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Leadengt6e Way
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMIMITTEE /~ /7
Date: Monday, Sep~ember 28, 2009 I \~5~ I~On~ ~ C~ w~ ~`3~ 6
Report #: COD-054-09'~ File # By-law #
Subject: TENDER CL2009-28, GUIDERAIL INSTALLATION
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-054-09 be received;
2. THAT Peninsula Construction Incorporated, Fonthill, Ontario, with a total bid price of $81,876.58
(excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL2009-28, be awarded the contract for the Guiderail Installation as
required by the Operations Department; and
3. THAT the required fwnds in the amount of $129,076.58 ($81,876.58 tender plus consulting,
contingencies, emergency work and administration) be drawn from the Department of
Operations, 2009 Capital Budget for Guide Rail Installation Account #110-36-330-83639-
7401.
Submitted by:
bAe~ Margno, H.B.Sc., C.M.O
Director of Corporate Services
Reviewed by:
/~ ~ ranklin Wu,
JJ)D" Chief Administrative Officer
. ~-
Nancy Taylor, B.B.A., C.A.,
Director of Finance/Treasurer
MMWDBI6H
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, OWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-054-09
PAGE2
1. BACKGROUND ANp COMMENT
1.1. Tender specifcations were provided by AECOM for the Guiderail Installation within
the Municipality of Clarington, as required by the Operations Department.
1.2. Tenders were publicly advertised in the local paper as well as electronically.
Subsequently, three tenders were received and tabulated as per Schedule "A"
attached.
2. ANALYSIS
2.1. After further review and analysis of the bids by the Operations Department, AECOM
Associates amd Purchasing, it was mutually agreed that the low bidder, Peninsula
Construction Incorporated, Fonthill, Ontario, be recommended for the contract for the
2009 Guiderail Installation. A copy of the recommendation memo from AECOM, is
attached as Schedule "B".
2.2. The recommended low bidder has previously performed satisfactory work for the
Municipality of Clarington.
2.3. Queries with respect to the department needs, specifcations, etc. should be referred
to the Director of Operations.
3. FINANCIAL IMPLICATIONS
3.1. The low bid from Peninsula Construction Incorporated is within the project budget
allocation. As well, project costs for consulting, contingencies, emergency work and
administration are within the budget allocation.
3.2. The allocated, budget is $190,000.00, the total project costs are $129,076.58 leaving
a budget balance of $60,923.42. Details of the project costs are outlined in the
attached merrao from AECOM.
3.3. The total project cost of $129,076.580 ($81,876.58 tender plus consulting,
contingencies„ emergency work and administration) will be drawn from the
Department of Operations, 2009 Capital Budget for Guide Rail Installation Account
#110-36-330-83639-7401.
REPORT NO.: COO-054-09
4. CONCLUSION
PAGE3
4.1. That the low compliant bidder, Peninsula Construction Incorporated, Fonthill, Ontario,
be recommended for the contract for the 2009 Guiderail Installation project.
5. INPUT FROM OTHER SOURCES
5.1. This report has been reviewed for recommendation by the Purchasing Manager,
with the apprppriate departments and circulated. as follows:
Concurrence: Operations Co-Ordinator
Attachments:
Attachment 1 -Schedule "A°; Bid Summary
Attachment 2 -Schedule "B" Recommendation Letter from AECOM
Schedule "A"
Bid Summary
Tender CL2009-28
DDER TOTAL B{D
Excudin GS
Peninsula Construction Inc.
Fonthill, ON $81,876.58
All Services Inc.
Oshawa, ON $116,855.00
Marbridge Construction Limited
Mississauga,ON $186,390.00
AECOM
AECOM
30D Water StreM, whltby, ON, Cartago LiN 9J2
T 808.868.8363 F 905.888.0221 www.aecom.can
September 8, 2009
Ma F. Horvath
Diredor of Operations
The Municipality of Clarirugton
40 Temperance Street
BOWMANVILLE, ON L1C3A6
Dear Sir:
Re: 2009 Gulderail Installation Tender
Contract No. CL2Q09-28 (the °Contract")
Municipality of Clarington
SCHEDULE "B"
Tenders for the above project were opened at the Municipal Offices on Tuesday, September 1, 2009.
A list of the bids received is,provided in the table below. All numbers are exclusive of GST.
BIDDER TOTAL $ID
GST Exduded
Peninsula Construction inc.
Fonthill, ON $81,876.58
All Services Inc.
Oshawa, ON $~ 16,855.00
Marbridge Construction Limned
Mississau a, ON $186,390.00
The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all
bids. AECOM Canada Ltd. {"AECOM") has reviewed all bids accepted by the Purchasing Department
and confirmed the bid values noted above. Peninsula Construction Inc ("Peninsula") is the lowest
bidder. Its submitted tender has been reviewed and is compliant.
Peninsula has completed a number of similar scope projects, and it provided this service two years
ago for Clarington's most regent guiderail installation tender.
The estimated costs for various project components, based on the low bid, are summarized in the
table below. For comparispn purposes, the engineer's estimate for this projed that was prepared
following completion of the detailed design valued the construdion works at approximately $119,000.
SCHEDULE "B"
Page 2
Munlapality of Clarington
September 8, 2009
Peninsula Bid $81,876.58
Net Value of Tender Award $81,876.58
Pro ect Costs:
Tender PreparaticN
AdministretioN2010Pce-
En ineerin $19,000.00
6cis[ing Guiderail Repairs -
Provisional $20,000.00
Contingencies $8,200.00
Costs Total $47,200.00
Total Project Costs $429,078.58
Budget
Acc unt 110 36 330 83639 7401 $190,000.00
Budget Balance $60,923.42
The tender in the amount of $81,876.58 (exclusive of GST) could be awarded to Peninsula
Construction Inc of Fonthill, Ontario, provided that all provisions of the Clarington Purchasing Bylaw
have been met and subject to allocation of funding by Council.
During the preparation of the 2009 tender, an inspeclion of existing guiderail installations was
undertaken with municipal staff. There were a number of locations observed with varying degrees of
damage/maintenance requirements due to collisions and/or winter maintenance activities. In order to
ensure that the guiderails continue to function properly and provide the proper level of safety
protection, the municipality should consider allocating additional funding to have Peninsula undertake
repairs while it is in Clarington installing the new guiderail. Based on the observations of the damage
to end treatments and guideraiUposts along with certain maintenance activities (cable tensioning),
allocating an additional $20,000 would address many of the deficiencies.
Should you have any questipns regarding this matter, please contact the undersigned.
Sincerely,
AECOM1I Canada Ltd.
Ian Roger, P. Eng.
tan.roger@aecom.com
IR