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Home My WebLink AboutFCS-17-103 - E17-049 - Consultant Serv - Sandra Avenue and Third Avenue Reconstruction 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 P REPARED BY:Adam Buchholtz, Buyer 519-741-2200 ext. 7217 WARD(S) INVOLVED:Wards 9 and 3 DATE OF REPORT:2017-05-18 REPORT NO.:FCS-17-103 SUBJECT:E17-049 - Consultant Services Sandra Avenue (Belmont Avenue West to Patricia Avenue) and Third Avenue (Kingsway Drive to Connaught Street) Reconstruction ___________________________________________________________________________ RECOMMENDATION: That Expression of Interest E17-049- Consultant Services Sandra Avenue (Belmont Avenue West to Patricia Avenue) and Third Avenue (Kingsway Drive to Connaught Street) Reconstruction, be awarded toIBI Group, Waterloo,Ontario, at their estimated fee of $377,250.50, including contingencies of $34,295.50plus H.S.T. of $49,042.57, for a total of $426,293.07, based on a satisfactory contract being negotiated and an upset fee being established. BACKGROUND: S andra Avenue between Belmont Avenue W and Patricia Avenue is approximately 265 m long. The roadway is approximately 9 m wide and has two lanes and concrete curb. Sandra Avenue has mostly residential properties along it with existing sidewalk on both sides. Third Avenue between Kingsway Drive and Connaught Street is approximately 430 m long. The roadway is approximately 9 m wide and has two lanes with no curb and gutter. Third Avenue has mostly residential properties along it with existing sidewalk on both sides. A section ofConnaught Street between Third Avenue and Second Avenue, approximately 90 m long is also included in this assignment in order to accommodate storm flow and suitable Low-Impact Development (LID) solution, there is no sidewalk existingon this section. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.iv. - 1 The infrastructure for the above noted streets has generally reached the end of its useful life and requires full replacement. The project involves the proposed replacement of sewers, watermains, curbs, sidewalk and services to the property line along Sandra Avenue and Third Avenue. The pavement will be reconstructed for the full width of both the streets above. Options for construction staging to allow vehicular traffic during construction will be explored during design. It is expected that the construction component will begin in spring 2019. This phase of the project is for consulting services to complete the preliminary design, final design, tendering, as well as contract administration and inspection. Construction is expected to occur in 2019. 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 S. Shah, Design Engineer,J. Stevenson, Engineer Construction Project Manager,D. Lupsa, Design & Construction Project Managerand 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 eleven (11) interested parties and by the closing date of Monday April 24, 2017,seven (7) responses had been received. The review committee met on Monday May 8, 2017, to review the submissions and a shortlist of three (3)candidates* was selected for further interviews. The Committee met on Monday May 15, 2017 to interview the shortlisted candidates. The Committee recommendsawardingthe project to IBI Group, Waterloo, Ontario. The Committee rated consultants on the following criteria: Evaluation of Proposed Project Manager Completeness of the Proposal Qualifications/Expertise Variety & Quality of Disciplines In House/In Consortium 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 Effectiveness of work plan 1. iv. - 2 A listing of the responding parties follows for your reference: AECOMCanada Ltd. Markham ON Ainley & Associates Ltd. Barrie ON Associated Engineering Kitchener ON* GHD Limited Waterloo ON Glos Associates Inc. Windsor ON IBI Group Waterloo ON* LEA Consulting Ltd. Markham ON Meritech Engineering Cambridge ON MTE ConsultantsInc. Kitchener ON* Prenix Associates International Ltd. Mississauga ON WSPCanada Inc. Markham 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 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. Additional funding for this purchase is provided by the existing surplus balance in the account. The deficit (E) will be funded from the Accelerated Infrastructure Replacement Program general account. There are sufficient funds in the account to fund the deficit. 1. iv. - 3 Expression of Interest E17-049 Sandra Ave. and Third Ave. Reconstruction The total budget for all phases of this project is 2,739,690.00 Estimated Cost for this Phase of Work Expression of Interest E17-049 costs, including HST426,293.07 less: HST rebate on expression of interest(42,402.94) Net Cost Being Awarded383,890.13 A Costs Incurred to Date2,882.50 Projected Costs: Staff Time/Material Testing 49,199.00 Total Estimated Cost for this Phase of Work$435,971.63 C Budget for this Phase of Work AIRP -Sanitary Utility193,648.00 AIRP -Stormwater Utility 96,824.00 AIRP -Water Utility130,502.00 $420,974.00 B Estimated Deficitfor this Phase of Work (B -C) (14,997.63)D Estimated Surplusfrom previous phases 5,848.88 Total Estimated Deficit $(9,148.75)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. iv. - 4