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Home My WebLink AboutCOD-046-07 Cl~-il]glon REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE ~\vJ1011-!t(1PA-~~-0l Date: Tuesday, September 4th, 2007 Report #: COD-046-07 File#_ By-law #J ()O7-1 ~ 7 Subject: TENDER AWARDS SUMMER COUNCIL BREAK Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-046-07 be received; 2. THAT the attached By-law, marked Schedule "B" authorizing the Mayor and Clerk to enter into the necessary agreement be approved; and 3. THAT the Purchasing By-law be waived and the Manager of Purchasing be authorized to invite bids from the five bidders on Tender CL2007-35, Supply Delivery and Installation of Gas Furnace Replacement. $,bmilled byU-Vo . Marie Marano, H.B.Sc., C.M.O. Directofflf Corporate S rvic / Reviewed bYC~)~ Uk. Franklin Wu, Chief Administrative Officer MM\JB\km Attachments: Attachment 1 - Schedule "A", Memo RE: Stevens Rd Culvert Construction & Stream Realignment TSH Letter Attachment2 - Schedule "B", By-law CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1 C 3A6 T (905)623-3379 F (905)623-4169 REPORT NO.: COD-046-07 PAGE 2 BACKGROUND AND COMMENT In accordance with Purchasing By-law 2006-127, the following contracts were awarded during the July I August Council Break: 1. CL2007-35, Supply Delivery and Installation of Gas Furnaces - Hampton Operations Depot; and 2. CL2007-36, Stevens Road Culvert Construction & Stream Alignment With respect to Tender CL2007-35; Gas Furnaces at the Hampton Depot, shortly after receiving approval to proceed with the award, staff discovered that the tender mistakenly called for the replacement of five furnaces, when only four were required. The fifth furnace had been replaced early in 2007 as a result of an emergency requirement. To correct this situation, the project has been cancelled and it is recommended that a revised tender will be issued inviting the original five bidders to submit new tenders on a revised scope of work. On completion of this process a report will be provided outlining the results of the invited tender and providing a recommendation for award. REPORT NO.: COD-046-07 PAGE 3 1. CL2007-35, SUPPLY DELIVERY AND INSTALLATION OF GAS FURNACES- HAMPTON OPERATIONS DEPOT In view of the fact there are no Council meetings scheduled until September 10, 2007, authorization is requested to award the above noted contract to Vic' Mechanical Contracting, Toronto, Ontario. The total project amount is $137,322.53 which includes the total bid price of $117,600.00, excluding GST, detailed design, contract administration fees and site refurbishments. This tender CL2007 -35 covers the supply and installation of four (4) new gas furnaces required to replace existing obsolete furnaces at the Hampton Operations Depot and the total project cost of $137,322.53 is within the approved Capital Budget amount of $152,000.00 (2005 Capital Budget - $72,000.00 and 2007 Capital Budget - $80,000.00). Tenders were advertised on the Clarington and OPBA Website and advertised in the Canadian Statesman. A tabulation of bids received on the above noted tender is as follows: BIDDER TOTAL BID EXCLUDING G.S.T. Vic's Mechanical Contracting Toronto Crozier Mechanical Orono Canadian Tech Air Systems Scarborou h Advantage Air Tech Pickerin Mutual Mechanical Oshawa $117,600.00 $127,200.00 $131,660.00 $140,000.00 $142,000.00 After review and analysis of the bids by the Operations Department and the Purchasing Division, it is mutually agreed that the low bidder, Vic's Mechanical Contracting, Toronto, Ontario, be recommended for the supply and installation of the four (4) gas fired furnaces as required by the Municipality of Clarington. The required funds will be drawn from Capital Account #110-32-370- 83631-7401 Hampton Centre which has an approved budget for 2005 and 20070f $152.000.00 leaving a surplus of $15,249.47. Vic's Mechanical Contracting has performed satisfactory work for the Municipality of Clarington in the past. