The URL can be used to link to this page

Home My WebLink AboutFCS-14-094 - E14-033 Consultant Services - Upper Blair CreekStaff Report rTC.�r R finance and Corporate Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2014 -05 -26 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 -05 -16 REPORT NO.: FCS -14 -094 SUBJECT: E14 -033 — Consultant Services — Upper Blair Creek RECOMMENDATION: That Expression of Interest E14 -033 — Consultant Services — Upper Blair Creek, be awarded to Aquafor Beech Ltd., Guelph, Ontario at their estimated fee of $106,260., including contingencies of $9,660. plus H.S.T. of $13,813.80, for a total of $120,073.80, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: The Upper Blair Creek subwatershed area is located near the southwest boundary of the City of Kitchener and has been previously identified as a sensitive coldwater creek that is highly dependent on groundwater recharge as per the 1997 Blair, Bechtel, and Bauman Creeks Subwatershed Plan (BBB Study) which was commissioned by a consortium comprised of the Ministry of Natural Resources (MNR), the Grand River Conservation Authority (GRCA), Regional Municipality of Waterloo (RMOW), the City of Kitchener and the City of Cambridge. The purpose of that study was to address the management as well as enhancement of the surface and groundwater regimes, maintenance of stream and aquatic systems and the conservation of natural heritage features. This study identified impervious cover limits (ICLs) in light of its sensitivity and also set out proposed mitigation measures to protect the creek. The impervious cover limits were revised through the Upper Blair Creek (Kitchener) Functional Drainage Study (FDS) (Stantec, 2009) which provided the framework for a monitoring, maintenance and mitigation program for the eventual urban development of the Upper Blair Creek subwatershed. This process involved an Ontario Municipal Board Hearing. Per the Functional Drainage Study, system -wide monitoring has been underway in Blair Creek since 2006 and has been undertaken by Grand River Conservation Authority (GRCA) staff on behalf of the City of Kitchener. Developers have also been required to undertake monitoring as part of the subdivision agreements. The goal is to monitor and evaluate the overall health of the Blair Creek ecosystem. The Functional Drainage Study recommended that monitoring data be 1xii. - 1 compiled and produced as a State of the Watershed (SOW) report on a 3 -5 year frequency. This will be the first SOW report and the intent is to establish baseline conditions on the creek based on the system -wide and during - development monitoring that has been undertaken. The report will provide a comprehensive baseline against which future conditions can be evaluated (during- and post- construction /development). It is expected that the Final Report will be completed by spring 2015. 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, E. Riek, Project Manager — Development Engineering, B. Steiner, Senior Environmental Planner, J. Ivey, Grand River Conservation Authority, 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 Monday March 31, 2014, seven (7) responses had been received. The review committee met on Monday April 7, 2014, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Monday April 28, 2014 to interview the shortlisted candidates. The Committee elected to award the project to Aquafor Beech Ltd., Guelph, Ontario. The Committee rated consultants on the following criteria: • Evaluation of Proposed Project Manager • Understanding and Approach • Qualifications /Expertise of Team • Completeness of Proposal • Team includes all necessary disciplines • Past Performance • Knowledge of the City (re: this area) • Proposed data management approach • Effectiveness of Interview • Cost of Consultant's Fees • Project Team • Effectiveness of work plan 1xii.-2 A listing of the responding parties follows for your reference: AMEC Environment & Infrastructure Burlington ON Aquafor Beech Limited Guelph ON Azimuth Environmental Consulting Inc. Barrie ON CH2M Hill Kitchener ON Emmons & Olivier Resources Inc. Oakdale MN Matrix Solutions Inc. Breslau 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. 1xii. - 3 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 additional data management work associated with the results of this report. Expression of Interest E14 -033 Upper Blair Creek State of the Watershed Report The total budget for all phases of this project is $ 250,000.00 Estimated Cost for this Phase of Work Expression of Interest E14 -033 costs, including HST 120,073.80 less: HST rebate on tender (11,943.62) Net Cost Being Awarded 108,130.18 A Projected Costs: Staff Time 50,000.00 Total Estimated Cost for this Phase of Work 158,130.18 C Budget for this Phase of Work Development Charges 250,000.00 Total Budget for this Phase of Work 250,000.00 B Estimated Surplus /(Deficit) for this Phase of Work (B - C) 91,869.82 D Estimated Surplus /(Deficit) from previous phases (89,220.47) Total Estimated Surplus /(Deficit) 2,649.35 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. 1xii. - 4 ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services 1.vii. - 5