HomeMy WebLinkAboutCOD-060-09Clar~~gto~
Leading tke Woy
Staff Report # 2
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date: Monday, Octgber 5, 2009
Report #: COD-060-09
File #
R~ol~rE,u-~ #- ~
By-law #1~~'" ~~
Subject: TENDER CL!2009-38, CONCESSION ROADS 6 REHABILITATION -
INFRASTRUCTURE STIMULUS FUND (ISF)
Recommendations:
It is respectfully recommended to Council the following:
1. THAT Report COD-060-09 be received;
2. THAT Coco Paving Inc., Oshawa, Ontario, with a total revised bid in the amount of
$2,099,521.95 (plus 6.S.T.), being the lowest responsible bidder meeting all terms, conditions
and specifications of Tender CL2009-38, be awarded the contract for the Concession Road 6
Rehabilitation, as required by the Engineering Department;
3. THAT funds required in the amount of $2,461,000.00 (which includes $2,099,521.95
tendering, design contract administration and contingencies) be drawn from Account #110-
32-330-83402-7401; 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: Reviewed by: l~J' ~''"`-x-" ~ "`'
rie Marano, H.B.Sc., C.M.O , Franklin Wu,
Dire ofl Corpora ervi Chief Administrative Officer
Nancy Ta~ r, B.B~ ; ,
Director o Financ reasurer
MMIJDB1km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, OWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-060-09
1. BACKGROUND AND COMMENT
PAGE2
1.1 Tender specifications were provided by AECOM for the Concession Road 6
Rehabilitation, 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 is estimated to be $354,001.00 below the amount
eligible for funding under the Infrastructure Stimulus Fund 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
$335,000.00.
2.2 Included in the consideration of the extension the unit prices of both bidders were taken into
account as follows:
Bidder(sl Bid Amount Revised Bid Amount
Coco Paving lnc. $1,764,521.95 $2,099,521.95
Oshawa, ON
Miller Paving Limited $1,786;949.76 $2;126,932.62
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 $2,099,521.95, design, contract
administration and contingencies amounts to $2,461,000.00. 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 Road 6 - ISF Account # 110-32-
330-83402-7401 in the amount of $2,461,000.00.
REPORT NO.: COD-060-09 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 Road 6 Rehabilitation. The low
bidder previously performed satisfactory work for the Municipality of Clarington.
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
refereed 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 "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 Coco Paving
Inc., Oshawa, Ontario to enter into agreement for Concession
Road 6 Rehabilitation.
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, 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"
CIarJ~~gton
-. ~.LO(I1Rg 1riL {{~Qf
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Anthony Cannella, CET., Director of Engineering
DATE: September 29, 2009
SUBJECT: Concession Road 6 -Infrastructure Stimulus Fund
CL2009-38, Account#110-32-330-83402-7401
The Engineering Services Department has reviewed the recommendation provided by
AECOM Canada Ltd. ("AECOM") and offers the following comments.
In June of 2009 the Municipality's application for funding under the Infrastructure
Stimulus Fund in the amount of $2,480,001.00-for rehabilitation of Concession Road 6 in
former Darlington Township from Old Scugog Road to Acres Road was approved by the
provincial and federal govemments. We concur with the recommendation to award the
contract to Coco Paving Inc. in the amount of $2,099,521.95 exclusive of G.S.T. for the
road rehabilitation project. The award includes an additional amount of $335,000 over
the tender amount to cover the extension of the road rehabilitation roughly 695 m east to
Cole Road and additional geometric safety improvements at the intersections of
Concession Road 6 with Liberty Street North and Old Scugog Road. The tender
documents called for the east limit of the project to terminate at Acres Road and
improvements to be limited to ditching and pavement transition tie-ins at the
intersections. The extension of the limits will serve to extend the I'rfecycle of the roadway
and result in reduced maintenance demand over time, the geometric improvements at
the Liberty Street and Old Scugog Road intersections will improve the operational
movements and safety of the intersections and were made possible by the competitive
pricing received in the tender relative to the budgeted amount. Consideration was given
to extending the works even further east but this portion of Concession Road 6 will be
impacted by future works related to the 407 extension and therefore the intersection
improvements were considered instead.
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
govemments at a 113 ratio for each party:
Sep[. Z9, Z008
Schedule "B" Sept. 29, 2009
Project Breakdown
Total Project Value $2,461,000.00
BudgetAmount
Conc. Rd 6 (2009)
110-32-330-83402-7401 $2,480,001.00
Estimated Budget Surplus/Deficit $19,001.00
Additional Funding Required $0.00
We recommend the report direct 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:1EngAdminIMEMOS 20091Bianco\CSR.Conc Rd 7 & 8.1CL2009.22.doc
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379
schedule "B" ~ AECOM
AECOM
573 Oiv'taion Streel, Cobourg, ON, Canada K9A SG8
T 905.372.2121 F 905.372.3621 www.aecom.com
September 28, 2009
Project Number: 114825 (12-29677-18)
Mr. A. S. Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1G 3A6
Dear Sir:
Re: Concession Road 8 Road Rehabilitation,
Contract No. CL200938 (the "Contract"), Municipality of Clarington
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.
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 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:
(C NawmerM eM SetllnpsytlOlLLOrsl Setlirga\Tempam, IMemet Fl6a\LOnb,M1pnbokhMS]Et W\C11008-SS TenEer Fwwtl Letler rep (8prcO) ExJ
• '°~'
Mr. A.S. Cannella, C.E.T.
Page 2
Mr. A.S. Cannella, C.E.T.
September 28, 2009
Schedule "B"
Construction Contract CL2009-38 $1,764,521.95
Geotechnicel Investigation 8,095.00
Design, Tendering and Contract Administration (10%) 176,452.20
Subtotal 1,949,069.15
Contingencies (10%) 176,930.85
Total $2.126.000.00
The project is estimated to be $354,001.00 below the amount eligible for funding under the
Infrastructure Stimulus Fund Approved Application amount of $2,480,001.00. In order to maximize
the benefit of the funding program and to further improve the condition of Municipality of Clarington's
overall road network, it is recommended that unit prices bid in the contract be extended to include the
following works:
DESCRIPTION ESTIMATED COST BASED
ON BID UNIT PRICES
• Extend the length of the project by 695 m easterly $205,000.00
on Concession Road 6 to Cole Road
• Additional geometric improvements be completed $50,000.00
at the intersection of Liberty Street North and Concession
Road 6 to improve visibility and safety at the intersection
• Additional geometric improvements be completed $80;000.00
at the intersection of Old Scugog Road and Concession
Road 6 to improve traffic movements and safety at
the intersection
Total Additions: $335.000.00
Inclusion of these items will result in a revised bid price of $2,099,521.95. When comparing the
extension of the unit prices for the recommended additional work for both bids submitted, the ranking
of the bids is unchanged.
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 bid in the amount of $2,099,527.95
(exclusive of GST) may be awarded to Coco Paving Inc. of Oshawa, Ontario, subject to all provisions
of the Clarington Purchasing-Bylaw being met.
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Naga s
Mr. A.S. Cannella. C.E.T.
Page 3
Mr. A.S. Cannella, C.E.T.
September 28, 2009
Schedule "B"
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.
^~~~
Ron Albright, P.Eng.
Project Manager, Community Infrastructure
ron. al brig ht@aecom. com
RA:ym
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