HomeMy WebLinkAboutOES 08-06
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 08-06
Date: February 27, 2006
From:
Everett Buntsma
Director
Operations & Emergency Services
Subject:
Frenchman's Bay Stormwater Management Master Plan
Request for Proposal Professional Engineeering Services
RFP-13-2005
File: A-2130
Recommendation:
1. That Report OES 08-06 regarding the Frenchman's Bay Stormwater
Management Master Plan, Hequest for Proposal for professional engineering
services be received;
2. That the Proposal RFP-13-:2005 submitted by Marshall Macklin Monaghan
Limited to develop a Stormwater Management Master Plan for Frenchman's Bay
be accepted;
3. That the total project cost of $144,855 including the proposal amount, project
management services and other associated project costs identified in the report
be approved.
4. That staff at the City of Pickering be given the authority to give effect thereto.
Executive Summary: At the Council Meeting of October 17, 2005 Resolution
#181/05 was passed authorizing City of Pickering staff, in conjunction with TRCA staff
to issue an Expression of Interest to qualified consulting firms to provide professional
services for the development of a Frenchman's Bay Stormwater Management Master
Plan. Staff were also authorized to short list the interested firms to a maximum of four
firms and issue a Request for Proposal.
A Request for Proposal for Prequalification of Professional Engineering Services,
Frenchman's Bay Stormwater Management Master Plan was issued as RFP-11-2005
and resulted in eight firms responding. An advertisement was placed on the OPBA, Bid
Navigator and City Website. The selection committee evaluated the submissions and
issued RFP-13-2005 Request for Proposal - Professional Engineering Services,
Frenchman's Bay Stormwater Management Master Plan to the four firms that were
rated the highest, based on the evaluation criteria and results of the evaluations.
The final proposals from the four firms were received January 16, 2006, reviewed and
evaluated by the selection comm¡¡ttee and each firm provided a presentation on
February 15, 2006 as part of the overall evaluation. The selection committees'
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Report OES 08-06
Subject:
Date: February 27, 2006
Page 2
unanimous decision was to recommE!nd the firm of Marshall Macklin Monaghan Limited
having received the highest score in the evaluation.
Financial Implications:
1. PROPOSAL AMOUNT
RFP-13-2005
Labour
Disbursements
GST
Subtotal
GST Rebate
Total
$111,905
4,450
8,145
$124,500
(8,145)
$116,355
2. APPROVED SOURCE OF FUNDS
2005 Stormwater Management Budget 2410-6181 and 2410-6182
Description Project Code
Source of Funds
Budget
Environmental Assessment
for the Krosno Creek 05-~~41 0-005-04
Watercourse
Easement
Settlement
Agreement Reserve
$45,000
Frenchman's Bay
Rehabilitation - Phase I 05-:;!41 0-005-03
Environmental Assessment
Capital Paid from
Property Taxes
$100,000
FUNDS AVAILABLE
$145,000
3.ESTIMATED PROJECT COSTING SUMMARY
RFP-13-2005
Project Management Services (Gartner Lee Limited)
Krosno & Pine Creek Gauge Maintenance, Calibration and Flow
Data Evaluation
Contingency
Subtotal
GST
Total (Gross) Project Cost
GST Rebate
Total (Net) Project Cost
$116,355
15,000
10,000
3.500
144,855
10,140
154,995
(10,140)
$144,855
CORP0227-07/01
96· C)
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Report OES 08-06
Subject:
Date: February 27, 2006
Page 3
4.
I Project Cost under (over) Approved Funds
$145\
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
Background: Council Resolution #181/05 at the regular meeting of October 17,
2005 authorized staff to commence a process to select a consulting firm to develop the
Frenchman's Bay Stormwater Mana~Jement Master Plan. The Master Plan will satisfy a
minimum of the first two phases of the Municipal Class Environmental Assessment
process and include public contact and consultation.
City staff, TRCA staff and the project manager from Gartner Lee Limited prepared an
Expression of Interest document which formulated a Request for Proposal for
Prequalification of Professional En~lineering Services, RFP-11-2005 which closed on
November 14, 2005. Eight submissions were received from the following firms.
1. Aquafor Beech
2. Marshall Macklin Monaghan
3. Phillips Engineering
4. Sabourin Kimble & Associates
5. Sernas Associates
6. The Municipal Infrastructure Group
7. Trow
8. TSH Engineers
A selection committee consisting of two staff from the Municipal Property & Engineering
Division, two staff from Supply ,& Services, one staff from Toronto & Region
Conservation and the project Mana~ler from Gartner Lee met on November 29, 2005 to
discuss and evaluate the prequalification submissions. The selection committee rated
the submissions from the following four firms the highest and they were subsequently
invited to submit proposals to provide professional engineering services through RFP-
13-2005.
