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Home My WebLink AboutFCS-14-040 - E14-005 Consultant Services - Doon South Sanitary Pumping StationStaff Report rTC.�r R finance and Corporate Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2014 -03 -03 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 DATE OF REPORT: 2014 -02 -24 REPORT NO.: FCS -14 -040 SUBJECT: E14 -005 Consultant Services — Doon South Sanitary Pumping Station RECOMMENDATION: That Expression of Interest E14 -005 — Consultant Services — Doon South Sanitary Pumping Station, be awarded to MMM Group Limited, Thornhill, Ontario at their estimated fee of $671,112.20, including contingencies of $61,010.20, plus H.S.T. of $87,244.59, for a total of $758,356.79, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: In 2004, The City of Kitchener's Development Charge Background Study identified the need to establish a new sanitary pumping station, trunk gravity sewer and forcemain to provide wastewater servicing for Phase II of the Doon South Community Plan. In 2009, an Environmental Assessment was completed to determine the location of the new station and the area that could be serviced through this station. The new station will be located on New Dundee Road near the intersection of Robert Ferrie Dr. and New Dundee Road. Through the EA, an initial /interim condition was established when initial flows to the new station are low and nearby sanitary collection system can accommodate this flow. An ultimate condition that will include the construction of a new forcemain to convey flows directly to the Schneider Sanitary Trunk sewer has also been confirmed through this study. The new station will be designed and constructed to facilitate staging of the operations and implementation at the new station to accurately align with the growth of the area. The new station will include provisions for emergency storage, emergency standby power, and will be designed in accordance with area aesthetic guidelines. I Vi. -1 The selected consultant as part of this assignment will complete the detailed design of the new station and interim forcemain; provide services related to tendering of the station as well as the associated sanitary sewers along New Dundee Road; and provide construction services related to the construction of the gravity sewers and the new station. 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 M. Memon, Design and Construction Engineer, C. Spere, Manager, Engineering Construction, C. McGuire, Supervisor, Operations (Sewers) 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 thirty -six (36) interested parties, and by the closing date of Thursday January 23 d, 2014, ten (10) responses had been received. The review committee met on Tuesday February 4th, 2014, to review the submissions and a shortlist of four (4) candidates was selected for further interviews. The Committee met on Thursday February 13th, 2014 to interview the shortlisted candidates. The Committee elected to award the project to MMM Group Limited, Thornhill, Ontario. The Committee rated consultants on the following criteria: • Project Understanding, Insight and Approach • Experience and Qualifications of Project Manager • Expertise of the firm and Key Personnel • Performance on City's previous projects (if applicable) • Experience on similar projects • Appropriateness of Project Schedule • Office Location • 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: AECOM Canada Ltd. Kitchener ON Ainley & Associates Limited Collingwood ON Associated Engineering Ltd. Toronto ON CIMA Canada Inc. Kitchener ON J.L. Richards & Associates Limited Guelph ON MMM Group Limited Thornhill ON Zvi. -2 MTE Consultants Inc. Kitchener ON R.J. Burnside & Associates Limited Guelph ON The Municipal Infrastructure Group Ltd. Vaughan ON WSP Canada Inc. Guelph 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: 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 E14 -005 Doon South Sanitary Pumping Station The total budget for all phases of this project is Estimated Cost for this Phase of Work Expression of Interest E14 -005 costs, including HST less: HST rebate on tender Net Cost Being Awarded Costs Incurred to Date Projected Costs: M.O.E. Projected Costs: Hydro Projected Costs: Staff Time Projected Costs: Material Testing Total Estimated Cost for this Phase of Work Budget for this Phase of Work Development Charges External Billings (Monarch) Total Budget for this Phase of Work Estimated Surplus /(Deficit) for this Phase of Work (B - C) Estimated Surplus /(Deficit) from previous phases Total Estimated Surplus /(Deficit) $ 17,210,900.00 758,356.79 (75,432.98 682, 923.81 A 660,359.70 30,000.00 100,000.00 100,000.00 40,000.00 1,613,283.51 C 651,900.00 1,150,554.00 1,802,454.00 B 189,170.49 D 189,170.49 E Zvi. -3 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 Zvi. -4