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HomeMy WebLinkAboutENG 04-20clia �f DICKERING Report to Council Report Number: ENG 04-20 Date: April 27, 2020 From: Richard Holborn Director, Engineering Services Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction - Proposal No. RFP2020-2 - File: A-1440 Recommendation: 1. That Proposal No. RFP2020-2 — Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, submitted by Aquafor Beech Limited in the amount of $78,066.05 (HST included) for detailed design be accepted; 2. That the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the total net project cost of $80,960.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $80,960.00 as follows: a) The sum of $60,720.00 to be funded by a transfer from the Development Charges — City's Share Reserve; b) The sum of $20,240.00 to be funded by a transfer from the Development Charges — Stormwater Management Reserve Fund; 4. That Aquafor Beech Limited be retained for contract administration and construction supervision, at the construction stage of the project; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2019 Capital Budget, Development Projects DC Funded account, the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction was approved as a project. Proposal No. RFP2020-2 for the detailed design was issued on Wednesday, February 12, 2020 and closed on Wednesday, March 4, 2020 with one proposal being submitted. The Evaluation Committee consisting of staff from the Engineering Services Department, reviewed and evaluated the proposal received based on the criteria outlined in the Terms of Reference. ENG 04-20 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 April 27, 2020 Page 2 It is recommended by the Evaluation Committee that Aquafor Beech Limited be retained to undertake the detailed design of the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction at a cost of $78,066.05 (HST included). It is also recommended that the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the net project cost of $80,960.00 (net of HST rebate) be approved. In accordance with Section 10.04 (c) of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000, the award is subject to the approval of Council. Financial Implications: 1. Request for Proposal Amount Proposal No. RFP2020-2 HST (13%) Total $69,085.00 8,981.05 $78,066.05 2. Estimated Project Costing Summary Proposal No. RFP2020-2 Associated Costs Additional soil testing Contingency (12% ) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $69,085.00 1,950.00 8,524.00 $79,559.00 10,343.00 $89,902.00 (8,942.00) $80,960.00 3. Approved Source of Funds Account 5321.1902.6253 5321.1902.6253 Source of Funds R DC — City Share Budget $447,225.00 RF DC — Storm Water Mgmt. 149,075.00 Total: $596,300.00 Required $60,720.00 20,240.00 $80,960.00 Net project costs (over) under approved funds $515,340.00 ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 3 In 2019, the Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction was approved as a project in the Development Projects DC Funded account 5321.1902.6253, in the amount of $596,300.00. The balance of the funds in the amount of $515,340.00 will be required for the construction component of the project, which is expected to commence in 2021. Discussion: The Frenchman's Bay Stormwater Management Master Plan, completed in 2009, identified the Breezy Drive/Sunrise Avenue Storm Sewer Outfall (the Frenchman's Bay Yacht Club) as one of the sites requiring restoration/enhancement measures. The Breezy Drive/Sunrise Avenue Storm Sewer Outfall is located south of the Frenchman's Bay Yacht Club on Sunrise Avenue (refer to the Location Map in Attachment #1). The existing outfall was originally constructed in 1968 and requires reconstruction due to its poor condition. Years of sediment transport and deposition and associated coastal engineering processes that have occurred within Frenchman's Bay (which is a coastal marsh) and flows from the storm sewer outfall, have necessitated the need for regular dredging over the years by the FBYC to enable safe access from their southern dock area. The reconstruction of the outfall will also improve the quality of the stormwater that is currently being discharged untreated into Frenchman's Bay, as the project will include restoration of the eroded shoreline, creation of a sediment forebay and installation an oil -grit separator. Proposal No. RFP2020-2 was issued on February 12, 2020 to obtain proposals to undertake the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction. The Request for Proposal process closed on March 4, 2020, with one proposal submitted from Aquafor Beech Limited. The proposal received was reviewed by the Evaluation Committee consisting of staff from the Engineering Services Department. The proposal was evaluated based on criteria outlined in the RFP document such as: • the consultant's experience on similar projects • their understanding of the project • proposed work plan and deliverables • project team overview • quality of their references • price Aquafor Beech Limited is a leading civil engineering firm with significant expertise in completing stormwater and restoration projects under both the Municipal Class EA process as well as the Conservation Ontario process. Through those experiences, Aquafor Beech Limited recognizes the environmental and social complexities involved in such projects and the importance of providing a long-term solution to protect surrounding urban areas and infrastructure. Recent examples of such projects include the Amberlea Creek Erosion Control EA in the City of Pickering, the Dick's Creek ENG 04-20 April 27, 2020 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal No. RFP2020-2 Page 4 West Branch Sanitary and Storm Sewer Outfall Restoration in the City of St. Catharines and the Pine Creek Outfall Channel Restoration in the City of Pickering. References for Aquafor Beech Limited have been reviewed and are deemed acceptable by the Division Head, Water Resources & Development Services. The City's Health & Safety Policy form, and a current Clearance Certificate issued by the Workplace Safety & Insurance Board have been submitted to the City by Aquafor Beech Limited. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. The proposal submitted by Aquafor Beech Limited meets the City's needs for completing the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, considering their team's strengths and previous experience relative to the required work. Upon careful examination of the proposal and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP2020-2 submitted by Aquafor Beech Limited to undertake the detailed design for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction in the amount $78,066.05 (HST included). It is also recommended that the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the net project cost of $80,960.00 (net of HST rebate) be approved. It is recommended that Aquafor Beech Limited be retained at the construction stage of the project for contract administration and construction supervision. This includes inspection of the installation of the works and certification that the works are carried out in accordance with the approved design drawings and specifications of a tender. Due to the ongoing concerns and new business practices related to the COVID-19 virus pandemic, Engineering Services and Corporate Services staff will work with Aquafor Beech Limited, to ensure that proper procedures and protocols are in place to provide a safe work environment for Pickering residents, the consultant, sub -consultants, and City staff. These measures may include a delay to the start date of the project. Attachments: 1. Location Map 2. Supply & Services Memorandum dated April 7, 2020 ENG 04-20 Subject: Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Proposal. No. RFP2020-2 April 27, 2020 Page 5 Prepared By: J. I a Marouchko, P.Eng. Senior Water Resources Engineer Mar lee Gad'ovski, M.Sc. (Eng.), P.Eng. Division,Head, Water Resources & Developmejt Services Ray Rod(gu Manager, 5 MG:mjh s, CPPB ply & Services Approved/Endorsed By: Richard Holborn, P.Eng. Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Attachment #1 to Report # ENG 04-20 FRENCHMAN'S BAY SUBJECT AREA Engineering Services Department N.T.S DATE APRIL 27, 2020 Location Map Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction ary4 PICKERING PICKERING Attachment #2 to Report # ENG 04-20 Memo To: Richard Holborn April 7, 2020 Director, Engineering Services From: Justin MacDonald Acting Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Engineering Services Manager, Supply & Services Division Head, Water Resources & Development Services Subject: Proposal No. RFP -2-2020 Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction Closing Date: Wednesday, March 4, 2020 - File: F-5300-001 Further to the memo dated March 9, 2020, one proposals proceeded to Stage II of the evaluation process. The Evaluation Committee, consisting of City Staff from Engineering Services, conducted independent evaluations of the proposal. A summary of average scores is completed and a copy is attached. Aquafor Beech Limited submitted a price of $69,085.00, plus HST, for the scope of work identified in the RFP bid document. A budget of $596,300.00 was provided to Supply & Services for this procurement. In accordance with Part B. Material Disclosures, Item 1, as a pre -condition of award, the selected Proponent, Aquafor Beech Limited, will be required to provide the following documents for review: a) A copy of the City's Health & Safety Regulations form, currently dated and signed; b) A certificate of insurance completed by the Company's agent, broker or insurer; and c) A completed Sub -contractors List, listing all sub -contractors who may be carrying out any part of this Contract. Please advise if we are to proceed with this task. In accordance with Purchasing Policy Item 10.04 (c), where written proposals are obtained by the Manager in accordance with procedures set out in Section 06 and funds are available in the approved budget: (c) An award over $50,000 is subject to the additional approval of Council. Please include the following items in your Memo: 1. if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if required; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. any past work experience with the highest ranking proponent Aquafor Beech Limited including work location; 4. the appropriate account number(s) to which this work is to be charged; 5. the budget amount(s) assigned thereto; 6. Treasurer's confirmation of funding; 7. related departmental approvals; and 8. related comments specific to the project. Once Council approval is received, an "on-line" requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponents will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. JM Attachments (1) RFP2020-2 Page 2 of 2