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Home My Public Portal About2016-12-16_Special Council_ Public_Agenda PackagePage 1 of 1 MUNICIPAL SPECIAL COUNCIL AGENDA Friday December 16, 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) 3.COMMITTEE REPORTS: 3.1 Citizens Planning Advisory Committee –November 7, 2016 –Warden Webber (Motion 2016-249 to be approved by Council) a)Staff Report prepared by Community Development Department dated December 12, 106 regarding Shipping Containers on Highway 3. b)Request for Decision –Housekeeping Amendment –Renumbering LUB Maps. 4.MATTERS ARISING: 4.1 Presentation -Employee Long Service Awards (appointment at 9:00 a.m.) 4.2 Request for Decision prepared by Director of Engineering and Public Works regarding Western Shore Wastewater Treatment Plant Improvements –Engineering Services RFP Award. 5.CORRESPONDENCE. 6.NEW BUSINESS. 7.ADJOURNMENT. APPOINTMENTS ARRANGED 9:00 a.m.Presentation –Employee Long Service Awards 2016-479 RECOMMENDATION TO SUPPORT AMENDMENTS TO VILLAGE OF CHESTER SECONDARY PLANNING STRATEGY AND LAND USE BY-LAW – SHIPPING CONTAINERS. MOVED by Trevor Hume, SECONDED by Art Backman that the Citizens Planning Advisory Committee make a recommendation to Municipal Council supporting amendments, with the amendments to l) as discussed above, to the Village of Chester Secondary Planning Strategy and Land Use By-Law, which allow shipping containers for non-residential uses, outside the Village of Chester boundary, in the highway Commercial Zone. CARRIED. MOTION FOR COUNCIL CITIZENS PLANNING ADVISORY COMMITTEE MEETING HELD ON MONDAY 7TH NOVEMBER 2016 REQUEST FOR DECISION/DIRECTION Prepared By: Matthew S. Davidson, P.Eng Date December 12, 2016 Reviewed By: Tammy S. Wilson, CAO Date December 12, 2016 Authorized By: Tammy S. Wilson, CAO Date December 12, 2016 CURRENT SITUATION On November 24th, 2016, Municipal Council approved a motion (2016-501) that approved the issuance of a Request for Proposals (RFP) for Engineering services, as detailed in the November 15, 2016 Report Western Shore WWTP Improvements – Engineering Services RFP. Furthermore, they approved an unbudgeted 2016/17 Fiscal Year expense, funded through sewer reserves, at an estimated budget of $25,000 net HST for the portion of the engineering services work to be completed prior to March 31, 2016; and approved a pre-budget (2017/18 Fiscal Year) expense for the remaining work with an estimated budget of $137,025 net HST. RECOMMENDATION It is recommended that the Municipality award the Western Shore WWTP Improvements Engineering Services, as proposed, to Hiltz & Seamone, Kentville, Nova Scotia for the amount of $ 86,525 plus HST ($90,235 Net HST). BACKGROUND Last fiscal year (FY 2015-2016), Staff with the aid of our previous Engineering Consultant, SNC Lavalin Inc, worked on the design of improvements to the aging Western Shore 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 Western Shore WWTP Improvement Project was an approved project and would receive 75% funding of the actual eligible costs incurred to a maximum of $1,598,030, net HST. 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. However, CBCL’s response was to decline to bid, citing concerns with completing a quality control review and fees associated, liability for design REPORT TO: Municipal Council SUBMITTED BY: Engineering & Public Works Department DATE: December 12, 2016 SUBJECT: Western Shore WWTP Improvements – Engineering Services RFP Award ORIGIN: 2016-2017 Capital Work Program 2 Request For Decision and specifications that are not yet finalized, and the evaluation criteria and their weighting (i.e. technical expertise is undervalued). 