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HomeMy WebLinkAboutCOD-066-08CIaCJL~;OIl Leaetna Nu woy REPIORT CORPORATE SERVICES gEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATIO Date: November 3, 2008 Report #: COD-066-08 File #: N COMMITTEE Resolution ~:~~~ ~'~~ BY-law #: '©p~-l 4 SUBJECT: CL2008-26, 2008 STREET LIGHTING IMPROVEMENTS - u'ARIOUS LOCATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Conhmittee recommend to Council the following: THAT Report COD-066-08 be received; 2. THAT A-Line Utility.com, Dunsford, Ontario with a total bid in the amoun( of $29,491.50 (Plus G.S.T.), being the lowest responsible bidder meeting all terms, Conditions, and spec cations of Tender CL2008-26, be awarded the contract for 2008', Street Lighting Improvements -Various Locations as required by the Engineering Department; 3. THAT the unspent funds of approximately $6,000.00 from the 2008 Budget for Street lighting Various Locations account #110-32-324-83221-7401 be transferr@d to the 2008 Budget for Street lighting Lake Road account #110-32-324-83336-7401; 4. .THAT funds required in the amount of $47,900.00 (which includes $29,49'1.50 tendering, consulting and contingencies) be drawn from the 2008 Engineering Capital Account #110-32-324-83221-7401 in the amount of $16,000.00 with $31,900.OjD being drawn from the 2008 Engineering Capital Account #110-32-324-83336-7401; and 5. THAT the attach y-law marked Schedule "A" authorizing the M ajnd the Clerk to execute then a ary agreement be approved. ', Submitted by: Reviewed by: arano, H. B.Sc., C.M.O., / ~ ranklin Wu, Dir~ of Corporate ervi s .~k-a+ Chief Adminiskrative Officer / cyTay r, .B. ., IU Director of Finance MMIJBAcm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE. ONTARIO L1C 3A6 T (9051623-3379 (905)623-4169 REPORT NO.: COD-066-08 PAGE 2 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by Aecom (Totten Sims Hubicki Associates) for the 2008 Street Lighting Improvements -Various Locations, Bowmanville 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 the letter from Aecom, Schedule "B" attached. 2.0 ANALYSIS 2.1 On review of the bids it was noted three bids received from Guild Electric, Fellmore Electrical Contracting Ltd., and AGI Traffic Technology had extension errors. These bids have been corrected and the bid summary provided as part of Schedule A reflects the corrected amounts. 2.2 The bids submitted by A-Line Utility.com and Black & McDonald were noted as improper. A- Line Utility.com for providing an agreement for performance surety for a lower amount than requested and Black 8 McDonald for providing a bid deposit for an insufficient amount. 2.3 In accordance with Purchasing By-law Section 23.04 d) discretion is allowed in these circumstances. Given that the low bidder, A-Line Utility.com, had shown good intention by submitting correct bid deposit and a commitment to provide performance surety, albeit a lower amount, the firm was afforded the opportunity to provide the performance surety in the correct amount. 3.0 FINANCIAL IMPLICATIONS 3.1 The total project cost, including tender price of $29,491.50, consulting and contingency is $47,900.00. REPORT NO.: COD-066-08 PAGE 3 3.2 Subject to Council approval, funding for this project will be drawn from the Engineering 2008 Capital Account Street Lighting Installation for Various Locations account # 110-32-330- 83221-7401 in the amount of $16,000.00 with the unspent balance of approximately $6,000.00 being transferred to the Engineering 2008 Capital Account for Street Light Installation Lake Road account #110-32-83336-7401 for a project cost of $31,900.00. 