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Home My WebLink AboutCOD-041-06 Q!I!illglOn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 19, 2006 Report #: COD-041-06 File#_ By-law #,-9.. Of') b --, AI 6- c;.,Pfi - ~ '-0 b Subject: CL2006-32, FOOTBALL FIELD, COMMUNITY PARK, BOWMANVILLE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-041-06 be received; 2. THAT Dol Turf Restoration Ltd, Bond Head, Ontario with a total revised bid in the amount of $612,061.12 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2006-32, be awarded the contract for the Football Field, Community Park, Bowmanville, Ontario as required by the Engineering Department; 3. THAT funds required in the amount of $675,000.00 be drawn from Engineering 2006 Capital Account #110-32-325-83252-7401; 4. THAT additional funds required in the amount of $255,000.00 be provided from the Development Charges for Park Development Reserve Fund in the amount of $229,500.00 and $25,500.00 from the Engineering Parks Capital Reserve Fund; and 5. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. REPORT NO.: COO-041-06 Submitted by: ~r.ALJi) Marie~~, H.B.Sc., C.M.O. Director of Corporate Services ,-,.I' , Awln 061 N~~or, B.BA, f!;;, 41~ A.S. Cannella, C.E.T. Director of Engineering Services MM/NT/ASC/LB/km PAGE 2 Reviewed by: F nklin Wu, f Chief Administrative Officer REPORT NO.: COO-041.Q6 PAGE 3 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Football Field, Community Park, Bowmanville, Ontario, as required by the Engineering Department and as shown on the map below: ~ c 't = ~ Jt ~~~ s BOWMANVILLEi, Bowmanville Community Park (2006) Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per letter from Totten Sims Hubicki Associates Schedule "B" attached. The total project cost, including Project Administration, and costing allocation is $930,000.00. The funding will be provided as follows and is as outlined in the memo from Engineering Services and the letter from Totten Sims Hubicki Associates marked Schedule "B". 2006 Budget Account # 110-32-325-83252-7401 Engineering Parks Capital Reserve Fund Development Charges for Park Development Reserve Fund $675,000.00 $ 25,500.00 $229.500.00 $930,000.00 REPORT NO.: COO-041.Q6 PAGE 4 As the total tender exceeds the budget allocation it is recommended that the provisional items (retaining wall and railing, area drain and pipe) in the amount of $112,774.15 be deleted from the contract which reduces the tender price to $612,061.12. The budget over-run is attributed to not having preliminary design available at the time the budget estimate was prepared as well as the current upward trend of construction costs due to the amount of work contractors already have secured for the year. The low bidder has previously performed satisfactory work for the Municipality of Clarington. 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, Dol Turf Restoration Ltd, Bond Head, Ontario, be recommended for the contract for the Football Field, Community Park, Bowmanville, 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 Dol Turf Restoration Ltd, Bond Head, Ontario, to enter into agreement for the Football Field, Community Park, Bowmanville 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, Dol Turf Restoration Ltd, Bond Head, 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 26th day of June, 2006. By-law read a third time and finally passed this 26th day of June, 2006. John Mutton, Mayor Patti L. Barrie, Municipal Clerk SCHEDULE "B" Q~il/glOn MEMO TO: Louann Birkett, Purchasing Manager FROM: Peter Windolf, O.A.L.A., Manager of Park Development DATE: June 13, 2006 SUBJECT: FOOTBALL FIELD, BOWMANVILLE COMMUNITY PARK CL2006-32 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. We concur with the recommendation to award the contract to Dol Turf Restoration Ltd. in the amount of $612,061.12 exclusive of G.S.T. for the Football Field project for 2006. A contingency amount of approximately 5.0% is carried forward for the project. The budget allocated for Phase 2 of the park development also included the provision of baseball field scoreboards including the construction of support structures as well as the construction of an access road for the installation