HomeMy WebLinkAboutFIN-18-011 - P18-048 Professional Services – 2018 Sediment Survey and Assessment of Stormwater Management (SWM) PondsREPORT TO: Committee of the Whole
DATE OF MEETING: 2018-06-11
SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing,519-741-2200 ext. 7089
PREPARED BY: Amy Carr,Buyer,519-741-2200 ext. 7184
WARD (S) INVOLVED: All
DATE OF REPORT: 2018-06-01
REPORT NO.: FIN-18-011
SUBJECT: P18-048 Professional Services 2018 Sediment Survey and
Assessment of Stormwater Management (SWM) Ponds
__________________________________________________________________________________________
RECOMMENDATION:
That Proposal P18-048 Professional Services - 2018 Sediment Survey and Assessment
of Stormwater Management (SWM) Ponds, be awarded to Ecosystem Recovery Inc.,
Kitchener, Ontario, at their estimated fee of $291,989.50,including contingencies of
$26,544.50 plus H.S.T. of $37,958.64, for a total of $329,948.14, based on a satisfactory
contract being negotiated and an upset fee being established.
BACKGROUND:
The City of Kitchener owns and operates 112 Stormwater Management Facilities (SWMFs). As
part of our regulatory requirements under the Ontario Water Resources Act, we are required to
inspect, maintain and clean-out these facilities to ensure that they are functioning as designed.
SWMFs function by removing pollutants and sediments from our Stormwater Management (SWM)
network prior to discharging to a receiving watercourse. These facilities are designed with a
quality by removing pollutants and sediments decreases.
In 2016, the City completed the Integrated Stormwater Management Master Plan (ISWM-MP)
Municipal Class Environmental Assessment (EA), which included the assessment of the existing
conditions of stormwater, and environmental resources within the City. The EA included
recommended approaches for the various program elements, one of which was the evaluation of
SWMFs. The evaluation was to determine the effect of sediment accumulation on existing
SWMFs, and develop a prioritization list of those requiring clean-out based on the sediment
volumes present within each facility. The estimated sediment storage volumes used to prioritize
the facilities were drawn from sediment surveys completed in 2015 and 2008.
The 2018 sediment surveys is a crucial step to fulfil our legal obligations as owners to prevent
excessive buildup of sediments within these facilities by determining and refining sediment loading
rates, completing trend analysis and updating the clean-out prioritization list. The generally
*** 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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accepted standard to determine sediment volumes is to complete sediment volume surveys every
three years, and therefore a 2018 sediment survey is proposed.
REPORT:
This proposal was advertised publicly on the City of Kitchener website. Documents were
downloaded by twenty (20) interested parties and by the closing date of Friday April 6, 2018,
seven (7) proposals had been received.
The following proposals were received:
AECOM Canada Ltd. Kitchener ON
Cole Engineering Group Ltd. Kitchener ON
Ecosystem Recovery Inc. Kitchener ON *
MB Civil Design Group Inc. Hamilton ON
MTE Consultants Inc. Kitchener ON
NA Engineering Associates Inc. Stratford ON
Stantec Waterloo ON
The review committee rated the proposal submissions 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
The review committee met on Monday April 23, 2017, and recommends awarding the project
to Ecosystem Recovery Inc., Kitchener, Ontario.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation o
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
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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 proposal (A), is fair and reasonable for a purchase of this scope and the
upset limit is within the budget allowance (B) provided within the budget. The remaining
surplus (D) will remain within the account to fund future projects within the Sediment
Management Program.
Request for Proposal P18-048
Sediment Survey and Assessment of Stormwater Management (SWM) Ponds
Estimated Cost
Request for Proposal P18-048costs, including 329,948.14
HST
less: HST rebate on tender (32,819.61)
Net Cost Being Awarded 297,128.53A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/Material Testing 20,000.00
Total Estimated Cost for this Phase of Work $317,128.53C
Budget
Funding available, net of encumbrances 755,912.55
Total Budget for this Phase of Work $755,912.55B
Estimated Surplus/(Deficit) for this Phase of Work (B -C) 438,784.02D
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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