HomeMy WebLinkAboutCOD-040-08
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
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Date:
June 16, 2008
Report #: COD-040-08
File#_
By-law tt/). {)()~ -I \ <1
Subject:
CL2008-21, Foster Creek Erosion Protection @ Roberts Street, Newcastle
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-040-08 be received;
2. THAT S & F Excavating Limited, King City, Ontario with a total bid in the amount
of $184,500.00 (Plus G.S.T.), being the lowest responsible bidder meeting all
terms, conditions, and specifications of Tender CL2008-21, be awarded the
contract for the Foster Creek Erosion Protection @ Roberts Street, Newcastle as
required by the Engineering Department;
3. THAT funds required in the amount of $237,000.00 (which includes $184,500.00
Tendering, Consulting and Contingencies) be drawn from Engineering 2007 and
2008 Capital Account #110-32-340-83317-7401 in the amount of $230,000.00
and from Engineering 2007 Capital Account #110-32-342-83315-7401 in the
amount of $7,000.00; and
4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the
Clerk to execute the necessary agreement be approved. -,
S'bm_ by, Rev;owed bY~~
rie Marano, H.B.Sc., C.M.O. ).,( Franklin Wu,
Director of Corporate Services 1" Chief Administrative Officer
MMIJBlkm
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-040-08
PAGE 2
BACKGROUND AND COMMENT
Tender specifications were provided by Totten Sims Hubicki Associates for the Foster
Creek Erosion Protection @ Roberts Street, Newcastle 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 project administration, contingency and tender price of
$184,500.00 is $237,000.00. This amount exceeds the 2007 and 2008 Capital Budget
estimate of $230,000.00 provided in Engineering account 110-32-340-83317-7401 by
$7,000.00. In order to proceed with this important project an additional $7,000.00 is
required and is available in the 2007 Colwell Bridge Erosion project, Engineering Capital
account #110-32-342-83315-7401.
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.
The Director of Engineering has reviewed the bids, the recommendation and 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, Totten
Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, S
& F Excavating Limited, King City, Ontario, be recommended for the contract for the
Foster Creek Erosion Protection @ Roberts Street, Newcastle.
REPORT NO.: COD-040-08
PAGE 3
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 S & F
Excavating Limited, King City, to enter into agreement for the
Foster Creek Erosion Protection @ Roberts Street, Newcastle.
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, S & F Excavating Limited, King City, 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 "B"
Cl~mglOn
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Bruno Bianco, P. Eng., Design Engineer
DATE: June 6,2008
SUBJECT: Foster Creek Erosion Protection
Robert Street Culverts, Newcastle
CL2008-21, CED.FosterCreek.2
5800-8310-07115
The Engineering Services Department has reviewed the recommendation provided by
TSH and offers the following comments:
In 2007 the Municipality completed similar erosion protection works at the Colwill Bridge
on Old Scugog Road. Our budget value for Foster Creek erosion works is based on
indexed construction costs from the Colwill Bridge project. The total budget value for the
Foster Creek erosion protection is $230,000.00 (2007 & 2008 Capital Budget).
The total tendered project cost, including design and tender fees as well as contract
administration fees, for the Foster Creek erosion works is $7,000.00 over budget for a
total of $237,000.00. Due to the erosion implications at the Robert Street culvert, it is
imperative that the project proceed. In order to continue with these works, our
department would like to utilize the unspent funds from the 2007 Colwill Bridge Erosion
project (Account # 110 32 342 83315 7401). The financing splits for each project are the
same. Our cost of works for the 2007 Colwill Bridge project was substantially lower than
the estimated cost of works in our 2007 capital budget.
Should the funding source detailed above be available, we concur with the
recommendation to award the contract to S&F Excavating Ltd. in the amount of
$184,500.00 exclusive of G.S.T.
Due to past experiences on a similar project, a contingency amount of approximately 4%
is carried forward. Therefore, including design and tender fees as well as contract
administration fees, the engineering department advises the following Municipal
breakdown for the above referenced project:
SCHEDULE "B"
Foster Creek Erosion Protection
Robert St. Culverts, Newcastle
CEO Fostercreek.2
2
June 6, 2008
Budget Amount
Pro'ect Breakdown
$237,000.00
$230000.00
Total Project Amount
Foster Creek Erosion Protection
(2007 &2008)
11032340833177401
Estimated Budget Deficit
($7,000.00)
$7,000.00
Additional Funding
Colwill Bridge Watercourse
Realignment (2007)
11032342833157401
Total Pro'ect Deficit/Sur Ius
$0.00
Should the additional funding be available, we recommend the report to Council move
forward based on the above apportionments, Attached for your files is the
recommendation provided by TSH. Should you have any further questions, please feel
free to contact the undersigned.
