HomeMy WebLinkAboutENG 19-16 4 06' Report to
P O K E R N G Executive Committee
Report Number: ENG 19-16
Date: November 14, 2016
From: Richard Holborn
Director, Engineering Services
Subject: Request for Proposal No. RFP-11-2016
Consulting Services for Claremont Drainage Plan
File: A-1440
Recommendation:
1. That the Proposal No. RFP-11-2016 submitted by Amec Foster Wheeler
Environment & Infrastructure to undertake the consulting services for Claremont
Drainage Plan, in the amount of$161,707.52 (HST included) be accepted;
2. That the total gross project cost of$221,734.00 (HST included), including the RFP
amount, and associated costs, and the total net project cost of$199,678.00 (net of
HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net
project cost of$199,678.00 as follows:
a) The sum of$149.678.00 to be funded by a transfer from the Rate
Stabilization Reserve;
b) The sum of$50,000.00 to be funded by a contribution from the Regional
Municipality of Durham;
4. That a copy of this report be forwarded to the Commissioner of Works, Region of
Durham; 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: The Claremont Drainage Plan will be a comprehensive
functional analysis of the existing drainage patterns and infrastructure in the central
area of Claremont, that identifies deficiencies and proposes recommended projects to
improve the drainage system. The Claremont Drainage Plan will be completed in
accordance with the planning principles of the Municipal Engineers Association
Municipal Class Environmental Assessment, October 2000, as amended in 2007 and
2011, which is an approved process under the Environmental Assessment Act.
ENG 19-16 November 14, 2016
Subject: Request for Proposal No. RFP-11-2016
Professional Services for Claremont Drainage Plan Page 2
Request for Proposal No. RFP-11-2016 was issued on July 19, 2016 and closed on
August 23, 2016. The Evaluation Committee reviewed and evaluated the three
proposals received using criteria outlined in the Terms of Reference. The highest
scoring proposal, Amec Foster Wheeler Environment & Infrastructure, in the amount of
$161,707.52 (HST included) is recommended for approval. The total net project cost is
$199,678.00 (net of HST rebate).
In accordance with Section 10.04 (c) of the Purchasing Policy, where the written
proposals are obtained by the Manager in accordance with procedures set out in Section
06 and funds are available in the approved budget, an award over$50,000.00 is subject
to the additional approval of Council
Financial Implications:
1. Proposal Amount
Proposal No. RFP-11-2016 $ 143,104.00
HST (13%) 18,603.52
Total $161,707.52
2. Estimated Project Costing Summary
Proposal No. RFP-11-2016 $143,104.00
Associated Costs
Miscellaneous Costs and TRCA Fees 24,500.00
Contingency (20% ) 28.621.00
Total Cost $196,225.00
HST (13%) 25,509.00
Total Gross Project Costs $221,734.00
HST Rebate (11.24%) (22,056.00)
Total Net Project Costs $199,678.00
3. Approved Source of Funds
Account Source of Funds Budget Required
2613.2392.0000 Rate Stabilization Reserve $150,000.00 $149.678.00
2613.2392.0000 Regional Municipality of 50,000.00 50,000.00
Durham
Total: $200,000.00 $199,678,00
Net project costs (over) under approved funds $322.00
CORP0227-07/01 revised
ENG 19-16 November 14, 2016
Subject: Request for Proposal No. RFP-11-2016
Professional Services for Claremont Drainage Plan Page 3
In 2016, the Claremont Drainage Plan was approved in the Water Resources &
Development Services Consulting & Professional account, in the amount of
$200,000.00.
As the Regional Municipality of Durham (Region) would benefit from this Drainage
Study for its future road design improvements, they have agreed to contribute
$50,000.00 toward the cost of this study. The Region has initiated a purchase order to
confirm its share of the contribution.
Discussion: Periodically the City receives complaints from the residents in
the Hamlet of Claremont related to nuisance drainage issues caused by blocked
catchbasins and driveway culverts, cross road culverts, and roadside ditches.
In 2009/2010, the City retained a Consultant to undertake an analysis of the drainage
system in Claremont following some flooding incidents on Franklin Street. The study
outlined conclusions regarding storm sewers on Franklin Street and Central Street,
however, the scope of the completed analysis was determined to be too narrow to
optimize and improve the overall drainage system in Claremont.
In 2012, the City received drainage complaints from properties located along Livingston
Street and Bovingdon Place, about a poorly functioning ditch due to excessive
vegetation growth. City staff reviewed the drainage system south of Central Street, and
determined that the ditch originates at a storm sewer outfall on Central Street and flows
south through private property, through Claremont Park, through more private property
and west under Old Brock Road south of Bovingdon Place (refer to map). Flow to the
ditch is controlled by a weir at a control manhole on Central Street, where the flow is
split between the ditch flowing south and the Central Street storm sewer flowing west.
