HomeMy WebLinkAboutCST 04-12
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Cis o~
Report To
Executive Committee NNt PICKERI
Report Number: CST 04-12
Date: March 5, 2012
From: Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject: Tender/Contract Approval
- Council Break for Christmas/New Year Period
Recommendation:
1. That Report CST 04-12 of the Director, Corporate Services & Treasurer regarding
tender and contract approvals during the Council Break for Christmas/New Year
be received; and,
2. That Council confirm the Chief Administrative Officer's approval of Request for
Proposal No. RFP-4-2011 submitted by AECOM for Consulting Services for
Structural Repairs & Associated Works.
Executive Summary: Council is required to approve projects awarded by the Chief
Administrative Officer during any recess, break or absence of Council. The proposal and
project approvals contained in this report were approved by the Chief Administrative
Officer during the Christmas - New Year period.
Proposal RFP-4-2011 is to provide consulting services for the design of structural repairs
and associated works for various bridges and culvert locations.
Financial Implications: The capital projects listed and described in this report are
being funded from the Federal Gas Tax as approved by Council in the 2011 Capital
Budget.
The total projected costs are below budget in the net amount of $378 and the surplus
funds will be returned to the funding source for use in future budgets.
The project was awarded to the only respondent to the RFP and was within budget as
required by Purchasing Policy Item 07.01 (a), and, therefore within staffs authority to
approve. There are no additional financial implications associated with these projects or
this report.
Report CST 04-12 Date: March 5, 2012
11~
Subject: Project / Contract Approval Page 2
- Council's Christmas / New Year "Break"
Discussion: . On October 11, 2011 Council passed Resolution #166/11 to approve
the City's Purchasing Policy. Section 07.01 of the Purchasing Policy authorizes the Chief
Administrative Officer to,act on behalf of Council in approving an award of a project, and
the Treasurer is authorized to approve financing for same, during any recess, break or
absence of Council on the condition that
(a) The project is in a budget approved by Council;
(b) Such actions are in compliance with the Purchasing Policy and the Financial
Control Policy;
(c) The project is not debt financed; and
(d) A report respecting those approvals is subsequently submitted to Council.
Circumstances were such that one proposal required approval during the Council's
Christmas/New Year period but before year end, however, no meetings were scheduled.
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer on December 22, 2011. It is recommended that Council receive
this Report for information and ratify the approval of Proposal No. RFP-4-2011 submitted
by AECOM for Consulting Services for Structural Repairs & Associated Works.
Request for Proposal No. RFP-4- 2011 for Consulting Services for Structural
Repairs & Associated Works
The only proposal, No. RFP-4-2011 submitted by AECOM in the amount of $117,678.20
(HST included) be approved.
Financial Implications:
1. Request for Proposal Amount
Request for Proposal No. RFP 4-2011 $104,140
HST (13%) 13,538
Sub-Total 117,782
HST Rebate (11.24%) 1( 1,705)
Total $105,477
2. Approved Source of Funds
Roads Capital Budget
[Total ocation Project Code Source of Funds Budget Required
5320.1112 Federal Gas Tax $115,000 $114,622
$115,000 $114,622
Report CST 04-12 Date: March 5, 2012
120
Subject: Project / Contract Approval Page 3
- Council's Christmas / New Year "Break"
3. Estimated Project Costing Summa
Request for Proposal No. RFP 4-2011 $104,140
Contingency 8,500
Sub Total - Costs 112,640
HST (13%) 14,643
Total Gross Project Costs 127,283
HST Rebate (11.24%) 12,661
Total Net Project Costs 114,622
Net Project Costs over under Approved Funds $378
Attachments:
1. Engineering Services Memorandum, December 22, 2011
Prepa ed By: Approved/Endorsed By:
era A. F Igemacher Gillis Paterson,
CSCMP, CPPO, CPPB, C.P.M., CMM.III Director, Corporate Services & Treasurer
Manager, Supply & Services
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Cou cil
/ , z2, Zol2
Tony Prevedel, P.Eng.
Chief Administrative Officer
ATTACHMENT #-L-TO REPORT # jS7 --12
RECEI E , 121
0 .
