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HomeMy WebLinkAboutCOD-017-17Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 25, 2017 Report Number: COD -017-17 Resolution: File Number: By-law Number: Report Subject: Contract Awards During Council Recess Recommendations: It is respectfully recommended that the General Government Committee recommended to Council the following: 1. That Report COD -017-17 be received for information. Municipality of Clarington Report COD -017-17 Page 2 Report Overview To report to Council on the contracts awarded during Council recess. 1. Background During periods when Council is in recess provision has been made for the approval of contract awards in order to continue with business as usual. During the summer recess of 2017 there were 7 contract awards that would normally necessitate a report to Council. 2. Comments In accordance with Purchasing By -Law 2015-022 S. 73 (2), the following contracts were awarded during Council Recess. CL2017-21, Enniskillen Park CL2017-19, Darlington Sports Centre Parking Lot Rehab CL2017-30, Mixing of Sand and Salt CL2017-28, Lake Road Rehabilitation RFP2017-8, Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment CL2017-10, Church Street Reconstruction CL2017-26, Municipal Administrative Centre Roof Replacement A copy of the recommending Purchasing Services Reports for the above noted projects are attached as Attachments. 3. Concurrence Not applicable. 4. Conclusion The actions taken by Staff as documented in the attached Report Memos be provided for Councils information. 5. Strategic Plan Application Not applicable. Municipality of Clarington Resort COD -017-17 Paae 3 Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B. Director of Corporate Services CAO Staff Contact: David Ferguson, Purchasing Manager, 2209 or dfergusonCcDclarington. net Attachments: Attachment 1 PS -004-17, Enniskillen Park Attachment 2 PS -005-17, Darlington Sports Centre Parking Lot Rehab Attachment 3 PS -007-17, Mixing of Sand and Salt Attachment 4 PS -008-17, Lake Road Rehabilitation Attachment 5 PS -009-17, Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment Attachment 6 PS -010-17, Church Street Reconstruction Attachment 7 PS -011-17, Municipal Administrative Centre Roof Replacement There are no interested parties to be advised of Council's decision. MM/DF clffftwn Attachment 1 Report Purchasing Services Date: July 26, 2017 To: Curry Clifford, Interim CAO From: David Ferguson, Manager, Purchasing Services Report #: PS -004-17 File Number: CL2017-21 Subject: Enniskillen Park Summer Recess Procedure (Purchasina By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Royalcrest Paving & Contracting Ltd. with a bid in the amount of $332,880.36 (Net HST Rebate), be awarded the contract for the work required for completion of Enniskillen Park; and 2. That the funding required to complete the project in the amount of $ 349,538.90 (Net HST Rebate) including Construction costs of $332,880.36 (Net HST Rebate) and contingency of $16,658.54 be drawn from the following accounts: Enniskillen Park 110-32-325-83401-7401 $ 299,538.90 Hydro One Grant $50,000.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -004-17 Recommended b dZ4 "" -, �' - A -'. David Ferguson,' " Manager, Purchasing S rvices Concurrence: Date -kA f'-1ai� ZL� L 1 Nancy Taylor, BBA, CPA, CA., `, ate Director of Finance/Treasurer Tony Cannell6, C.E.' Director of Engineeri Approved by_; 11--� Curry Clifford PA, Interim, C, MM\DF\sm Z -7- Date Services _ _ O Date Go' M. Marano, Director, Corporate Services Page 2 Report No: PS -004-17 1. Background Page 3 This project is for the construction of a park including pedestrian trial, playground area complete with equipment, shade shelter, park amenities and lighting in Enniskillen at the corner of Old Scugog Road and Lionel Byam Drive. Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. Tender CL2017-21 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. Sixteen (16) companies (including subcontractors) downloaded the document. The tender closed on July 19, 2017. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis Seven (7) 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, Royalcrest Paving & Contracting Ltd. be recommended for the award of contract CL2017-21. Royalcrest Paving & Contracting Ltd. has successfully completed work for the Municipality in the past. 3. Financial The funding required to complete the project in the amount of $ 349,538.90 (Net HST Rebate) including Construction costs of $332,880.36 (Net HST Rebate) and contingency of $16,658.54 be drawn from the following accounts: Enniskillen Park 110-32-325-83401-7401 $ 299,538.90 Hydro One Grant $50,000.00 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Engineering Services. Report No: PS -004-17 4. Conclusion Page 4 It is respectfully recommended that Royalcrest Paving & Contracting Ltd. being the lowest compliant bid be awarded the contract for work required for Enniskillen Park in the amount of $332,880.36 (Net HST Rebate) as per the terms, conditions and specifications of Tender CL2017-21. Attachments: Attachment 1 — Bid Tabulation Report No: PS -004-17_ _ _ Page 5 Attachment #1 Municipality of Clarington Summary of Bid Results Purchasing By -Law No. 2015-022 Page 15 (3) Ontario's Discriminatory Business Practices Act, R.S.O. 1990, c.D.12 has been established to prevent discrimination in Ontario on the grounds of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical location of persons employed in or engaging in business. Accordingly, other than as noted in subsection (2), preference to a Local Bid or a Regional Bid shall not be given. Approval Limits and Reporting (Excluding Consulting and Professional Services) C?. The Purchasing Manager shall submit to the Department Head an analysis listing all Quotations and Proposals received with a recommendation for the Department Head's approval if the Cost of the Goods and/or Services does not exceed $100,000. 