HomeMy WebLinkAboutFIN-19-017 - P19-036 Professional Services 2019/2021 City-Wide SWM Monitoring ProgramREPORT TO:Committee of the Whole
DATE OF MEETING:2019-03-04
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:N/A
DATE OF REPORT:2019-02-22
REPORT NO.:FIN-19-017
SUBJECT:P19-036 Professional Services 2019/2021 City-Wide SWM Monitoring
Program
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RECOMMENDATION:
ThatProposal P19-036Professional Services2019/2021 City-Wide SWM Monitoring
Program, be awarded to GHD Limited, Waterloo, Ontario, at their adjusted proposed price
of $817,545.64,including contingency of $74,322.24plus H.S.T. of $106,280.80, for a total
of $923,825.44, fora three (3) year term, based on a satisfactory contract being negotiated.
BACKGROUND:
Assessment in support of a Stormwater Management (SWM) Policy. The Policy was createdto
address the existing shortfall of funding focused on, existing and soon-to-be developed
stormwater facilities being planned through the subdivision and site plan development process.
As part of implementing the 2001 SWM Policy, it was recommended that an annual monitoring
Since 2001, the Monitoring Program has been conducted annually and has tracked water
quality in a variety of core and non-core monitoring stations.
In 2016, the City completed a new Integrated Stormwater Management Master Plan (ISWM-
MP) that provided recommendations for the annual SWM program; which were to ensure that
the objectives of the ISWM-MP were accomplished over time and to transition the program to
report on existing watershed health. The transition was to be completed in two (2) distinct
phases:
Phase 1 Refinement of SWM Audit monitoring (2017-2018) to establish baseline monitoring
results (existing conditions) for previously established historical monitoring locations
throughout the City.
Phase 2 Update Water Quality and Flow Monitoring (2019 -ongoing) refined monitoring
locations and protocols to align with the implementation approach of prioritizing works based
***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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on the watersheds in themost need and where there are opportunities to improve conditions.
Subwatershed based monitoring will be undertaken at regular intervals to confirm and/or
evaluate the effects of the recommended approaches and refine the Implementation Plan to
ensure projects and programs are delivering the greatest value-for-dollar for the residents of
Kitchener.
This Request for Proposalrepresents the 2019-2021 portion of Phase 2 works.
REPORT:
Proposalswere advertised publicly on the City of Kitchenerwebsite.Documents were
downloaded by sixteen (16) interested parties and by the closing date of Tuesday February 12,
2019, four (4)proposalshad been received.
A listing of the responding parties follows for your reference:
AECOMCanada Ltd. Kitchener ON*
CH2M Hill Canada Ltd. O/A JacobsKitchener ON
Ecosystem Recovery Inc. Kitchener ON *
GHD LimitedWaterloo ON *
*Shortlisted candidates
The proposal submissions werereviewedand ratedbythe selection committee,N. Gollan,
Stormwater Utility Manager, B. Bishop, Design and Construction Program Manager, and M.
Wilson, Water Resources Engineer.
The review committee submitted their initial evaluation on Thursday February 14, 2019, and a
shortlist of three (3) candidates were selected to submit their pricing and detailed work plan.
The review committee met on Tuesday February 19,2019to ratethe shortlisted candidates.
The proposed fees submitted by each shortlisted consultant came in over the estimated budget.
Each proposed fee was adjusted by removing one (1) optional task from the overall scope, three
(3) provisional items and the unforeseen contingency allowance.
The committee recommends awarding the project to GHD Limited, Waterloo, Ontario.
The selection committee rated the proposal submissions on the following criteria:
Project Team & Experience
Understanding & Approach
Completeness of Proposal
Knowledge of the City & Area
Past Performance
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Value Added
Initial Proposal Score Carried Over
Work Plan
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, Transportation Planning and Operations. The line item also includes all
regulatory permitting, geotechnical and material testing, detouring and traffic control,
alternate access 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 but
the upset limit exceeds the budget allowance (B) provided within the budget. Funding for
this purchase is included within the approved capital forecast. The estimated deficit (E)
will be funded from the SWM Infrastructure Implementation account.
Proposal P19-036
Professional Services 2019/2021 City wide SWM Monitoring Program
Estimated Cost for this Phase of Work
Proposal P19-036,including HST923,825.44
less: HST rebate on proposal(91,891.98)
Net Cost Being Awarded831,933.46 A
Costs Incurred to Date -
Projected Costs: Staff Time/Permitting/MaterialTesting 25,000.00
Total Estimated Cost for this Phase of Work$856,933.46 C
Budget for this Phase of Work
SWM Monitoring Program (2019-2021)713,000.00
Total Budget for this Phase of Work$ 713,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C)(143,933.46)D
Balance in account, net of encumbrances(202,245.73)
Total Estimated Surplus/(Deficit) $(346,179.19)E
The estimated deficit (E) will be funded from the SWM Infrastructure Implementation account.
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COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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