HomeMy WebLinkAboutFCS-14-174 - E14-087 Consultant Services - Glendale Rd Pandora Ave N Road Reconstruction
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2014-10-08
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: Ward 10
DATE OF REPORT: 2014-09-26
REPORT NO.: FCS-14-174
SUBJECT: E14-087 – Consultant Services – Glendale Road & Pandora
Avenue North Road Reconstruction
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-087 – Consultant Services – Glendale Road & Pandora Avenue
MTE Consultants Inc., Kitchener, Ontario
North Road Reconstruction, be awarded toat their
estimated fee of $197,345.18, including contingencies of $17,940.47 plus H.S.T. of $25,654.87,
for a total of $223,000.05, based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND:
The Glendale Road and Pandora Avenue North reconstruction project has been initiated to
address the infrastructure issues which currently exist. The infrastructure along Glendale Road
and Pandora Avenue 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 and Approvals Engineer, B. Bishop, Design and Construction
Project Manager, S. Allen, Manager, Engineering Design & Approvals 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 eighteen (18) interested parties, and by
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the closing date of Thursday August 28, 2014, eight (8) responses had been received.
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The review committee met on Wednesday, September, 10, 2014, to review the submissions
and a shortlist of three (3) candidates was selected for further interviews. The Committee met
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on Wednesday, September 24, 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:
• 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)
• Amount of City Work Completed in the Past
• Proposed Project Team
• Effect of Interview
• Cost of Consultant’s Fee
• Effectiveness of Work Plan
A listing of the responding parties follows for your reference:
MTE Consultants Inc. Kitchener ON
AECOM Kitchener ON
Meritech Engineering Cambridge ON
Conestogo Rovers & Associates Ltd. Waterloo ON
Parsons Inc. Kitchener ON
WalterFedy Kitchener ON
IBI Group Waterloo ON
WSP 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.
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 E14-087
Glendale/Pandora Reconstruction
The total budget for all phases of this project is 2,390,751.00
Estimated Cost for this Phase of Work
Expression of Interest E14-087 costs, including HST 223,000.05
less: HST rebate on tender (22,181.59)
Net Cost Being Awarded 200,818.46 A
Costs Incurred to Date 8,848.06
Projected Costs: Staff Time/Material Testing 91,683.00
Total Estimated Cost for this Phase of Work 301,349.52 C
Budget for this Phase of Work
Sanitary Utility 173,593.00
Storm Water
Utility 86,797.00
Water Utility 116,987.00
Intensification Allowance 6,865.00
Total Budget for this Phase of Work 384,242.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 82,892.48 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 82,892.48 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