HomeMy WebLinkAboutCOD-052-09Clar~~gton
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL.PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 14th, 2009
Report #: COD-052-09 File #
~e5t,i~~.t~~~~~-510-~~ .
By-law #~(~ a ~(- l z ~
Subject: CONTRACT AWARDS, SUMMER COUNCIL RECESS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the fallowing:
1. THAT Report COD-052-09 be received; and
2, THAT the attached By-law, marked Attachment 2 authorizing the Mayor and Clerk
to enter into the nepessary agreement be approved;
Submitted by: Reviewed by~~~'~~Z'''
e Marano, H. B.Sc., C.M.O. Franklin Wu,
Directoyof ~orporat~ Servers Chief Administrative Officer
Nancy T~14r, B~:~
Director of Finance
MM1JB1km
Attachments:
Attachment 1 - Schedule "A", Memo, RE: T-11-2009, Supply 8 Delivery of Culvert
Schedule "B", Memo, RE: CL2009-32, One (1) Class 7 Motor Grader
Schedule "C", (Memo, RE: CL2009-27, Snow Clearing -Winter Maintenance of Municipal
Property, Sidewalks & Parking Lots
Schedule "D", Memo, RE: CL2009-18, Concession Road 6 & 7 Road & Bridge
Rehabilitation
Attachment 2 - By-law
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREE , BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-052-09 PAGE 2
BACKGROUND AND COMMENT
In accordance with Purchasing By-law 2006-127, Section 4, the following contracts
were awarded during the July /August Council Break:
1. T-11-2009, Supply & Delivery of Culvert (Co-operative Tender)
2. CL2009-32, One (1) Class 7 Motor Grader
3. CL2009-27, Snow Clearing -Winter Maintenance of Municipal
Property, Sidewalks & Parking Lots
4. CL2009-18, Concession Road 6 & 7 Road & Bridge Rehabilitation
A copy of the recommending memo's for the above .noted tenders are attached as
Schedule A to D respectively.
SCHEDULE "A"
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Leading the Way
MEMO
To: Franklin Wu, Chief Administrative Officer
From: Jerry Barber, C.P.P.O., Purchasing Manager
Date: Thursday, July 23, 2009
RE: CO-OPERATIVE TENDER T-11-2009 CULVERTS
In view of the fact there are no Council meetings scheduled until September 14, 2009,
authorization is requested to award the above noted contract to Atlantic Industries Limited, London,
Ontario for an approximate annual value of $32,239.28 plus GST.
The memo sent to the Operations Department summarizing the bid analysis and recommending
the award is attached as Schedule "A".
The a-mail from the Operations Department indicating concurrence with the recommendation is
attached as Schedule "B".
Tenders were publicly advertised and issued with bids being submitted as per Schedule "A"
attached.
Atlantic Industries Limited, London, being the lowest responsible bidder meeting all terms,
conditions, and specifications be awarded the Municipality of Clarington requirements for Co-
operative Tender T-11-2009 Supply and Delivery of Culverts for a three year term.
Funding is to be provided from the current year's Operations Department Operating Budget.
Written authorization is requested for this contract.
~ry Barber, C.P.P.O.,
rchasing Manager
J B/bh
SCHEDULE "A"
T-11-2009
PAGE 2
APPROVED BY:
~~
ie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
~O.cL~ 23~d S
~~ ~
Franklin Wu,
Chief Administrative Officer
Z~, ~
Date
SCHEDULE "A"
SCHEDULE "A"
•
Leading the Way
TO: Frank Wu, Chief Administrative Officer
Larry Postill, Roads Supervisor
FROM: Brigitta Harris, Buyer 1
DATE: Monday, July 20, 2009
RE: CO-OPERATIVE TENDER T-11-2009 SUPPLY AND DELIVERY OF CULVERTS
A tender for the Supply and Delivery of Culverts was issued on a Co-operative basis with the
Municipality of Clarington, City of Pickering, Town of Whitby, City of Oshawa and the Region of
Durham participating. The host agency for the tender call was the City of Pickering.
