HomeMy WebLinkAboutFIN-19-089 - P19-164 Professional Services - Sewage Pumping Station AssessmentREPORT TO: Committee of the Whole
DATE OF MEETING:2019-12-16
SUBMITTED BY: Brenda Johnson, Director of Accounting,519-741-2200 ext. 7647
PREPARED BY: Polina Semenov,Procurement Specialist,519-741-2200 ext. 7037
WARD (S) INVOLVED:All
DATE OF REPORT:2019-12-02
REPORT NO.:FIN-19-089
SUBJECT:P19-164 Professional Services – Sewage Pumping Station Assessment
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RECOMMENDATION:
That Proposal P19-164 Professional Services – Sewage Pumping Station Assessment, be
awarded to R.J. Burnside & Associates Limited,Guelph, Ontario, at theiradjusted
tendered price of $417,161.53,including contingenciesof $37,923.78, plus H.S.T. of
$54,231., for a total of $471,392.53, based on a satisfactory contract being negotiated.
BACKGROUND:
The City has twenty two (22) sewage pumping stations in operation. The City’s Operations staff
operate and maintain the stations with assistance from pumping and electrical suppliers and
contractors.
The sewage pumping station assessment project will be used to inventory and assess the major
components and sub-components of all of the City's sewage pumping stations. Information
generated by this assessment project will be used to develop future capitalplanning for
upgrades/replacement of these facilities when deemed necessary, and to support operations
and maintenance activities for these facilities on an ongoing basis.
The sewage pumping station assessment was last completed in 2013. It is a best practice within
the sewage pumping station industry to repeat these assessments on a periodic basis.
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, “Regardless of Procurement
Value, the Director of Supply Services shall submit a report to Council recommending award of
a purchase greater than $100,000 if any one or more of the following conditions apply:
a.t
he value of the Bid being recommended for award including any contingency
allowance are in excess of the Council approved budget”.
*** 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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Proposalswere advertised publicly on the City of Kitchenerwebsite. Documents were
downloaded by sixteen (16) interested parties and by the closing date of Thursday September
5,2019, four (4)proposalshad been received.
A listing of the responding parties follows for your reference:
GM BluePlan Engineering LimitedKitchener ON *
MTE Consultants Inc.Kitchener ON
R.J. Burnside & Associates LimitedGuelph ON *
WSP Canada Group Ltd.Thornhill ON *
The proposal submissions werereviewedand ratedbythe selection committee,K. Mick, Design
& Approvals Engineer, S. Allen, Manager, Engineering Design and Approvals, L. Walter,
Manager, Maintenance and Operations (Sanitary and Stormwater), B. Dubrick, Supervisor,
Operations (Sewer) and C. Leishman, Operations Technologist (Sanitary and Stormwater).
The review committee met on Thursday September 19, 2019and a shortlist of three (3)
candidates* was selected for further interviews.
The review committee met on Tuesday October 8, 2019, to interviewand ratethe shortlisted
candidates.
The committee recommends awarding the project toR.J. Burnside & Associates Limited,
Guelph, Ontario.
The selection committee rated the proposal submissions on the following criteria:
•Evaluation of Proposed Project Manager
•Completeness of the Proposal
•Qualifications / Expertise
•Variety and Quality of Disciplines In House / In Consortium
•Past Performance
•Knowledge of the City (re: this area)
•Effect of Interview
•Cost of Consultant’s Fees
•Work Plan
R.J. Burnside & Associates Limited proposed price was adjusted to include H.S.T. of $4,930.09
on contingency amount, which was missing from theirsubmitted fee schedule.
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.
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FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this proposal, 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 $125,000. Included in this line item are staff time and expenses for
all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation
Planning. The line item also includes all regulatory permitting, geotechnical and material testing,
detouring and traffic control, alternate access and parking requirements and any other
miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during
construction and contract administration.
The net cost for this proposal (A), is fair and reasonable for a purchase of this scope but the
upset limit exceeds the budget allowance (B) provided within the budget. Funding for this
purchase is included within the approved capital budget. The deficit (D) will be funded from the
Pumping Station General Maintenance account. There are sufficient funds in the account to
fund the deficit.
Proposal P19-164
Sewage Pumping Station Assessment
Estimated Cost for this Phase of Work
Tender P19-164 costs, including HST$ 471,392.53
less: HST rebate (46,888.94)
Net Cost Being Awarded 424,503.59 A
Projected additional costs -Staff Time 18,404.00
Total Estimated Cost for this Phase of Work$ 442,907.59 C
Budget forthis Phase of Work
Pumping Station General Maintenance 300,000.00
Total Budget for this Phase of Work$300,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C) (142,907.59)D
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of the
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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