Regards,
Bruno M. Bian , p, Eng.
Design Engineer
/dv
Attachment
cc William McCrae, P. Eng., Totten Sims Hubicki
Nancy Taylor, Director of Finance
!! IE ng! neer In gAdministrationlMEM052008\Bi ancolJ un. 6 08. FO 5TE R CREE KE RO 51 0 N PR OTE CTI 0 N. Robe
rty5tCulvens. N ew. C ED. F ostercreek. 2. BMB. doc
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379
SCHEDULE "B"
II
VH
Totten Sims Hubicki Associates
513 Division Street.
Cobourg, Ontario, Canada K9A 5G6
(905) 372.2121 Fax: (905) 372.3621
E-mail: cobourg@tsh.ca www.tsh.ca
engineers
architects
planners
June 6, 2008
Mr. A.S. Cannella, C.E.T., Director
Engineering Services Department
Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario LIC 3A6
Dear Sir:
Re: Foster Creek at Robert Street Culverts, Newcastle
Erosion Protection and Remedial Works, Contract No. CL2008-21
Municipality of CIa ring ton, TSH Project No. 12-29604
Tenders for the above project were opened at the Municipal Offices on Wednesday, June 4"', 2008 at
2:] 5 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST.
c Bidder Total Tendered
Amount
S & F Excavating Ltd., King City $184,500.00
Ron Robinson Ltd., Bowmanville $213,023.76
Iron Trio Demolition Inc., Concord $236,338.25
Peninsula Construction Inc., Fonthill $280,285.27
Dynex Construction Ltd., Concord Non Compliant
.
. Improper Bid (insufficient deposit)- Rejected by Purchasing Department
TSH has reviewed all bids accepted by the Clarington Purchasing Deplll1ment and have confirmed the bid
values noted above. S & F Excavating Limited has completed the Wilmot Creek Pedestrian Bridge
Erosion Protection project tendered by the Municipality ofClarington and administered by TSH, under
Quotation No. Q2007- I I. The contract was completed in a satisfactory manner. As requested by the
Purchasing Department, references have been checked for the low bidder. S & F Excavating Limited has
also completed pJ'Ojects of similar scope for the Town of Whitby and the City of Pickering. Staff
members and agents from these municipalities were contacted for references and have confirmed the
Contractor's perfmmance on these past projects to be satisfactory.
SCHEDULE "B"
Mr. A. s. Cannella, C.E.T., Director
June 6, 2008
2.
The following is a summary of the total project costs:
Total Construction Costs Based on Low Bid
Permit to Take Water Application Fee
Detailed Design, Approvals and Tender Preparation
(to May 10,2008)
Contract Administration (Estimated)
Contingencies (Estimated)
Total
$184,500.00
$750.00
$26,033.02
$16,000.00
$9.716.98
$237,000.00
Based on the total budget amount of $230,000 (2007 and 2008) allocated for these works from the 2008
Budget (Account No. 100-32-340-83317-7401), the total project costs based on the low bid are over
budget by $7,000. Erosion control projects are unique. In this regard, using benchmark cost data in the
preparation of cost estimates often results in estimates which do not reflect the level of effOlt required to
complete the work. In addition, rising fuel costs have significantly affected the cost of material delivery
which comprises a large part of this project.
The project is necessary to stop creek erosion that will in the short term, compromise the existing property
at the southeast corner of the culverts, If the watercourse is left in its current state, erosion will continue
to impact this property as well as pose a safety hazard due to the steep banks and drop off at this same
location.
If additional financing can be secured, we recommend that the tender in the amount of $184,500.00
(exclusive ofG.S.T.) be awarded to S & F Excavating Limited of King City, 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.
Best regards,
4Zi=-
I
ft>\l... Ron Albright, P.Eng.
Project Engineer
RAfra
P:\Dept 12\lZ.29604\Corresp\CL2008-21 Tender Reportdoc
pc: Mr. Bruno Bianco, P.Eng., Municipality ofClarington
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