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Home My WebLink AboutCOD-068-09:lam y'1 ~~ Leading the Way w~w~w~ REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: November 16~', 2009 Report #: COD-068-09 File #: Resolution #: G~~ J~~3~U BY-law #: ~7- /~`~ SUBJECT: CL2009-20, HIGH STREET, FIRST STREET, THIRD & FOURTH STREET RECONSTRUCTION Recommendations: It is respectfully recommended to Council the following 1. THAT Report COD-068-09 be received; 2. THAT Eagleson Construction, Millbrook, Ontario, with a total bid in the amount of $1,602,296.33 (plus G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2009-20, be awarded the contract for High Street, First Street, Third and Fourth Street, Reconstruction as required by the Engineering Department; 3. THAT funds required in the amount of $2,165,790.57 (which includes $1,602,296.33 for tendering, design contract administration and contingencies) be drawn from the Accounts as follows: Department and Account Number Engineering Department -Capital Budget 2009 High Street Road Construction Account # 110-32-330-83332-7401 $ 604,000.00 2008 Third Street Road Reconstruction Account # 110-32-330-83331-7401 $ 13,000.00 2009 Asphalt Rehabilitation -First, Third, Fourth & High Street Account # 110-32-330-83212-7401 $ 505,000.00 REPORT NO.: COD-068-09 PAGE 2 George Reynolds Drive Servicing Account # 110-50-130-85002-7401 $ 87,000.00 Regional Municipality of Durham Sanitary Sewer and Appurtenances $ 430,712.70 Watermain and Appurtenances $ 526.077.86 $2,165,790.57 4. THAT the tender award be subject to the approval of the Regional Municipality of Durham for Regional Infrastructure; and 5. 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:~-/' `""""~~_ ~`-' ~" Marie Marano, H.B.Sc., C.M.O. Franklin Wu, Direc#~of Corporate Services Chief Administrative Officer Director of MM/JB/km ', B. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 EMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169 REPORT NO.: COD-068-09 1. BACKGROUND AND COMMENT PAGE 3 1.1 Tender specifications were provided by AECOM Canada Ltd. for the High Street, First Street, Third and Fourth Street Reconstruction 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 2.2 A total of six (5) submissions were received in response to the tender call. One submission was rejected for failing to provide the bid bond in the value stipulated in the tender document. A second bid was rejected as the tender was unbalanced. Neither rejected bids was low. Four submissions were deemed compliant and acceptable. 2.3 After further review and analysis of the compliant bids by the Engineering Department, AECOM Canada Ltd. and Purchasing, it was mutually agreed that the low bidder, Eagleson Construction, Millbrook, ON, be recommended for the contract for the High Street, First Street, Third and Fourth Street Reconstruction. A copy of the recommending memos from the Department of Engineering and the consultant AECOM are attached as Schedule "B". 2.4 The low bidder has not provided services to the Municipality in the past. References have been checked and Eagleson Construction has completed a number of projects for the Region of Durham, City of Kawartha Lakes and the Municipality of Marmora Lake for similar projects. All references were satisfied with work completed by Eagleson Construction and would recommend them for similar projects. 2.5 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. REPORT NO.: COD-088-09 PAGE 4 3. FINANCIAL 3.1 The total project cost, including tender price of $1,602,296.33 design contract administration, contingencies and utilities amounts to $2,165,790.57. 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 following amounts: Department and Account Number Engineering Department -Capital Budget 2009 High Street Road Construction Account # 110-32-330-83332-7401 $ 604,000.00 2008 Third Street Road Reconstruction Account # 110-32-330-83331-7401 $ 13,000.00 2009 Asphalt Rehabilitation -First, Third, Fourth & High Street Account # 110-32-330-83212-7401 $ 505,000.00 George Reynolds Drive Servicing Account # 110-50-130-85002-7401 $ 87,000.00 Regional Municipality of Durham Sanitary Sewer and Appurtenances $ 430,712.70 Watermain and Appurtenances $ 526.077.86 $2,165,790.57 4. INPUT FROM OTHER SOURCES 4.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. 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: Schedule "A" - By-law Schedule "B" -Memo from Engineering Services & 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 Eagleson Construction, Millbrook, Ontario, to enter into agreement for High Street, First Street, Third and Fourth Street Reconstruction, Bowmanville, Ontario. 