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HomeMy WebLinkAboutCOD-030-18Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint General Government and Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: COD -030-18 Resolution: JC -051-18 File Number: By-law Number: Report Subject: Contract Awards During Council Election Recess Recommendation: 1. That Report COD -030-18 be received for information. Municipality of Clarington Report COD -030-18 Page 2 Report Overview To report to Council on the contracts awarded during Council recess. 1. Background During periods when Council is in recess provision has been made in the Purchasing By - Law 2015-022 S. 73 for the approval of contract awards in order to continue with business as usual. The by-law further states that Council shall not vary any action or decision of the contract awards made while Council is in recess. During the Council Election Recess of 2018 there were 4 contract awards that would normally necessitate a report to Council. 2. Comments In accordance with Purchasing By -Law 2015-022 S. 73 (2), the following contracts were awarded during the Council Election Recess: CL2018-1, Port Darlington Road Neighbourhood Access Road (Attachment 2- Memo from Engineering — Confidential Cost Apportionment attached). Note that for the CL2018-1 Tender award the attachment to the Engineering Services' Memorandum to Finance, Detailed Low Bid Cost Apportionment — CL2018-01, has been distributed under separate cover as confidential as it contains financial information that may impact the Municipality's ability to effectively administer the contract. RFP2018-11, Microsoft Office 365 Migration CL2016-16, (Year 3 Renewal), 2018 Stormwater Management Pond Cleanout and Maintenance CL2018-30, Soper Creek Trail — Phase 2 Construction A copy of the recommending Purchasing Services Reports for the above noted projects are attached. 3. Concurrence Not applicable. 4. Conclusion The actions taken by Staff as documented in the attached Report Memos be provided for Council's information. 5. Strategic Plan Application Not applicable. Municipality of Clarington Resort COD -030-18 Submitted by: Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Paae 3 Reviewed by: Andrew C. Allison, B. Comm, LL.B. Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson(o)clarington.net Attachments: Attachment 1 PS -016-18 - Soper Creek Trail — Phase 2 Construction Attachment 2 PS -017-18 - Port Darlington Road Neighbourhood Access Road Attachment 3 PS -018-18 - (Year 3 Renewal), 2018 Stormwater Management Pond Cleanout and Maintenance Attachment 4 PS -020-18 - Microsoft Office 365 Migration There are no interested parties to be advised of Council's decision. MM/DF r �, ri ap / Purchasing Services Date: September 24, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -016-18 File Number: CL2018-30 Subject: Soper Creek Trail - Phase 2 Construction Council Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: That Royalcrest Paving & Contracting Ltd. being the lowest bidder meeting all terms, conditions and specifications of CL2018-30 be awarded the completion of the Soper Creek Trail - Phase 2 Construction; and 2. That the funding required in the amount of $449,043.62 (Net HST Rebate) which includes the revised construction costs of $419,519.54 (Net HST Rebate) and other related costs such as materials testing and contingencies of $29,524.08 (Net HST Rebate) be funded as follows: Soper Creek Trail — Phase 2 110-32-325-83284-7401 $425,325.20 Pedestrian Link to Camp 30 110-32-330-83284-7401 $23,718.42 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -016-18 Recommended bv: 1 r' r David Ferguson, Manager, Purchasing rvices g � g Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Anthony S. Cannella, Director of Engineering Approved bLr. Andrew Alli on, CAO MM\DF\sm cc: M. Marano, Director, Corporate Services Date ClLO, )g Date Date q�as`lzr,�g Date Page 2 Report No: PS -016-18 Page 3 1. Background 1.1 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. The work involves 1,850m of trail from the existing trail location on Mearns Ave south of Soper Creek Drive extending north along the existing trail and creek alignment terminating at the existing connection to Sprucewood Crescent. 1.2 Tender CL2018-30 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twenty-one (21) Companies downloaded the bid document. 1.4. The tender closed on September 5, 2018. 1.5. In view of the Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Seven (7) submissions were received in response to the tender call. Bid were reviewed and all were deemed to be compliant. 2.2. Submissions were tabulated by the Purchasing Services Division (see Attachment 1). 