The tender was publicly advertised and called for bids for the Supply and Delivery of Culverts as
required by the co-operative agencies.
The contract resulting from this tender will cover the supply and delivery of culverts on an as
required basis for a three year term.
A total of three (3) bids were received. The bid for Clarington's requirements was received and
tabulated as follows
BIDDER Municipality of Clarington Municipality of Clarington
Annual Estimated Requirements Estimated 3 Year Requirements
TOTAL BID TOTAL BID
excludin GST excludin GST
Atlantic Industries Limited $32,239.28 $96,717.84
London, ON
Canada Culvert $33,310.68 $99,932.04
Orangeville, ON
Armtec Limited Partnership $42,071.39 $126,214.17
Peterborough, ON
SCHEDULE "A"
-2-
Funding will be provided from the current year's respective departments Operating Budgets
After review and analysis of the bids by Purchasing, the Operations Department and the
Durham Purchasing Co-operative, it is recommended that Atlantic Industries Limited be
awarded the contract.
The contract value will exceed $75,000.00. Therefore, Council approval to proceed will be
required. Please provide me with your written concurrence of this recommendation as soon as
possible and then the report to Council will be prepared for the General Purpose and
Administration Committee meeting.
If you have any questions, please give me a call at 905 623-3379, Ext. 250.
Yours truly,
~l Cy ~ E-~c~ %~f~: c C ~ z
~/
Brigitta Harris, C.P.P.
Buyer 1
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
SCHEDULE "A"
Harris, Brigitta
From: Postill, Larry
Sent: Wednesday, July 22, 2009 7:16 AM
To: Harris, Brigitta
Cc: Benson, Leslie; Devitt, Murray; Peters, Clint
Subject: FW: T-11-2009 Culverts
Brigitta H:
Many thanks for the information.
We are not in a position to consider paying 30-40% more for riveted pipe.
We will not be changing our specifications although I believe our specifications now indicate aluminized pipe instead of
galvanized. This was changed to increase the life of the pipe at a price increase of 10%.
At the time of the tender the specification was changed to accommodate the spiral pipe instead of the riveted pipe as
Armtec had stated that they were no longer going to make riveted pipe.
Trust this captures our position.
The report has been reviewed and we concur.
Please proceed with approval of the report.
Larry Postill C.E.T. , B.Tech.
From: Harris, Brigitta
Sent: July 21, 2009 2:13 PM
To: Postill, Larry
Subject: T-11-2009 Culverts
Larry,
Atlantic Industries is capable of making riveted piping. Price is estimated at 30 - 40% higher that the helical piping.
Pricing has been requested and will be forwarded once received.
Do we plan on changing our specifications? A report for approval has been drafted to Frank based on the spiral pricing.
Please advise.
Thanks
T-i1-2009 Culverts T-1i-2009
- Report to... ~MMENDATION MEh
Brigitta Harris, C.P.P.
Municipality of Clarington
40 Temperance Street
Bowmanville, ON L1C 3A6
T: 905 623 3379 ext. 250
F: 905 623 3330
r
SCHEDULE "B"
•
~~
Leading the Way
MEMO
To: Franklin Wu, Chief Administrative Officer
From: Jerry Barber, C.P.P.O., Purchasing Manager
Date: Thursday, July 23, 2009
RE: TENDER CL2009-32 ONE (1) CLASS 7 MOTOR GRADER
In view of the fact there are no Council meetings scheduled until September 14, 2009,
authorization is requested to award the above noted contract to Nortrax, Peterborough, Ontario for
a total bid amount of $247,179.60 plus GST.
The memo sent to the Operations Department summarizing the bid analysis and recommending
the award is attached as Schedule "A".
Tenders were publicly advertised and issued with bids being submitted as per Schedule "A"
attached.
The total project cost is $248,031.72 (i.e. $247,179.60 plus air cab cleaner option at $852.12).
The Operations Department has accepted the trade-in price of $54,000.00 for Unit 97534.
Funding for this project in the amount of $248,031.72 is provided in Capital Account #110-36-
388-83642-7401 (Fleet Replacement Roads) leaving a surplus of $81,968.28.