The control structure was designed and constructed for the Region of Durham in 1996.
The weir design information is not available, but observations of the drainage through
the structure indicate that the most of the flow drains south into the ditch, rather than
draining west via the storm sewer on Central Street.
The City retained a Consultant in 2013 to complete a design for the ditch cleanout, and
secure the necessary approvals from Toronto and Region Conservation Authority and
Ministry of Natural Resources and Forestry prior to construction. During the design
process, subsurface utilities mapping determined that the TransCanada pipeline is only
1.3 m below the surface of the ditch and a minimum allowable cover of 1.2 m over the
pipeline is required. Given this restriction, the maximum possible slope that could be
achieved on the ditch was 0.5%. It was determined that this gentle slope would be too
difficult to construct with precision and would promote more vegetation growth, which
would prevent the ditch from functioning properly.
Given the constraints and the ineffectiveness of the resulting design of the ditch
cleanout project, Council authorized staff in September 2014 to cancel the project and
CORP0227-07/01 revised
ENG 19-16 November 14, 2016
Subject: Request for Proposal No. RFP-11-2016
Professional Services for Claremont Drainage Plan Page 4
prepare Terms of Reference in order to initiate a Request for Proposal for the
Claremont Drainage Plan (Resolution #283/14), so that options and alternative methods
of improving the drainage system in Claremont could be analyzed.
As such, funds were secured through the 2016 Current Budget to complete the
Claremont Drainage Plan, which will be completed in accordance with the planning
principals of the Master Planning component of the Municipal Engineers Association
Municipal Class Environmental Assessment (MCEA), October 2000, as amended in
2007 and 2011, an approved process under the Environmental Assessment Act.
The Claremont Drainage Plan will address Phase 1 and 2 of the MCEA process
(identifying the problem or opportunity, and identifying alternative solutions to the
problem or opportunity), and incorporate broad public, agency, stakeholder and First
Nations consultation on all aspects of the Drainage Plan development. Public
consultation will consist of a Notice of Commencement, two meetings with
representatives of the Claremont District Community Association (CDCA), one meeting
with local residents, one meeting with Gernanium Homes and their consultant, two
Public Information Centres and a Notice of Completion, which will allow for public and
stakeholder input throughout the project. The meetings with CDCA and local residents
were added as part of an enhanced public consultation plan for the project, similar to
the Whitevale Master Drainage Plan, which proved to be a useful forum for residents to
provide input to the plan and exchange ideas with the project team.
Request for Proposal No. RFP-11-2016 for Consulting Services for the Claremont
Drainage Plan was issued on July 19, 2016. An advertisement was posted on the City's
website. Three proposals were received by the closing date of August 23, 2016. An
Evaluation Committee, consisting of City staff from the Engineering Services
Department, evaluated the proposals using the criteria outlined in the Terms of
Reference. The highest scoring proponent was Amec Foster Wheeler Environment &
Infrastructure.
The Health & Safety Policy and Certificate of Clearance issued by the Workplace Safety
& Insurance Board have been reviewed by the Coordinator, Human Resources and
deemed acceptable. 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-11-
2016 submitted by Amec Foster Wheeler Environment & Infrastructure in the amount of
$161,707.52 (HST included) and that the total net project cost of$199,678.00 (net of
HST rebate) be approved.
CORP0227-07/01 revised
ENG 19-16 November 14, 2016
Subject: Request for Proposal No. RFP-11-2016
Professional Services for Claremont Drainage Plan Page 5
Attachments:
1. Study Area Map
2. Supply & Services Memorandum dated September 1, 2016
3. Supply & Services Memorandum dated September 26, 2016
4. Resolution #283/14
CORP0227-07/01 revised
ENG 19-16 November 14, 2016
Subject: Request for Proposal No. RFP-11-2016
Professional Services for Claremont Drainage Plan Page 6
Prepared By: Approved/Endorsed By:
,h-aretevia.,e7
Irina Marouchko, P.Eng. Ri and Holborn, P.Eng.
Water Resources Engineer irector, Engineering Services
Liffeacx4:4_,
Marilee Gadzovski, M.Sc. (Eng.), P.Eng. Stan Karwowski, MBA, CPA, CMA
Division Head, Water Resources & Director, Finance & Treasurer
Development Services
Caryn Kong, CPA, CGA
Senior Financial Analyst
Capita I and Debit Management
-r ■
sera A. • - !er acher
C.P.P., CPP*, CPPB, C.P.M., CMM III
Manager, Supply & Services
IM:Ir
Recommended for the consideration
of Pickering City Council
a2geeeld 031 2016
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
ATTACHMENT# t TO REPORT# Ek1G 19 -2016
Study Area Map
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rJr, - ATTACHMENT# 2 TO REPORT#�G 1 q-20 I La
777
_ ti Memo
To: Richard Holborn Thursday, September 1, 2016
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Division Head, Water Resources & Development Services
• Water Resources Engineer
Supervisor, Supply & Services
Subject: Proposal No. RFP-11-2016
Consulting Services for a Claremont Drainage Plan
Closing Date: Thursday, August 23, 2016
- File: F-5300-001
Terms of Reference for Consulting Services to provide a Claremont Drainage Plan were
advertised on the City's website. Three companies have submitted a proposal.