71. After consulting with the Department Head, the Purchasing Manager shall prepare a report to the CAO for approval if the Cost of the Goods and/or Services does not exceed $250,000. 72. The Purchasing Manager shall prepare a recommendation report to Committee if the Cost of the Goods and/or Services exceeds $250,000. Council Recess Procedures 73. (1) Notwithstanding section 72, where a matter which would have otherwise been submitted to Committee requires approval during any of Council's recesses, including elections, the CAO shall be authorized to award the Contract if the Treasurer is of the opinion that the price is reasonably reflective of the approved budget allocation and/or is part of the normal operating responsibility of the Department. (2) The Purchasing Manager shall report all Contracts awarded under subsection (1) to Committee as soon as possible after the conclusion of the recess. (3) Council shall not vary any action or decision of the Contract awards made in accordance with this section. Consulting and Professional Services (Excluding Schedule "A" Exemptions) , .4,E 74. Where it is estimated that the Cost of Consulting and Professional Services will be less than $30,000, the Department may obtain the services directly without issuing a Bid Solicitation. oma, 75. Where it is estimated that the Cost of Consulting and Professional Services will be more than $30,000, the Purchasing Manager shall issue an RFP and, in consultation with the Department Head, shall submit a report to Committee providing a recommendation for award. 7 An external consultant who has entered into a Contract for consulting services for a particular phase of a project, may be deemed to have a conflict of interest and be disqualified from submitting a Bid on a later phase of consulting services for the same project. Any issue as to whether there is a conflict of interest shall be determined by the Purchasing Manager in consultation with the Department Head. This section shall not apply where a consultant has been requested to provide a budget estimate or general review and estimate for a potential Acquisition. ciffftwil Date: August 8, 2017 Attachment 2 Report Purchasing Services To: Curry Clifford, Interim CAO From: David Ferguson, Manager, Purchasing Services Report #: PS -005-17 File Number: CL2017-19 Subject: Darlington Sports Centre Parking Lot Rehab Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Coco Paving with a bid in the amount of $ 249,612.50 (Net HST Rebate), be awarded the contract for the work required for completion of Darlington Sports Centre Parking Lot; and 2. That the funding required to complete the project in the amount of $283,000.00 (Net HST Rebate) including Construction costs of $249,612.50 (Net HST Rebate) material testing and contingency of $33,387.50 be drawn from the following account: Darlington Sports Centre Parking Lot 110-32-327-84267-7401 $ 283,000.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -005-17 Recommended by: David Ferguson, { Manager, Purchasing S rvices Concurrence: �� '/ �- (16�-"- ;oq Nancy aylor, BBA, CPA, CA., Director of Finance/Treasurer Tony Cannella, C.E.T. Director of Engineering Services Approved by: Curry C ' ord, MPA, CMO Interi , CAO MM\DF\sm cc: M. Marano, Director, Corporate Services Page 2 Date X17 Date Ab z IZ) ZO 1`7 Date /,A Date Report No: PS -005-17 1. Background Page 3 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. Tender CL2017-19 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. Nineteen (19) companies (including subcontractors) downloaded the document. The tender closed on August 1, 2017. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis Eight (8) 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 be recommended for the award of contract CL2017-19. Coco Paving has successfully completed work for the Municipality in the past. 3. Financial The funding required to complete the project in the amount of $283,000.00 (Net HST Rebate) including Construction costs of $249,612.50 (Net HST Rebate), material testing and contingency of $33,387.50 be drawn from the following account: Darlington Sports Centre Parking Lot 110-32-327-84267-7401 $ 283,000.00 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Engineering Services. Report No: PS -005-17 4. Conclusion Page 4 It is respectfully recommended that Coco Paving being the lowest compliant bid be awarded the contract for work required for Darlington Sports Centre Parking Lot in the amount of $249,612.50 (Net HST Rebate) as per the terms, conditions and specifications of Tender CL2017-19. Attachments: Attachment 1 — Bid Tabulation Report No: PS -005-17 Attachment #1 Municipality of Clarington Summary of Bid Results Page 5 CL2017-19 Darlington Sports Centre Parking Lot Rehab BIDDER TOTAL BID (Including HST) TOTAL BID (Net HST Rebate) Coco Paving Inc. $277,183.69 $249,612.50 Onsite Contracting Inc. $291,539.72 $262,540.55 C. Aurora Paving Ltd. $339,654.27, $305,869.19 Dig -Con International Limited Blackstone Paving & Construction Limited $357,405.43 $321,854.68 $390,086.17 $351,284.68 CSL Group Ltd. 1 $394,489.22 $355,249.76 Melrose Paving Co. Ltd. Trison Contracting Inc. $398,463.14 $358,828.40 $455,657.81 $410,333.97 Purchasing By -Law No. 2015-022 _ Page 15_ (3) Ontario's Discriminatory Business Practices Act, R. S. 0. 1990, c. D.12 has been established to prevent discrimination in Ontario on the grounds of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical location of persons employed in or engaging in business. Accordingly, other than as noted in subsection (2), preference to a Local Bid or a Regional Bid shall not be given. Approval Limits and Reporting (Excluding Consulting and Professional Services) Y0. The Purchasing Manager shall submit to the Department Head an analysis listing all Quotations and Proposals received with a recommendation for the Department Head's approval if the Cost of the Goods and/or Services does not exceed $100,000. 7 1 After consulting with the Department Head, the Purchasing Manager shall prepare a report to the CAO for approval if the Cost of the Goods and/or Services does not exceed: $250,000. 72 The Purchasing Manager shall prepare a recommendation report to Committee if the Cost of the Goods and/or Services exceeds $250,000. Council Recess Procedures 73. (1) Notwithstanding section 72, where a matter which would have otherwise been submitted to Committee requires approval during any of Council's recesses, including elections, the CAO shall be authorized to award the Contract if the Treasurer is of the opinion that the price is reasonably reflective of the approved budget allocation and/or is part of the normal operating responsibility of the Department. (2) The Purchasing Manager shall report all Contracts awarded under subsection (1) to Committee as soon as possible after the conclusion of the recess. i (3) Council shall not vary any action or decision of the Contract awards made in accordance with this section. Consulting and Professional Services (Excluding Schedule "A" Exemptions) 74. Where it is estimated that the Cost of Consulting and Professional Services will be less than*, - $30,000, the Department may obtain the services directly without issuing a Bid Solicitation. 0�' . 75 Where it is estimated that the Cost of Consulting and Professional Services will be more than $30,000, the Purchasing Manager shall issue an RFP and, in consultation with the Department Head, shall submit a report to Committee providing a recommendation for award. 75. An external consultant who has entered into a Contract for consulting services for a particular phase of a project, may be deemed to have a conflict of interest and be disqualified from submitting a Bid on a later phase of consulting services for the same project. Any issue as to whether there is a conflict of interest shall be determined by the Purchasing Manager in consultation with the Department Head. This section shall not apply where a consultant has been requested to provide a budget estimate or general review and estimate for a potential Acquisition. ciffbooff Attachment 3 Report Purchasing Services Date: August 21, 2017 To: Andrew Allison, CAO From: David Ferguson, Manager, Purchasing Services Report #: PS -007-17 File Number: CL2017-30 Subject: Mixing of Sand and Salt Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Miller Paving Inc. with a total bid in the amount of $144,931.68 (Net HST Rebate), be awarded the contract for the work required for completion of Mixing Sand and Salt.; 2. That the funding required to complete the contract be drawn from the following account: Winter Control/Mtnce-Plow/Sand/Salt /Misc. 100-36-383-10300-7112 3. That pending satisfactory service and pricing that the Purchasing Manager be authorized to extend the contract for up to two (2) additional one (1) year terms. Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -007-17 Recommended by: f David Ferguson, Manager, Purchasin Services Concurrence: Fred He Director Approved by: Andr w Alliion, B. Comm., LLB. Chief Administrative Officer MM\DF\sm cc: M. Marano, Director, Corporate Services Date ate N Z' 3 Date Page 2 Report No: PS -007-17 1. Background Page 3 Tender specifications were prepared by the Operations Department and provided to the Purchasing Services Division. Tender CL2017-30 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the tender document was also posted on the Ontario Public Buyer's Association website. Four (4) companies downloaded the document. The tender closed on August 17, 2017. 