HomeMy WebLinkAboutFCS-16-044 - E16-009 Consultant Services - Sanitary Sewer System Model UpdateStaff Report
rTC.� R finance and Corporate Services Department www.kitcheneaa
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016 -03 -21
SUBMITTED BY: Michelle Palmer- Novakovic, Director of Supply Services
519- 741 -2200 ext. 7214
PREPARED BY: Laurie Stecho, Supervisor of Purchasing
WARD(S) INVOLVED: All wards
DATE OF REPORT: 2016 -03 -01
REPORT NO.: FCS -16 -044
SUBJECT: E16 -009 Consultant Services — Sanitary Sewer System
Model Update
RECOMMENDATION:
That Expression of Interest E16 -009 Consultant Services — Sanitary Sewer System
Model Update, be awarded to AECOM Canada Ltd., Markham, Ontario, at their
estimated fee of $186,391.48, including contingencies of $16,944.68 plus H.S.T. of
$24,230.89, for a total of $210,622.37, based on a satisfactory contract being
negotiated and an upset fee being established.
BACKGROUND:
The City of Kitchener requires a qualified Engineering Consultant to update /calibrate the
City's InfoSWMMO sanitary model. A refresh is required of the InfoSWMM model's
results using updated base data that describes new or altered engineered wastewater
system structures such as conduits, manholes, pumping stations added to the system,
as well as corrections to the base data that have been performed since the last model
was created. The updated results will include re -runs of the model under three separate
scenarios: the to -date level of build -out, 50% of full zoning build -out, and 100% zoning
build -out. Further, once the model is updated, calibration of the model based on flow
monitoring data will be completed. This will include existing data currently held by the
City, as well as new flow monitoring to be performed as part of this exercise.
The model was created in 2010/2011 and now requires an upgrade so accuracy can be
maintained when making development approval decisions and /or future development
scenarios. With continuous growth occurring in the City, it is necessary to keep the
* ** 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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model accurate in order to make recommendations with a reasonable level of
confidence.
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 E. Riek, Project Manager, Development Engineering, G. McTaggart,
Manager, Infrastructure Asset Planning, L. Cooper, Manager of Development
Engineering and L. Stecho, Supervisor of Purchasing.
Expressions of interest were advertised publicly on the City of Kitchener website and on
the intereet through the Ontario Public Buyers Association Electronic Tendering
Information System relative to this project. Documents were downloaded by twenty -two
(22) interested parties and by the closing date of Wednesday January 20, 2016, six (6)
responses had been received.
The review committee met on Monday February 8, 2016, to review the submissions and
a shortlist of three (3) candidates* was selected for further interviews. The Committee
met on Monday February 29, 2016 to interview the shortlisted candidates. The
Committee recommends awarding the project to AECOM Canada Ltd., Markham,
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 Canada Ltd.
Aquafor Beech Limited
Civica Infrastructure Inc.
GM BluePlan Engineering
Stantec Consulting Ltd.
XCG Consulting Limited
Markham ON
Guelph ON
Vaughan ON
Kitchener ON
Kitchener ON
Oakville ON
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*Shortlisted candidates
1.v. -3
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 but
the upset limit exceeds the budget allowance (B) provided within the budget. The
balance in the Engineering Studies account is sufficient to fund the shortfall. The
estimated surplus (E) will remain within the account to fund additional studies in 2016.
Expression of Interest E16 -009
SWMM Sanitary Model Update
Estimated Cost for this Phase of Work
Expression of Interest E16 -009 costs, including HST
less: HST rebate
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
Development Charges
Total Budget for this Phase of Work
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
Balance in account, net of encumbrances
Total Estimated Surplus /(Deficit)
$210,622.37
(20,950.39)
189,671.98 A
18,962.00
$208,633.98 C
172,361.00
$172,361.00 B
(36,272.98) D
237,299.77
$201,026.79 E
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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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