HomeMy WebLinkAboutFCS-14-134 - E14-046 Consultant Services - Municipal Class Environmental Assessment to Develop a Storwater Management Master Plan
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2014-07-25
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: N/A
DATE OF REPORT: 2014-07-15
REPORT NO.: FCS-14-134
SUBJECT: E14-046 – Consultant Services – Municipal Class Environmental
Assessment to Develop a Stormwater Management Master Plan
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-046 – Consultant Services – Municipal Class
Environmental Assessment to Develop a Stormwater Management Master Plan, be
awarded to Aquafor Beech Limited, Guelph, Ontario at their estimated fee of $534,333.80,
including contingencies of $48,575.80 plus H.S.T. of $69,463.39, for a total of $603,797.19,
based on a satisfactory contract being negotiated and an upset fee being established.
BACKGROUND:
As detailed in INS Report 14-037, the City will be initiating a Comprehensive Stormwater
Management (SWM) Master Plan in order to replace the 2001 Stormwater Management Policy
(I-1135), which is now out of date as a result of updated legislation as well as the creation of a
stormwater utility. This Master Plan will be undertaken as a Municipal Class Environmental
Assessment and will have public input including a Public Advisory Committee. This study will
involve a number of departments in order to align the stormwater management guidelines and
policies with those departments whose work relate to this field including a close tie with the
recently completed stormwater asset management plan. The study will identify priority work
areas and help determine the most effective way to implement a sustainable level of service
within the context of the established funding mechanism. Furthermore, this study is intended to
position the City such that it can serve as a starting point for Water Sustainability Plans which
will eventually be required as per the Water Opportunities Act.
This study is expected to be completed by the end of 2015.
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, M. Ryan, Design & Construction Project
Manager, L. Cooper, Supervisor, Development Client Services, J. Ivey, Grand River
Conservation Authority 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 thirty-four (34) interested parties, and
by the closing date of Friday May 30, 2014, six (6) responses had been received.
The review committee met on Thursday June 12, 2014, to review the submissions and a
shortlist of four (4) candidates was selected for further interviews. The Committee met on
Tuesday July 8, 2014 to interview the shortlisted candidates. The Committee elected to award
the project to Aquafor Beech Limited, Guelph, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Completeness of the Proposal
• Qualifications / Expertise
• Project Understanding
• Variety & Quality of Disciplines In House / In Consortium
• Past Performance
• Knowledge of the City (re: this area)
• Permanent Local Office
• Amount of City Work Completed in the Past
• Effectiveness of Interview
• Cost of Consultant's Fees
• Demonstrates understanding of major components of study (asset management, credit
program review, EA for top 10 priorities, etc.)
• Completeness of proposed work plan
• Approach to Public Consultation & Communication
A listing of the responding parties follows for your reference:
AECOM Kitchener ON
AMEC Environment & Infrastructure Burlington ON
Aquafor Beech Ltd. Guelph ON
CH2MHILL Kitchener ON
Greenland Consulting Engineers Collingwood ON
MMM Group Limited 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 master plan.
Expression of Interest E14-046
EA for Stormwater Management Master Plan
The total budget for all phases of this project is $ 660,000.00
Estimated Cost for this Phase of Work
Expression of Interest E14-046 603,797.19
less: HST rebate on Expression of Interest (60,059.09)
Net Cost Being Awarded 543,738.10 A
Costs Incurred to Date 5,902.96
Projected Costs: Staff time 100,000.00
Total Estimated Cost for this Phase of Work 649,641.06 C
Budget for this Phase of Work
Development Charges 200,000.00
Storm Water Utility 460,000.00
Total Budget for this Phase of Work 660,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 10,358.94 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 10,358.94 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