award of request for proposal p16-01 – consulting …

COMMITTEE OF THE WHOLE MEETING

MARCH 7, 2016

REPORT #PRC-2016-06

AWARD OF REQUEST FOR PROPOSAL P16-01 – CONSULTING SERVICES, TRANS CANADA TRAIL

RECOMMENDATION

That Council receive Report PRC-2016-06;

And that the Request for Proposal P16-01 – Consulting Services for the Trans Canada Trail Phase 2b and 2d be awarded to MMM Group - WSP of Kitchener, Ontario at a cost of $99,455.00, plus applicable taxes;

And that Council approve a 15% contingency allowance in the amount of $15,000 within which the Director of Parks, Recreation and Culture or designate is authorized to approve amendments to the scope of the work;

And that the Director of Parks, Recreation and Culture or designate be authorized to proceed with the provisional items of P16-01 for Phases 1b, 3a, and 3b to MMM Group - WSP in the amount of $22,825.00, plus a 15% contingency in the amount of $3,425.00, plus applicable taxes, subject to satisfactory performance of MMM Group – WSP.

OBJECTIVE

To recommend that Proposal P16-01 Consulting Services for the Trans Canada Trail (TCT) – Phase 2b and 2d, be awarded be awarded MMM Group - WSP at a cost of $99,455.00, plus applicable taxes, and to obtain authority to use a contingency of $15,000.00 for this project.

In addition, to authorize the Director of Parks, Recreation and Culture to proceed with the provisional items of P16-01 for Phases 1b, 3a, and 3b to MMM Group - WSP in the amount of $22,825.00, plus a 15% contingency in the amount of $3,425.00, plus applicable taxes, subject to satisfactory performance of MMM Group – WSP.

BACKGROUND

At a Special Meeting dated November 9, 2015, the Committee of the Whole of Council received a TCT status report as outlined in staff report #PRC-2015-48, and Council approved the following resolution at its meeting on November 16, 2015 with respect to the future development of the Trans Canada Trail (TCT) project through New Tecumseth:

Report #PRC-2016-06, March 7, 2016

“BE IT RESOLVED THAT Report #PRC-2015-48 be received;

AND FURTHER THAT the deputations of Wayne Callan, Ian Rowe and Jim Paterson be received;

AND FURTHER THAT staff be directed to pursue Alternative 3 (Prefabricated

Bridge Replacement) for the Railway Trestle Bridge located north of 9th Line within Phase 2a of the Trans Canada Trail;

AND FURTHER THAT staff be directed to pursue Option “B” (a hybrid between use of the abandoned rail corridor and an on-road section of Sideroad 10) for the Trans Canada Trail Phase 2b, 10th Line to 10th Sideroad (WD Potato Site);

AND FURTHER THAT staff be directed to pursue Option “B” (to align the trail south on the Edward’s property) for the Trans Canada Trail Phase 2d, 13th Line to 20th Sideroad (Edwards Property);

AND FURTHER THAT staff be directed to pursue Option “A” (continue the trail through Coventry Park north to 4th Line) for Phase 3a, 4th Line to 5th Line;

AND FURTHER THAT staff be directed to pursue Option “B” (develop a new trail section parallel to the South Simcoe Heritage Railway corridor, but outside of the rail allowance, on adjacent private property) for Phase 3b, Tottenham to Beeton;

AND FURTHER THAT staff be directed to pursue Option “A” (on road use of Dayfoot Street in Beeton with a connection through the subdivision development around the storm water management pond with a connection to the trail at 9th Line) for Phase 3c, 8th Line to 9th Line in Beeton.”

The development of the TCT project is being completed in various phases as outlined in Appendix #1. Phase 1a, 1c, 2a and 2c have been completed. Staff is currently working with an engineering firm to prepare a detailed design and tendered documents for a prefabricated bridge replacement for the railway trestle bridge located north of 9th Line in Beeton, within Phase 2a. This project will be tendered in the spring 2016, subject to any unforeseen delays, and the bridge installation completed in 2016, subject to approvals from the Nottawasaga Valley Conservation Authority and the Ministry of Natural Resources and Forestry permit approvals.

Based on the above noted direction and the approval of the 2016 Capital Budget to continue developing the Trans Canada Trail (TCT), staff issued a Request for Proposal (P16-01) for consulting services for the future phases of the TCT project.

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COMMENTS AND CONSIDERATIONS

Request for Proposal P16-01 was prepared and advertised in the Alliston Herald, The Tottenham Times, the Bid Navigator-Electronic Tender Network, the New Tecumseth Free Press Online and the Town’s website.

The tender closed at 2:00 p.m. on Thursday February 5, 2016. Seven (7) proposal were received and one (1) was non-compliant.

Scope of Work for Proposal P16-01

Proposal P16-01 requested submissions for the services of a multi disciplinary consulting firm to provide design, tender documents and construction management services for the development, design and construction of the remaining portions of the Trans Canada Trail (TCT) through the Town. The firm would have experience in the implementation of multi-use trails, especially through existing urban and rural communities, and adjacent to agricultural land uses.

