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Home My WebLink AboutCOD-040-06 Cl!Jl-!lJgron REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 19,2006 Report #: COD-040-06 File#_ By-law # CAo 0 ~ -/ ~J3 (~f'A. ~'Cf- C') ~ Subject: CL2006-26, Farewell Creek Erosion Protection, Courtice Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-040-06 be received; 2. THAT Dynex Construction Ltd., Concord, Ontario with a total bid in the amount of $176,618.55 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2006-26, be awarded the contract for the Farewell Creek Erosion Protection, Courtice, Ontario as required by the Engineering Department; 3. THAT funds required in the amount of $125,000.00 be drawn from Engineering 2006 Capital Account #110-32-330-83288-7401; 4. THAT additional funds required in the amount of $25,000.00 be provided from the Road Contribution Reserve Fund and $66,240.00 from the Development Charges Road and Related; 5. THAT the Region of Durham be invoiced for the additional funds required in the amount of $8,760.00; and 6. THAT the attached By-law marked Schedule "An authorizing the Mayor and the Clerk to execute the necessary agreement be approved. Submitted by: Reviewed bY.~~ ranklin Wu, -# Chief Administrative Officer A.S. Cannella, C.E.T. Director of Engineering Services MM/NT/ASC/LB/km REPORT NO.: COD-040-06 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Farewell Creek Erosion Protection, Courtice, Ontario, as required by the Engineering Department and as shown on the map below: /Iv w~e s Farewell Creek Works (2006) Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per Schedule "B" attached. The total project cost, including Project Administration, and costing allocation is $225,000.00 and will be provided as follows: 2006 Budget Account # 110-32-330-83288-7401 Road Contribution Reserve Fund Development Charges Road and Related Region of Durham $125,000.00 $ 25,000.00 $ 66,240.00 $ 8.760.00 $225,000.00 REPORT NO.: COD-040-06 PAGE 3 The Region of Durham has provided written agreement to pay for one third of the total cost of the project up to a maximum of $50,000.00. Included in the 2006 Budget Allocation of $125,000.00 was $41,240.00 to be recovered from the Region. As the total tender exceeded the budget allocation and as the Region has agreed to up to a maximum of $50,000.00, an additional $8,760.00 will be provided from them and which they will be invoiced for accordingly. The low bidder has not previously performed work for the Municipality of Clarington, however have provided satisfactory service for the City of Vaughan and the City of Toronto. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. After further review and analysis of the bids by the Engineering Department, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Dynex Construction Ltd., Concord, Ontario, be recommended for the contract for the Farewell Creek Erosion Protection, Courtice, Ontario. Schedule "A" By-law Schedule "B" Memo CORPORATION OF THE MUNICIPALITY OF ClARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-lAW 2006- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Dynex Construction Ltd., Concord, Ontario, to enter into agreement for the Farewell Creek Erosion Protection, Courtice, Ontario. THE CORPORATION OF THE MUNICIPALITY OF ClARINGTON HEREBY ENACTS AS FOllOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Dynex Construction Ltd., Concord, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2006. By-law read a third time and finally passed this day of ,2006. John Mutton, Mayor Patti l. Barrie, Municipal Clerk SCHEDULE "8" Cl!Jl-!lJgron MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, P. Eng., Design Engineer DATE: June 12, 2006 SUBJECT: FAREWELL CREEK EROSION PROTECTION COURTICE, CON 2 PT LOT 33 CL2006-26 RC 50.04 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. As indicated in the approved 2006 Budget, this project is to be funded in part by the Development Charges Roads and Related monies at 2/3 the amount of the contract value. The total approved estimated budget value is $125 000.00. The final closing tender value for the low bidder is $176 618.55 exclusive of G.S.T., design, consulting, and contract administration fees as well as contingency fees. Therefore, including these additional fees, the total estimated project value required will be $225 000.00. As discussed by TSH, the limited amount of preliminary design information available for the project resulted in the estimated budget value being substantially low. Due to the current magnitude of onsite erosion, preventative measures are required in order to reduce future costs. The engineering department therefore recommends moving forward with the project based on the cost apportionments listed below; r'~C\NCdSUe ~ I SCHEDULE "8" Proposed Budget Breakdown Development Regional Recovery Road Total Charges Roads & Contribution Related Reserve Fund Current $83 760.00 $41 240.00 $0.00 $125000.00 Project [2/3 estimated [1/3 estimated budget Funding budget value] value to a max. of $50 000.001 Proposed $150 000.00 $50 000.00 $25000.00 $225 000.00 Budget [2/3 of the Closing [Approved by the FundinQ Project Valuel ReQion-see attachedl We concur with the recommendation to award the contract to Dynex Construction Ltd. in the amount of $176 618.00 exclusive of G.S.T. for the Farewell Creek Erosion Protection budget project. We suggest the funds be added to the current account number 110 32 330 83288 7401 and the purchase order of $50000 .00 be requested of the Region in order to proceed. We recommend the report to Council move forward based on the above apportionments. Attached for your files is the recommendation provided by TSH. Should you have any further question, please feel free to contact the undersigned. Regards, -~~~) ~ Bruno M. Bianco, P. Eng. Design Engineer BBlsc Attachment