CITY OF PICKERING
PICKERING DEC 2011 Memo
1811 BICENTENNIAL 2011 SUPPLY AND SERVICES
To: Tony Prevedel December 22, 2011
Chief Administrative Officer
From: Richard Holborn
Division Head, Engineering Services
Copy: Director, Corporate Services & Treasurer
Director, Community. Services
Manager, Supply & Services
Supervisor, Engineering & Capital Works
Subject: Request for Proposal No. RFP-4-2011
Consulting Services for Structure Repairs & Associated Works
File: A-1440-001-11
Overview and Recommendation: The undertaking of the design and construction of bridge
and culvert repairs at various locations was provided for in the 2011 Capital Budget. Proposals for
the design component were called with one company responding. The project cannot be carried
over without a Purchase Order therefore, approval is required now. Given Council's "break" for
Christmas and New Year's holidays the Director, Corporate Services & Treasurer advises that
with his and the CAD's approval, this contract can be awarded before year end.
Requests for Proposals were, invited from four companies of which one (1) responded by the
official closing date and time. The lowest acceptable proposal was submitted by AECOM. It is
recommended:
1. That proposal No. RFP-4- 2011 submitted by AECOM at a cost of $117,678.20 (HST
included) be accepted;
2. That the total gross project cost of $127,283 (HST included) and a net project cost of
$114,622 (net of HST rebate) including the proposal amount and other associated costs be
approved;
3. That the Director, Corporate Services & Treasurer be authorized to finance the project in
the sum of $114,622 as provided for in the 2011 approved Capital Budget -Roads Capital,
and be funded from the Federal Gas Tax; and,
4. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect thereto.
i
Executive Summary: AS part of the 2011 Roads Capital Budget, consulting services for the
design of structural repairs and associated works was approved for various bridges and culvert
locations. In 2010 the City of Pickering hired the consulting firm of Keystone Bridge Management
to undertake the Municipal Bridge Appraisal for the City's bridges and culverts. During the
appraisals it was noted that:
• Bridge 6003 (Wilson Bridge), Sideline 30, 0.4 km south of Seventh Concession Road.
Handrail replacement and new guiderail installation
• Bridge 6004, Sideline 32, 0.7 km south of Seventh Concession Road. Handrail replacement
and new guiderail installation.
• Bridge 9006, Sideline 4, 1.4 km north of Ninth Concession Road. Handrail Replacement and
new guiderail installation.
• Culvert 7, Radom Street 0.2 km west of Liverpool Road. New concrete lining.
Request for Proposal No. RFP 4-2011 was issued on Monday, December 5, 2011 and closed
Tuesday, December 13, 2011, with one company responding. The proposal submitted by
AECOM in the amount of $104,140 (plus HST) is recommended for approval. The total gross
project cost is estimated at $127,283 (HST included) with an estimated total net project cost of
$114,622 (net of HST rebate).
Financial Implications:
1. Request for Proposal Amount
Request for Proposal No. RFP 4-2011 $104,140
HST (13%) 13,538
Sub-Total 117,678
HST Rebate (11.24%) 1~ 1,70
Total $105,973
2. Approved Source of Funds
Roads Capital Budget
Location Project Code Source of Funds Budget Required
5320.1113 Federal Gas Tax $115,000 $114,622
Total $115,000 $114,622
i
i
December 22, 2011 Page 2
Consulting Services, Structural Repairs and
Associated Works
RFP-4-2011
i
3. Estimated Project t;ostin Summa
Request for Proposal No. RFP 4-2011 $104,140
Contingency 8,500 123
Sub Total - Costs 112,640
HST (13%) 14,643
Total Gross Project Costs 127,283
HST Rebate (11.24%) 12,661
Total Net Project Costs 114,622
Net Project Costs (over) under Approved Funds $378
Sustainability Implications: This project will allow for improving the roadway safety and
vehicular flow in this area.
Background: As part of the 2011 Roads Capital Budget, consulting services for the design
of structural repairs and associated works were approved for various bridge and culvert locations.
In 2010 the City of Pickering hired the consulting firm of Keystone Bridge Management to
undertake the Municipal Bridge Appraisal for the City's bridges and culverts. During the
appraisals it was noted that:
• Bridge 6003 (Wilson Bridge), Sideline 30, 0.4 km south of Seventh Concession Road.
Handrail replacement and new guiderail installation
• Bridge 6004, Sideline 32, 0.7 km south of Seventh Concession Road. Handrail replacement
and new guiderail installation.
• Bridge 9006, Sideline 4, 1.4 km north of Ninth Concession Road. Handrail Replacement and
new guiderail installation.
• Culvert 7, Radom Street 0.2 km west of Liverpool Road. New concrete lining.
