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HomeMy WebLinkAboutCOD-015-10STAFF REPORT #1 REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: April 26, 2010 Resolution#: C `/ ~'~-/O gy.law#: N/A Report: COD-015-10 File#: Subject: TENDER NO. CL2009-41, FUEL TANK REQUIREMENTS AT VARIOUS LOCATIONS - SOIL REMEDIATION RECOMMENDATIONS: It is respectfully recommended to Council the following: 1. THAT Report COD-015-10 be received; 2. THAT staff be authorized to proceed with the soil remediation clean up at Orono Operations Centre; 3. THAT staff be authorized to proceed with the soil remediation clean up at Hampton Operations Centre, if the environmental assessment report indicates soil contamination levels in excess of the tolerance levels; a. THAT funds required for the soil remediation to an amount not to exceed $120,000.00 be drawn from the General Municipal Reserve Fund for Orono and Hampton Operations Centres; 5. THAT funds required in excess of the $120,000.00 be drawn from funds available in the Operations Department Fleet Reserve Account after the purchase of equipment below budgeted amounts; 6. THAT the actions taken by the Director of Operations and the Purchasing Manager with respect to the approval of preliminary site work by KLD Construction Limited, Ajax, Ontario, be endorsed; and 7. THAT staff report to Council on the total soil remediation costs if the costs exceed the combined value of $100,000.00. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-015-10 Submitted by: PAGE 2 Ibl'arie Marano, H.B.Sc., C.M.O., Director of Corporate Services \ T ~ B~C.A. Nancy Taylor, , TTT~~~ "`Director of Financerfreasurer Reviewed by: ~~---. Franklin Wu, Chief Administrative Officer MMIJDBIbh REPORT NO.: COD-015-10 PAGE 3 1.0 BACKGROUND AND COMMENT 1.1 Report COD-063-09 was approved by Council on Monday, November 2, 2009 for Tender CL2009-41 Fuel Tank Requirements at Various Locations. A copy of the report is attached as Schedule "A". 1.2 KLD Construction Limited, Ajax, Ontario has commenced work at Depot 42 and Orono Operations Centre and has removed the underground fuel tanks at Orono Operations Centre only to discover soil contamination. 1.3 An environmental assessment report is in progress and being prepared by Geo- Logic Incorporated under agreement with KLD Construction Limited. The environmental assessment delineates the full extent of any petroleum product that has escaped into the environment in accordance with the requirements specked in the TSSA Fuel Safety Division's Environmental Protocols for Operating Fuel Handling Facilities in Ontario, GA/99". 2.0 ANALYSIS 2.1 Geo-Logic Incorporated, took the soil samples as regulated under O. Reg 153 and submitted the samples to AGAT Laboratories, Mississauga, Ontario for analysis. Chemical testing for Petroleum Hydrocarbons F1 - F4 (C6 -C50) in soil was conducted and said samples were found to contain chemical parameters in excess of the tolerance limits. A copy of the laboratory report is attached as Schedule "B". 2.2 The environmental consultant, Geo-Logic Incorporated, recommends that the area of the pump island be remediated to meet current standards. Taking into consideration the onsite soil conditions the impacted area is believed to be localized to the pump island area. Further investigation is required to confirm this statement. REPORT NO.: COD-015-10 PAGE 4 2.3 KLD Construction Limited, has provided an estimated cost of $34,490.00 to remediate the contaminated area at Orono Operations Centre. The figure is based on 200 metric tonnes of soil being removed from the site. The cost for the remediation may increase and/or decrease depending on the actual tonnes of soil to be moved and replaced. A copy of the pricing is attached as Schedule "C". 