cc William McCrae, P. Eng., Totten Sims Hubicki Nancy Taylor, Director of Finance CORPORATION OF THE MUNICIPALITY OF cLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 II TIll SCHEDULE "8" Tonen Sims Hubicki Associates 513 Division Street, Cobourg, Ontario, Canada K9A 5G6 (905) 372.2121 Fax: (905) 372-3621 E-mail: cobourg@tsh.ca www.tsh.ca engineers architects planners June 9,2006 Mr. A. S. Cannella, C.E.T. Director of Engineering Services Corporation of the Municipality of Clarington 40 Temperance Street BOWMANVILLE. Ontario. L I C 3A6 Dear Mr. Cannella: Re: FarweU Creek Erosion Protection, Courtice Contract CL2006-26 Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Wednesday, May 31, 2006 at 2: 15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST. BIDDER TOTAL BID AMOUNT Dynex Construction Ltd. $176,618.55 * Concord, ON 560789 Ontario Limited, oIa R & M $221,538.00 Construction Acton, ON Bry Ron Contracting Limited $233,525.50 Ajax, ON 407043 Ontario Limited $243,450.00 oIa Hollandia Land & Environmental Solutions Chelmsford, ON Rutherford Contracting Ltd. $332,699.46 Gonnlev, ON · Extension Error The low bidder's tender has been reviewed and is in order. Dynex Construction Ltd. completed the Bowmanville Crib Wall project, Contract CL2004-27, for the Municipality ofClarington last year. Their perfonnance on the contract was satisfactory. Dynex has also completed similar work for the City of Vaughan and the City of Toronto and those contacted con finned the contractor's performance on other projects to be satisfactory. Mr. A.S. Cannella. C.E.T. June 9, 2006 SCHEDULE "8" 2 Project costs based on Dynex's bid are summarized as follows: Description Construction Costs per Contract CL2006-26 Detailed Design, Tendering & Approvals TSH Project Number 12-29481 to May 27,2006 Contract Administration (Estimated) AquaLogic (Geomorphologist) Sub-Total Project Costs Contingencies (Estimated) Total Estimated Project Costs Less Contribution from Durham Region Total Estimated Clarington Project Costs Clarington Budget Amount Estimated Budget Overrun Cost $176,618.55 $17.852.61 $18,000.00 $1,890.00 $214,361.16 $10.638.84 $225,000.00- $50,000.00 $175,000.00... $83,760.00- $91,240.00..... Clarington's portion of the project costs is estimated to be $91.240 over budget. The budget overrun can be attributed to not having a preliminary design available at the time the budget estimate was prepared. Erosion control projects are unique, and the use of benchmark cost data for estimating purposes can be misleading. In future, erosion control projects should be designed and circulated for approval the year prior to construction so that a more accurate project cost can be carried in the budget for construction of the project. The project is necessary to stop creek erosion, that will in the short term. compromise the abutments to the Old Kingston Road pedestrian bridge as well as isolate a Region of Durham sanitary sewer siphon chamber that is located near the creek bank. The Region of Durham committed to pay for 1/3 of the project costs to a maximum of $50,000 because of the siphon chamber issue. If unchecked the damaged caused to both Clarington and Region infrastructure by continued erosion will far outweigh the costs estimated to stabilize the creek through this project. It is recommended that the tender in the amount of$176,618.55 (exclusive ofG.S.T.) be awarded to Dynex Construction Ltd. of Concord, Ontario. Deposit cheques or bid bonds should be retained for the low and second low bids until the Contract has been executed. Should you require any further information, please contact the undersigned. Yours truly, /t~/l1/~ William McCrae, P.Eng. Senior Project Engineer WM/cs Pl294IllCormp/1eMer 1....4.cIoc Encl. pc: Mr. Bruno Bianco, P.Eng., Design Engineer TIM The Regional Municipality of Durham .,,,....,..vks Ct:!~k:lf~fn-::','!l '30~; HOS,SLJ\NO qD, ':: ?O, 80X 623 '.....HrmV ON I.' rj i,A,'J CAN,;.\Q;\ 'JJ5",&3B"f': l' j;V,iV.'. regiun, d ~~ f "~>:irn,~:,: 1':. ~,:-6 C. R. Curtis, P. En,.." MHA COfl":,("'1-:'~;:o!:,!(,'n0r of \\,'r..: ''''~$ SCHEDULE "8" February 3,2005 Mr. Anthony Cann$lIa Director. Engineering Services Department Corporation of The Municipality Of CJarington 40 Temperance Street Bowmanville ON L fC 3A6 Dear Mr. Cannella: RE: Erosion Protection at Old Kingston Road (Hwy. 2) and Farewell Creek in,the Municipality of Clarington (Courtice) eIL;:,;'l This letter is a follow-up to our discussions on January 11.2006 regarding the erosion protection oftheexisting creek bank at Old Kingston RoadandFart~welt Creek. At that timeT you had inquireq,ifthe Region wouldcontrfbute to this. erosion protection due to the proximity and vulnerability of the Regionts e}(lsting and now exposed siphon cleanout chamber. YOlJ. logethet with your consultant, Mr. Wilt McRae, advised thattheestlmatedcost of the works presented to the Region was approximately $12$,000. of which you requested a one third (113) share directly from the RegIon. After a site investigation and asse~sment of the work required and a review of available financing in 2006, the Region is pleased to confirm that we are Willing to contribute the one third (1/3) share as proposed to a maximum of $50,000. It is also understood that the RegIon would be notified prior to tendering of this contract to reviewthe final design and finalize financing for this project. I trust the above is sufficient for you to proceed with this project. If you have any further questions regarding the above. please contact me directly at 905-668-7711. Ext.3480. " ;~y ~~/ (/ , ' ----- \. 1 ~~ 'aet\il'iKuSHkIS. P. Eng. Manager Environmental Services - Design Dfvision '~ IbklJ Sorvico eXCQI/(mce ::J~l(..CqmmunitifJs c: J. Presta. P.Eng.., Director, Environmental Services A. Ho, P.Eng., Environmental Services-Design @ \ 001]/: p.(~~J C~:<:-::;L;r~;~