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. Staff followed up with Hiltz & Seamone, to confirm their understanding of the project scope, level of design effort, schedule, project specific experience, and that their cost estimate is lump sum for this project. They confirmed they understood that this project is lump sum, schedule importance, the current design is not complete and MODC requires stamped tender ready drawings and specifications. Hiltz and Seamone will accept full responsibility for the design and have included sufficient time and resources in their proposal for this task. They provided additional project experience, specifically UV disinfection upgrades at various WWTP’s, both open channel and in- line UV systems. Proponent Price (65%) Experience (35 %) Total Stantec* 0 0 0 CBCL Limited 0 0 0 Hiltz & Seamone 65.0 17.5 82.5 *Stantec has not submitted a proposal for the last two (2) projects. IMPLICATIONS Policy Procurement would follow P-04, Procurement Policy as recently amended for Engineering Services. Financial/Budgetary This project is currently funded through the Clean Water & Wastewater Fund (CWWF), receiving 75% ($1,198,523) funding from the Provincial and Federal Governments. The remaining funds will be sourced from the operating sewer reserves and long term borrowing. The project budget allotment specific to Engineering Services for this project was estimated to be $ 137,050, Net HST, based on Hiltz & Seamone’s submission ($90,235, Net HST), the project is estimated to be $46,815, Net HST under budget at this time. 3 Request For Decision 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 improvements to the Western Shore 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. Defer any decision on the matter and direct staff to bring back further information as identified by Council., ATTACHMENTS 2016-11-25_Project 6 RFP – Western Shore WWTP Improvements Project 6 –Western Shore STP Improvements Introduction: The purpose of the Request for Proposals (RFP) is to procure design review,finalize specifications and construction management services for the Western Shore WWTP Improvements.This project is funded through the Clean Water & Wastewater Funding Program,therefore,the project must be completed by March 31, 2018 to meet funding requirements. Available Information: Drawings: o 509985-0042-D-AR-DWG-0005-01_C01 o 509985-0042-D-AR-DWG-0006-01_C01 o 509985-0042-D-CI-DWG-0015-01_C01 o 509985-0042-D-CI-DWG-0016-01_C01 o 509985-0042-D-CI-DWG-0017-01_C01 o 509985-0042-D-EL-DWG-0010-01_C01 o 509985-0042-D-EL-DWG-0011-01_C01 o 509985-0042-D-EL-DWG-0012-01_C01 o 509985-0042-D-ME-DWG-0009-01_C01 o 509985-0042-D-PI-DWG-0001-01_C01 o 509985-0042-D-PI-DWG-0002-01_C01 o 509985-0042-D-ST-DWG-0007-01_C01 o 509985-0042-D-ST-DWG-0008-01_C01 o 509985-0042-D-ST-DWG-0014-01_C01 Western Shore STP Survey Draft Specifications Class B Cost Estimate CWWF funded (award letter/application (to be sent)) Project Timeline: RFP Issuance –November 25, 2016 RFP Submission –December 9, 2016 at 3pm RFP Award –December 16,2016 Design review,specifications, drawings and NSE application finalized –February 3, 2017 Construction Tender Period –February 6 to 24, 2017 Award Recommendation from Consultant –March 3, 2017 Council Award –March 9, 2017 Construction Contract Award on April, 2017 Construction Substantially completed by October 31, 2017 Project Substantially closed out by March 31, 2018 Service Description: Review and finalize WWTP design and specification Design and Tender Specifications shall be based on Standard Municipal Specifications Pre-construction geotechnical investigation Additional to be included in the tender but not yet designed –repair of existing clarifier (i.e. replacement of scraper mechanism, shaft, drive connection, energy dissipating baffle and weir trough)and back-up power generator 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 Prepare background information for applications and 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 to provide a written summary explaining their cost estimate. The summary must also demonstrate their ability and resources to complete this project as per the detailed schedule. RFP submission evaluation criteria: 90%-Cost (Lump sum, based on detailed cost estimate) 10% 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.