HomeMy WebLinkAboutFCS-14-113 - E14-043 Consultant Services - Hydrologic and Hydraulic Study - Hidden Valley Creek WatershedStaff 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: 2,3
DATE OF REPORT: 2014 -06 -09
REPORT NO.: FCS -14 -113
SUBJECT: E14 -043 Consultant Services — Hydrologic and Hydraulic Study
of the Hidden Valley Creek Watershed
RECOMMENDATION:
That Expression of Interest E14 -043 Consultant Services — Hydrologic and Hydraulic Study of
the Hidden Valley Creek Watershed, be awarded to WalterFedy, Kitchener, Ontario at their
estimated fee of $64,713., including contingencies of $5,883., plus H.S.T. of $8,412.69, for a
total of $73,125.69, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
Hidden Valley Creek, located in the southeastern portion of the City has a drainage area of 187
hectares. This creek has experienced erosion and flooding issues over the past thirty years,
ever since development began in the early 1990s. To address these issues, and in response to
concerns from downstream property owners, this study has been commissioned. To complete
this study The City of Kitchener is seeking professional Engineering Consulting Services
involving building a hydrologic and hydraulic model to determine Stormwater peak flows and to
produce floodplain mapping. The purpose of the study is to understand the root causes of
existing erosion and flooding of the creek and to gain insight into the available and best options
for mitigating these impacts. This study is expected to be completed by the end of 2014 unless
a longer monitoring record is required for model calibration purposes.
REPORT:
In accordance with Chapter 170 of the Municipal
Professional Services /Consultants, a Consultant's
consisting of M. Wilson, Engineering Technologist
Stormwater Utility, B. Sloan, Manager, Long Range
Code pertaining to the Selection of
Review Committee was established
( Stormwater), N. Gollan, Manager,
& Policy Planning, B. Steiner, Senior
1xi. - 1
Environmental Planner, W. Cheater, Region of Waterloo, B. Brown, 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 -three (33) interested parties, and
by the closing date of Wednesday May 14, 2014, eight (8) responses had been received.
The review committee met on Monday May 26, 2014, to review the submissions. The
Committee elected to award the project to WalterFedy, Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Qualifications /Expertise
• Proposed Project Team
• Completeness of the Proposal
• Effectiveness of Work Plan
• Cost of Consultant Fees
• Knowledge of the City (re: this area)
• Permanent Local Office
• Amount of City Work Completed in the Past
A listing of the responding parties follows for your reference:
AMEC Environment & Infrastructure
Burlington ON
Associated Engineering
Kitchener ON
Aquafor Beech Ltd.
Mississauga ON
Conestoga- Rovers & Associates
Waterloo ON
Ecosystem Recovery Inc.
Cambridge ON
Matrix Solutions Inc.
Breslau ON
MMM Group Ltd.
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.
1xi. -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 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 be returned
to the Storm Water Management Implementation capital account upon completion of the study.
Expression of Interest E14 -043
Hidden Valley Hydrologic and Hydraulic Study
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E14 -043 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
Storm Water Utility
Total Budget for this Phase of Work
$ 90,000.00
73,125.69
(7,273.74)
65,851.95 A
22,273.74
88,125.69 C
•1 II1 1�
Estimated Surplus /(Deficit) for this Phase of Work (B - C) 1,874.31
Estimated Surplus /(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
COMMUNITY ENGAGEMENT:
X
1,874.31 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
1xi. -3