HomeMy WebLinkAboutCOD-043-08CI~l"JII1gt0Ii
Leading tke Way
STAFF REPORT li 1
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date:
Report #:
SUBJECT:
June 23, 2008
COD-043-08 File #: By-law #:
CL2008-22, BEECH AVENUE RECONSTRUCTION
Resolution #: C X80 -08
Recommendations:
It is respectfully recommended to Council the following:
THAT Report COD-043-08 be received;
2. THAT Ron Robinson Limited, Bowmanville, Ontario with a total bid in the amount
of $508,411.44 (Plus G.S.T.), being the lowest responsible bidder meeting all
terms, conditions, and specifications of Tender CL2008-22, be awarded the
contract for Beech Avenue Reconstruction as required by the Engineering
Department; ~
3. THAT funds required in the amount of $832,000.00 (which includes $508,411.44
tendering, consulting and contingencies and the Region of Durham portion) be
drawn from the 2006 & 2008 Engineering Capital Account #110-32-330-832727-
7401 in the amount of $395,000.00 with $437,000.00 being provided by the
Region of Durham for their portion;
4. THAT the tender award be subject to the approval of the Regional Municipality of
Durham for their position of the work; and
5. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the
Clerk to execut necessary agreement be approved.
Submitted by: Reviewed b~?:-- ` ~'~~
arie Marano, H.B.Sc., C.M.O. Franklin Wu,
Director of Corporate Services Chief Administrative Officer
MM/JB/km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-043-08
PAGE 2
BACKGROUND AND COMMENT
Tender specifications were provided by Totten Sims Hubicki Associates for the Beech Avenue
Reconstruction, Bowmanville 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.
The total project cost, including tender price of $508,411.44, project administration; contingency and
Regional works is $832,000.00. The funds required for the municipality's portion of the project cost
is $395,000.00 as outlined in the memo from Engineering Services and the letter from Totten Sims
Hubicki, marked Schedule "B",
Subject to Council approval funding for this project will be drawn from the Engineering 2006 and
2008 Capital Account # 110-32-330-83272-7401 in the amount of $395,000.00 with the balance
being provided by the Regional Municipality of Durham. It is therefore recommended that the
contract award be subject to approval by the Region of Durham.
The low bidder has previously performed satisfactory work for the Municipality of Clarington.
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, Ron Robinson Limited,
Bowmanville, Ontario be recommended for the contract for the Beech Avenue Reconstruction,
Bowmanville, Ontario.
This report has been reviewed for recommendation by the Purchasing Manager, with the
appropriate departments and circulated as follows:
Concurrence: Director of Engineering
Director of Finance
Attachments:
Schedule "A" - By-law
Schedule "B" - Memo from Engineering Services & 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, to enter into
agreement for the Beech Avenue Reconstruction,
Bowmanville, Ontario.
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
SCHEDULE liB"
Cl!1!iOglOn
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Bruno Bianco, P. Eng., Design Engineer
DATE: June 13, 2008
SUBJECT: Beech Avenue Road Reconstruction
CL2008-22, 5800-8310-05113
CRC.BeechAve.1
The Engineering Services Department has reviewed the recommendation provided by
TSH and offers the following comments:
In 2006 and 2008 the Municipality approved $10,000.00 and $390,000.00 respectively
for the reconstruction of Beech Avenue. We concur with the recommendation to award
the contract to Ron Robinson Ltd. in the amount of $508,411.44 exclusive of G.S.T. for
the road reconstruction project which includes Municipal and Regional infrastructures.
The Municipal portion of the works is below the total approved capital budget amount of
$400,000.00.
Due to past experiences on a similar projects and the sensitivity of the Beech Avenue
Heritage Conservation District Plan, a contingency amount of approximately 15% is
carried forward. Therefore, including design and tender fees as well as contract
administration fees, geotechnical investigation, and utility relocations, the Engineering
department advises the following Municipal breakdown for the above referenced project:
Proiect Breakdown
Total Project Value $395,000.00
Budget Amount $400,000.00
Beech Avenue Road Reconstruction
(2006 & 2008)
1103233083272 7401
Estimated Budget Surplus $5,000.00
Additional Funding Required $0.00
SCHEDULE "B"
Beech Avenue Reconstruction
C12008-22
2
June 13, 2008
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. 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
Idv
Attachment
cc William McCrae, P. Eng., Totten Sims Hubicki
Nancy Taylor, Director of Finance
I\EngineenngAdministratlon\MEMOS2008\BlancoIJ une 13 08. BEECHA VERECONSTRUCTION.
CI2008.22.BMB.doc
CORPORATION OF THE MUNICIPALITY OF ClARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379
SCHEDULE "B"
II
11M
Totten Sims Hubicki Associates
513 Division Street.
Cobourg, Ontario, Canada K9A 5G6
19051 372.2121 Fax: (905) 372-3621
E-mail: cobourg@tsh.ca www.tsh.ca
engineers
architects
planners
June 13,2008
Mr. A.S. Cannella, C.E.T.
Director of Engineering Services
Corporation of the Municipality ofClarington
40 Temperance Street
BOWMANVILLE, Ontario. LlC 3A6
Dear Mr. Cannella:
Re: Contract No. CL2008-22, Beech Avenue Reconstruction, Bowmanville
Municipality of Clarington
TSH Project No. 12-29601
BIDDER TOTAL BID
(GST Excluded)
Ron Robinson Ltd., Bowmanville, ON $508,411.44
Hard-Co Construction Ltd., Whitby, ON $725,012.00 .
. Improper Bid (missing Addendum #2)- As determined by Purchasing
Department
In accordance with Clarington's established practice, the Purchasing Department has reviewed the bids and
made determinations regarding compliance and acceptability. TSH has reviewed the bid accepted by the
Clarington Purchasing Department and have confirmed the bid values noted above. Ron Robinson
Limited has completed the Division Street, Centre Street and Concession Street Reconstruction projects
tendered by the Municipality of Clarington and administered by TSH, under various contracts between
2001 and 2006. The contracts were completed in a satisfactory manner. As required by Clarington
purchasing policy we have checked references for the low bidder. Ron Robinson Limited has recently
completed projects for the Town of Ajax, City of Os haw a and Region of Durham. All references
contacted assessed Ron Robinson Limited performance to be satisfactory.
Estimated project costs based on Ron Robinson Limited's low bid are shown on the attached Cost
Apportionment. Should financing be available we recommend that the tender in the amount of
$508,411.44 (exclusive ofG.S.T.) be awarded to Ron Robinson Limited of Bowman vi lie, Ontario. The
award should be conditional on similar approval being received from the Regional Municipality of Durham
as a portion of this contract is for the installation of Regional services.
The reason for the limited amount of Contractors bidding on this project can be attributed to the sensitivity
of the area and the unique approach to the work outlined in the tender.
Deposit cheques or bid bonds shall be retained for the two low bidders until the contract has been
executed.
SCHEDULE "B"
Mr. A. S. Cannella C.E.T.
June 13,2008
2.
Should you require any further information, please contact the undersigned.
,
Best regards,
"C" ,}
/ ....----
[
on Albright, P.Eng.
Project Engineer, Associate
RA/yrn
P:\DepI12\12-2960llCorresp\CL200S.22 award lelter.doc
Enc!.
pc; Mr. Bruno Bianco, P.Eng., Design Engineer, Municipality of Clarington
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