HomeMy WebLinkAboutENG 05-16 Report to
Cali 00 ='= Executive Committee
Report Number: ENG 05-16
I Date: April 11, 2016
From: Richard Holborn
Director, Engineering & Public Works
Subject: Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges
File: A-1440
Recommendation:
1. That the proposal No. RFP-4-2016 submitted by The Greer Galloway Group Inc., to
undertake the Engineering Design for the replacement of the Wilson & Altona
Bridges in the amount of $110,645.08 (HST included) be accepted;
2. That the total gross project cost of$166,674.00 (HST included), including the RFP
amount and other associated costs, and the total net project cost of$150,095.00
(net of HST rebate) be accepted;
3. That Council authorize the Division Head, Finance & Treasurer to finance the total
net project cost of$150,095.00 as follows:
a. The sum of $75,048.00 as approved in the 2015 Capital Budget for the Wilson
Bridge to be funded by a transfer from the Rate Stabilization Reserve;
b. The sum of $75,047.00 as approved in the 2016 Capital Budget for the Altona
Bridge to be funded by a transfer from the Roads & Bridges 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: In 2014, 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. The appraisal concluded that Bridge No. 7002 - Wilson Bridge,
located on Seventh Concession Road, 2.1 kilometers east of York/Durham Road 30, and
Bridge No. 10002 -Altona Bridge, located on Pickering/Uxbridge Townline Road,
2.25 kilometers east of York/Durham Road 30, require replacement.
Request for Proposal No. RFP-4-2016 was issued on February 4, 2016 and closed on
March 1, 2016. The Evaluation Committee reviewed and evaluated the 7 proposals
received using criteria outlined in the Terms of Reference.
,ENG 05-16 April 11, 2016
Subject: Request for Proposal No. RFP-4-2016
.Consulting Services for Replacement of the Wilson and Altona Bridges Page 2
It is recommended by the Evaluation Committee that The Greer Galloway Group Inc. be
retained to undertake the Engineering Design for the replacement of the Wilson &Altona
Bridges at a cost of$110,645.08 (HST included).
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-4-2016
Wilson &Altona Bridges Combined Cost $97,916.08
HST (13%) 12,729.08
Total Gross Project Amount $110,645.16
2. Estimated Project Costing Summary
Proposal No. RFP-4-2016 $97,916.00
Contingency (20% ) 19,583.00
Toronto and Region Conservation Authority Permit Approval and $30,000.00
Review Cost
Sub Total — Costs $147,499.00
HST (13%) 19,175.00
Total Gross Project Costs $166,674.00
HST Rebate (11.24%) (16,579.00)
. Total Net Project Costs $150,095.00
3. Approved Source of Funds
Project Account Source of Funds Budget Required
Wilson Bridge 5320.1505.6250 Rate Stabilization $250,000.00 $75,048.00
Reserve
Altona Bridge 5320.1605.6250 Roads & Bridges $250,000.00 $75,047.00
Reserve Fund
Total: $500,000.00 $150,095.00
Net project costs (over) under approved funds $349,905.00
ENG 05-16 April 11, 2016
Subject: Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 3
The 2015 Roads Capital Budget included $250,000.00 for the completion of the
engineering design of the Wilson Bridge Replacement and the 2016 Roads Capital
Budget included $250,000.00 for the completion of the engineering design of the Altona
Bridge.
The Greer Galloway Group Inc. provided a cost estimate for designing both bridges
individually and a reduced cost estimate if they were awarded the assignment to design
both bridges. There is a cost savings of approximately $19,932.00 (HST extra) for
designing and providing contract administration and supervision services for both bridges
at the same time.
Discussion: In 2014, 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. The appraisal concluded that Bridge No. 7002 - Wilson Bridge,
located on Seventh Concession Road, 2.1 kilometers east of York/Durham Road 30, and
Bridge No. 10002 - Altona Bridge, located on Pickering/Uxbridge Townline Road, 2.25
kilometers east of York/Durham Road 30, require replacement.
A Request for Proposal (RFP) for Consulting Services for the Wilson & Altona
Bridges Replacement was issued
RFP-4-2016 was issued on February 4, 2016 to submit a proposal to undertake the
Engineering Design of the Wilson & Altona Bridges Replacement. The RFP process was
closed on March 1, 2016, with 7 proposals submitted.
The Greer Galloway Group Inc. is recommended for selection
The Evaluation Committee, consisting of members from the Engineering & Public Works
Department, evaluated the 7 proposals that were received, using the criteria outlined in
the RFP-4-2016.
The City received submissions from the following 7 consulting firms:
• The Greer Galloway Group Inc.
• Aecom Canada Limited
• Candevcon Limited
• GHD Limited
• McIntosh Perry Consulting Engineers Limited
• Morrison Hershfield
• Planmac Eng Inc.
Seven proposals were received by the closing date and time of Tuesday, March 1, 2016.
The proposals were reviewed by the Evaluation Committee consisting of staff from the
Engineering & Public Works Department. It was scored 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
•
ENG 05-16 April 11, 2016
Subject: Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 4
proposal and their pricing. The Greer Galloway Group Inc. received the highest average
score.
The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and
Certificate of Clearance issued by the Workplace Safety & Insurance Board have been
reviewed and deemed acceptable. The Certificate of Insurance has been reviewed by
the Manager, Budgets & Internal Audit, and is deemed acceptable.
