HomeMy WebLinkAboutFIN-2021-27 - P21-020 Professional Services – Construction Inspection Downtown Cycling Network (Water Street, Joseph Street, Queen Street, Cedar Street and other various locations)
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: Ward 9 and 10
DATE OF REPORT: 2021-04-05
REPORT NO.: FIN-2021-27
SUBJECT: P21-020 Professional Services – Construction Inspection
Downtown Cycling Network (Water Street, Joseph Street, Queen
Street, Cedar Street and other various locations)
RECOMMENDATION:
That Proposal P21-020 Professional Services – Construction Inspection Downtown
Cycling Network (Water Street, Joseph Street, Queen Street, Cedar Street and other
various locations), be awarded to AECOM Canada Ltd., Kitchener, Ontario, at their
proposed price of $249,873.68, including contingencies of $22,715.79, plus H.S.T. of
$32,483.58, for a total of $282,357.26, for a one (1) year term, with an option to renew
for two (2) additional twelve (12) month terms, 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;
The reason this report is coming forward is that the value of the bid being recommended
for award is in excess of the Council approved budget;
There were four (4) proposals received for this procurement;
This report supports People-friendly Transportation by installing a continuous and
protected cycling network.
BACKGROUND:
Transportation Planning in collaboration with Engineering Services is proceeding with the
construction of the Downtown Cycling Network. This project includes surface modifications
to several streets in the downtown core.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
The installation of a Protected Downtown Cycling Grid (the grid) delivers on the Strategic
Plan goal of providing more People-Friendly Transportation options and addresses the
immediate priorities identified in the approved Cycling and Trails Master Plan.
The administration, design and tendering of this project has been completed by City staff,
the construction administration will be completed by City staff. This project requires full time
construction inspection, the hiring of a consultant for this project is necessary due to current
staffing assignments.
The project is scheduled to begin May 3, 2021, weather permitting
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, “Regardless of
Procurement Value, the Manager of Procurement 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. the value of the Bid being recommended for award including any
contingency allowance are in excess of the Council approved budget;
Proposals were advertised publicly on the City of Kitchener website. Documents were
downloaded by nine (9) interested parties and by the closing date of Monday March 8, 2021,
four (4) proposals had been received.
A listing of the responding parties follows for your reference:
AEON Engineering Group Inc. Oakville ON
AECOM Canada Ltd. Kitchener ON *
GHD Limited Waterloo ON
SAFFA Engineering Inc Markham ON
*Selected proponent
The proposal submissions were reviewed and rated by the selection committee C. Spere,
Manager Engineering Construction and B. Garcia, Engineering Constatation Project
Manager.
The committee recommends awarding the project to the highest rated proponent, AECOM
Canada Ltd., Kitchener, Ontario.
The selection committee rated the proposal submissions on the following criteria:
• Evaluation of Proposed Project Manager
• Evaluation of Construction Inspector
• Qualifications / Expertise
• Variety and Quality of Disciplines In House / In Consortium
• Past Performance
• Knowledge of the City (re: this area)
Effectiveness of Work Plan
Cost of Consultants Fees
STRATEGIC PLAN ALIGNMENT:
This report supports People-friendly Transportation by installing a continuous and protected
cycling network.
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 estimated deficit (D) will be
funded from the estimated surplus of more than $350,000 in the construction phase.
Request for Proposal P21-020
Professional Services – Construction Inspection Downtown Cycling Network
Estimated Cost for this Phase of Work
Request for Proposal P21-020 costs, including HST $ 282,357.26
less: HST rebate on tender (28,085.79)
Net Cost Being Awarded 254,271.47 A
Cost incurred to date -
Projected Costs: Staff Time 1,000.00
Total Estimated Cost for this Phase of Work $ 255,271.47 C
Budget for this Phase of Work
Construction Inspector 185,000.00
Total Budget for this Phase of Work $ 185,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) (70,271.47) 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:
FIN-2021-15 T21-022 Downtown Cycling Network Construction
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department