HomeMy WebLinkAboutCOD-059-09^ .larJ(tn11/n~ Staff Report # 1
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date: Monday, Oq~tober 5, 2009
Report #: COD-059-09 File #
12n.sol~~icN, ~'C-sZl-a9
By-law # Off- r ~ j
Subject: TENDER 02009-37, SOLINA ROAD DRAINAGE IMPROVEMENTS
Recommendations
It is respectfully recommended to Council the following:
THAT Report COD~059-09 be received;
THAT Ambler & Go. Inc., Mississauga, Ontario, with a total revised bid in the
amount of $136,145.00 (plus G.S.T.), being the lowest responsible bidder meeting
all terms, conditions and specifications of Tender CL2009-37, be awarded the
contract for the $olina Road Drainage Improvements, as required by the
Engineering DepartCnent;
3. That Part B (Ditchi g -"Farmers Field) of the above contract be deferred pending
satisfactory negotiations with the property owner;
4. THAT funds required in the amount of $153,000.00 (which includes $136,145.00
tendering, design 'contract administration and contingencies) be drawn from
Account#110-32-3'30-83352-7401;
5. That the additionaq funds in the amount of $53,000.00 required to complete the
project be transferred from the unspent funds from 2008 Capital for the Beech
Avenue Reconstruction;
6. That staff be authorized to proceed with Part B of the contract pending
successful negotiatiions with the property owner; and
REPORT NO.: COD-059-09 PAGE 2
7. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the
Clerk to execute the necessary agreement be approved.
Submitted by:
M1ASrie Marano, H.B.S
Directorgf Corporate
Reviewed by:
Chief Administrative Officer
Finance/Treasurer
MMWDBIkm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(9D5)623-3379 F (905)623169
1. BACKGROUND AND COMMENT
REPORT NO.: COD-059-09 ', PAGE 3
1. BACKGROUND AND COMMENT
1.1 Tender specifications were provided by AECOM Canada Ltd. for the Solina Road
Drainage Improvements, as required by the Engineering Department.
1.2 Tenders were advertised in the 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 inclusive of additional work outlined in
Schedule B attached, is $53,000.00 in excess of the budget amount. This
amount includes Part B of the tender which covers ditching work on farm land
adjacent to Solina Road. At this point in the process, it is proposed that Part B of
the project, with a value of $17,373.00, be deferred until such time as the
negotiations with the property owner are completed. This will decrease the initial
contract award to $118,772.00 and provide an overall project cost of
$135,000.00. In anticipating the successful negotiations with the property owner,
the contractor will be requested to extend acceptance of Part B beyond the 90
days stipulated in the contract and as noted above the final cost of the tender
and the project will be $136,145.00 and $153,000.00 respectively.
2.2 Included in the consideration of the reduction the prices for Part B of all bidders
were taken into account as follows:
Bidder(s) Bid Amount Bid Amount
(Part B- Deferredl
Ambler & Co. Inc. $136,145.00 $118,772.00
Mississauga, ON
Ron Robinson Limited $165,769.90 $138,858.15
Bowmanville, ON
Don Cordingly Gradall Ltd. $248,957.48 $165,195.98
Uxbridge, ON
REPORT NO.: COD-059-09
PAGE 4
3. FINANCIAL
3.1 The total project cost, including tender price of $136,145.00, design, contract
administration and contingencies amounts to $153,000.00. 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 of $153,000.00 will be drawn from the Solina Road
Drainage Improvements Account #110-32-330-83352-7401 including the
additional funds of $53,000.00 which are the unspent funds from the 2008
Capital project for Beech Avenue Reconstruction.
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, Ambler
& Co. Ltd. Mississauga, Ontario be recommended for the contract for the Solina
Road Drainage Improvements. Although the low bidder has not performed work
for the Municipality to date a review of their references, Region of York, Reinders
Construction Ltd., and North America Construction confirms that Ambler & Co.
Ltd. has completed work to their satisfaction.
4. INPUT FROM OTHER SOURCES
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 department and circulated as follows:
Concurrence: Director of Engineering
Attachments:
Attachment 1 -Schedule "A", By-law
Attachment 2 -Schedule "B", 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 Ambler & Co.
Ltd., Mississauga, Ontario to enter into agreement for Solina
Road Drainage Improvements.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
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, Ambler & Co. Inc., Mississauga, 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"
Clar~n~ton
Leading the Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Tony Cannella, CET., Director of Engineering
DATE: September 29, 2009
SUBJECT: Solina Road Drainage Improvements
CL2009-37, Account #110-32-330-83352-7401
The Engineering Services Department has reviewed the recommendation
provided by AECOM Canada Ltd. ("AECOM") and offers the following comments.
In spring and summer of 2008 the Municipality experienced a high number of
intense rain storms in a relatively short period of time resulting in damage to
numerous driveways and the west shoulder of Solina Road from roughly the
north limit of the West Lake Estates Subdivision to just north of Odlum Street. In
addition, with the steep slope of Soliha Road north of Dorset Street and the soil
type, the west ditch invert at this location is continually eroding away causing the
shoulder to also be eroded creating an unsafe roadside environment as well as
causing an ongoing deposit of sediment south of Dorset Street. In order to
address these concerns the Engineering Services Department budgeted
$100,000.00 in 2009 toward improvement of the ditching. The tendered works
will address the Solina Road ditch concerns and address the long term
sedimentation that has been deposited along the Solina Road ditch.
