March 9, 1998
To: Works and Utilities Committee
From: M.G. Thorne
Interim Functional Lead - Water and Waste Water
Subject: Engagement of Consultant to Provide Engineering Services for the
Rehabilitation of the North Electrical Substation at the Main Treatment Plant
Purpose:
To obtain authorization to engage a consultant to provide engineering services for the rehabilitation of the North Electrical Substation and related structures and services at the Main Treatment Plant.
Funding Sources:
Financing for the expenditure recommended herein has been previously approved by Metropolitan Council, and funds are available under Water Pollution Control Capital Account No. WP160, Main Treatment Plant.
Recommendations:
It is recommended that:
(1) the firm of MacViro Consultants Inc. be engaged to provide engineering services in connection with the rehabilitation of the North Electrical Substation and related structures and services at the Main Treatment Plant for the following estimated costs including Goods and Services Tax:
(a) for pre-design and detailed design services, an amount not to exceed $293,000.00, including G.S.T. and including a contingency allowance of $40,000.00 to cover additional work if necessary and authorized by the Commissioner of Works and Emergency Services; and
(b) for general administration and site services during construction, an amount not to exceed $259,750.00 including G.S.T. for a construction period of up to 10 months and a contingency rate not to exceed $6,550.00 per week including G.S.T. for extension of services during construction beyond a period of 10 months if necessary and authorized by the Commissioner of Works and Emergency Services; and
(2) the appropriate City Officials be directed to take the necessary action to give effect thereto.
Background:
By adoption of Clause No. 2 of Report No. 9 of The Environment and Public Space Committee on July 2, 1997 Metropolitan Council authorized further funding for continuation of the program to upgrade facilities at the Main Treatment Plant. This authorization included the North Substation upgrade at a gross estimated cost of $7,134,000.00 after Municipal Goods and Services Tax Rebate.
In order to carry out this work, the Department requires the engagement of a consulting firm to provide both preliminary and detailed design services for building rehabilitation or replacement, the removal of existing obsolete equipment and installation of new equipment, the assessment and replacement, if required, of power feeder cables, ancillary power and control systems, and related work as required. The consultant will further be required to provide services during construction including general administration, resident inspection, system integration, operating and maintenance manuals, commissioning and post-construction follow-up during the warranty period.
Discussion and Justification:
The North Substation at the Main Treatment Plant is the primary source of power to equipment within the plant. It was constructed and placed into service approximately 40 years ago. The building, transformers, electrical panels, breakers, and cables have been added to over the years, with some equipment also becoming redundant as various processes in the plant have been decommissioned. Much of the electrical equipment is obsolete and can no longer be economically maintained as parts are no longer available. The redundant equipment is to be removed; obsolete equipment is to be replaced with equipment meeting the latest standards; and the aging building structure is to be either rehabilitated or replaced to ensure building code conformance. A key component of the rehabilitation is to improve conditions in the partial basement crawl space where many high voltage cables are either buried directly in soil, or suspended from the underside of the main floor slab. This will improve the plant staff's ability to maintain these cables.
The current undertaking results from previous studies and consultant's reports which recommended renovation/replacement of the existing facility in order to maintain reliable service delivery. It is consistent with M.O.E.E. requirements to maintain the equipment within our wastewater facilities.
In order to select a consultant to assist in this work, a selection process was carried out in accordance with current policy generally as follows:
- the size of the assignment was assessed against the selection policy and the appropriate level of procedure was selected;
- a selection committee was struck including representatives from both the Water Pollution Control and Management & Technical Services Divisions of the Department;
- ten firms selected from the Department's roster lists for the type of work involved, were requested to submit "Expressions of Interest" in providing the necessary engineering services for the project. Seven responses were received and reviewed by the selection committee from which four were short listed for further consideration;
- detailed terms of reference were prepared and written proposals were requested and received from the four short listed firms. Each proposal included a technical submission and a separate sealed cost proposal;
- each technical submission was reviewed, first independently and then jointly by members of the selection committee with specific attention to each firm's response to the detailed terms of reference, and was evaluated according to a set of pre-established criteria each with a weighting factor and maximum point score;
- following detailed review and discussion of the technical submissions, the selection committee concluded that three of the four firms qualified for further consideration of their cost proposals and the other did not;
- following a preliminary review of the cost proposals, the three firms were interviewed in order to clarify and finalize the specific scope of work required and the related cost factors for same; and
- on completion of all of the above, the selection committee concluded that the proposal submitted by MacViro Consultants Inc. best met the overall project requirements, at the lowest evaluated cost, and all proponents were notified that MacViro Consultants Inc. would be recommended for award of the assignment.
The estimated cost for this consulting assignment, including Goods and Services Tax, is as follows:
i) Pre-design and detailed design services $253,000.00
ii) Contingency allowance for design 40,000.00
iii) Services during construction
(based on estimated construction period of 10 months) 259,750.00
Total Estimated Cost $552,750.00 including G.S.T.
iv) Provision for extension of services
during construction if necessary, not
to exceed an average cost of $6,550.00 per week
The assignment shall be performed in accordance with an agreement containing terms and conditions satisfactory to the Commissioner of Works and Emergency Services and the Solicitor.
Conclusions:
Following a consultant selection procedure in accordance with current corporate policy, the firm of MacViro Consultants Inc. has been selected by a consultant selection committee as best meeting the overall project requirements for engineering services to rehabilitate the North Electrical Substation at the Main Treatment Plant, and should therefore be awarded this assignment.
Contact Name and Telephone Number:
Mr. P.A. Bradley, P.Eng., Telephone No.: (416) 392-8251.
B.H. Gutteridge M.G. Thorne, P.Eng.
Commissioner of Works Interim Functional Lead
and Emergency Services Water and Waste Water
