HomeMy WebLinkAboutFCS-15-151 - E15-064 Consultant Services - Sheldon Avenue Reconstruction
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015-10-26
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 10
DATE OF REPORT: 2015-10-09
REPORT NO.: FCS-15-151
SUBJECT: E15-064 Consultant Services – Sheldon Avenue
Reconstruction (King Street East to Dead End)
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E15-064 Consultant Services – Sheldon Avenue
Reconstruction (King Street East to Dead End), be awarded to MTE Consultants
Inc., Kitchener, Ontario at their estimated fee of $416,247.39, including
contingencies of $37,840.67 plus H.S.T. of $54,112.16, for a total of $470,359.55,
based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
Sheldon Avenue (from King Street East to Dead End) reconstruction project
(approximately 1080 m) has been initiated to address the infrastructure issues which
currently exist. The infrastructure on this street has generally reached the end of its
useful life and requires full replacement. The project scope includes the design and
reconstruction of all underground services (sanitary sewer, storm sewer and watermain)
as well as sanitary and water service connections to the property line. The asphalt
roadway will be reconstructed as well as sidewalks and curbs. It is anticipated that
there will be sidewalk infill within this project as it is deemed to be Priority 1 under the
Sidewalk Infill Policy (INS-15-051 approved by Council June 1, 2015). Construction is
expected to occur in two phases; in 2017 and 2018.
*** 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 D. Lupsa, Design & Construction Project Manager, K. Mick, Design &
Approvals Engineer, C. Spere, Manager of Engineering Construction 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 fifteen (15)
interested parties and by the closing date of Monday August 31, 2015, eight (8)
responses had been received.
The review committee met on Wednesday September 9, 2015, to review the
submissions and a shortlist of three (3) candidates* was selected for further interviews.
The Committee met on Wednesday September 30, 2015 to interview the shortlisted
candidates. The Committee recommends awarding 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 *
GHD Limited Waterloo ON *
GM BluePlan Engineering Limited Kitchener ON
J.L. Richards & Associates Limited Guelph ON
Meritech Engineering Cambridge ON
MMM Group Limited Kitchener ON
MTE Consultants Inc. Kitchener ON *
Parsons Kitchener ON
*Shortlisted candidates
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
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 E15-064
Sheldon Avenue
The total budget for all phases of this project is: $4,363,954.00
Estimated Cost for this Phase of Work
Expression of Interest E15-064 costs, including HST 470,359.55
less: HST rebate (46,786.19)
Net Cost Being Awarded 423,573.36 A
Costs Incurred to Date 9,308.73
Projected Costs: Staff Time 142,991.00
Projected Costs: Detouring/Permitting 13,200.00
Projected Costs: Survey/Property Acquisition 51,000.00
Total Estimated Cost for this Phase of Work 640,073.09 C
Budget for this Phase of Work
Sanitary Utility 293,706.00
Storm Water Utility 146,853.00
Water Utility 197,932.00
Intensification Allowance 6,449.00
Total Budget for this Phase of Work 644,940.00 B
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Estimated Surplus/(Deficit) for this Phase of Work (B - C) 4,866.91 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) 4,866.91 E
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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