HomeMy WebLinkAboutFCS-15-033 - E15-006 Consulting Services for Drainage Act Petition
REPORT TO: Special Council
DATE OF MEETING: 2015-03-09
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: 5
DATE OF REPORT: 2015-02-26
REPORT NO.: FCS-15-033
SUBJECT: E15-006 Consulting Services for Drainage Act Petition
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-006 Consulting Services for Drainage Act Petition, be
awarded to K. Smart Associates Ltd., Kitchener, Ontario at their estimated fee of
$25,982., including contingencies of $2,362. plus H.S.T. of $3,377.66, for a total of
$29,359.66, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
Activa has submitted a zone change application to move from Agricultural to Residential land
use zoning to permit the development of a 48-unit townhouse block at Activa’s Gravel Ridge
Trail Lands. The property requires a legal storm outlet in the vicinity of Ottawa Street South and
David Bersey Drive and to date this has not been achieved through an acceptable agreement
with the adjacent land owners. In efforts to seek the legal outlet, Activa filed a petition under the
Drainage Act with the City of Kitchener. Council gave staff direction to process the application
and hire an engineering consultant to satisfy the requirements of the Drainage Act (R.S.O.
1990, Chapter D.17.)
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 E. Riek, Project Manager Development Engineering, L. Cooper, Manager
Development Engineering, 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
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
3.d. - 1
relative to this project. Documents were downloaded by nineteen (19) interested parties, and by
the closing date of Wednesday January 28, 2015, four (4) responses had been received.
The review committee met on Wednesday February 18, 2015, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Monday February 23, 2015 to interview the shortlisted candidates. The Committee elected to
award the project to K. Smart Associates Ltd., Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Project Team – Completeness and Experience
• Understanding and Approach
• Completeness of the Proposal
• Past Performance
• Knowledge of the City and Area
• Amount of City Work Completed in the Past
• Value Added Approach
• Cost
• Communication Approach
• Work Plan and Schedule
• Delivery of Interview
A listing of the responding parties follows for your reference:
GM BluePlan Engineering Listowel ON
IBI Group with Natural Resource Solutions Waterloo ON
Johnson Engineering Consultants Stratford ON
K. Smart Associates 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.
3.d. - 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 and the upset limit is within the budget allowance (B) provided within the budget.
Funding for this purchase will be provided by the developer. The estimated surplus (E) will be
returned to the developer.
Expression of Interest E15-006
Activa Drainage Petition
The total budget for all phases of this project is: $ 35,000.00
Estimated Cost for this Phase of Work
Expression of Interest E15-006 costs, including HST 29,359.66
less: HST rebate on expression of interest (2,920.38)
Net Cost Being Awarded 26,439.28 A
Projected Costs: Staff Time/Lab Sampling 8,520.00
Total Estimated Cost for this Phase of Work 34,959.28 C
Budget for this Phase of Work
Developer Contribution 35,000.00
Total Budget for this Phase of Work 35,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 40.72 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 40.72 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
3.d. - 3