HomeMy WebLinkAboutFCS-16-022 - E16-005 Consultant Services - Stormwater Management Monitoring Program
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: Laurie Stecho, Supervisor of Purchasing,
519-741-2200 ext. 7089
WARD(S) INVOLVED: All
DATE OF REPORT: 2016-02-03
REPORT NO.: FCS-16-022
SUBJECT: E16-005 Consultant Services – 2016 City of Kitchener
Stormwater Management Monitoring Program
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E16-005 Consultant Services – 2016 City of Kitchener
Stormwater Management Monitoring Program, be awarded to GHD Limited,
Waterloo, Ontario, at their estimated fee of $64,515., including contingencies and
provisional items of $21,130. plus H.S.T. of $8,386.95, for a total of $72,901.95,
based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
In December 2001, the City of Kitchener developed a Stormwater Management (SWM)
Policy in order to ensure that the most effective approach to SWM is provided
throughout the City. The plan was approved by Council December 10, 2001 and
subsequently filed as a Schedule ‘B’ Class Environmental Assessment as per the
Municipal Engineers Association Class Environmental Assessment document dated
October 2000. As part of the overall plan, an annual audit report is to be completed.
The 2016 monitoring program will remain consistent with the monitoring program
recommendations developed in 2015 following the rotational schedule of monitoring
activities.
The City requires the services of a consultant to provide the following services:
conducting water quality monitoring for watercourses in 2016, using the 2015 monitoring
locations; conducting continuous water level monitoring at the Huron Natural Area
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
1.ii. - 1
permeable paver demonstration project; conducting water quality monitoring on
Filsinger Creek in accordance with DFO Habitat Banking Monitoring Requirements;
incorporating additional monitoring results from other sources including Schneider
Creek and Blair Creek (GRCA) monitoring into the technical memo; incorporating
monitoring results from ongoing project work at Balzer Creek and Idlewood Creek;
completing analysis to determine non-point loading from the City of Kitchener to the
Grand River using monitoring data collected in previous years; interpreting all
monitoring results, including statistical analysis, and producing a technical memo
including recommendations to the Steering Committee for future monitoring.
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 M. Wilson, Design and Construction Project Manager, N. Gollan, Manager
of Stormwater Utility, B. Steiner, Senior Environmental Planner, J. Ivey, Grand River
Conservation Authority 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 twenty-five
(25) interested parties and by the closing date of Tuesday January 26, 2016, four (4)
responses had been received.
The review committee met on Tuesday February 2, 2016, to review the submissions.
The Committee recommends awarding the project to GHD Limited, Waterloo, Ontario.
The Committee rated consultants on the following criteria:
• Evaluation of Proposed Project Manager
• Project Team – Completeness and Experience
• Understanding and Approach including Workplan and Schedule
• Cost
• Past Performance
• Knowledge of the City (re: this area)
• Amount of City Work Completed in the Past
• Value Added Approach
A listing of the responding parties follows for your reference:
AECOM Canada Ltd. Kitchener ON
Ecosystem Recovery Inc. Waterloo ON
GHD Limited Waterloo ON
Matrix Solutions Inc. Breslau ON
1.ii. - 2
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 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 remain within the project to fund the Stormwater Management Monitoring
Program.
Expression of Interest E16-005
Stormwater Monitoring Program
The total budget for all phases of this project is: $ 153,000.00
Estimated Cost for this Phase of Work
Expression of Interest E16-005 costs, including HST 72,901.95
less: HST rebate on tender (7,251.48)
Net Cost Being Awarded 65,650.47 A
Costs Incurred to Date
Projected Costs: Staff Time/Material Testing 25,000.00
Total Estimated Cost for this Phase of Work $ 90,650.47 C
Budget for this Phase of Work
Storm Water Utility 153,000.00
Total Budget for this Phase of Work $ 153,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) $ 62,349.53 D
Balance in account, net of encumbrances (3,677.26)
Total Estimated Surplus/(Deficit) $ 58,672.27 E
1.ii. - 3
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
1.ii. - 4