HomeMy WebLinkAboutFCS-15-018 - E14-108 Consultant Services - Breithaupt and Major St 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: 10
DATE OF REPORT: 2015 -01 -15
REPORT NO.: FCS -15 -018
SUBJECT: E14 -108 — Consultant Services — Breithaupt Street and Major
Street Reconstruction
RECOMMENDATION:
That Expression of Interest E14 -108 — Consultant Services - Breithaupt Street and Major
Street Reconstruction, be awarded to MTE Consultants Inc., Kitchener, Ontario at their
estimated fee of $225,945.73, including contingencies of $20,540.52 plus H.S.T. of
$29,372.94, for a total of $255,318.67, based on a satisfactory contract being negotiated
and an upset fee being established.
BACKGROUND:
The Breithaupt Street (St. Leger Street to Lancaster Street) and Major Street (Wellington Street
to Breithaupt Street) reconstruction project has been initiated to address the infrastructure that
currently exists. The infrastructure along this section of Breithaupt Street and Major 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, B. Bishop, Design and
Construction Project Manager, S. Allen, Manager Engineering Design and Approvals and L.
Gordon, Director of Supply Services.
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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 -four (24) interested parties, and
by the closing date of Tuesday November 25th, 2014, five (5) responses had been received.
The review committee met on Monday December 8th, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Wednesday January 7th, 2015 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
• Past Performance
• Variety and Quality of Disciplines In House / In Consortium
• Knowledge of the City (re: this area)
• Amount of City Work Completed in the Past
• Proposed Project Team
• Effectiveness of Interview
• Cost of Consultant's Fees
• Effectiveness of Work Plan
A listing of the responding parties follows for your reference:
Associated Engineering (Ont.) Ltd.
Kitchener ON
Dillon Consulting
Kitchener ON
IBI Group
Waterloo ON
Meritech Engineering
Cambridge ON
MTE Consultants Inc.
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.
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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 -108
Breithaupt / Major Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E14 -108 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:
$1,579,917.00
255,318.67
(25,396.29)
229,922.38 A
20,468.69
45,767.00
296,158.07 C
114,077.00
57,038.00
76,878.00
4,924.00
252,917.00 B
(43,241.07) D
43,241.07
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.
1xii. - 3
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
1xii. - 4