HomeMy WebLinkAboutFIN-2021-26 - P21-029 Engineering Services for Integrated Sanitary Master Plan
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2021-04-26
SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214
PREPARED BY: Polina Semenov, Procurement Specialist, 519-741-2200 ext. 7037
WARD(S) INVOLVED: All
DATE OF REPORT: 2021-04-15
REPORT NO.: FIN-2021-026
SUBJECT: P21-029 Engineering Services for Integrated Sanitary Master Plan
(ISAN-MP)
RECOMMENDATION:
That Proposal P21-029 Engineering Services for Integrated Sanitary Master Plan
(ISAN-MP), be awarded to Stantec Consulting Ltd., Waterloo, Ontario, at their
proposed price of $547,224.70, including contingencies of $49,747.70, plus H.S.T. of
$71,139.21, for a total of $618,363.91, provided a satisfactory contract is executed.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per
Purchasing By-law 2017-106;
There were six (6) proposals received for this procurement;
This report supports the delivery of core services.
BACKGROUND:
In prior years, the City has undertaken various studies of sections of its sanitary sewer
network in order to better understand functional capacity, overall performance in specific
areas and sanitary infrastructure asset management. It is imperative to initiate the
development of an Integrated Sanitary Master Plan (ISAN-MP).
The ISAN-MP is intended to identify existing capacity constraints as well as provide long-
term servicing strategies by evaluating various servicing alternatives and determining the
preferred alternative to support planned growth across the City.
It will serve as a decision support tool, a methodology for the prioritization of works, a means
to estimate future sanitary requirements and costs and a transparent community process by
which the City can establish sanitary management guidelines and policies for the next 30
years.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, all consulting services greater
than $100,000 (excluding taxes) must be approved by Council.
Proposals were advertised publicly on the City of Kitchener website. Documents were
downloaded by twelve (12) interested parties and by the closing date of Thursday March 18,
2021, six (6) proposals had been received.
A listing of the responding parties follows for your reference:
Aquafor Beech Limited Mississauga ON
AECOM Canada Ltd. Kitchener ON
Associated Engineering (Ont.) Ltd. Markham ON
CH2M Hill Canada Limited Kitchener ON *
IBI Group Professional Services
(Canada) Inc. Oakville ON *
Stantec Consulting Ltd. Waterloo ON *
*Shortlisted candidates
The proposal submissions were reviewed and rated by the selection committee J. Hao,
Design and Construction Project Manager, N. Gollan, Manager Planning and Programs, C.
Leishman, Interim Manager Infrastructure Planning, B Dubrick, Supervisor Operations
(Sewers) and L. Walter, Manager of Maintenance & Operations.
The review committee evaluated submissions and a shortlist of three (3) candidates* was
selected to submit pricing and detailed work plan.
The committee recommends awarding the project to the highest rated proponent with the
lowest price, Stantec Consulting Ltd., Waterloo, Ontario.
The selection committee rated the proposal submissions on the following criteria:
• Evaluation of Project Manager & Relevant Experience
• Evaluation of Project Team (variety & qualification of disciplines)
• Qualifications and Expertise
• Completeness of Proposal and Understanding of Scope
• Value Added
• Knowledge of the City (re: this area)
• Cost of Consultant’s Fees
• Work Plan
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
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 and
the upset limit is within the budget allowance (B). Funding for this purchase is included
within the approved capital forecast. The surplus (D) will remain in the account to fund
expected future scope increases.
Proposal P21-029
Engineering Services for Integrated Sanitary Master Plan (ISAN-MP)
The total budget for all phases of this project is $ 750,000.00
Estimated Cost for this Phase of Work
Proposal P21-029 costs, including HST 618,363.91
less: HST rebate on tender (61,508.03)
Net Cost Being Awarded 556,855.88
A
Projected Costs: Staff Time 100,000.00
Total Estimated Cost for this Phase of Work $ 656,855.88
C
Budget for this Phase of Work
Sanitary Master Plan - project number 901401001 750,000.00
Total Budget for this Phase of Work $ 750,000.00
B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) $ 93,144.12
D
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department