Report to: Development
Services Committee Report Date:
SUBJECT: Master Servicing Plan for Growth Management Strategy - Consultant Selection RFP #203-R-08
PREPARED BY: Brian Lee, Manager, Development Engineering, ext. 4838
Allen Wu, Senior Development Engineer, ext. 2230
RECOMMENDATION:
THAT the
report entitled “Master Servicing Plan for Growth Management Strategy - Consultant Selection RFP # 203-R-08” be
received;
AND THAT the Request
for Proposal #203-R-08 be awarded to the highest ranked, highest priced project
team led by Genivar Ontario Inc. for an upset limit of $680,918.30 exclusive of
GST ($714,964.22 inclusive of 5% GST);
AND THAT a
contingency amount of $150,000.00 exclusive of GST ($157,500.00 inclusive of
GST) be established to cover any additional costs and that the Director of
AND THAT the internal
engineering fee in the amount of $120,300.00 be approved and funded through
development charges;
AND THAT the award be
funded from the approved 2008 Engineering Capital Budgets account
83-5399-8124-005 (Direct Growth Strategy) and account 83-5399-8394-005
(Thornhill Servicing Study) in the amount of $336,000.00 and $224,000.00
respectively for a total of $560,000.00;
AND THAT the additional
amount of $391,218.30 (comprising of $120,918.30 consultant cost, $120,300.00
staff salary recovery cost, and $150,000.00 contingencies), exclusive of GST, be
increased for the Engineering Department Capital Account 83-5399-8124-005 to
cover the additional project cost and be funded from development charges;
AND THAT the Director of Engineering and Manager of Purchasing be authorized to negotiate with Genivar Ontario Inc. to incorporate the process of the Environmental Assessment into the Master Servicing Plan if deemed appropriate by the Director of Engineering from a scheduling and costing perspective;
AND THAT upon payment of all invoices, any remaining funds be returned to the original funding source;
AND THAT staff be
authorized and directed to do all things necessary to give effect to this
resolution.
EXECUTIVE SUMMARY:
The Town of
The Growth Management Strategy
exercise is focused on containing growth and intensification within the
existing urban boundary. Likewise the
focus of the Master Servicing Plan will be on analyzing the servicing
infrastructure and intensification requirements in the urbanized areas. Analysis and recommendations will be
coordinated with infrastructure studies and works by the Asset Management
Department and the Waterworks Department to eliminate duplication of cost and
effort. Hydraulic models that have been
or will be developed by these departments will be used to analyze the servicing
requirements for intensification. The
Master Servicing Plan will also analyze and protect for long term servicing
requirements for any future expansion of the urban service boundary, but this
represents a relatively small component ($35,000) of the total consultant cost
of $680, 918.30 for the study.
The funding for this project in the amount of $560,000.00 is available in the 2008 Engineering Capital budget from project nos. 8124 (Direct Growth Strategy) and 8394 (Thornhill Servicing Study). Due to the complexity of the works to complete the study as well as the supplementary tasks added to the scope of work, the originally established budget estimate has to be increased to cover the additional cost. Extra consultant cost of $120,918.30, staff salary recovery cost of 120,300.00 and contingencies of $150,000.00 are included for a total project cost of $951,218.30. Staff is requesting Council’s approval to increase the Engineering Department Capital Account 83-5399-8124-005 by $391,218.30 to cover these additional costs.
The selection of the consultant for the Master Servicing Plan has
been conducted in a two stage process. The Request for Pre-qualification of
consultants was released on
- Comprehensive work program with
extensive work hours assigned to the project and appropriate distribution
of the time to the tasks. The total work hours proposed by Genivar and the
distribution of these hours to the tasks is appropriate for this project.
- Extensive experience in project
management and study assignments of similar projects for other municipalities.
- Well qualified staff and
sub-consultants with skills and knowledge to complete the Master Servicing
Plan and to produce a report with high quality recommendations.
- As the lead consultant for York
Region’s Water and Wastewater Master Plan, Genivar will be able to provide
a seamless coordination with the Region on the analysis of both the Town’s and the Region’s infrastructure
and to determine the servicing infrastructure requirements.
- Excellent working knowledge of the
Town’s water system including previous involvements in the Town’s water
system modelling.
- Complete understanding of the
assignment and deliverables to be provided to the Town upon completion of
the study.
- Extensive experience in the Master
Servicing Planning process.
1. Purpose 2.
Background 3. Discussion 4. Financial
PURPOSE:
The purpose of this report is to award the consulting contract for the preparation of the Master Servicing Plan for Growth Management Strategy to Genivar and to secure additional funding in the amount of $391,218.30 (comprising of $120,918.30 consultant cost, $120,300.00 staff salary recovery cost, and $150,000.00 contingencies), for a total amount of $951,218.30 (exclusive of GST) to undertake this study.