It is recommended that The Greer Galloway Group Inc. be retained to undertake the
Engineering Design for the replacement of the Wilson &Altona Bridges in the amount of
$110,645.08 (HST included), and that a net project cost of$150,095.00 (net of HST
rebate) be approved.
Attachments:
1. Location Maps
2. Supply & Services Memorandum dated March 22, 2016
ENG 05-16 April 11, 2016
Subject: Request for Proposal No. RFP-4-2016
Consulting Services for Replacement of the Wilson and Altona Bridges Page 5
Prepared By: Approved/Endorsed By:
(4■Avf .1e-'4'.16‘'-'11 • ' titit:om,00(11
Nadeem Zahoor, P.Eng., M.Eng. Ric and Holborn, P.Eng.
Coordinator, Transportation Engineering Director, Engineering & Public Works
/ / /_64b
Darrell Selsky, CET, C M Ill Stan Karwowski, MBA CPA, CMA
Manager, Capital Projects & Infrastructure Division Head, Finance & Treasurer
Vera A. Fel i emacher
CSCMP, CPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
NZ:mjh
Recommended for the consideration
of Pickering City Council
•
apaeietAi,
e. 24, 2016
Tony Prevedel, P.Eng.
Chief Administrative Officer
ATTACHMENT# i TOREPORT# EN oS'-I(v
City 00 I 2--N Engineering & Public Works
Department
Attachment for Request for Proposal RFP-4-2016
Engineering Design Services — for Wilson Bridge Replacement
.f �Op0
1
5 oN
p�cG volts s
0
K� SUBJECT AREA
DUFFNS
•
Location Map
Wilson Bridge— Located on the Seventh Concession Road, 2.1 km east of
York/Durham Road #30, at the West Duffins Creek tributary road crossing.
1 �I
City ATTACHMENT#_..I-TO REPORT#, EN(7
o0 _ --Z.._of Z
woo r ` Engineering & Public Works
,�����
Department
Attachment for Request for Proposal RFP-4-2016
Engineering Design Services - for Altona Bridge Replacement
AvotiA rX ,N
Marc" SUBJECT
AREA
a
o
Location Map
Altona Bridge — located on the Uxbridge Pickering Townline, 2.25 km east of
York/Durham Road #30, at the Duffins Creek road crossing.
1
ATTACHMENT#_z TOREPORT# rNC'7 OS-u,
� ' ? - =of=
a
4
V1°F: -10t_li '1HZ;_ + Memo
To: Richard Holborn March 22, 2016
Director, Engineering & Public Works
From: Vera A. Felgemacher
•
Manager, Supply & Services
Copy: Supervisor, Supply & Services
Manager, Capital Projects & Infrastructure
Coordinator, Transportation Engineering
Subject: Request For Proposal No. RFP-4-2016
Consulting Services for the Replacement of Wilson and Altona Bridges
Closing Date: Tuesday, March 1, 2016 — 12:00pm
- File: F-5300-001
Terms of Reference for the above project were issued on February 4, 2016. An advertisement
was posted on the City's website. Seven (7) proposals were received.
Proposals contained the mandatory requirements for Stage I evaluation, and proceeded to Stage
II — Evaluation of Rated Criteria. The Evaluation Committee, consisting of the Manager, Capital
Projects & Infrastructure, and Coordinator, Transportation Engineering, conducted individual
scoring for each qualified proposal. A combined average score for each proposal was completed.
Stage III consisted of a scoring by Supply & Services of the prices and added to the combined
average scores.
The Greer Galloway Group is the highest scoring proponent with a total cost of$97,916.00 plus
HST. This cost includes a discount if both bridges are awarded to one vendor.
A budget of$500,000 was provided to Supply & Services for this procurement.
The following documents have been evaluated and approved by the Employment &
Compensation Specialist and the Manager, Budgets & Internal Audit:
(a) The City's Health & Safety Policy Acknowledgement form currently dated and signed;
(b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may be submitted);
(c) A copy of the current Certificate of Clearance issued by Workplace Safety & Insurance
Board;
(d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training
certificates for every worker and supervisor who will be working on this project; and
(e) The City's certificate of insurance shall be completed by the bidder's agent, broker or
insurer.
ATTACHMENT# 2- TQ`REPORT# N/ O S-/tp
2of Z
In accordance with Purchasing Policy Iter i 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 the project or annual cost of
a consulting or professional service assignment is expected to be more than $50,000 the
Manager shall obtain written proposals in accordance with the procedures set out in Section
06,and;
(b)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) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or
_ designate;
2. if Item (e) is acceptable to the Manager, Budgets & Internal Audit;
3. if the list of subcontractors is acceptable;
4. any past work experience with the low bidder Greer Galloway including work location;
5. without past work experience, if reference information is acceptable;
6. the appropriate account number(s) to which this work is to be charged;
7. j, the budget amount(S) assigned thereto;
8. Treasurer's confirmation of funding;
9. . related departmental approvals; and
10. 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 y require further information, please feel free to contact me or a member of Supply &
Se .ces.
VAF/rr
attachments (1)
Request for Proposal No. RFP-4-2016
Consulting Services for the Replacement of the Page 2 of 2
Wilson and Altona Bridges