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HomeMy WebLinkAboutENG 12-17 c- Report to P 1CKE RExecutive Committee Report Number: ENG 12-17 Date: June 5, 2017 • From: Richard Holborn • Director, Engineering Services • Subject: Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 File: A-1440 ' Recommendation: 1. That Proposal No. RFP-1-2017, for Consulting Services for Sandy Beach Road Reconstruction; to include the Class Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services (Montgomery Park Road to Bayly Street) submitted by The Municipal Infrastructure Group Ltd. in the amount of $649,594.06 (HST e 2. That included)the totalbe grossacceptproject cost of$749,558.00 (HST included), including the RFP amount, and associated costs, and the total net.project cost of$675,000.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $675,000.00 as follows: a) The sum of$300,000.00 as approved in the 2016 Capital Budget— Development Projects to be financed by an Internal Loan for 10 Years; b) The sum of$337,500.00 as approved in the 2016 Capital Budget— Development Projects to be funded by a transfer from the Development Charges Roads & Related Reserve Fund; c) The additional sum of$37,500.00 to be funded by a transfer from the Accelerated Infrastructure Program Reserve (AIP); and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. { j� ' ENG 12-17 June 5, 2017 Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 Page 2 Executive Summary: As part of the 2016 Capital Budget— Development Projects, the completion of the Sandy Beach Road Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services was approved as a project. Request for Proposal No. RFP-1-2017 was issued on April 5, 2017 and closed on May 4, 2017. The Evaluation Committee consisting of staff from the Engineering Services Department, reviewed and evaluated the six proposals received using criteria outlined in the Terms of Reference. It is recommended by the Evaluation Committee that The Municipal Infrastructure Group Ltd. (TMIG) be retained to undertake the Class Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services of the Sandy Beach Road reconstruction at a cost of$649,594.06 (HST included). The proposal cost provided by TMIG exceeds the approved budget and additional funds are required. The total net project cost (including proposal amount, TRCA permits, contingencies and net HST) is estimated to be $675,000.00. Additional funding in the amount of$37,500.00 will be required from a transfer from the Accelerated Infrastructure Program (AIP) Reserve. In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Financial Implications: 1. Proposal Amount Proposal No. RFP-1-2017 $574,862.00 HST (13%) 74,732.06 Total Gross Project Amount $649,594.06 2. Estimated Project Costing Summary Proposal No. RFP-1-2017 $574,862.00 Associated Costs Contingency (10%) 57,486.00 Toronto and Region Conservation Authority Permit Approval and Review Cost 30,978.00 Total 663,326.00 HST (13%) 86,232.00 Total Gross Project Costs $749,558.00 HST Rebate (11.24%) (74,558.00) Total Net Project Costs $675,000.00 CORP0227-07/01 revised ENG 12-17 June 5, 2017 Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 Page 3 3. Approved Source of Funds — 2016 Development Projects Expenditure Account Source of Funds Budget Required 5321.1609.6221 Internal Loan-10 Years $300,000.00 $300,000.00 5321.1609.6221 DC Roads & Related Reserve 300,000.00 337,500.00 Fund Additional Funds Required Accelerated Infrastructure 0.00 37,500.00 Program (AIP) Reserve Total Funds $600,000.00 $675,000.00 Net project costs (over) under approved funds ($75,000.00) This project has an over expenditure that exceeds 10% of the approved amount. The over expenditure is primarily due to the inclusion of a 10% contingency provided to cover possible additional construction costs in the event of unforeseen circumstances, and costs associated with permit review and approval. This contingency may not be required. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. The Director, Finance & Treasurer concurs that the additional funds required will be funded from the AIP Reserve as this project is one of the projects included in the Accelerated Infrastructure Program. Discussion: The 2016 Capital Budget— Development Projects, includes $600,000.00 for the completion of the Sandy Beach Road Environmental Assessment, Detailed Design and Contract Administration/Field Inspection Services. Proposal No. RFP-1-2017 was issued on April 5, 2017 and closed on May 4, 2017. The Evaluation Committee consisting of staff from the Engineering Services Department, reviewed and evaluated the six proposals received using criteria outlined in the Terms of Reference. Sandy Beach Road is located between Liverpool Road and Brock Road. Sandy Beach Road is an Arterial Road Class C, from Bayly Street to a point 950 meters south, and is a collector road from that point to Montgomery Park Road, under the jurisdiction of the City of Pickering. It has an Average Annual Daily Traffic (AADT) of approximately 4500 including truck traffic. It is currently a two-lane roadway and has a rural cross-section. It is located in the Brock Industrial Area serving commercial businesses, as well as, Kinsmen Park, Alex Robertson Park and the Pickering Nuclear Generating Station and provides a means of access to the Bay Ridges neighbourhood to the west. The existing Waterfront Trail crosses Sandy Beach Road close to the intersection of Montgomery Road. CORP0227-07/01 revised ENG 12-17 June 5, 2017 Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 Page 4 There are two major existing structures, one culvert and one bridge on Sandy Beach Road. Krosno Creek crosses Sandy Beach Road at these two locations, as shown in the location map (Attachment #1). The 2016 Road Needs Study recommends Sandy Beach Road for reconstruction, and the 2013 Development Charges Study recommends three-lane reconstruction, including storm sewers. There is an existing sidewalk on some sections of Sandy Beach Road, but it is not continuous or connected. A consultant is required to carry out the Environmental Assessment (EA) and Preliminary Design for Sandy Beach Road from Montgomery Park Road to Bayly Street, and also to complete a Detailed Design package including detailed design drawings and tender specification documents. The consultant will also provide contract administration and field inspection during construction for the road, at a future date subject to the budget approval. Proposal No. RFP-1-2017 was issued on April 5, 2017 to obtain proposals to undertake the Environmental Assessment and Detail Design of Sandy Beach Road (Montgomery Park Road to Bayly Street). The RFP process closed on May 4, 2017, with 6 proposals submitted. The City received submissions from the following consulting firms: • Ainley Group • Chisholm, Fleming &Associates • GHD • GREER GALLOWAY Consulting Engineers • Morrison Hershfield • The Municipal Infrastructure Group Limited (TMIG) The proposals received were reviewed by the Evaluation Committee consisting of staff from the Engineering Services Department. Proposals were evaluated based on the consultant's experience on similar projects, their understanding of the project, proposed work plan and deliverables, project team overview, quality of their references, quality of their proposal and their pricing. The Municipal Infrastructure Group Limited (TMIG) received the highest average score. The proposal submitted by TMIG exceeds the approved budget and additional funds are required. The total net project cost required (including proposal amount, contingencies and net HST) is estimated to be $675,000.00. An additional funding amount of$75,000.00 is required. The Health & Safety Statement signed by TMIG and Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed by the Coordinator, Human Resources and deemed acceptable. TMIG is currently providing consulting and professional services to the City for the detailed design of culverts and erosion control for Krosno Creek and is deemed acceptable by the Manager, Capital Projects and Infrastructure. The list of sub-consultants as submitted by TMIG for this project has been reviewed and deemed acceptable by the Manager, Capital Projects and Infrastructure. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. CORP0227-07/01 revised ENG 12-17 June 5, 2017 Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 Page 5 Upon careful examination of all proposals and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP-1-2017 submitted by TMIG in the amount of$649,594.06 (HST included) and that the total net project cost of$675,000.00 (net of HST rebate) be approved. Attachments: 1. Location Map 2. Supply & Services Memorandum dated May 16, 2017 • • CORP0227-07/01 revised ENG 12-17 June 5, 2017 Consulting Services for Sandy Beach Road Reconstruction Request for Proposal No. RFP-1-2017 Page 6 Prepared By: Approved/Endorsed By: Nadeem Zahoor, P.Eng., M.Eng. IT hard Hol•orn, P.Eng Coordinator Transportation Engineering irector, Engineering Services Darrell Selsky, C.E.T., CMM Ill Stan Karwowski, MBA, CPA, CMA Manager, Capital Projects & Infrastructure Director, Finance & Treasurer Vera A. Fel emacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services NZ:mjh Recommended for the consideration of Pickering Cit Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# t ,TO REPORT# G.NC I Z-17 ... - \-- . \\I ...............