The URL can be used to link to this page

Home My WebLink AboutCOD-049-09C~Iar.~~gton Leading the Way Staff Report lFl REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL / i' "~ C- ~I ~ 1,~,~ ®~ ~j~PSolu.Tl an Date: June 29, 2009 q Report #: COD-049-09 File # By-law #,~00 ! ~~ Subject: CL2009-16, 2009 Structure Rehabilitation (Culvert Replacement) Various Locations Recommendations: It is respectfully recommended to Council the following: THAT Report COD-049-09 be received; 2. THAT All Services Incorporated, Oshawa, Ontario with a total bid in the amount. of $141,570.00 (Plus GST), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-16, be awarded the contract for the 2009 Structure Rehabilitation (Culvert Replacements) Various locations as required by the Engineering Department; 3. THAT funds required in the amount of $194,000.00 ($141,570.00 tender plus design, contingencies, and contract administration) be drawn from the Engineering 2009 Capital Budget Structure Rehabilitation Account # 110-32-330- 83275-7401. 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. Submitted by: U` 6 ~~~~ Reviewed by: ~"~~ ~- "^~ "1, Marie rano, H.B.Sc. C.M. Franklin Wu, i Dirq~tof Corpora~erv~ ~ Chief Administrative Officer Director REPORT NO.: COD-049-09 BACKGROUND AND COMMENT PAGE 2 Tender specifications were provided by AECOM Canada Ltd. for the 2009 Structure Rehabilitation (Culvert Replacements) Various Locations, 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 $141,570.00, design, contract administration, permit fees, utility relocations and contingencies amounts to $194,000.00. The funds required for the project are outlined in the memo from Engineering Services and the letter from AECOM Canada Ltd. marked Schedule "B". Funding for this project will be drawn from the Engineering 2009 Structure Rehabilitation Account #110-32-330-83275-7401 in the amount of $194,000.00 with the remaining funds being utilized as intended. After further review and analysis of the bids by the Engineering Department, AECOM Canada Ltd. and Purchasing, it was mutually agreed that the low compliant bidder, All Services Incorporated, Oshawa, Ontario be recommended for the contract for the 2009 Structure Rehabilitation (Culvert Replacements) Various Locations, Ontario. The low bidder has previously performed satisfactory work for the Municipality of Clarington. As noted in correspondence from AECOM, Schedule "B", the bid submitted by Ambler & Co. Inc. is deemed a non compliant bid as is the submission of Elirpa Construction & Materials Ltd. The Director of Finance has reviewed the funding requirements and concurs with the recommendation, queries with respect to department needs, specifications, 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: 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 All Services Incorporated, Oshawa, Ontario, to enter into agreement for the 2009 Structure Rehabilitation (Culvert Replacements) 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, All Services Incorporated, Oshawa, 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 "B" ~lar~g~~o~ Leading the Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Bruno Bianco, P. Eng., Manager,: Infrastructure & Capital Works DATE: June 24, 2009 SUBJECT: 2009 Structure Rehabilitation -Various Locations CL2009-16, 5800-8310-09112 CSR.2009.1 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. In 2009 the Municipality approved $400,000.00 respectively for the reconstruction of various road crossing structures as well as further design for the 2010 construction season and the annual structural appraisal report. We concur with the recommendation to award the contract to All Services Incorporated in the amount of $141,570.00 exclusive of G.S.T. for the structure rehabilitation project. Due to past experiences on similar projects, a contingency amount of approximately 10.0% is carried forward. Therefore, including design and tender fees as well as contract administration fees, utility relocation, and material testing, the Engineering Department advises the following Municipal breakdown for the above referenced project: Pro~ect Breakdown Total Project Value $194,000.00 Budget Amount 2009 Structures Rehabilitation 110 32 330 83275 7401 $400,000.00 Estimated Funds Remaining $206,000.00 Schedule "B" We recommend the report to Council move forward .based on the above project breakdown and the remaining funds continue be utilized as intended. 