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Home My WebLink AboutCOD-007-17Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Governance Committee Date of Meeting: April 18, 2017 Report Number: COD-007-17 File Number: CL2017-8 Resolution: GG-228-17 By-law Number: Report Subject: 2017 Pavement Rehabilitation Recommendations: 1.That Report COD-007-17 be received; 2.That Coco Paving Inc. with a total bid amount of $1,818,857.38 (Net HST Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2017- 8 be awarded the contract for the 2017 Pavement Rehabilitation as required by the Engineering Services Department; 3.That the funds required for this project in the amount of $2,070,000.00 (Net HST Rebate) which includes the construction cost of $1,818,857.38 (Net HST Rebate) costs such as inspection and contract administration, material testing, permit fees and contingencies of $251,142.62 (Net HST Rebate) be funded by the Municipality as follows: Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $ 150,000.00 4.That all interested parties listed in Report COD-007-17 and any delegations be advised of Council’s decision by the Purchasing Division. ; and Municipality of Clarington Report COD-007-17 Page 2 Report Overview To request authorization from Council to award the contract for the 2017 Pavement Rehabilitation for various locations as required by the Municipality of Clarington’s Engineering Services Department. 1. Background Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. This project relates to the 2017 Pavement Rehabilitation and involves the rehabilitation of roads at various locations (see Attachment 2 for locations). Tender CL2017-8 was issued by the Purchasing Services Division and advertised electronically on the Municipality’s website. Notification of the availability of the document was also posted on the Ontario Public Buyer’s Association website. Ten (10) companies downloaded the document. The tender closed on Friday, March 31, 2017. 2. Analysis Three (3) bids were received in response to the tender call. Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. The results were forwarded to the Engineering Services Department for their review and consideration. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2017-8. Coco Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial That the funds required for this project in the amount of $2,070,000.00 (Net HST Rebate) which includes the construction cost of $1,818,857.38 (Net HST Rebate) and other related costs such as inspection and contract administration, material testing, permit fees and contingencies of $251,142.62 (Net HST Rebate) be funded by the Municipality as follows: Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $ 150,000.00 Municipality of Clarington Report COD-007-17 Page 3 Queries with respect to the department needs should be referred to the Director of Engineering Services. 4.Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendation. 5.Conclusion It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be awarded the contract for the 2017 Pavement Rehabilitation in the amount of $1,818,857.38 (Net HST Rebate) as per the terms and conditions of Tender CL2017-8. 6.Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie Marano, H.B.Sc., CMO. Curry Clifford MPA, CMO, Director of Corporate Services Interim CAO Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 – Tabulation of Bid Summary Attachment 2 – Memo from Engineering Services MM/DF/sm (for) List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Attachment 1 to Report COD-007-17 Municipality of Clarington Summary of Bid Results Tender CL2017-8 2017 Pavement Rehabilitation BIDDER TOTAL BID (Net HST Rebate) Coco Paving Inc. $1,818,857.38 Ashland Paving Ltd. $1,978,670.34 Brennan Paving & Construction Ltd. $3,033,208.15 Attachment 2 COD-007-17 Memo The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: April 7, 2017 Subject: 2017 Pavement Rehabilitation CL2017-8 The Engineering Services Department has reviewed the submissions for CL2017-8 and offers the following comments. The work involves rehabilitation of the roads noted below. Location Scope of Work Summerlea Ct from Bruntsfield St to west end Cul de Sac Replace Asphalt Bruntsfield St from Glenabbey Dr to Bloor St Mill-Overlay Glenabbey Dr from Townline Rd S to Bruntsfield St Mill-Overlay Kingswood Dr from Edinborough Ln to Kingswood Dr Mill-Overlay Kingsview Ct from Fox Hunt Trail to west end Cul de Sac Mill-Overlay Empire Cres from Fox Hunt Trail To Fox Hunt Trail Mill-Overlay Kingsway Gt from Townline Rd to Empire Cres Mill-Overlay Energy Dr from 500m east of Holt Rd to 290m west of RR 57 Pulverize and Pave Green Rd from Concession Rd 4 to Taunton Rd Pulverize and Pave Lakeshore Rd, at Railroad Crossing, Newtonville Replace Asphalt The low bidder on this contract was Coco Paving Inc. Based on past experience with this contractor, we recommend the contract be awarded to Coco Paving Inc. in the amount of $2,019,761.04 inclusive of HST, or $1,818,857.38 net of HST rebate. A total contingency amount of approximately 8% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 3% of the construction cost, so 5% of construction costs have been carried to bring the contingency to the required 8%. Therefore, including other costs such as inspection and contract administration, material testing, permit fees, contingency and net HST costs, the Engineering Department advises of the following funding. 2017 Pavement Rehabilitation CL2017-8 Page | 6 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379 Construction Cost, Based on Low Bid (net of HST) $1,818,857.38 Other Costs (net of HST) $251,142.62 Total Project Cost $2,070,000.00 Allocated Financing Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $150,000.00 Total Allocated Financing $2,070,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/sb/nl Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services 2017 Pavement Rehabilitation CL2017-8 Page | 7 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379 2017 Pavement Rehabilitation CL2017-8 Page | 8 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 | 905-623-3379