Engagement of Consultants - General Administration and Site

Supervision Services During Design/Build of Truck Loading/Odour

Control Facility and Plant-Wide Heating System,

Ashbridges Bay Treatment Plant

The Works Committee recommends the adoption of the following report (September 1, 1999) from the Commissioner of Works and Emergency Services:

Purpose:

The purpose of this report is to advise on the Request for Proposals for professional consulting services required for general administration and site supervision during the design and construction of the truck loading/odour control facility and plant-wide heating system at the Ashbridges Bay Treatment Plant to support the Toronto Biosolids Beneficial Use Program, and to obtain authorization to award the consulting services agreement to R.V. Anderson Associates Limited.

Funding Sources:

The necessary funds are available in the approved 1999-2003 Water and Wastewater Services Division Capital Works Program, Water Pollution Control, Capital Account No. C-WP160, Ashbridges Bay Treatment Plant.

Recommendations:

It is recommended that:

(1)the firm of R.V. Anderson Associates Limited be engaged to provide general administration and site supervision services during the design, construction and commissioning of the truck loading/odour control facility and plant-wide heating system at the Ashbridges Bay Treatment Plant for an amount not to exceed $1,905,980.00 including GST for a design/construction period of up to 16 months, plus a contingency allowance of $190,000.00 to cover extended services during the design and construction of the facility, at a rate not to exceed $10,000.00 per week ($5,000.00 per project) including disbursements and GST, if necessary and as 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.

Council Reference/Background/History:

By adoption of Clause No. 18 of Report No. 2 of The Works Committee, Council at its meeting of July 27, 28 and 29, 1999, granted authority to commence negotiations with and enter into an agreement with ICON Systems Limited for the design, construction and commissioning of a biosolids truck loading and odour control facility at the City's Ashbridges Bay Treatment Plant at a lump sum price of $44,332,992.97 including contingencies and GST. At the same meeting, Council also granted authority to commence negotiations with and enter into an agreement with Thorburn Penny Limited for the design, construction and commissioning of a plant-wide heating system at the Ashbridges Bay Treatment Plant at a lump sum price of $17,847,719.00 including contingencies and GST. Both projects are required as part of the City's initiative to move from incineration to 100 percent beneficial use of biosolids at the Ashbridges Bay Plant.

Accordingly, consulting services for general administration and site supervision will be required immediately to assist the City during the design, construction and commissioning of the truck loading/odour control facility and plant-wide heating system. In order to secure the necessary consulting services as expeditiously as possible, a one-stage Request for Proposals (RFP) competitive consultant selection process was issued by the Purchasing and Materials Management Division. Results of the consultant selection process are summarized below.

Comments and/or Justification:

Engagement of Consultants for General Administration and Site Supervision Services:

Six qualified consulting firms were invited to submit proposals. The RFP was also advertised on the Internet website. Of the six firms invited only two firms, R.V. Anderson Associates Limited (in association with Brown and Caldwell Engineering & Consulting, Aldworth Engineering Inc., and Gratech Information and Control Systems Inc.) and Delcan Corporation (in association with Merber Corporation) submitted proposals. As requested in the RFP, each firm's detailed written proposal included a technical proposal and a separate sealed cost proposal.

A formal consultant selection committee was struck to evaluate the proposals comprised of representatives from the Water and Wastewater Services and Technical Services Divisions of the Works and Emergency Services Department.

Both technical submissions were evaluated first independently and then jointly by members of the Consultant Selection Committee in accordance with a set of pre-established criteria. A threshold level of 75 percent of the maximum attainable score was applied as a criterion for further consideration through a review of the separate cost proposal. R.V. Anderson's technical proposal passed this threshold and their sealed cost proposal was opened and reviewed. Delcan's technical proposal did not pass the threshold, and their cost proposal envelope was not opened and was returned to Delcan.

R.V. Anderson proposed to provide the required consulting services over a period of 16 months for the total upset limit of $1,905,980.00 including disbursements and GST. Any extended services required during design and construction of the facility would be limited to a maximum rate not to exceed $10,000.00 per week ($5,000.00 per project) including disbursements and GST.

The selection committee concluded that the proposal submitted by R.V. Anderson satisfied the overall project requirements at a reasonable cost, and demonstrated an appropriate level of effort to properly address the necessary elements of the work.

The Manager, Fair Wage and Labour Trades Office, has reported favourably on the firm recommended.

A contingency allowance of $190,000.00 is also recommended to cover the cost of any extended services during design and construction, if necessary and as authorized by the Commissioner of Works and Emergency Services.

Conclusions:

The proposal submitted by R.V. Anderson Associates Limited satisfies the requirements of the City's RFP, and the fee proposal is fair and reasonable in comparison with other design/build projects of a similar scale.

It is recommended that a consulting services agreement be entered into with R.V. Anderson on such terms and conditions satisfactory to the Commissioner of Works and Emergency Services and in a form satisfactory to the City Solicitor.

Contact Name:

R.M. Pickett, P.Eng.L.A. Pagano

DirectorDirector

Water Pollution ControlPurchasing and Materials Management

Telephone: (416) 392-8230Telephone: (416) 392-7312

Fax: 416) 397-0908Fax: (416) 392-1052