HomeMy WebLinkAboutFCS-15-010 - E14-104 Consultant Services - Cherry Street ReconstructionStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015 -01 -26
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: 9
DATE OF REPORT: 2015 -01 -09
REPORT NO.: FCS -15 -010
SUBJECT: E14 -104 — Consultant Services — Cherry Street Reconstruction
(West End to Strange Street)
RECOMMENDATION:
That Expression of Interest E14 -104 — Consultant Services — Cherry Street
Reconstruction (West End to Strange Street), be awarded to Meritech Engineering,
Cambridge, Ontario at their estimated fee of $131,666.45, including contingencies of
$11,969.68 plus H.S.T. of $17,116.64, for a total of $148,783.09, based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
The Cherry Street (West End to Strange Street) reconstruction project has been initiated to
address the infrastructure that currently exists. The infrastructure along this section of Cherry
Street has reached the end of its useful life expectancy 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 L. Christensen, Design and Construction Project Manager, J. Stevenson,
Engineering Construction Project Manager, S. Allen, Manager Engineering Design and
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 nineteen (19) interested parties, and by
the closing date of Wednesday November 12, 2014, six (6) responses had been received.
The review committee met on Thursday November 20, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Tuesday December 16, 2014 to interview the shortlisted candidates. The Committee elected to
award the project to Meritech Engineering, Cambridge, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of the Proposed Project Manager
• Completeness of the Proposal
• Qualifications / Expertise
• Variety & Quality of Disciplines in House / In Consortium
• Past Performance
• Knowledge of City (re: this area)
• Amount of City Work Completed in the Past
• Proposed Project Team
• Effect of Interview
• Cost of Consultant's Fees
• Effectiveness of Work Plan
A listing of the responding parties follows for your reference:
AECOM Canada Ltd.
Kitchener ON
Associated Engineering (Ont.) Ltd.
Kitchener ON
IBI Group
Waterloo ON
Meritech Engineering
Cambridge ON
WalterFedy
Kitchener ON
WSP Canada Inc.
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.
I.M. - 2
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 but
the upset limit exceeds the budget allowance (B) provided within the budget. Additional funding for
this purchase will be provided from the Accelerated Infrastructure Replacement Program general
account. The amount available in this account is sufficient to fund this transfer. There is expected to
be no surplus or deficit (E).
Expression of Interest E14 -104
Cherry St Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E14 -104 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Staff Time /Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Sanitary Utility
Storm Water Utility
Water Utility
Intensification Allowance
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
Transfer from Accelerated Infrastructure Replacement Program
Estimated Surplus /(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
COMMUNITY ENGAGEMENT:
1,000,232.00
148,783.09
(14,799.30)
133,983.79 A
13, 867.26
55,767.00
203,618.05 C
72,297.00
36,148.00
48,722.00
3,065.00
160,232.00 B
(43,386.05) D
43,386.05
- E
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
I.M. - 4