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Home My WebLink AboutCOD-054-06 .. ... .. ~!!I!.pn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: September 18, 2006 Report #: COD-054-06 File#_ By-law # ~01J0 - I ?, 7 GPA- 33- Db Subject: CL2006-52, Access Construction - Strathaven Lifecare and 280 King Street East Driveway Improvements, Bowmanville Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-054-06 be received; 2. THAT Ron Robinson Limited, Bowmanville, Ontario with a total bid in the amount of $71,825.25 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2006-52, be awarded the contract for the Access Construction, Strathaven Lifecare and 280 King Street East Driveway Improvements, Bowmanville, Ontario as required by the Engineering Department; 3. THAT the funds required in the amount of $267,000.00 ($71,825.25 tender, plus traffic signals above and below ground infrastructures, driveway closure and administration) be drawn from the Engineering 2006 Capital Account # 110-32-330-83277-7401; 4. THAT additional funds required in the amount of $1 ,530.00 be provided from the Road Contribution Reserve Fund and $15,470.00 from the Development Charges Road and Related; and 5. THAT the attached By-law marked Schedule "An authorizing the Mayor and the Clerk to execute the ne ssary agreement be approved. A.S. Cannella, C.E.T. Director of Engineering Services MM\NT\ASC\LAB\km Reviewed by: ~:...:. ~ 0 c:.-~ ~ Franklin Wu, Chief Administrative Officer Submitted by: 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-054-06 PAGE 2 ________________________________________________________________________________ BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Access Construction, Strathaven Lifecare and 280 King Street East Driveway Improvements, Bowmanville, Ontario within the Municipality of Clarington, as required by the Engineering Department. Tenders were advertised in local papers, as well electronically. Subsequently, tenders were received and tabulated as per Schedule “B” attached. The total project cost as outlined in the memo from Engineering Services, marked Schedule “B”, including Project Administration, and costing allocation is $267,000.00 ($71,825.25 tender, plus traffic signals above and below ground infrastructure, driveway closure and administration and will be provided as follows: 2006 Budget Account # 110-32-330-83288-7401 $250,000.00 Road Contribution Reserve Fund $ 1,530.00 Development Charges Road and Related $ 15,470.00 $267,000.00 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, Ron Robinson Limited, Bowmanville, Ontario, be recommended for the contract for the Access Construction, Strathaven Lifecare and 280 King Street East Driveway Improvements, Bowmanville, Ontario. ______________________________________________________________________ Attachments: Attachment 1 – Schedule “A”, By-law Attachment 2 – Schedule “B”, Memo from Engineering Department and Letter from TSH 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 Ron Robinson Limited, Bowmanville, Ontario, to enter into agreement for the Access Construction, Strathaven Lifecare and 280 King Street East Driveway Improvements, 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, Ron Robinson Limited, of 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 ClfJlmgton SCHEDULE "S" MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, P. Eng., Design Engineer DATE: September 12, 2006 SUBJECT: ACCESS CONSTRUCTION-STRATHAVEN L1FECARE AND 280 KING STREET EAST DRIVEWAY IMPROVEMENTS, BOWMANVILLE CONTRACT CL2006-52 MUNICIPALITY OF CLARINGTON FILE NO.: G.20.24 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. The low bid for the above final phase of the referenced project is $71,825.25 exclusive of G.S.T. The design, consulting, and contract administration fees have already been taken into account through previous phases and are ongoing. The total project cost outlined by TSH is $267,000.00 which results in an estimated over expenditure of $17,000.00 with respect to the entire project. As indicated by TSH, the increased costs are due to the inflated pricing seen throughout 2006 in comparison to the 2005- construction year. Therefore, the engineering department advises the following Municipal breakdown for the above referenced project; Estimated Costs & Funding Reserve Funds-Road Contributions Available Project Funds $22,500.00 DC-Roads & Related Account 11032330823777401 -. $227,500.00 Total $250,000.00 Total Project Cost $267,000.00 Budaet Deficit $17,000.00 Reserve Funds-Road Contributions Additional Proposed Funds $1,530.00 DC-Roads & Related $15,470.00 , Total $17,000.00 "All values exclusive of GST ,. SCHEDULE "B" We concur with the recommendation to award the contract to Ron Robison Limited in the amount of $71,825.25 exclusive of G.S.T. for the access construction of Strathaven Lifecare and 280 King Street East. 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 BB/dv 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 "S" Totten 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 September II, 2006 Mr. A. S. Cannella, C.E.T. Director of Engineering Services Corporation of the Municipality of CIa ring ton 40 Temperance Street BOWMANVILLE, Ontario. LlC 3A6 Dear Mr. Cannella: Re: Access Construction - Strathaven Life Care and 280 King Street East Driveway Improvements, Bowmanville Contract CL2006-52, Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Thursday, August 24, 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 Ron Robinson Limited $71,825.25 Bowmanville, ON Lafarge Paving & Construction Limited $74,568.00 Oshawa, ON TSH has reviewed all bids accepted by the Clarington Purchasing Department and have confirmed the bid values noted above. As requested by the Purchasing Department references have been checked for the low bidder Ron Robinson Limited. Staff from the Region of Durham and the D.G. Biddle & Associates were contacted and have confirmed the contractor's performance on projects of similar scope to be satisfactory. Ron Robinson Limited has also completed several projects for the Municipality of Clarington over the past several years including the reconstruction of Hunt Street and Scugog Street in Bowmanville. Their performance on these projects was also satisfactory. The driveway relocation for the Strathaven Life Care Centre and 280 King Street East is the final phase of a multi phased project to install signals and to relocate the main access to the Bowmanville Mall. An estimate of overall project cost excluding G.S.T. is summarized as follows: Mr. A.S. Cannella, C.E.T. September 11,2006 2 SCHEDULE "B" Description Estimated Cost Comment Installation of underground infrastructure $72,610.44 Developer to be reimbursed for traffic signals (front ended by developer to coordinate with on site works and control oroiect schedule) Installation of above ground signal $85,000.00 Clarington PO I infrastructure and line painting by Region of Durham Driveway Closure $2,313.86 Completed under Clarington Contract CL2005-3 Driveway Relocation $71,825.25 Completed under Contract CL2006-52 Detailed Design, Project Coordination & $35,250.45 TSH Project Number 12-29246 Construction Administration from May 15, 2005 Total Project Costs $267,000.00 Contingency allowances have been included in the estimate for each project component. The project is now estimated to be $17,000 over the $250,000 budget amount. This is primarily a result of the unforeseen significant increase in fuel prices, resulting in a dramatic increase in the cost of asphalt cement used in the production of hot mix pavement, and the unforeseen volume of work available for contractors to bid on in 2006. Based on the above, it is recommended that the tender in the amount of$71,825.25 (exclusive ofG.S.T.) be awarded to Ron Robinson Limited, 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, WM/cg P/12.29246JCorrcspl2I8S I.doc Enc!. pc: Mr. Bruno Bianco, P.Eng., Design Engineer, Municipality of Cia ring ton VII