HomeMy WebLinkAboutCOD-029-09•
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~ REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 4, 2009
Resolution #. '" 1'1~'3~~-~
Report #: COD-029-09 File #: By-law #:?,ac9Q.C~5(~
SUBJECT: CL2009-7, NASH ROAD RECONSTRUCTION, COURTICE
Recommendations:
It is respectfully recommended to Council the following:
THAT Report COD-029-09 be received;
2. THAT Hard-Co Construction Ltd., Whitby, Ontario with a total bid in the amount
of $732,845.95 (Plus G.S.T.), being the lowest responsible bidder meeting -all
terms, conditions, and .specifications of Tender CL2009-7, be awarded the
contract for Nash Road Reconstruction as required by the Engineering
Department;
3. THAT funds required to cover the Municipality of Clarington's portion of this
project, in the amount of $810,000.00 (which includes tendering, consulting and
contingencies) be drawn from the 2007 & 2009. Engineering Capital Account
#110-32-330-83214-7401;
4. THAT the tender award be subject to the approval of the Regional Municipality of
Durham for Regional Infrastructure; and
5. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the
Clerk to execute the necessary agreement be approved.
Submitted by: Reviewed b~ ~J "J
rie Marano, H.B.Sc., C.M.O. Franklin Wu,
Di or of Cor rate Services Chief Administrative Officer
ncy T lor, B .A.,
Director of Finance
MMlJB/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-029-09
BACKGROUND AND COMMENT
PAGE 2
Tender specifications were provided by AECOM Canada Ltd. for the Nash Road
Reconstruction, Courtice as required by the Engineering Department.
Tenders were advertised in local papers, as well as electronically. Subsequently, tenders were
received and tabulated as per the letter from AECOM Canada Ltd., Schedule "B" attached.
The total project cost, including tender price of $732,845.95, project administration; contingency,
utility relocation and geotechnical investigation is $938,845.05. The funds required for the
municipality's portion of the project cost is $810,000.00 as outlined in the memo from
Engineering Services and the letter from AECOM Canada Ltd. marked Schedule "B°. As noted
in the attached memo a portion of the project cost amounting to $37,845.05 is held in securities
obtained from the developers of the Hancock Neighbourhood.
Funding for this project will be drawn from the Engineering 2007 and 2009 Capital Account #
110-32-330-83214-7401 in the amount of $810,000.00. Although the 2009 Capital Budget
indicates $136,025.00 is provided through Developer Recovery, these funds have already been
collected in the amount of $154,429.12 and are located in the Roads Contribution Reserve
Fund. Because this project involves Durham infrastructure it is therefore recommended that the
contract award be subject to approval by the Region of Durham.
The low bidder has previously performed satisfactory work for the Municipality of Clarington.
After further review and analysis of the bids by the Engineering Department, AECOM Canada
Ltd. and Purchasing, it was mutually agreed that the low bidder, Hard-Co Construction Ltd.,
Whitby, Ontario be recommended for the contract for the Nash Road Reconstruction, Courtice,
Ontario.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation, queries with respect to department needs, specrfications, etc., should be
referred to the Director of Engineering.
This report has been reviewed for recommendation by the Purchasing Manager, with the
appropriate departments and circulated as follows:
REPORT NO.: COD-029-09
PAGE 3
Concurrence: Director of Engineering
Attachments:
Schedule "A" - By-law
Schedule "B" -Memo from Engineering Services & Letter from AECOM Canada Ltd.
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2009-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Hard-Co
Construction Ltd., Whitby, Ontario, to enter into agreement for
the Nash Road Reconstruction, Courtice, 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, Hard-Co Construction Ltd., Whitby, 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 , 2009.
By-law read a third time and finally passed this day of , 2009.
Jim Abernethy, Mayor
Patti L. Barrie, Municipal Clerk
SCHEDULE "6"
~c~llrl~,°`~O.Il
T.eading fhe Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Bruno Bianco, P. Eng.
