HomeMy WebLinkAboutFCS-14-161 - E14-078 Consultant Services - Vista Crescent Lakeside Drive Road Reconstruction
REPORT TO: Committee of the Whole
DATE OF MEETING: 2014-09-15
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: 8
DATE OF REPORT: 2014-09-02
REPORT NO.: FCS-14-161
SUBJECT: E14-078 – Consultant Services - Vista Crescent (Lakeside Drive
to Lakeside Drive) & Lakeside Drive (Vista Crescent to Blueridge
Drive) Road Reconstruction
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-078 – Consultant Services - Vista Crescent (Lakeside
Drive to Lakeside Drive) & Lakeside Drive (Vista Crescent to Blueridge Drive) Road
Reconstruction, be awarded to IBI Group, Toronto, Ontario at their estimated fee of
$234,003.00, including contingencies of $21,273.00 plus H.S.T. of $30,420.39, for a total of
$264,423.39, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The Vista Crescent and Lakeside Drive reconstruction project has been initiated to address the
infrastructure issues which currently exist. The infrastructure along Vista Crescent and
Lakeside Drive 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 2016.
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 & Approvals Engineer, C. Spere, Manager Engineering
Construction, S. Shah, Design Engineer, 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 thirteen (13) interested parties, and by
st
the closing date of Friday, August 1, 2014, seven (7) responses had been received.
th
The review committee met on Wednesday, August 13, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
th
Tuesday, August 26, 2014 to interview the shortlisted candidates. The Committee elected to
award the project to IBI Group, Toronto, 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 (Ont.) Ltd. Kitchener ON
IBI Group Toronto ON
Meritech Engineering Cambridge ON
MTE Consultants Inc. 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.
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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 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 E14-078
Vista/Lakeside Reconstruction
The total budget for all phases of this project is $2,394,806.00
Estimated Cost for this Phase of Work
Expression of Interest E14-078 costs, including HST 264,423.39
less: HST rebate on tender (26,301.93)
Net Cost Being Awarded 238,121.46 A
Costs Incurred to Date 10,033.23
Projected Costs: Staff Time/Material Testing 99,821.00
Total Estimated Cost for this Phase of Work 347,975.69 C
Budget for this Phase of Work
Sanitary Utility 173,848.00
Storm Water Utility 86,925.00
Water Utility 117,158.00
Intensification Allowance 6,875.00
Total Budget for this Phase of Work 384,806.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 36,830.31 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 36,830.31 E
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.
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ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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