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REPORT
Report To: Mayor Carl Zehr & Members of Council
Date of Meeting: 2009-04-06
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Larry Gordon, Chief Purchasing Officer (2214)
Date of Report 2009-03-31
Report No: FIN 09-016
Subject: E09-017 -Consultant Services -Road ReconstructionlRoads Program
Geotechnical Investigation/DesignlMaterial Testing Services
RECOMMENDATION
That Expression of Interest E09-017, Consultant Services -Road Reconstruction/Roads
Program Geotechnical InvestigationlDesignlMaterial Testing Services, be awarded to Naylor
Engineering Associates Ltd., Kitchener, at their estimated fee of $257,407.50, including 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.
BACKGROUND
The purpose of the Geotechnical Program of the Engineering Services Division is to ensure that
all aspects of surface and subsurface soil conditions are thoroughly understood prior to the start
of detailed design or final budgeting for any Capital infrastructure remediation works. This
permits adequate forewarning of any potential problems related to surface or subsurface soil
conditions that may pre-exist at these proposed work locations, and allows for adequate
mitigation strategies to be developed in relation to any potential problems that may be
discovered. Such strategies may include making appropriate allowances in necessary budget,
design, project execution, and environmental remediation at proper timeframes in the project's
life in order to appropriately deal with any such issues. Doing so removes risks that would
otherwise occur to project budget, execution, and timing at the time of construction of the
potential for the unexpected discovery of unsuitable soil conditions at that time.
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 G. McTaggart, Manager, Infrastructure Asset Planning, K. Mick ,Design and
Approvals Engineer, R. Dredge, Corridor Management Technologist, and L. Gordon, Chief
Purchasing Officer.
Expressions of interest were advertised in the Record, on the City of Kitchener website, and the
Internet through the Ontario Public Buyers Electronic Tendering Information System relative to
this project. Documents were downloaded by fourteen X14} interested parties. By the closing
date of Friday, February 27, 2009, nine ~9} responses had been received. The Review
Committee met on Wednesday, March 11, 2009 to review the submissions. A shortlist of three
(3) Consultants was selected for further interviews.
The Review Committee met on Thursday March 19, 2009 to interview the shortlisted
candidates. The Committee elected to award the project to Naylor Engineering Associates Ltd.,
Kitchener.
A listing of the responding parties follows for your reference.
Naylor Engineering Associates Ltd., Kitchener
Peto MacCallum Ltd., Kitchener
AMEC Earth & Environmental, Cambridge
CMT Engineering Inc., St. Clements
Trow, Kitchener
I nspec-Sol Inc., Waterloo
Golder Associates Ltd., Cambridge
DBA Engineering Ltd., Markham
Coffey Geotechnics Inc., Cambridge
FINANCIAL IMPLICATIONS
Funding will be provided from various Internal Orders listed on the Financial Report.
Financial Report is attached.
Dan Chapman, CA, MPA
General Manager of Financial
Services & City Treasurer
Larry Gordon, CPPO
Chief Purchasing Officer
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