BACKGROUND:
The
The Town is developing a Growth Management Strategy with
the objective of achieving sustainable communities with effective and efficient
transportation and servicing systems to keep pace with growth. The Growth
Management Strategy will identify the locations of growth areas (with an
emphasis on intensification within the existing urban boundary), and will
provide recommendations for sustainable growth in compliance with the
requirements of the Province’s Places to Grow Act and the Growth Plan for the
Greater Golden Horseshoe. A preferred growth alternative
for the Town will be recommended to Council, and an assessment and evaluation
of the existing servicing infrastructure will be completed by the Master Servicing
Plan to identify the most effective and efficient servicing scheme to support
the future growth.
OPTIONS/ DISCUSSION:
Intensification in the developed urban area will present a challenge for the existing servicing infrastructure, as it has a limited capacity and will require improvements to accommodate development growth. The capacity of the existing servicing infrastructure was determined to satisfy the land use and design criteria for the time period when the infrastructure was built. As the land use and design criteria change, the existing infrastructure may no longer be sufficient to meet future requirements.
The Growth Management Strategy
exercise is focused on containing growth and intensification within the
existing urban boundary. Likewise the focus of the Master Servicing Plan will
be on analyzing the servicing infrastructure and intensification requirements
in the urbanized areas. Analysis and
recommendations will be coordinated with infrastructure studies and works by
the Asset Management Department and the Waterworks Department to eliminate
duplication of cost and effort.
Hydraulic models that have been or will be developed by these
departments will be used to analyze the servicing requirements for
intensification. The Master Servicing
Plan will also analyze and protect for long term servicing requirements for any
future expansion of the urban service boundary, but this represents a
relatively small component ($35,000) of the total consultant cost of
$680,918.30 for the study.
The Consultant retained for this study will perform the following tasks:
- Evaluate the condition and the residual capacities of the existing servicing systems (sanitary, storm, water) to accommodate growth options and alternatives being considered through the Growth Management Strategy.
- Evaluate the servicing requirements and identify improvements required to implement the preferred growth alternative.
- Estimate the infrastructure costs, including any land acquisition cost for improvements to the infrastructure to accommodate the preferred growth alternative.
- Consult with the utility companies
such as
- Coordinate with the Region of York to confirm the capacity of the Region’s sanitary and water trunk and sub-trunk systems to accommodate the Town’s preferred growth alternative. The Consultant will consult with the Region and identify the progress of the Region’s studies and the timeline of implementing the regional infrastructure improvements. The Consultant will also provide appropriate recommendations on improvements to the Municipal and Regional infrastructure in consideration with the Region’s schedule.
- Establish design parameters and sustainable technologies such as rain water harvesting, grey water recycling, water conservation, water balancing, green roofs, green infrastructure, etc. that future developments are to consider. The Consultant’s review will include preliminary assessment of sustainable technologies, the legislative policy requirements, the operation and maintenance requirements, capital costs, and will provide recommendations on the potential use and application of these technologies within the Town. A discussion paper will be prepared summarizing the findings and recommendations which will be coordinated with the Town’s “Sustainable Development Guidelines” and the “Community Sustainability Plan (Green Print)”.
Integration with the Thornhill Stormwater Flood
Remediation Study by Asset Management Department
Asset Management
Department is in the process of completing an analysis of the existing
infrastructure in the Thornhill area to determine the cause of the flooding
during the
Coordination with Waterworks Department for Analysis
of the Sanitary and Watermain Systems
Similar to the
coordination with the works by the Asset Management Department, existing
hydraulic models for the sanitary sewers and the water distribution system will
be utilized to eliminate duplication of effort and cost. The Waterworks
Department has completed a hydraulic model on the sanitary sewer system for the
area bounded by
Environmental
Assessment Process
The current
scope of work for the Master Servicing Plan does not include the complete
analysis related to the Environmental Assessment Process. However, if deemed appropriate
by the Director of Engineering from the perspective of funding and study
timeline, the Master Servicing Plan may be expanded to integrate with the
Environmental Assessment process which would follow the “Master Planning Process” as set out in
·
Consultation with stakeholders and public
·
Consideration of reasonable range of alternatives
·
Identifying and considering the effects of each alternative on all
aspects of the environment
·
Evaluating the alternatives systematically to determine their cumulative
environmental effects
·
Providing clear, precise and complete documentation of the planning
process
The Master Servicing Plan will be
used to support the future environmental assessments for specific servicing
infrastructure improvements especially for the Phase I and II portions of the
Class EA process, which focus on identifying needs, opportunities and
alternatives.
