HomeMy WebLinkAboutFCS-16-079 - E16-039 Consultant Services - Alice Avenue and Karn Street Reconstruction
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-05-16
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 8
DATE OF REPORT: 2016-04-28
REPORT NO.: FCS-16-079
SUBJECT: E16-039 Consultant Services – Alice Avenue (Karn St. to
Victoria St. S.) and Karn Street (Westmount Rd. W. to
Lawrence Ave.) Reconstruction
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E16-039 Consultant Services – Alice Avenue (Karn St.
to Victoria St. S.) and Karn Street (Westmount Rd. W. to Lawrence Ave.)
Reconstruction, be awarded to IBI Group, Waterloo, Ontario, at their estimated fee
of $343,316.60, including contingencies of $31,210.60 plus H.S.T. of $44,631.16,
for a total of $387,947.76, based on a satisfactory contract being negotiated and
an upset fee being established.
BACKGROUND:
Alice Avenue (Karn St. to Victoria St. S.) and Karn Street (Westmount Rd. W. to
Lawrence Ave.) reconstruction project (approximately 811 metres) includes replacing
the infrastructure which has generally reached the end of its useful life and requires full
replacement as well as the complete roadway reconstruction. The infrastructure
requirements includes the design and reconstruction of all underground services
(sanitary sewer, storm sewer and watermain) as well as sanitary and water services
connections to the property line. The asphalt roadway will be reconstructed as well as
sidewalks and curbs. This contract is for the consulting services to complete the pre-
design, final design, coordinate all related project needs, tendering, as well as the
contract administration and inspection. Construction is expected to occur in 2017.
*** 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 and Construction Project Manager, J. Stevenson,
Engineering Construction Project Manager, L. Christensen, Design and Construction
Project Manager 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 (20)
interested parties and by the closing date of Tuesday March 29, 2016, eight (8)
responses had been received.
The review committee met on Friday April 8, 2016, to review the submissions and a
shortlist of three (3) candidates* was selected for further interviews. The Committee
met on Friday April 22, 2016 to interview the shortlisted candidates. The Committee
recommends awarding the project to IBI Group, Waterloo, Ontario.
The Committee rated consultants on the following criteria:
• Qualifications / Expertise
• Proposed Project Team
• Effect of Interview
• Cost of Consultant’s Fees
• Variety & Quality of Disciplines In House / In Consortium
• Effectiveness of Work Plan
• Evaluation of Proposed Project Manager
• Completeness of the Proposal
• Past Performance
• Knowledge of the City (re: this area)
• Amount of City Work Completed in the Past
A listing of the responding parties follows for your reference:
AECOM Canada Ltd. Kitchener ON
Associated Engineering (Ont.) Ltd. Kitchener ON
GHD Limited Waterloo ON *
IBI Group Waterloo ON *
J.L. Richards & Associates Limited Kingston ON
Meritech Engineering Cambridge ON
MTE Consultants Inc. Kitchener ON *
Parsons Inc. 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.
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Expression of Interest E16-039
Alice - Karn Reconstruction
The total budget for all phases of this project is $ 3,578,798.00
Estimated Cost for this Phase of Work
Expression of Interest E16-039 costs, including HST 387,947.76
less: HST rebate (38,588.77)
Net Cost Being Awarded 349,358.99 A
Costs Incurred to Date 5,372.98
Projected Costs: Staff Time 147,220.00
Projected Costs: Ontario land Surveyor and MOE 17,000.00
Total Estimated Cost for this Phase of Work $ 518,951.97 C
Budget for this Phase of Work
AIRP - Sanitary Utility 261,974.00
AIRP - Storm Water Utility 130,988.00
AIRP - Water Utility 176,549.00
Intensification Allowance 5,134.00
Total Budget for this Phase of Work $ 574,645.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 55,693.03 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) $ 55,693.03 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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