Manager, Infrastructure & Capital Works
DATE: April 7, 2009
SUBJECT: Nash Road Reconstruction
CL2009-7, 5800-8310-07110
CRC.NashRd.3
The Engineering Services Department has reviewed the recommendation provided by
AECOM and offers the following comments:
In 2007 and 2009 the Municipality approved $70,000.00 and $740,000.00 respectively
for the reconstruction of Nash Road. The contract includes Municipal and Regional
infrastructure. The Municipal portion of the works is per the total approved capital
budget amount of $810,000.00. We therefore concur with the recommendation to award
the contract to Hard-Co Construction Ltd. in the amount of $732,845.95 exclusive of
G.S.T, for the road reconstruction project.
A component of the works is to be funded by Claret Investments Limited and 1361189
Ontario Limited, the developer's Hancock Neighbourhood. The total estimated amount
related to road recoverable works is $37,845.05 per the attached cost apportionment
and letter of intent by the developer's.
Due to past experiences on similar projects a contingency amount of approximately 7%
is carried forward. Therefore, including design and tender fees as well as contract
administration fees, geotechnical investigation, and utility relocations, the Engineering
department advises the following Municipal breakdown for the above referenced project:
Project Breakdown
Total Project Value $810,000.00
Budget Amount
Nash Road Reconstruction (2007 & 2009)
110 32 330 83214 7401 $810,000.00
Estimated Budget Surplus/Deficit $0,000.00
SCHEDULE "B"
We recommend the report to Council move forward based on the above apportionments,
however, the award be conditional on similar approval from the Region of Durham for
regional infrastructure. Attached for your files is the recommendation provided by
AECOM. Should you have any further question, please feel free to contact the
undersigned.
Regards,
Bruno M. Bianco, P. Eng.
Manager, Infrastructure & Capital Works
/dv
Attachment
ec: William McCrae, P. Eng., AECOM
Nancy Taylor, Director of Finance
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
SCHEDULE "B"
- __
AECOM
AECOM
513 Division Street, Cobourg, ON, Canatla K9A SG6
T 905.372.2121 F 905.372.3621 wmv.aecom.com
April 6, 2009
Mr. A. S. Cannella, CET
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, ON L1C 3A6
Dear Sir:
Re: Nash Road Reconstruction, Courtice
Contract No. CL2009-7 (the "Contract")
Municipality of Clarington
Project Number: 12-29213
Tenders for the above project were opened at the Municipal Offices on Friday, March 20, 2009 at
2:15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST.
BIDDER TOTAL BID
GST Excluded
HARD-CO CONSTRUCTION LTD. $732,845.95 "
WHITBY, ON
RON ROBINSON LIMITED $737,653.81
BOWMANVILLE, ON
WYNDALE PAVING CO. LTD. $779,330.08 `, ","'
WOODBRIDGE, ON
TECTONIC INFRASTRUCTURE INC. $803,810.40
COLLINGWOOD, ON
ELIRPA CONSTRUCTION & MATERIALS LTD. $816,318.44 "
PICKERING, ON
COBOURG DEVELOPMENT SERVICES $884,966.36
COBOURG,ON
* Bid De osit Im ro er - Re'ected b Clarin ton Purchasin De artment
*' Extension Error
""'* Addendum 1 Error
The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all
bids to confirm compliance with the Clarington Purchasing By-Law and rejected the bids from
Wyndale Paving, as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids deemed
compliant by the Purchasing Department and confirmed the bid values noted above. Hard-Co
Construction Ltd. ("Hard-Co") is the lowest bidder. Its submitted tender has been reviewed and is
compliant.
IP Wept i2,1z~2931]1Cwreep~3382].tlxl
SCHEDULE "B"
Page 2
Municipality of Clarington
April 6, 2009
Hard-Co Construction has completed several projects for the Municipality of Clarington in recent
years in which AECOM has provided contract administration including the reconstruction of Elgin
Street in 2007/2008, Baldwin and Church Street in 2006!2007 and Mearns Avenue in 2000. Quality
of work and adherence to standards was satisfactory for all of these projects. There were issues with
regard to schedule on the Elgin Street project. As requested by the Purchasing Department,
references were checked only for the lowest bidder. Hard-Co has completed a number of similar
scope projects including work for the Town of Whitby, City of Oshawa and City of Kawartha Lakes.
Staff contacted for the three references provided stated that Hard-Co completed the work to
specification and to their satisfaction.
The estimated costs for various project components, based on the low bid, are summarized in the
attached cost apportionment.