2.3. The results were forwarded to the Engineering Services Department for their review and consideration. 2.4. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Royalcrest Paving &Contracting Ltd. be recommended for the award of contract CL2018-30. 2.5. Royalcrest Paving &Contracting Ltd. has successfully completed work for the Municipality in the past. 3. Financial 3.1 That the funding required in the amount of. $449,043.62 (Net HST Rebate) which includes the revised construction costs of $419,519.54 (Net HST Rebate) and other related costs such as materials testing and contingencies of $29,524.08 (Net HST Rebate) be funded as follows: Soper Creek Trail —Phase 2 110-32-325-83284-7401 $425,325.20 Pedestrian Link to Camp 30 110-32-330-83284-7401 $23,718.42 Report No: PS -016-18 Page 4 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Royalcrest Paving &Contracting Ltd. being the only compliant bid be awarded the contract for work required for the completion of Soper Creek Trail -Phase 2 Construction in the amount of $419,519.54 (Net HST Rebate) as per the terms, conditions and specifications of CL2018-30. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Report No: PS -016-18 Attachment #1 Municipality of Clarington Summary of Bid Results Page 5 BIDDER Bid (Including HST) Total Bid (Net HST Rebate) Royalcrest Paving &Contracting Ltd. $465,857.98 $419,519.54 TDI International AG Inc. DBA Eco Blue Systems $554,875.51 $499.682.58 Melfer Construction Inc. $663,239.94 $597,268.11 CSL Group Ltd. $663,551.26 $597,548.46 Forest Ridge Landscaping Inc. $707,662.50* $637,272.00 Epic Paving &Contracting Ltd. $867,099.85 $7807850.27 Dig -Con International Ltd. $931,501.38 $838,845.84 $WWDFRHQWWR 5HSRUWN ciffftwil Report Purchasing Services Date: November 22, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -017-18 File Number: CL2018-1 Subject: Port Darlington Road Neighbourhood Access Road Council Recess Procedure (Purchasina By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Eagleson Construction being the lowest bidder meeting all terms, conditions and specifications of CL2018-1 be awarded the completion of the Port Darlington Road Neighbourhood Access Road; and 2. That the total funding required for the overall project in the amount of $2,491,002.10 (Blended HST) which includes the revised construction costs of $1,541,013.94 (Blended HST) and other related costs such as land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies of $1,012,523.64 (Blended HST) be funded as follows: Port Darlington Road Extension to Subdivision (2016) 110-32-330-83442-7401 Port Darlington Road Extension to Subdivision (2017) 110-32-330-83442-7401 Developer Contribution 110-32-330-83442-7403 Transfer of DC Funding from Concession Street East Project (2017) 110-32-340-83453-7401 $ 144,050.00 $ 722,400.00 $1,047,244.76 $ 577,307.34 $2,491,002.10 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -017-18 Recommended bv: David Ferguson, _: Manager, Purchasing'�Iices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Anthony S. Cannella, Director of Engineering Approved b .Z000; Andr Allison, Chief Administrative Officer M M\D F\s m cc: M. Marano, Director, Corporate Services Page 2 �2 ew zo Date II lZz!l�5 Date 2 2�1 g;ee- Date bafe Report No: PS -017-18 Page 3 1. Background 1.1 Tender specifications were prepared by the Engineering Services Department and CIMA and provided to the Purchasing Services Division. The work is for the construction of a new road section to facilitate traffic movement from a new subdivision. This work will reduce the impact on the older section of road along our Port Darlington East Beach waterfront park. The provision of this road is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June 2015. Funding for this road is provided through Development Charges and directly from the developer. 1.2 Tender CL2018-1 was issued by the Purchasing Services Division and advertised FD® -I[0 X(QFLSDWVLZ -EVW. A notification of the D)DL(m MVR [CPAJ--I-FXP HQ/E DIDmR SRANG -I[2 Q5 E-3 XEQF-O/GK HUV Association website. 1.3 Twenty-nine (29) Companies downloaded the bid document. 1.4. The tender closed on August 29, 2018. 1.5. In view of the Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 2. Analysis 2.1. Six (6) submissions were received in response to the tender call. Bids were reviewed and all were deemed to be compliant. 2.2. Submissions were tabulated by the Purchasing Services Division (see Attachment 1). 2.3. The results were forwarded to the Engineering Services Department for their review and consideration. 