HomeMy WebLinkAboutExpression of Interest - E05-073 - Consultant - Consolidated Maintenance Facility ReviewDate: October 18th, 2005
To: Mayor Carl Zehr and Members of Council
Subject: E05-073 -Consultant Services -Consolidated Maintenance Facility Review
RECOMMENDATION
That Expression of Interest E05-073, Consultant Services -Consolidated Maintenance Facility
Review, be awarded to Stantec Consulting Ltd., Kitchener at their estimated fee of $187,331.32,
including disbursements and G.S.T., based on a satisfactory contract being negotiated and an
upset fee being established and further that the Mayor and City Clerk be authorized to execute an
agreement satisfactory to the City Solicitor.
REPORT
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services/Consultants, a Consultant's Review Committee was established consisting
of Councillor C. Weylie, Councillor J. Gazzola, Councillor J. Smola, C. Ladd, Chief
Administrative Officer, G. Stewart, General Manager Development & Technical Services, H.
Gross, Director of Project Administration and Economic Investment, and L. Gordon, Director of
Purchasing.
Expressions of interest were advertised in The Record, on the City of Kitchener Home Page and
on the intereet thorough the Ontario Public Buyers Electronic Tendering Information System
relative to this project. Documents were picked up by twenty-five (25) interested parties. By the
closing date of Tuesday September 6th, 2005, six (6) responses had been received. The Review
Committee met on Wednesday September 14th, 2005 to review the submissions. A shortlist of
three (3) Consultants was selected for further interviews.
One of the shortlisted Consultants withdrew from the interviews due to a conflict of interest and
the Review Committee met on Wednesday October 12th, 2005 to interview the remaining two
shortlisted candidates. The Committee elected to award the project to Stantec Consulting Ltd.,
Kitchener.
A listing of the responding parties follows for your reference.
McCormick Rankin Corporation, Kitchener
Facility Management Development Company Inc., Calgary
Stantec Consulting Ltd., Kitchener
Project Management Universe Corporation, Toronto
CCL/IBI, Waterloo
E.C.M.S. Consulting, Waterloo
On April 4rh, 2005, Community Services Committee considered a staff recommendation for the
approval and construction of a new Consolidated Maintenance Facility. While supportive of this
project, given the magnitude and cost of the project, Committee and Council recommended that a
peer review be conducted by a consultant of the Business Case completed by City staff for the
CMF to ensure all options were considered.
A Working Team was established to oversee the work of the selected consultant and included the
following members:
Carla Ladd, CAO
Hans Gross, Director of Project Administration and Economic Investment (Project Lead)
Gordon Stewart, General Manager, DTS
Councillor Christina Weylie
Councillor John Gazzola
Councillor John Smola
This project was advertised through the newspaper and intereet media on July 8, 2005. The
tendering period ended on July 21 ~r, 2005.
One (1) expression of interest was received from EPPS CORP of Ottawa. The firm did not
register as a plan taker and did not view the background studies and documentation listed in
Appendix A of the Terms of Reference and made available in the Clerk's office.
The writer contacted a number of local and out-of--town consultants to discuss their reasons for
not submitting expressions of interest.
Based on the telephone discussions with the listed consultants, the following conclusions were
drawn:
• This project has a very broad scope and requires specialized skills-sets in the areas of
costing, operations, public process, and transportation
• There are few consultants that have all these capabilities in-house. Consultant teams
would be required in most cases
• Most consultants currently have a high work load
• A significant effort is required to assemble a project team that will be successful in
receiving the project assignment. Most firms were not in a position to expend this effort
at this time
Following a review of the expression of interest submitted by EPPS CORP, it was decided to re-
advertise the project.
FINANCIAL IMPLICATIONS
Funding will be provided from index 526073 -Consolidated Maintenance Facility
REVENUES
Contribution from Gas
Contribution from Water
Contribution from Sewer
Other
Contribution from Maintenance Facility Reserve
Transfer from Other Capital Accounts
TOTAL
$ 312,000.
$ 312,000.
$ 312,000.
$ 330,000.
$1,638,987.
$ 79,000.
$2,983,987.
EXPENSES
Land Purchases
E05-073
Less G.S.T. Rebate
Consulting Fees/Miscellaneous YTD
Consulting Fees/Miscellaneous Projected
TOTAL
BALANCE
$1,806,308.
$187,331.32
($ 12,255.32)
$175,076.00 $ 175,076.
$ 27,557.
$ 900,367.
$2,909,308.
($ 74,679.)
* The balance will remain in the project account to be used for the balance of the project.
/``'~--
Larry Gordon
Director of Purchasing