HomeMy WebLinkAboutFCS-14-153 - E14-071 Consultant Services - 2014 Stormwater Management Facilities Sediment Testing Program
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: All
DATE OF REPORT: 2014-08-13
REPORT NO.: FCS-14-153
SUBJECT: E14-071 – Consultant Services – 2014 Stormwater Management
Facilities (SWMF) Sediment Testing Program
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-071 – Consultant Services – 2014 Stormwater
Management Facilities (SWMF) Sediment Testing Program, be awarded to CH2M HILL,
Kitchener, Ontario at their estimated fee of $93,038., including contingencies of $8,458.,
plus H.S.T. of $12,094.94, for a total of $105,132.94, based on a satisfactory contract
being negotiated and an upset fee being established.
BACKGROUND:
The proposed works will involve testing sediment from approximately 20 SWMFs across the
City and continuing discussions with the Ministry of the Environment and Climate Change on
beneficial reuse. The testing data obtained will help the City to continue to build a case for
finding alternatives to disposal which would result in reducing costs and being more
environmentally sustainable. This work builds on the Beneficial Reuse of Sediment from
SWMFs for which the City obtained a Showcasing Water Innovation Grant from the Ministry of
the Environment and Climate Change. The selection of the 20 SWMFs will be based on the
priority list for clean out generated during the 2008 Annual SWM Audit as well as updated
information obtained this year as part of City staff undertaking inspections at each of the 135
SWMFs across the City.
In the future, the City may wish to consider obtaining sediment volume estimates from the
SWMFs to assist us in budgeting for the adequate maintenance of these facilities in order to be
in compliance with our Environmental Compliance Approvals from the Ministry of the
Environment and Climate Change.
A technical memorandum will be provided in the spring of 2015 with the results of the testing
and summary of discussions with the MOE.
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 M. Ryan, Design & Construction Project Manager, N. Gollan, Manager,
Stormwater Utility, N. Ritchie, Region of Waterloo, 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-three (23) interested parties,
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and by the closing date of Tuesday July 29, 2014, twelve (12) responses had been received.
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The review committee met on Tuesday, August 12, 2014, to review the submissions. The
Committee elected to award the project to CH2M Hill, Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project
• Understanding and Approach
• Qualifications / Expertise of Project Team
• Effectiveness of Work Plan
• Cost of Consultant's Fees
• Knowledge of City SWM Assets
• Previous Performance on City Projects
• Amount of City Work Completed in the Past
• Value Added Approach
A listing of the responding parties follows for your reference:
AECOM Kitchener ON
AMEC Environment & Infrastructure Cambridge ON
Aquafor Beech Ltd. Guelph ON
CH2M HILL Kitchener ON
Golder Associates Ltd. Cambridge ON
LVM Kitchener ON
Matrix Solutions Inc. Breslau ON
MTE Consultants Inc. Kitchener ON
Peto MacCallum Ltd. Kitchener ON
R.J. Burnside & Associates Ltd. Guelph ON
Stantec Consulting Ltd. Kitchener ON
XCG Consultants Ltd. Kitchener 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 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 be returned to
the Storm Water Management Implementation capital account upon completion of the sediment
testing.
Expression of Interest E14-071
SWM Facility Sediment Testing Program
The total budget for all phases of this project is $ 130,000.00
Estimated Cost for this Phase of Work
Expression of Interest E14-071 105,132.94
less: HST rebate on Expression of Interest (10,457.47)
Net Cost Being Awarded 94,675.47 A
Costs Incurred to Date
Projected Costs: Staff Time 25,000.00
Total Estimated Cost for this Phase of Work 119,675.47 C
Budget for this Phase of Work
Storm Water Utility 130,000.00
Total Budget for this Phase of Work 130,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 10,324.53 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 10,324.53 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.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services