2.4. Upon reviewing the submissions, Engineering Services recommended removing item A59- Decommissioning of the Existing Groundwater Monitoring Well as Clarington had to have the work completed no later than October 31, 2018 under the terms of our agreement with Hydro One. As a result of this deadline, the services of a separate contractor were retained to decommission the well before the October 31 deadline. The cost for the work is included in the total project costs noted within the financial section. 2.5. Engineering Services and the Purchasing Services Division mutually agreed (Attachment 2) that the low bidder, Eagleson Construction be recommended for the award of contract CL2018-1. Eagleson Construction has successfully completed work for the Municipality in the past. Report No: PS -017-18 Page 4 3. Financial 3.1 The total funding required for the overall project in the amount of $2,491,002.10 (Blended HST) which includes the revised construction costs of $1,541,013.94 (Blended HST) and other related costs such as land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies of $1,012,523.64 (Blended HST) is to be funded as follows: Port Darlington Road Extension to Subdivision (2016) 110-32-330-83442-7401 $ 144,050.00 Port Darlington Road Extension to Subdivision (2017) 110-32-330-83442-7401 $ 722,400.00 Developer Contribution 110-32-330-83442-7403 $1,047,244.76 Transfer of DC Funding from Concession Street East Project (2017) 110-32-340-83453-7401 $ 577,307.34 $2,491,002.10 3.2 As a result of Hydro One changing the preferred road alignment part way through the environmental assessment, some additional design, construction and land purchase costs were incurred. These unforeseen costs, resulted in an increase to the overall project costs requiring additional funding. The additional funding is to be provided through the reallocation of funds from another development charge project, Concession Street East project, which has been delayed. It is therefore recommended that funds be transferred from DC Funding F Concession East Project (110-32-340-83453-7401) to cover the additional costs. 3.3 The contribution from the Developer will be collected prior to the issuance of the Purchase Order. 3.4 Section 3 of this report has been reviewed by Trevor Pinn, Deputy Treasurer who concurs with the funding allocation. 3.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Eagleson Construction being the lowest compliant bid be awarded the contract for work required for the completion of Port Darlington Road Neighbourhood Access Road in the revised amount of $1,541,013.94 (Blended HST) as per the terms, conditions and specifications of CI_2018-1. Attachments: Attachment 1 u Bid Tabulation Attachment 2- Memo from Engineering F Confidential Cost Apportionment Report No: PS -017-18 Page 5 Attachment #1 Municipality of Clarington Summary of Bid Results BIDDER Bid Total Bid (Including HST) (Blended HST Rebate)* Eagleson Construction $1,632,833.46 $1,549,660.63 Hard -Co Construction Ltd. $1,636,340.34 $1,553,644.19 Montgomery MacEwen $1,716,984.89 $1,632,071.81 Contracting Coco Paving Inc $1,810,534.76 $1,718,419.87 Aloia Bros. Concrete $2,099,846.64 $2,205,320.51 Contractors Dig -Con International Ltd. $2,982,181.31 $2,839,471.34 Note: Pricing above does not reflect the removal of Item A59 but rather shows the pricing as received. * Blended HST represents the Net HST value on the project items which the Municipality of Clarington is responsible for plus the full HST amount (13%) on the project items which the developer is responsible for. The two values are added together resulting in a Blended HST amount. PS -017-18 $ W W Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: November 21, 2018 Subject: CL2018-01 — Port Darlington Realignment The Engineering Services Department has reviewed the low bid by Eagleson Construction for CL2018-01 and offer the following comments. The work locations and a brief description are listed below: Road Limits Description Port Darlington Intersection of Port Darlington Road Construction of a new road Road (East and West Beach Road to roughly section to facilitate traffic Shore Drive) 500 m southeast to East Shore Drive movement from a new subdivision to reduce impact on older section of road and along our Port Darlington East Beach waterfront park. The low bidder on this contract was Eagleson Construction. Based on past experience with this contractor, we recommend the contract be awarded to Eagleson Construction in the amount of $1,623,734.71 inclusive of HST, or $1,541,013.94 with blended HST. Note that the costs include the 1.76% non-recoverable portion of the HST for the Municipality of Clarington's share of the project, and the full 13% HST for the Developer's share of the project. This low bid price reflects the deletion of Item A59 — Decommissioning of Existing Groundwater Monitoring Well as Clarington had to have this work completed by October 31, 2018 under the terms of our agreement with Hydro One and staff retained the services of another contractor to complete the work before the deadline. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Memo A total contingency amount of approximately 8% of construction costs is required for this project, based on past experience. Therefore, including other costs such as Municipal Class Environmental Assessment, land purchase, Hydro One agreements, design, contract administration, inspection, material testing, permits, contingency and blended HST costs, the Engineering Department advises of the following funding. Construction Cost, Based on Low Bid $ 1,436,933.37 net HST at 1.76% $12,952.72 HST at 13% $91,127.85 Other Costs $908,618.59 net HST at 1.76% $12,017.93 HST at 13% $29,351.64 Total Project Cost $2491,002.10 Allocated Financing Port Darlington Rd. Extension to Subdivision (2016) 110-32-330-83442-7401 $144,050.00 Port Darlington Rd. Extension to Subdivision(2017) 110-32-330-83442 -74 01 $722,400.00 Port Darlington Rd. Extension to Subdivision Developer Contribution 110-32-330-83442-7403 $1,047,244.76 Transfer of DC funding from Concession Street East Project (2017) 110-32-340-83453-7401 $577,307.34 Total Allocated Financing $2,491,002.10 * A more detailed breakdown is to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Memo All funding for this project is provided through Development Charge accounts or directly from the developer. It should be noted that the provision of this road in the location identified in CL2018-1 is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June of 2015. As noted above this project required the Municipality of Clarington to deal with Hydro One and Infrastructure Ontario in order to complete the necessary Environmental Assessment works and other studies necessary to complete the purchase of the necessary land for the new road and multiuse trail. This process resulted in added costs to the project as in our initial consultations with Hydro One they provided clear direction where the road had to go as to not compromise their long term plans for increased distribution towers along the corridor. Staff and our consulting team proceeded with this direction from Hydro One to the point where Clarington was ready to post our Notice of Completion for the Environmental Assessment but during Hydro One's review of the material their senior staff changed Hydro One's position and stated that the road alignment had to be on the south side of the corridor, opposite to the initial direction provided. With this change many of the reports and preliminary alignment design work that was done had to be redone and updated. The other unexpected cost increase was the purchase of land from Hydro One administered through Infrastructure Ontario. Infrastructure Ontario requires that an Across the Fence or Industrial Land Rate method be used to assess the land being purchased from Hydro One. What this means is that the actual lands and any constraints within it are not assessed but the best land along hydro corridor is used to assess the value of the land you are seeking. Originally it was estimated that the land would be less than $100,000 because it is in a utility corridor and parts of it are environmental protection. But with the Across the Fence method the final appraisal and eventual cost of the land was $332,927.71, significantly higher than expected but not contestable as the Infrastructure Ontario requirements are clearly set out. In addition to the added land costs there were additional design costs related to the Environmental Assessment and detailed design of roughly $50,000. The realignment of the road because of Hydro One's change in position also resulted added construction costs related to having to construct a large box culvert, provide screening with fending and planting for the resident south of the corridor because the road was moved adjacent to her house. These added construction costs amount to roughly $200,000. With these added costs additional funding for the The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Ciantigton0 Memo project was required in order to deal with all of these costs. This funding was provided through the reallocation of funds from another development charge project that will be delayed as a result of subdivision work not moving forward for another couple of years. This deferred work will be rebudgeted for once the timing for the subdivisions is confirmed. Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/cv cc: Trevor Pinn, Acting Director of Finance E. Watson, Capital Asset Manager A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Erika Watson, Capital Asset Manager From: Ron Albright, Assistant Director, Engineering Services Date: November 21, 2018 Subject: CL2018-01 — Port Darlington Realignment Please see the attached Memo to David Ferguson, Purchasing Manager, regarding award of Contract CL2018-01. Other commitments associated with this contract are detailed in the attached cost apportionment and include land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies. The total project cost, including other costs and blended HST, is $2,491,002.10. Note that the costs include the 1.76% non-recoverable portion of the HST for the Municipality of Clarington's share of the project, and the full 13% HST for the Developer's share of the project. It should be noted that the provision of this road in the location identified in CL2018-1 is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June of 2015. As a result of Hydro One changing the preferred road alignment location part way through our environmental assessment, there were some additional design, construction and land purchase costs incurred. Additionally, the way in which Infrastructure Ontario, who are responsible for real estate transactions for Hydro One, calculates land costs is much different than is conventionally done and there was a much higher land purchase cost for this project. As a result of these unforeseen issues, there were increases in the overall project costs. In order to accommodate these costs, funding reallocation from another development charge project, Concession Street East urbanization, in the amount of $577,307.34 (net of HST) was required to address the funding shortfall. Due to some delays in the progress in development adjacent to Concession Street East, this project, with the exception of some design costs, can be deferred and re -budgeted for when the development is ready to proceed (anticipated sometime in 2020). The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Memo As there has been some delays in the developments both north and south of this section of road, it is recommended that the construction commitments identified in the 2017 budget, Account Number 110-32-330-83453-7401, be released with the exception of the monies required for the award of the CL2018-01 contract, and $125,000 that should be retained for detailed design of the road section originally included in the construction cost. It is anticipated that both developments should proceed in 2020 or later, at which time Engineering Services will re -budget for the Concession Street East construction costs. Should you have any questions regarding this project, please let me know. Reqards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/cv cc: Trevor Pinn, Acting Director of Finance A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Clarington Report Purchasing Services Date: September 27, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -018-18 File Number: CL2016-16 (Year 3 Renewal) Subject: 2018 Stormwater Management Pond Cleanout and Maintenance Council Recess Procedure (Purchasing By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following.- That ollowing: That Ground Force Environmental Inc., having submitted updated pricing as per the terms, conditions and specifications, be awarded year 3 of CL2016-16 with a revised scope of work for the completion of the Stormwater Management Pond Cleanout work for the Port of Newcastle East Pond; and 2. That the funding required in the amount of $170,000.00 (Net HST Rebate) which includes the revised construction costs of $129,915.28 (Net HST Rebate) and other related costs such as design, inspection, contract administration, fish rescue and contingencies of $40,084.72 (Net HST Rebate) be funded as follows: 2017 Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $170,000.00 Corporation of The Municipality Of Clarington 40 Temperance Street, Bowmanville, Ontario L1C 3A6 T (905)623-3379 F (905)623-3330 Report No: PS -018-18 Recommended bv: r David Ferguson, Manager, Purchasing S rvices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Anthony S. Cannella, Director of Engineering Approved by: An ew Allison, CAO MM\DF\sm cc: M. Marano, Director, Corporate Services 7 2--Oloc" Date !i1z:21le Date Date /Cp Date 2 3 Report No: PS -018-18 1. Background 1.1 The funding application for the Clean Water and Wastewater Funding (CWWF) program included the completion of the Robert Adams Pond which was tendered and awarded to Ground Force Environmental Inc. through CL2016-16. The award of CL2016-16 had a provision to extend the work at the pond over 3 years provided satisfactory performance by the contractor. The contractor performed the work satisfactorily in 2016 and 2017. 