HomeMy WebLinkAboutFCS-15-132 - T15-067 Remove Dispose of Excess Materials from Battler Yard from SWM Facility CleanoutsStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015 -09 -14
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: Ward 5
DATE OF REPORT: 2015 -08 -27
REPORT NO.: FCS -15 -132
SUBJECT: T15 -067 Remove and Dispose of Excess Materials from Battler
Yard from 107 Stormwater Management Facilities (SWMFs)
Cleanouts
RECOMMENDATION:
That Tender T15 -067 Remove and Dispose of Excess Materials from Battler Yard from
Stormwater Management Facilities (SWMFs) Cleanouts, be awarded to Ground Force
Environmental Inc., Kitchener, Ontario at their tendered price of $297,380., including
provisional items and contingencies of $33,025., plus H.S.T. of $38,659.40, for a total of
$336,039.40.
BACKGROUND:
The City of Kitchener owns and operates 107 Stormwater Management Facilities (SWMFs) and
as part of our regulatory requirements under the Ontario Water Resources Act, we are required
to maintain the function of these facilities. Since they accumulate sediment, they require
cleaning on a regular basis with the frequency varying depending on the catchment size, etc.
The City's operations and maintenance staff cleaned out nine (9) SWMFs and removed
approximately 5200 tonnes of material in the winter of 2014/2015. The material was taken to
Battler Yards to dewater over the spring and summer. The material has been tested by a
retained consultant to ensure levels do not exceed acceptable Total Characteristic Leaching
Procedure (TCLP) levels and can dispose of this material at a regulated non - hazardous
disposal site. Disposal sites are identified by the bidders and must be licensed to accept the
material. Since the City does not have the necessary equipment or staff to haul and dispose of
this material, a tender was prepared to retain a contractor to remove and dispose of this
material. Upon Council award, removal and disposal is anticipated to begin late September
2015 and be completed by October 9, 2015.
* ** 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
REPORT:
Tenders were advertised publicly in the Daily Commercial News, on the City of Kitchener
website and the internet through the Ontario Public Buyers Electronic Tendering Information
System. Documents were downloaded by ten (10) interested parties and by the closing date of
Thursday August 27, 2015, four (4) tenders had been received.
The tenders were reviewed by M. Ryan, Design & Construction Project Manager who concurs
with the above recommendation.
The following tenders were received:
Corrected
Bid Price Bid Price
Ground Force Environmental Inc. Kitchener ON $336,039.40
Kieswetter Excavating Inc. St. Clements ON $354,820.00
Budget Environmental Disposal Inc. Hamilton ON $356,684.50
Rafat General Contractor Inc. Caledon ON $367,250.00 $387,025.00
Tender submissions were checked for mathematical errors and corrected accordingly.
The tender acceptance period is 60 days from the tender closing date of August 27, 2015.
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.
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 tender (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 be
returned to the SWM Cash in Lieu account upon completion of the work.
1.iv. -2
Tender T15 -067
Battler Yards - Remove and Dispose of Excess Materials
The total budget for all phases of this project is:
Estimated Cost for this Phase of Work
Tender T15 -067 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
SWM Cash in Lieu
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)
COMMUNITY ENGAGEMENT:
$ 315,000.00
336,039.40
(33,425.50)
$ 302,613.90 A
5,000.00
$ 307,613.90 C
$ 315,000.00
$ 315,000.00 B
$ 7,386.10 D
$ 7,386.10 E
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