HomeMy WebLinkAboutFIN-19-007 - P18-173 Professional Services - Detailed Design & Contract Administration for Shoemaker Creek RestorationREPORT TO:Committee of the Whole
DATE OF MEETING:2019-01-29
SUBMITTED BY:Margaret Fisher, Director of Procurement, 519-741-2200 ext. 7214
PREPARED BY:Amy Carr,Buyer,519-741-2200 ext. 7184
WARD (S) INVOLVED:Ward 9
DATE OF REPORT:2019-01-15
REPORT NO.:FIN-19-007
SUBJECT:P18-173 Professional Services -Detailed Design & Contract
Administration for Shoemaker Creek Restoration
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RECOMMENDATION:
ThatProposal P18-173 Professional Services -Detailed Design & Contract Administration
for Shoemaker Creek Restoration, be awarded to Ecosystem Recovery Inc., Waterloo,
Ontario, at theirestimated feeof $407,605.,including provisional allowances and
contingencies of $82,055., plus H.S.T. of $52,988.65for a total of $460,593.65,provided a
satisfactory contract is executed.
BACKGROUND:
TheProposal is for consulting services for detailed design and construction contract
administration for the restoration of Shoemaker Creek in alignment with the preferred preliminary
(ISWMMP).In conjunction with the detailed design for the watercourse and greenway, the City
additionally requires detailed design for a multiuse pathway as previously proposed in the City
The ISWMMP and associated City report INS16047, endorsed by City Council on May 30,
2016 identified a number of large-scale watercourse improvement projects. One of these
projects, the focus of this study, involves the restoration of reaches SM-2B to SM-2E on
Shoemaker Creek between Homer Watson Blvd and the outlet at Schneider Creek. The
proposed works include removal of concrete channels, the creation of natural channels, removal
of barriers to fish passage, and improvements to the deteriorating inlets and outfalls throughout
the study area.
The City has applied for funding with the National Disaster Mitigation Program (NDMP)for the
construction phase of this project, which is anticipated to occur in the fall and winter of 2019.
The NDMP is a federal program established by the Government of Canada in recognition of
increasing disaster risks and costs. The NDMP provides funding for risk assessments, floodline
mapping projects, mitigation planning and for structural and non-structural flood mitigation
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
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projects. This spring, theoutcome of the application for funding will be knownand if successful
NDMP funds may be applied to offset theremainingcosts associated with thedesign work and
construction supervision activities that form the basis of this proposal.Activities occurring prior
to a funding award are not eligible for reimbursement. Currently, funding from the Watercourse
Improvement Program general provision is allocated for this work.
REPORT:
The value of this purchase falls below the Council approval threshold of the purchasing by-law.
As per clause 170.7.3(b) of the PurchasingBy-law2017-106, it states, when the project is not
specifically identified within the Council approved budgetthe Director of Supply Services shall
submit a report to Council recommending award.
Proposalswere advertised publicly on the City of Kitchenerwebsite. Documents were
downloaded by seventeen(17) interested parties and by the closing date of Monday December
17, 2018,five(5)proposalshad been received.
A listing of the responding parties follows for your reference:
Ecosystem RecoveryKitchener ON *
GeoProcess Research Associates Inc.DundasON
Matrix Solutions Inc.Guelph ON *
StantecWaterloo ON *
Cambridge ON
*Shortlisted candidates
The proposal submissions werereviewedand ratedbythe selection committee,M.Wilson,
Water Resources Engineer,L.Christensen,Design & Construction Project Manager, B. Bishop,
Design & Construction Project Managerand C. Musselman,Senior Environmental Planner.
Ashortlist of three (3) candidates* was selected for further interviews.
The review committee met on Friday January 11, 2019,to interview and rate the shortlisted
candidates.
The committee recommends awarding the project to Ecosystem Recovery Inc., Waterloo,
Ontario.
The selection committee rated the proposal submissions on the following criteria:
Evaluation of Proposed Project Manager
Project Team -completeness and experience of firm and staff in similar projects
Understanding and Approach -methodology and task breakdown
Completeness of Proposal
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Past Performance
Knowledge of the City & Area
Value Added Approach -Efficiencies, innovation ideas for the project, etc.
Cost
Communications Approach
Work Plan and Schedule
Delivery of Interview
Project Manager
Project Team
Value Added Approach
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
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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
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 andcontract administration.
The net cost for this proposal (A), is fair and reasonable for a purchase of this scope but the
upset limit exceeds the budget allowance (B). Funding for this purchase is provided by the
Watercourse Improvement Program account. The deficit (D) will be taken from funds allocated
to the construction phase of the project.
Proposal P18-173
Detailed Design & Contract Administration -Shoemaker Creek Restoration
Total budget for all phases of this project3,850,000.00
Estimated Cost for this Work
Proposal P18-173 costs, including HST460,593.65
less: HST rebate on tender(45,814.78)
Net Cost Being Awarded414,778.87 A
Projected Costs: Staff Time 50,000.00
Total Estimated Cost $464,778.87 C
Budget for this Work
Stormwater Utility450,000.00
Total Budget $450,000.00 B
Estimated Surplus/(Deficit) (B -C)(14,778.87)D
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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