HomeMy WebLinkAboutFCS-16-121 - E16-054 Consulting Services for Permit Applications and Construction Administration for Stormwater Management Pond 66 RetrofitMSS
Staff R
Finance and G
ate Services
REPORT TO: Jeff Willrner, Chief Administrative Officer
DATE OF MEETING: 2016 -07 -27
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519- 741 -2200 ext. 7214
www.kWhener(a
PREPARED BY: Laurie Stecho, Supervisor of Purchasing
519 -741 -2200 ext. 7089
WARD(S) INVOLVED: Ward 5
DATE OF REPORT: 2016 -07 -20 CANC3
REPORT NO.: FCS- 16-121
SUBJECT: El 6-064 Consulting Services for Permit Applications and
Construction Administration for Stormwater Management
Pond 66 Retrofit
That Expression of Interest E16 -054 Consultant Services for Permit Applications
and Construction Administration for Stormwater Management Pond 66 Retrofit,
be awarded to Aquafor Beech Limited, Guelph, Ontario, at their corrected
estimated fee of $112,641., plus contingencies and provisional items of
$54,364.60 plus H.S.T. of $21,735.43, for a total of $16$,931.03, based on a
satisfactory contract being negotiated and an upset fee being established.
Stormwater Management Facility (SWMF) 66 is. located near Strasburg Road and
Trillium Drive. It is part of the Strasburg Creek Provincially Significant Wetland (PSW)
Complex and forms part of, and drains through the North Branch of Strasburg Creek.
In 2016, the concrete berm located at the outlet was identified as showing signs of
seepage and deterioration of the concrete embankments was evident. The facility is
providing poor water quality and the surrounding terrestrial vegetation features have
degraded in recent years. As a result, the retrofit of SWMF 66 is required.
In preparation of this work:
* ** This information is available in accessible formats upon request. **
Please call 519 -741 -2345 or TTY 1 -866 -969 -9994 for assistance.
The City of Kitchener undertook a Municipal Class Environmental Assessment (EA)
(Aquafor Beech 2011) to assess alternatives for improvements at SWMF 61, 65 and
66 and associated channels. The intent of the EA for SWMF 66 was to provide a
preferred solution to install a water quality control and restore the historic wetland
located within the facility. Blanding's Turtles which are a provincially protected
Species at Risk (SAR) were identified in the EA.
In 2011, the City of Kitchener retained Aquafor Beech Ltd. to provide consulting
services for the preferred design outlined in the EA. The design was completed and
submitted to the City as Issued for Approval in June 2011.
In 2014, the City of Kitchener retained MMM to complete emergence and basking
surveys and assess the habitat potential for Blanding's Turtles at Ponds 61, 65 and
66. This report will be completed by September 2016.
The Consultant is expected to complete all applicable permit applications, field
investigations, coordinate all related project needs, tendering, contract administration,
provide guidance for proper sediment disposal procedures and resident/business
services during construction.
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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 S. Brickman, Engineering Technologist, B. Steiner, Senior Environmental
Planner, M. Wilson, Engineering Technologist, Y. Westerveld- Cardoso, Landscape
Architect, 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 fifteen (15)
interested parties and by the closing date of Friday June 24, 2016, six (6) responses
had been received.
The review committee met on Tuesday July 5, 2016, to review the submissions and a
shortlist of three (3) candidates* was selected for further interviews. The Committee met
on Monday July 18, 2016 to interview the shortlisted candidates. The Committee
recommends awarding the project to Aquafor Beech Limited, Guelph, Ontario.
The Committee rated consultants on the.following criteria:
• Evaluation of Proposed Project Manager
• Project Team - completeness. and experience
• Understanding and Approach
® Completeness of Proposal
® Past Performance
* Knowledge of the City & Area
* Amount of City Work Completed in the Past
® Value Added Approach
® Cost of Consultant's Fees
* Communications Approach
® Work Plan and Schedule
* Delivery of Interview
A listing of the responding parties follows for your reference:
Aquafor Beech Limited
Guelph ON *
Ecosystem Recovery Inc.
Waterloo ON
GHD Limited
Waterloo ON
IBI Group Professional Services (Canada) Inc.
Waterloo ON
Meritech Engineering
Cambridge ON
Stantec Consulting Ltd.
Waterloo 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 tender, 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). Funding for this
purchase was provided from an existing capital account. The estimated surplus (D) will.
remain in the account and be used towards the construction phase of the SWM pond
retrofit.
Expression of Interest E16 -064
Storrnwater Management Pond 66 Consulting Services
Estimated Cost for this Phase of Work
Expression of Interest E16 -054 costs, including HST
$188,931.03
less: HST rebate on tender
(18,792.78)
Net Cost Being Awarded
$170,138.25 A
Costs Incurred to Date
2,657.20
Projected Costs: Staff Time /Permitting /Material Testing
22,500.00
Total Estimated Cost for this Phase of Work
$195,295.45 C
Budget for this Phase of Work
SWm Utility
205,500.00
Total Budget for this Phase of Work $205,500.00 B
Estimated Surplus /(Deficit) for this Phase of Work (B - C) $10,204.55 D
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