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Staff Report
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Report To: General Government Committee
Date of Meeting: October 15, 2019 Report Number: COD-020-19
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-474-19
File Number: CL2019-28 By-law Number:
Report Subject: 2019 Facility Parking Lot
Recommendations:
1. That Report COD-020-19 be received;
2. That C. Aurora Paving Ltd. with a total bid amount of $248,618.00 (Net HST Rebate,
being the lowest compliant bidder meeting all terms, conditions and specifications of
tender CL2019-28 be awarded the contract for the 2019 Facility Parking Lot, as
required by the Engineering Services Department;
3. That the total funds required for this project in the amount of $277,498.74 (Net HST
Rebate), which includes the construction cost of $248,618.00 (Net HST Rebate) and
other costs including material testing, and contingencies in the amount of
$28,880.74 (Net HST Rebate) is in the approved budget allocation as provided and
will be funded from the following accounts;
Description
Account Number
Amount
Parking Lot Rehab (2019)
110-32-327-83614-7401
$255,043
Retaining Wall (2019)
110-36-330-83438-7401
22,456
4. That all interested parties listed in Report COD-020-19, and any delegations be
advised of Council's decision.
Municipality of Clarington
Report COD-020-19
Report Overview
Page 2
To request authorization from Council to award the contract for the work as required for the
rehabilitation of the Church Street Parking. This work includes: asphalt paving, parking area
operational improvements, pedestrian accommodation, drainage improvements, retaining
wall removal, along with some planting.
1. Background
1.1. Tender specifications for reconstruction of the road alignment and road priority inclusive
of road surface works, utility relocations, land exchange, railway signal replacement/
relocation, etc. were prepared by the Engineering Services Department and provided to
the Purchasing Services Division.
1.2. Tender CL2019-28 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 Buyers Association's website.
Nineteen (19) Companies downloaded the tender document.
1.3. The Tender closed August 7, 2019
2. Analysis
2.1. Six (6) bids were received in response to the tender call.
2.2. Of the thirteen (13) companies who downloaded the tender documents but chose not to
submit pricing:
• Two were construction associations;
• One company was unable to meet the submission deadline;
• Two companies were unable to meet our schedule due to their current workload;
and
• Eight companies did not respond to our request for information.
2.3. The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). All six submissions were deemed compliant.
2.4. The results were forwarded to the Engineering Services Department for their review and
consideration.
Municipality of Clarington Page 3
Report COD-020-19
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, C.
Aurora Paving Ltd.be recommended for the award of tender CL2019-28 (see
Attachment 2).
2.6. C. Aurora Paving Ltd. has successfully completed work for the Municipality in the past.
3. Financial
3.1. The total funds required for this project in the amount of $277,498.74 (Net HST Rebate),
which includes the construction cost of $248,618.00 (Net HST Rebate) and other costs
including material testing, and contingencies in the amount of $28,880.74 (Net HST
Rebate) is in the approved budget allocation as provided and will be funded from the
following accounts:
Description
Account Number
Amount
Parking Lot Rehab (2019)
110-32-327-83614-7401
$255,043
Retaining Wall (2019)
110-36-330-83438-7401
22,456
3.2. 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 and the Director
of Operations who concur with the recommendations.
5. Conclusion
It is respectfully recommended that C. Aurora Paving Ltd. being the lowest compliant
bid be awarded the contract for the 2019 Facility Parking Lot in accordance with all the
terms, conditions specifications and drawings of tender CL2019-28.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 2 — Memo to Purchasing from Engineering Services
Interested Parties: List of Interested Parties available from Department.
Municipality of Clarington
Report COD-020-19
Attachment 1
Page 4
Municipality of Clarington
CL2019-28
2019 Facility Parking Lots
Bid Summary
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
C. Aurora Paving Ltd.
$276.079.34
$248,618.00
Coco Paving Inc.
$279,596.47
$251,785.28
Tri Son Contracting Inc.
$286,191.71
$257,724.98
Ashland Paving Ltd.
$308,817.01
$278,097.44
Dig -Con International Ltd.
$326,869.11
$294,355.76
Springside Paving Ltd
$361,157.49
$325,233.51
Clarftwn
MEMO
TO: David Ferguson, Purchasing Manager
FROM: Ron Albright, P. Eng. Assistant Director - Engineering Services
DATE: September 13, 2019
RE: 2019 Facility Parking Lots
CL2019-28
The Engineering Services Department has reviewed the low bid by C. Aurora Paving
Ltd. for CL2019-28 and offer the following comments.
The work locations and a brief description is listed below.
Item
Limits
Description
Church Street
132 Church Street bounded by
Parking lot rehabilitation
Division Street to the East, Church
including asphalt paving,
Street to the South, and 47
parking area operational
Temperance Street to the West.
improvements, pedestrian
accommodation, drainage
improvements, retaining wall
removal, planting
The low bidder on this contract was C. Aurora Paving Ltd. Based on past experience
with this contractor, we recommend the contract be awarded to C. Aurora Paving Ltd. in
the amount of $276,079.34 inclusive of HST, or $248,618.00 net of HST rebate.
A total contingency amount of approximately 10% of construction costs is required for
this project, based on past experience. Therefore, including contingency, material
testing and net HST costs, the Engineering Department advises of the following funding.
Note that design, tendering, inspection, and contract administration will be done by
municipal staff.
2019 Facility Parking Lots
CL2019-28 2 September 13, 2019
Construction Cost, based on low bid (net of HST)
$248,618.00
Other Costs (net of HST)
$29,949.80
Total Project Cost
$278,567.80
Allocated Financing
Parking Lot Rehab (2019)
110-32-327-83614-7401
$278,567.80
Total Allocated Financing
$278,567.80
* A more detailed breakdown is 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 Parking Lot Rehab -
110-32-327-83614-7401 account of $22,473.25. Funding from the Retaining Wall - 110-
36-330-83438-7401 (2019) account in the amount of $22,473.25 will be utilized to cover
this shortfall as the current retaining wall in the existing lot will be removed in the scope
of the work. The Engineering Services 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.
Regards,
'e,
Ron Albright, P. Eng.
Assistant Director - Engineering Services
RA/RB/ra
CC' Trevor Pinn, Director of Finance
A.S. Cannella, Director of Engineering Services
2019 Facility Parking Lots
CL2019-28
T
September 13, 2019
K EYP LAN N.T.S.