Stage 1 - Evaluation of Submission Requirements- has been completed by Supply & Services
and three proposals are available for consideration. Hard copies of the proposals will be forwarded
via interoffice mail for evaluation along with the evaluation criteria included in the RFP document.
Each member of the evaluation committee shall independently review and score the submissions
against the evaluation criteria and sign the evaluation form.
Attachments:
1. Stage 1 = Evaluation of Submission Requirements
2. Evaluation Form
3. Rated Criteria
4. Copy of the Terms of Reference
5. Spreadsheet showing submitted pricing
Evaluation committee members shall forward the completed evaluation forms to Sue Burgess. In
accordance with Purchasing Procedures 14.02 Item 17, committee members' figures for each
respondent will be totaled to establish an average score.A summary of average scores will be
prepared by Supply &Services for review and discussion at a meeting set up for the evaluation
committee, if required.
Please direct all enquiries to Supply& Services. Respondents will be advised of the outcome when the
contract has been awarded.
If ou require further information, please contact me, or a member of Supply& Services.
VAF
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'( Attachments (5)
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TTACH PORT# ENC i C —f C.42
.1._of�_
PiCKERiNG Memo
To: Richard Holborn September 26, 2016
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Division Head, Water Resources & Development Services
Water Resources Engineer
Supervisor, Supply & Services
Subject: Request for Proposal No. RFP-11-2016
Consulting Services for a Claremont Drainage Plan
Closing Date: Thursday, August 23, 2016
- File: F-5300-001
Further to the memo dated September 1, 2016, three proposals proceeded to Stage II evaluation.
Stage II consisted of the Evaluation Committee's combined average score for the proposals
being determined for each submission. The Evaluation Committee, consisting of staff from the
Engineering & Public Works Department, conducted independent evaluations of the proposals.
Stage III consisted of Supply & Services scoring each price submitted which was added to the
Evaluation Committee individual scores. At the conclusion of Stage III, all scores from Stage II
and Stage III were combined. This was completed on September 22, 2016, and the results are
attached for your review and consideration.
Amec Foster Wheeler Environment & Infrastructure has received the highest overall score. The
total cost to provide this service is $143,104.00 plus HST.
A budget of$200,000.00 was provided to Supply & Services for this project.
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;
(c) An award over$50,000 is subject to the additional approval of Council.
Please include the following items in your Report:
1. any past work experience with the low bidder Amec Foster Wheeler.Environment &
Infrastructure including work location;
2. if the health and safety documents are acceptable to the Co-ordinator, Health & Safety
3. if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit
4. without past work experience, if reference information is acceptable;
•
•
ATTACHMENT# TOREPORT# fi1C7 /f�/(p
5. the appropriate account number(s) to which this w t c
�" oharged;
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&
Se ices.
VAF/sb •
Attachments.(1)
•
•
Request for Proposal No. RFP-11-201.6
Consulting Services for a Claremont Drainage Page 2 of 2
Plan
`I TOREPORT#�C q—/'
ATTACHMENT#_.____ 'l
_
Legislative Services Division
Clerk's Office
Directive Memorandum
September 18, 2014
To: Richard Holborn
Director, Engineering & Public Works
From: Debbie Shields
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council
held on September 15, 2014
Director, Engineering & Public Works, Report ENG 19-14
Stormwater Drainage in the Hamlet of Claremont
-Update on the Claremont Drainage Feature Cleanout
•
Council Decision Resolution #283/14
1. That Report ENG 19-14 of the Director, Engineering & Public Works concerning
Stormwater Drainage in the Hamlet of Claremont be received;
2. That Council change the 2013 Capital Budget approval and corresponding
funding for the Claremont Drainage Feature Cleanout (Account 5410.1301) from
$550,000 to $41,700 and that the Treasurer be authorized to fund the
expenditure from a transfer from the Rate Stabilization Reserve; and
3. That Staff be authorized to finalize the scope, and prepare Terms of Reference of
a Claremont Master Drainage Plan in order to initiate a Request for Proposal for
consulting services for the study, with funds being proposed in the 2015 Current
Budget.
Please take any action deemed necessary.
Debbie Shields
/Ir .
Copy: Chief Administrative Officer