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Home My WebLink AboutCOD-056-08C1ar~gton Leading the way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: October 6th, 2008 t'` ~~ Report #: COD-056-08 File # By-law #c~p(~~S- r `~ oZ Subject: CL2008-15, CONSTRUCTION OF ASPEN SPRINGS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-056-08 be received; 2. THAT Rutherford Contracting Ltd, Gormley, Ontario with a total revised bid in the amount of $466,403.96 (Excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2008-15, be awarded the contract for the Construction of Aspen Springs, Bowmanville, Ontario as required by the Engineering Department; 3. THAT funds required in the amount of $489,724.16 (which includes $466,403.96 tendering and contingencies) be drawn from Engineering 2008 Capital Account #110-32-325-83305-7401 with the budget shortfall to be financed from the Park Development and Related Facilities Development Charges Reserve Fund in the amount of $13,250.64 and from the Municipal Capital Works Reserve Fund in the amount of $1,473.52; 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the nycessary agreement be approved. Submitted by: of H.B.Sc., C.M Reviewed by: Chief Administrative Officer Director of MMINTWDB\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-058-08 PAGE2 1. BACKGROUND AND COMMENT 1.1. Tender specifications were provided by Daniel J. O'Brien & Associates for the Construction of Aspen Springs, 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 All bids received exceeded the budget estimate by a significant amount. A review of the scope of work identified a number of components and section that could be reduced or eliminated to reduce the project cost. The following recommendations include a reduced scope of work as permitted by the tender, and said changes will not significantly impact on the project. 2.2 After further review and analysis of the bids by the Engineering Department, Daniel J. O'Brien & Associates and Purchasing, it was mutually agreed that the low bidder, Rutherford Contracting Ltd, Gormley, Ontario, be recommended for the contract for the Construction of Aspen Springs, Bowmanville, Ontario. A copy of the recommending memos from the Department of Engineering and the consultant Daniel J. O'Brien & Associates, are attached as Schedule "B". 2.3 The low bidder has previously performed satisfactory work for the Municipality of Clarington. 2.4 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 $489,724.16 includes $466,403.96 tendering and contingencies. The Engineering 2008 Capital Account #110-32-325-83305-7401 included a budget of $475,000.00. This results in a budget shortfall of $14,724.16. As this project is development charges related, $13,250.64 of the shortfall can be funded from the Park REPORT NO.: COD-056-08 PAGE3 Development and Related Facilities Development Charges Reserve Fund and the balance of $1,473.52 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 "B". 3.3. As was mentioned during the 2008 budget process, two parks (Knox and Aspen Springs) 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. Moving ahead with the second park (Aspen Springs) depended upon the amount of collections for development charges as the year progressed. The collections have been monitored and sufficient funds have been collected to permit the completion of Aspen Springs Park on the basis of a revised scope of work. This issue will also impact projects 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 Aspen Springs, 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 - Schedule "A", By-law Attachment 2 - Schedule "B", Memo from Peter Windolf & Letter from Daniel J. O'Brien & Associates Attachment 3 - Schedule "C", Bid Summary Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2008- Being a By-law to authorize a contract befinreen the Corporation of the Municipality of Clarington and Rutherford Contracting Ltd, Gormley, Ontario, to enter into agreement for the Construction of Aspen Springs Park, Bowmanville, Ontario. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 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 finally passed this day of , 2008. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk • Leadersg the W¢y MEMO TO: Jerry Barber, Purchasing Manager FROM: Peter Windolf, Park Development Manager DATE: September 23, 2008 SUBJECT: Aspen Springs Neighbourhood Park Construction Tender CL2008-15 The Engineering Services Department has reviewed the recommendation provided by Daniel J. O'Brien & Associates and offers the following comments: In 2008 the Municipality approved $475,000.00 for the construction of Aspen Springs Neighbourhood Park. We concur with the recommendation to award the contract to Rutherford Contracting Ltd. in the amount of $466,403.96 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 5% 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: Pro ect Breakdown Total Project Value $489,724.16 2008 Approved Budget Amount $475,000 Aspen Springs Neighbourhood Park Construction 110 32 325 83305 7401 Additional Funding Required $14,724.18 +,F ~.:r3 S,.rirgs P~c~cr~ i, nc~crf F'~rk Gci,~tr iv ~ We recommend award of the project with the additional funding t Park Development and Related Facilities Development Charges amount of $13,250.64 and from the Municipal Capital Works amount of $1,473.52. o be financed from the Reserve Fund in the Reserve Fund in the Attached for your files is the recommendation provided by Daniel J. O'Brien & Associates. Should you have any questions, please feel free to contact me. Regards, ~~_~ . Peter Windolf, GALA, CS A Manager Park Development /dv Attachment Cc Nancy Taylor, Director of Finance Tony Cannella, Director of Engineering CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 September 30, 2008 Mr. Jerry Barber, C.P.P.O, Purchasing Manager Municipality of Clarington 40 Temperance Street, Bowmanville, ON L1C 3A6 L:StiO.SCAYE ~litCTSTTlCGS Re: Tender CL2008-15. Construction of Aspen Sprinlr_s Neighbourhood Park Dear Mr. Barber, We have reviewed the copy of the bid submitted to the Municipality of Clarington for the construction of Aspen Springs Neighbourhood Park. Following this review we are recommending that this contract be awarded to the low bidder Rutherford Contracting Ltd., with a total bid of $466,403.96 (excluding GST). Rutherford Contracting has successfully completed many other projects for the Municipality of Clarington and we are confident they will be able to perform the work as required. Sincerely, ~~i; Daniel J. O'Brien O.A.L.A., C.S.L.A. Principal Landscape Architect Tel: (905) 985-4466 Web: www.obrienassociates.ca Daniel J. O'Brien & Associates Ltd. Landscape Architects Email: danielobrienassociates@bellnet.ca 180 Mary Street, Port Perry, Ontario, L9L 1B7 Canadian Society of Landscape Architects Member Ontario Association of Landscape Architects 13attic°1,~. {)'F3rien :155t1C`7.~1'FI ~'i I<Tn. SCHEDULE"C" Municipality of Clarington BID SUMMARY TENDER CL2008-15 CONSTRUCTION OF ASPEN SPRINGS PARK BIDDER TOTAL BID REVISED BID GST Excluded GST Excluded Rutherford Contracting Ltd. $554,048.50' $466,403.96 Gormle , ON Ron Robinson Ltd. $648,538.41 $548,231.60 Bowmanville, ON Royalcrest Paving & Contracting Ltd. $618,038.53 $531,399.31 Toronto, ON Kenects antnmetic corrections