HomeMy WebLinkAboutFCS-14-106 - E14-035 Consultant Services - Siebert Avenue Road ReconstructionStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2014 -06 -16
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: 2014 -05 -30
REPORT NO.: FCS -14 -106
SUBJECT: E14 -035 — Consultant Services — Siebert Avenue (Clark Avenue
to Vanier Drive) Road Reconstruction
RECOMMENDATION:
That Expression of Interest E14 -035 — Consultant Services — Siebert Avenue (Clark Avenue to
Vanier Drive) Road Reconstruction, be awarded to IBI Group, Waterloo, Ontario at their
estimated fee of $235,394.50, including contingencies of $21,399.50 plus H.S.T. of $30,601.29,
for a total of $265,995.79, based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND:
The Siebert Avenue (from Clark Avenue and Vanier Drive) reconstruction project has been
initiated to address the infrastructure issues which currently exist. The infrastructure on this
street has generally reached the end of its useful life and requires full replacement. The project
scope includes the design and reconstruction of all underground services (sanitary sewer, storm
sewer and watermain) as well as sanitary and water services connections to the property line.
The asphalt roadway will be reconstructed as well as sidewalks and curbs. Construction is
expected to occur in 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 D. Lupsa, Design & Construction Project Manager, J. Stevenson, Engineering
Construction Project Manager 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 (20) interested parties, and by
the closing date of Tuesday April 8, 2014, seven (7) responses had been received.
The review committee met on Thursday April 24, 2014, to review the submissions and a shortlist
of three (3) candidates was selected for further interviews. The Committee met on Friday May
9, 2014 to interview the shortlisted candidates. The Committee elected to award the project to
IBI Group, Waterloo, 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:
AMEC Environment & Infrastructure
Burlington ON
IBI Group
Waterloo ON
Meritech Engineering
Cambridge ON
MMM Group Limited
Kitchener ON
MTE
Kitchener ON
WalterFedy
Kitchener 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.
1.H. -2
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 tender (A), is fair and reasonable for a purchase of this scope but the
upset limit exceeds the budget allowance (B) provided within the budget. Additional funding for
this purchase is provided by the Accelerated Infrastructure Replacement Program general
account. The amount available in this account is sufficient to fund this transfer. There is
expected to be no surplus or deficit (E).
Expression of Interest E14 -035
Siebert Ave Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E14 -035 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Staff Time /Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Sanitary Utility
Storm Water Utility
Water Utility
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
Transfer from Accelerated Infrastructure Replacement Program
Estimated Surplus /(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
COMMUNITY ENGAGEMENT:
$2,145,241.00
265,995.79
(26,458.33)
239,537.46 A
34,850.00
57,009.00
331,396.46 C
143,989.00
71,995.00
97,036.00
313,020.00 B
(18,376.46) D
18, 376.46
0.00 E
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
I.H. - 4