As part of the design process a Public Information Centre was held on July 16,
2009 at the Solina Community Centre in which the proposed improvements were
presented to the public. At this meeting concerns were raised by residents of the
West Lake Estates Subdivision regarding the amount of water that was flowing
through their yards and subdivision ditches during larger storm events in addition
to the ongoing maintenance of the ditches within the subdivision. As a result of
the input received and assessment of this input, works were added to the scope
of the tender to address concerns raised and ongoing maintenance issues
internal to the subdivision which has been assumed by the Municipality. These
added works include:
Part B -Construction of a storm water runoff interceptor ditch proposed in
the farm field just north of the West Lake Estates Subdivision which spans
Sept. 29, 2009
Schedule "B"
Sept. 29, 2009
2 properties before outletting to the Solina Road ditch. This work was
designed to address the concern of excess overland flows entering the
subdivision.
Part C -Removal of sediment from ditch inverts, flushing of road cross
culverts and provision of erosion protection at culvert ends and areas of
existing erosion within the West Lake Estates Subdivision.
The addition of these works to the tender account for the budget shortfall as
these works were not considered as part of the original project costs. As noted it
the attached AECOM letter, negotiations with'the land owners who's property the
interceptor ditch is proposed on are ongoing it is recommended that the award of
Part B be differed until such time that negotiations can be finalized. We will
request that the Contractor. extend acceptance of Part B beyond the 90 days
stipulated in the contract to facilitate the future award of the works to Ambler and
Company. It is also requested that staff be granted authority to award Part B
upon resolution of negotiations with the impacted landowners north of the West
Lake Estates Subdivision.
We concur with the recommendation to award the contract to Ambler and Co.
Inc. in the amount of $118,772.00 exclusive of G.S.T. for the ditch improvements
on Solina Road and ditch maintenance internal to the subdivision.
Due to the limited scope and complexity of this project, a contingency amount of
approximately 5% is carried forward. Therefore, including contract administration
and tender fees, the Engineering Department advises the following breakdown
for the above referenced project:
Project Breakdown
Total Project Value $153,000.00
Budget Amount
Solina Road Drainage
Improvements (2009)
110-32-330-83352-7401 $100,000.00
Estimated Budget Shortfall -$53,000.00
Additional Funding Required $53,000.00
We recommend the report direct to Council move forward based on the above
apportionments with the additional funding of $53,000.00 being provided from the
unspent funds from the 2008 Capital Beech Avenue Reconstruction project.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
a~N~. ca, cvva
Schedule "B" Sept. 29, 2009
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
OF THE MUNICIPALITY OF CLARINGTON
STREET, BOWMANVILLE, ONTARIO L1C
schedule °e„ ~ AECOM
AECOM
513 Division Street, Cobourg, ON, Canada K9A 5G6
T 905.372.2121 F 905.372.3621 www.aecom.com
September 28, 2009
Project Number: 12-29677-15
Mr. A. S. Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1C 3A6
Dear Sir:
Re: Solina Road and West Lake Estates Drainage Improvements, Solina
Contract No. CL2009-37 (the "Contract"), Municipality of Claringtoh
Tenders for the above project were opened at the Municipal Offices on Friday, September 25, 2009 at
2:00 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of GST.
BIDDER TOTAL BID
Ambler & Co. Inc., MISSISSAUGA, Ontario $136,145.00
Ron Robinson Ltd., BOWMANVILLE, Ontario $165,769.90
Don Cordingley Gradall Rental Ltd., UXBRIDGE, Ontario $248,957.38 "
`Improper Bid -Insufficient Bid Deposit
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 except for the one submitted by Don Cordingley as noted above. AECOM Canada Ltd.
("AECOM") has .reviewed all bids and confirmed the bid values noted above. Ambler & Co. Inc. is the
lowest bidder. Its submitted tender has been reviewed and is compliant.
As requested by the Purchasing Department, references were checked only for the lowest bidder.
Ambler & Co. Inc. has completed a number of similar scope projects including work for the Region of
York, Maple Reinders Construction Ltd. and North America Construction. Staff contacted at the
above references stated that Ambler & Co. Inc. has completed the work to specification and to their
satisfaction.
Estimated costs for various project components, based on Ambler & Co. Inc.'s bid are summarized as
follows:
(C' ~~onnnens ontl SellingsY001 `,Local Se,l.ng5'demporary Inlen'al FileslCOnlenlAulloakrYM62EIIJP1CLP00&3I TenUer Awara Leller reNZed 2 (SlgneU~.dac)
Mr A.S. Cannella, C.E.T. .+..~icuuie o
nPna9A s cannena, aE.r. Schedule "B"
September 28, 2009
Construction Contract CL2009-37
Part A - Solina Road Ditching $87,284.00
Part B -Ditching - "Farmer's Field" $17,373.00
Part C -Ditching -Internal to Subdivision $31.488.00
Estimated Contract Administration $10,000.00
Sub-total $146,145.00
Contingencies $6,855.00
Total: $153.000.00
With the low bid from Ambler & Co. Inc. and other associated project costs noted above, the project is
over the allocated budget. As such and considering negotiations with the landowners north of the
West Lake Estates Subdivision are still ongoing, it is recommended that Part B of the Tender not be
awarded at this time and be deleted from the contract resulting in a revised bid amount of
$118,772.00 and a total project cost of $135,000.00. Based on this modification and the input
provided by the references contacted regarding performance on previous projects, in our opinion, the
bid in the amount of $118,772.00 (exclusive of GST) may be awarded to Ambler & Co. Inc. of
Mississauga, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met and
available financing. The deletion of Part B does not change the ranking of the bids submitted.
Bid Cheques or Bid Bonds shall be retained for Ambler & Co. Inc. and Ron Robinson Ltd., 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.
Ron Albright, P.Eng.
Project Manager, Community Infrastructure
ron.albright@aecom. com
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