2.4 KLD Construction Limited, has been given approval to complete the removal and disposal of the reinforced concrete slab at a value of approximately $4,000.00 at Orono Operations Centre in order to assess the area of contamination. Approval was provided as scheduling of the excavator and staff to complete the work requirements is required in order to minimize project delays and mobilization costs. 2.5 KLD Construction Limited, has not commenced work at Hampton Operations Centre. At the present time it is unknown if soil remediation is required at the Hampton Operations Centre. Work will not be started at Hampton Operations Centre until the fueling station at Orono Operations Centre is operational. 3.0 FINANCIAL 3.1 Funds required to complete the soil remediation requirements to an amount not to exceed $120,000.00 are to be drawn from the General Municipal Reserve Fund for Orono and Hampton Operations Centres. 3.2 In the event additional funds over $120,000.00 are required to complete the soil remediation they will be drawn from the 2010 Operations Department Fleet Reserve Account using funds remaining after the purchase of equipment below the budgeted amount. To date three units included in the Fleet Reserve have been purchased approximately $85,000.00 below the budgeted amount. These funds can be made available if required to cover the soil remediation project. REPORT NO.: COD-015-10 PAGE 5 3.3 The foregoing funding allocation is provided in the event the costs of the soil remediation are high. At this point we have an estimate for the Orono location but this is only an estimate. Actual costs cannot be determined until the extent of the contamination is determined and clean up. The Hampton site conditions are unknown at this point and excavation will not commence until the Orono project is complete. 3:4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Operations. 4.0 CONCLUSION 4.1 After review and analysis of the laboratory reports and consultant analysis, ft was mutually agreed by Operations and Purchasing that KLD Construction Limited, Ajax, Ontario be authorized to proceed immediately with the slab removal. The soil remediation required at Orono Operations Centre will proceed upon approval of funding. 4.2 Site remediation may be required at Hampton Operations Centre and therefore approval is requested to complete the work requirements if the environmental assessment report indicates soil contamination levels in excess of the tolerance levels. 4.3 Staff will provide a report to Council on completion of the projects indicating the additional funds expended as a result of soil remediation costs if the value exceeds the estimated value of $100,000.00. The estimated cost for Orono and the costs for Hampton is and will be based on the unit pricing noted in Attachment 3. 5.0 INPUT FROM OTHER SOURCES 5.1 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: REPORT NO.: COD-015-10 PAGE 6 Concurrence: Director of Operations Attachments: Attachment 1 -Schedule "A°, Report COD-063-09 Attachment 2 -Schedule "B", AGAT Laboratories Results Attachment 3 -Schedule "C", Orono Yard -Contamination Clean Up SCHEDULE "A" Clariugton Leading the Way REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday, November 2, 2009 Report #: COD-063-09 File # By-law # Subject: TENDER CL2009-41, FUEL TANK REQUIREMENTS AT VARIOUS LOCATIONS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-063-09 be received; 2. THAT KLD Construction Limited, Ajax, ON with a total bid price of $389,085.00 (excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2009-41, be awarded the contract for the Fuel Tank Requirements at Various locations; 3. THAT funds required in the amount of $139,185.00 be drawn from the Operations 2009 Capital Budget Account 110-36-370-83677-7401 for Depot 42; and 4. THAT funds required in the amount of $249,900.00 be drawn from the General Municipal Reserve Fund for Hampton and Orono Operations Centre. Submitted by: MMIJDBI6H Direc r3f Corporate Serv~Ces . ~:.K. a cy yl r, B.B. , Director of Financelfreasurer Reviewed by: Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-063-09 PAGE 2 1. BACKGROUND AND COMMENT 1.1 The Operations Department have budgeted for a fuel station at Depot 42 in the 2009 Capital budget. 