CITY OF KINGSTON REPORT TO COUNCIL Report No.: 13-020 TO: FROM: RESOURCE STAFF: Mayor and Council Jim Keech, President & CEO, Utilities Kingston Mark Van Buren, Director of Engineering DATE OF MEETING: SUBJECT: Consulting Services for the Development of Right Of Way Cross Section Details and Costing Analysis (RFP-F31-PWS-EN-2012-10) EXECUTIVE SUMMARY: In 2010, the Council of the City of Kingston adopted, in principal, The Kingston Residential Intensification / New Community Design Guidelines. The guidelines contained a list of follow-up action items, one of which recommended that the City undertake a coordination study to consolidate the utilities to minimize separation distance between the elements within the right of way. After consulting with Utility companies these newly developed cross sections would then be included in the City s Subdivision Development Guidelines and Technical Standards that is used by developers and engineers to guide the design of new subdivisions. The City of Kingston received three submissions in response to a Request for Proposal (RFP) for Consulting Services for the Development of Right Of Way Cross Section Details and Costing Analysis (RFP-F31-PWS-EN-2012-10). The RFP advertised in October 2012 invited qualified proponents to provide proposals for consultant services for the development of standard road cross section detail drawings for 18m, 20m, 26m and 30m right of way and rear lanes for both residential and industrial development in urban and rural settings inclusive of placement of underground and above ground features. The RFP requested a costing analysis for construction, maintenance and replacement of same. The development of the cross section details is to be undertaken in the context of Complete Streets. In addition to the road cross section standards the City is requesting that the consultant team investigate a minimum of 10 similar Ontario municipalities for by-laws, regulations and/or policies pertaining to acceptable surface treatments (e.g. sod, plantings, decorative pavers etc.) on municipal boulevards. Council Meeting 1 5
- Page 2 - The RFP closed on October 24, 2012. Staff reviewed and evaluated the three submissions utilizing the evaluation process that was outlined in the RFP document. Staff concluded that the submission by Morrison Hershfield, which was not the lowest bidder for the work, provided the most comprehensive submission in response to the RFP. Staff is not recommending the lowest bid for this project. As per the City s purchasing policies, Council approval is required to proceed with the recommended submission. RECOMMENDATION: THAT Morrison Hershfield be awarded a contract for Consulting Services for the Development of Right Of Way Cross Section Details and Costing Analysis (RFP-F31-PWS-EN-2012-10) at the total bid price of $125,312 (HST extra); and THAT the Mayor and City Clerk be authorized to enter into the requisite contract, in a form satisfactory to the Director of Legal Services. AUTHORIZING SIGNATURES: Jim Keech, President & CEO, Utilities Kingston Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Lanie Hurdle, Community Services Denis Leger, Transportation, Properties & Emergency Services N/R N/R (N/R indicates consultation not required) Council Meeting 1 6
- Page 3 - OPTIONS/DISCUSSION: The City of Kingston Subdivision Development Guidelines and Technical Standards is a manual used by developers and design engineers to guide them through the design and construction of subdivisions being developed in the City of Kingston. Over the years the details have been altered to reflect changing needs within the utility industry, Official Plan policies, tree planting and others. In addition there is a growing interest in the design of communities with recognition for the concept of the Complete Street. In 2010 the Council of the City of Kingston adopted, in principal, The Kingston Residential Intensification / New Community Design Guidelines. Section 6.3 of these Guidelines includes Action Items specific to: road width and right of ways, on-street parking, laneways, pedestrian crossings and sidewalks. It was recommended that the city undertake a coordination study to consolidate the utilities to minimize separation distance between the elements within the right of way. The City of Kingston requested submissions from qualified consultants in response to Request for Proposal for Consulting Services for the Development of Right Of Way Cross Section Details and Costing Analysis (RFP-F31-PWS-EN-2012-10). The Request for Proposal (RFP) was for consultant services for the development of standard road cross section detail drawings for 18m, 20m, 26m and 30m right of way and rear lanes for both residential and industrial development in urban and rural settings. Surface features to be included in the cross section include but are not limited to: sidewalks, bus stops, Canada Post boxes and pads, street lights, hydrants and utility boxes, street trees and benches, cycling facilities as well as noise attention. To determine appropriate placement of street furniture the consultant will also be required to provide required offsets from residential driveways. The City was also seeking a costing analysis for construction, maintenance and replacement of same. The above noted items are to be considered in the context of Complete Streets. A Complete Street is designed for all ages, abilities, and modes of travel. On Complete Streets, safe and comfortable access for pedestrians, bicycles, transit