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 BMB:cd Attachment cc Nancy Taylor, Director of Finance ec William McCrae, P. Eng., AECOM Anthony S.Cannella, Director of Engineering L\EngAtlminNIEMOS 20081Sianco1CL2009.1 B.CSR.2009.i.doc CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 Schedule "B" rl `.~1~~ AECOM 513 Division Street, Cobourg, Ontario K9A 5G6 T 905.372.2121 F905.372.3621 www.aecom.com June 23, 2009 Project Number: 111574 Mr. A. S. Cannella, C.E.T. Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, ON L1C 3A6 Dear Sir: Re: 2009 Structure Rehabilitation (Culvert Replacements) -Various Locations Contract No. CL2009-16 (the "Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, June 5, 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 TOTALBID All Services Incorporated i Oshawa ON $141,570.00 Cobourg Development Services Ltd. Cobourg, ON $148,207.91 Ron Robinson Ltd. Bowmanville, ON $156,520.62 Bry Ron Contracting Limited A'ax, ON $209,086.00 Ampler 8 Co. Inc Misslssau a, ON $214,654.63 * Boyle Excavating Ltd. Bowmanville, ON $222,895.80 Peninsula Construction Inc. Fonthill, ON $231,813.78 ** Montgomery MacEwen Contracting Goodwood, ON $232,35D.45 Elirpa Construction & Materials Ltd. Pickerin , ON $236,453.84'*" *Non-Compliant ** Improper Bid Deposit `**Did not acknowled a Addendum 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 Ambler (P:b2pl ]I]>\1115]~\COrresP~3]8I200fa Page 2 Municipaltty of Clarington June 23, 209 & Co. Inc. due to an imbalance in their statement of unit prices in their bid and Elirpa Construction & Materials Ltd., as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids deemed compliant by the Purchasing Department and confirmed the bid values noted above. All Services Incorporated ("All Services") is the lowest bidder. Its submitted tender has been reviewed and is compliant. All Services Incorporated has completed several projects for the Municipality of Clarington in recent years in which AECOM has provided Contract Administration, including 02007-12 (Orono Streetscape - 1), CL2006-45 (Orono Streetscape - 2) and CL2005-43 (Alexandra Boulevard Retaining Wall and Soper Court Stair Repair). Quality of work and adherence to standards was satisfactory for these projects. As requested by the Purchasing Department, references were checked only for the lowest bidder. All Services has completed a number of similar swpe projects including work for the Municipality of Marrnora and Lake, Township of Ramara and Municipality of Maynooth. Staff contacted for the three references provided stated that All Services has completed the work to specfication and to their satisfaction. Estimated costs for various project components, based on All Services bid are summarized as follows: Low Bid (Excluding GST) $141,570.00 Preliminary & Detailed Design, Approvals, $ 17,704.27 Tendering, Contract Administration and Material Testing $ 15,000.00 Contingencies $ 14,725.73 Utility Relocation (Rough Estimate) $ 5,000.00 Total Project Costs $194,000.00 2009 Budget Amount $400,000.00 Budget Surplus /Deficit $206,000.00 The low bid from All Services Incorporated is within the project budget and, in our opinion based on the references contacted regarding performance on previous projects, the tender in the amount of $141,570.00 (exclusive of GST) may be awarded to All Services Incorporated of Oshawa, Ontario, subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for All Services and Cobourg Development Servx;es Ltd., the second low bidder, until the Contract has been executed. (P be{1 ]4t 3\11151d\COnay32eR.EOC Schedule "B" Page 3 Municipality of Ctarington June 23, 2009 Should you have any questions regarding this matter, please contact the undersigned. Best regards, AECOM Canada Ltd. Ron Albright, P. Eng. Project Manager, C munity Infrastructure ron.albrichtla~aeco .com RA:pc cc: Mr. Bruno Bianco, P. Eng., Manager, Infrastructure and Capital Works, Municipality of Clarington ALt;OM