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Written authorization is requested for this contract. NOTE: Recommendation #3 provides for re-tender of the above project due to a change in requirements. REPORT NO.: COD-046-07 PAGE 4 2. CL2007-36, STEVENS ROAD CULVERT CONSTRUCTION & STREAM ALIGNMENT In view of the fact there are no Council meetings scheduled until September 10,2007, authorization is requested to award the above noted contract to Dave Boyle Excavating Lim~ed, Bowmanville, Ontario. The total project amount is $356,000.00 which includes the total bid price of $205,480.00, excluding GST, a 6% contingency, detailed design, contract administration fees, environmental studies and utility relocations. This tender CL2007-36 is Phase One - Culvert Construction & Stream Realignment for the Stevens Road capital project and the total project cost of $356,000.00 is within the approved 2006 Capital Budget amount of $413,000.00. Phase Two for Stevens Road is in the 2007 Capital Budget in the amount of $1 ,320,000.00. Tenders were advertised on the Clarington and OPBA Website and advertised in the Daily Commercial News and the Canadian Statesman. A tabulation of bids received on the above noted tender is as follows: BIDDER BID AMOUNT Dave Boyle Excavating Limited Bowmanville Ron Robinson Limited Bowmanville Elirpa Construction and Materials Limited Pickerin F.D.M. Contracting Company Limited Thornhill *Extension Error $205,480.00* $245,122.30 $362,549.13 $423,015.00 After review and analysis of the bids by Totten Sims Hubicki Associates, Engineering Services Department and the Purchasing Division, it is mutually agreed that the low bidder, Dave Boyle Excavating Limited, Bowmanville, Ontario, be recommended for the Stevens Road Culvert Construction and Stream Realignment contract as required by the Municipality of Clarington. The required funds will be drawn from Capital Account #110-32-330-83296-7401 Phase One- Culvert and Creek Realignment which has an approved budget for 2006 and 20070f $1 ,733,000.00 leaving a surplus of $1,377,000.00. The Engineering Services Department requests that the $1,377,000.00 surplus be allocated to Phase Two of the construction project. Dave Boyle Excavating Limited has performed satisfactory work for the Municipality of Clarington. The Director of Finance has reviewed the funding requirements and concuns with the recommendation. A copy of the recommending memos from Engineering Services Department and Totten Sims Hubicki Associates are attached as Schedules "A" and "B" respectively, are attached. Written authorization is requested for this contract. Attachment 1 CI!Jlmgron MEMO TO: Jerry Barber, Purchasing Manager FROM: Bruno Bianco, P. Eng., Design Engineer DATE: July 25,2006 SUBJECT: Stevens Road Culvert Construction & Stream Realignment Contract No. CL2007-36 Our File No: CRC.StevensRd.2 The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments concerning the culvert construction and creek realignment of Stevens Road. This project is phase one of a two phase project. The second phase of the project will involve the construction of the road section above the culvert from Regional Road 57 to Clarington Blvd. The overall project budget for the both projects is $1,733,000.00 and entirely funded through development charges. We concur with the recommendation to award the contract to Dave Boyle Excavating Limited in the amount of $205,480.00 exclusive of G.S.T. Due to our current knowledge of the site, a contingency amount of 6% is carried forward for the project. Therefore, including detailed design, contract administration fees, environmental studies, and utility relocations, the engineering department advises the following Municipal breakdown for phase one of the above referenced project; Account Phase One - Culvert and Creek Reali nment 11032330832967401 Total Pro'ect Amount Approved Budget Amount(2006&2007) Estimated Bud et Surplus $356,000.00 $1,733,000.00 $1,377,000.00 The Engineering Services Department therefore requests that the remaining $1,377,000.00 of the approved Municipal budget funds be allocated to phase two of the construction project. Attachment No.1 4 I{ ( We recommend staff award based