HomeMy WebLinkAboutFCS-15-052 - E15-026 Class EA Pre-design of Old Mill Sanitary Sewer
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-04-27
SUBMITTED BY: Michelle Palmer-Novakovic, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Laurie Stecho, Supervisor of Purchasing
519-741-2200 ext. 7089
WARD(S) INVOLVED: 4
DATE OF REPORT: 2015-04-15
REPORT NO.: FCS-15-052
SUBJECT: E15-026 Consultant Services – Class Environmental Assessment
and Preliminary Design for Old Mill Sanitary Sewer
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-026 Consultant Services – Class Environmental
Assessment and Preliminary Design for Old Mill Sanitary Sewer, be awarded to MTE
Consultants Inc., Kitchener, Ontarioat their estimated fee of $202,299.35, including
contingencies of $18,390.85 plus H.S.T. of $26,298.92, for a total of $228,598.27, based on
a satisfactory contract being negotiated and an upset fee being established.
BACKGROUND:
The Old Mill Sanitary Sewage Pumping Station is located at 1810 Old Mill Road, adjacent to the
Grand River. The pumping station currently services 165 hectares of land at a theoretical peak
flow rate of 287.7 litres per second. Within the pumping station catchment area, significant
growth is projected including Conestoga College’s 25 year master plan which includes more
than half of a million square feet of new building area. Based on its age, operating condition
and available intake capacity, the projected flows from future build out cannot be
accommodated for in the existing pumping station and therefore upgrades are warranted to the
station. Further to that, the existing station has operational deficiencies such as no emergency
storage which is now a legislated requirement to avoid spills to the Grand River and Schneider
Creek. To complete the upgrades, a Class B Environmental Assessment (EA) will be required
and completed in 2015. The EA will look at capacity requirements within the catchment area
based on ultimate build out, evaluate different upgrade options (including new pumping station,
expand existing facility, expand maintenance program, reduce sewage flows, limit future growth,
discharge to different pumping station etc.), upgrade requirements to existing local infrastructure
and include a preliminary design of the preferred alternative.
*** 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 L. Costa, Project Manager Development Engineering, L. Cooper, Manager
Development Engineering, C. Spere, Manager Engineering Construction, C. Musselman, Senior
Environmental Planner, C. Maguire, Supervisor Operations (Sewers) 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 nineteen (19) interested parties, and by
the closing date of Friday February 27, 2015, six (6) responses had been received.
The review committee met on Monday March 9, 2015, to review the submissions and a shortlist
of four (4) candidates was selected for further interviews. The Committee met on Wednesday
March 25, 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
• 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
• Proposed Project Team
• Effect of Interview
• Cost of Consultant’s Fees
• Effectiveness of Work Plan
A listing of the responding parties follows for your reference:
AECOM Kitchener ON
Associated Engineering Kitchener ON
J.L. Richards & Associates Limited Guelph ON
MMM Group Limited Thornhill ON
Morrison Hershfield Toronto ON
MTE Consultants 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.
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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 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 in
the account for the construction phase.
Expression of Interest E15-026
Old Mill Sanitary Sewer Pumping Station
The total budget for all phases of this project is: $7,553,442.00
Estimated Cost for this Phase of Work
Expression of Interest E15-026 costs, including HST 228,598.27
less: HST rebate on tender (22,738.44)
Net Cost Being Awarded 205,859.83 A
Costs Incurred to Date 6,396.58
Projected Costs: Staff Time/Material Testing 48,000.00
Total Estimated Cost for this Phase of Work 260,256.41 C
Budget for this Phase of Work
Development Charges 69,625.00
Sanitary Utility 230,375.00
Total Budget for this Phase of Work 300,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 39,743.59 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 39,743.59 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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