HomeMy WebLinkAboutCOD-048-06
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
Tuesday, September 5th, 2006
Report #: COD-048-06
File#_
By-law #
r-PA - 3:27 - 00
Subject:
TENDER AWARDS SUMMER COUNCIL BREAK
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-048-06 be received;
2. THAT the attached By-law, marked Schedule "B" authorizing the Mayor and Clerk to enter
into the necessary agreement be approved.
Submitted by:
Marie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
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Reviewed b~
Franklin Wu,
Chief Administrative Officer
MMILABlkm
Attachments:
Attachment 1 - Schedule "A", Memo RE: COMRIF Structures
Attachment 2 - Schedule "B", By-law
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-048-06
PAGE 2 OF 5
BACKGROUND AND COMMENT
In accordance with Purchasing By-law 2006-127, the following contracts were awared during
the July I August Council Break:
1. CL2006-41, Three (3) 9,200 G.v.w. Four Wheel Drive Regular Cab Pick-up Trucks
c/w Plow and Sander;
2. CL2006-42, Two (2) 16,000 G.V.w. Cab & Chassis, clw Dump Body, Plow and
Sander; and
3. CL2006-30, COMRIF Structures, Contract 2, Replacement of Vannest Road Bridge,
Rehabilitation of Colwell Bridge and Concession Road 8 Bridge.
REPORT NO.: COD-048-06
PAGE 3 OF 5
1. CL2006-41, THREE (3) 9,200 G.V.W. FOUR WHEEL DRIVE REGULAR CAB PICK-UP
TRUCKS CIW PLOW AND SANDER
A contract was awarded to Gus Brown Pontiac Buick GMC., Whitby, Ontario for a total bid
amount of $150,410.52 (includes trade-in values and P.ST, excludes GST), being the lowest
responsible bidder meeting all terms, conditions and specifications of Tender CL2006-41.
Tenders were publicly advertised and issued with bids being submitted as noted below:
Bidder TotalBid Price
(Includ;na Trade-in and PST)
Gus Brown Pontiac $150,410.52
Whitby, Ontario
Quantrill Chev Olds $154,402.20
Port Hope, Ontario
Donway Ford Sales $171,484.56 *
Scarborouah, Ontario
Roy Nichols Motors $174,020.40
Courtice, Ontario
Trade in value's and P.S.T. are included in the above pricing
G.S.T. is extra to the above pricina
* Error in calculation I extension
It is staff's opinion that the trade-in's offered ($4,500.00) for One (1) 2001 4 x 4 truck c/w snow
plow equipment and electric rear tailgate; ($5,000.00) for One (1) 2001 4 x 4 truck c/w snow
plow equipment and electric rear tailgate; and ($5,000.00) for One (1) 2000 4 x 4 truck C/W snow
plow equipment and electric rear tailgate exceeds that which would be realized at the Regional
Auction Sale and it's therefore recommended that they be accepted.
The required funds will be drawn from Replacement of Fleet - Roads account #110-36-388-
83642-7401, and are within the budget allocation as identified on Page 267 of the 2006 Capital
Budget.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendations. Queries with respect to department needs, specifications etc, should be
directed to the Director of Operations.
Although the low bidder has not provided previous service to the Municipality of Clarington, they
have provided satisfactory service for the Township of Scugog.
REPORT NO.: COD-048-06
PAGE 4 OF 5
2. CL2006-42, TWO (2) 16,000 G.V.W. CAB & CHASSIS, C/W DUMP BODY, PLOW
AND SANDER
A contract was awarded to True North Chev Olds Cadillac, North Bay, Ontario for a total bid
amount of $153,457.20 (includes trade-in values and P.S.T., excludes GST), being the lowest
responsible bidder meeting all terms, conditions and specifications of Tender CL2006-42.
