HomeMy WebLinkAboutFCS-15-023 - E15-009 Consultant Services - 2015 Stormwater Management Monitoring Program
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: Ward(s)
DATE OF REPORT: 2015-01-30
REPORT NO.: FCS-15-023
SUBJECT: E15-009 Consultant Services – 2015 City of Kitchener Stormwater
Management Monitoring Program
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-009 Consultant Services – 2015 City of Kitchener
Stormwater Management Monitoring Program, be awarded to AECOM Canada Ltd.,
Kitchener, Ontario at their estimated fee of $120,818.50, including contingencies of
$10,983.50 plus H.S.T. of $15,706.41, for a total of $136,524.91, based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
In December 2001, the City of Kitchener developed a Stormwater Management (SWM) Policy in
order to ensure that the most effective approach to SWM is provided throughout the City. The
plan was approved by Council December 10, 2001 and subsequently filed as a Schedule ‘B’
Class Environmental Assessment as per the Municipal Engineers Association Class
Environmental Assessment document dated October 2000. As part of the overall plan, an
annual audit report is to be completed to summarize the work that has been carried out as
related to the Citywide Plan and to summarize the status of in-stream water quality conditions
from the monitoring program.
The purpose of the annual audit report is to indicate whether or not the SWM measures provide
for the necessary water quantity control and water quality treatment of stormwater resulting from
infill/redevelopment sites.
A monitoring network has been established, data collected and analyses carried out to review
current conditions and compare these to past results and use this to evaluate any potential
changes to either the City-wide strategy or to the monitoring program. This audit report is also
intended to review the implementation strategy (priority plan) for SWM facilities and stream
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rehabilitation and recommend any changes/additions to the priority lists. Both the audit and
monitoring program have been conducted annually since 2001.
There is a fast approaching opportunity to have the monitoring stations prepared to capture data
from this year’s spring freshet. This is important data to gather to be able to measure the impact
of road salts and other pollutants being flushed through the stormwater management system.
As such it is necessary to award this request for expression of interest prior to 2015 budget
approval.
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. Walter, Design & Construction Project Manager, B. Steiner, Senior
Environmental Planner, 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-two (32) interested parties, and
by the closing date of Thursday, January 20, 2015, four (4) responses had been received.
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The review committee met on Tuesday, January 27, 2015, to review the submissions. The
Committee elected to award the project to AECOM Canada Ltd., Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Project Team – Completeness and Experience
• Understanding and Approach Including Workplan and Schedule
• Cost
• Past Performance
• Knowledge of the City (re: this area)
• Amount of City Work Completed in the Past
• Value Added Approach
A listing of the responding parties follows for your reference:
AECOM Canada Ltd. Kitchener ON
Aquafor Beech Ltd. Guelph ON
Ecosystem Recovery Inc. Cambridge ON
Matrix Solutions Inc. Breslau ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
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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 higher than the budget allowance (B) provided within the budget.
Funding for this purchase is included within the proposed 2015 capital budget. The estimated
deficit (D) will be funded by the prior year surplus. The total surplus (E) will remain within the
account to help fund the 2016 monitoring program.
Expression of Interest E15-009
2015 Stormwater Monitoring Program
The total budget for all phases of this project is: $ 108,000.00
Estimated Cost for this Phase of Work
Expression of Interest E15-009 costs, including HST 136,524.91
less: HST rebate on tender (13,579.99)
Net Cost Being Awarded 122,944.92 A
Projected Costs: Staff Time/Lab Sampling 25,000.00
Total Estimated Cost for this Phase of Work 147,944.92 C
Budget for this Phase of Work
Stormwater Utility 108,000.00
Total Budget for this Phase of Work 108,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) (39,944.92) D
Estimated Surplus/(Deficit) from previous phases 54,735.64
Total Estimated Surplus/(Deficit) 14,790.72 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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