HomeMy WebLinkAboutFCS-14-126 - E14-036 Consultant Services - Union Street Maple Avenue Road Reconstruction
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: 10
DATE OF REPORT: 2014-06-23
REPORT NO.: FCS-14-126
SUBJECT: E14-036 – Consultant Services – Union Street/Maple Avenue
(Lancaster Street West to Sereda Road/Arnold Street to Union
Street) Road Reconstruction
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-036 – Consultant Services – Union Street/Maple Avenue
(Lancaster Street West to Sereda Road/Arnold Street to Union Street) Road Reconstruction, be
Conestoga-Rovers & Associates, Waterloo, Ontario
awarded to at their estimated fee of
$351,987.90, including contingencies of $31,998.90 plus H.S.T. of $45,758.43, for a total of
$397,746.33, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The Union Street/Maple Avenue road 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, B. Bishop, Design &
Construction Project Manager and L. Gordon, Director of Supply Services.
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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-two (22) interested parties, and
by the closing date of Thursday May 29, 2014, seven (7) responses had been received.
The review committee met on Wednesday June 11, 2014, to review the submissions and a
shortlist of three candidates was selected for further interviews. The Committee met on Friday
June 20, 2014 to interview the shortlisted candidates. The Committee elected to award the
project to Conestoga-Rovers & Associates, 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:
AECOM Kitchener ON
Associated Engineering Ltd. Kitchener ON
Conestoga-Rovers & Associates Waterloo ON
IBI Group Waterloo ON
Meritech Engineering Cambridge 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.
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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 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 account and will
be used towards the construction phase of the project.
Expression of Interest E14-036
Union/Maple Reconstruction
The total budget for all phases of this project is $2,769,844.00
Estimated Cost for this Phase of Work
Expression of Interest E14-036 costs, including HST 397,746.33
less: HST rebate on tender (39,563.42)
Net Cost Being Awarded 358,182.91 A
Costs Incurred to Date 41,961.85
Projected Costs: Staff Time/Material Testing 85,627.00
Total Estimated Cost for this Phase of Work 485,771.76 C
Budget for this Phase of Work
Sanitary Utility 221,679.00
Storm Water Utility 110,840.00
Water Utility 149,394.00
Intensification Allowance 8,767.00
Total Budget for this Phase of Work 490,680.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 4,908.24 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 4,908.24 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.
ACKNOWLEDGED BY:
Jeff Willmer, Chief Administrative Officer
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