Tenders were publicly advertised and issued with bids being submitted as noted below:
Bidder Option "A" (Gas) Option "B"(Diesel)
Total Bid Price Total Bid Price
IIncludino Trade's) IIncludina Trade's)
True North Chev Olds $126,282.24 $153,457.20
North Bav, Ontario
Donway Ford Sales $142,979.04 $153,928.08
Scarbarounh, Ontario
P.S.T. Included in the above price
G.S.T. Extra
As the above noted tender provided two options, for either a "gas" or "diesel" engine, the
Operations Department has recommended proceeding with the award for the diesel engine, due
to recent fuel costs, and a higher resale value.
It is staff's opinion that the trade-in's offered ($4,500.00) for One (1) 1997 GMC 3500 series
dump body clw plow and sander equipment; and (4,500.00) for One (1) 1997 GMC 3500 series
dump body clw plow and sander equipment exceeds that which would be realized at the
Regional Auction Sale and it's therefore recommended that they be accepted.
Due to the higher price in proceeding with the option for the diesel engine(s), the total contract
value slightly exceeds the budget amount of $150,000.00 as identified on Page 267 of the 2006
Capital Budget. Therefore, the required funds in the amount of $150,000.00 will be drawn from
Replacement of Fleet - Roads account #110-36-388-83642-7401. Due to the minor amount,
there are sufficient funds available within the Public Works Equipment Reserve Fund to finance
the additional funds required in the amount of $3,457.20.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendations. Queries with respect to department needs, specifications etc, should be
directed to the Director of Operations.
Although the low bidder has not provided previous service to the Mun icipal ily of Clari ngton, they
have provided satisfactory service for the City of North Bay.
REPORT NO.: COD-048-06
PAGE 5 OF 5
3. CL2006-30, COMRIF STRUCTURES, CONTRACT 2, REPLACEMENT OF VANNEST
ROAD BRIDGE, REHABILITATION OF COLWELL BRIDGE AND CONCESSION
ROAD 8 BRIDGE
A contract was entered into with Bob Hendrickson Construction Limited, Port Perry, Ontario for
a total bid amount of $733,515.00 (excludes GST), being the lowest responsible bidder meeting
all terms, conditions and specifications of Tender CL2006-30.
Tenders were publicly advertised and issued with bids being submitted as noted below:
I BIDDER I TOTAL BID I
Bob Hendricksen Construction Limited $733,515.00
Port Perrv, ON
Elirpa Construction and Materials Ltd. $1,114,834.81 .
Pickerina, ON
Underground Services (1983) Ltd. $1,164,392.00
Bolton, ON
Boyle Excavating Ltd. $1,195,335.00 .
Bowmanville, ON
. Extension error
The total funds required in the amount of $949,556.00 ($733,515.00 tender, plus consulting,
geotechnical and contingencies) are within the total available funds of $950,000.00, which
includes the Federal, Provincial and Municipal portions as outlined in the attached memo from
Engineering Services marked Schedule "A".
The Director of Finance has reviewed the funding requirements and concurs with the
recommendations. Queries with respect to department needs, specifications etc, should be
referred to the Director of Engineering.
The low bidder has satisfactorily completed similar works for the Region of Durham and the
Township of Brighton.
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RECEIVED
CJm-
L.ading t;!.!}gtOIl
AUG 2 1 2006
ME
MUNICIPALITY OF CLARINGTON
ASING DEPARTMENT
TO:
Louann Birkett, Purchasing Manager
SCHEDULE . "'-
FROM: Bruno Bianco, P. Eng., Design Engineer
DATE: August 15, 2006
SUBJECT: COMRIF STRUCTURES - CONTRACT 2
REPLACEMENT OF THE VANNEST ROAD BRIDGE,
REHABILITATION OF COLWlLL BRIDGE & CONC. ROAD
8 BRIDGE
CL2006-30
FILE No: CSR.COMRIF1.1
The Engineering Services Department has reviewed the recommendation provided by
TSH and offers the following comments concerning the replacement of Vannest Rd.
Bridge, and the rehabilitation of Colwill Bridge & Con. Road 8 Bridge.
As discussed with Contract 1, 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 $1 114 000.00. The 2005 approved budget value of $600 000.00 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 and to. attract smaller contractors for competitive bids through the
2006 and 2007 construction periods. Contract 1 has been tendered and is now under
construction. For reference purposes, attached is additional information concerning the
award of Contract 1.