The low bidder has provided satisfactory service to the Municipality of Clarington in recent years.
Written authorization is requested for this contract.
~rry Barber, C. P.P.O.,
urchasing Manager
JB/bh
SCHEDULE "B"
CL2009-32
PAGE 2
APPROVED BY:
~~
Mari arano, H.B.Sc., C.M.O.,
Director ofaCorporate Services
;.
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Nancy Taylor .A., ,A.,
Director of F nance/Tr asurer
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Date
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Dat
Franklin Wu,
Chief Administrative Officer
SCHEDULE "B"
SCHEDULE "A"
•
Leading the Way
TO: Frank Wu, Chief Administrative Officer
Lockie Longhurst, Fleet Supervisor
FROM: Brigitta Harris, Buyer 1
DATE: Tuesday, July 21, 2009
RE: CL2009-32 ONE (1) CLASS 7 MOTOR GRADER
With respect to the above noted tender, the following bids were received.
BIDDER TOTAL BID TOTAL BID
(without trade-in 8 (with trade-in 8~
excludin GST excludin GST
Nortrax $305,499.60 $247,179.60
Peterborough, ON
Strongco $310,141.44 $261, 541.44
Mississauga, ON
Toromont CAT $366,120.00 $339,120.00
Peterborough, ON
Please find attached a copy of each of the bids submitted and a spreadsheet summarizing the
bid results.
Representatives from Operations and Purchasing met to discuss the bid submissions and
specifications.
Nortrax, Peterborough, Ontario submitted the low bid. The low bid meets the specifications
outlined in the tender and therefore the recommendation is to award the contract to Nortrax.
R y
SCHEDULE "B"
-2-
Nortrax, Peterborough, Ontario has previously supplied vehicles to the Municipality of Clarington
and has provided satisfactory service.
The Operations Department has requested that an air cleaner filter be added to the grader as
an option in the amount of $852.12 plus G.S.T.
The contract value will exceed $75,000.00. Therefore, Council approval to proceed will be
required. Please provide me with your written concurrence of this recommendation as soon as
possible and then the report to Council will be prepared for the General Purpose and
Administration Committee meeting.
If you have any questions, please give me a call at 905 623-3379, Ext. 250.
Yours truly,
~„ (~'
Brigitta Harris, C.P.P.
Buyer 1
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
Schedule "C"
ar.~ n ,
Leading the Way AUG 1 20Q9
MUNICIPA~ItY aF OLAHINGTON MEMO
ApMINISTRATOR'S OFFICE
To: Franklin Wu, Chief Administrative Officer
From: Jerry Barber, C.P.P.O., Purchasing Manager
Date: Tuesday, August 11, 2009
RE: CL2009-27 SNOW CLEARING & WINTER MAINTENANCE OF MUNICIPAL
PROPERTY, SIDEWALKS ~ PARKING LOTS
In view of the fact there are no Council meetings scheduled until September 14, 2009, authorization
is requested to award the above noted contract (i.e., Section 1 and Section 2) to BJ Flint & Sons,
Bowmanville, Ontario for an approximate annual value of $228,564.00 plus GST.
Tenders were publicly advertised and issued with bids being submitted as per Schedule "A"
attached.
The memo sent to the Operations Department summarizing the bid analysis and recommending the
award is attached as Schedule "A".
The a-mail from Operations Department approving the recommendation is attached as Schedule "B".
BJ Flint & Sons, Bowmanville, with an approximate annual value of $228,564.00, being the lowest
responsible bidder meeting all terms, conditions, and specifications be awarded the Municipality
of Clarington requirements for Tender CL2009-27 Snow Clearing & Winter Maintenance of
Municipal Property, Sidewalks 8~ Parking Lots (i.e., Section 1 and Section 2) for a three year term.
The bid received from D&F Snow Removal, Bowmanville is not being considered for this contract
because of service issues on previous contracts and in accordance with the resolution of Council.
Section 3 Newcastle and Surrounding Areas will be re-tendered splitting Newcastle and the
Surrounding Areas to encourage competitive bids.
