HomeMy WebLinkAboutENG 06-19646/
DICKERING
Report to
Council
Report Number: ENG 06-19
Date: June 24, 2019
From: Richard Holborn
Director, Engineering Services
Subject: Consultant Selection for Stormwater Management Facilities
Asset Management Plan
- Proposal No. RFP -3-2019
- File: A 1440
Recommendation:
1. That Proposal No. RFP -3-2019 — Stormwater Management Facilities Asset Management
Plan, submitted by The Municipal Infrastructure Group Limited in the amount of $235,966.60
(HST included) be accepted;
2. That the total gross project cost of $332,082.00 (HST included), including the proposal
amount, a contingency and other associated costs, and the total net project cost of
$299,050.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to fund the total net project cost of
$299,050.00 by a transfer from the Federal Gas Tax Reserve Fund; and
4. 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 Current Budget, the Stormwater Management
Facilities Asset Management Plan was approved as a project in the Water Resources &
Development Services Consulting & Professional account.
Request for Proposal No. RFP -3-2019 was issued on Wednesday May 1, 2019 and closed on
Thursday, May 23, 2019. The Evaluation Committee consisting of staff from the Engineering
Services Department, reviewed and evaluated the 5 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 Stormwater Management Facilities Asset Management Plan at
a cost of $265,966.60 (HST included). It is also recommended that the total gross project cost of
$332,082.00 (HST included), including the proposal amount, a contingency and other associated
costs, and the net project cost of $299,050.00 (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.
ENG 06-19
Subject: Consultant Selection for Stormwater Management
Facilities Asset Management Plan
Proposal No. RFP -3-2019
June 24, 2019
Page 2
Financial Implications:
1. Request for Proposal Amount
Proposal No. RFP -3-2019
HST (13%)
Total
$208,820.00
27,146.60
$235,966.60
2. Estimated Project Costing Summary
Proposal No. RFP -3-2019
Associated Costs
Additional materials testing (provisional)
Additional surveying (provisional)
Contingency (12% )
Sub Total — Costs
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$208,820.00
30,000.00
30,000.00
25,058.00
$293,878.00
38,204.00
$332,082.00
(33,032.00)
$299,050.00
3. Approved Source of Funds
Account Source of Funds
Budget
2613.2392.0000 Federal Gas Tax Reserve Fund $300,000.00
Total: $300,000.00
Required
$299,050.00
$299,050.00
Net project costs (over) under approved funds
$950.00
In 2019, the Stormwater Management Facilities Asset Management Plan was approved in the
Water Resources & Development Services 2019 Current Budget Consulting & Professional
account 2613.2392.0000, in the amount of $300,000.00.
Discussion: The City owns and operates 20 stormwater management (SWM)
facilities (Attachment #1). The majority of the facilities are relatively old and are subject to major
repair and clean out requirements. The City does not currently have a comprehensive manual to
assist in providing required maintenance for its SWM facilities.
The Stormwater Management Facilities Asset Management Plan will be fulfilling all of the
outstanding requirements from Ontario Regulation 588/17 for input into the City's overall Asset
Management Plan, which is required to be completed by July 1, 2021. The scope of work for the
Stormwater Management Facilities Asset Management Plan includes quantifying the existing
ENG 06-19 June 24, 2019
Subject: Consultant Selection for Stormwater Management
Facilities Asset Management Plan
Proposal No. RFP -3-2019
Page 3
sediment volumes; determining the level of service for each SWM facility; identifying a short and
long term maintenance plan and capital projects plan, based on an the overall SWM facility
condition assessments of each component. The Plan will also include a full life cycle analysis and
replacement cost assessment for the required maintenance tasks for each SWM facility. More
specifically, the short and long-term maintenance plan and capital projects plan that has been
chosen based on the highest priority, will serve many benefits, such as helping to safeguard public
health, reduce flooding potential for public and/or private lands, improve water quality in the
receiving creeks and demonstrate due diligence with respect to good asset management
principles and practices.
Request for Proposal No. RFP -3-2019 was issued on May 1, 2019 to obtain proposals to undertake
the Stormwater Management Facilities Asset Management Plan. The Request for Proposal
process closed on May 23, 2019, with five proposals submitted.
The City received submissions from the following consulting firms:
• AECOM Ltd.
• GHD Ltd.
• KSGS Engineering Corp.
• The Greer Galloway Group Inc.
• 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. TMIG received the highest average score (Attachment #2) and best met the City's needs
in completing the Stormwater Management Facilities Asset Management Plan.
References for TMIG 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 TMIG. The Certificate of Insurance has been reviewed by the Manager, Budgets &
Internal Audit and is deemed acceptable.
Upon careful examination of all proposals and relevant documents received, the Engineering
Services Department recommends the acceptance of Proposal No. RFP -3-2019 submitted by TMIG
to prepare the Stormwater Management Facilities Asset Management Plan in the amount
$235,966.60 (HST included). It is also recommended that the total gross project cost of
$332,082.00 (HST included), including the proposal amount, a contingency and other associated
costs, and the net project cost of $299,050.00 (net of HST rebate) be approved.
ENG 06-19 June 24, 2019
Subject: Consultant Selection for Stormwater Management
Facilities Asset Management Plan
Proposal No. RFP -3-2019
Page 4
Attachments:
1. Stormwater Management Facilities Location Map
2. Supply & Services Memorandum dated June 4, 2019
Prepared By:
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Irina Marouchko, P.Eng.
Senior Water Resources Engineer
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Marilee Gadzovski, M.Sc. (Eng.), P.Eng.
Division Head, Water Resources &
Development Services
Ray Rorigues
Manager, Supply & Services
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Approved/Endorsed By:
Ric r and Holborn, P.Eng.
D' ector, 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
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Attachment 1 to Report # ENG 06-19
ENGINEERING SERVICES DEPARTMENT
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Attachment 2 to Report # ENG 06-19
Memo
To: Richard Holborn June 4, 2019
Director, Engineering Services
From: Ray Rodrigues
Manager, Supply & Services
Copy: Administrative Assistant, Engineering Services
Division Head, Water Resources & Development Services
Subject: Proposal No. RFP -3-2019
Stormwater Management Facilities Asset Management Plan
Closing Date: Thursday, May 23, 2019
- File: F-5300-001
Further to memo dated May 23, 2019, 5 proposals proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff from Engineering Services, conducted
independent evaluations of the proposals. A summary of average scores is completed and a copy
is attached.
In accordance with Item 2.5 Stage IV — Ranking and Contract Negotiations, all scores from Stage
II and Stage III have been added together, the proponents have been ranked based on their total
scores, and may be selected to enter into contract negotiations. The Evaluation Committee has
confirmed that contract negotiations will not be required.
The Municipal infrastructure Group Ltd. is the highest ranking proponent with a submitted
upset limit of $208,820.00 plus HST.
A budget of $300,000 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item
11 for additional instructions.
In accordance with Part B. Material Disclosures, Item 1, as a pre -condition of award, the
selected proponent, The Municipal infrastructure Group Ltd. 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) Copies of Confined Space Training Certificates for any employee who might be required
to perform work in confined spaces; and
c) A certificate of insurance completed by the Company's agent, broker or insurer (City form
is attached);
Please advise if we are to proceed with this task.
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:
(c) An award over $50,000 is subject to the additional approval of Council.
Please include the following items in your Report to Council:
1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the highest ranking proponent The Municipal
infrastructure Group Ltd. 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.
Upon receiving Council's approval, an approved 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.
RR
attachments - 1
RFP -3-2018
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