HomeMy WebLinkAboutFCS-17-101 - E17-065 Consultant Serv - Class EA and Preliminary Design Services -Otterbein Sewage Pumping Station Upgrades
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-06-05
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Adam Buchholtz, Buyer, 519-741-2200 ext. 7217
WARD(S) INVOLVED: Ward 1
DATE OF REPORT: 2017-05-17
REPORT NO.: FCS-17-101
SUBJECT: E17-065 ConsultantServices - Class Environmental
Assessment and Preliminary Design Services for Otterbein
Sewage Pumping Station Upgrades
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E17-065 Consultant Services - Class Environmental
Assessment and Preliminary Design Services for Otterbein Sewage Pumping
Station Upgrades, be awarded to AECOM Canada Ltd., Kitchener, Ontario, at their
corrected estimated fee of $166,807.50, including contingencies and unforeseen
provisional items of $36,757.50, plus H.S.T. of $21,684.98, for a total of
$188,492.48, based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND:
The Otterbein Sewage Pumping Station, formerly known as Forwell was constructed in
1987. It is located at 500 Otterbein Road at Brandy Crescent, adjacent to the Kolb
Greenway and the Grand River. It currently services 168.09 ha of land at calculated
peak and average inflows of 98.69 L/s and 71.56 L/s, respectively. Within the pumping
station catchment area, growth is projected with two new subdivisions at the north end
of Lackner Boulevard beginning to progress towards construction. Based on its age
and operating condition upgrades are required to the existing station. Further to that,
the existing station does not have emergency storage which is now a legislated
requirement to avoid spills into the Grand River and Kolb Creek.
To complete the upgrades, a Class B Environmental Assessment (EA) will be required
and completed in early 2018. The EA is classified as complex and will look at capacity
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requirements within the catchment area based on ultimate build out, evaluate different
upgrade options (including new pumping station, expand existing facility, expand
maintenance program, reduce sewage flows, limit future growth, discharge to different
pumping station etc.), identify upgrade requirements to existing local infrastructure and
include a preliminary design of the preferred alternative.
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 J. Brule, Project Manager Development Engineering (Project Lead), L.
Cooper, Manager Development Engineering, C. Spere, Manager Engineering
Construction, C. Maguire, Supervisor of Operations (Sewers) and A. Buchholtz, Buyer.
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 thirteen
(13) interested parties and by the closing date of Friday April 21, 2017, six (6)
responses had been received.
The review committee met on Wednesday May 3, 2017, to review the submissions and
a shortlist of four (4) candidates* were selected for further interviews. The Committee
met on Tuesday May 16, 2017 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:
Evaluation of Proposed Project Manager
Completeness of the Proposal
Qualifications/Expertise
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
Variety & Quality of Disciplines In House/In Consortium
Effectiveness of work plan
A listing of the responding parties follows for your reference:
AECOM Canada Ltd. Kitchener ON*
GM BluePlan Engineering Kitchener ON
CIMA Canada Inc. Kitchener ON*
MTE Consultants Inc. Kitchener ON*
R.J. Burnside & Associates Ltd. Guelph ON*
WSP Canada Inc. Kitchener ON
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*Shortlisted candidates
The correct estimated fee was due to mathematical errors (unforeseen provisional items
were not included before taxes).
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 but the upset limit exceeds the budget allowance (B) provided within the
budget. Funding for this purchase is included within the approved capital budget. The
estimated deficit (E) will be funded from the construction phase of the project.
Expression of Interest E17-065
Otterbein Sanitary Sewer Pumping Station
The total budget for all phases of this project is 1,460,222.00
Estimated Cost for this Phase of Work
Expression of Interest E17-065 costs, including HST 188,492.48
less: HST rebate on Expression of Interest (18,749.16)
Net Cost Being Awarded 169,743.32 A
Costs Incurred to Date -
Projected Costs: Staff Time/Material Testing 50,000.00
Total Estimated Cost for this Phase of Work $219,743.32 C
Budget for this Phase of Work
Development Charges 126,000.00
Total Budget for this Phase of Work $126,000.00 B
Estimated Deficit for this Phase of Work (B - C) (93,743.32) D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Deficit $(93,743.32) E
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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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