HomeMy WebLinkAboutFCS-15-051 - E15-014 Consultant Services - Roads Reconstruction-Rehabilitation Program Geotech Investigation
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-04-13
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext.
7214
PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext.
7089
WARD(S) INVOLVED: 3, 8, 9
DATE OF REPORT: 2015-03-31
REPORT NO.: FCS-15-051
SUBJECT: E15-014 Consultant Services – Roads Reconstruction /
Rehabilitation Program Geotechnical Investigation & Design
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-014 Consultant Services – Roads Reconstruction /
Rehabilitation Program Geotechnical Investigation & Design, be awarded to LVM,
Kitchener, Ontario at their estimated fee of $117,900., including contingencies of $10,000.
plus H.S.T. of $15,327., for a total of $133,227., based on a satisfactory contract being
negotiated and an upset fee being established.
BACKGROUND:
The purpose of the Geotechnical Program of the Engineering Services Division is to ensure that
all aspects of surface and subsurface soil conditions are thoroughly understood prior to the start
of detailed design or final budgeting for any Capital infrastructure remediation works. This
permits adequate forewarning of any potential problems related to surface or subsurface soil
conditions that may pre-exist at these proposed work locations, and allows for adequate
mitigation strategies to be developed in relation to any potential problems that may be
discovered. Such strategies may include making appropriate allowances in necessary budget,
design, project execution, and environmental remediation at proper timeframes in the project's
life in order to appropriately deal with any such issues. Doing so removes risks that would
otherwise occur to project budget, execution, and timing at the time of construction or the
potential for the unexpected discovery of unsuitable soil conditions at that time.
A consultant is required due to the use of large expensive, highly specialized equipment. This
includes a mobile drilling rig, sample retrieval and storage facilities, and a fully outfitted and
accredited soils and material testing laboratory.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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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 R. Dredge, Corridor Management Technologist, L. Christensen, Design &
Construction Project Manager, B. Garcia, Engineering Construction Project Manager 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-seven (37) interested parties, and
by the closing date of Wednesday February 11, 2015, thirteen (13) responses had been
received.
The review committee met on Wednesday March 4, 2015, to review the submissions and a
shortlist of three (3) candidates was selected to submit a fee proposal. The Committee elected
to award the project to LVM, Kitchener, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Completeness of the Proposal including General Work Plan
• Qualifications / Expertise
• Variety & Quality of Disciplines in House / in Consortium
• Past Performance
• Knowledge of the City (re: this area)
• Amount of City Work Completed in the Past
A listing of the responding parties follows for your reference:
Amec Foster Wheeler Cambridge ON
CCI Group Concord ON
DBA Engineering Ltd. Vaughan ON
DST Consulting Engineers Waterloo ON
Exp Services Inc. Cambridge ON
Frontop Engineering Limited Toronto ON
Golder Associates Cambridge ON
Inspec-Sol Waterloo ON
LVM Kitchener ON
Peto MacCallum Ltd. Kitchener ON
SPL Consultants Limited Cambridge ON
V.A. Wood (Guelph) Incorporated Guelph ON
WSP Group Markham ON
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
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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 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 within the budget allowance (B) provided within the
budget. Funding for this purchase is included within the approved capital budgets. The
estimated surplus (D) will remain within the various accounts, and will be used to fund
future construction.
Expression of Interest E15-014
Geotechnical for 2016 Reconstruction Projects
The total budget for all phases of this project is: $ 150,656.60
Estimated Cost for this Phase of Work
Expression of Interest E15-014 costs, including HST 133,227.00
less: HST rebate on tender (13,251.95)
Net Cost Being Awarded 119,975.05 A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/Material Testing 5,000.00
Total Estimated Cost for this Phase of Work 124,975.05 C
Budget for this Phase of Work
Sanitary Utility 65,738.70
Stormwater Utility 32,869.50
Water Utility 44,302.30
Intensification Allowance (DC) 616.10
City Share of Subdivisions (DC) 7,130.00
Total Budget for this Phase of Work 150,656.60 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 25,681.55 D
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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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