Expertise would include, but not be limited to landscape architecture, engineering disciples, construction supervision and management and costing. The successful firm would also be required to have access to land surveying services.

A mandatory meeting of all proponents was also held on Wednesday January 20, 2016.

The proposal was structured in a manner to give the Town flexibility to complete the construction of Phase 2b (W.D. Potato Property) and Phase 2d (Edwards Property) by the end of 2016 and assess Phases 1b, 3a and 3b for consideration in the 2017 capital budget deliberations. The proposal included two parts as follows:

Base Bid (Phase 2b and 2d)

The base bid included design services to complete:

1. Phase 2b (10th Line to Sideroad 10) based on the Council approved preferred Option “B” (a hybrid between use of the abandoned rail corridor and an on-road section of Sideroad 10) adjacent to the WD Potato site; and

2. Phase 2d (13th Line to 14th Line) based on the Council approved preferred Option “B” (to align the trail south on the Edward’s property).

Based on the Council approved preferred options for Phases 2b and 2d, priority in 2016 will be to finalize design, assessment and evaluation of the preferred alignment and costs for this portion of the trail for construction.

In addition, the priority will be to prepare tender documents to complete construction of phase 2b and 2d by the end of 2016. Staff will bring forward a report, prior to issuing tenders, at a future Committee of the Whole meeting in late spring 2016, which will

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update design development, landowner consultation, and expenditure projections, compared to the current budget allocation.

Provisional Items (Phase 1b, 3a, and 3b)

The provisional items in the proposal included the following:

1. Phase 1b – (4th Line/Mill Street to 5th Line) This section of trail between 4th Line (Mill Street) and 5th Line requires additional assessment to link the existing trail to Coventry Park and north to the 5th Line, as directed by Council at its meeting on November 16, 2015 to pursue Option A.

2. Phase 3a (5th Line to 8th Line) Currently the South Simcoe Heritage Railway (SSHR) owns the rail corridor through this portion of the town and operates a seasonal tourist rail train service between Tottenham and Beeton. This rail corridor is owned by the SSHR and is not available at this time for the development of a trail through this section of Town. Council at its meeting of November 16, 2015 directed staff to pursue Option B, develop a new trail section parallel to the South Simcoe Heritage Railway corridor, but outside of the SSHR rail allowance, on adjacent private property, for this phase of the TCT project.

The Simcoe County Transportation Master Plan, dated July 2008, as well as the Simcoe County Transportation Master Plan Update, dated October 2014 projects transportation by-passes around residential communities within New Tecumseth, including the widening of a variety of County roads, including Tottenham Road. This is identified in the County’s long term projection map (see attachment #4). The timing for the widening of Tottenham Road, north of the community of Tottenham is not confirmed at this time, and will not coincide with the timing for the Town of New Tecumseth’s plan to complete the section of the TCT, which links Tottenham to Beeton.

3. Phase 3b (8th Line to 9th Line) Through this section of Town, the former ARC is either owned by the SSHR or has been redeveloped for residential purposes resulting in no direct public lands to connect the TCT through Beeton. Council at its meeting of November 16, 2015 directed staff to pursue Option A, on road use of Dayfoot Street in Beeton, with a connection through the residential subdivision development, and around the storm water management pond, with a connection to the trail at 9th line. Dayfoot Street is scheduled for re-construction in 2016 - 2017, which may provide an opportunity to align the trail on this section of road.

An alternative option may include utilizing natural areas along the creek alignment, subject to successful negotiations with landowners and residential developers.

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No funding is currently approved for the construction of Phase 1b, 3a and 3b of the TCT project.

Phase 1b, 3a and 3b are identified as “provisional” items in this proposal and if the successful proponent is approved to proceed with the provisional items the consultants will proceed with the design assessment and evaluation of the preferred alignment and costs. It is anticipated that staff will bring forward a report on Phase 1b, 3a and 3b in September 2016 for Council’s consideration and inclusion in the 2017 capital budget deliberation process.

Landowner Consultation

The request for proposal document confirms that staff shall be solely responsible for landowner contact and consultation. Staff will consult with landowners and identify mitigation measures utilizing a similar process for the previous consultations for Phase 2a and 2c.

Evaluation of Proposals

A staff team, composed of Parks, Recreation and Culture staff as well as staff from Purchasing, evaluated each compliant proposal. The proposal evaluation (below) was based on the following criteria and weighting as identified in Proposal P16-01.

ITEM QUALIFICATION CRITERIA POINTS

1 Understanding of Project Assignments and Completeness of RFP 20 pts

2 Projects Completed of Similar Scale and Scope 10 pts

3 Experience & Qualifications of Lead Person (Project Manager) and key staff

20 pts

4 Demonstrated Experience of Consulting Team and Contract Administration

20 pts

5 Value Added 10 pts

6 Cost Proposal - Cost of Phase 2B and 2D 20 pts

OVERALL TOTAL 100 pts

Based on the above scoring criteria, and the results from the interviews, MMM Group - WSP of Kitchener, Ontario received the highest score. Staff have checked all references noted in the proposal submission of MMM Group – WSP, and all references were favorable.