on the above apportionments. Attached for your files is the recommendation provided by TSH. Should you have any further question, please feel free to contact the undersigned. Regards, Bruno M. Bianco, P. Eng. Design Engineer BB/al Cc: William McCrae, P. Eng., Totten Sims Hubicki Nancy Taylor, Director of Finance CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 . TIM Attachment No.1 ( i( engineers architects planners T(men Sims HubiGki Associates 513 Division Street. Cooolirg, Onlaria, CanClda 1(9A 5G6 i9051372.2121 Fox: (905) 372 3621 E.rn.lil: cobourg@t5h.ca www.tsh.ca July 24, 2007 Mr. A.S. Caonella, C.E.T. Director of Engineering Services Corporation of the Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario. L] C 3A6 Dear Mr. Cannella: Re: Stevens Road Culvert Construction and Stream Realignment, Bowmanvllle Contract No. CL2007-36, Municipality of Cia ring ton TSH Project No. 12-29561 Tenders for the above project were opened at the Municipal offices on Monday, July 16, 2007 at 2: 15:00 p.m. The bids received, excluding OST, are summarized as follows: BIDDER Dave Boyle Excavating Limited, Bowmanville, ON Ron Robinson Ltd., Bowmanville, ON Elirpa Construction and Materials Limited, Pickering. ON. F.D.M. Contracting Company Limited, Thornhill, ON · Extension Error TOTAL BID $205,480.00 . $245,122.30 $362,549.13 $423,015.00 TSH has reviewed all bids accepted by the Clarington Purchasing Department and have confirmed the bid values noted above. Dave Boyle Excavating Limited has recently completed replacement of the Oeo. A. Stephen Bridge, Cedar Park Road Bridge and Concession Road 6 Culvert for the Municipality of Clarington and administered by TSH, under Contract No. CL2006-29 and is currently completing Contract No. CL2006-53, Green Road and Baseline Road Reconstruction. Contract No. CL2006-29 was completed and Contract No. CL2006-53 is progressing in a satisfactory manner. They have alsocarriec!_ .-------DUtot!ler projects iII-the-areainetuding- wu,k at Ontario PowetGeneration Darlington mil numerous construction projects at Durham College. All references contacted assessed Dave Boyle Excavating Limited's performance to be satisfactory. Estimated project costs based on Dave Boyle Excavating Limited's low bid are provided below: Construction Preliminary and Detailed Design, Class EA Environmental Assessment (to June 30, 2007) Contract Administration Utility Relocation Contingencies Total $205,480.00 $ 99,907.62 $ 21,000.00 $ 8,936.38 $ 20.676.00 $356,000.00 Mr. A. S. CaMella C.E.T. July 24, 2007 2. ( ( Attachment No.1 The above Design and Environmental Assessment costs are for the entire Stevens Road extension between Clarington Boulevard and Regional Road 57 and also include required improvements on Regional Road 57. The remainder of the road works will be tendered later this summer pending approval ofworXs on Regional Road 57 by Region of Dum am Staff. The Municipality ofClarington's share of Contract No. CL2007-36 is projected to be on budget based on a budget amount of$4l3,OOO.OO from Account # 110-32-330-83296-7401. We recommend that the tender in the amount of$205,480.00 (exclusive ofG.S.T.) be awarded to Dave Boyle Excavating Limited ofBowmanville, Ontario. Deposit cheques or bid bonds shall be retained for the low and second low bids until the contract has been executed. Should you require any further information, please contact the undersigned. Yours truly, ~ Ron Albright, P. En Proj ect Engineer RAlcg P:\J2-2956l\ConupW32J.dK pc: Mr. Bruno Bianco, P.Eng., Municipality ofClarington TIN By-law read a first and second time this day of day of ,2007. ,2007. Attachment 2 - Schedule "B" 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 Dave Boyle Excavating Limited, Bowmanville, Ontario, to enter into an agreement for the Stevens Road Culvert Construction & Stream Alignment. THE COPORATION 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 Dave Boyle Excavating Limited, 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 third time and finally passed this Jim Abernethy, Mayor Patti L Barrie, Municipal Clerk