Request for Proposal No. RFP 4-2011 was issued on Monday, December 5, 2011 and closed
Tuesday, December 13, 2011. Of the four (4) companies invited, two (2) were unable to
participate due to current workload, one (1) did not respond and one (1) company (AECOM)
submitted a proposal. The proposal submitted by AECOM has been evaluated by the evaluation
committee in accordance with established criteria and has.scored well.
The proposal submitted by AECOM is recommended for approval and this dollar value requires
Council approval. The total gross project cost is estimated at $127,283 (HST included) with an
estimated total net project cost of $114,622 (net of HST rebate). The references for AECOM have
been checked and are deemed acceptable by the Supervisor, Engineering & Capital Works. The
Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Certificate of
December 22, 2011 Page 3
Consulting Services, Structural Repairs and
Associated Works
RFP-4-2011
1C1 94
arance issued by Workplace Safety & Insurance Board as submitted by AECOM have been
reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of
Insurance has been reviewed by the Manager, Finance & Taxation and is deemed acceptable. In
conjunction with staff's review of the consultant previous work experience, check of references
submitted and the bonding available on this project, the tender is deemed acceptable.
Upon careful examination of the proposal and relevant documents received, the Community
Services Department, Engineering Services Division recommends acceptance of the low bid
submitted AECOM for Request for Proposal No. RFP 4-2011 in the amount of $117,678 (HST
included) and that the total net project cost of $105,477 be approved.
The City Purchasing Policy Section 10.04 (b), where written proposals for consulting and
professional services have been obtained an award over $50,000 is subject to the additional
approval of Council
Attachments:
1. Supply & Services Memo Dated December 13, 2011
Prepared By: Approved/Endorsed By:
ar II Selsky, Supervisor EverettOuntsma
Engineering & Capital Works Direc dr, Community Services
Vera A. Felgemacher illis Paterson, CMA
CSCMP, CPPO, CPPB, C.P.M., CMMIII Director, Corporate Services & Treasurer
Manager, Supply.& Services
Rich rd Holbo , P. Eng.
DiAion Head, Engineering Services
7
December 22, 2011 Page 4
Consulting Services, Structural Repairs and
Associated Works
RFP-4-2011
Approval. 1 2 5
Tony Prevedel, P.Eng.
Chief Administrative Officer
December 22, 2011 Page 5
Consulting Services, Structural Repairs and
Associated Works
RFP-4-2011
126
DICKERING
Memo
1a1t BICENTENNIAL 2011
To: Everett Buntsma December 13, 2011
Director, Community Services
Richard Holborn
Division Head, Engineering Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Request for Proposal No. RFP-4-2011,
Consulting Services, Structural Repairs and Associated Works
Submission Date: Tuesday, December 13, 2011, 12:00 Noon (local time)
File: F-5300-001
The Evaluation Committee has completed its Stage II review consisting of a scoring by the City of each
qualified proposal on the basis of the rated criteria. (Reference: Part 3 Evaluation of Proposals, Item 3.2
Stages of Proposal Evaluation, Item 3.2.2 Stage I1). A copy of the Evaluation Committee Summary of
Average Scores form is attached.
Stage III has subsequently been completed consisting of a scoring of the pricing submitted. The evaluation
of price is undertaken after the evaluation of mandatory requirements and any rated requirements has
been completed. (Reference: Part 3 Evaluation of Proposals, Item 3.2 Stages of Proposal Evaluation, Item
3.2.3 Stage 111).
In conclusion, the cumulative score consisting of scores from Stage II and Stage III has been compiled and
the highest ranking proponent selected for contract negotiations in accordance with Part 4, Terms and
conditions of the RFP process is AECOM. (Reference: Part 3 Evaluation of Proposals, Item 3.2 Stages of
Proposal Evaluation, Item 3.2.4 Cumulative Score). A copy of the Evaluation Form Stage III is attached.
In accordance with Purchasing Policy Procedure PUR 010, Item 10.04, (b), "An award over $50,000 is
subject to the additional approval of Council", please prepare a Report to Council to include the following
items:
(a) any past'work experience with AECOM;
(b) without past work experience, if reference information is acceptable;
(c) the appropriate account number(s) to which this work is to be charged;
(d) the budget amount(s) assigned thereto;
(e) Treasurer's confirmation of funding;
(f) related departmental approvals; and
(g) related comments specific Jo the project.
PI se do not disclose any information to bidders. Enquiries may be redirected to Supply and Services.
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