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Home My WebLink AboutFCS-16-128 - E16-056 Cons Serv - Adelaide St Talbot St and Patricia Av Reconstruction REPORT TO: Committee of the Whole DATE OF MEETING: 2016-08-29 SUBMITTED BY: Michelle Palmer, 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 and 9 DATE OF REPORT: 2016-07-25 REPORT NO.: FCS-16-128 SUBJECT: E16-056 Consultant Services – Adelaide Street, Talbot Street and Patricia Avenue (North End to Victoria Street South) Reconstruction ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E16-056 Consultant Services – Adelaide Street, Talbot Street and Patricia Avenue (North End to Victoria Street South) Reconstruction, be awarded to AECOM Canada Ltd., Kitchener, Ontario, at their estimated fee of $445,432.90, including contingencies of $40,494.90, plus H.S.T. of $57,906.28, for a total of $503,339.18, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: The Adelaide Street, Talbot Street and Patricia Avenue (north end to Victoria St S) reconstruction project has been initiated to replace the infrastructure that currently exists. The infrastructure along these streets has reached the end of its useful life and requires full replacement. The construction project has been accelerated to 2018 to utilize available funding in the AIRP General Account. The funding for the design phase starting in 2016 will utilize some of the existing balance which is a combination of increased funding to the AIRP program as a result of rate increases to the sanitary, water and storm utilities, as well as favorable pricing on some tenders awarded in 2016. These streets were budgeted within the approved capital forecast from 2021 to 2025. These streets were chosen as candidates to advance due to the minimal impact on the remainder of the capital *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.iii. - 1 budget, as well as other constraints such as adjacent work. All projects within the 10- year capital forecast are considered priorities for full replacement. 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 L. Christensen, Design & Construction Project Manager, S. Shah, Design Engineer, J. Stevenson, Engineering 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 seventeen (17) interested parties and by the closing date of Wednesday May 25, 2016, seven (7) responses had been received. The review committee met on Thursday June 2, 2016, to review the submissions and a shortlist of three (3) candidates* was selected for further interviews. The Committee met on Friday July 22, 2016 to interview the shortlisted candidates. The Committee recommends awarding the project to AECOM Canada Ltd., Kitchener, 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 (Provided by Purchasing) A listing of the responding parties follows for your reference: AECOM Canada Ltd. Kitchener ON* CIMA Canada Inc. Burlington ON CIMA Canada Inc. Kitchener ON GHD Limited Waterloo ON IBI Group Waterloo ON* Meritech Engineering Cambridge ON* 1.iii. - 2 WSP Canada Inc. Cambridge ON *Shortlisted candidates 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). This project was budgeted within the approved capital forecast from 2021 to 2025, but has been accelerated to start in 2016. As such, the total budget for all phases of the project has been deflated to more accurately reflect the cost of the project using the revised timing. Funding for this purchase is provided by the Accelerated Infrastructure Replacement Program general account. The amount available in this account is sufficient to fund this transfer. There is expected to be no surplus or deficit (E). Expression of Interest E16-056 Adelaide St / Talbot St / Patricia Ave Reconstruction The total budget for all phases of this project is $ 5,640,536.00 Estimated Cost for this Phase of Work Expression of Interest E16-056 costs, including HST 503,339.18 less: HST rebate on tender $ (50,066.64) Net Cost Being Awarded 453,272.54 A Costs Incurred to Date 32,690.86 Projected Costs: Staff Time 123,867.00 Projected Costs: Major Detouring/Material Testing $ 15,000.00 Total Estimated Cost for this Phase of Work $ 624,830.40 C 1.iii. - 3 Budget for this Phase of Work AIRP - Sanitary Utility 20,754.00 AIRP - Storm Water Utility 10,377.00 AIRP - Water Utility 13,987.00 Intensification Allowance $ 406.00 Total Budget for this Phase of Work $ 45,524.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) (579,306.40)D Transfer from AIRP (59500194) 579,306.40 Estimated Surplus/(Deficit) from previous phases - Total Estimated Surplus/(Deficit) - 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 1.iii. - 4