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, Eagleson Construction, Millbrook, 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" Clar1Il~0Il Leading the Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Tony Cannella, CET., Director of Engineering DATE: November 9, 2009 SUBJECT: High Street, First Street, Third Street and Fourth Street Reconstruction and George Reynolds Drive Lot Servicing CL2009-20 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. Over the last 2 years the Municipality has approved various budget amounts to allow for the reconstruction of High Street, First Street, Third Street and Fourth Street in an effort to replace the aging infrastructure in this older area of Bowmanville. As part of the design process a Public Information Centre was held on June 3, 2009 in the Council Chambers of the Municipality of Clarington Administrative Centre which the proposed improvements were presented to the public. At this meeting concems were raised by area residents regarding provision and elimination of parking on the street, improved sidewalks, storm water drainage and a number of other construction related issues. As a result of the input received and assessment of this input, the final design was updated to include works to the scope of the tender to address most of the concerns raised. During the tendering process the works required to service the four lots at the former Courtice Fire Hall site off of George Reynolds Drive were added to the tender in order to expedite the construction of the servicing this year. The price received for that work was reasonable and consistent with estimated costs. Costs for this work have been budget for in the Land Acquisition Account. As Council is aware Fourth Street was originally approved in the 2009 Budget but due to recent economic hardships it was removed from the budget as a cost saving measure and was included in this tender as a provisional section as it was felt that by tendering this now with the other streets in the area there was an opportunity to realize a savings for the Municipality. Considering that the Fourth Street portion of the tender has come in at a very good price roughly $85,000.00 under the estimated cost it is recommended that the Fourth Street works be awarded this year and funded through the pavement rehabilitation account. Work will not proceed on the High Street, First Street, Third SCHEDULE "B" Nov. 9, 2009 Street and Fourth Street Reconstruction until the Spring of 2010. Work on George Reynolds Drive will proceed and be completed this year. We concur with AECOM's recommendation to award the contract to Eagleson Construction in the amount of $1,602,296.33 exclusive of G.S.T. for the reconstruction of High Street, First Street, Third Street and Fourth Street and the servicing of the four future lots on George Reynolds Drive in Courtice. 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: Project Breakdown Total Project Value $1,209,000.00 Budget Amount. High Street Reconstruction $604,000.00 (2008 & 2009) 110-32-330-83352-7401 Third Street Reconstruction (2008) $14,000.00 110-32-330-83331-7401 First Street, Third Street, and High. $505,000.00 Street Pavement Rehabilitation (2009). 110-32-330-83212-7401 George Reynolds Drive (2009) $87,000.00 110-50-130-85002-7401 Estimated Unexpended Budget $1,000.00 Additional Funding Required $0.00 We recommend the report to Council move forward based on the above apportionments. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 SCHEDULE "B" 3 Nov?J;-200 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 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(906)623-3379 ~ AECOM a~.nwa, ~.L. ~ AECOM AECOM 513 DNision Street, CoDOUrg, ON, Canada K9A 5G6 T 905.372.2121 F 905.372.3621 www.aecom.com November 9, 2009 Project Number: 12-29738 Mr. A. S. Cannella, C.E.T. Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario L1C 3A6 Dear Sir: Re: High Street, First Street, Third Street and Fourth Street Reconstruction Contract No. CL2009-20 (the "Contract"), Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Tuesday, November 3, 2009 at 2:00 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of G ST. BIDDER TOTAL BID Eagleson Construction, MILLBROOK, Ontario $1,602,296.33 Hard-Co Construction Ltd., WHITBY, Ontario $1,964,000.00 ** (Rejected) Ron Robinson Limited, BOWMANVILLE, Ontario $2,1,47,633.84 Kapp Contracting Inc., VAUGHAN, Ontario $2,215,879.23 Tectonic Infrastructure, POTTAGEVILLE, Ontario $2,232,401.70 Elirpa Construction & Materials Ltd., PICKERING, Ontario $2,321,355.28 *** (Rejected) * Extension Error ** Improper Bid -Unbalanced Bid *** 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 those submitted by Hard-Co construction Ltd. and Elirpa Construction & Materials Ltd. as noted above. AECOM Canada Ltd. ("AECOM") has reviewed all bids and confirmed (~ leep113111-29]30\COnpp1C t2 W 920 Te Mer gwa,O Letk r P aRd,c) Pape 2 Page 2 Mr. A.S. Cannella, C.E.T. November 9, 2009 the bid values noted above. Eagleson Construction 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. Eagleson Construction has completed a number of projects of similar scope and value including work for the Region of Durham, the City of Kawartha Lakes and the Municipality of Marmora Lake. Staff contacted at the above references stated that Eagleson Construction has completed the work to specification and to their satisfaction. Estimated costs for various project components, based on Eagleson Construction's bid are summarized on the attached Cost Apportionment. With the low bid from Eagleson Construction and other associated project costs noted on the attached Cost Apportionment, the project is within the allocated budget. Based on available funding and the input provided by the references contacted regarding performance on previous projects, in our opinion, the bid in the amount of $7,602,296.33 (exclusive of GST) may be awarded to Eagleson Construction of Millbrook, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met and available financing. Bid Cheques or Bid Bonds shall be retained for Eagleson Construction 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. ~- ~~ RonAlbnght, P.Eng. 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