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Home My WebLink AboutCOD-039-07 Q@Pn REPORT CORPORATE SERVICES DEPARTMENT Report #: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE . ~r1A )1.57-07 June 18, 2007 ~SoJu b>>/l. COD-039-07 File #_ By-law ./)007--/113 Meeting: Date: Subject: CL2007-21, Elgin Street Reconstruction Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-039-07 be received; 2. THAT Hard-Co Construction Ltd, Whitby, Ontario with a total bid in the amount of $1,616,400.00 (Plus GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2007-21 be awarded the contract for the Elgin Street Reconstruction as required by the Engineering Department; 3. THAT funds required in the amount of $762,000.00 (which includes $1,616,400.00 tendering, consulting and contingencies and less the Region of Durham portion) be drawn from Engineering 2007 Capital Accounts # 110-32-330-83291-7401 ; 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: ~..s: eJk Franklin Wu, Chief Administrative Officer .S. Cannella, C.ET 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.: COD-039-07 PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Elgin 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. Subject to the Council Approval of Report EGD-045-07 authorizing the transfer of surplus funds from the Concession Road 3 Bridge Rehabiltation of $102,000.00 and $25,000 from the West Townline Sidewalk, the total project cost, including project administration, costing allocation is $762,000.00 and is within the revised 2007 Engineering Capital Budget allocation of $762,000.00 as outlined in the memo from Engineering Services and the letter from Totten Sims Hubicki Associates marked Schedule "B" and will be drawn from Accounts # 110-32-330-83291-7401. 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 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, Hard-Co Construction Ltd., Whitby, Ontario, be recommended for the contract for the Elgin 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 Hard-Co Construction Ltd, Whitby, Ontario for the Elgin 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, Hard-Co Construction Ltd, Whitby, 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 C[{1[ington SCHEDULE "B" MEMO TO: Louann Birkett, Purchasing Manager FROM: Bruno Bianco, Design Engineer DATE: June 12, 2007 SUBJECT: Elgin Street Reconstruction Tender Award Recommendation Contract CL2007 -21 CRC.ElginSt.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 this 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 Hard-Co Construction Ltd. in the amount of $1,616,400.00 exclusive of G.S.T. for the 2007 Elgin Street reconstruction project from Odell St to Fourth St in order to take advantage of proposed Regional works. As recommended, we have carried a contingency amount of approximately 5.5% to address the issues that may arise from the existing neighbourhood. 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" Elgin St. Reconstruction Account 1103233083291 7401 Total Project $762,000.00 Amount Budget Amount $635,000.00 Estimated $127,000.00 Budget Deficit Estimated $127,000.00 Transfer of Funds (EGD-045-07) Revised Budget $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, ~~~0- 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 II TIH SCHEDULE "B" Totten Sims Hubickj Associates 513 Division Strect, Cobourg, Ontario, Canada K9A 5G6 (905) 3722121 Fax: (905) 3723621 Emai!;cobourg@tsh.ca www.lsh.ca engineers architects planners June 11,2007 Mr. A. S. Cannella, C.E.T. Director of Engineering Services Corporation ofthe Municipality ofClarington 40 Temperance Street BOWMANVILLE, Ontario L I C 3A6 Dear Mr. Cannella: Re: Elgin Street Reconstruction, Bowmanville Contract No. CL2007-21, Municipality of Cia ring ton Tenders for the above project were opened at the Municipal Offices on Tuesday, June 5, 2007 at 2: 15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST. I BIDDER Hard-Co Construction Ltd. Whitby, ON Ron Robinson Limited Bowmanville, ON TOTAL BID (Excluding CST) I $ 1,6 16,400.00 '_"m ..........................___................