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HomeMy WebLinkAboutFCS-14-125 - E14-053 Consultant Services - Freeport Forcemains REPORT TO: Committee of the Whole DATE OF MEETING: 2014-06-30 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: 2014-06-20 REPORT NO.: FCS-14-125 SUBJECT: E14-053 – Consultant Services – Freeport Forcemains ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E14-053 – Consultant Services – Freeport Forcemains, be awarded MTE Consultants Inc., Kitchener, Ontario to at their estimated fee of $542,086.60, including contingencies of $49,280.60, plus H.S.T. of $70,471.26, for a total of $612,557.86, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: In 2009 the Freeport Sewage Pumping Station Capacity and Infrastructure Report identified the need for an upgrade to the station to service 150 hectares of the FreeportCatchment area. Following that an EA was completed by AECOM in November 2010 and subsequently approved by Council. The Final Freeport Sewage Pumping Station Upgrade Report was completed along with the Forcemain Pre-Design Report in April 2014. The construction of the FSPS will commence in 2014 and the twin forcemains to be designed in 2014 with construction commencing in 2015. The overall route for the twin forcemains will run from the FSPS to the intersection of Wabanaki Drive and Goodrich Drive. The forcemains will start by running along King Street East to Hofstetter Drive, along Cameo Drive then cross under Highway 8 to Hidden Valley Road where it will follow the proposed alignment for the River Road extension. The work includes the design of the twin forcemains from the FSPS to the intersection of Wabanaki Drive and Goodrich Drive and the construction of the twin forcemains which will extend from FSPS to Hidden Valley Road. The twin forcemains are to be extended below Highway 8 in a steel casing pipe to meet the design requirements of the Ministry of Transportation (MTO). This project consists of multiple stages, as such funds for the engineering consulting fees were previously accounted for and exist within the capital account. The first stage of construction funding aligns with the proposed project schedule and are budgeted in 2015. Future budget 1. v - 1 includes the necessary funds to permit construction of the second stage of the forcemains to align with the construction of the River Road Extension. 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 L. Cooper, Supervisor, Development Client Services, K. Pietrzak, Design & Construction Technologist, C. Spere, Manager, Engineering Construction 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-five (35) interested parties, and by the closing date of Thursday May 22, 2014, four (4) responses had been received. The review committee met on Wednesday May 28, 2014, to review the submissions and a shortlist of two (2) candidates was selected for further interviews. The Committee met on Wednesday June 11, 2014 to interview the shortlisted candidates. The Committee elected to award the project to MTE Consultants Inc., Kitchener, 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 • 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: Associated Engineering Ltd. Kitchener ON MMM Group Limited Thornhill ON MTE Consultants Inc. Kitchener ON Stantec Consulting Ltd. 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. 1. v - 2 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 the construction phase of the Forcemains. Expression of Interest E14-053 Freeport Pumping Station Upgrades and Forcemains The total budget for all phases of this project is $ 12,250,850.00 Estimated Cost for this Phase of Work Expression of Interest E14-053 612,557.86 less: HST rebate on Expression of Interest (60,930.51) Net Cost Being Awarded 551,627.35 A Costs Incurred to Date Projected Costs: Staff time 83,757.00 Total Estimated Cost for this Phase of Work 635,384.35 C Budget for this Phase of Work Development Charges 700,000.00 Total Budget for this Phase of Work 700,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 64,615.65 D Estimated Surplus/(Deficit) from previous phases 190,877.88 Total Estimated Surplus/(Deficit) 255,493.53 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. 1. v - 3 ACKNOWLEDGED BY: Jeff Willmer, Chief Administrative Officer 1. v - 4