users and the mobility-impaired is not an afterthought, but an integral planning feature. More information can be found at the following link http://completestreetsforcanada.ca/what-are-complete-streets In addition to the road cross section standards the City is requesting that the consultant team investigate a minimum of 10 similar Ontario municipalities for by-laws, regulations and/or policies pertaining to acceptable surface treatments on municipal boulevards. The consultant will prepare a summary document providing proposed amendments to the City of Kingston By- Law 2004-107, A By-Law To Protect The City s Highways From Unauthorized Encroachments. The proposed amendments will be considered by staff and, if approved by Council, be incorporated into the Subdivision Development Guidelines and Technical Standards as new surface treatment standards pertaining to boulevards on municipal right of ways. Council Meeting 1 7
- Page 4 - Again, the consultant will be completing the by-law analysis required for this project within the context of Complete Streets. Three submissions were received by the closing date of October 24, 2012. 1. Morrison Hershfield 2. Greer Galloway Group Inc. 3. CIMA The consultant submissions were evaluated by a staff committee from Engineering and Planning using the evaluation criteria outlined in the RFP and noted in the following table. Evaluation Criteria Weighting Corporate Profile/Project Team - Consulting firm background, years in business, locations and contact information 20% Consultant credentials, experience on similar projects (preferably municipal) and references Proposed Work Plan as demonstrated by: Understanding of the project goals and objectives Methodology 55% Activities Scheduling Price submission for project 20% Ontarians with Disabilities Act Adherence 5% Total 100% As per Section C of the RFP General Terms and Conditions, Clause 20, Opening Process for bids over $50,000, the pricing component and the ranking of all accepted submissions is reported to Council as follows: Consultant Rank Bid Price Submitted (using criteria in RFP) (exclusive of HST) Morrison Hershfield 1 $125,312 Greer Galloway Group Inc. 2 $21,235 CIMA 3 $160,376 In the evaluation area of Proposed Work Plan the evaluation team was looking for a submission that illustrated understanding of the project goals and objectives. The RFP was to present the method by which those goals and objectives would be attained and through scheduling, illustrate the various activities necessary to reach the desired outcomes. As can be Council Meeting 1 8
- Page 5 - seen in the above table, the Greer Galloway Group Inc. submission offered the lowest price to complete the project. When reviewing the submission the work plan did not contain the level of effort expected by the evaluation team which is reflected in the hours committed to the project. The work plan submitted by Greer Galloway Group Inc. noted 281 hours for the project by a 4 person team comprising of Engineers and Engineering Technologists and had very little content pertaining to the requirement to complete any analysis in the context of Complete Streets. In comparison, the Morrison Hershfield submission of 916 hours had an 11 member team inclusive of Engineers, Engineering Technologist, Planner, Landscape Architect and support staff and presented a comprehensive work plan. In addition the Morrison Hershfield team had direct experience with Complete Streets by partnering with the Firm D.A. Watt Consulting who assisted in the Development of a Complete Street Guide for the City of Calgary. The completeness of the proposal by Morrison Hershfield ranked them in first position for Corporate Profile/Project Team and Proposed Work Plan by all members of the evaluation team even though their submission is second for price. EXISTING POLICY/BY LAW: The selection of the consultant team for Consulting Services for the Development of Right Of Way Cross Section Details and Costing Analysis (RFP-F31-PWS-EN-2012-10) has been completed in compliance with the City of Kingston Purchasing and Procedures By-Law No. 2000-134; 2006-211. NOTICE PROVISIONS: Not applicable. ACCESSIBILITY CONSIDERATIONS: All submissions provided commentary on their awareness of, and compliance with, the Ontarians with Disabilities Act. Morrison Hershfield employees are required to participate in mandatory online training on Accessibility for Ontario s Disabilities Act, 2005 and the course Serve-Ability: Transforming Ontario s Customer Service is also required training. FINANCIAL CONSIDERATIONS: There are sufficient funds within the approved 4-year (2011-2014) capital budget for the completion of this project. CONTACTS: Mark Van Buren, Director of Engineering 613-546-4291, Ext. 3218 Kimberley Brown, Manager, Infrastructure and Development 613-546-4291, Ext. 3132 OTHER CITY OF KINGSTON STAFF CONSULTED: Dan Franco, Supervising Engineer, Engineering Department 613-546-4291, Ext. 3226 Tyler Lasko, Engineer, Public Works Services 613-546-4291, Ext. 2307 Darin Ramsay, Senior Planner, Planning and Development 613-546-4291, Ext. 1386 Council Meeting 1 9
- Page 6 - Chris Wicke, Senior Planner, Planning and Development 613-546-4291, Ext. 3242 Janis Morrison, Purchasing Coordinator, Financial Services 613-546-4291, Ext. 2229 Alan McLeod, Senior Legal Council, Legal Services 613-546-4291, Ext. 1237 Stephen Dickey, Deputy Treasurer, Financial Services 613-546-4291, Ext. 2370 EXHIBITS ATTACHED: Not applicable. Council Meeting 1 10