Funding is to be provided from the current year's Operations Department Operating Budgets.
Written authorization is requested for this contract.
Purchasing Manager
JB/bh
Schedule "C"
CL2009-27
PAGE 2
APPROVED BY:
r' a ano, H.B.Sc., C.M.O.,
Director of Corporate Services
~~
Da e
Franklin Wu,
Chief Administrative Officer
~- ~ .
Date
RETURN APPROVAL TO PURCHASING;
ichedule "C"
4
•
Leading the Way
MEMO
TO: Kaye Rand, Operations Co-ordinator
FROM: Brigitta Harris, Buyer 1
DATE: Monday, August 10, 2009
RE: CL2009-27 SNOW CLEARING 8~ WINTER MAINTENANCE OF MUNICIPAL
PROPERTY, SIDEWALKS ~ PARKING LOTS
With respect to the above noted tender, the following bids were received.
BIDDER SECTION 1 - SECTION 2 - SECTION 3 -
COURTICE BOWMANVILLE NEWCASTLE b
TOTAL BID TOTAL BID SURROUNDING AREAS
TOTAL BID
BJ Flint & Sons
Bowmanville, ON
$82,173.00
$146,391.00
No Bid
Tom's Landscaping & Maintenance $138,520.62 No Bid No Bid
Courtice, ON
Birds Property Management and
Grounds Control $265,335.42 $416,815.14 $188,934.48
Ham ton, ON
Regional Property Services $546,290.64 $1,917,048.00 No Bid
Ham ton, ON
"D & F Snow Removal $68,544.00 $130,788.00 $48,636.00
Bowmanville, ON rejected rejected rejected
*'`Forest Ridge Landscaping
793
08
$426
No Bid
No Bid
Sharon, ON .
,
Clarington Property Maintenance No Bid No Bid No Bid
Bowmanville, ON
Sun Up Corp No Bid No Bid No Bid
Oshawa, ON
RTJ Property Services inc
No Bid
No Bid
No Bid
Pontypool, ON
Tender award endin
"rejected -Council Resolution
"`non-compliant bid
Schedule "C"
-2-
Please find attached a copy of each of the bids submitted and a spreadsheet summarizing the
bid results.
D&F Snow Removal submitted the low bid for all three sections. Council has advised that D&F
Snow Removal's bid submission for service programs, is to be rejected on the basis
unacceptable past service, until such time as there is proof that the service meets acceptable
Municipal standards.
The bid submission from Forest Ridge Landscaping is non-compliant as the bid submission was
not signed.
Based on the snow fall data collected by the Operations Department in 2007 and 2008, it is
estimated that forty (40) snow removal requests will be required during the winter season. The
bid submission noted in the above table is the cost to clear the section for forty (40) call outs.
The recommendation is to award Section 1 Courtice and Section 2 Bowmanville to the
compliant low bid BJ Flint 8 Sons, Bowmanville, Ontario. The references for BJ Flint & Sons
have been checked and are satisfactory. The Operations Department has verified the
equipment and staffing requirements outlined in the bid submission are adequate for the
contract requirements.
Two bids were received for Newcastle and Surrounding Areas. The bid submission from D&F
Snow Removal cannot be considered due to the Council Resolution. The compliant bid
received for this location was from Birds Property Management and Grounds Control in the
amount of $188,934.48 which is significantly higher than the budget anticipated. Newcastle and
Surrounding Areas snow removal expenditure for the 2008-2009 winter season was $54,901.95
which implies that the compliant bid submission may not be competitive. Therefore, it is
recommended to re-tender this location splitting Newcastle and the Surrounding Areas to
encourage competitive bids.
In view of the fact there are no Council meetings scheduled until September 14, 2009,
authorization will be requested from the Chief Administrative Officer in the form of an internal
memo and Council will be advised of the award decision upon their return.
If you have any questions, please give me a call at 905 623-3379, Ext. 250.
