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HomeMy WebLinkAboutCOD-041-07 ClwilJgron REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Report #: COD-041-07 File#_ /] \ \- .0..--3104-07 ~SO\utlO('l' By-law #dt007 -/1., 1 Date: June 25,2007 Subject: CL2007-27, Green Road and Stevens Road Reconstruction Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-041-07 be received; 2. THAT Fernview Construction Limited, Bolton, Ontario with a total bid in the amount of $1,712,675.53 (Plus GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2007-27 be awarded the contract for the Green Road and Stevens Road Reconstruction as required by the Engineering Department contingent upon on the Developer's funds being secured in full per the Stevens Road Extension Agreement and External Metrus Services Agreement with the Municipality; 3. THAT funds required in the amount in the amount of $1,982,960.81 (which includes $1,988,264.91, tendering, consulting and contingencies and less the Durham of Region portion) be drawn from Engineering 2007 Capital Accounts # 110-32-330-83298-7401 in the amount of $300,000.00, the Developers Irrevocable Letters of Credit in the amount of $1,405,513.91 and $5,304.10 being provided by the Region of Durham for their portion; 4. THAT the additional funding in the amount of $277,446.90 be drawn from the Move Ontario Government Funding and Development Charges in the amount of $57,126.32 and $220,320.58 respectively and transferred to Capital Account # 110-32-330-83298- 7401; 5. THAT the tender award be subject to the approval of the Regional Municipality of Durham for their portion of the work; and 6. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. 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-041-07 Submitted by: ~.d1:> arle arano, H.B.Sc., C.M.O. Director of Corporate Services "j! 'I / /J i t. ,t;' / d / , ,I ,/ A.S. Cannella, C.E.T. Director of Engineering Services MM\JB\km PAGE 2 Reviewed by: -irI ranklin Wu, ./0 - Chief Administrative Officer 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-041-07 PAGE 3 BACKGROUND AND COMMENT Tender specifications were provided by D.G. Biddle & Associates Limited for the Green Road and Stevens Road 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 D.G. Biddle & Associates Limited Schedule "B" attached. The approved project budget for the Green Road Reconstruction was $300,000.00. The closing tender amount for this project was $577,446.90. Green Road Reconstruction Account #110-32-330-83298-7401 has a short fall of $277,446.90 and it is recommended that this additional funding be drawn from the Move Ontario Government Funding and Development Charges in the amount of $57,126.32 and $220,320.58 respectively. The additional expenditures are mainly related to the West Bowmanville Streetscape Implementation Plan enhancements approved by Council and 2005 estimated construction pricing. Subject to Council approval funding for this project will be drawn from Engineering 2007 Capital Account #110-32-330-83298-7401 in the amount of $577,446.90, the Developers Irrevocable Letters of Credit in the amount of $1,405,513.91 and $5,304.10 being provided by the Region of Durham for their portion, as outlined in the memo from Engineering Services and the letter from D.G. Biddle & Associates marked Schedule "B". 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 Municipalityof 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, D.G. Biddle & Associates Limited and Purchasing, it was mutually agreed that the low bidder, Fernview Construction Limited, Bolton, Ontario, be recommended for the contract for the Green Road and Stevens Road Reconstruction. Attachments: Attachment 1 - Schedule "A", By-law Attachment 1 - Schedule "B" Memo from Engineering Services & Letter from D.G. Biddle & Associates Ltd. 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 Fernview Construction Limited, Bolton, Ontario for the Green Road and Stevens Road 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, Fernview Construction Limited, Bolton, 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" Clll!igglOn MEMO TO: Jerry Barber, Purchasing Manager FROM: Bruno Bianco, P. Eng., Design Engineer DATE: June 22, 2007 SUBJECT: Green Road North Reconstruction, Stevens Road Extension Construction West Main Central Area, Bowmanville, CL2007-27 The Engineering Services Department has reviewed the recommendation provided by DG Biddle & Associates Limited and offers the following comments. Subject to the approval of additional funding as described below we concur with the recommendation to award the contract to Fernview Construction Limited in the amount of $1,712,675.53 exclusive of G.S.T. The above referenced projects include road reconstruction, new road construction, and servicing needs for the Municipality, the Region of Durham, as well as current and future Developers in the area. The municipal funded project will only include the reconstruction of Green Road from Durham Highway 2 to Stevens Road extension. Due to current knowledge of the sites, a contingency amount of approximately 5% is carried forward for the Green Rd. and Stevens Rd. projects respectively. Therefore, including design and tender fees as well as contract administration fees, geotechnical investigation, and utility relocations, Engineering Services advises the following municipal breakdown and additional funding expenditures for the above referenced project; Green Road North Reconstruction - 11032330832987401 Funding Source Breakdown Approved Approved DC Move Ontario Reserve Funds Charges Transfer I Total (Municipal Capital I Works Proqram) Approved Budget $ 300,000.00 $ 61,770.00 $ 238,230.00 $ 0.00 I Amount : Total Proiect Amount $ 577,446.90 $118,896.32 $ 458,550.58 $ 0.00 , Estimated Budget $ 277,446.90 $ 57,126.32 $ 220,320.58 $ 0.00 Deficit Estimated Funding $ 277,446.90 $0.00 $ 220,320.58 $ 57,126.32 Required SCHEDULE "B" The additional expenditures are mainly related to the West Bowmanville Streetscape Implementation Plan enhancements approved by council and 2005 estimated construction pricing. The project was postponed due to the development of the Bowmanville West Main Central Area and the additional streetscape plans were approved well beyond our budget approval. Engineering Services has discussed the additional funding with the Director of Finance. The further Move Ontario funding is available due to the 2006 Pavement Rehabilitation Contract #2 closing under our estimated budget amount. We therefore wish to transfer the funds indicated above from the Move Ontario government fund to facilitate the reconstruction of Green Road. This implementation of funding is in keeping with the requirements to allocate the funds to transportation needs in the Municipality. The shortfall for the growth related portion under Development Charges funding will still be financed from development charges. The 2008 Capital Budget will have to take into consideration of revised development charges funding available. We recommend the report to Council move forward based on the above apportionments; however the award be conditional on similar approval from the Region of Durham for regional infrastructure. Award of this tender will also be contingent on the Developer funds secured for in full per the Stevens Road Extension Agreement and External Services Agreement with the Municipality. Attached for your files is the recommendation provided by DG Biddle & Associates. Should you have any further question, please feel free to contact the undersigned. Regards, - -~_L~ "--=-:~__~~0~-=-~ Bruno M. Bianco, P. Eng. Design Engineer BB/al Attachment cc Nancy Taylor, Director of Finance Bill Creamer, DG Biddle & Associates Limited John Molica, Region of Durham CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 June 21,2007 Municipality of Clarlngton Engineering Services 40 Temperance Street . BowmanviUe. Onario, L 1 C 3A6 Attention: Mr. Bruno Bianco Re: Green Road Reconstruction & Stevens Road ConstruCtion . Municipality of Clarlngton, Bowmanvllle Tender Results Contract No. CL 2007-27 Dear Mr. Blanco: Pursuant to your request. we have reviewed the submitted Tender Documents for the above noted: project. ' Pleasefirid enclosed a summary of the low three bidders, with Femvlew Construction L1mitSd being ttle low bidder at $1,712,675.53., The Municipal portion of the Centract for Green Road Is $511,559.73, as shown on the attached Cost Allocation Calculation excluding G.S.T..' . We have reviewed all tender items checking unit pnces and mathematical extensions and have fouM.all submitted bids to be correCt and in order. . '. . .' . , , The low Contractor, Femvlew ConstrUction Limited Is situated in Bolton, Ontario and a's requested, has provided references for past similar projects. The two references were D.G. Biddle & AssOCIates Limited. and G.M. Semas & Associates Limited. . We eontactedthe Project Manager for each of the above references and received a positive response for the projects comple~ by Femvlew Construction Limited. They stated that . Femvfew Construction Limited peiformed their work in a professfonaland competent manner and the field and office staff were experienced In 'road and sewer reconstruction p~~. . . Therefore, upon. completion of our review and Investigatlcm, we would. recommend the Contract be' awarded to FemvieW Constructlon~imlted. . . .' '. . Should you require further information or cl,ariflcation, please contact our office. Yours truly, D.~SOCIA~UMITED W.G. C er Project Design Manager WGCIbme Encl. c.c. Mr. John Mob, Region of Durham Works. . Mr. Jerry Barber, Municipality of Clartngton WOIka, Purchasing Manager r:\co1TU\10800C1\101114&\101l1~.~ ../ SCHEDULE "B" MUNICIPALITY OF CLARINGTON GREEN ROAD RECONSTRUCTION & STEVENS ROAD CONSTRUCTION low Bid Cost Apportionment Contract Cl2007-27 D.G. BIDDLE PROJECT NO. 106148/106149 CLARlNGTON STEVENS RD REGION OF DURHAN METRUS COMMENTS DESCRIPTION TOTAL GREEN EXTENSION WATERMAIN ROAD AGREEMENT & APPURTENANCES Pro ect ID/Account Number Construction Costs Contract Cl2007-27 Road Work and Miscellaneous S 765,940.14 S 323,872.60 $ 442,067.54 Stonm Sewe.. and Appurtenances $ 317,842.02 S 64,162.92 $ 88,077.05 $ 165,602.05 Street lights $ 242,523.00 $ 103,753.00 $ 138,770.00 Sanitary Sewe.. and Appurtenancea $174,639.57 $ 174,639.57 Watenmaln and Appurtenances $ 145,537.80 $ 4,434.00 $141,103.80 Generslltema $ 66,193.00 $19,771.21 $ 26,892.16 $ 178.26 $ 19,351.37 Prorated Sub Total Construction S 1 712675.53 ~ 511 559.73 ~ 695 806.75 S 4 612.26 S 500 696.79 Deslgn,Revlew, Public Consultation & Tendering $ 25,577.99 $ 41,748.40 $ 276.74 $ 30,041.81 Construction Administration Q5809.18 ~ 62 622.61 S 415.10 S 45 062.71 Other Costs Geotechnical Investigation $ 2,000.00 $ 2,000.00 Utility Relocation Hydro One Engridge Bell S 2,500.00 $ 2,500.00 Estimated Sub Total Other Costs ~ 4 500.00 $ 4 500.00 Sub Total Estimated Projact Costs $ 577,446.90 S 804,677. 76 $ 5,304.10 $ 575,801.31 Contingencias ( included in Clarington Costs) Metrus 5% Contingencies $ 25,034.84 Total Estimated Prolect Costs $ 577 446.90 !l804677.76 $5304.10 $ 600 836.15 Budoet Amount $ 300 000.00 $ 596 136.00 S 620 079.46 Over/Under Budoet Amount -$ 277 446.90 -$ 208 541.76 -$ 5 304.10 $ 19243.31 All costs exclude G.S.T. Note: Green Road budget amount was based on 2005 construction costs that have increased substantiallly over the past two years. Also the contract includes the community improvements endorsed by council.