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Home My WebLink AboutCOD-020-08 - Q![j[]glon Meeting: Date: Report #: Subject: REPORT CORPORATE SERVICES DEPARTMENT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE f<e<::oI\..C-h'on ~P/}-}<43-0g By-law #}.OO%'-fJS6 Monday, March 31, 2008 COD-020-08 File#_ CL2008-4, Culvert and Bridge Improvement Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-020-08 be received; 2. THAT Ron Robinson Limited, Bowmanville, Ontario with a total bid in the amount of$163,512.81 (Plus GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2008-4 be awarded the contract for Culvert and Bridge Improvements as required by the Operations Department; 3. THAT funds required in the amount of $215,000.00 (which includes $163,512.81 tendering plus consulting, contingencies and previously committed amount for Port Granby Bridge Repair) be drawn as follows: a) $96,000.00, Bridge Improvements, 2006 Capital Budget Account # 110-36-330-83638- 7401, b) $33,000.00, Bridge Improvements, 2007 Capital Budget Account # 110-36-330-83638- 7401, c) THAT the remaining funds in the amount of $86,000.00 for bridge and culvert improvements be drawn from Guide Beam Installations, 2008 Capital Budget Account 110-36-330-83639-7401; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agr nt be approved. Submitted by: & MM\JDBIFH\km A.::> Reviewed by: C)~~ C~ Franklin Wu, 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-020-0B PAGE 2 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Culvert and Bridge Improvements as required by the Operations Department at the following Locations: Culvert No. 98510, Port Granby Creek, Concession Road 1 Culvert No. 98528, Concession Road 5/6 Culvert No. 99032, Black Creek, Concession Road 6 Culvert No. 99528, Concession Road 7 and Langmaid Road 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, including tendering, project administration, contingencies and a previously committed amount for Port Granby Bridge repair, is $215,000.00 as detailed in the letter from Totten Sims Hubicki Associates, marked Schedule "B". As the total funds required for this project exceeds the available funds of $129,000.00 as provided in account #110-36-330-83638- 7401(2006 budget - $96,000.00 and 2007 Budget - $33,000.00), it is recommended that additional funds required in the amount of $86,000.00 be drawn from the 2008 Capital Account for Guide Beam Installation. The Guide Beam Installation project will be deferred to 2009 with funding to be requested in the 2009 Capital Budget. For clarification, the guide beam installation locations being deferred to 2009 do not currently have guide beam installations in place and there is no accident history at either site. Therefore, risk exposure to the municipality will not change with a one year deferral of the guide beam installations. With respect to the increased cost versus the budgeted amounts, this variance is attributable to the change in scope for Site D - Culvert #99528 which was based on a site evaluation during the detailed design phase of the project. In addition, only preiiminary estimates were available at the time of budget approval. 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 Operations. REPORT NO.: COO-020-08 PAGE 3 After further review and analysis of the bids by the Operations Department, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Ron Robinson Limited, Bowmanville, Ontario, be recommended for the contract for the Culvert and Bridge Improvements on Concession Road 1, 5, 6 and 7. Attachments: Attachment 1 - Schedule "A", By-law Attachment 1 - Schedule "B", Letter from Totten Sims Hubicki Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2008- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Ron Robinson Limited, Bowmanville, Ontario for the Culvert and Bridge Improvements at Concession Road 1,6, V IVI and VII. 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, Ron Robinson 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 first and second time this day of ,2008. By-law read a third time and finally passed this day of ,2008. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk II VII SCHEDULE "B" engineers architects planners Totten Sims Hubicki Associates 300 Water Street Whitby, Ontario, Canada II N 9J2 (905) 668-9363 Fax: (9051 668-0221 E-mail: tsh@tsh.ca www.tsh.ca March 25, 2008 Mr. Larry Postill, Supervisor Operations Department Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario LIC 3A6 Dear Sir: Re: Culvert and Bridge Improvements Tender No. CL2008-4, Municipality of C1arington TSH Project No. 42-65106 Bids for the Municipality of Clarington Tender No. CL2008-4, were received and opened on Friday, February 29th, 2008 The following is a summary ofthe four (4) tenders received: No. Tender Total Tendered Amount $ I 7J ,688.45 $188,760.50 $236,205.98 $269,637.36 1. 