_ __. $1,824,830.62 TSH has reviewed all bids accepted by the Clarington Purchasing Department and have confirmed the bid values noted above. Hard-Co Construction has completed several projects for the Municipality of Clarington in recent years including the reconstruction of Wellington Street in 1999 and Mearns Avenue in 2000. Currently, Hard-Co is constructing the Municipality of Cia ring ton Contract CL2006-28 Baldwin and Church Street Reconstruction. All completed work for the Municipality ofC/arington in recent years has been completed in a satisfactory manner. They have also carried out projects for other municipalities in the area including the City of Kawartha Lakes and the Regional Municipality of Durham. All references contacted assessed Hard-Co's perfonnance to be good. Estimated cost for the project, based on Hard-Co's bid, are summarized on the attached Cost Apportionment. The Municipality of CIa ring ton's portion of this Contract is projected to be over budget with an estimated project cost of $762,000.00 and a budgeted amount of $635,000.00 in Account No. 110~32-330-83291-740 I. The primary reason for the projected budget overrun is an extension of the project north limit, from Third Street to Fourth Street. By completing the road work in conjunction with replacement of the Region of Durham's water and sewer infrastructure, approximately $\ 00,000.00 in Clarington costs will be covered by the Region's sewer and water budgets through restoration of the sewer and watermain trenches. . , Mr. A. S. Cannella, C.E.T. JUlle 11,2007 SCHEDULE "?" We recommend that the tender in the amount of$1 ,616,400.00 (exclusive ofG.S.T.) be awarded to Hard- Co Construction Ltd., Whitby. The award should be conditional on similar approval being received from the Regional Municipality of Durham as a significant portion ofth1s Contract is for the installation of regional services. Should you have any questions regarding this matter, please contact the undersigned. Yours truly, J . A . 1/ /" t , '/"'7 ! 1/ ! ' "7" I ,/" !/vI"... William McCrae, P.Eng. Senior Project Engineer WMc/ym P:\ 12.29600\Corresp\22228.doc Encl. pc: Mr. Bruno Bianco, P.Eng, Design Engineer, Municipality of CIa ring ton TIM Municipality of Clarington/Region of Durham Elgin Street Reconstruction, Bowmanville Low Bid Cost Apportionment Contract CL2007-21 June 11, 2007 TSH Project if. 12-29600 Clarington Region of Durham Comments Description Total Elgin & First Watennain & Sanitary Sewer and Street Appurtenances Appurtenances Account Number 1103233083291 969306001XX 969306002XX 7401 Construction Costs Contract CL2007-21 Road Works and Storm Sewers $933,680.00 $570,122.60 $36,355.74 $327,201.66 Earth Excavation & Road Restoration on Elgin, Part A Second, Third and Fourth Street paid by ReQion Part B Sanitary Sewer and Appurtenances $287,791.00 $287,791.00 Part C Watermain & Appurtenances $331,429.00 $331,429.00 Part 0 General Items $63,500.00 $23,313.02 $15,039.17 $25,147.81 Prorated Sub- Total Construction $1,616,400.00 $593,435.62 $382,823.91 $640,140.47 TSH Prolect Number 12-29600 12-29631 12-29632 Design Review, Public Consultation & Tendering Region Invoiced separately for Sewer and .. .. .. To May 26,2007 $72,972.87 $41,526.14 $15,246.63 $16,200.10 Watermain. TBE amount invoiced under TSH project number 12-29600 is shown under other ....m.h. Construction Administration TSH Project #12-29600 $161,640.00 $59,343.56 $38,282.39 $64,014.05 Estimated Other Costs Geotechnical Investigation - Soils Engineers $3,000.00 $1,101.40 $710.51 $1,188.09 Quote - Prorated Subsurface Investigation - TBE $2,798.75 $2,798.75 Invoice # 91764 Utility Relocation Veridian $20,000.00 $20,000.00 $0.00 $0.00 Estimated Enbridge $36,000.00 $0.00 $36,000.00 $0.00 Estimated Bell $1,800.00 $1,800.00 Estimated Sub- Total Other Costs $63,598.75 $25,700.15 $36,710.51 $1,188.09 Sub- Total Estimated Project Costs $1,914,611.62 $720,005.47 $473,063.45 $721,542.70 Contingencies $102,388.38 $41,994.53 $23,936.55 $36,457.30 Estimated Total Estimated Project Costs $2,017,000.00 $762,000.00 $497,000.00 $758,000.00 Budget Amount $1,915,000.00 $635,000.00 $501,000.00 $779,000.00 Over/Under Budget Amount -$102,000.00 -$127,000.00 $4,000.00 $21,000.00 All costs exclude G.S.T. en (') I m o C r m - 00 .. .. Pf29(",()WCu1Ut/29GOO-Luw Bid CO!t Appurtionment.xl, TaH