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REPORT
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2009-01-26
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Larry Gordon, Director of Purchasing (2214)
Date of Report 2009-01-13
Report No: FIN 09-006
Subject: E08-103 -Consultant Services -Review and Update City of Kitchener
Subdivision Manual
RECOMMENDATION
That Expression of Interest E08-103, Consultant Services -Review and Update City of
Kitchener Subdivision Manual, be awarded to Philips Engineering Ltd., Burlington, Ontario at
their estimated fee of $72,585.98, including a contingency of $6,285.50 and G.S.T., based on a
satisfactory contract being negotiated and an upset fee being established, and further that the
Director of Purchasing be authorized to execute an agreement satisfactory to the City Solicitor.
BACKGROUND
The City of Kitchener intends to update the subdivision manual including all design criteria,
standard drawings, construction details and specifications, material specifications, and the
administration of design submissions, letters of credit and acceptance procedures.
The current version of the Subdivision Manual is out of date and some of the information
conflicts with updated standards and guidelines issued by the Ministry of Environment (MOE),
Ontario Provincial Standards and Specifications (OPSS) and the RMOW Design Guidelines and
Supplemental Specifications for Municipal Services (DGSSMS). Further, the existing version of
the Subdivision Manual does not give a comprehensive overview of the administrative
procedures that the City requires to follow during the subdivision process. The MOE has
recently updated their 1985 design guidelines and the City will have the opportunity to
incorporate all the revised standards in the Subdivision Manual Update. Further, as part of the
subdivision manual update, City staff is planning to develop the site plan procedures and other
various inspection forms to improve the time frame for the site plan engineering review process.
During the Subdivision Manual Update, the project team will meet with the Region of Waterloo
(RMOW), Grand River Conservation Authority (GRCA), Waterloo Homebuilders Association
(WRHBA), Consulting Engineers of Ontario (CEO) and the Ministry of Environment to gather
their comments.
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 B. Korah, Manager Development Engineering, N. Gollan, Engineering
Technologist, and L. Gordon, Director of Purchasing.
Expressions of interest were advertised in the Record, on the City of Kitchener Home Page and
the interest through the Ontario Public Buyers Electronic Tendering Information System relative
to this project. Documents were downloaded by eleven X11 }interested parties. By the closing
date of Friday November 28th, 2008, three (3) responses had been received. The Review
Committee met on Wednesday December 17th, 2008 to review the submissions. The
Committee elected to award the project to Philips Engineering Ltd., Burlington.
A listing of the responding parties follows for your reference.
Philips Engineering Ltd., Burlington
Stantec Consulting Ltd., Kitchener
The Walter Fedy Partnership, Kitchener
FINANCIAL IMPLICATIONS
Funding will be provided from Internal Order 231- Engineering Studies
Financial Report is attached.
* Surplus funds will remain in the account forfuture Engineering Studies.
Dan Chapman, CA, MPA Larry Gordon, CPPO
General Manager of Financial Director of Purchasing
Services & City Treasurer
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