HomeMy WebLinkAboutFCS-15-022 - E14-109 Consultant Services - Fairfield Avenue Reconstruction
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-02-09
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: 2015-01-28
REPORT NO.: FCS-15-022
SUBJECT: E14-109 Consultant Services – Fairfield Avenue (Ridgewood
Avenue to Edwin Street) Reconstruction
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E14-109 Consultant Services – Fairfield Avenue (Ridgewood
Avenue to Edwin Street) Reconstruction, be awarded to Meritech Engineering,
Cambridge, Ontario at their estimated fee of $138,130.42, including contingencies of
$12,557.31 plus H.S.T. of $17,956.95, for a total of $156,087.37, based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
The Fairfield Avenue (Ridgewood Avenue to Edwin Street) reconstruction project has been
initiated to address the infrastructure that currently exists. The infrastructure along this section
of Fairfield Avenue 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 installation of curb and gutter.
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 & Construction Project Manager, C. Spere, Manager
Engineering Construction, S. Allen, Manager Engineering Design & 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-five (25) interested parties and
by the closing date of Tuesday December 9, 2014, four (4) responses had been received.
The review committee met on Monday December 22, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Monday January 19, 2015 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 Proposed Project Manager
• Completeness of the Proposal
• Qualifications / Expertise
• Past Performance
• Variety and Quality of Disciplines In House / In Consortium
• Knowledge of City (re: this area)
• Amount of City Work Completed in the Past
• Proposed Project Team
• Effectiveness of Interview
• Cost of Consultant’s Fees
• Variety & Quality of Disciplines In House / In Consortium
• 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
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 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 E14-109
Fairfield Ave Reconstruction
The total budget for all phases of this project is: $1,162,881.00
Estimated Cost for this Phase of
Work
Expression of Interest E14-109 costs, including HST 156,087.37
less: HST rebate on tender (15,525.85)
Net Cost Being Awarded 140,561.52 A
Costs Incurred to Date 10,110.97
Projected Costs: Staff Time/Material Testing 33,993.00
Total Estimated Cost for this Phase of Work 184,665.49 C
Budget for this Phase of Work
Sanitary Utility 83,978.00
Storm Water
Utility 41,989.00
Water Utility 56,593.00
Intensification Allowance 3,321.00
Total Budget for this Phase of Work 185,881.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 1,215.51 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 1,215.51 E
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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
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