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Home My WebLink AboutCOD-042-06 ~~n REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 19, 2006 Report #: COD-042-06 File#_ By-law #c9DDh- { 47 C, PA -,3dJ~. . () 6 Subject: CL2006-29, COMRIF Structures, Replacement of The Geo. A Stephen Bridge, Cedar Park Road Bridge, and Concession Road 6 Culvert Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-042-06 be received; 2. THAT Boyle Excavating Ltd., Bowmanville, Ontario with a total revised bid in the amount of $997,709.60 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2006-29, be awarded the contract for the COMRIF Structures - Replacement of The Geo. A. Stephen Bridge, Cedar Park Road Bridge and Concession Road 6 Culvert as required by the Engineering Department; 3. THAT funds required in the amount of $764,000.00 (which includes $267,600.00 from the 2005 Capital Budget, $248,200.00 Federal Contribution and $248,200.00 Provincial Contribution) be drawn from Engineering Capital Account #110-32-330-83275-7401 ; 4. THAT additional funds required in the amount of $509,000.00 from the Move Ontario Program Fund be transferred to the COMRIF Structures Rehabilitation Project; 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,: COD-042-06 Submitted by: arie Marano, H.B.Sc., C.M.O. Director of Corporate Services ~ ex aLi- ~ffV'- Nancy Taylor, B.B.A., C.A., Dire tor 0 Finance 'A. . Cannella, C.E.T. Director of Engineering Services MM/NT/ASC/LB/km PAGE 2 Reviewed by: ~ ,J,..; Franklin Wu, 'V v Chief Administrative Officer REPORT NO,: COD-042-G6 PAGE 3 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the COMRIF Structures - Replacement of The Geo. A. Stephen Bridge, Cedar Park Road Bridge and Concession Road 6 Culvert, as required by the Engineering Department. Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per the letter from Totten Sims Hubicki Associates Schedule "B" attached. The total project cost, including Project Administration, and costing allocation is $1,273,000.00 and will be provided as follows and is outlined in the memo from Engineering Services and the letter from Totten Sims Hubicki Associates marked Schedule "B": 2005 Budget Account # 110-32-330-83275-7401 Federal Contribution Provincial Contribution Transfer from move Ontario to COMRIF Structure Rehabilitation Project $ 267,600.00 $ 248,200.00 $ 248,200.00 $ 509.000.00 $1,273,000.00 As the total tender exceeds the budget allocation it is recommended that the $509,000.00 be transferred from the Move Ontario Program Fund to the COMRIF Structure Rehabilitation Project. Should the project not proceed, a portion of the funding will be dropped by the Federal and Provincial Governments. The budget over-run is attributed to 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, Boyle Excavating Ltd., Bowmanville, Ontario, be recommended for the contract for the COMRIF Structures - Replacement of The Geo. A. Stephen Bridge, Cedar Park Road Bridge and Concession Road 6 Culvert. 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 Boyle Excavating Ltd., Bowmanville, Ontario, to enter into agreement for the COMRIF Structures - Replacement of The Geo. A. Stephen Bridge, Cedar Park Road Bridge and Concession Road 6 Culvert. 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, Boyle Excavating Ltd., Bowmanville, 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 "B" MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, P. Eng., Design Engineer DATE: June 14, 2006 SUBJECT: COMRIF STRUCTURES - CONTRACT 1 REPLACEMENT OF THE GEO. A. STEPHEN BRIDGE, CEDAR PARK RD, BRIDGE, AND CONCESSION RD. 6 CULVERT CL2006-29 FILE No: G,20,24 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. This project is funded in part by the Federal, Provincial, and local Municipal governments as outline through the COMRIF funding agreement. The upper tier governments have committed an amount of $557 000.00 each for a total of $1 114000.00. The 2005 approved budget value of $600000.00 is allocated to account number 110-32-330-83275-7401 for the COMRIF Structure Rehabilitation Project. Therefore the approved project funding is $1 