2. Analysis Two (2) 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 Operations Services Department for their review and consideration. After review and analysis of the submissions by the Operations Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Miller Paving Inc. be recommended for the award of contract CL2017-30. Miller Paving Inc. has successfully completed work for the Municipality in the past. The annual cost is $48,310.56 Net HST Rebate. The initial contract term is three years and therefore the estimated value of the contact over the three years is $144,931.68 Net HST Rebate. The pricing received is firm for the initial three year contract. The Municipality has the option to extend the contract for up to two (2) additional one (1) year terms pending satisfactory pricing and service. 3. Financial The funding required to complete the contract be drawn from the following account: Winter Control/Mtnce-Sand/Salt Mix 100-36-383-10300-7112 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Operations Services. Report No: PS -007-17 4. Conclusion Page 4 It is respectfully recommended that Miller Paving Inc. being the lowest compliant bid be awarded the contract for work required for Mixing Sand and Salt as per the terms, conditions and specifications of Tender CL2017-30. Attachments: Attachment 1 — Bid Tabulation Report No: PS -007-17 Attachment #1 Municipality of Clarington Summary of Bid Results CL2O17-30 Mixing Sand and Salt Page 5 BIDDER TOTAL BID for TOTAL BID for Three Year Tenn Three Year Term (including HST) (Net of HST Rebate) Miller Paving Ltd. $160,940.25 $144,931.68 Da -Lee Dust Control $188,145.00 $169,430.40 ciffftwil Date: August 31, 2017 Attachment 4 Report Purchasing Services To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -008-17 File Number: CL2017-28 Subject: Lake Road Rehabilitation Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: That Coco Paving with a bid in the amount of $ 669,542.03 (net HST Rebate), be awarded the contract for the Lake Road Rehabilitation project; 2 That the funding required to complete the project in the amount of $803,000.00 (net HST Rebate) including Construction costs of $669,542.03 (net HST Rebate), design, permit fees, inspection and contract administration, material testing, and contingency of $133,457.97 be drawn from the following account: Pavement Rehabilitation 110-32-330-83212-7401 $ 803,000.00 3 That pending MTO approval and the securing of funding from the developer, the provisional item for the inclusion of the construction of a northbound right turn lane on Liberty St at Lake Road be included as part of the contract. Funding required to complete this work is $142,000.00 (including HST) which includes $115,953.93 (including HST) construction costs, design, permit fees, inspection and contract administration, material testing, contingency of $26,046.07 (including HST). Funding would be drawn from the following account: Developer Contribution 100-32-130-00000-1010 $142,000.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -008-17 Recommended by: David Ferguson, Manager, Purchasing%Services Concurrence- � . , n _ 'I' Ok Nan y Taylor, BBA, CPA, CA. Director of Finance/Treasurer Tony Cannella, C.E.T. Director of Engineering Services Approved b Andre Allisbn, B. Comm., LLB. Chief Administrative Officer MM\DF\sm CC' M. Marano, Director, Corporate Services Page 2 zuI �- Date AL'-SLV-6-� 3 ( \ a 0 ~+ Date 4-T4.� -- ' Date S1 2 i /�" 3 l r Date Report No: PS -008-17 1. Background Page 3 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. Tender CL2017-28 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. Twelve (12) companies (including subcontractors) downloaded the document. The tender closed on August 23, 2017. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis Seven (7) 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 be recommended for the award of contract CL2017-28. Coco Paving has successfully completed work for the Municipality in the past. 3. Financial That the funding required to complete the project in the amount of $803,000.00 (net HST Rebate) including Construction costs of $669,542.03 (net HST Rebate), design, permit fees, inspection and contract administration, material testing, and contingency costs of $133,457.97 is in the budget allocation as provided and will be drawn from the following account: Pavement Rehabilitation 110-32-330-83212-7401 $ 803,000.00 Should MTO approval be received and the required funds secured from the developer, the provisional item for the inclusion the construction of a northbound right turn lane on Liberty St at Lake Road will be included as part of the contract. Funding required to complete this work is $142,000.00 (including HST) which includes $115,953.93 (including HST) construction costs, design, permit fees, inspection and contract administration, material testing, contingency of $26,046.07 (including HST). Funding would be drawn from the following account: Developer Contribution 100-32-130-00000-1010 $142,000.00 Report No: PS -008-17 Page 4 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion It is respectfully recommended that Coco Paving being the lowest compliant bid be awarded the contract for work required for Lake Road Rehabilitation in the amount of $669,542.03 (net HST Rebate) as per the terms, conditions and specifications of Tender CL2017-28. Attachments: Attachment 1 — Bid Tabulation