3.3 The recommended low bidder has not previously performed work for the Municipality of Clarington. However, references provided by A-Line Utility.com have been contacted and comments received indicate the A-Line Utility.com has completed similar work satisfactorily. 3.4 After further review and analysis of the bids by the Engineering Department, Aecom and Purchasing, it was mutually agreed that the low bidder, A-Line Utility.com, Dunsford, Ontario be recommended for the contract for the 2008 Street Lighting Improvements - Various Locations. 3.5 Queries with respect to department heads, specifications, etc. should be referred to the Director of Engineering. 3.6 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Engineering Attachments: Schedule "A" - By-law Schedule "B° -Memo from Engineering Services 8 Letter from Aecom 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 A-Line Utility.com, Dunsford, Ontario, for the 2008 Street Lighting Improvements -Various Locations. 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, A-Line Utility.com, Dunsford, 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" * ~ Leading the 1Voy MEMO TO: Jerry Barber, Purchasing Manager FROM: Bruno Bianco. P. Eng., Design Engineer DATE: October 16, 2008 SUBJECT: Street Light Installation -Various 2008; ID 5800-8380-05102 Lake Road Street Light Installation; ID 5800-8390-08705 CL 2008-26, Our File: CSL.2008.1-REVISED The Engineering Services Department has reviewed the recommendation provided by TSH and offers the following comments. The total tendered project cost including design and tender fees as well as contract administration fees, utility relocations, and conbngencies for the project is $47,900.00. The combined council approved budget amount for both projects is $48,000.00. As noted on the attached cost apportionment, the 2008 Street Light Installation Various project is $6,000.00 below the approved council budget amount. The attached apportionment also summarizes the Lake Road Lighting project. This project is $5,900.00 over the approved council budget amount. Our department would like to utilize the surplus from the 2008 Street Lighting Various project to fund the deficit in the Lake Road Street Light project. The nature of each project is the identical; this being street light illumination. Please request council approval for the transfer of approved funds in order to facilitate the award of the contract. Should the funding detailed above be approved by council, we concur with the recommendation to award the contract to A-Line Utility.Com in the amount of $29,491.50 exclusive of G.S.T. Due Eo past experiences on a similar project, a contingency amount of approximately 9% is carried forward. Therefore, including design and tender fees as welt as contract administration fees and utility costs, the Engineering department advises the following Municipal breakdown following the transfer of funds for the above referenced projects: Munici alities Fundin Street Light Installation, Various Lake Road Street Light j 2008 Installation Account 110 32 324 83221 7401 Account 110 32 324 83336 7aD1 i 6udgetAmount $22,000.00 _ $26,000.00 Tendered Amount $16,000.00 $31,900.00 Sur IuslDefidt $6,OD0.00 $5.900.00 -~ j Additional Funding ~ (5,900.00) $5,900.00 I (Street Grght lns[atlation, Venous 2008 -Account 710 32 324 83221 7407 Surplus/Deficit $100.00 ~- $0 00 SCHEDULE "B" Should the funding detailed above be acceptable, we recommend Council award Contract CL2008-26 based on the above apportionments. Attached for your fifes is the recommendation provided by TSH. Should you have any further questions, please feel free to contact the undersigned. Regards, ~- _ _~~ Bruno M. P Design Engineer /dv Attachment c: Tony Cannella, Director of Engineering Nancy Taylor, Director of Finance William McCrae, P. Eng., Totten Sims Hubicki CORPORATION OF THE MUNICIPALITY OF C~ARINGTON 40 TEMPERANCE STREET, BOWMANVILLE. ONTARIO ! 