The low bid for Contract 2 is $733 515.00 exclusive of G.S.T., design, consulting, and
contract administration fees as well as utility relocations and contingency fees. The
remaining funds for the overall project subsequent to the award of Contract 1 is
$950000.00 for construction associated to Vannest Rd., Colwill Bridge, and Cone. Rd. 8
structures. Therefore, with our current knowledge of the site, including design and
tender fees as well as contract administration fees and site investigations, we
recommend moving forward with the project based on the following apportionments;
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LBirkett.COMRIF Contract 2
VANNEST Rd Bridge
CL 2006-30. CSRCOMRIF 1.1
SCHEDULE -A-
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2
August 16. 2006
F d' A rt' ts
un Ing. ~ppo Ion men
CONTRACT 2
55.4% of Project Value
Estimated Costs & Funding
.
Federal Provincial Municipal Total
$ $ $
Available Funds $308 578.00 $308 578.00 $332 400.00 $949556.00
Total Tendered $308 578.00 $308 578.00 $332400.00 $949 556.00
Proiect Cost *
Surplus/Deficit $0.00 $0.00 $0.00 $0.00
Sav $950 000.00
Munic' I A rt' ts
Ipa \ppor Ion men
Proposed Municipal Budget Breakdown - Contract 2
55.4% of $600 000.00 Total Amount
Account 110-32-330-83275-7401
Reserves Reserves - Pits & Total
General Cacital Quarries
Current Project $221 600.00 $110800.00 $332400.00
Funding 55.4% of 55.4% of
Approved Approved Budget
Budget Value Value
Proposed $0.00 $0.00 $0.00
Additional
Funding
Subtotal $221 600.00 $110800.00 $332 400.00
Federal - - $308 578.00
Contribution 55.4% of total
Federal
Contribution
Provincial - - $308 578.00
Contribution 55.4% of total
Provincial
Contribution
TOTAL $949 556.00
SAY $950 000.00
*Including Construction, Design, Contract Admin, and Other Fees
The Engineering Services Department therefore requests that the remaining 55.4% or
$332 400.00 of the approved Municipal Budget funds for COMRIF Structure
Rehabilitation Project be allocated to Contract 2.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379
SCHEDULE "It."
L.Birkett.COMRIF Contract 2
VANNEST Rd Bridge
CL 2006-30, CSR.COMRIF 1.1
3
August 16. 2006
We recommend staff award of Contract 2 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,
~~
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Bruno M. Bianco, P. Eng.
Design Engineer
BBlsc
Cc: William McCrae, P. Eng., Totten Sims Hubicki
Nancy Taylor, Director of Finance
I:SCFiles.Aug.16.06.COMRIF.Strctrs. VANNEST.Rd.Brdg.CL2006.30.CSR.COMRIF.1.1.BBsc.toL.Birkell
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVlLLE, ONTARIO L 1C 3A6 T(905)623-3379
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SCHEDULE" A"
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engineers
architects
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Totten Sims Hubicki Associates
513 Division Street.
Cobourg. Ontario. Canada K9A 5G6
1905) 372-2121 ' Fax: 1905) 372-3621
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COMMENTS:
August 16, 2006
Mr. A. S. Cannella, C.E.T.
Director of Engineering Services
Corporation of the Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario. LlC 3A6
Dear Mr. Cannella:
Re: COMRIF Structures Contract 2, Vannest Road Bridge,
Rehabilitation of The Colwill Bridge and Concession Road 8 Bridge
Contract CL2006-30, Municipality of Clarlngton
Tenders for the above project were opened at the Municipal Offices on Friday July 14,2006 at 2:15 p.m.
A list of the bids received is provided in the table below. All numbers are exclusive of GST.
BIDDER
Bob Hendricksen Construction Limited
PooP ,ON
Elirpa Construction and Materials Ltd.
Pickerin ON
Underground Services (1983) Ltd
Bolton, ON
Boyle Excavation Ltd.