2. 3. 4. Ron Robinson Limited, Bowmanville Dave Boyle Excavating Limited, Bowmanville Aloia Bros Concrete Contractors Limited, Toronto Peninsula Construction Inc, Fonthill Note: Total Tendered Amount Ineludes 5% GST We examined the three (3) lowest tender submissions and found the tenders to be arithmetically correct and complete, complying with the general tendering requirements. Further we analyzed unit prices tendered by the three (3) low tenderers and found the unit prices bid to be reasonable without evidence of unbalancing of the tender bids. The contract work was tendered in parts representing the various components of the works as follows: PART A - CULVERT 98510 Part A provides for the partial removal of the existing CSPA culvert under Concession Road I, east of Elliott Road, at the Port Granby Creek, to accommodate the installation of a 2.5 m CSP A culvert extension. Installation of the culvert extension and placement ofJOO mm rip rap on the ditch slope around the culvert will address erosion of the south road slope. SCHEDULE "B" Municipality of Clarington 2, Mr. Larry Postill, Supervisor March 25, 2008 PART B- CULVERT 98528 Part B provides for removal of the existing deteriorated and damaged CSP culvert and installation of a CSP elliptical culvert under Concession Road VI at Lot 23, including rock protection and river run stone at the inlet and outlet ends of the culvert and restoration of Concession Road VI with granular base and hot mix asphaltic materials. PART C - CULVERT 99032 Part C provides for repair to an eroded area on the north road slope on Concession Road 6 at Black Creek, in Lot 24. The works include placement of 300 mm rip rap on filter cloth in the eroded area covered with topsoil and staked sod, PART D -CULVERT 99528 Part 0 provides for removal of three eXlstmg deteriorated and damaged CSP culverts, within the Concession Road VII and Langmaid Road intersection. The works include installation of a CSP pipe arch culvert /Tom the southeast quadrant to the northwest, CSP culverts under the south and east intersection approaches, rock protection and river run stone at the inlet and outlet ends of the culverts and restoration of Concession Road VII with granular base and hot mix asphaltic materials. The following is a summary of the total project costs: Estimated Total Project Cost, excluding GST Total Total Construction Costs Based on Low Bid $ 163,512,81 Detailed Design and Tendering $ 6,277.71 Contract Administration and Materials Testing $ 17,000,00 Contingencies (5%0,) $ 8.644.48 Total Project Cost $ 195,435,00 Previously Committed Costs for Port Granby Bridge Repair $ 19.565.00 Total Costs for Account No, 11036330836387401 $ 215,000.00 Based on the total budget amount of $129,000 allocated for these works from the 2006 and 2007 budgets (Account No, 110-36-330-83638-7401 there will be a project deficit of $86,000, As these works are required the Operations Department has recommended that the shortfall of $86,000 be funded from the 2008 Guide Rail Account (Project ID 6000-8340-08300), The reason for the increased project costs compared to the budgeted amount can be attributed mainly to the change in scope of work included at Site 0 resulting from the site evaluation with the Operations Department during the detailed design phase of the project. In addition only preliminary estimates were available at the time of budget approval which also added to the overall project deficit. The contract is open for acceptance for a period of ninety (90) days after the tender closing date of February 29, 2008. The contract work is scheduled for completion by September 15th, 2008, subject to the terms and conditions of permits for works within the watercourses, We recommend acceptance of the low tender and award of a contract to Ron Robinson Limited, Bowmanville, in the amount of $171,688,56 inclusive of GST, subject to the requisite approvals, Upon 'UH Municipality of Clarington Mr. Larry Postill, Supervisor March 25, 2008 SCHEDULE "B" 3. receipt of your instructions, we will prepare the contract documents for execution. Please advise if you require additional information to supplement the above. Should you require any additional information, please do not hesitate to contact the undersigned. Yours very truly, RA/TRP/gc/ym L:\PROJECTS\42-6\42-65\42-65106 Claringran Operations 2006 Tendering\42-65106 elaringroo Operations 2006 Tendering\2008 Contract Administration\CL2008-4 Cu]verts\CL2008-4 Tender Report, March 6th, 2008.doc pc: Mr. Jerry Barber, CPPO, Municipality of Clarington VH