Yours truly,
Brigitta Harris
Buyer 1
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
Schedule "C"
` Harris, Brigitta
From: Rand, Kaye
Sent: Tuesday, August 11, 2009 9:31 AM
To: Harris, Brigitta
Subject: RE: CL2009-27 Snow Clearing & Winter Maintenance of Municipal Property, Sidewalks &
Parking Lots
Hi Brigitta
I agree with your recommendation to re-tender Section #3 splitting Newcastle and the Surrounding Areas to encourage
competitive bids. The bid amount received is far greater than we have anticipated.
Although B.J. Flint & Sons are somewhat higher than D&F, their bid for Section #1 and Section #2 is still reasonable and I
agree with awarding these areas to them.
7~ianf you,
?dye ~l. `Rg~ :~~u°r
Operations Coordinator
~felephone: 905-263-2291 Est. 536
Fax: 905-26 ~-4133
Email: krand~h~clarin~,ton.net
From: Harris, Brigitta
Sent: Tuesday, August 11, 2009 9:24 AM
To: Rand, Kaye
Cc: Arends, Susan
Subject: CL2009-27 Snow Clearing & Winter Maintenance of Municipal Property, Sidewalks & Parking Lots
Kaye,
Please review that attached recommendation memo. The bid tabulation and bid submissions have been saved in the j:
drive.
Sue and Lockie visited BJ Flint & Sons to review the equipment on August 7, 2009. Ownerships have been requested and
are forthcoming. Also, some new equipment will be purchased for the contract.
The response for the Newcastle & Surrounding Areas was poor (please refer to the recommendation memo for details).
If we re-tender this area it will need to be done quickly.
Please review and advise of your comments and/or concerns.
Thank you.
«File: CL2009-27 RECOMMENDATION MEMO WITH SUBMISSIONS.doc»
Schedule "C"
'Brigitta Harris, C.P.P.
Municipality of Clarington
40 Temperance Street
Bowmanville, ON L1C 3A6
T: 905 623 3379 ext. 250
F: 905 623 3330
Schedule "D"
1'
arm n
Leading the Way
MEMO
To: Franklin Wu, M.C.I.P., R.P.P., Chief Administrative Officer
From: Jerry D. Barber, C.P.P.O., Purchasing Manager
Date: August 12, 2009
RE: CL2009-18, CONC. RD. 6 8~ CONC. RD. 7 ROAD 8< BRIDGE REHABILITATION.
In view of the fact there are no Council meetings scheduled until September 21, 2009 authorization
is requested to award the above noted contract to Coco Paving Inc., Oshawa, Ontario. The total
project amount is $2,383,794.00 (excluding GST), which includes $2,067,092.50 contracted
services, contract administration, material testing and contingencies. A copy of the recommending
memo provided by the Engineering Department accompanied by the reporting memo of AECOM is
attached for information.
Tenders were advertised on the Clarington and OPBA Website and advertised in the Canadian
Statesman and the Daily Commercial News. A tabulation of the bid received on the above noted
tender is as follows:
BIDDER TOTAL BID
EXCLUDING G.S.T.
Coco Paving Inc.
Oshawa, ON $2,067,092.50
Clearwater Structures Inc.
A~ax, ON $2,365,982.00
Miller Paving Limited
Markham, ON $3,022,631.33
The attached memo from the Engineering Department and the AECOM attachment provides
details with respect to funding for this project. To summarize, funding in the amount of
$1,913,794.00 was received from the Province of Ontario in 2008 for reconstruction of municipal
infrastructure and the balance of the funds required to complete the project are available in the
2009 Pavement Rehabilitation Program Account.
After review and analysis of the bid by AECOM, Engineering and Purchasing Services, it is
mutually agreed that the low bidder, Coco Paving Inc., Oshawa, be recommended for the provision
of construction services required for road and bridge rehabilitation on Concession Roads 6 and
7 as required by the Municipality of Clarington.
Coco Paving Inc. (formerly Lafarge Paving Inc.) has performed satisfactory work for the
Municipality of Clarington in the past. Coco Paving has also completed work for the Region of
Durham and the. work was completed to specification and to their satisfaction.
...continued page 2
Schedule "D"
Memo Re: CL2009-18 Page 2 of 2
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation.
