SPECIAL PUBLIC MEETING NOTICE/ AVIS DE SÉANCE EXTRAORDINAIRE PUBLIQUE

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1 To/À : From/e : Mayor & Members of City Council/Maire et membres du Conseil municipal Barbara A. Quigley City Clerk/Greffière municipale ate : January 02, 2014 Re/Sujet : Meeting Notice/ Avis de réunion SPECIAL PUBLIC MEETING NOTICE/ AVIS E SÉANCE EXTRAORINAIRE PUBLIQUE REAING OF MEETING NOTICE Please be advised that there will be Special Public Meeting of City Council in the Council Chambers City Hall, Moncton, NB on January 0, 11: a.m. for the consideration of the following: 1. RECOMMENATION PRIVATE SESSION 1.1 Recommendation of Private Meeting ecember 09, REPORT FROM CITY MANAGER 2.1 Request for Proposal RFP # Professional Engineering Services - Ivy Road Storm Sewer Relief System 3. AJOURNMENT LECTURE E L AVIS E SÉANCE EXTRAORINAIRE PUBLIQUE Il y aura une séance extraordinaire publique du conseil municipal dans la salle du conseil, à l hôtel de ville de Moncton (NB) le janvier 11h afin d étudier le point suivant: 1. RECOMMENATION SCÉANCE À HUIS CLOS 1.1 Recommandation de la séance à huis clos le 9 décembre RAPPORT U IRECTEUR MUNICIPAL 2.1 emande de propositions RFP # Services professionnels d ingénierie - Réseau de décharge des eaux pluviales de la rue Ivy 3. CLÔTURE E LA SÉANCE Barbara A. Quigley City Clerk Greffière municipale

2 January 0, 11 : a.m./le janvier 11h SPECIAL PUBLIC MEETING SÉANCE EXTRAORINAIRE PUBLIQUE CALL TO ORER OUVERTURE E LA SÉANCE AOPTION OF AGENA APPROBATION E L ORRE U JOUR REAING OF MEETING NOTICE LECTURE E L AVIS E RÉUNION 1. RECOMMENATION PRIVATE SESSION/RECOMMENATION SCÉANCE À HUIS CLOS 1.1 Recommendation of Private Meeting ecember 09, 2013 Recommandation de la séance à huis clos le 9 décembre REPORT FROM CITY MANAGER/RAPPORT U IRECTEUR MUNICIPAL 2.1 Request for Proposal RFP # Professional Engineering Services - Ivy Road Storm Sewer Relief System emande de propositions RFP # Services professionnels d ingénierie - Réseau de décharge des eaux pluviales de la rue Ivy 3. AJOURNMENT/CLÔTURE E LA SÉANCE

3 FORMULAIRE E RAPPORT AU CONSEIL To estinataire Moncton City Council Item Question 2.1 From Expéditeur Jacques ubé, City Manager ate ecember 19, 2013 Subject Objet Presenters (if applicable) Présentateurs (le cas échéant) Meeting Réunion January, 2014 For use by Office of the City Clerk only Réservé à l usage du Bureau de la greffière Recommendation to Award Request for Proposal #RFP Professional Engineering Services - Ivy Road Storm Sewer Relief System Jack Maconald, General Manager of Engineering and Environmental Services Tanya Carter, Purchasing Manager Length of presentation (if applicable) urée de l exposé (le cas échéant) Type Public/Publique Private/à huis clos _X ISSUE / OBJET As part of the 2014 Capital Works program and 20 Capital Works program, the City of Moncton will be retaining a Consultant to design and construct the Ivy Road storm sewer relief system as identified in the Sewer System Review and Master Plan, Phase 4 Hildegard Area, dated ecember The new storm sewer will run along Ivy Road and adjacent streets and will connect to the recently built storm water detention basins. Given the magnitude of this storm sewer relief system, it was decided to have this infrastructure built in two consecutive construction seasons. It is estimated that this construction project will take approximately forty-four (44) weeks to complete; twenty-two (22) weeks per construction season. CURRENT STATUS / SITUATION ACTUELLE The purpose of this Request for Proposal was to invite submissions from qualified professional engineering firms to submit a Proposal to provide engineering services to develop the design, and oversee the construction of the Ivy Road Storm Sewer Relief project. Through the award of this RFP, it is anticipated that the design work will commence in 2014, with the construction work completed in 20. Particular emphasis was placed on the Vendor s proposed methodology and engineering schedule in the RFP s evaluation criteria. It was essential for the Proponent to demonstrate a thorough understanding of the many factors that must be given careful consideration in the design and construction management aspects of this particular professional engineering assignment. The City was also seeking a Proponent capable of offering a highly-experienced, multi-disciplinary project team, particularly with respect to the Project Manager and Field Inspector, all of whom possessed extensive experience in the design and construction of sewer upgrades. Proponents were also required to demonstrate that the project could be completed within the timeframe outlined in the RFP document.