BowmanvilIe ON
TOTAL BID AMOUNT
$733,515.00
$1,114,834.81 *
$1,164,392.00
$1,195,335.00 *
* Extension Error
We have checked all bids forwarded to us by the Clarington Purchasing Department and have confirmed
the bid values noted above. References have been checked for the low bidder Bob Hendricksen
Construction Limited. Stafffrom the Region ofDurltam, Township of Brighton and Totten Sims
Hubicki's Whitby office were contacted and have confirmed the contractor's performance on projects of
similar scope to be satisfactory.
Estimated project costs, based on Hendricksen's bid, are summarized on the attached cost apportionment.
The project is estimated to be on budget when compared to the total amount allocated for these three
structures in the Municipality's application for round I of COMRIF funding.
It is recommended that the tender in the amount of$733,515.00 (exclusive ofG.S.T.) be awarded to Bob
Hendricksen Construction Limited, of Port Perry Ontario.
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SCHEDULE MAN
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Mr. A.S. Cannella, C.E.T.
August 16, 2006
2
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 infonnation, please contact the undersigned
Yours truly.
~~ Pt~
William McCrae, P.Eng.
Senior Project Engineer
WM/cs
PI2941 SIC0rrap'21121.doc
pc: Mr. Bruno Bianco, P.Eng., Design Engineer
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SCHEDULE "AN
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 govemments
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 $600 000.00 is allocated to account
number 110-32-330-83275-7401 for the COMRIF Structure Rehabilitation Project.
Therefore the approved project funding I. $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. Asa 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
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SCHEDULE "AN
Estimated Costs & FUnding
Available Project Funds $1 714 000.00 .
(Contract 1 & Contract 21 $557000 each Fed. and Provo & '600 000 MuniciJJBI
Contract 1 - Total Estimated $764 000.00
Proiect Cost 44.~ of total
Contract 1 - Total Project $1 273 000.00
Cost .
Contract 1 - SurpluslDeficit - $ 509 000.00'
Contract 2 - Total Estimated $950 000.00
Proiect Cost 55.4" of total
Contract 2 - Total Project Tender Closing June 23, 2006
Cost
Contract 2 - SurplUs/Deticit NlA
.'ncluding Construction, Design, Contract Admin, and other Fees
Proposed Municipal Budget Breakdown - Contract 1
44.6" of $600 000.00 Total Amount.
Account 110-32-330-83275-7401
Reserves - Reserves - Pits & Move Total
General Capital Quarries Ontario
Current Project $178 400.00 $89 200.00 $0.00 $267 600.00
Funding 44.6" of 44.6" of
. APProved . Approved Budget
BudOet Value Value
Proposed $0.00 $0.00 $509 000.00 $509000.00
Additional
Funding
Subtotal $174000.00 $89 200.00 . $509 000.00 $n6 600.00
Federal . . - $248 422.00
Contribution 44.6" of total
Federal
Contribution
Provincial - - - $248 422.00
Contribution 44.~ oftolal
Provincial
Contribution
TOTAL $1 273 444.00
Sav $1 273 000.00
The Engineering Services Department therefore requests that 44.6% at 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 MUNICIPAUTY OF CLARlNGTON
40 TEMPERANCE STREET, 80WMANViUE. ONTARIO L 1C 3A6 T(905)623-3379
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SCHEDULE .. "'''
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, 1N8 concur with the recommendation to award
the contract to Boyle Excavating Ud. in the amount of $999709.60 exclusive of G.S.T.
for the COMRIF Structure Rehabilitation Project.
Attached for your files is the recommendation provided by TSH. Should you have any
further question, please teer free to contact the undersigned.
Regards,
~,,-1L-- ~
Bruno M. Bianco, P. Eng.
Design Engineer
BBlse
CC William McCrae, P. Eng., Totten Sims Hubicki
Nancy Taylor, Director of Finance
:.'''; '";:sF.k~ \~err:os2006.~une14.06.COMRIF SIr. Contract 1.Geo.A Stephen Brdg.Cedar PkRd. Brdg.
