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Home My WebLink AboutFCS-14-050 - E14-027 Stormwater Management Monitoring Program REPORT TO: Special Council DATE OF MEETING: 2014-03-17 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: All DATE OF REPORT: 2014-03-011 REPORT NO.: FCS-14-050 SUBJECT: E14-027 – Stormwater Management Monitoring Program RECOMMENDATION: That Expression of Interest E14-027 – Stormwater Management Monitoring Program, be AECOM Canada Ltd., Kitchener, Ontario awarded to at their estimated fee of $70,205.00, plus H.S.T. of $9,126.65, for a total of $79,331.65, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: In December 2001, the City of Kitchener developed a Stormwater Management (SWM) Policy in order to ensure that the most effective approach to SWM is provided throughout the City. The plan was approved by Council December 10, 2001 and subsequently filed as a Schedule ‘B’ Class Environmental Assessment as per the Municipal Engineers Association Class Environmental Assessment document dated October 2000. As part of the overall plan, an annual audit report is to be completed each year to summarize the work that has been carried out as related to the Citywide Plan and to summarize the status of in-stream water quality conditions from the monitoring program. The purpose of the annual audit report is to indicate whether or not the SWM measures provide for the necessary water quantity control and water quality treatment of stormwater resulting from infill/redevelopment sites. A monitoring network has been established, data collected and analyses carried out to review current conditions and compare these to past results and use this to evaluate any potential changes to either the City-wide strategy or to the monitoring program. This audit report is also intended to review the implementation strategy (priority plan) for SWM facilities and stream rehabilitation and recommend any changes/additions to the priority lists. Both the audit and monitoring program have been conducted annually since 2001. With the significant snow fall received over this past winter and no January melt event there is a fast approaching opportunity to have the monitoring stations prepared to capture data from this year’s spring thaw. This is important data to gather to be able to measure the impact of road salts and other pollutants being flushed through the stormwater management system. As such it is staff’s goal to have this monitoring work awarded as soon as possible. Due to other conflicting priorities staff was not able to have this recommendation prepared for the March 3 Council meeting. 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 N. Gollan, Manager, Stormwater Utility, A. White, Design & Construction Project Manager, D. Locke, Manager, Sewers, Traffic and Operational Support 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 forty-three (43) interested parties, and by the closing date of Friday February 28, 2014, eight (8) responses had been received. The review committee met on Monday March 3, 2014, to review the submissions. The Committee elected to award the project to AECOM Canada Ltd., Kitchener, Ontario. The Committee rated consultants on the following criteria:  Qualifications/Expertise  Proposed Project Team  Completeness of the Proposal  Effectiveness of Work Plan  Cost of Consultant's Fees  Knowledge of the City (re: this area)  Permanent Local Office  Amount of City Work Completed in the Past A listing of the responding parties follows for your reference: AECOM Canada Ltd. Kitchener ON AMEC Environment & Infrastructure Burlington ON Aquarfor Beech Ltd. Guelph ON Calder Engineering Ltd. Kleinburg ON Conestoga-Rovers & Associates Waterloo ON Ecosystem Recovery Inc. Cambridge ON WalterFedy Kitchener ON Water’s Edge Environmental Solutions Team Ltd. Cambridge 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 FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, 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 future work. Expression of Interest E14-027 2014 Stormwater Monitoring Program The total budget for all phases of this project is $ 105,000.00 Estimated Cost for this Phase of Work Expression of Interest E14-027 costs, including HST 79,331.65 less: HST rebate on tender (7,891.04) Net Cost Being Awarded 71,440.61 A 28,721.32 Projected Costs: Staff Time/Sampler Housing Unit/Lab Sampling Total Estimated Cost for this Phase of Work 100,161.93 C Budget for this Phase of Work Stormwater Utility 105,000.00 Total Budget for this Phase of Work 105,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 4,838.07 D Estimated Surplus/(Deficit) from previous phases 50,672.69 Total Estimated Surplus/(Deficit) 55,510.76 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: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate Services