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Home My WebLink AboutFCS-13-119 - E13-048 - Schneider Creek Remediation REPORT TO: Jeff Willmer, Chief Administrative Officer DATE OF MEETING: 2013-07-18 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: 2013-07-12 REPORT NO.: FCS-13-119 SUBJECT: E13-048 – Schneider Creek Remediation – Reach 2 and Reach 3 (Blockline Bridge to Manitou Drive) RECOMMENDATION: That Expression of Interest E13-048 – Schneider Creek Remediation – Reach 2 and Reach 3 Ecosystem Recovery Inc., Cambridge, (Blockline Bridge to Manitou Drive), be awarded to Ontario at their estimated fee of $384,968., including contingencies of $34,997. plus H.S.T. of $50,045.84, for a total of $435,013.84, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: The City of Kitchener and Grand River Conservation Authority (GRCA) have completed an Environmental Assessment (EA) for the remediation of Schneider Creek between Hayward Avenue and Manitou Drive. The original EA was completed in 1995 by the GRCA but not implemented. Due to the length of time from the completion of this study, an Addendum was required to confirm the results and conditions used in the original study. The addendum has been completed in accordance with the Class Environmental Assessment for Remedial Flood and Erosion Control Projects, approved for projects of this type. The study was initiated due to historic flooding and resulting damage to the railway line in this area. Several erosion sites were also identified which would benefit from remedial measures. A preferred alternative was determined for the three reaches of creek within the study limits to alleviate the flooding and erosion concerns. The objective of the addendum was to complete a review of the evaluation of flood and erosion mitigation alternatives taking into consideration any changes that may have occurred to the existing conditions over the past sixteen years. The evaluation was completed and a preferred alternatives selected for the remediation of Schneider Creek, and was endorsed by Council March, 2012. 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 J. Stevenson, Engineering Construction Project Manager, D. Lupsa, Design and Construction Project Manager, A. White, Design and Construction Project Manager, T. O’Brien, Landscape Architect 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 nd by the closing date of Wednesday May 22, 2013, six (6) responses had been received. rd The review committee met on Monday, June 3, 2013, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Wednesday th June 12, 2013 to interview the shortlisted candidates. The Committee elected to award the project to Ecosystem Recovery Inc., Cambridge, 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: A.M. Candaras Associates Inc. Woodbridge ON AMEC Environmental & Infrastructure Burlington ON Aquafor Beech Ltd. Guelph ON Ecosystem Recovery Inc. Cambridge ON McCormick Rankin Kitchener ON WalterFedy 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. 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 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 E13-048 Schneider Creek Remediation - Reach 2 and 3 The total budget for all phases of this project is $ 14,600,000.00 Estimated Cost for this Phase of Work Expression of Interest E13-048 costs, including HST 435,013.84 less: HST rebate on expression of interest (43,270.38) Net Cost Being Awarded 391,743.46 A Costs Incurred to Date Projected Costs: Staff time 112,158.00 Permitting/Working Easements 20,000.00 Railway Flagging Fees 25,000.00 Material testing/Geotechnical Allowance 25,000.00 Other 9,000.00 Total Estimated Cost for this Phase of Work 582,901.46 C Budget for this Phase of Work Storm Water Utility 560,000.00 Total Budget for this Phase of Work 560,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) (22,901.46) D Estimated Surplus/(Deficit) from previous phases 25,364.07 Total Estimated Surplus/(Deficit) 2,462.61 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: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services