Report to: General Committee Report Date: September 29, 2008

SUBJECT: Award of RFP #173-R-08 Glenbourne and Glenridge Communities Sanitary Sewer

PREPARED BY: Prathapan Kumar, Ext. 2989

Phoebe Fu, Ext. 3010

RECOMMENDATION:

THAT the report entitled “Award of RFP #173-R-08 Glenbourne and Glenridge Communities Sanitary Sewer” be received;

AND THAT staff be authorized to retain the highest ranked and lowest priced bidder Cole Engineering Group Ltd. for detailed design and preparation of tender documents for an upset fee limit of $73,901.00 inclusive of disbursements and exclusive of GST;

AND THAT a contingency amount of $8,000.00 exclusive of GST be established to cover any additional design and that the Director of Asset Management be authorized to approve expenditure of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy;

AND THAT the consultant’s fee and contingency amounting to $81,901.00 be funded by the Town from the Waterworks Stabilization/Capital Reserve Account 86-2700-112.

AND THAT the costs of the detailed design and tender documents be recovered from the benefiting property owners with appropriate interest if the project proceeds;

AND THAT a capital project be established for the detailed design, construction tendering and all related administrative costs to an upset limit of $81,901.00;

AND THAT when the tender price is known, the residents of Glenbourne and Glenridge Communities be advised of the total project cost for their decision whether to proceed with the construction of this project;

AND THAT should the property owners not wish to proceed with the entire project, staff be authorized to go back to the community with project costs broken down into phases to determine if portions of the community wish to proceed;

AND THAT the Asset Management Department staff report back with the residents’ decision and a staff recommendation;

AND THAT staff be authorized and directed to do all things necessary to give effect to this resolution.

EXECUTIVE SUMMARY:

Not applicable

4. Financial

5. Others (Environmental, Accessibility, Engage 21st, Affected Units) 6. Attachment(s)

PURPOSE:

The purpose of this report is to obtain Council authorization to proceed with the detailed design and tender for the construction of municipal sanitary sewer system in the Glenbourne and Glenridge Communities (Attachment “A”) to be financed by the benefiting owners, if the project goes ahead.

BACKGROUND:

The Glenbourne and Glenridge Area is located south of Major Mackenzie Drive and east of Warden Avenue (Attachment “A”), and includes Glenbourne Park Drive, Scandia Court, Glenhollow Court, Glenmaple Court, Glenridge Drive, and Walnut Glen Place. Residents within this area are currently served by individual septic system. On May 26, 2008 staff provided a status of the project in a report titled “Glenbourne and Glenridge Communities Sanitary Sewer.

Request for Proposal Quotation

All bids were issued in accordance with Purchasing by-law 2004-131.

Bid Information:

Advertised	ETN (Electronic Tendering Network)
Bids closed on	August 22, 2008
Number picking up bid documents	14
Number responding to bid	4

Detailed Pricing Information:

Consulting Firm	Price (excl. GST)
Consulting Firm	Design Fee	Contract Administration	Total
Cole Engineering Group Ltd.	$73.901.00	$52,626.00	$126,527.00
First Nations Engineering Services Ltd.	$95,537.00	$97,945.00	$193,482.00
SCS Consulting Group Ltd.	$129,000.00	$88,000.00	$217,000.00
Earth Tech Aecom	$162,069.00	$128,656.00	$290,725.00

Proposal Evaluation:

The evaluation team was comprised of staff from the Asset Management Department with purchasing staff acting as the facilitator. The evaluation was based on pre-established evaluation criteria as listed in the Request for Proposal: 20% for past experience of consulting firm, 20% for qualifications and experience of the lead consultant and project team, 30% for project delivery and 30% for price, totalling 100%, with resulting scores as follows:

Consulting Firm	Score (out of 100)	Rank Results
Cole Engineering Group Ltd.	85.5	1
First Nations Engineering Services Ltd.	78.1	2
SCS Consulting Group Ltd.	60.5	3
Earth Tech/Aecom	49.1	4

Cole Engineering Group Ltd. is highest ranked and lowest priced bidder. Cole Engineering Group have completed six design and contract administration projects with similar scope for the Town within the last six years with satisfactory results. Staff is confident that Cole Engineering Group will provide satisfactory services to the Town for this project.

Cole Engineering Group Ltd. will be awarded the detailed design phase only in the amount of $73,901.00 (inclusive of disbursements and exclusive of GST). A contingency allowance of $8,000.00 will be allocated for the unforeseen costs during the design stage. If sufficient support is obtained from the property owners to go ahead with the project, and subject to satisfactory completion of the detailed design phase of the project as described in the RFP document then contract administration and construction inspection phase will be awarded later,.

OPTIONS/ DISCUSSION:

Meeting with Residents

A public information meeting with the residents of Glenbourne and Glenridge communities, attended by Councillor Dan Horchik, Steve Andrews, Phoebe Fu, and Prathapan Kumar, was held on April 21, 2008. The preliminary sewer layout, preliminary cost estimate, funding, method of cost sharing and the method of payment were presented to the residents in the meeting. “Request for Installation of Sanitary Sewer on Glenbourne and Glenridge Communities” forms were provided to the property owners to determine their interest in paying for a municipal sanitary sewer system.

Expression of Interest

The Town received the signed expressions of interest in June 2008 and the results are as follows:

Category	Total No. of Residents in the Group	No. of Residents Signed the Petition	Percentage of Support
Group 1*	9	3	33.3%
Group 2	6	4	66.7%
Group 3	68	46	67.6%

Note: * Group 1 will not be considered as these residents have the option to connect to the existing sanitary sewer fronting their lots.

Since there was two-thirds support from the residents of Groups 2 & 3, a request for proposal was released in the summer to obtain prices for design, tendering and contract administration services for Groups 2 & 3.

FINANCIAL TEMPLATE:

If authorized by Council, a budget of $81,901.00 will be required to fund the cost of the detailed design, construction tendering, and all related administrative costs. This cost will be funded from the Waterworks Stabilization/Capital Reserve Account 86-2700-112 and recovered from the benefiting property owners if the project is to proceed.

If the Glenbourne and Glenridge Communities Sanitary Sewer System is to proceed, the total project cost will be front-ended by the Town and recovered by imposing an equal fee against each of the benefiting property owners abutting the works in accordance with Section 391 of the Municipal Act. The Fees By-Law provides the residents with the option of paying the full amount either as one, interest-free lump sum payment or by equal annual instalments for up to a maximum of 15 years with interest payable at the same rate as the current 15 Year Region of York Debenture Interest Rate. Payment in full of the outstanding balance plus accrued interest would be permitted at anytime.

If the Glenbourne and Glenridge Communities do not proceed with the installation of the Sanitary Sewer System, the $81,901.00 will not be recovered from the property owners.

ALIGNMENT WITH STRATEGIC PRIORITIES:

Eliminating the existing septic system and replacing with the sanitary sewer system will reduce the sulphur loading in soil and water in the nearby areas and enhance the overall environment.

DEPARTMENTS CONSULTED AND AFFECTED:

The Finance Department and Legal Department have been consulted, provided input and reviewed this report. The Finance Department have reviewed this report and concur that funding will be available from the Waterworks Stabilization/Capital Reserve Fund for the detailed design and preparation of the tender documents.

ATTACHMENTS:

Attachment “A” - Key Plan

R:\Asset Management\CAPITAL RIGHT OF WAY\Design\08-002_Glenbourne Park Drive Sanitary Sewer\Council Reports\Award of RFP#173-R-08 Glenbourne and Glenridge Communities Sanitary Sewer (Local Improvement)_Oct20 08 FINAL.doc