4 FORMULAIRE E RAPPORT AU CONSEIL CURRENT STATUS / SITUATION ACTUELLE (Cont d) A total of nine (9) proposals were received in response to Request for Proposal #RFP13-1, and were evaluated on the following weighted criteria: EVALUATION CRITERIA WORK PLAN, METHOOLOGY AN SCHEULE PROJECT TEAM REFERENCES / PAST EXPERIENCE PROJECT FEES TOTAL: WEIGHT Points 3 Points 10 Points Points 100 Points Only those Proponents satisfying the requirements described in the RFP, and achieving a minimum technical score of 0 points out of a possible points received further consideration. All but two (2) firms were successful in achieving a technical score above 0%. and were tabulated accordingly. The final scores (combined technical and pricing scores) are as follows: PROPONENTS FINAL SCORE EXP Services Inc Crandall Engineering Ltd CBCL Limited.4 Amec Americas Ltd..138 Genivar Inc Gemtec Limited Hatch Mott Maconald 3. Roche Atlantic Ltd. id not achieve minimum qualifying technical score Stantec Consulting Ltd. id not achieve minimum qualifying technical score Proposals were evaluated by three (3) Project Engineers from the Engineering & Environmental Services epartment, and reviewed by the Purchasing epartment. Pricing submitted in response to this Request for Proposal ranged from approximately $282, up to approximately $408, (including 13% and estimated disbursements). The construction cost (including a contingency allowance) established for this project is approximately $ million. Where professional consulting fees normally represent 10% - % of a project s construction budget (according to industry standards), the professional fees associated with this project were expected to be in the range of $00,000 to $0,000. RECOMMENATION / RECOMMANATION 1. The recommendation of the Evaluation Committee is that Request for Proposal #RFP Professional Engineering Services Ivy Road Storm Sewer Relief System be awarded to the Proponent having received the highest overall score, being EXP Services Inc. for the total proposed price of $3,.20, including 13%. 2. It is also recommended that a Professional Engineering Services agreement be drafted, and the Mayor and City Clerk be authorized to sign said agreement and affix the Corporate Seal of the City of Moncton thereto. Council Report Form Page 2 Formulaire de rapport au conseil

5 FORMULAIRE E RAPPORT AU CONSEIL OTHER OPTIONS / AUTRES OPTIONS The engineering design work could be completed in-house; however, due to limited internal resources, it was determined that the project could not be completed in 2014/ unless the professional engineering and design services were outsourced. RISK ANALYSIS / ANALYSE E RISQUES Not awarding or delaying this RFP would jeopardize construction being completed in 20. CONSIERATIONS / ENJEUX Legal juridiques Financial financiers Environmental environnementaux Policy en matière de politiques Communication en matière de communication Stakeholders Intervenants Community Sensitivities Sensibilités communautaires Strategic Plan Plan stratégique ocuments, Maps or photos attached ocuments, cartes ou photos ci-jointes Interdepartmental Consultation Consultations interdépartementales Intergovernmental considerations Considérations intergouvernementales Subject to Council awarding this Request for Proposal, a Professional Engineering Services agreement will be prepared by the Legal epartment in conjunction with the Engineering epartment. Initial funding in the amount of $93,88.3 (net H.S.T.) for the design component of the project will be available from Capital Works account #W13C 0B. The remainder of the Engineering services (estimated in the amount of $222,2.31, including Net H.S.T.) which constitutes the tendering and construction phases, would only proceed subject to the Municipal Capital Borrowing Board s approval in early Purchasing Policies are adhered to for purchases of this nature. Residents and businesses in the Ivy Road area. Location plan attached. Proposal submissions were evaluated by three (3) members of the Engineering & Environmental Services epartment, and reviewed by the Purchasing epartment. Council Report Form Page 3 Formulaire de rapport au conseil

6 FORMULAIRE E RAPPORT AU CONSEIL Purchasing Manager Gestionnaire, Service des achats City Manager irecteur général General Manager, Engineering and Environmental Services irecteur général, ingénierie et services environnementaux Committee Chair (if required) Président(e) du comité General Manager, Legal and Legislative Services irecteur général, Services juridiques et législatifs Chief Financial Officer irecteur général, finances et services administratifs Council Report Form Page 4 Formulaire de rapport au conseil

7 G!. ± McCoy Ivy :2, Labelle Mailhot Project Boundary Kenview !C!C ( :! Barrington Acton Hemmer Jane Maywood Figure 1 - Ivy 2 Road Storm 0 Sewer Relief System Burin Hildegard Bonavista Pelton Hemmer Jane Satinwood Pasadena Barrieau Jay 4!@ 9 0 Mecca ( :! 9 Laforge 2 ± ± 29 4 Mountain Mount Pleasant Legend WATE R_NOE Abandoned Valve!2 Air Valve Bend ± Cap " Connection rain ÍB Flush Check V alve 2 V alve Valve Flush Cham ber Val ve Gate A ir Hydrant Hydrant Valve Main Valve ÍB PRV Private Hydrant Pum p Pum ping S ta tion Reducer KJReservoir Service Valve TSV TSV Hydrant Valve TSV Service Val ve Tee Transm ission Valve Unknown WATE R_M AINS PIPE SIZE <Null> 19-3/4 " - 1" 38-1." 0-2"!@!@ - 3" 100-4" 0 - " 200-8" 0-10" 0 - " 30-14" 400-1" 0 - " 00-20" 00 - " 0 - " " SE WE R_NOE &Ð Bend ± Cap 28 Abandoned Manhole Abandoned Storm Outfall Catch B asi n Com bined Manhole #* Combined Overflow ø ouble Catch Basin Flow Regul ator!c " GIS Connecti on ) Overflow Cham ber :! ( Storm Water Treatment Unit Sanitary Manhol e #* Sanitary Overflow #* Sewage Pumping Station #* Siphon Slui ce Box Storm Inlet &Ð Storm M anhole Storm O utfall Vertical Bend SE WE R_M AINS!@ Abandoned Com bined Lateral Lead Sanitary Storm CULV ERTS MNP _GasLi ne RA ILRO A NA TURAL_G AS _LINE S NB _P OWE R_L INE S NB _P OWE R_P OLE S ALIANT_M A NHO LES PARCE LS