HomeMy WebLinkAboutFCS-17-104 - E17-060 Consultant Serv - Idlewood Creek Restoration Design and Construction Admin
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
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REPARED BY:Laurie Stecho, Supervisor of Purchasing
519-741-2200 ext.7089
WARD(S) INVOLVED:Ward 2
DATE OF REPORT:2017-05-18
REPORT NO.:FCS-17-104
SUBJECT:E17-060 Consultant Services - Idlewood Creek Restoration
Detailed Design and Construction Administration
___________________________________________________________________________
RECOMMENDATION:
That Expression of Interest E17-060 Consultant Services - Idlewood Creek
Restoration Detailed Design and Construction Administration, be awarded to
Stantec Consulting Inc., Waterloo, Ontario, at their corrected estimated fee of
$522,275.60, including contingencies of $47,479.60, plus H.S.T. of $67,895.83, for
a total of $590,171.43, based on a satisfactory contract being negotiated and an
upset fee being established.
BACKGROUND:
T
he Idlewood Creek subwatershed has a drainage area of approximately 462 hectareto
the outlet at the Grand River. The subwatershed is considered to be fully developed
with residential, institutional, open space land uses and to a limited extent commercial
land uses, with small infill developments remaining on undeveloped lands. It is
assumed that the lack of stormwater controls associated with the older developments in
the catchment area along with the presence of both the West and East Dams have
contributed to the erosion concerns within Idlewood Creek.
In April 2014, theCity embarked on an Environmental Assessment to address the
concerns within the creek and “The Environmental Study Report (ESR) for Idlewood
Creek (Fairway Road to Outlet at Grand River)” by AMEC Foster Wheeler was
completed in January 2017. Within this report, there were three preferred alternatives
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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presented which the City intends to utilize to complete detailed design (2017) and
construction (2018) of each alternative.
The scope of work includes removal of two (2) dam structures and two (2) culvert
crossings, as well as a gabion lined channel outlet to the Grand River. This will provide
improved fish passage while a natural channel design will improve and maximize fish
habitat potential in the locations of the proposed removals. The natural channel design
will also facilitate the creek’s ability to regulateflows and disperse energy as itwould in
its natural state. The creek’s improved stability in the proposed locations will reduce
sediment deposition and erosion issues in reaches of the creek which contain significant
natural features and support significant ecological functions which would be best left to
naturally regulate without having to perform repairs.
In September 2016, the City acquired ownership of the property at 155 Woolner Trail
making the implementation of the preferred alternatives within the ESR appropriate and
feasible. In addition to the proposed natural channel works, an important trail connection
can be made to the Walter Bean Trail through the property and is considered a high
priority for the City of Kitchener’s Multi-Use Pathways and Trails Master Plan (2012).
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. Walter, Design & Construction Project Manager (Project Lead), N.
Gollan, Manager of Stormwater Utility,B. Steiner, Senior Environmental Planner.
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 nineteen
(19) interested parties and by the closing date of Tuesday April 18, 2017,seven (7)
responses had been received.
The review committee met on Friday April 28, 2017, to review the submissions and a
shortlist of four (4)candidates* was selected for further interviews. The Committee met
on MondayMay 15,2017 to interview the shortlisted candidates. The Committee
recommendsawardingthe project to Stantec Consulting Inc., Waterloo, 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
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Value Added Approach
Cost
Communications Approach
Work Plan and Schedule
Delivery of Interview
Project Manager
Project Team
Value Added Approach
A listing of the responding parties follows for your reference:
AECOM Markham ON
Amec Foster WheelerCambridge ON*
Aquafor Beech Limited Mississauga ON
Ecosystem Recovery Inc.Waterloo ON*
GHD Waterloo ON*
Stantec Consulting Inc. Waterloo ON*
Water's Edge Environmental Solutions TeamLtd.Cambridge ON
*Shortlisted candidates
Expressions of Interest were checked for mathematical errors and corrected
accordingly.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement ofthe 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 and the upset limit is within the budget allowance (B). Funding for this
purchase is included in the approved capital forecast. The estimated surplus (D) will
remain in the account and be used towards the construction phase.
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Expression of Interest E17-060
Idlewood Creek Restoration
The total budget for all phases of this project is 2,700,000.00
Estimated Cost for this Phase of Work
Expression of Interest E17-060 costs, including HST590,171.43
less: HST rebate on Expression of Interest(58,703.75)
Net Cost Being Awarded531,467.68 A
Costs Incurred to Date -
Projected Costs: Staff Time/Material Testing 50,000.00
Total Estimated Cost for this Phase of Work$581,467.68 C
Budget for this Phase of Work
Stormwater Utility600,000.00
Total Budget for this Phase of Work$600,000.00 B
Estimated Surplusfor this Phase of Work (B -C) 18,532.32 D
COMMUNITY ENGAGEMENT:
INFORM – Thisreport 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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