The Master Servicing Plan for the
Growth Management Strategy will not require approval under the Environmental
Assessment Act. However, individual projects recommended by it must fulfil all
appropriate EA requirements and individual EA’s may be required.
Contingencies
and Complexity of the Study
Preparation and completion of the Master Servicing Plan for the Growth Management Strategy will be a complex process and will involve a large number of stakeholders, as well as the evaluation of different alternatives for development growth. The scope of work for the Master Servicing Plan requires the Consultant retained for this study to prepare and analyze the detailed servicing requirements for the preferred growth alternative to be determined by Markham Council through the Growth Management Strategy process. However, provisional works are included in the scope of work identifying that analysis of additional growth alternatives and/or additional growth areas may be required if, through the Growth Management Strategy, the Town wishes to explore other development options for growth management. In addition, many of the proposed growth areas are located in areas that have been developed for many years and some of the necessary records and plans will not be available and need to be reproduced. Therefore, in order to complete the evaluation of the servicing infrastructure, field surveys and data collection on site may be required to confirm and verify the information on the plans.
Given the size and complexity of the
study, the large number of stakeholders,
the potential need to carry out additional analysis for other growth
alternatives / areas, and the extensive background information required to
complete the study, a contingency
amount is recommended in the order of $150,000.00. This amount represents
approximately 20% of the study estimate, to cover the cost of any additional services
such as the items identified below:
§
Additional Public Consultation meetings including preparation/analysis,
attendance by consultant team, facilitator, meeting reports and documentation, follow-up
with public and Council working meetings.
§
Additional analysis and modelling to evaluate municipal servicing
requirements for additional alternative growth scenarios.
§
Enhanced project reporting: including additional presentations and/or
working sessions with stakeholders and Council.
§
Field survey and data collection on site to verify and confirm the
missing information.
Any funds
remaining at the end of the project will be returned to the respective
engineering accounts for use to fund future steps in the Master Servicing Plan.
Consultant Selection
The selection of a consultant team to undertake the Master Servicing Plan for Growth Management Strategy has been conducted through a two stage process identified as (i) Request for Pre-qualification (RFQ) and (ii) Request for Proposal (RFP).
Request for Pre-qualification (RFQ)
The first phase of the selection process was the RFQ# 134-P-08, in which a public advertisement was posted on www.Biddingo.com. The RFQ process involved the pre-qualification of consultant teams based on the team qualifications, past experience with similar projects, project approach and public consultation program. Three (3) consultant teams were pre-qualified and invited to proceed to the next stage of the consultant selection with the submission of a detailed proposal.
Request for Proposal (RFP)
The RFP# 203-R-08 was issued in accordance with the Purchasing By-law 2004-341 to the three pre-qualified consultants. The Evaluation Team consisted of staff from Engineering and Purchasing reviewed the bid documents and are satisfied that all terms, conditions, bid prices and specifications comply with the Town’s requirements. The details of the RFP process are summarized below:
|
Direct electronic mail to three pre-qualified
firms |
|
|
Bids closed |
|
Bidders
Meetings Prior to Bids Closed
Two group
meetings were held with the consultant teams on
Bidders Meetings Subsequent to the Bids Closed
Three (3)
separate meetings were held with each of the three (3) consultant teams on
Proposal Submission
Proposals were received from all three pre-qualified firms and each consultant team was required to respond to the terms of reference with a comprehensive submission outlining the project team, the work plan and required fees. Accordingly, the consultant’s fees reflect each team’s interpretation of the items of work, staff resources and time required to successfully deliver the project and results in a variation in upset fee limits ranging from $ 508,134.00 to $ 680,918.30.
Evaluation of Submissions
The proposals were evaluated based on pre-established evaluation criteria as listed in the RFP: 20% Past Project Experience of Consulting Team and Qualifications of the Project Manager; 30% Project knowledge and Study Methodology; 15% Project Delivery and Schedule; 5% Quality Assurance and Safety Programs and 30% Price totalling 100%. The rank results are listed in the following table:
|
Lead Consultant |
Ranking |
Total Score |
|
Genivar Ontario Inc. |
1 |
81.4 |
|
Cole Engineering Group Ltd. |
2 |
73.4 |
|
Stantec Consulting Ltd. |
3 |
70.8 |
Consultant Selection Ranking
Genivar was
identified as the highest ranked submission, even though it is also the highest
priced consultant through the evaluation process. In comparison with the other
lead consultants’ submissions, the Genivar team demonstrated a thorough
understanding of the assignment and assembled a project team with solid technical
skills and experience and had previous master planning experience that best
matched the scope of work for the Master Servicing Plan study. Genivar’s
commitment to complete this assignment also reflected in the work hours they have
assigned to the tasks for this project.