and maintenance of the hydro transformer for the park. . Therefore, including design, tender fees, contract administration fees and previously committed costs, the engineering department advises the following Municipal breakdown for the above referenced project; Phase 2 - Bowmanville Community Park Account 11032325832527401 Total Project $930,000.00 Amount BudQet Amount $675,000.00 Estimated $255,000 Budget Shortfall Football Field, Bowmanville Community Park CL 2006-32 2 SCHEDULE "B" June 13, 2006 The estimated budget shortfall of $255,000 will be taken from the Development Charges for Park Development Reserve Fund ($229,500) and the Engineering Parks Capital Reserve ($25,500. We recommend the report to Council move forward based on the above costs and funding arrangements. Attached for your files is the recommendation provided by TSH. Should you have any further question, please feel free to contact the undersigned. Regards, ~\J0~ Peter Windolf, O.A.L.A. Manager of Park Development BB/sc Attachment cc Ron Albright, 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 lilt SCHEDULE "B" Totten Sims Hubicki Associates 513 DIVision Street, Cobourg, Ontario, Canada K9A 5G6 (9Q5) 3:22121 Fax: (905) 372-3621 Email: cobourg@tsh.ca www.tsh.ca engineers architects planners June 13,2006 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: Football Field, Bon-manville COli tract CL2006-32 Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday June 9, 2006 at 2: IS p.m. A list of the bids received is provided in the table below. All numbers are exclusive ofGST. BIDDER TOTAL BID AMOUNT Dol Turf Restoration Ltd. $724,835.27 Bond Head, ON Rutherford Contracting Ltd. $810,902.51 Gonnlev, ON S & F Excavating Ltd. $829,024.00 KinR City, ON A-Con Construction Limited $1,119,889.40 * W oodbridRe, ON * Extension Error The accepted bids received from Purchasing have been reviewed and are in order. Dol Turf Restoration Ltd. completed the South Courtice Soccer Facility project, Contract CL2003-15, for the Municipality of Clarington in 2004. Their perfonnance on the contract was satisfactory, Dol Turf Restoration Ltd. have also completed similar type work for the City of Vaughan, Town of Collingwood and City of Hamilton and those references contacted also confirmed the contractor's performance on other projects to be satisfactory. Mr. A.S. Cannella, C.E.T. June 13,2006 SCHEDULE" B" 2 Project costs based on Dol's bid and previously committed funds for Phase 2 of the park are summarized as follows: Description Construction Costs per Contract CL2006-32 Provisional Items to be removed from Contract (Retaining Wall and Railing, Area Drain and Pipe) Sub-Total (revised Tender Amount) Detailed Design, Tendering & Approvals TSH Project Number 42-80446 to May 27, 2006 Contract Administration (Estimated) Contingencies (Estimated) Sub-Total (Football Field Construction Costs) Previously Committed Funds - Scoreboard Constnlction, Scoreboard Supply, Access Road, Design and Administration Total Estimated Project Costs Clarington Budget Amount Estimated Budget Overrun Cost $724,835.27 $112,774.15 $612,061.12 $20,800.66 $52,000.00 $31,377.22 $716,239.00 $213,761.00 $930,000.00 $675,000.00 $255,000.00 The project costs are estimated to be $255,000.00 over the available budget. The budget overrun can be attributed to not having a preliminary design available at the time the budget estimate was prepared as well as the current upward trend of construction costs due to the amount of work contractor's already have secured for the year. The commencement of Phase 2 construction of the Bowmanville Park is a vital pal1 of the growing recreational movement present in the Municipality of Cia ring ton. It is suggested that any necessary adjustments or re-allocation of funds is provided to ensure the completion of Clarington' s only community football field. It is recommended that the revised tender in the amount of$612,061.12 (exclusive ofG.S.T.) be awarded to Dol Turf Restoration Ltd. of Bond Head, 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, /~ Ron Albright, P.En Project Engineer RA/cg p:142-104461connp1c12006-J2 ...... awardrc\'.doc: Enc!. pc: Mr. Peter Windolf, O.A.L.A., Manager of Park Development TIM