HomeMy WebLinkAboutFCS-14-147 - E14-065 Consultant Services - Stahl Ave, Wilhelm St Road ReconstructionStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2014 -08 -25
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 -08 -11
REPORT NO.: FCS -14 -147
SUBJECT: E14 -065 — Consultant Services — Stahl Avenue (West End to Duke
Street) & Wilhelm Street (Duke Street to Weber Street) Road
Reconstruction
RECOMMENDATION:
That Expression of Interest E14 -065 — Consultant Services — Stahl Avenue (West End to
Duke Street) & Wilhelm Street (Duke Street to Weber Street) Road Reconstruction, be
awarded to MTE Consultants Inc., Kitchener, Ontario at their estimated fee of
$212,992.13, including contingencies of $19,362.92, plus H.S.T. of $27,688.98, for a total
of $240,681.11, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The Stahl Avenue and Wilhem Street reconstruction project has been initiated to address the
infrastructure issues which currently exist. The infrastructure along Stahl Avenue and Wilhelm
Street has generally reached the end of its useful life and requires full replacement. The project
includes the reconstruction of all underground services (sanitary sewer, storm sewer and
watermain) as well as sanitary and water service 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 K. Mick, Design and Approvals Engineer, D. Lupsa, Design /Construction Project
Manager, R. Trussler, 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 seventeen (17) interested parties, and
by the closing date of Friday, July 11th, 2014, five (5) responses had been received.
The review committee met on Thursday, July 17th, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Thursday, July 31St, 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:
• Qualifications / Expertise
• Evaluation of Proposed Project Manager
• Proposed Project Team
• Completeness of the Proposal
• Variety & Quality of Disciplines in House / in Consortium
• Past Performance
• Knowledge of the City (re: this area)
• Effect of Interview
• Cost of Consultant's Fees
• Effectiveness of Work Plan
• Permanent Local Office
• Amount of City Work Completed in the Past
A listing of the responding parties follows for your reference:
AECOM
Kitchener ON
IBI Group
Waterloo ON
Meritech Engineering
Cambridge ON
MTE Consultants Inc.
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 Expression of Interest (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 will be provided from 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 -075
Stahl - Wilhelm Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E14 -075 costs, including HST
less: HST rebate on Expression of Interest
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
Intensification Allowance (DC)
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)
$1,052,363.00
240,681.11
(23,940.31)
216,740.80 A
5,500.43
31,143.00
253,384.23 C
101,158.00
50,578.00
68,171.00
4,001.00
223,908.00 B
(29,476.23) D
29,476.23
(0.00) E
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COMMUNITY ENGAGEMENT:
INFORM - 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
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