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Home My Public Portal About2016-11-03_Special Council_Public_Agenda PackagePage 1 of 1 MUNICIPAL SPECIAL COUNCIL AGENDA Thursday,November 3, 2016 at 8:45 a.m. Chester Municipal Council Chambers 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER. 2.MINUTES OF PREVIOUS MEETING: (None at this time) 4.MATTERS ARISING: 4.1 Request for Decision/Direction from Engineering and Public Works Department regarding Mill Cove Wastewater Treatment Plant Engineering Services RFP Award. 5.CORRESPONDENCE. 6.NEW BUSINESS. 7.ADJOURNMENT. REQUEST FOR DECISION/DIRECTION Prepared By: Matthew S. Davidson, P.Eng Date October 30, 2016 Reviewed By: Tammy S. Wilson, CAO Date October 31, 2016 Authorized By: Tammy S. Wilson, CAO Date October 31, 2016 CURRENT SITUATION On April 28th, 2016, Municipal Council approved the 2016-17 Capital and Operating Budget. The Capital Budget included the replacement of the aging Mill Cove Wastewater Treatment Plant (WWTP). The budget for this project was estimated at $1,455,000, Net HST. RECOMMENDATION It is recommended that the Municipality award the Mill Cove Engineering Services, as proposed, to Hiltz & Seamone, Kentville, Nova Scotia for the amount of $ 84, 918 plus HST. BACKGROUND Last fiscal year (FY 2015-2016), Staff with the aid of our previous Engineering Consultant, SNC Lavalin Inc, worked on the design for the replacement of the aging Mill Cove WWTP. On June 26, 2016, staff made application for Clean Water & Wastewater Funding (CWWF) based on the design and cost estimate completed last fiscal year. On August 29, 2016, Staff were informed that the Mill Cove WWTP Replacement Project was an approved project and would receive 75% funding of the actual eligible costs incurred to a maximum of $1,089,444. In order to proceed with this project, Staff must procure Engineering Services for the design review, preparation of specifications and construction management services. DISCUSSION Staff issued an RFP, which was sent to the three (3) pre-qualified consultants, of which only two (2) responded, CBCL Ltd and Hiltz & Seamone. The submissions were deemed to be completed and evaluated as per the RFP criteria (i.e. Price and Experience). CBCL Ltd’s proposal provided a thorough understanding of the project, detailed five (5) projects which of similar scope, as required, and even provided a partial critique of the design to date, listing a few issues that need to be resolved prior to tendering. The estimated budget proposed REPORT TO: Municipal Council SUBMITTED BY: Engineering & Public Works Department DATE: October 28, 2016 SUBJECT: Mill Cove WWTP Replacement – Engineering Services RFP Award ORIGIN: 2016-2017 Capital Work Program 2 Request For Decision for the project was $ 99,965 plus HST (lump sum), which includes expenses. The level of effort proposed a total of 1182 work hours ($84.57/hour). Hiltz & Seamone’s provided an understanding of the project, however they only generally mentioned two (2) similar projects, along with other examples of non-specific sewer projects. Furthermore, the pre-qualification submission did not detail any similar projects. Experience is an important factor for this project since the Municipality is under a very tight funding deadline, therefore, specific and demonstrated design and construction familiarity is important. The estimated budget proposed for the project was $58,938 plus HST, which is not lump sum and subject to increases relating to additional work effort. The level of effort proposed a total of 736 work hours ($80.07/hour). The evaluation criteria were listed in the RFP, and are summarized below with the scores, based on the proposal as submitted. Proponent Price (65%) Experience (35 %) Total CBCL Limited 19.8 35.0 54.8 Hiltz & Seamone 65.0 17.5 82.5 It is felt that the level of effort is underestimated for both the design review (i.e. 15 days or 120 hours) and construction services (i.e. 14.4 days or 144 hours) in the Hiltz & Seamone submission. The additional hours at the proposed daily rates for design and inspection would increase the budget by $9,750 and $16,230, respectively. Therefore, the staff revised project budget is estimated to be $84, 918 plus HST. It was confirmed with Hiltz & Seamone that they consider the expenses to be minimal and therefore they are included in the daily rates, however, they have not committed to the additional work as estimated by staff. The evaluation criteria were listed in the RFP, and are summarized below with the scores, based on the proposals revised by staff. Proponent Price (65%) Experience (35 %) Total CBCL Limited 53.5 35.0 88.5 Hiltz & Seamone 65.0 17.5 82.5 IMPLICATIONS Policy Procurement would follow P-04, Procurement Policy as recently amended for Engineering Services. 