1C 3A6 7(905}623-3379 SCHEaULE "B" AECOM AECOM 553 Orvlacn SEreet, CWmurg, ON, Conoco K9A SG6 T 905.3722t21 F905.372.3621 www.aecom.com October 15, 2008 Mr. A. S. Cannella, CET FAX: 945.623-9282 Director Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario L1C 3A6 Dear Sir. Re: 2006 Street Lighting Improvements, Various Locations Contract No. CL2008.26, Municipality of Clartngton Project Number. i2-29720 Tenders for the above project were opened at the Municipal Offices on Friday, October 3. 2008, at 2:15:00 p. m. local time. The bids received, exclusive of GST, are summarized as follows: ~d,.•r wr•, si;..S,. •;;~:r.,,:.•. fit,+_ •f :?"r;3Tf.;!i.`./:,{::; 'sv"+'s¢•'~y Y:• '~'• <S{~{: •:yr; :;.:: ~~<??•x,;q ``•.-,~,elr.;.+.'j ,;,j~Y;$. •~:; `:: h: ~tu:.:',•'.,;. :'+~C'4 ,{ ?Y a+s~', F r '.... ~ft n.Yi`.c~ ~ t ESN ~~,n*~+,~3J 4 fs~L• / t A-Line Uti3i .Com, Dunsford, ON - ;:,:`•'.•?i`.~1~`... ~. ?; ~M-^r'~ ~ ~,'.u;~..t.+. ?~' 29,491.50 •* Guild Electric Limned, Toronto, ON 42,614.97 Lan le Utilities Contractin Limned, Bowmanvilie ON 44 562,00 Felimore Electrical Contracton Ltd., Concord, ON 47,281.71 " AGI Traffic Technolo , Scarborou h, ON 51 058.00 ' Black & MacDonald Limned, Scarborou h, ON 58 296.00 " Dundas Power Line, Chestervine ON 58,859.65 Beacon Utiln Contractors Ltd., Woodbrid a ON 56 906.00 Extension error "Improper Bid -Incorrect bid security amount TSH has reviewed all bids accepted by the Clarington Purchasing Department and have confirmed the bid values noted above. The low bidders submitted tender has been reviewed and is in order. A revised letter of intent consistent wnh the 4otal tender amount has been provided as requested by the Purchasing Department. References provided by the Contractor, which include Lakefront Utility Services Inc., the City of Oshawa and the Cny of Kawartha Lakes have been contacted and comments received state that A-Line Utilny.Com completed similar works satisfacioriiy. A-Line Utility.Com has also provided verification that a Certified Electrician will be on- site to complete all necessary works as required to obtain ESA approvals. . o. m.,z.iv»mn<-.parze.mn SCHEDULE "B" Page 2 The Municipaliry of Ciarington October 75, 2008 AECOM The total project costs, excluding GST, are summarized on the attached Cost Apportionment. Should financing be available, based on past performance and their low bid we recommend that A-Line Utility.Com be awarded ContraU CL2008-26 in the total amount of $29,491.50 (excluding GST). Should you require any additional information, please contact the undersigned. Sincerely, AE~Cy/OJM /" ' I ~"^- N Ron Albright, P.Eng. Project Engineer ron. a I brig ht(cr)aecom.com RA:ym ec: Mr. Norm Clark, C.E.T„ Muniapaldy of Clartngion Mr. Bruno Bianco, P. Eng., Municipality of Clarington a~oro+ rn, a xunacoi.,.a~xn xa~ pm O N w m m i O N Q1 N C O O t6 w V ~ O C ~ .~ . A R = a w V N 'C C 3 .g c L o+ m N ~~ s~ N~ _N ~ N ~a um 0 ~ N u m 0 a` N F E V c J Q a ~F j a m O a a N Eg C O N J U ~A 0 0 VU N c a a a E ~ ~ 6 '° a ~ _ O ~ p;7 v wy tp C C~„ ~ O O N N N cp 8 O C T 0 C 0 0 C C y G ^ c r : d ~ a a: o ~ $ o: Q ~ 5Q'~ Q (O pl ~ m N ~ N vi h ~. .. m ~: 8 ~ V ~ ~ S ~ ~ ~ ~ z M N r N ~ J N e1 N Y o R J w v! +r; «n w. `,q yr w v c9 p~ ~ v°, ~, m -' o O O S _C C ' G Hn oa ~ O+ ~ t~ ~ N O P N ~, ~ N n S ^ Op ^~ ~ C tl! 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