Staff are seeking approval to retain MMM Group - WSP for the completion of the design, tender and construction management for Phase 2b and 2d only at this time, with

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authority to approve the provisional items identified in the proposal, subject the satisfactory performance of MMM Group - WSP in the delivery of the Phase 2b and 2d, and to the satisfaction of the Director of Parks, Recreation and Culture.

FINANCIAL CONSIDERATIONS

Council at its meeting of December 7, 2015 approved $2,057,071 in Capital Budget Sheet #2015-73/2014-102 (Attachment #2) for the Trans Canada Trail project. Attachment #3 provides a summary of the projected 2016 expenditures allocated to the 2016 approved budget. Final costs for each phase of construction for the project will be finalized through the tender process, and reported to Council at a future meeting for approval.

During design development of Phase 2b and 2d, staff will be solely responsible for consultation with landowners to identify mitigation measures based on the preferred alignment approved by Council consistent with the approach completed for Phase 2a and 2c.

Prior to issuing tenders for Phase 2b and 2d, staff will provide a further report, in late spring of 2016, which will update design development, landowner consultation and expenditure projections compared to the current budget allocation. Staff will also provide a future report providing a status on Phase 1b, 3a and 3b.

Respectfully submitted:

_________________________________

Patrick D’Almada

Director of Parks, Recreation and Culture

Attachments:

□ Attachment #1 -Trans Canada Trail Map March 7 16

□ Attachment #2 - Capital Budget Sheet 2015-73 & 2014-102

□ Attachment #3 - 2016 Current Projected Expenditures Phase 2

□ Attachment #4 - Simcoe County TMP Final Report - October 20, 2014

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Approved By: Department: Status: Mark Sirr, CPA, CMA Finance Approved - 03 Mar 2016 Brendan Holly CAO Approved - 03 Mar 2016

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Schedule ATrans Canada Trails Project -Trails Map, New Tecumseth

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0 2 41 KM1:95,000

Phase 1CInnisfil/New Tecumseth Boundary

to 14th Line/20th Sideroad intersection Completed

Phase 2D 13th Line to 14th line/20th Sideroad

Phase 2C10th Sideroad to 13th Line

Completed

Phase 2B10th Line to Sideroad 10

Phase 2A - T15-099th Line to 10th Line

Completed

Phase 1AHwy 9 to 4th Line/Mill Street

Completed

Phase 3B8th Line to 9th Line

Phase 3A5th Line to 8th Line

Phase 1B4th Line to 5th Line

!( Access Points$K Start of Trail in New Tecumseth

Town Boundary

Beeton Creek Bridge North of 9th Line

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Attachment 1

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ATTACHMENT #2

TABLE A

Trans Canada Trail Project

Financial Forecast Summary for 2016

Amount Remaining Amount Remaining

Approved Budget (Refer to Note *1) 2,057,071 2,057,071

Capital Purchases

Supplies, Materials, Printing Internal Charges 12,622 914.62

Subtotal 12,622 2,044,449 914.62 2,056,156

Consulting Services

Legal, Bridge Engineering, Other 74,758 3,222.74

Subtotal 74,758 1,969,691 3,222.74 2,052,934

P16-01 Base Bid & Disbursements 99,455.00

rounded Contingency 15% 15,000.00

Subtotal 114,455.00

HST 13% 14,879.15

HST (Rebate) -86.46% -12,864.74

116,469.41 1,853,222 0 2,052,934

P16-01 Provisional Items & Disbursements 22,825.00

rounded Contingency 15% 3,425.00

Subtotal 26,250.00

HST 13% 3,412.50

HST (Rebate) -86.46% -2,950.50

26,712.00 1,826,510 0 2,052,934

Contracted Services

Phase 2a 9th Line Bridge Construction 337,029

Phase 2b Option B Hybrid WD Potato 879,983

Phase 2d Option B Southern Re-alignment 684,317

Edwards Property

Subtotal Contracted Services (See Note #2) 1,901,329 -74,819 0 2,052,934

4,137.36 Total Actual

Note *1 Budget 2016 (new) 2015 Carryover

A+B A B

Approved Budget December 7, 2015 2,057,071 1,186,009 871,062 2015-73/2014-102 budget sheet

Note *2 - 2015 expenditures are being finalized and remaining funds will be carried forward to the 2016 capital budget.

Final costs for each phase of construction for the project will be finalized through the tender process and reported to Council

at a future meeting for approval.

Sub Total P16-01 Provisional Items (If Awarded)

Projected Costs to Complete ActualsIncludes Contingency and Net HST As of January 30, 2016 and Net HST

Sub Total P16-01 Base Bid Recommended Award

ATTACHMENT #3

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Chapter 5 Transportation Master Plan

Recommended Transportation Master Plan

July 2008 Page 5-59

Figure 5.9 - Short Term Road Improvements

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ATTACHMENT #4



July 2008 Page 5-60

Figure 5.10 - Medium Term Road Improvements

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July 2008 Page 5-61

Figure 5.11 - Long Term Road Network Improvements

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