HomeMy WebLinkAboutFCS-17-152 - E17-066 Consulting Services-Permit Tender Prep & Constr Admin SWMF 21Staff ReportiTC I N R finance and Como "ate Services Department www.kitchen er ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-08-28
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 7
DATE OF REPORT: 2017-08-16
REPORT NO.: FCS -17-152
SUBJECT: E17-066 Consulting Services for Permit, Tender Preparation
and Construction Administration SWMF 21
RECOMMENDATION:
That Expression of Interest E17-066 Consulting Services for Permit, Tender
Preparation and Construction Administration SWMF 21, be awarded to Aquafor
Beech Limited, Guelph, Ontario, at their estimated fee of $99,430., including
contingencies of $10,000., plus H.S.T. of $12,925.90, for a total of $112,355.90,
based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
In 2016, the City completed the Integrated Stormwater Management Master Plan
(ISWM — MP), which prioritized pond retrofits based on facility control type, the level of
quality protection, available sediment storage and required repairs. The following
expression of interest is to be awarded in order to begin obtaining agency permits and
finalizing the design for the identified works.
Stormwater Management Facility (SWMF) 21 is located near Penelope Drive and Ira
Needles Boulevard. The facility is bordered mainly by residential lands, Waldau Woods
to the West and Ira Needles Boulevard to the East. The facility was identified as a high
priority retrofit project (Section 6.4, ISWM — MP Implementation Plan) due to the need
for repairs on the facility's outlet and opportunities to improve the quality of the water.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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. Brickman, Design & Construction Project Manager, B. Steiner, Senior
Environmental Planner, and L. Walter, Design & Construction Project Manager.
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 twelve (12)
interested parties and by the closing date of Friday July 28, 2017, four (4) responses
had been received.
The review committee met on Tuesday, August 15, 2017, to evaluate and review the
submissions. The Committee recommends awarding the project to Aquafor Beech
Limited, Guelph, Ontario.
The Committee rated consultants on the following criteria:
• Project Manager — experience
• Project Team - completeness and experience
• Understanding and Approach
• Value Added Approach
• Work Plan and Detailed Schedule
• Detailed Engineering Fee
• Knowledge of the City & Area
• Amount of City Work Completed in the Past
• Completeness of Proposal
A listing of the responding parties follows for your reference:
Aquafor Beech Limited Guelph ON
GHD Waterloo ON
IBI Group Professionals Services (Canada) Inc. Waterloo ON
Meritech Engineering Cambridge ON
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 of this expression of interest (A) is fair and reasonable and the upset limit
is within the available funding (B) for the project. The estimated surplus (E) will remain
within the account to help fund future projects within the SWM Pond Retrofit Program.
Expression of Interest E17-066
Consulting Services for Permit, Tender Preparation and Construction
Administration SWMF 21
Estimated Cost for this Phase of Work
Expression of Interest E17-066, including HST
less: HST rebate on EOI
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Staff Time/Permitting
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
SWM Utility Budget
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Balance in account, net of encumbrances
Total Estimated Surplus/(Deficit)
COMMUNITY ENGAGEMENT:
112,355.90
(11,175.93)
101,179.97 A
15,000.00
$116,179.97 C
125,000.00
$125,000.00 B
8,820.03 D
1,707.29
$10,527.32 E
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