HomeMy WebLinkAboutFCS-15-095 - E15-037 Consultant Serv - Development of a Master Plan (Kitchener City Hall)
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-06-29
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: 2015-06-10
REPORT NO.: FCS-15-095
SUBJECT: E15-037 Consultant Services – Development of a Comprehensive
Master Plan (Kitchener City Hall Outdoor Spaces)
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-037 Consultant Services – Development of a
Comprehensive Master Plan (Kitchener City Hall Outdoor Spaces), be awarded to GSP
Group, Kitchener, Ontario at their estimated fee of $73,500., plus H.S.T. of $9,555., for a
total of $83,055., based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND:
Kitchener City Hall and the surrounding outdoor amenities were built in 1991. Many of the
infrastructure components are in need of repair, retrofit or replacement. Rather than completing
infrastructure projects in isolation, an opportunity exists to complete a master plan which
integrates infrastructure repair or renewal and related capital investment; minimizes ongoing
capital and operating expenses; enhances accessibility in a manner that is compatible with
existing and future uses of the outdoor space at City Hall; and considers all stakeholder
perspectives.
The master plan is intended to be a mid-range planning document that will establish priorities for
investment in infrastructure and program development needs.
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. Stewart, Manager of Projects & Energy Management, G. Hummel, Acting
Director of Operations, J. Young, Manager of Special Events, J. Miller, Executive Director Office
of CAO, C. Collins, Manager of Corporate Communications, C. Fletcher, Director of Facilities
*** 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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Management, C. Bluhm, Manager of Downtown Community Development and L. Stecho,
Supervisor of Purchasing.
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 forty-six (46) interested parties and by
the closing date of Friday May 15, 2015, eight (8) responses had been received.
The review committee met on Tuesday May 26, 2015, to review the submissions and shortlisted
two (2) consulting firms for further interviews. The Committee met on Tuesday June 9, 2015 to
interview the shortlisted candidates. The Committee is recommending award of the project to
GSP Group, Kitchener, Ontario which was the highest scoring proposal.
The Committee rated consultants on the following criteria:
• Qualifications/Expertise/Variety & Quality of Disciplines In House
• Proposed Project Manager and Team/Communication
• Engagement/Public Consultation
• Innovation/Practicality
• Understanding of Project/Effectiveness of Work Plan and Schedule
• Past Performance
• Interview
• Cost
• Value Added Approach
A listing of the responding parties follows for your reference:
Dillon Consulting Limited Kitchener ON
EDA Collaborative Inc. Toronto ON
GSP Group Kitchener ON
IBI Group Toronto ON
Janet Rosenberg & Studio Toronto ON
MHBC Planning Kitchener ON
Plant Architect Inc. Toronto ON
Popovich Associates Mississauga 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.
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FINANCIAL IMPLICATIONS:
The net cost for this expression of interest (A), is fair and reasonable for a project of this scope
and the upset limit is within the budget allowance (B) provided within the budget. Funding for
this project is included within the approved budget. The estimated surplus (D) will remain in the
account to address other City Hall expenses.
Financial Summary for Expression of Interest E15-037
Consultant Services – Development of a Comprehensive Master Plan (Kitchener City Hall
Outdoor Spaces)
Estimated Cost
Expression of Interest E15-037 costs, including HST 83,055.00
less: HST rebate (8,261.40)
Net Cost Being Awarded 74,793.60 A
Projected Costs -
Estimated Cost 74,793.60 C
Budget
Capital from current 75,000.00
Total budget 75,000.00 B
Estimated Surplus/(Deficit) (B - C) 206.40 D
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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