Report No: PS -008-17 Attachment #1 Municipality of Clarington Summary of Bid Results CL2O17-28 Lake Road Rehabilitation BIDDER Coco Paving Inc. _ Elirpa Construction _ Montgomery MacEwen Contracting Dave Boyle Excavating Ltd. Blackstone Paving & Construction Limited Ashland Paving Ltd. Brennan Paving & Construction Inc. TOTAL BID (Including HST) $859,450.88 $942,249.82 $947,375.95 $1,107,168.24 $1,187,870.01 $1,134,556.91 $1,572,362.18 Page 5 TOTAL BID * (Blended HST) _ $785,701.73 $862,207.98 $868,237.16 $1,012,022.92 $1,090,076.40 $1,150,485.68 $1,631,153.04 *Note: The Total Bid — Blended HST value includes the Municipality's portion as ^yell as the provisional item. Blended HST includes the non-recoverable portion of the HST for the Municipality's share as well as the full 13% HST for the Developer's share of the project. '' • ligtOn Memo 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: August 30, 2017 Subject: Lake Road Rehabilitation CL2017-28 The Engineering Services Department has reviewed the submissions for CL2017-28 and offers the following comments. The project is located on Lake Road between Liberty St and Port Darlington Rd. The scope of work includes replacement of the road base and asphalt, and improvements to the ditches. The tender includes a provisional section for the construction of a northbound right turn lane on Liberty St at Lake Rd. Construction of the turn lane is a requirement under the conditions of draft approval for the Lakebreeze subdivision and was included with this tender to reduce costs and limit the disturbance to traffic. At this time, Ministry of Transportation approval for construction of the turn lane has not been received. The subdivision agreement and securities from the developer have not been finalized. We recommend awarding the contract for Lake Rd Rehabilitation without the provisional section for the turn lane. Should the permit and securities be obtained with sufficient time to complete the work, we recommend that the PO be revised to include the provisional section. 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 $743,496.95 inclusive of HST, or $669,542.03 net of HST rebate. This amount does not include the provisional section for the turn lane required for the development. Subject to MTO's approval and the necessary funding received from the developer, the PO will be increased to reflect the provisional section as shown in the table below. _...- . _.. - The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Lake Road Rehabilitation CL2017-28 Page 13 Regards Rw Al br i0t.-P. >�Pg- Assistant Director, Engineering Services RA/sb/nl Pc:, Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services J., The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON Ll C 3A6 1905-623-3379 .,_J Lake Road Rehabilitation CL2017-28 Page 12 Including other costs such as design, permit fees, inspection and contract administration, material testing, contingency and net HST costs, the Engineering Department advises of the following funding. Construction Cost, Based on Low Bid (net of HST) Other Costs (net of HST) Total Project Cost Allocated Financing Pavement Rehabilitation 110-32-330-83212-7401 (2017) Total Allocated Financing $669,542.03 $133,457.97 $803,000.00 $803,000.00 $803,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). If MTO approval and funding from the developer are secured, the PO would be amended to include the following additional amounts. Construction Cost, Based on Low Bid (Incl 13% HST) Other Costs (Incl 13% HST) Total Project Cost Allocated Financing Developer Contribution 100-32-330-x-1010 Total Allocated Financing for provisional section $115,953.93 $26,046.07 $142,000.00 $142,000.00 $142,000.00 i 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. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 ciffiflooln Date: August 29, 2017 Attachment 5 Report Purchasing Services To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -009-17 File Number: RFP2017-8 Subject: Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: That a contract for Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment be awarded, subject to satisfactory reference check, to Moon -Matz Ltd. in the amount of $63,966.33 (Net HST Rebate); and 2. That the funding required to complete the project in the amount of $63,966.33 (Net HST Rebate) be drawn from: RRC Capital Improvement —Arena Floor Account # 110-42-421-84256-7401 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -009-17 Recommender: David Ferguson, Date Manager, Purchasing Services Concurrence: Page 2 d 1-7 Nancy Taylor, BBA, CPA, CA., Date Dire�or of Finance/Treasurer Caruana of Community Services Approved by. A dre Allison, B. Comm., Chief Administrative Officer MM\DF LLB. c M. Marano, Director, Corporate Services d 7 L,,) -i'7 D to DatO Report No: PS -009-17 1. Background Page 3 A Request for Proposal (RFP) was drafted by the Community Services Department and the Purchasing Services Division for Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment. RFP2017-8 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. The RFP was structured as a price - based two envelope system. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Twelve (12) companies downloaded the document. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis The RFP allowed interested companies to attend a non -mandatory pre -submission information meeting. The intent of the meeting was for staff to give an overview of the procurement process, to allow companies to view the site and an opportunity to ask questions. The RFP closed on August 14, 2017. Three (3) submissions were received by the closing date and time and all three (3) submissions were deemed compliant. Each submission consisted of a comprehensive proposal addressing issues contained in the RFP document including but not limited to: • Proponent information • Project Team • Project understanding and approach • Methodology of project deliverables • Project schedule • Accessibility The submissions were reviewed and scored in accordance with the established criteria as outlined in the RFP by an evaluation team consisting of staff from the Community Services Department and the Purchasing Services Department. Report No: PS -009-17 Page 4 Upon completion of the evaluation, only the submission from Moon -Matz Ltd met the established passing threshold of 85%, allowing them to move on to the next stage. The evaluation committee agreed that no presentation was required to provide further clarification regarding the proposal from Moon -Matz Ltd. The pricing envelope for Moon -Matz Ltd. was opened and verified and in keeping with the terms of the RFP, the evaluation committee's recommendation is to award the contract to Moon -Matz Ltd subject to a satisfactory reference check. 3. Financial The funding required to complete the project in the amount of $ $63,966.33 (Net HST Rebate) is in the budget allocation as provided and will be drawn from: RRC Capital Improvement —Arena Floor Account # 110-42-421-84256-7401 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Community Services. 4. Conclusion It is respectfully recommended that Moon -Matz Ltd. being the bidder meeting our threshold and demonstrating the lowest overall cost be awarded the contract for Professional Services for Garnet B. Rickard Recreation Complex Pad A Arena Floor Replacement and Metal Roof Refurbishment as per the terms, conditions and specifications of RFP2017-8. Purchasing By -Law No. 2015-022 Page 15 ~i r (3) Ontario's Discriminatory Business Practices Act, R. S. 0. 1990, c. D.12 has been established to prevent discrimination in Ontario on the grounds of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical location of persons employed in or engaging in business. Accordingly, other than as noted in subsection (2), preference to a Local Bid or a Regional Bid shall not be given. Approval Limits and Reporting (Excluding Consulting and Professional Services) 70. The Purchasing Manager shall submit to the Department Head an analysis listing all Quotations and Proposals received with a recommendation for the Department Head's approval if the Cost of the Goods and/or Services does not exceed $100,000. 71. After consulting with the Department Head, the Purchasing Manager shall prepare a report to the CAO for approval if the Cost of the Goods and/or Services does not exceed $250,000. 72. The Purchasing Manager shall prepare a recommendation report to Committee if the Cost of the Goods and/or Services exceeds $250,000. Council Recess Procedures 73. (1) Notwithstanding section 72, where a matter which would have otherwise been submitted to Committee requires approval during any of Council's recesses, including elections, the CAO shall be authorized to award the Contract if the Treasurer is of the opinion that the price is reasonably reflective of the approved budget allocation and/or is part of the normal operating responsibility of the DepartmOht. (2) The Purchasing Manager shall report all Contracts awarded under subsection (1) to Committee as soon as possible after the conclusion of the recess. (3) Council shall not vary any action or decision of the Contract awards made in accordance with this section. Consulting and Professional Services (Excluding Schedule "A" Exemptions) r 74. Where it is estimated that the Cost of Consulting and Professional Services will be less than— $30,000, the Department may obtain the services directly without issuing a Bid Solicitation. �vw.� 75. Where it is estimated that the Cost of Consulting and Professional Services will be more than $30,000, the Purchasing Manager shall issue an RFP and, in consultation with the Department Head, shall submit a report to Committee providing a recommendation for award. r 0. An external consultant who has entered into a Contract for consulting services for a particular phase of a project, may be deemed to have a conflict of interest and be disqualified from submitting a Bid on a later phase of consulting services for the same project. Any issue as to whether there is a conflict of interest shall be determined by the Purchasing Manager in consultation with the Department Head. This section shall not apply where a consultant has been requested to provide a budget estimate or general review and estimate for a potential Acquisition. clubooil Attachment 6 Report Purchasing Services Date: August 31, 2017 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -010-17 File Number: CL2017-10 Subject: Church Street Reconstruction Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Dave Boyle Excavating with a bid in the amount of $ 396,426.84 (net HST Rebate), be awarded the contract for the Church Street Reconstruction project; and 2. That the funding required to complete the project in the amount of $489,500.00 (net HST Rebate) including Construction costs of $396,426.84 (net HST Rebate) design, utility daylighting, inspection and contract administration, material testing and contingency costs of $93,073.16 (net HST Rebate) be drawn from the following accounts: Church Street Reconstruction 110-32-330-83211-7401 Pavement Rehabilitation 110-32-330-83212-7401 $ 355,000.00 $ 134,500.