1.2 Purchase order number 09854 was issued to Ground Force Environmental Inc. for pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for the Robert Adams Storm Pond in Courtice. 1.3 An application from the CWWF was submitted to the Province with the inclusion of the entire works for Robert Adams Pond to be completed in one year including additional works at the adjacent quantity pond which have been done. As the pond work came in under the estimate that was provided as part of the CWWF funding agreement, staff applied to the CWWF program for a scope change to include an additional pond cleaning to the funding program. The application was approved and staff would like to exercise Year 3 of the CL2016-16 term order with Ground Force Environmental Inc. with an addition to the scope of work. As noted above, Purchase order number 09854 was issued to Ground Force Environmental Inc. for year 1 and year 2 in the amount of $317, 292.27 (inclusive of HST). With the requested change to the scope of work the revised amount will exceed the dollar threshold that the Chief Administrative Officer is authorized to approve. 1.4 In view of Council Recess, authorization is requested to award a change in scope to the above contract in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 1.5 The pond selected and accepted for the CWWF scope change was the Port of Newcastle East Pond. As each pond is unique the site preparation, access route, dewatering and coffer dam work is specific to each pond and therefore pricing for this work is directly related to the individual site. In reviewing this pond with Ground Force Environmental Inc. they noted they would be willing to hold their CL2016-16 pricing with moderate increases to the standard tender items such as sediment removal and disposal and after reviewing the design prepared by CIMA provided a price of $127,668.32 exclusive of HST or $129,915.28 net of HST. Staff have reviewed the price and found the price to be reasonable. 1.6 Based on our experience with pond work over the past 2 years we have been able to provide a much more efficient design and work program and therefore can reduce the contingency requirement considerably. The total project costs including contingency, design, permitting, approvals, fish rescue program, Report No: PS -018-18 contract administration and net HST costs, is $170,000.00 and is consistent with funding available through the CWWF program. 1.7 In view of the total award amount (including year 1 and year 2) being over $250,000 along with a change in the scope, authorization is requested to award the above contract extension in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 2. Analysis 2.1. Ground Force Environmental Inc. were provided the design, specifications and list of items for pricing for the Port of Newcastle East Pond for review and pricing based on their original pricing submission in 2016 for CL2016-16. 2.2. The updated pricing was provided to the Engineering Services Department for their review and consideration and was found to be reasonable and within the available budget. 2.3. After review and analysis of the submission by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that Ground Force Environmental Inc. be recommended for renewal for year 3 of contract CL2016-16 including the change to the scope of work. 2.4. Ground Force Environmental Inc. has successfully completed work for the Municipality in the past, specifically in 2016 and 2017 for year 1 and 2 of this contract. 3. Financial 3.1 That the funding required in the amount of $170,000.00 (Net HST Rebate) which includes the construction costs of $129,915.28 (Net HST Rebate) and other related costs such as design, inspection, contract administration, fish rescue and contingencies of $40,084.72 (Net HST Rebate) be funded as follows: 2017 Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $1701000.00 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Ground Force Environmental Inc. be awarded the year 3 contract renewal with a revised scope of work required for the completion of Stormwater Management Pond Cleanout work for the Port of 5 Report No: PS -018-18 Newcastle East Pond in the amount of $129,915.28 (Net HST Rebate) as per the terms, conditions and specifications of CL2016-16. