HomeMy WebLinkAboutFCS-16-018 - E16-003 Consultant Services - Battler Road Snow Storage Disposal Facility
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-02-22
SUBMITTED BY: Michelle Palmer-Novakovic, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: Ward 5
DATE OF REPORT: 2016-01-29
REPORT NO.: FCS-16-018
SUBJECT: E16-003 Consultant Services – Battler Road Snow Storage
Disposal Facility
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E16-003 Consultant Services – Battler Road Snow
Storage Disposal Facility, be awarded to MTE, Kitchener, Ontario, at their
estimated fee of $259,789.15, including contingencies of $7,745. plus H.S.T. of
$33,772.59, for a total of $293,561.74, based on a satisfactory contract being
negotiated and an upset fee being established.
BACKGROUND:
The need for an appropriate and adequate Snow Storage Disposal Facility (SSDF) is
clearly made by provincial legislation that imposes Minimum Maintenance Standards
(MMS), which limits the amount of snow that is allowed to remain on or beside a
municipality’s roadways and intersections. Should the amount of snow exceed the
minimum standard, it is expected that the municipality remove that snow.
Council previously considered the need for an SSDF and approved the location of 1585
Battler Road for the facility. Based on the previous discussions funding was allocated in
the 2016 Capital budget for its design and construction.
A permanent SSDF is required to meet the community’s needs of today as well as the
future needs for the next 15 to 20 years. A permanent SSDF will assist the Operations
Division in providing a critical service to the community, one that will help provide a
safer winter experience for residents and visitors to the community.
*** 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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In order to move forward with the project a consultant with expertise in the area of snow
storage and disposal was required to complete detailed design, appropriate studies,
geotechnical investigations, and the preparation of construction drawings and full
construction project management as City staff do not have the appropriate expertise or
capacity to complete the work.
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 H. Gross, Director of Engineering Services, J. Oosterveld, Manager of Site
Development and Customer Service, D. Locke, Interim Director of Operations, S. Berry,
Interim Associate Director of Operations and A. Buchholtz, Buyer.
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 eight (8)
interested parties and by the closing date of Friday January 15, 2016, one (1) response
had been received.
The review committee met on Friday January 29, 2016 to interview the candidate. The
Committee recommends awarding the project to MTE, Kitchener, Ontario.
The Committee rated the consultant on the following criteria:
• Proven Experience of Project Manager / Leadership Team and Commitment to
Project
• Proven Experience / Quality & Completeness of Project Team
• Effect of Interview
• Cost of Consultant’s Fees
• Past Experience / Demonstration of Design Excellence & Project Effectiveness
• Effective / Comprehensive / Quality Work Plan
A listing of the responding parties follows for your reference:
MTE Kitchener ON *
*Shortlisted candidate
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.
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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 capital budget. The estimated surplus (D) will remain within the
account to fund future phases of the project.
Financial Summary for Expression of Interest E16-003
Consultant Services - Battler Road Snow Storage
Disposal Facility
The total budget for all phases of this project is:$2,257,250.00
Estimated Cost
Expression of Interest E16-003 costs, including HST 293,561.74
less: HST rebate on proposal (29,200.30)
Net Cost Being Awarded 264,361.44 A
Costs Incurred to Date -
Estimated Cost $ 64,361.44 C
Budget for this Phase of Work
$ 296,000.00 B
Estimated Surplus/(Deficit) (B - C)
$ 31,638.56 D
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:
INS 15-091 - Snow Disposal Site Public Consultation, Council Meeting
November 2, 2015
INS 15-086 – Consultant Fees Required to Address Council Motion Regarding
Snow Dump – Battler Yard, Council Meeting October 5, 2015
INS 15-044 – Snow Disposal Site Selection Report, Community and
Infrastructure Services Committee September 21, 2015
INS 15-043 – Ardelt Place Snow Dump Facility Lease Renewal, Community and
Infrastructure Services Committee September 21, 2015
INS 14-065 – Ardelt Place Snow Dump Facility Lease Renewal, Community and
Infrastructure Service Committee June 23, 2014
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ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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