3 Request For Decision Financial/Budgetary This project is currently funded through the Clean Water & Wastewater Fund (CWWF), receiving 75% ($1,089,444) funding from the Provincial and Federal Governments. The remaining funds will be sourced from the operating sewer reserves and long term borrowing. Environmental N/A Strategic Plan 2. Continually improve public satisfaction with municipal services; 3. Ensure sufficient infrastructure is available to best serve our residents and businesses; Work Program Implications While the current work program did include the replacement of the Mill Cove WWTP, there has been recent additions to the work program for this fiscal year and possibly next. Therefore, staff will be preparing a report to update Municipal Council on capital projects and requesting direction on their reprioritization. OPTIONS 1. Proceed with award of RFP to the highest rated proposal, as submitted; 2. Proceed with award of RFP to the highest rated proposal, as revised by staff; 3. Defer any decision on the matter and direct staff to bring back further information as identified by Council., ATTACHMENTS 2016-10-03_Project 5 RFP – Mill Cove WWTP Project 5 –Mill Cove STP Upgrades Introduction: The purpose of the Request for Proposals (RFP) is to procure design review, preparation of specifications and construction management services for the Mill Cove STP Upgrades.This project is funded by CWWF therefore must be complete in a timely manner to meet funding requirements and complete by March 31, 2018. Available Information: Drawings A01, C01 to C06, E01 & E02 Options Analysis letter (March 3, 2016) Mill Cove STP Survey Class B Cost Estimate CWWF funded (award letter/application) Project Timeline: RFP due October 19, 2016 at 3pm Based on award of one (1) pre-qualified firm on October 21, 2016 Design review and specifications completed by November 21, 2016 Tender Period from November 28 –December 23, 2016 Construction Contract Award on January 12, 2017 Construction Substantially completed by August 31, 2017 Project Substantially closed out by March 31, 2018 Service Description: Design review of STP Draft Tender Specifications based on Standard Municipal Specifications Response to Tender queries and issuance of Addenda Tender submissions review and recommendation Project kick off meeting with contractor, as well as bi-weekly meetings complete with meeting minutes Shop drawing reviews Design intent queries Site instruction Design changes, if required Liaison with regulatory bodies (i.e. NSE) Contract administration Quality assurance program: Preconstruction –review of tender drawings and comment, attend kick off meeting, inspection of preconstruction site, testing of onsite soil liner materials; Construction –full time over sight, including testing of materials for compliance; Post construction –completion of a summarizing report, documenting all aspects of work completed and inspected, with test results. Full time inspection based on three (3) months, M-F inspection, 10 hour days Review as-built files submitted Preparation of Operation Manual Project close out with submission of all project documents to MODC Miscellaneous (i.e. mileage, meals, etc) MODC may require an insurance premium increase beyond the basic insurance required for the REI pre-qualification Proponents are asked to submit a detailed cost estimate (i.e. quantity of hours, unit rates, key personnel etc.) for each phase of this project (i.e. design, tender, construction and project close out), accompanied by a list of key personnel roles and responsibilities, any project assumptions and or limitations. Proponents are encouraged to provide a written summary explaining their cost estimate. RFP submission evaluation criteria: 65% Cost 35% Experience: Provide five (5) similar wastewater projects that work was completed from design through to project close out; and provide the project team, the team should have been involved in the projects listed The award of work is subject to budget approval.