HomeMy WebLinkAboutFCS-14-058 - E13-100 Consultant Services - Class EA Preliminary Design for Idlewood Creek
REPORT TO:Committee of the Whole
DATE OF MEETING:
2014-03-31
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:
2
DATE OF REPORT:
2014-03-18
REPORT NO.:
FCS-14-058
SUBJECT:
E13-100 Consultant Services – Class Environmental
Assessment and Preliminary Design for Idlewood Creek
(Fairway Road to Outlet at Grand River)
RECOMMENDATION:
That Expression of Interest E13-100 – Consultant Services – Class Environmental Assessment
and Preliminary Design for Idlewood Creek (Fairway Road to Outlet at Grand River), be
AMEC Environmental & Infrastructure, Burlington, Ontario
awarded to at their estimated fee
of $128,434.63, including contingencies of $11,675.88, plus H.S.T. of $16,696.50, for a total of
$145,131.13, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
Idlewood Creek, which is located in the southeastern portion of the City, has a drainage area of
442 ha. This creek has experienced sedimentation and erosion over the past thirty years, ever
since development began. In the early 1990s, in response to concerns from downstream
property owners as well as an appeal to the Ontario Municipal Board opposing zoning bylaw
amendments for residential development to occur, the City commissioned the Idlewood Creek
Master Drainage Plan. The intent of the study was to determine whether additional measures
were required to address flooding and erosion. The study recommended that more stringent
stormwater management criteria be used for further development. There are two online dam
structures one of which is on City owned park lands. Now that development in this watershed is
mostly complete, it is proposed that a Class Environmental Assessment be undertaken to
investigate the two online structures, determine any potential risks as well as explore
opportunities to improve the watercourse and address long term sedimentation and erosion.
This study is expected to be completed in the spring of 2015.
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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. Ryan, Design & Construction Project Manager, W. Sleeth, Landscape Architect,
B. Steiner, Senior Environmental Planner 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-four (34) interested parties, and
by the closing date of Thursday December 19, 2013, eight (8) responses had been received.
The review committee met on Tuesday January 21, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Friday February 7, 2014 to interview the shortlisted candidates. The Committee elected to
award the project to AMEC Environmental & Infrastructure, Burlington, Ontario.
The Committee rated consultants on the following criteria:
Evaluation of Proposed Project Manager
Understanding and Approach
Qualifications/Expertise of Team
Team includes all necessary disciplines
Past Performance
Knowledge of the City (re: this area)
Permanent Local Office
Amount of City Work Completed in the Past
Proposed communication approach
Effectiveness of Interview
Cost of Consultant's Fees
Project Team
Effectiveness of work plan
A listing of the responding parties follows for your reference:
AMEC Environmental & Infrastructure Burlington ON
Aquafor Beech Ltd. Guelph ON
Ecosystem Recovery Inc. Cambridge ON
EcoTec Environmental Consultants Inc. Acton ON
MMM Group Limited Kitchener ON
MTE Consultants Inc. Kitchener ON
Stantec Kitchener ON
WalterFedy Kitchener ON
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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 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", 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 E13-100
Class EA & Preliminary Design for Idlewood Creek
The total budget for all phases of this project is $ 1,373,782.00
Estimated Cost for this Phase of Work
Expression of Interest E13-100 costs, including HST 145,131.13
less: HST rebate on tender (14,436.05)
Net Cost Being Awarded 130,695.08 A
Costs Incurred to Date 8,311.45
Projected Costs: Staff Time 30,000.00
Total Estimated Cost for this Phase of Work 169,006.53 C
Budget for this Phase of Work
Development Charges 39,539.58
Storm Water Utility 211,592.69
Total Budget for this Phase of Work 251,132.27 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 82,125.74 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 82,125.74 E
1. iii. - 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
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