- . ( ,----\_ 7, ';,i.t \ V cos .- - -411k .t.11% .444.4 0 a� \\* * 2:4 r „ c3<v-...."4* G. ,. /ri ,,, _..F .< SERE ► el f\N1 \4 444" er° ' * 0 07,3 ♦ PROPOSED EA © m"Po\ \ •� STUDY AREA t-1; .— ) s\-- , 0, % :-, .„ _. i ) r \ CC\\\4cc \ _%0o1,\• © ?O , EXISTING CULVERT c ,l vo i, LOCATION \:-_-_ \;-------„,,,,,„ _______ \ c,--\'\,\iti, >\--\ n' • CREEK �O y ,♦,� o 4`�♦l , EXISTING BRIDGE 11%1t LOCATION 41-0\\\_,-----\---\fly- Q y V Cc\_ ,v- * ♦ m \,--- FRENCHMAN'S ♦� KBAYi R ���♦♦ o �c PP � M�� o -coo MoN ...., 1 - k • sv, of I \\ a PACK- t ONTARIO . Ili Engineering Services Department Report ENG 12-17 PICKERING Location Map SCALE : DATE N.T.S. May 19/2017 4 c� ATTACHMENT# 2- TO REPORT#1= JG IZ—I1 PICKERING Memo To: Richard Holborn May 16, 2017 Revised Director, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Engineering Services Supervisor, Supply & Services Subject: Consulting Services for Sandy Beach Rd. Reconstruction Proposal No. RFP-1-2017 Closing Date: Thursday, May 4, 2017 at 12:00 p.m. (local time) - File: F-5300-001 Further to the memo dated May 8, 2017, the Terms of Reference for the above project were issued on April 5, 2017. An advertisement was posted on the City's website. Six (6) proposals were received by the closing date. The proposals received contained the mandatory requirements for Stage 1 Evaluation, and proceeded to Stage II. The Evaluation Committee, consisting of City Staff from the Engineering Services Department, conducted independent evaluations of the proposals. A combined average score for the proposal was completed and a copy of the approved final consensus spreadsheet is attached. A summary of the submitted pricing (excluding HST) and points awarded for the proposal is attached. Municipal Infrastructure Group has received the highest overall points. The total cost to provide this service is $574,862.00 plus HST. A budget of$600,000.00 was provided to Supply & Services for this procurement. In accordance with Appendix D — Request for Proposals Particulars, Item B — Material • Disclosures, the following documents will be requested from Municipal Infrastructure Group and submitted for approval by the Employment & Compensation Specialist and the Manager, Budgets & Internal Audit: (a) A copy of the Health & Safety Policy to be used on this project (currently dated and signed), or the City's Health & Safety Policy Acknowledgement form; (b) A copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance shall be completed by the bidder's agent, broker or insurer. (d) A completed Accessibility Regulations for Contracted Services form; and (e) A completed Sub-contractors List, listing all sub-contractors who may be carrying out any part of this Contract. Please advise if Supply & Services is to proceed with this task. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 10.04, 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; (a) An award over$50,000 is subject to the additional approval of Council. Please include the following items in your report: 1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if the list of subcontractors is acceptable; 4. any past work experience with Municipal Infrastructure Group including work location; 5. the appropriate account number(s) to which this work is to be charged; 6. the budget amount(s) assigned thereto; 7. Treasurer's confirmation of funding; 8. related departmental approvals; and 9. related comments specific to the project. • After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Do not disclose any information to enquiries during this time. The Proponent will be advised of the outcome in due course. An award notice will be placed on the City's website upon receipt of all required approvals. If you require further information, please feel free to contact me or a member of Supply & • Services. • VAF/sb Attachments (1) Request for Proposal No. RFP-1-2017 Page 2 of 2 Consulting Services for Sandy Beach Rd. Reconstruction