714 000.00 for the rehabilitation of 6 bridge/culvert locations. The Engineering Services Department has elected to divide the 6 locations into two separate tender documents. We have taken this approach due to the limited in water construction window, July 1 to September 15, and to attract smaller contractors for competitive bids. The low bid for Contract 1 (above referenced locations) is $997 709.60 exclusive of G.S.T., design, consulting, and contract administration fees as well as utility relocations and contingency fees. Therefore, including these additional fees, the total estimated Contract 1 value required will be $1 273 000.00. This results in an over expenditure of $509 000.00 with respect to the Geo. A. Stephen Bridge, Cedar Park Rd. Bridge, and Cone. Rd. 6 culvert locations. The magnitude of available work to contractors has resulted in increased pricing. The additional funding required is proposed through a portion of the Move Ontario program fund initially committed to the Road Rehabilitation and Asphalt Overlay program. Should the Municipality not move forward with the entire scope of the project, a portion of the funding will be dropped by the Federal and Provincial governments. As a result of our commitment through the COMRIF funding agreement, we recommend moving forward with the project based on the following apportionments; CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 SCHEDULE "B" Estimated Costs & Funding Available Project Funds $1 714000.00 (Contract 1 & Contract 2) $557 000 each Fed. and Provo & $600 000 Municipal Contract 1 - Total Estimated $764 000.00 Project Cost 44.6% of total Contract 1 - Total Project $1 273000.00 Cost * Contract 1 - Surplus/Deficit - $ 509 000.00 Contract 2 - Total Estimated $950 000.00 Project Cost 55.4% of total Contract 2 - Total Project Tender Closing June 23, 2006 Cost Contract 2 - Surplus/Deficit N/A *Including Construction, Design, Contract Admin, and Other Fees Proposed Municipal Budget Breakdown - Contract 1 44.6% of $600000.00 Total Amount Account 110-32-330-83275-7401 Reserves - Reserves - Pits & Move Total General Capital Quarries Ontario Current Project $178400.00 $89 200.00 $0.00 $267600.00 Funding 44.6% of 44.6% of Approved Approved Budget Budqet Value Value Proposed $0.00 $0.00 $509 000.00 $509 000.00 Additional Fundinq Subtotal $174000,00 $89 200,00 $509 000,00 $776 600,00 Federal - - - $248422.00 Contribution 44.6% of total Federal Contribution Provincial - - - $248422.00 Contribution 44.6% of total Provincial Contribution TOTAL $1 273 444,00 Say $1 273 000.00 The Engineering Services Department therefore requests that 44.6% of the approved Municipal Budget funds for COMRIF Structure Rehabilitation Project be allocated to Contract 1. The remaining 55.4% will be carried forward to Contract 2. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 SCHEDULE "B" As well, we recommend Council approve the transfer of funds in the amount of $509 000.00 from the Move Ontario program fund to the COMRIF Structure Rehabilitation Project in order to proceed with the project. Should the above funding be approved, we concur with the recommendation to award the contract to Boyle Excavating Ltd. in the amount of $9911 709.60 exclusive of G.S.T. for the COMRIF Structure Rehabilitation Project. 1 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 BS/sc 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 1:: GI ~ :::I o CD 'ti It: e o 'iij 1Il GI U e o o O/J GI Cl 'C .;:: m C: . OU'C 'Ol!1t: .5 1: i!: .. 0 CIl ..!!Oa.. 0,.. 'l5....~ ~GIG1 =SO CIleai .90 - Cl UII-'C 'f~~ :t8; .r::: Q. S t/) <i. c:i GI C) GI .r::: .... II- o .... e GI E GI U CIl Q. GI It: SCHEDULE liB" ~~ O"<t NO> _N N' ~~ al- cO> ::J~ -'(J; ~ ~ o CO o ~ N al 2,1; 0 "00 ;:;ffi J9 'V~ 00 .- ~ ~ ,- E.,.al "'<0 :.:J _ Co ~>- o- J!! (J;.o '!'C8 N"O OJ ::J C . al '00 OJ fl) 0> N"O oE- E C') ;~2 III OJ OJ E CO &Jg,g ~=~ 0 0 "0 @. 'E 0 'II: 'CJ '" !'l 0 '" OJ 0 c:~.Q3:co.s a.. :C"'Q;<~<O C "0 U)-c. ~>. 1l "0 "0 0 ~ ~2(;)>~.oc al al C, -CS-lil"Oo OJ iii e! C E O:J o._~+' E E e .~ ~ t:~OJt:g.>!'l ~ :;:l III . a.. 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