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Home My WebLink AboutCOD-046-08 Cl![-!!Jgton REPORT CORPORATE SERVICES DEPARTMENT Date: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE '\<e:olu\1 0(' ~M-4-So- O~ Meeting: July 7, 2008 Report #: COD-046-08 File#_ By-law # ~O(i6-1 tN- Subject: CL2008-6, CONSTRUCTION OF KNOX NEIGHBOURHOOD PARK Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-046-08 be received; 2. THAT Rutherford Contracting Ltd, Gormley, Ontario with a total bid in the amount of $414,544.56 (Excluding G.ST), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2008-6, be awarded the contract for the Construction of Knox Neighbourhood Park, Bowmanville, Ontario as required by the Engineering Department; 3. THAT funds required in the amount of $443,562.00 (which includes $414,544.56 tendering and contingencies) be drawn from Engineering 2008 Capital Account #110-32-325-83302-7401 with the budget shortfall to be financed from the Park Development and Related Facilities Development Charges Reserve Fund in the amount of $39,205.80 and from the Municipal Capital Works Reserve Fund in the amount of $4,356.20; 4. d By-law marked Schedule "A" authorizing the Mayor and the Clerk essary agreement be approved. Reviewed by: C'~~ Submitted by: Franklin Wu, Chief Administrative Officer MM\NT\JDB\krn 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-046-08 PAGE 2 1. BACKGROUND AND COMMENT 1.1. Tender specifications were provided by Henry Kortekaas & Associates Inc. for the Construction of Knox Neighbourhood Park, Bowmanville, Ontario, as required by the Engineering Department. 1.2. Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were received and tabulated as per tabulation, Schedule "C" attached. 2. ANALYSIS 2.1. After further review and analysis of the bids by the Engineering Department, Henry Kortekaas & Associates Inc. and Purchasing, it was mutually agreed that the low bidder, Rutherford Contracting Ltd, Gormley, Ontario, be recommended for the contract for the Construction of Knox Neighbourhood Park, Bowmanville, Ontario. A copy of the recommending memos from the Department of Engineering and the consultant Henry Kortekaas & Associates Inc., are attached as Schedule "8". 2.2. The low bidder has previously performed satisfactory work for the Municipality of Clarington. 2.3. Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. 3. FINANCIAL IMPLICATIONS 3.1. The total project cost of $443,562.00 includes $414,544.56 tendering and contingencies. The Engineering 2008 Capital Account #110-32-325-83302-7401 included a budget of $400,000.00. This results in a budget shortfall of $43,562.00. As this project is 90% development charges related, $39,205.80 of the shortfall can be funded from the Park Development and Related Facilities Development Charges Reserve Fund and the remaining 10% or $4,356.20 from the Municipal Capital Works Reserve Fund. 3.2. The funding will be provided as noted above and as outlined in the memo from Engineering Services, marked Schedule "8". REPORT NO.: COD-046-08 PAGE 3 3.3. As was mentioned during the 2008 budget process, two parks were included to be funded from the Park Development and Related Facilities Development Charges Reserve Fund but there were not sufficient funds at the time of budget to cover the full cost of both. The second park will depend upon the amount of collections for development charges as the year progresses. The status has not changed since the budget was approved. The collections are still being monitored and the timing of the second park may require deferral until sufficient funds have been collected. This will also impact projects identified to be included in the 2009 capital budget. 4. CONCLUSION 4.1. That the low compliant bidder, Rutherford Contracting Ltd, Gormley, Ontario, be recommended for the contract for the Construction of Knox Neighbourhood Park, Bowmanville, Ontario. 5. INPUT FROM OTHER SOURCES 5.1. This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Engineering Attachments: Attachment 1 - Attachment 2 - Schedule "A", By-law Schedule "B" Memo from Peter Windolf & Letter from Henry Kortekaas & Associates Inc. Schedule "C" Bid Summary Attachment 3 - 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 Rutherford Contracting Ltd, Gormley, Ontario, to enter into agreement for the Construction of Knox Neighbourhood Park, 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, Rutherford Contracting ltd, Gormley, 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 finaliy passed this day of ,2008. Jim Abernethy, Mayor Patti l. Barrie, Municipal Clerk SCHEDULE "B" Cl~mglOn MEMO TO: Jerry Barber, Purchasing Manager FROM: Peter Windolf, Park Development Manager DATE: June 23,2008 SUBJECT: Knox Neighbourhood Park Construction Tender CL2008-6 The Engineering Services Department has reviewed the recommendation provided by Henry Kortekaas and Associates and offers the following comments: ( In 2008 the Municipality approved $400,000.00 for the construction of Knox Neighbourhood Park. We concur with the recommendation to award the contract to Rutherford Contracting Ltd. in the amount of $414,544.56 exclusive of G.S.T. for the park development project. Rutherford Contracting ltd. has successfully completed several park development projects for the Municipality in recent years. A contingency amount of approximately 7% is carried forward. Construction inspection and contract administration will be done by municipal staff. The Engineering Services Department advises the following Municipal breakdown for the above referenced project: . Proiect Breakdown Total Project Value $443,562 2008 Approved Budget Amount $400,000 Knox Neighbourhood Park Construction 11032325833027401 Additional Funding Required $43,562 -(r::>, CCi"st "-!,,~." "',,''';V' SCHEDULE "B" C:,2:JOf:-6 ,iLnC' ...;,< ;CCJ'C' ( We recommend award of the project with the budget shortfall to be financed from the Park Development and Related Facilities Development Charges Reserve Fund in the amount of $39,~05.8Q and from the Municipal Capital Works Reserve Fund in the amount of $4,356.20 , Attached for your files is the recommendation provided by Henry Kortekaas and Associates. Should you have any questions, please feel free to contact me. Regards, ( 1~w~ Peter Windolf, OALA, Cn Manager Park Development Idv Attachment Cc Nancy Taylor, Director of Finance Tony Cannella, Director 9f Engineering ( CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 SCHEDULE "B" June 16,2008 HENRY KORTEKAAS & ASSOCIATES INC. 82 Sherwood lWad East Ajax. ON LIT 2Z2 1-866-959-9997 (905) 427-2782 Fa" (905) 427-9964 hkorrek@sympatico.ca www.hklandarch.com Mr. Jerry Barber, C.P.P.O, Purchasing Manager Municipality ofClarington 40 Temperance Street, Bowmanville, ON L1C 3A6 Tel: 905-623-3379 Fax: 905-623-3330 Re: Tender CL2008-6, Construction of Knox Park Job No. 06670.0 Dear Mr. Barber, We have reviewed the copy of the bid submitted to the Municipality of Cia ring ton for the construction of Knox Neighbourhood Park. Following this review we are recommending that this contract be awarded to Rutherford Contracting Ltd., with a total bid of $414,544.56 (excluding GST) they are low bipder and we are confident they will be able to perform the work as required. HMk Z:I2006\06670\CORRESPONDENCE\OUTGOING CORRESPONDENCEI06670.0 Tender Recommendation Letter 2008-Q6.16.doc LANDSCAPE ARCHITECTURE, ENVIRONMENTAL PLANNING & RECREATIONAL PLANNING Schedule "e" Municipality of Clarington BID SUMMARY TENDER CL2008-6 CONSTRUCTION OF KNOX NEIGHBOURHOOD PARK I BIDDER I TOTAL BID I (GST Excluded) Rutherford Contracting Ltd. $414,544.56 Gormley, ON Ron Robinson Ltd. $433,678.01 Bowmanville, ON Peninsula Construction $471,899.26 Fonthill, ON Dig-Con International Limited $482,656.00 Bolton, ON