HomeMy WebLinkAboutCOD-057-09~~1iCl~0I
Leading tke Way
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PWRPOSE AND ADMINISTRATION COMMITTEE
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Date: Monday,Seplember28,2009 + \~'~wcdiN
Report #: COD-057-09 File # By-law #~g~ I'~~
Subject: TENDER CL2009-22, CONCESSION ROADS 7 & 8 REHABILITATION -BUILD
CANADA FUND -COMMUNITIES COMPONENT (BFC - CC)
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
1. THAT Report COD-057-09 be received;
2. THAT Coco Paving, Inc., Oshawa, Ontario, with a total revised bid in the amount of
$3,958,681.06 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions
and spec cations of Tender CL2009-22, be awarded the contract for the Concession Roads 7
& 8 Rehabilitation, as required by the Engineering Department;
3. THAT funds required in the amount of $4,711,000.00 (which includes $3,958,681.08
tendering, design contract administration and contingencies) be drawn from Account #110-
32-330-83347-7401; and
4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to
execute the necessary agreement be approved.
Submitted by:
of
H.B.Sc.,
Reviewed by:
Chief Administrative Officer
Director
MMWDB\km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, 130WMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-057-09' PAGE 2
1. BACKGROUND ANp COMMENT
1.1 Tender specfications were provided by AECOM for the Concession Roads 7 & 8
Rehabilitation, as required by the Engineering Department.
1.2 Tenders were advertised in the local paper, Daily Commercial News as well as electronically.
Subsequently, tenders were received and tabulated as per the letter from AECOM Canada
Ltd.; Schedule "B" attached.
2. ANALYSIS
2.1 Based on bids submitted, the project cost is estimated to be $559,000.00 below the amount
eligible for funding under the Build Canada Approved Funding Application. In order to
maximize the benefit of the funding program it is recommended that the unit prices in the
contract be extended to include additional works as outlined in the Engineering Department
memo, (see Schedule "B"). This will increase the project value by an estimated
$500,000.00.
2.2 Included in the considieration of the extension the unit prices of both bidders were taken into
account as follows:
Bidder(s) Bid Amount Revised Bid Amount
Coco Paving Inc. $3,458,681.06 $3,958,681.06
Oshawa, ON
Miller Paving Limited $3,620,232.38 $4,160,232.38
Markham, ON
2.3 The application of the increased work on this project does not change the position of the
bidders: Coco Paving) remains the low compliant bidder.
3. FINANCIAL
3.1 The total project cost, including tender price of $3,958,681.06, design, contract
administration and contingencies amounts to $4,711,000.00. The funding required for the
project is outlined in the memo from Engineering Services and the letter from AECOM
Canada Ltd. marked Schedule "B".
3.2 Funding for this project will be drawn from the Concession Roads 7/8 - BCF Account # 110-
32-330-83347-7401 (Build Canada Fund) in the amount of $4,711,000.00.
REPORT NO.: COD-057-09', PAGE 3
3.3 After further review and analysis of the bids by Engineering Department, AECOM Canada
Ltd. and Purchasing,: it was mutually agreed that the low bidder; Coco Paving Inc, Oshawa,
Ontario be recommended for the contract for the Concession Roads 7 & 8 Rehabilitation.
The low bidder previpusly performed satisfactory work for the Municipality of Clarington.
4. INPUT FROM OTHER SpURCES
4.1. The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specification, etc., should be
referred to the Director of Engineering.
4.2 This report has been,reviewed for recommendation by the Purchasing Manager,
with the appropriate departments and circulated as follows:
Concurrence: Director of Engineering
Attachments:
Attachment 1 -Schedule "A", By-law
Attachment 2 -Schedule "8°, Memo from. Engineering Services and 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 Coco Paving
Inc., Oshawa, Ontario to enter into agreement for Concession
Roads 7 & 8 Rehabilitation.
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, Coco Paving Inc., 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~gton
Leading the Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Tony Cannella, CET., Director of Engineering
DATE: September 21, 2009
SUBJECT: Concession Road 7 & 8 -Build Canada Fund
CL2009-22, Account #110-32-330-83347-7401
The Engineering Services Department has reviewed the recommendation provided by
AECOM Canada Ltd. ("AECOM") and offers the following comments.