Written authorization is requested for this contract.
Y ly, 7
ry D. Barber, C. P. P.O. ,
Purchasing Manager
JDB
APPROVED BY:
~( UY`-
Nancy aylor, B.B.A., C.A.,
Treasurer/Director of Finance
c:-~-~~ -_ C-~.~
`'4~c .
Franklin Wu, M.C.I.P., R.P.P.
Chief Administrative Officer
~c / ~~
Date
~ ~ ~~ ~ ~ -.
Dat~~
Schedule "D"
I In on
beading the Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Bruno Bianco, P. Eng., Manager, Infrastructure & Capital Works
DATE: July 28, 2009
SUBJECT: PAVEMENT REHABILITATION -CONC. RD 6 ~ CONC. RD 7
2008 MUNICIPAL ROAD AND BRIDGE INFRASTRUCTURE
INVESTMENT
CL2009-18, CPR.2008.3
The Engineering Services Department has reviewed the recommendation provided by
AECOM Canada Ltd. ("AECOM") and offers the following comments.
In 2008 the Municipality received $1,913,794.00 for the reconstruction of municipal
infrastructure by the Provincial Government and in 2009 council approved the 2009
Pavement Rehabilitation Program that allocates funds to various roads. The 2009
Pavement Rehabilitation Program is also funded at the Provincial level through our Gas
Tax Reserve fund. We concur with the recommendation to award the contract to Coco
Paving Inc. (formerly Lafarge Paving Inc.) in the amount of $2,067,092.50 exclusive of
G.S.T. for the road reconstruction project.
As recommended by AECOM, a contingency amount of approximately 4% is carried
forward. Therefore, including design and tender fees as well as contract administration
fees, and permit fees, the Engineering Department advises the following Municipal
breakdown for the above referenced project:
2008 Municipal Road and Bridge 2009 Pavement
Infrastructure Investment Rehabilitation
Pro ram
Account 110 32 330 Account 110 32 330 Account 110 32 330
83337 7401 83339 7401 83212 7401
Conc. Rd6 Conc. Rd7 Conc. Rd7 Brid e
Total Project Value $579,879.58 $1,333,914.42 $470,000.00
Budget Amount $ 579,879.58 $1,333,914.42 $470,000.00
Estimated Budget $0.00 $0.00 $0.00
Sur lus/Deficit
Schedule "D"
2
We recommend staff award for CL2009-18 move forward based on the above
apportionments. Attached for your files is the recommendation provided by AECOM.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
} ,
~: ,
._.
_-___
~> ___ _~
Bruno`l~f. Bia "`
Manager, Infrastructure & Capital Works
BMB/jo
Attachment
Cc: A.S. Cannella, Director of Engineering Services
William McCrae, P. Eng. , AECOM
Nancy Taylor, Director of Finance
Frank Wu, CAO
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T(905)623-3379
Schedule "D"
AECOM
AECOM
513 Division Street, Cobourg, ON, Canada K9A 5G8
T 905.372.2121 F 905.372.3621 www.aecom.com
July 29, 2009
Mr. A. S. Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1C 3A6
Dear Sir:
Project Number: 12-29754
Re: Concession Roads 6 8 7 Road and Bridge Rehabilitation
Contract No. CL2009-18 (the "Contract"), Municipality of Clarington
Tenders for the above project were opened at the Municipal Offices on Tuesday, July 7, 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
Coco Paving Inc. $2,067,092.50
Oshawa, ON
Clearwater Structures Inc. $2,365,982.00
Ajax, ON
Miller Paving Limited
$3,022,631.33
Markham, ON
The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all
bids to confirm compliance with the Clarington Purchasing By-Law and all bids were deemed
compliant. AECOM Canada Ltd. ("AECOM") has reviewed all bids and confirmed the bid values
noted above. Coco Paving Inc. is the lowest bidder. Its submitted tender has been reviewed and is
compliant.
