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Home My WebLink AboutCOD-007-07 Cl!J!.pn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Report #: COD-007 -07 File#_ ~'. p' I~ _ (10 ~ C 7 . L; . /0 By-law # J.-Of/7, 0';) . Date: February 19, 2007 Subject: Q2006-9, Construction of Drainage Improvements, Mitchell's Corners Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report COD-007 -07 be received; THAT Ron Robinson Limited, Bowmanville, Ontario with a total revised bid in the amount of $49,831.50 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Quotation Q2006-9 be awarded the contract for the Construction of Drainage Improvements, Mitchell's Corners as required by the Engineering Department; 2. THAT the funds be drawn from the Engineering 2006 Capital Account # 110-32-330- 83204-7401 ; 3. ReVieWed~~~~ Franklin Wu, Chief Administrative Officer ~ A.S. Cannella, C.E. . Director of Engineering Services MM\NT\ASC\LAB\km 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-007-07 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Construction of Drainage Improvements, Mitchell's Corners within the Municipality of Clarington, as required by the Engineering Department. lV W~IJ; s Subject Area--~- MITCHELL CORNERS Mitchell Corners Drainage Issue (2006) Five companies were invited to submit a quotation as well as the project was advertised on the Municipal Web Site. Subsequently, one bid was received from Ron Robinson Limited in the amount of $72,631.50. As this amount exceeded the total budget allocation of $50,000.00, the specifications were amended to provide for an alternate location for the excavated material, which reduced the total bid amount to $49,831.50. As a result of this change in the specifications, as well as a delay in making an award, the other 4 potential bidders were contacted. All four advised that this change in the specifications would not have affected their decision not to bid due to the busy construction season. The total project cost as outlined in the memo from Engineering Services, marked Schedule "B", is $49,831.50 and will be drawn from the 2006 Engineering Capital Account # 110-32-330- 83204-7401. The funds for Consulting Services will be provided for in the 2007 Engineering Operating budget account. REPORT NO.: COD-007-07 PAGE 3 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 Construction of Drainage Improvements, Mitchell's Corners 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 2007- 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 Construction of Drainage Improvements, Mitchell's Corners. 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 ,2007. By-law read a third time and finally passed this day of ,2007. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk , SCHEDULE "B" Cl~pn MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, Design Engineer DATE: January 9, 2007 RE: CONSTRUCTION OF DRAINAGE IMPROVEMENTS QUOTATION NO.: CL2006-9 5800-8310-06113 OUR FILE: CED.MITCHELLCORNERS.1 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. Considering the correspondence made available by TSH and discussions Engineering Services had with the Purchasing Division, we concur with the recommendation to award the contract to Ron Robinson Ltd. in the amount of $49,831.50 exclusive of G.S.T. for the construction of drainage improvements in Mitchell's Corner. Therefore, the Engineering Department advises the following Municipal breakdown for the above referenced project exclusive of GST: Construction Account 11032330832047401 Project $49,831.50 Expenditure Budget $50,000.00 Amount Estimated $168.50 Budget Surplus RECEIVED JAN 1 0 Z007 MUNICIPALITY OF CLARINGTON PURCHASING DEPARTMENT Construction Drainage Improvements CED.MitcheIICorners.1 SCHEDULE "B" 2 Engineering Services will proceed with the purchase order (PO) based on the above apportionments. Attached for your files is the recommendation and supporting documentation provided by TSH. Should you have any question or concerns with the above, please feel free to contact the undersigned. Regards, /~~~)~. Bruno M. Bianco, P. Eng. Design Engineer BMB/dv Cc: Tony Cannella, Director of Engineering Services William McCrae, P. Eng., Totten Sims Hubicki Nancy Taylor, Director of Finance ['-'lYOve'rnelltsCEJ rvll'C::-iE::LI.J~()I~:i'jERS 1 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 SCHEDULE "B" II VH Totten Sims Hubicki ASSOCiates 513 Division Stl-eet, Cobourg, Ontario, Canada K9A 5G6 (905) 372-2121 Fax (905) 372-3621 E-mail: cObourg@tsh,ca www.tsh.ca engineers architects planners December 14, 2006 Mr. A. S. Cannella, C.R.T. Director of Engineering Services Corporation of the Municipality of Cia ring ton 40 Temperance Street BOWMANVILLE, Ontario. L 1 C 3A6 Dear Mr. Cannella: Re: Construction Drainage Improvements - Mitchell's Corners Drainage Quotation - Q2006-9 Municipality of Clarington Bids for the above project were opened at the Municipal Offices on Monday, September 11,2006 at 4:00 p.m. The quotation was by invitation. One bid was received and is provided in the table below. BIDDER TOTAL BID AMOUNT Ron Robinson Ltd. $72,631.50 Bowmanville, ON Costs Exclusive ofG.S.T. The bid amount received from Ron Robinson was over the budget amount allocated. For this reason alternatives to the design and construction methodology were considered. Clarington and TSH staff met on site to discuss alternatives to the design and construction methods. Reviewing the quote showed two significant areas of cost: I. Clearing and Grubbing of Brush and Trees 2. Earth Excavation and Grading Alternatives for cost reduction of these items were considered and discussed with the Contractor. By laying out the clearing and grubbing area of the contract, some specific larger trees at the edge of the grading limits were identified as not required for removal. This saved on the clearing and grubbing of brush and trees. Discussions with the contractor identified that the bulk of the costs associated with the Earth Excavation and Grading Item, was the hauling of the material offsite. An alternative was developed to leave the material "on site" on the west bank of the soccer field at the east end of the project adjacent to the Church parking lot. Based on the 2 items noted above the Contractor has submitted a revised bid reducing the overall construction value of the quote to $49, 831.50. SCHEDULE "B" .vlr. ,\S Cannella, C.F..T. December 14, 2006 :2 TSH has reviewed the bid accepted by the Clarington Purchasing Department and the credit reduction from the contractor and have confirmed the bid value noted above. As requested by the Purchasing Department references have been checked for the bidder Ron Robinson Limited and have confirmed the contractor's performance on projects of similar scope to be satisfactory. Based on the above it is recommended that the quote in the revised amount of $49,83 1.50 (exclusive of G.S.T.) be awarded to Ron Robinson Limited, Bowmanville, Ontario. Deposit cheques or bid bonds should be retained for the bidder until the Contract has been executed. Should you require any further information, please contact the undersigned. Yours truly, itilL >>; {w- Will McCrae, P.Eng. Senior Project Engineer WM/tm PI I ~~21.)51)h/('ilrr\."'rillU()lali\ln ,,\\ .!rd.JI~ Ene!. pc:Mr. Bnmo Bianco, P.Eng., Design Engineer 11M