1.2 In 2009 the Municipality of Clarington fuel supplier changed from Shell Canada Products Limited to Petro Canada. At the time of the contract award, the new supplier requested an inspection prior to delivering product, as per Ontario Regulation 217101. 1.3 The inspection revealed that the underground tanks do not meet the code requirements. As per the Liquid Fuel Handling Code 2007, the Hampton and Orono Operations Centre are not in compliance with the Technical Standards and Safety Authority (TSSA) requirements. The tanks are single wall Fiberglas Reinforced plastic (FRP) and do not have drop tubes and internal overfill devices. There are no monitoring wells. The piping is single wall galvanized steel which must be upgraded to meet current standards. 1.4 Petroleum Technical Services, our consuRant for this project, prepared a report which outlined the code deficiencies and provided options so that legal compliance may be achieved. 1.5 Tenders were publicly advertised and called for the Fuel Tank Requirements at Various Locations as required by the Operations Department. Subsequently, two tenders and one no bid were received and tabulated as per Schedule "A" attached. 2. ANALYSIS 2.1 The low compliant bid was submitted by KLD Construction Limited, Ajax, Ontario. 2.2 The references for KLD Construction Limited, Ajax, Ontario have been contacted and are satisfactory. REPORT NO.: COD-063-09 3. FINANCIAL IMPLICATIONS PAGE 3 3.1 The total funds of $389,085.00 required for Tender CL2009-41 Fuel Tank Requirements at Various Locations exceed the Operations Department budget. 3.2 Funds in the amount of $200,000.00 have been allocated for the fuel station at Depot 42, in the Operations 2009 Capital Account 110-36-370-83677-7401. The bid submission was received in the amount of $139,185.00. As this is a growth- related capital project funded 90°k through development charges, the cost savings cannot be reallocated to the other two tanks that are replacements. 3.3 Hampton and Orono Operations Centres were not included in the original budget. As both locations do not meet the TSSA requirements, the existing fuel station(s) need to be replaced. Funds in the amount of $249,900.00 are required in order to replace the fuel stations and bring them into compliance. 3.4 It is recommended that the funding for the Hampton and Orono Operation Centre come from the General Municipal Reserve Fund. 3.5 Queries with respect to department needs, specifications, etc., should be referred to the Director of Operations. 4. CONCLUSION 4.1 After review and analysis of the bids by Purchasing and Operations, it was mutually agreed that the bid from KLD Construction Limited, Ajax, Ontario be recommended for the contrail for Tender CL2009-41 Fuel. Tank Requirements. 5. INPUT FROM OTHER SOURCES 5.1 This report has been reviewed for recommendation by the Purchasing Manager with the appropriate departments and circulated as follows. Concurrence: Operations Co-Ordinator Attachments: Attachment 1 -Schedule "A", Bid Summary REPORT NO.: COD-063-09 PAGE 4 Schedule "A" Bid Summary Tender CL2009-41 BIDDER Hampton ~ Orono Optional -Depot 42 Operations Centre TOTAL BID TOTAL BID (GSt Excluded) (GST Excluded)- KLD Construction Limited $249,900.00 $139,185.00 Ajax, ON *Cannington Construction $364,030.00 $190,175.00 Gormely, ON Canadian Tech Air Systems Inc no bid no bid Scarborough, ON *non-compliant - no bid bond W U N O N E ~ -) O N Z Q ~~ N s 4Z~n `nA OQ m ¢¢~oo~ w UU''Zmm a xx 06UwQ oy ru, N L v+ m ~~ d a 9 v F Z 0 'N W A 'G k ~ R 'Q ~ ~ } 1'l YY Q G i r \~ O W CO ~ ~ O 0 _v ~ z ~ ~ U ~ 3' V ¢ a 'O N W } m ~ 0 H 0 0 0 0o O 0O 0 0 N m H' m ~~ F ~ n N N Z J d f h m w O N m N m O O O O m m m O O¢ O ~ ry O O