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HomeMy WebLinkAboutCOD-037-07 q!J!illgron REPORT CORPORATE SERVICES DEPARTMENT Report #: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE ~JtJfionl{?tA- 455-1)7 By-law # Jo 07'-/ ~/ COD-037-07 File#_ Meeting: Date: June 18, 2007 Subject: CL2007-22, Church Street to St. George Street Reconstruction Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-037-07 be received; 2. THAT F.D.M. Contracting Company Limited, Thornhill, Ontario with a total bid in the amount of $562,974.00 (Plus GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2007-22, be awarded the contract for the Church Street to St. George Street Reconstruction as required by the Engineering Department; 3. THAT funds required in the amount of $732,000.00 (which includes $562,974.00 tendering, consulting and contingencies and less the Region of Durham portion) be drawn from Engineering 2007 Capital Accounts # 110-32-330-83211-7401 Church Street in the amount of $408,000.00 and 110-32-330-83289-7401 St. George Street in the amount of $324,000.00; 4. THAT the tender award be subject to the approval of the Regional Municipality of Durham for their portion of the work; and 5. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. Submitted by: Reviewed by: ~-~ Franklin Wu, Chief Administrative Officer A.S. Cannella, C.E.T. Director of Engineering Services MM\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.: COO-037-Q7 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Church Street to St. George Street Reconstruction, 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 for Church Street and St. George Street is $732,000 ($408,000.00 and $324,000.00 respectively) including project administration and contingencies. This amount exceeds the approved budget of $610,000.00 ($310,000.00 Church St and $300,000.00 for St. George St.) and results in a shortfall of $122,000.00 ($98,000.00 for Church St and $24,000.00 for St, George St.). In order to deal with the budget shortfall and proceed with this and other projects the Engineering Department has prepared a report #EGD-045-07 recommending the transfer of funds from other project accounts with a surplus. This includes the transfer of $122,000.00 from the West Townline Sidewalk project account #5800-8320-07101 with $98,000.00 alotted to the Church Street project account and $24,000.00 to the St. George Street Project account. Subject to Councils approval of the Engineering report funds will be transferred to the following accounts to bring the total funding for this project to $732,000.00 as outlined in the memo from Engineering Services and the letter from Totten Sims Hubicki Associates marked Schedule "B". Funds will be drawn from Engineering 2007 Capital Accounts # 110-32-330-83211-7401 Church Street in the amount of $408,000.00 and 110- 32-330-83289-7401 St. George Street in the amount of $324,000.00. A portion of the work included in this tender is for the works for the Region of Durham for which they will be invoiced accordingly. It is therefore recommended that the contract award be subject to the approval of the Region of Durham. The low bidder has previously performed satisfactory work for the Town of Whitby, The City of Toronto and the Municipalities of Durham and Peel. 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. REPORT NO.: COO-037.Q7 PAGE 3 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, F.D.M. Contracting Company Limited, Thornhill Ontario, be recommended for the contract for the Church Street to St. George Street Reconstruction. Attachments: Attachment 1 - Schedule "A", By-law Attachment 1 - Schedule "B" Memo from Engineering Services & Letter from Totten Sims Hubicki 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 F.D.M. Contracting Company Limited, Thornhill, Ontario for the Church Street to St. George Street Reconstruction. 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, F.D.M. Contracting Company Limited, Thornhill, 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!1!ingtOn MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, Design Engineer DATE: June 12, 2007 SUBJECT: Church St. and St George Street Reconstruction Tender Award Recommendation Contract CL2007 -22 CSR.ChurchSt.1 CSI.KingSt.StGeorgeSt.1 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. Engineering Services has submitted report EGD-045-07 for Council's consideration. The report reallocates funding to each of these project in order to complete the project within the 2007 capital budget year. As such, we concur with the recommendation to award the contract to FMD Contracting Limited. in the amount of $562,974.00 exclusive of G.S.T. for the 2007 Church St. reconstruction and St. George St. signalization project. As recommended, contingency amounts vary between projects due the differing scope of works. Therefore, including design and tender fees as well as contract administration fees and utility relocations, the engineering department advises the following breakdown subject to Council's resolution of report EGD-045-07 for the above referenced project; SCHEDULE "B" Church St. Reconstruction St. GeorQe St. SiQnalization Account 11032 330 83211 7401 11032330832897401 Total Project $408,000.00 $324,000.00 Amount BudQet Amount $310,000.00 $300,000.00 Estimated $98,000.00 $24,000.00 Budget Deficit Estimated $98,000.00 $24,000.00 Transfer of Funds (EGD-045-07) Revised Budget $0.00 $0.00 DeficiUSurplus In light of the circumstances discussed by TSH in the attached recommendation, we