Loading...
HomeMy WebLinkAboutCOD-018-19Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Report Number: COD-018-19 Date of Meeting: September 23, 2019 By-law Number: Submitted By: Marie Marano, Director of Corporate Services Trevor Pinn, Director of Finance/Treasurer Reviewed By: Andrew C. Allison, GAO Resolution#: GG-446-19 File Number: Report Subject: C12019-21 Waterfront Trail Upgrades Recommendations: 1. That Report COD-018-19 be received; 2. That Gray's Landscaping & Snow Removal Inc. with a total bid amount of $499,853.79 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2019-21 be awarded the contract Waterfront Trail Upgrades, as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $581,200.00 (Net HST Rebate) which includes the construction cost of $499,853.79 (Net HST Rebate) engineering design and testing/inspection be funded by the Municipality from the approved budget allocations as follows: Pave the Waterfront Trail 110-32-331-83449-7401 $495,965 (Bowmanville Ave. to West Beach Road) (2018 & 2019) Bowmanville Creek Valley Trail 110-32-325-83257-7401 $85,235 (Baseline to Waterfront) 4. That all interested parties listed in Report COD-018-19, and any delegations be advised of Council's decision. Page110 Municipality of Clarington Report COD-018-19 Report Overview To request authorization from Council to award the contract for the completion of the upgrades as required for the Waterfront Trail. 1. Background Page 2 1.1. Tender specifications for upgrades to the existing waterfront trail alignment including grading, drainage, paving, road crossing treatments, amenity/seating etc. were prepared by the consultant and Engineering Services and provided to the Purchasing Services Division. 1.2. Tender CL2019-21 was prepared and issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Twenty (20) Companies downloaded the tender document two of which were Construction Associations. 1.3. The Tender closed September 4, 2019. 2. Analysis 2.1. Six (6) bids were received in response to the tender call. 2.2. Of the fourteen (14) companies who downloaded the tender documents but chose not submit pricing: • Two were construction associations; • Four companies advised that due to current workload that they were not able to meet the proposed schedule of the project; • Three companies advised that given the scope of work that they could not price competitively; • Five of the plan takers contacted did respond to our request for information. 2.3. The bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. 2.4. The results were forwarded to the Engineering Services Department for their review and consideration. Municipality of Clarington Report COD-018-19 Page 3 2.5. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Gray's Landscaping and Snow Removal Inc. be recommended for the award contract CL2019- 21 (see Attachment 2). 2.6. Gray's Landscaping & Snow Removal Inc. has successfully completed work for the Municipality in the past. 3. Financial 3.1. Total funds required for this this project in the amount of $581,200.00 (Net HST Rebate) which includes the construction cost of $499,853.79 (Net HST Rebate), design, soil testing, inspection and contract administration plus contingencies be funded by the Municipality from the approved budget allocations as follows: Pave the Waterfront Trail 110-32-331-83449-7401 $495,965 (Bowmanville Ave to West Beach Rd) (2018 & 2019) Bowmanville Creek Valley Trail 110-32-325-83257-7401 $85,235 (Baseline to Waterfront) 3.2. As per submissions received, the low bid received there remains a shortfall in the Pave the Waterfront Trail (Bowmanville Ave. to West Beach Road) G/L account of $125,965. Funding from the Bowmanville Creek Valley Trail (Baseline to Waterfront) - 110-32-325- 83257-7401 in the amount of $125,965 will be utilized to cover this shortfall as the two projects are related 3.3. Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Concurrence This report has been reviewed by the Director of Engineering Services who concurs with the recommendations. Municipality of Clarington Report COD-018-19 5. Conclusion Page 4 It is respectfully recommended that Gray's Landscaping & Snow Removal Inc. being the lowest compliant bid be awarded the contract for the Waterfront Trail Upgrades with all work being completed in accordance to all terms, conditions specifications and drawings of tender CL2019-29 Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext.2209 or dferguson@clarington.net. Attachments: Attachment 1 — Bid Summary Attachment 2 — Memo from Engineering Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report COD-018-19 Attachment 1 Bid Summary CL2019-21 Waterfront Trail Upgrades Page 5 BIDDER Total Bid (including HST) TOTAL BID (Net HST Rebate) Gray's Landscaping & Snow Removal Inc. $555,065.63 $499,853.79 CSL Group Ltd. $630,943.07 $568,183.78 Royalcrest Paving & Contracting $811,157.11 * $730,472.10 M&S Architectural Concrete Ltd. $869,509.33* $783,020.08 Dig -Con International Ltd. $973,481.44* $876,650.19 Forest Ridge Landscaping Inc. $1,553,003.07 $1.398.527.37 Note: this denotes an addition error within the bid submission. Clarftwn Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Peter Windolf, Manager — Park Development Date: September 12, 2019 Subject: CL2019-21 —Waterfront Trail Upgrades File: PA.Waterfront Trail (Waverley to West Beach) The Engineering Services Department has reviewed the submissions for CL2019-21 and offers the following comments. Road I Limits I Description Waterfront Trail Bowmanville Avenue to West Beach Upgrades to the existing Upgrades Road waterfront trail alignment including grading, drainage, paving, road crossing treatments, amenity/seating, etc. The low bidder on this contract was Gray's Landscaping & Snow Removal Inc. Based on past experience with this contractor, we recommend award of the contract to Gray's Landscaping & Snow Removal Inc. in the amount of $555,065.63 inclusive of HST, or $499,853.79, net of HST rebate. A total contingency amount of approximately 10.0% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 6.8% of the construction cost, so 3.2% of construction costs have been carried to bring the contingency to the required 10.0%. Therefore, including other costs such as design, soil testing, inspection and contract administration, contingencies, and net HST costs, the Engineering Department advises of the following funding: Page 11 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 1 905-623-3379 File No.: PA.Waterfront Trail (Waverley to West Beach) Construction (net of HST) (Based on Low Bid) $499,853.79 Other costs (net of HST) $81,346.21 Total Project Value $581,200.00 Budget Amount: • Pave the Waterfront Trail (Bowmanville Ave. to West Beach $230,000.00 Road) (2018 Budget) 110-32-331-83449-7401 • Pave the Waterfront Trail (Bowmanville Ave. to West Beach $140,000.00 Road) (2019 Budget) 110-32-331-83449-7401 • Bowmanville Creek Valley Trail (Baseline to Waterfront) $211,200.00 110-32-325-83257-7401 Total $581,200.00 A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). As per the pricing low bid received there remains a shortfall in the Pave the Waterfront Trail (Bowmanville Ave. to West Beach Road) - 110-32-331-83449-7401 account of $125,964.70. Funding from the the Bowmanville Creek Valley Trail (Baseline to Waterfront) - 110-32-325-83257-7401 in the amount of $125,964.70 will be utilized to cover this shortfall as the two projects are related. Based on the 2019 Budget allocation for the project as well as for continuity, cost efficiencies, and maintaining project schedule, CIMA+ will complete the inspection and contract administration. This is important to have the design consultant available during construction to address any changes that may be required and to provide stamped as - constructed drawings at the completion of the project. Considering all project costs, there is sufficient funding available and the Engineering Department recommends that the Purchasing Department move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Page 12 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379 File No.: PA.Waterfront Trail (Waverley to West Beach) Regards, Peter Windolf Manager — Park Development M, Pc: Trevor Pinn, Director of Finance Marie Marano, Director of Corporate Services A.S. Cannella, Director of Engineering Services R. Albright, Assistant Director of Engineering Services R. Brezina, Capital Works Engineer Page 13 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379