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Clarington Report Purchasing Services Date: November 6, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -020-18 File Number: RFP2018-11 Subject: Microsoft Office 365 Migration Council Recess Procedure (Purchasing By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That the proposal received from Gibraltar Solutions, being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-11 be awarded the contract for the Microsoft Office 365 Migration; and 2. That the required funding for this project in the amount of $40,296.96 (Net HST Rebate) be drawn from the following Account: IT Computer S/W 110-16-162-81611-7401 $40,296.96 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario UC 3A6 T(905)623-3379 Report No: PS -020-18 Recommended bv: David Ferguson, Manager, Purchasing Se ces Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Marie Marano, H.B. Sc., C.M.O. Director, Corporate Services Approved b� And ew All son, Chief Administrative Officer M M\D F\ Page 2 I 4�e' I Date fL'G' zor� Date ����wiJu/ Date All�C(1 Date cc: Rob Van Dyk, Manager, Information and Technology Report No: PS -020-18 Page 3 1. Background 1.1 Request for Proposal RFP2018-11 was drafted for the purpose of seeking a qualified company for the Microsoft Office 365 system integration and implementation. This project was identified in the Information Technology Strategic Plan as an immediate requirement as the current email system is no longer viable. The scope of the project is for the migration of the Municipality of Clarington from an on -premises Exchange 2010 environment to an Office 365 cloud -hosted email services. The scope of the project along with the RFP specifications were provided by the Information and Technology (IT) Division of the Corporate Services Department. 1.2 RFP2018-11 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twenty-seven (27) Companies downloaded the bid document. 1.4. The request for proposal closed on October 3, 2018. 1.5. In view of Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Ten (10) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. All ten (10) submissions complied with the mandatory submission requirements and were distributed to the Evaluation Committee for their review and scoring. 2.3. The Technical Proposals were first evaluated and scored independently by the members of the evaluation committee in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of staff from the IT Division and the Purchasing Services Division. 2.4. The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which submissions were evaluated were as follows: • Highlights of services provided within past five (5) years only • Allocated roles and responsibilities of team members; long timeline for scope of project and coverage for entire length is essential • Demonstrated understanding of the Municipality's requirements, the Project and related issues • Demonstrated the ability to carry out all aspects of the project. Report No: PS -020-18 Page 4 2.5. Upon completion of the evaluation, the evaluation committee concluded that the following four (4) bids met the pre -established threshold of 80% for Phase 1 and moved on to the second Phase of the process: • Buchanan Technologies • Cistel Technology • Gibraltar Solutions • Onx Enterprise Solutions 2.6. It was deemed by the evaluation committee that no presentation would be required to provide further clarification regarding proposals received. 2.7. The Pricing Envelopes for the four (4) pre -qualified companies were opened and verified and in keeping with the terms of the RFP, the evaluation committee's recommendation is to award to the lowest bidder, Gibraltar Solutions. 2.8. Staff have reviewed the pricing submitted by Gibraltar Solutions and found it to be acceptable. 2.9 References provided by Gibraltar Solutions were contacted and they advised that the level of service has been satisfactory. 3. Financial 3.1 That the funding required in the amount of $40,296.96 (Net HST Rebate) is in the budget allocation as provided and will be drawn from the following account: IT Computer SNV 110-16-162-81611-7401 $40,296.96 3.2 Queries with respect to the department needs, specifications, etc. should be . referred to the Director of Corporate Services. 4. Conclusion 4.1 It is respectfully recommended that Gibraltar Solutions being the lowest compliant bid be awarded the contract for Microsoft Office 365 Migration in the amount of $40,296.96 (Net HST Rebate) as per the terms, conditions and specifications of RFP2018-11. Attachments: Attachment 1 — Summary of Bid Results Report No: PS -020-18 Page 5 Attachment #1 Municipality of Clarington Summary of Bid Results BIDDER Buchanan Technologies ONX Enterprise Solutions Cistel Technology Gibraltar Solutions vNextl Q Inc. Technology Integration Group SiRON Technologies Group Inc COMPAREX Canada Inc Infront Consulting Group Alten Calsoft Labs *Denotes firms who were shortlisted.