recommend the report to Council be moved forward based on the above. Attached for your files is the draft Report EGD-045-07. Should you have any further question, please feel free to contact the undersigned. Regards, Bruno M. Bianco, P. Eng. Design Engineer BMB/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 SCHEDULE" B" June 7, 2007 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: Church Street and St. George Street Reconstruction, Bowmanville Contract No. CL2007-22, Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, June I, 2007 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 (Excludin2 GST) F.D.M. CONTRACTING COMPANY LIMITED $562,974.00 THORNHILL, ON RON ROBINSON LIMITED $650,751.56 * BOWMANVILLE, ON KAPP CONTRACTING INC. $870,700.60 VAUGHAN, ON * Extension Error 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. F .D.M Contracting Company Ltd. has completed projects of similar scope for the Town of Whitby, City of Toronto, Region of Durham and Region of Peel. Staff from these references were contacted and have confirmed the Contractor's work was performed to an acceptable standard, although occasionally progress at times was slow. The Contractor has been contacted regarding this issue and noted that the slow-down mentioned was a result of unforeseen contaminated material. They have stated they have the resources to complete this Contract. Estimated costs for the project, based on F.D.M Contracting Company Ltd's bid are summarized on the attached Cost Apportionment. The Municipality of Clarington's portion of this Contract is projected to be over budget with the estimated project cost of Church Street Reconstruction to be $408,000.00, with a budgeted amount of $310,000.00 in Account No. 11 0-32-330-83211-7401 and the estimated project cost of St. George Street Reconstruction to be $324,000.00 with a budgeted amount of $300,000.00 in Account No. 110-32-330-83289-7401. Mr. A. S. Cannella, C.E.T. June 7,2007 SCHEDULE "B" 2. When originally budgeted, the Church Street and St. George Street works were intended to be a rehabilitation. Through the preliminary design and public consultation process for this project, there were a number of issues raised that a rehabilitation would not address. These issues include addressing surface drainage in the area, replacement of aging storm sewer and ongoing on-street parking concerns, namely visibility problems in the vicinity of the Vincent Massey Public School. In order to address these issues, a design requiring urbanization of the street was tendered resulting in added costs to the project and the budget overrun. As the proposed design adequately addresses the issues raised during the design and public consultation process, it is recommended that the tender in the amount of $562,974.00 (exclusive ofG.S.T.) be awarded to F.D.M Contracting Company Ltd. The award should be conditional on similar approval being received from the Regional Municipality of Durham as a significant portion of this Contract is for the installation of regional services. Should you have any questions regarding this matter, please contact the undersigned. Yours truly, Ron Albright, P.Eng. Project Engineer RA/ym P:\12-29636\Corresp\22226.doc Enc!. pc: Mr. Bruno Bianco, P. Eng., Design Engineer, Municipality ofClarington Municipality of ClaringtonlRegion of Durham Church Street Reconstruction, Bowmanville Low Bid Cost Apportionment Contract C L2007 -22 T H Proiect # 12-29554/12-29636/12-29660 Clarington Region of Durham Comments Description Total Church Street St. George Street Watermain & Sanitary Sewer and Appurtenances Appurtenances Account Number 1103233083211 110 32 330 83289 7401 7401 Construction Costs Contract CL2007-21 Part A Road Works and Storm Sewers $408,856.00 $294,510.50 $114,345.50 PartB Sanitary Sewer and Appurtenances $13,972.00 $13,972.00 PartC Watermain & Appurtenances $119,175.00 $119,175.00 PartD General Items $20,971.00 $11,395.10 $4,424.22 $4,611.08 $540.60 Prorated Sub- Total Construction $562,974.00 $305,905.60 $118,769.72 $123,786.08 $14,512.60 TSH Project Number 12-29636 12-29554 12-29660 Preliminary and Detailed Design, Coordination of Signal Design, Region Invoiced Seperately. To May 26, 2007 $43,092.97 $22,909.20 $11,118.77 $9,065.00 TSH design costs exclude storm sewer flushing and camera work 'see belowl. Construction Administration TSH Pro'ect $56297.40 $30 590.56 $11 876.97 $12378.61 $1 451.26 Other Costs SI. George Street Demolition $19,988.23 $19,988.23 Demolition and associated costs (utilities, legal) SI. George and King Street Signallnsiallation including $160,885.00 $160,885.00 Purchase Order No. 11 Interconnect Loop for King SI. Corridor Storm Sewer Flushing and Camera Inspection $4,565.00 $3,195.50 $1,369.50 Subsurface Investigation - TBE $3,700.00 $1,850.00 $1,850.00 Estimated Utility Relocation Veridian $12,000.00 $4,000.00 $8,000.00 Estimated Enbridge $8,000.00 $4,000.00 $4,000.00 Estimated Sub- Total Other Costs $209,138.23 $33,033.73 $176,104.50 Sub- Total Estimated Project Costa $871,502.60 $392,439.09 $317,869.96 $145,229.69 $15,963.86 Contingencies $36,497.40 $15,560.91 $6,130.04 $12,770.31 $2,036.14 Estimated Total Estimated Project Costs $908,000.00 $408,000.00 $324,000.00 $168,000.00 $18,000.00 :.t: Budget Amount $845,000.00 $310,000.00 $300,000.00 $217,000.00 $18,000.00 of Over/Under Budaet Amount -$63 000.00 -$98 000.00 -$24 000.00 $59 000.00 $0.00 t::" All costs exclude G.S.T. I J S June 07, 2007 P,2%j6.IC_t'2%,I6-Lo..., Bid Cost Appon"'-ml ~]J (7 TaM C r m :: ro -. -.