O O V V m y y 2 ~ v v v v r o a • o '4 g o 0 0 o m m m o o Q n Q N H H V~ O O O O V V N y ~ Z ~ V V V V ~/~ Y ' n a .a o H C U ~ W ~ Y°o o ~ o~mm$ m °¢'O O O N O ~ O p N N A ~ Z~ ~ V a K r ~ g M ~ ~$ O O O O m N O O n d 6 d o v v m y Z y C L v m C N m N m m N L ~O O m ~ W m O O O O ~O m O O O 0 0 0 0 V V V V V Z = N c G 3 O d a O < ~ ~ p N m N N I W ~ m OO O O N N O O O Q n 0 0 0 0 V V Z m n V V V v v v v a w ~ W I M ~ ~ ~ W J O N m m m O O O O N m O O O O ~ a y ~L o m c o N m N p Q I O m a m m O o 0 0 °o m t7 o N o N N ~ m m I !' ~ i a m o o a o w a a rn d a~~~ o ~' a a s s a o N m c 1~ a° 0 X o C f ` Q ~ H a O m _ m m [ W > ~. v C _ a N ,T_f v v m M N C U ~ N m ~ O O D U U y m ~ m W m S~ m U U E~ I ~ "~ ~ t v ~ ~ ° '° ~ '~ w ~ O Z m r wXUUUUU c~ ~ U Z U J W W Q 2 f Z W J U v n ~' v m o m n $ w 4 a t' m o v y m r "O ~ C m O m a c t a ~ v C L o e U E v `m m Vm a cV ~ m~ t ~o ; v U q t w O R d U ~ Z a c ~ o » E m ~ °u m s m ~~ m `" ~~ _ - o v ad ~ ~a o m T N O ~ O > m V ~ j m m w w m £ ~ .-`o ~ m ~ ~1 CO C~~ m m~~ S ~U m~ c ~ `~m xo>~ O U da~ Y m y m._ m a ~3ob3 mt m' ~ a m~rcU c`~ m CE~L_ jat. ~~ C 7 MM=n.QrO~ 6r d o a c 8 o c m E o m c mTia 3rd=~ ~o~ v ~~ a w~ m m o S a m p0._r CAf ~ m c U m o ~'~ o c m 3 c~ ~ ~ ~~ `m °m a'm m ° Et ~ 7 Z'amUO~tt@~n mL _v E n~ m!~!¢¢ 8th ~t ~a q ~ E ~ S~" v ~'y E m q n ~ v o o m i~ v $U o` ~ a~~ ~ d~ U m N E~ a w s t m o ~ q~ m m m s o A m= a m o ~ ~oU ~U oUm `^ ~ `mq c i~~ 0 5'i . n m a ~ 5.2,. , `0 ~ cmi C-UU E~?1~md~mm~Z` 1~~bb 8 m ~~ r r U F r C C U J W LL 0 SCHEDULE "B" wW d U W Q N O N p E z~>O~H W ¢ N N ry ' Q Z ~ ~ ~ m waU' ~mm w a 7 J ONUFW--~ mN of V d E m a c a F z z W C a O ^ E ~+ ~ >qp M y ~ ~ 3 W C 0 •~ C z .a 3W •~ < O a v z_ U_ 0 J 0 W W Q z H z W J U J W d' W 7 J Q W 0_ '~^ V w f cw G a W U a N Q W z J W W J J a f Q N D W J a f N O O p p O N VOi V H ~ OOf N N N m N N (V N O N O x m v ~ v C C N d M ~ N E j U 0 L d LL T O ~ m . p O ~ W C ~j U d X U s s s s s U U U U U m U . 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N N VNI Im m N YN] N W W P W OI ~ m K K d' ~ C K K K K K K Q 0 ~ ~ Q 0 Q ~ 0 U U U U U U U V U U V U U U U U V U U U U U r ti ti ~ ~ ~ ti ~ r ti r r r n r n n m m m m JJ ti! to d1 tb tiJ ~ tE tiJ m nS U U' (7 (7 (7 U' C7 U' (7 C7 U' 0 0 0 0 0 0 0 0 o O o 0 0 0 0 a 0 0 ~0 0 0 0 0 0 0 0 0 0 0 0 0 o O N N N N N N N N N N N r ~ .n- Y S E c W z SCHEDULE "C' K Quotation and Contract Member L KLD CONSTRUCTION LTD OPCA D April 19, 2010 Municipality of Clarington 40 Temperance St. Bowmanville, ON L1C 3A6 Attn: Brigitta Harris Petroleum Contracting P.O. Box 14527, (RPO BaY]Y) Ajax, ON L1S 7L4 Ph: 905-427-8729 Fax: 905-427-0192 Re: Budget Price -Orono Yard -Contamination Clean Up (Based on clean up area 12' wide x 25' long x 10' deep) As per Unit Rates on Contract Unit Rate Quantity Total Excavation of contaminated material 10.00 200 MT 2,000.00 Backfill -cost of material 8.05 200 MT 1,610.00 Backfill -place and grade 8.00 200 MT ],600.00 Transportation and Disposal of contaminated soil 55.20 200 MT 11,040.00 KLD Labour Rate 55.00 40 hrs. 2,200.00 As per quote date April 14~' 2, 010 Additional float move on Excavator 425.00 Removal and Disposal of 12' x 25' reinforced concrete slab (north apron) 2,990.00 Replace asphalt in 12' x 25' area - (4" of asphalt) 4,025.00 Environmental Costs - Re: Clean Un Approx. cost ($8,600.00) 8,600.00 TOTAL $34,490.00 if [he foregoing meets your accepmncq please sign and return the following to the Seaer's office or representative, this proposal which thereupon, becomes a contract between us. Cpon Me Seller's receipt thereof it is understood the foregoing, including aU the conditions listed w face and reverse 'd h f ll film th fWl d mple[e agreement between us. Customer Acceptance Company Acceptance: RLD CONSTRtiCTION LTD. Company name: Ken Davidson Audtorized Agent (Please Print): Signature of Representative: Ken Davrdson Signature: Title: Owner Date: Date: ApnI 1Q 7A10