HomeMy WebLinkAboutFCS-14-177 - E14-096 Consultant Services - 2014 Bridge Inspections
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2014-10-16
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: 2014-10-07
REPORT NO.: FCS-14-177
SUBJECT: E14-096 Consultant Services – 2014 Bridge Inspections
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-096 Consultant Services – 2014 Bridge Inspections, be
awarded to AECOM Canada Ltd., Kitchener, Ontario, at their estimated fee of $44,360.,
including contingencies of $3,840. plus H.S.T. of $5,766.80, for a total of $50,126.80,
based on a satisfactory contract being negotiated and an upset fee being established.
BACKGROUND:
Engineering Services intends to retain a consultant with experience in the inspection of bridges
to meet its legislated responsibility for ensuring the structural integrity of City owned bridges.
Provincial legislation requires that all bridges be inspected at least once every two years. The
City of Kitchener requires all City owned bridges to be inspected before the end of 2014.
The main work is to complete visual inspections of all City bridges, evaluate the condition of all
bridge elements, material defects and submit a detailed report on condition rating, performance
deficiencies, maintenance needs as per Ontario Structure Inspection Manual (OSIM).
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 S. Shah, Design Engineer, R. Wheatley, Asset Management Technician and L.
Gordon, Director of Supply Services.
Expressions of Interest were requested from four (4) consulting firms and by the closing date of
Thursday September 25, 2014, one (1) Expression of Interest had been received.
The Committee elected to award the project to AECOM Canada Ltd., 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.
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 reviews and appraisals as a result of the
inspection.
Expression of Interest E14-096
Consultant Services – 2014 Bridge Inspections
Legislated Bridge Inspection
The total budget for all phases of this project is $32,000.00
Estimated Cost for this Phase of Work
Expression of Interest E14-096 costs, including HST 50,126.80
less: HST rebate on tender (4,986.06)
Net Cost Being Awarded 45,140.74 A
Projected Costs: Staff Time 5,749.00
Total Estimated Cost for this Phase of Work 50,889.74 C
Budget for this Phase of Work
Revenue Fund 32,000.00
Total Budget for this Phase of Work 32,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) (18,889.74) D
Estimated Surplus/(Deficit) from previous phases 44,330.73
Total Estimated Surplus/(Deficit) 25,440.99 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