HomeMy WebLinkAboutFCS-16-048 - E16-010 Consultant Services - Old Huron Road Reconstruction (Battler Rd. to Maxwell Dr.)Staff 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: Adam Buchholtz, Buyer, 519 - 741 -2200 ext. 7217
WARD(S) INVOLVED: Ward 4
DATE OF REPORT: 2016 -03 -04
REPORT NO.: FCS -16 -048
SUBJECT: E16 -010 Consultant Services —Old Huron Road
Reconstruction (Battler Road to Maxwell Drive)
RECOMMENDATION:
That Expression of Interest E16 -010 Consultant Services — Old Huron Road
Reconstruction (Battler Road to Maxwell Drive), be awarded to MTE Consultants
Inc., Kitchener, Ontario, at their estimated fee of $257,038.10, including
contingencies of $23,367.10 plus H.S.T. of $33,414.95, for a total of $290,453.05,
based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
The City of Kitchener intends to upgrade Old Huron Road to current standards and
carry out complete roadway reconstruction (excluding sewers) of the street within the
noted limits and a pedestrian connection along Battler Road between Old Huron Road
and Huron Road. In addition, a new sidewalk is required on the north side of Old Huron
Road within the project limits. As part of this project, the City also intends to restore
approximately 100 metres of Strasburg Creek from the culvert on Old Huron Road
downstream towards the south east.
This contract is to complete the pre- design, final design, coordinate all related project
needs, tendering, contract administration /inspection and resident/business services
during construction of improvements to the roadway, underground services, drainage
and other related infrastructure.
* ** 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 E. Riek, Project Manager, Development Engineering, C. Spere, Manager
of Engineering Construction, N. Gollan, Manager of Stormwater Utility, L. Cooper,
Manager of Development Engineering and A. Buchholtz, Buyer.
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 sixteen
(16) interested parties and by the closing date of Friday February 19, 2016, six (6)
responses had been received.
The review committee met on Thursday February 25, 2016, to review the submissions
and a shortlist of three (3) candidates* was selected for further interviews. The
Committee met on Friday March 4, 2016 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 Canada Ltd.
GHD Limited
IBI Group
Meritech Engineering
MTE Consultants Inc.
Parsons Inc.
*Shortlisted candidates
Kitchener ON
Waterloo ON
Waterloo ON
Cambridge ON
Kitchener ON
Kitchener ON
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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 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. The
estimated surplus (E) will remain within the account and used towards the construction
phase.
Expression of Interest E16 -010
Old Huron Road (Battler to Maxwell)
Estimated Cost for this Phase of Work
Expression of Interest E16 -010 costs, including HST
$ 290,453.05
less: HST rebate
(28,891.07)
Net Cost Being Awarded
261,561.98
A
Costs Incurred to Date
9,655.86
Projected Costs: Staff Time /Material Testing /Permit Fees
79,749.00
Total Estimated Cost for this Phase of Work
$ 350,966.84
C
Budget for this Phase of Work
364,039.00
B
Estimated Surplus /(Deficit) for this Phase of Work (B - C)
13,072.16
D
Balance in account, net of encumbrances
Total Estimated Surplus /(Deficit)
$ 13,072.16
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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