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Home My WebLink AboutFCS-14-202 - E14-094 Consultant Services - Design & Construction -Rothsay Av Overflow Sewer &Forfar Park Wetland RetrofitStaff Report rTC.�r R finance and Corporate Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2014 -12 -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: 1 DATE OF REPORT: 2014 -12 -01 REPORT NO.: FCS -14 -202 SUBJECT: E14 -094 — Consultant Services — Detailed Design and Construction for Rothsay Avenue Overflow Sewer and Forfar Park Wetland Retrofit (Pond 6) RECOMMENDATION: That Expression of Interest E14 -094, Consultant Services — Detailed Design and Construction for Rothsay Avenue Overflow Sewer and Forfar Park Wetland Retrofit (Pond 6) be awarded to AECOM Canada Ltd. of Kitchener, Ontario, at their estimated fee of $387,540., plus contingencies of $38,754. and H.S.T. of $55,418.22 for a total of $481,712.22, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: Kolb Creek watershed is a 455 ha watershed located within the City of Kitchener municipal boundaries. The Kolb Creek watershed is a predominantly urban watershed, and is located in the northeastern section of the City. The creek was originally constructed as a drain in 1944 when the watershed was mostly rural. Kolb Creek has been identified as a potential cold water fish habitat. In 2013, the City retained consulting services to complete the Kolb Creek Schedule `B' Class Environmental Assessment (EA) (Aquafor Beech, 2013) to address flooding and erosion issues with the study area. The preferred alternative resulting from the EA was to implement the detailed design and construction of an overflow sewer along Rothsay Avenue and a wetland retrofit within Forfar Park (Pond 6) which will improve the quality of water entering into Kolb Creek. This project will also incorporate the City of Kitchener Multi —use Pathways and Trails Master Plan, final Report (May 2012) by examining the feasibility of implementing the specified trail 1.H. -1 connections within the project boundaries. If these connections are deemed feasible, the scope of detailed design and construction work will be included in the overall project budget. The scope of this project will be completed in two phases: Phase I: Design and construction of the overflow sewer along Rothsay Ave and associated trail connections, to be completed by November, 2015. Phase II: Design and construction of the wetland retrofit within Forfar Park (Pond 6) and associated trail connections, to be completed by October, 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 L. Walter, Design and Construction Project Manager, K. Mick, Design and Approvals Engineer, C. Musselman, Senior Environmental Planner, T. O'Brien, Landscape Architect 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 twenty -eight (28) interested parties, and by the closing date of Friday October 24, 2014, nine (9) responses had been received. The review committee met on Thursday October 30, 2014, to review the submissions and a shortlist of three (3) candidates was selected for further interviews. The Committee met on Monday November 17, 2014 to interview the shortlisted candidates. The Committee elected to award the project to AECOM Canada Ltd., Kitchener, Ontario. The Committee rated consultants on the following criteria: • Evaluation of Proposed Project Manager • Project Team — Completeness and Experience • Understanding and Approach • Completeness of Proposal • Past Performance • Knowledge of City and Area • Amount of City Work Completed in the Past • Value Added Approach • Cost of Consultant's Fees • Communications Approach • Work Plan and Schedule • Delivery of Interview 1.H. -2 A listing of the responding parties follows for your reference: AECOM Canada Ltd. AMEC Environment & Infrastructure Aquafor Beech Limited Associated Engineering (Ont.) Ltd. IBI Group MMM Group Limited Morrison Hershfield Limited Parsons WalterFedy Kitchener, Ontario Burlington, Ontario Guelph, Ontario Kitchener, Ontario Waterloo, Ontario Kitchener, Ontario Toronto, Ontario Kitchener, Ontario Kitchener, Ontario 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. 1. ii. -3 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 -094 Rothsay Avenue Overflow Sewer & Forfar Park Wetland Retrofit (Pond 6) The total budget for all phases of this project is Estimated Cost for this Phase of Work Expression of Interest E14 -094 less: HST rebate on Expression of Interest Net Cost Being Awarded Costs Incurred to Date Projected Costs: Staff Time Total Estimated Cost for this Phase of Work Budget for this Phase of Work SWM Utility Total Budget for this Phase of Work Estimated Surplus /(Deficit) for this Phase of Work (B - C) Estimated Surplus /(Deficit) from previous phases Total Estimated Surplus /(Deficit) $ 3,304,703.00 481, 712.22 (47,915.42) 433,796.80 A 55.000.00 488,796.80 C 500,000.00 500,000.00 B 11,203.20 326,027.08 FBI 337,230.28 E 1.H. -4 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 1.H. -5