1. Aquafor Beach
2. TSH Engineers
3. Philips Engineering
4. Marshall Macklin Monaghan
RFP-13-2005 was an invitation to the four pre-qualified consulting firms to submit
detailed proposals for the Frenchman's Bay Stormwater Management Master Plan.
The terms of reference contained more specific mandatory submission requirements,
and the evaluation criteria to be used to rate the proposals. All four consulting firms
submitted proposals by the closing date of January 16, 2006.
CORP0227-07/01
'16"'1
l. . . (
Report OES 08-06
Subject:
Date: February 27,2006
Page 4
The selection committee met on FHbruary 9, 2006 to score the proposals, with the
exception of marking them for pr,esentations. Questions were prepared for the
upcoming presentations that were held on February 15, 2006. The selection committee
felt it would be valuable to have the representative from the City's Waterfront
Coordinating Committee who will sit on the Master Plan's Steering Committee attend
the presentations. The representative was given a copy of the four proposals and was
actively involved in the presentation process. It should be noted, however, that the
Waterfront Coordinating Committee representative was not a participant in the scoring
of the presentation or the proposals, or asked to provide a recommendation.
All four proposals and presentations were professionally done and were of high quality.
It was the selection committees' unanimous choice to recommend acceptance of the
proposal which scored the highest, submitted by Marshall Macklin Monaghan Limited to
develop the Frenchman's Bay Storrnwater Management Master Plan with a budget of
$116,355 plus GST.
Copies of the evaluation summaries for the prequalification process under RFP-11-
2005 and the request for proposal process RFP-13-2005 are attached to this report for
reference.
Upon approval of Pickering Council to retain Marshall Macklin Monaghan Limited, the
Master Plan will commence and is anticipated to be complete by December 2006.
Included in the project cost is $10,000 to undertake maintenance and calibration of the
two stream gauges in Krosno Creek and Pine Creek, and to establish a stage-discharge
relationship based on the date collected over the years. This will provide valuable
background information to the Master Plan undertaking for these creeks. This work will
be undertaken by Ontario Hydrometric Services Ltd., who installed the gauges and
have been collecting the information on a monthly basis.
Attachments:
1. RFP-11-2005 Evaluation Summary of Average Total Scores
2. RFP-13-2005 Evaluation Summary of Average Total Scores
CORP0227-07/01
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Report OES 08-06
Subject:
Date: February 27, 2006
Page 5
Prepared By:
Vera A. Fel emacher
Manager, Supply & Services
RH:ds
Attachments
Copy: Chief Administrative Officer
A
4
0iThomas J.
CORP0227-07/01
Everett B
Director
Operations & Emergency Services
RFP-11-2005
i::rTACHMEN'T t.¡..,.,j (.1 REPORTtêQ.fS."Og-O(Ó
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Evaluation
Prequalification of Professional Engineering Services
Frenchman's Bay Stormwater Management Master Plan
I Committee Member
I Company Name
I #1 #2 #3 #4 #5 #6 Average Ranking
Score
Aquafor Beech 85 100 100 90 93 84 92 1
TSH Engineers 79 96 93 82 77 85 85.3 2
Philips Engineering 73 97 97 75 84 82 84.7 3
Marshall Macklin Monaghan 74 88 95 82 83 85 84.5 4
I Sernas Associates 79 91 92 76 65 75 79.7 5
I Sabourin Kimble & Associates 66 90 82 75 60 70 73.8 6
--
Trow 70 80 88 66 55 64 70.5 7
The Municipal Infrastructure Group 67 85 74 62 55 70 68.8· 8
Summary IDf avera~e total scores
Date - November 29, 2005
Evaluation Committee Members:
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V. Felgemather
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Request for Proposal
NCI. RFP-13-2005
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Professionêll Engineering Services
Frenchman's Bay Stormwater Management Master Plan
Evaluation Summary - AveraQe Total Scores
February 15, 2006
Company Name Committee Member
#1 #2 #3 #4 #5 #6 Average Ranking
Score
Aquafor Beech Limited 72 76 75 85 73 67 75 2
Marshall Macklin Monaghan 84 80 75 86 90 77 82 1
Limited
Philips Engineering Ltd. 67 63 69 80 71 53 67 4
TSH Engineers Architects 66 75 70 82 74 73 73 3
Planners
Evaluation Committee Members:
,City f Pickering
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D. Dunn, Citý-e.f-f?ie 'ng
U{1i,::{ lA. ~~,:
M. Gadsovski - T CA
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