Coco Paving Inc. (formerly Lafarge Paving Inc.) has completed several projects for the Municipality of
Clarington in recent years in which AECOM has provided Contract Administration, including CL2007-
40 (Asphalt Re-surfacing, Various Streets, 2007) and CL2006-33 (Asphalt Re-surfacing, Various
Streets, 2006). 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. Coco
Paving Inc. has completed a number of similar scope projects including work for the Region of
Durham. Staff contacted at the Region stated that Coco Paving Inc. has completed the work to
specification and to their satisfaction.
Estimated costs for various project components, based on Coco Paving Inc.'s bid are summarized on
the attached cost apportionment.
(P-.Dept 12N2-29754lCoiresp~CL2009.18 Teller Award Leiter (Oran-Rev3) dce)
Schedule "D"
Page 2
Municipality of Clarington
July 27, 2009
The low bid from Coco Paving Inc. is above the project budget for Concession Road 7 due to a
number of factors:
• The scope of the project was expanded from strictly a road rehabilitation to include
improvements to roadside safety and, keeping public perception in mind, maintenance work
adjacent to the roadway that would have to be done in the near future.
• Areas of inadequate subgrade material were revealed by the geotechnical report, which was
undertaken as part of the detailed design after applications for project funding had been
made. As a result of the poor soils, the scope of this work is considerably more than
accounted for in the preliminary estimate prepared for the funding application.
If funds are available it is our opinion, based on the references contacted regarding pertormance on
previous projects, that the tender in the amount of $2,067,092.50 (exclusive of GST) may be awarded
to Coco Paving Inc. of Oshawa, Ontario, subject to all provisions of the Clarington Purchasing Bylaw
being met.
Bid Cheques or Bid Bonds shall be retained for Coco Paving Inc. and Clearwater Structures Inc., 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
sB:~s
cc: Mr. Bruno Bianco, P. Eng., Manager, Infrastructure and Capital Works, Municipality of Clarington
IC \Documenls and Settings~bb00\Lacal Settings\Temporery Internet Flles\OLKt 12\CL200g-18 Tender AweM Letler (Drefl-Rev3).doc)
Municipality of Clarington
Concession Roads 6 8~ 7 Road and Bridge Rehabilitation
Cost Apportionment for Low Bid
Contract CL2009-18
July 28, 2009
AECOM Project # 108396 (12-29754)
Clarington
Description Total Comments
Conc. Rd. 6 Conc. Rd. 7 Gas Tax Funding
110-3230-83337 110-32-330-83339- 110-32-330-83212-
Account Number 7401 7401 7401
Construction Costs Contract CL2009-7
Part A Concession Road 6 $ 510,359.00 $ 510,359.00
Part B Concession Road 7 $ 1,096,266.00 $ 1,096,266.00
Part C Concession Road 7 Structure Rehabilitation $ 409,567.50 $ 409,567.50
Part D General Items $ 50,900.00 $ - $ 50,900.00 $ -
Total Construction $ 2,067,092.50 $ 510,359.00 $ 1,147,166.00 $ 409,567.50
Detailed Design, Approvals and Tendering (To May 29, 2009) $ 88,054.00 $ 10,277.66 $ 59,901.38 $ 17,874.96
Construction Administration and Materials Testing $ 148,000.00 $ 37,000.00 $ 82,000.00 $ 29,000.00
Sub-Total Estimated Project Costs $2,303,146.50 $557,636.66 $1,289,067.38 $456,442.46
Contingencies (@4°~6) $80,647.50 $22,242.92 $44,847.04 $13,557.54
Total Estimated Project Costs $2,383,794.00 $579,879.58 $1,333,914.42 $470,000.00
BudgetAmount $2,383,794.00 $579,879.58 $1,333,914.42 $470,000.00
Over/Under Budget Amount ~
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All costs exGude G.S.T.
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C:\Documents and Settings1bb03~Desktop~l.ow Bid Cost Apportionment -July 28, 2lx)9.~ds AECOM
Attachment 2
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 Coco Paving, Oshawa, Ontario, to enter
into an agreement for the Concession 7 & 8 Road and Bridge
Rehabilitation, Municipality of Clarington.
THE COPORATION 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 Coco Paving, 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