HomeMy WebLinkAboutFCS-13-166 - E13-075 - Consultant Services - Lang Cr / Springdale Dr - Road ReconstructionStaff Report
I r finance and Corporate Services Department wvwuukitchenerra
REPORT TO: Committee of the Whole
DATE OF MEETING: 2013 -11 -25
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: 1
DATE OF REPORT: 2013 -10 -18
REPORT NO.: FCS -13 -166
SUBJECT: E13 -075 Consultant Services — Lang Crescent (Lancaster St
W to Bridgeport Rd) and a portion of Springdale Drive —
Road Reconstruction
RECOMMENDATION:
That Expression of Interest E13 -075 Consultant Services — Lang Crescent (Lancaster St W to
Bridgeport Rd) and a portion of Springdale Drive — Road Reconstruction, be awarded to
AECOM, Kitchener, Ontario at their estimated fee of $152,895., including contingencies of
$13,900., plus H.S.T. of $19,876.35, for a total of $172,771.35, based on a satisfactory contract
being negotiated and an upset fee being established.
BACKGROUND:
The limits of the project are Lang Crescent from Lancaster street west to Bridgeport Road
(approximately 830m) and about 85m along Springdale Drive from the intersection of Springdale
and Lang Crescent. The project involves the upgrade and deepening of the watermain to
current standards along Lang Crescent, placement of new storm sewer along Lang Crescent
and approximately 85 meters of Springdale Drive outletting to the creek, construction of a new
storm sewer outlet structure to the creek, and roadway reconstruction of the above ground
services along the above mentioned streets within the noted limits
It is expected that the construction component will begin in Summer 2014, utilizing one
construction tender and will be completed by the Fall of 2014
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. Daniel, Design and Construction Project Manager, D. Lupsa, Design and
Construction Project Manager, R. Trussler, Engineering Construction Project Manager, and L.
Gordon, Director of Supply Services.
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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 eighteen (18) interested parties, and by
the closing date of Tuesday September 10, 2013, eight (8) responses had been received.
The review committee met on Wednesday, September, 18th, 2013, to review the submissions
and a shortlist of three (3) candidates was selected for further interviews. The Committee met
on Wednesday, October 9th, 2013 to interview the shortlisted candidates. The Committee
elected to award the project to AECOM, 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
• Proposed Project Team
• Effect of Interview
• Cost of Consultant's Fees
• Effectiveness of Work Plan
A listing of the responding parties follows for your reference:
AECOM
Kitchener ON
Associated Engineering
Kitchener ON
Genivar
Guelph ON
Hatch Mott MacDonald
Kitchener ON
McCormick Rankin
Kitchener ON
Meritech Engineering
Cambridge ON
MTE
Kitchener ON
Walter Fedy
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:
In addition to the costs anticipated in this tender, 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 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. The estimated surplus (D) will remain within the project to fund future work.
Expression of Interest E13 -075
Lang Crescent
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E13 -075 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
Transfer from Watermain Uncommitted (59500258)
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
COMMUNITY ENGAGEMENT:
$1,385,750.00
172,771.35
(17,185.39)
155,585.96 A
9,512.79
61,054.00
226,152.75 C
158,750.00
68,000.00
226,750.00 B
597.25 D
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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