HomeMy WebLinkAboutFCS-13-162 - Q13-057 - Hidden Valley Road Bank Stabilization
REPORT TO:Special Council
DATE OF MEETING:
2013-10-21
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: 3
DATE OF REPORT: 2013-10-10
REPORT NO.: FCS-13-162
SUBJECT:
Q13-057 – Hidden Valley Road Bank Stabilization – 730 to
735 Hidden Valley Rd (Hidden Valley Creek)
RECOMMENDATION:
That Quotation Q13-057 – Hidden Valley Road Bank Stabilization – 730 to 735 Hidden Valley
560789 Ontario Limited, Acton, Ontario
Rd (Hidden Valley Creek), be awarded to at their
quoted price of $179,043., including provisional items and contingencies of $17,100., plus
H.S.T. of $23,275.59, for a total of $202,318.59.
BACKGROUND:
During a storm event at the end of June 2013, a portion of the Hidden Valley Road embankment
washed out in proximity to 730 and 735 Hidden Valley Road on Hidden Valley Creek, extending
over an approximate project distance of 35 metres. Temporary stabilization measures were put
in place to protect infrastructure (a 32 mm polyethylene gas line) and prevent additional
damage. Given the steep embankments and extent of damage to the creek, the repairs of the
road embankment required an engineered solution. As such, a consulting firm was retained to
undertake a more permanent solution. This solution includes the installation of an engineered
slope, installation of maintenance hole, extension of existing culverts to outlet at the elevation of
the creek downstream and stabilization of the creek. This work is intended to prevent further
erosion and ensure the embankment can withstand future storm events which overtop the road.
The City owns an easement over a portion of the works however agreements had to be
obtained to access private property. Special permission from the Grand River Conservation
Authority was obtained to be able to complete the work past October 1, 2013.
Construction is anticipated to begin in November 2013 and the majority of work to be completed
by end of December 2013, with planting occurring in the spring of 2014. This work is required
prior to the spring to prevent additional washout and damage.
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REPORT:
Quotes were advertised publicly on the City of Kitchener website. Documents were downloaded
by twenty-five (25) interested parties, and by the closing date of Monday, September 30, 2013,
two (2) quotes had been received.
The quotes were reviewed by M. Ryan, Design and Construction Project Manager, who concurs
with the above recommendation.
The following quotes were received:
Bid Price
560789 Ontario Limited (o/a R&M Construction) Acton ON $202,318.59 *
Capital Paving Inc. Guelph ON $333,153.10
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:
In addition to the costs anticipated in this quote, 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", and will be
itemized when they exceed $125,000. 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 quote (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. It is estimated that there will be no surplus (D).
Quote Q13-057
Hidden Valley Road Bank Stabilization
Estimated Cost for this Phase of Work
Quote Q13-057 costs, including HST 202,318.59
less: HST rebate on quote (20,124.42)
Net Cost Being Awarded 182,194.17 A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/Material Testing -
Total Estimated Cost for this Phase of Work 182,194.17 C
Funding for this Phase of Work
SWM Maintenance Program (59500887) 60,000.00
Drainage improvement Program (52000410) 122,194.17
Total Budget for this Phase of Work 182,194.17 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 0.00 D
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:
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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