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -010-17 Recommended bv: Page 2 s � l //&c David Ferguson, i Date Manager, Purchasing Services Concurrence: 1.Ae � 0 . Nancy Taylor, BBA, CPA, CA. U Date Director of Finance/Treasurer Tony Gannella, C.E.T. Director of Engineering Services Approved by- zxc� - Ar-ArewOAllison, B. Comm., LLB. Chief Administrative Officer MM\DF\sm cc: M. Marano, Director, Corporate Services 4u,,-,� 3 / Date Ac 3 ( // z Date Report No: PS -010-17 Page 3 Background Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. Tender CL2017-10 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. Seventeen (17) companies (including subcontractors) downloaded the document. The tender closed on August 25, 2017. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis Five (5) 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, Dave Boyle Excavating be recommended for the award of contract CL2017-10. Dave Boyle Excavating has successfully completed work for the Municipality in the past. 3. Financial The funding required to complete the project in the amount of $489,500.00 (net HST Rebate) including Construction costs of $396,426.84 (net HST Rebate) design, utility daylighting, inspection and contract administration, material testing and contingency costs of $93,073.16 (net HST Rebate) is in the budget allocation as provided and will be drawn from the following accounts: Church Street Reconstruction 110-32-330-83211-7401 $ 355,000.00 Pavement Rehabilitation 110-32-330-83212-7401 $ 134,500.00 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Engineering Services. ort No: PS -010-17 4. Conclusion Page 4 It is respectfully recommended that Dave Boyle Excavating being the lowest compliant bid be awarded the contract for the Church Street Reconstruction project in the amount of $396,426.84 (net HST Rebate) as per the terms, conditions and specifications of Tender CL2017-10. Attachments: Attachment 1 — Bid Tabulation Report No: PS -010-17 Page 5 Attachment #1 Municipality of Clarington Summary of Bid Results CL2017-10 Church Street Reconstruction BIDDER TOTAL BID (Including HST) TOTAL BID (net HST Rebate) Dave Boyle Excavating _ Coco Paving Inc. $440,214.55 $396,426.84 $480,711.12 $432,895.25 Elirpa Construction & Materials Ltd. _ Dig -Con International $496,042.19 $446,701.36 $570,408.36 $513,670.40 Brennan Paving & Construction Ltd. $1,075,253.20 $968,298.81 Purchasing By -Law No. 2015-022 Page 15 (3) Ontario's Discriminatory Business Practices Act, R.S.O. 1990, c.D.12 has been established to prevent discrimination in Ontario on the grounds of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical location of persons employed in or engaging in business. Accordingly, other than as noted in subsection (2), preference to a Local Bid or a Regional Bid shall not be given. Approval Limits and Reporting (Excluding Consulting and Professional Services) 70. The Purchasing Manager shall submit to the Department Head an analysis listing all Quotations and Proposals received with a recommendation for the Department Head's approval if the Cost of the Goods and/or Services does not exceed $100,000. 71. After consulting with the Department Head, the Purchasing Manager shall prepare a report to the CAO for approval if the Cost of the Goods and/or Services does not exceed $250,000. 72. The Purchasing Manager shall prepare a recommendation report to Committee if the Cost of the Goods and/or Services exceeds $250,000. Council Recess Procedures 73. (1) Notwithstanding section 72, where a matter which would have otherwise been submitted to Comm Mee requl res approval during any of Council's recesses, including elections, the CAO shall be authorized to award the Contract if the Treasurer is c)f the opinion that the price is reasonably reflective of the approved budget allocation and/or is: "D part of the normal operating responsibility of the Department. (2) The Purchasing Manager shall report all Contracts awarded under subsection (1) to Committee as soon as possible after the conclusion of the recess. (3) Council shall not vary any action or decision of the Contract awards made in accordance with this section. Consulting and Professional Services (Excluding Schedule "A" Exemptions) 74. Where it is estimated that the Cost of Consulting and Professional Services will be less than— $30,000, the Department may obtain the services directly without issuing a Bid Solicitation., f 75. Where it is estimated that the Cost of Consulting and Professional Services will be more than $30,000, the Purchasing Manager shall issue an RFP and, in consultation with the Department Head, shall submit a report to Committee providing a recommendation for award. 