phase of Work 31,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) (12,738.11) D
Estimated Surplus/(Deficit) from previous phases 57,603.56
Total Estimated Surplus/(Deficit) 44,865.45 E
COMMUNITY ENGAGEMENT:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City’s Purchasing By-Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY:
Michael Goldrup, Acting Deputy CAO, Finance and Corporate Services
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