In comparison to the other consultants’ submissions and the assignment
of the work hours to the project, Genivar has included considerable more work
hours for the project and has demonstrated a realistic assignment and
distribution of the hours to the tasks. Genivar’s previous master planning
experience will be beneficial to completing this study in a timely and
effective manner. As a result, Genivar received a considerably higher technical
score for its submission. The factors
contributing to Genivar attaining the high ranking score included,
- A comprehensive work program with
extensive work hours assigned to the project and appropriate distribution
of the time to the tasks.
- Extensive experience in project management
and study assignments of similar projects for other municipalities.
- The team is comprised of well
qualified staff and sub-consultants with skills and knowledge to complete
the Master Servicing Plan and to produce a report with high quality
recommendations.
- The project manager on the Genivar
team is also the lead project manager for the Region of York’s Water and
Wastewater Master Plan. As the lead consultant for York Region’s Water and
Wastewater Master Plan, Genivar will be able to provide a seamless
coordination with the Region on the analysis of both the Town’s and the Region’s infrastructure
and to determine the upgrade requirements for the servicing
infrastructure.
- Excellent working knowledge of the
Town’s water system including previous involvements in the Town’s water
system modelling.
- Complete understanding of the
assignment and deliverables to be provided to the Town upon completion of
the study.
- Extensive experience in the Master
Servicing Planning process.
Project Schedule
The current project schedule calls for commencement in February of 2009 and completion of the Master Servicing Plan by February of 2010. Interim reports will be generated to evaluate the capacity of the system under the current condition. The study’s milestone dates are highlighted below. However, completion of the study adhering to this schedule will be dependent on Council direction regarding growth options and identification of the preferred growth alternative for the Town, through the Growth Management Strategy process.
§ Consultant Retained for the Master Servicing Plan February 2009
§ Development Growth Alternative Provided to Consultant April 2009
§ Interim Report on Preliminary Assessment of the Existing
Servicing Systems July 2009
§
Interim Report on Preliminary
Assessment and Analysis of the
Preferred Growth Alternative
September 2009
§
Completion of the Study with
Final Report and Presentation to DSC
February 2010
FINANCIAL CONSIDERATIONS:
Funding for this project in the amount of $560,000.00 is available in 2008 Engineering Capital budget from project nos. 8124 and 8394 for Direct Growth Strategy and Thornhill Servicing Study respectively. However, due to the complexity of the works to complete the study as well as the supplementary tasks added to the scope of work, the originally established budget estimate has to be increased to cover the additional cost. An appropriate amount for contingency must also be established to cover the cost of the provisional works such as field survey and data collection, additional coordination and meetings with the stakeholders, additional growth alternatives modelling analysis, and extra growth area analysis. In addition, an internal engineering fee is being assessed to recover the cost of the staff to manage this project. The following tables provide a summary of the project cost and the additional fund required to complete the project.
|
Project Costs (exclusive of GST) |
|
|
Consultant Team
Fees |
$ 680,918.30 |
|
Contingencies |
$ 150,000.00 |
|
Internal
Engineering Fee |
$ 120,300.00 |
|
Total Project Costs (A) |
$
951,218.30 |
|
Currently
Available Funds (exclusive of GST) |
|
|
2008 Approved Capital Budget |
|
|
Directed Growth Strategy (Account
83-5399-8124-005) |
$ 336,000.00 |
|
Thornhill Servicing Study (Account
83-5399-8394-005) |
$ 224,000.00 |
|
Total Funding (B) |
$
560,000.00 |
|
Shortfall
(exclusive of GST) |
|
|
(A) –(B) |
$ (391,218.30) |
The funding shortfall ($391,218.30) is related to consultant cost
($120,918.30), staff salary recovery ($120,300.00), and contingencies
($150,000.00). In order to finance the shortfall, it is recommended that
additional funds in the amount of $391,218.30 (exclusive of GST) for Project
no. 8124 be approved and funded by Development Charges.
BUSINESS UNITS CONSULTED AND AFFECTED:
The Planning Department will provide details regarding growth
options and the preferred growth alternative selected by Council through the
Growth Management Strategy. Preparation and completion of the Master Servicing
Plan will be based on the preferred growth alternative to the satisfaction of
Council.
The Finance Department has reviewed the funding and budget
requirements and their comments have been incorporated into this report.
RECOMMENDED BY:
____________________ ________________________
Alan Brown,
C.E.T. Jim
Baird, M.C.I.P., R.P.P.
Director of