The low bid from Hard-Co Limited is within the project budget, and based on the references contacted
regarding performance on previous projects in our opinion, the tender in the amount of $732,845.95
(exclusive of GST) can be awarded to Hard-Co Construction Ltd., of Whitby, Ontario. Hard-Co should
be made aware at the start-up meeting that the project schedule must be adhered to. The award
must be conditional on similar approval being received from the Regional Municipality of Durham as a
portion of this contract is for the installation of Regional services.
Bid cheques or bid bonds shall be retained for Hard-Co and Ron Robinson Limited, the second low
bidder, until the Contract has been executed.
Should you have any questions regarding this matter, please contact the undersigned.
Best regards,
AECOM Canada Ltd.
Ron Albright, P. Eng.
Project Manager, Community Infrastructure
ron.albrig ht@aecom.com
i2A:ym
Encl.
cc: Mr. Bruno Bianco, P. Eng., Municipality of Clarington (+encl.)
,P ~~„z„z.z9z,~o,~~~az~aal AECO M
SCHEDULE "B"
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SCHEDULE
t/VoLJ~ ~ansuitartts
February 12, 2009 . I _ -~ -, i r ~ : ,___--r•-_
, ,_ ~.,
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;:_ -....
Mr. Norman. A.. Clark _{ __
Manager of Construction _ __ ~ _V _ f ~ ~ ~':" _ , _-
Engineering Services Department "r`~ _ ,._...__ _ _ _
Niunicipa!ity of Clarngton - ~- "`
40 Temperance Street .. -- -: - ~ - -
Bowmanville, Ontario L1 C 3Ati __,., ~'r' . ' ~- '--' "" '~
.~iZ` ,~?~<~rw o
Dear Mr. Clark:
Re: Rectification of Nash Road Construction Deficiencies
Fianco.ck NeighbouehQOd Fhase'iA ~ __ - r-q-~- _ -
13E~i5tEicd Rian 4Cf~-2~~4 {Formerly Sub~[vtaion'i87-`.is~'i4~,.,_ -
Courtice Urban Area, Munieipality of Clarinttton
Project Manager, Land Development, for C!arei In:restments
Limited, the owners of the above referenced subdivision.
f1?uch investigation and discussion. has cccurred in an tempt to develcp a sui~able approach
for the rectification of deficiencies in the construction of Nash Road for a portion of the distance
between the stormwater management pond and Harry Gay Drive in the above referenced
subdivision. The fviunicipalify of Clarington, in consultation with its consulting engineers AECOM
(formerly Totten Sims Hubicki), has reoom.m.ended Alternative r in~,ah~ing a modified center;ine
profile, pulverizing the HLS asphalt, regrading and repaving. I he cwners of this subdivision
accept this reccmmendaticn by the Municipality and its consulting engineers.
As discussed during our February 1 t, 2009 telephone conversation, the owners agree ~.vith your
suggestSon that the Municipality hold $45,ODO.DO as security within the existing letter of credit for
payment 4o be made by the owners to the M~!nicipaiity at a later time :when the ac-foal value of
the Nash Road rectification is known.
The owners understand that the re-construction of Nash Road is detailed in Contract CL2009-7
which is shortly going to fender for construction this year. Furthermore, the Muhicipality will
select the lowest bidding contractor and use the unit prices in This bid to calculate the precise
cost of the deficiency rectification. When a payment certifcate is made to the Municipality's
contractor for construction completed, the Municipality will invoice the cwners cf the abcve
referenced subdivision for the cost of such rectification. The owners of this subdivision agree to
promptly pay the Municipality for this invoice.
,hat any potential division of the responsibilities for the cost of rectification of
deficiencies will be handled between the owners and its contractor, Hard-Co.
SCHEDULE "B"
Mr. Norman A. Clark
nn.un,ioina!ity of Clarington
ebruary 12, 2009
Page 2
The owners trust that inese undertakings try the owners to the Municipality gill fzcilitate the
issuing of a Completion Certificate for the initial stage Works, the commencement of ±he
Maintenance Period, and the reduction of the owners' letter of credit, germs Associates, the
owners' engineering consultants, :~~ill make a Written request for z letter of credit reduction
shortly.
"our assistance in this rr?atter is greatly appreciated.
Yours truly,
`:n~`_r,~ry Cnt~cLi reyTc
,.
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UV.u. i>nanson
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