76. An external consultant who has entered into a Contract for consulting services for a particular phase of a project, may be deemed to have a conflict of interest and be disqualified from submitting a Bid on a later phase of consulting services for the same project. Any issue as to whether there is a conflict of interest shall be determined by the Purchasing Manager in consultation with the Department Head. This section shall not apply where a consultant has been requested to provide a budget estimate or general review and estimate for a potential Acquisition. claboon Date: To: From: September 1, 2017 Attachment 7 Report Purchasing Services Andrew Allison, Chief Administrative Officer David Ferguson, Manager, Purchasing Services Report #: PS -011-17 File Number: CL2017-26 Subject: Municipal Administrative Centre Roof Replacement Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Triumph Roofing with a total bid in the amount of $333,772.80 (Net HST Rebate), being the lowest compliant bidder be awarded the contract for the Municipal Administrative Centre Roof Replacement; and 2. That the Director of Finance/Treasurer be authorized to include this Municipal Administrative Centre roof replacement project when making the application to the Region of Durham for a debenture in the amount of approximately $1,300,000 as identified in the 2017 Capital Budget; and 3. That the funding required to complete this project in the amount of $333,772.80 (Net HST Rebate) be drawn from the following account: MAC Improvements 110-36-370-83601-7401 $333,772.80 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -011-17 Recommended by: David Ferguson, Manager, Purchasing ervices Concurrence: cllu- A�� Na cy Taylor, BBA, CPA, CA. Director of FinancelTreasurer Fred H rvarth, Director of Operations Approved b . Andr Allis n, B. Comm., LLB. Chief Administrative Officer MM\DF\br cc; M. Marano, Director, Corporate Services Page 2 Date Date I1 a0l 7 - Date Date Report No: PS -011-17 Page 3 1. Background Tender specifications were prepared by the Operations Department and the Purchasing Services Division for the Municipal Administrative Centre Roof Replacement. Tender CL2017-26 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the tender document was also posted on the Ontario Public Buyer's Association website. Twenty-one (21) companies downloaded the document. The tender closed on August 9, 2017. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis Seven (7) bids were received in response to the tender call. Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All bid submissions were deemed compliant. The results were forwarded to the Operations Department for their review and consideration. After further review of the submissions and due to budgetary constraints, the Municipality exercised its authority under the terms and conditions of the bid document to decrease the scope by 25% and add provisional items. Once the analysis was complete, Triumph Roofing remained the low bid with a revised bid price of $333,772.80 (Net of HST). It was mutually agreed that the low bidder, Triumph Roofing be recommended for the award of contract CL2017-26. References provided by Triumph Roofing were returned with satisfactory responses. 3. Financial The funding required to complete the project, in the amount of $333,772.80 (Net HST Rebate) is in the budget allocation as provided and will be drawn from the following account: MAC Improvements 110-36-370-83601-7401 Funding for this project was included under the Municipal Administrative Centre Improvements project approved by Council in the 2017 Capital Budget for a total of $1,296,809 to be financed by debentures. The Municipal Administrative Centre Improvements project includes professional fees, main boiler replacement, roof Report No: PS -011-17 Page 4 replacement, curtain wall, accessibility improvements, audio visual system updating, lighting retrofits and building security and 10% contingency. Queries with respect to the requirements, specifications, etc. should be referred to the Director of Operations. 4. Conclusion It is respectfully recommended that Triumph Roofing being the lowest compliant bid be awarded the contract for the Municipal Administrative Centre Roof Replacement as per the terms, conditions and specifications of Tender CL2017- 26. Attachments: Attachment 1 — Summary of Bid Results Report No: PS -011-17 Attachment #1 Municipality of Clarington Summary of Bid Results Page 5 CL2017-26 Municipal Administrative Centre Roof Replacement BIDDER TOTAL BID* (including HST) TOTAL BID (Net of HST Rebate) I Triumph Roofing $449,401.00 $404,699.52 Dean Chandler Roofing j $452,047.66 $407,082.92 Limited Provincial Industrial $478,890.61 $431,255.83 Roofing Semple Gooder Roofing $506,523.63 $456,140.22 Atlas -Apex Roofing Inc. $539,632.63 $485,955.90 Bothwell -Accurate Co. $546,691.74 $492,312.84 Industrial Roofing $630,619.10 $567,892.03 Services *Bid prices as received. Final price noted in recommendation reflects 25% decrease plus provisional items.