In January of 2009 the Municipality's application for funding under the Build Canada
Fund in the amount of $4,770,000.00 for rehabilitation of Concession Road 7 in former
Darlington Township and its continuation as Concession Road 8 in former Clarke
Township to Hwy 351115 was approved by the provincial and federal governments. We
concur with the recommendation to award the contract to Coco Paving Inc. in the
amount of $3,958,681.06 exclusive of G.S.T. for the road rehabilitation project. The
award includes an additional amount of $500,000 over the tender amount to cover
additional asphalt for increased pavement depth and paving of road shoulders for use by
cyclists and pedestrians. The tender documents called for a single lift of asphalt on one
section of the roadway which has now been increased to 2 lifts and the intent of the
original tender was to surface treat the shoulders rather than the paved treatment now
proposed. Both these measures will serve to extend the lifecycle of the roadway and
result in reduced maintenance demand over time, and were made possible by the
competitive pricing received in the tender relative to the budgeted amount.
Due to past experiences on similar projects, a contingency amount of approximately
10% is carried forward. Therefore, including design and tender fees as well as contract
administration fees, the Engineering Department advises the following breakdown for the
above referenced project, which will be cost shared with the provincial and federal
governments at a 1/3 ratio for each party:
SCHEDULE "B"
Conc. Rd 7 & 8
CL2009-22
Sept. 22, 2009
Project Breakdown
Total Project Value $4,711,000.00
Budget Amount
Conc. Rd 7 & 8 (2009)
110-32-330-83347-7401 $4,770,000.00
Estimated Budget Surplus/Deficit $59,000 I
Additional Funding Required $0.00
We recommend the report to Council move forward based on the above apportionments.
Attached for your files is the recommendation provided by AECOM which includes a
more detailed breakdown of estimated project costs. Should you have any further
question, please feel free to contact the undersigned.
Regards,
A. S. Cannella, CET.
Director Engineering Services
ASC:jb
Attachment
cc William McCrae, P. Eng., AECOM
Nancy Taylor, Director of Finance
I ng;idmin. J"='~%,OS ~ .,~~`.i3ia,cc'~,~:;.Gcrc Rd r ~ 8 CL%~)J~?~.noc
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
SCHEDULE "B"
AE~t
AE60M
513 Division Sheel, Cobo Ura, Ontario K9A 5G6
T 905.372.2121 F 905.372.3E21 www.aecom.oom
September 21, 2009
Project Number: 12-29773
Mr. A. S. Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1C 3A6
Dear Sir:
Re: Concession Roads 7 & 8 Rehabilitation
Contract No. CL2D09-22 (the "Contract"), Municipality of Clarington
Tenders for fhe above project were opened at the Municipal Offices on Monday, September 14, 2009
at 2:15 p.rn. A list of [he bids received is provided in the table below. All numbers are exclusive of
GST.
8{DDER TOTAL BID
;Coco Paving Inc.
~ Oshawa, ON $3,458,681.06
Miller Paving Limited $3,620,232.38"
Markharn, ON
'Extens~.on error
The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all
bids 'o confirm compliance with the Clarington Purchasing By-Law and all bids were deemed
comp~iant. 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. The bid from Miller Paving Limited had an extension error in the amount of $4,595.44,
which was ~rrected by [he Purchasing Department. This does not affect the bid order.
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 corpleted a number of similar scope projects including work for the Region of
Durham and the City of Oshawa. Staff contacted at the Region and Oshawa 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 as
follows:
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SCHEDULE "B"
Page 2
Mr. AS. Cannella, C. E, T.
September 21, 20D9
Construction Contract CL2009-22 $3,458,684.06
Engineering Design to Augusl28, 2009 60,333.87
Estimated ContractAdministrafion 346,000.00
Sub-tota I 3, 865, D 17.93
Contingencies 345,982.07
Total: $4.211 000 00
The project is estimated to be $559,000.00 below the amount eligible for funding under the Bulld
Canada for Approved Funding Application of $4,770,000.00. In order to maximize the benefit of the
funding program and extend the life cycle of the project, it is recommended that the unit prices bid in
the Contract be extended to include the following works:
DESCRIPTION ESTIMATE COST BASED
ON BID UNIT PRICES
• Paved road shouldering for pedestrians and cyclists use 132,000.00
rather than surface treated shoulders included in tender
• Additiona', depth of asphalt from RR. 57 to Hwy 35/115 368,000.00
Total Additions: $500,OOO.OD
Inclusion of these items will result in a revised bid price of $3,958,681.06.
The low bid from Coco Paving Inc. is within the project budget and based on the references contacted
regarding performance on previous projects, in our opinion, the revised bid in the amount of
53,958,681.06 (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 Miller Paving Limited, the
second low bidder, until the Contract has been executed.
Should you have any questions regarding this matter, please contact the undersigned.
Sincerely,
AECOM Canada Ltd.
/~.`~~`~
Will McCrae, P Eng.
Senior Project Manager, Community Infrastructure
will mccrae@aecom.com
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