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CORPORATION OF THE MUNICIPAUTY OF CLARJNGTON
40 TEMPERANCE STREET, BOWMANViLLE, ONTARIO L 1 C 3A6 T(905)623-3379
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Tolten Sims Hubicil;j AssQ(;iale~
513 DivisIOn Street
Cobourg. OH1a/io. Clnada K9A 5G6
(905)372.2121 Fl.: 19051372.3621
E-mail: cobourg<9ltsh.caWWWlt.tsh.ca
engineers
architects
planners
June 13, 2006
Mr. A. S. CanneDa, C.!. T.
Director of En&iDeerlog Services
Corporation of the Municipality of Clarington
40 Tempmnce Street
BOWMANVILLE, Ontario. LIC 3A6
Dear Mr. Cannella:
Re: COMRlF StroctllJ'eS Contract I, Replacement of the Ceo. A. Stephen Bridie, Cedar Plrk
Rd. Bridie and Coneeulon Rd. 6 Calvert
Contract CL20~29
Munlelpally of aarIDatOD
Tenders for the above project were opened at the Municipal Offices on Thursday, June 8, 2006 at
2: 15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive ofOST.
BIDDER TOTAL BID AMOUNT
Boyle Excavating Ltd. S997,709.6O
Bowmanville
Premier Concrete Inc. $1,018,364.91 ·
SeafOrth, ON
Miller Paving Ud. SI,080,S43.S0 ·
Whitby, ON
Advice Contracting Umited SI,167,8S3.41
M ON
Bob Hendrickson Construction Limited $1,204,842.00
Ashburn. ON
· Exlcllsion Error
The low bidder's tender has been reviewed and is in order. Boyle Excavating Ltd. has provided a list of
refl:.~.......s. Staffftom the Region of Durham, EDis Don and Totten Sims Hubicki's Whitby office were
contacted and confurned the contractor's performance to be satisfactory.
Estimated project costs, based 011 Boyle's bid, are summarized 011 the attached cost apportionment The
project is estimated to be 5509.000 over the budget amount for these 3 structures as presented in the
Municipality's app6cation for round I of COMRlF funding. The budget overruns are typical of recently
tendered structural projects. As a result of the amount of wort available to COlI tractors, triggered by
COMRIF and other short term funding programs, there is a glut of projects on the market, resulting in
illCreased prices. In addition the following project specific issues contributed to the budget overruns:
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SCHEDULE M A-
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Mr. A.S. Cannella, C.E. T.
June 13, 2006
2
Cedar Park Road Bridge
The COMRIF submission for this sill: included for installation of a single lane Bailey bridge. Through the
public consultation process residents expressed concern with the Bailey bridge allm1ative with respecllo
access for agricultural vehicles and large snow removal equipment As a result of public input a pl'C'Qst
concrete structure was selected as the preferred allm1ative. significantly contributing 10 the projected
budget overrun of5235,ooo.
Co. cessio. Road 6 Calvert
Conservation Authority requirements to improve fish passage and habitat at this site. as compensation for
in water works, have contributed 10 incn:ased project costs.
Ceo. A. Steplaea Bridge
Additional costs will be incurred at this site to repair eroded cn:ek banks upstream of the structun:. These
costs were not accounted for in the COMRlF submission.
As the structures included in this contract are the 3 in most need of replacement, and since it is critical that
the work be completed this year, it is recommended that the tender in the amount ofS997.709.60
(exclusive ofG.S.T.) be awarded to Boyle Excavating Ltd. of Bowmanville. 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.
/J//~' ;4f~
William McCrae, P.Eng.
Senior Project Engineer
WMlcs
MMI~JI"""""'"",._
Encl.
pc: Mr. Bruno Bianco. P.Eng., Design Engineer
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SCHEDULE "A"
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Schedule liB"
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 Bob Hendrickson Construction Limited,
Port Perry, Ontario, to enter into agreement for the COMRIF Structures-
Contract 2, Replacement of the Vannest Road Bridge, Rehabilitation of
Colwill Bridge and Concession Road 8 Bridge.
THE COPORATION 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 Bob Hendrickson Construction Limited, Port Perry, 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.
,2006.
By-law read a third time and finally passed this
day of
John Mutton
Mayor
Patti L. Barrie, Municipal Clerk