HomeMy WebLinkAboutFCS-15-070 - E15-034 Consultant Services - Dumfries Ave ReconstructionStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015 -05 -11
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: 10
DATE OF REPORT: 2015 -04 -30
REPORT NO.: FCS -15 -070
SUBJECT: E15 -034 Consultant Services — Dumfries Avenue Reconstruction
RECOMMENDATION:
That Expression of Interest E15 -034 Consultant Services — Dumfries Avenue
Reconstruction, be awarded to AECOM, Kitchener, Ontario at their estimated fee of
$225,720., including contingencies of $20,520. plus H.S.T. of $29,344., for a total of
$255,064., based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The infrastructure on Dumfries Avenue between Krug Street and Stirling Avenue has generally
reached the end of its useful service life and is in need of full replacement. An engineering
consultant is required to complete the design and contract administration for the City. The
project involves the replacement of all underground infrastructure within the right -of -way which
includes sanitary sewers, storm sewers and watermains. The roadway will be rebuilt with new
pavement, curb and gutter and sidewalks. There are no areas of sidewalk infill on Dumfries
Avenue. There is a history of rear -yard flooding along Dumfries. The project will look at options
to resolve this flooding issue as part of the reconstruction.
The construction is anticipated to be completed during the 2016 construction season, subject to
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 S. Allen, Manager Engineering Designs and Approval, S. Shah, Design Engineer,
C. Spere, Manager Engineering Construction and L. Stecho, Supervisor of Purchasing.
* ** This information is available in accessible formats upon request. * **
Please call 519- 741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
I JV. - 1
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 sixteen (16) interested parties, and by
the closing date of Monday April 13, 2015, four (4) responses had been received.
The review committee met on Wednesday April 22, 2015, to review the submissions and a
shortlist of four (4) candidates was selected for further interviews. The Committee met on
Wednesday April 20, 2015 to interview the shortlisted candidates. The Committee elected to
award the project to AECOM, 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 the 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
GM BluePlan Engineering
Kitchener ON
IBI Group
Waterloo 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.
1.iv. -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 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 E15 -034
Dumfries Ave
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Expression of Interest E15 -034 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Staff Time /Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Sanitary Utility
Storm Water Utility
Water Utility
Intensification Allowance
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
Estimated Surplus /(Deficit) from previous phases
Total Estimated Surplus /(Deficit)
$1,983,749.00
255,064.00
(25,370.96)
229,693.04 A
7,773.31
73,918.00
311, 384.35 C
143,203.00
71,602.00
96,507.00
5,664.00
316,976.00 B
5,591.65 D
5,591.65 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
1.iv. -4