HomeMy WebLinkAboutFCS-17-037 - E17-002 Consultant Services - Stormwater Management Monitoring Program
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-02-27
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: N/A
DATE OF REPORT: 2017-02-08
REPORT NO.: FCS-17-037
SUBJECT: E17- 002 Consultant Services - 2017/2018 City of
Kitchener Stormwater Management Monitoring Program
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E17-002 Consultant Services - 2017/2018 City of
Kitchener Stormwater Management Monitoring Program, be awarded to GHD,
Waterloo, Ontario, at their estimated fee of $235,504., including contingencies of
$28,000., plus H.S.T. of $30,615.52, for a total of $266,119.52, based on a
satisfactory contract being negotiated and an upset fee being established.
BACKGROUND:
In December 2001, the City completed a Schedule ‘B’ Municipal Class Environmental
Assessment in support of a Stormwater Management (SWM) Policy. The Policy was
created to address the existing shortfall of funding focused on, existing and soon-to-be-
developed stormwater facilities being planned through the subdivision and site plan
development process. As part of implementing the 2001 SWM Policy, it was
recommended that an annual monitoring program be created to ensure a “net gain” to
the municipal SWM system.
Since 2001, the monitoring Program has been conducted annually and has tracked
water quality in a variety of core and non-core monitoring stations.
In 2016, the City completed a new Integrated Stormwater Management Master Plan
(ISWM-MP) that provided recommendations for the annual SWM program; which were
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to ensure that the objectives of the ISWM-MP were accomplished over time and to
transition the program to report on existing watershed health. The transition was to be
completed in two (2) distinct phases:
Phase 1 Refinement of SWM Audit monitoring (2017-2018) – to establish baseline
monitoring results (existing conditions) for previously established historical
monitoring locations throughout the City.
Phase 2 Update Water Quality and Flow Monitoring (2019 - ongoing) – refined
monitoring locations and protocols to align with the implementation
approach of prioritizing works based on the watersheds in the most need
and where there are opportunities to improve conditions. Subwatershed
based monitoring will be undertaken at regular intervals to confirm and/or
evaluate the effects of the recommended approaches and refine the
Implementation Plan to ensure project and programs are delivering the
greatest value-for-dollar for the residents of Kitchener.
This EOI represents the 2017 portion of Phase 1 works.
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 N. Gollan, Stormwater Utility Manager, S. Brickman, Engineering
Technologist, M. Wilson, Design & Construction Project Manager, B. Steiner, Senior
Environmental Planner 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 January 26, 2017, eight (8)
responses had been received.
The review committee met on Tuesday January 31, 2017, to review the submissions
and a shortlist of three (3) candidates* was selected for further interviews. The
Committee met on Friday February 3, 2017 to interview the shortlisted candidates. The
Committee recommends awarding the project to GHD, Waterloo, Ontario.
The Committee rated consultants on the following criteria:
Evaluation of Proposed Project Manager
Project Team - completeness and experience
Understanding and Approach including work plan and schedule
Past Performance
Knowledge of the City & Area
Amount of City Work Completed in the Past
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Value Added Approach
Cost
Communications Approach
Work Plan and Schedule
Delivery of Interview
Project Manager
Project Team
A listing of the responding parties follows for your reference:
AECOM Markham ON*
BluMetric Environmental Inc. Kitchener ON
EcoMetric Inc. Burlington ON
Ecosystem Recovery Inc. Waterloo ON*
GEMS Vaughan ON
GHD Waterloo ON*
Matrix Solutions Inc. Breslau ON
Stragis Environmental Services Collingwood 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 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 deficit (E) will be funded from the Cash in Lieu account. There are
sufficient funds in the account to fund the deficit.
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Expression of Interest E17-002
Consultant Services 2017/2018 City Of Kitchener Stormwater Management
Monitoring Program
The total budget for all phases of this project is 200,000.00
Estimated Cost for this Phase of Work
Expression of Interest E17-002 costs, including HST 266,119.52
less: HST rebate on Expression of Interest (26,470.64)
Net Cost Being Awarded 239,648.88 A
Costs Incurred to Date
Projected Costs: Staff Time/Material Testing 25,000.00
Total Estimated Cost for this Phase of Work $264,648.88 C
Budget for this Phase of Work
SWM Utility 200,000.00
Total Budget for this Phase of Work $200,000.00 B
Estimated (Deficit) for this Phase of Work (B - C) (64,648.88)D
Estimated Surplus from previous phases 35,088.99
Total Estimated (Deficit) $(29,559.89)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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