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Staff Report
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Report To: General Government Committee
Date of Meeting: November 25, 2019 Report Number: EGD-018-19
Submitted By: Ron Albright, Acting Director of Engineering Services Andrew C.
Reviewed By: Allison, CAO Resolution#: GG-106-20
File Number: PA.Farewell Creek Trail - Phase 2 By-law Number:
Report Subject: Award of Geotechnical Services Consulting for Slope Stability
Investigation, Analysis and Report of Farewell Creek Trail Phase 2
Recommendations:
1. That Report EGD-018-19 be received;
2. That the proposal received from Golder Associates Limited of Whitby, Ontario, being
the lowest bidder of the compliant quotations using the roster process meeting all
terms, conditions and specifications of the quotation request for Geotechnical
Investigation and Recommendations - Slope Stability and Trail Design, be awarded
the contract in the amount of $50,371.20 (Net HST Rebate);
3. That the funds required in the amount of $50,371.20 (Net HST Rebate) be drawn
from the following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $50,371.20
4. That the funds required to support amending CIMA+'s current PO in the amount of
$2,880 (net HST) be drawn from the following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $ 2,880.00
5. That all interested parties listed in Report EGD-018-19 and any delegations be
advised of Council's decision.
Municipality of Clarington Page 2
Report EGD-018-19
Report Overview
During the May 21, 2019 Council Meeting, the Council of the Municipality of Clarington
passed Resolution #C-204-19, stating:
That Staff be directed to site the ending of the Farewell Trail in the ravine north of
Pinedale Blvd. but south of the original route such, that it remains above the top of
bank for the creek, and south of the drainage manhole;
That any additional cost be funded at the discretion of the Director of Finance.
To determine the design requirements of Council's recommended route, a geotechnical
investigation and slope stability analysis must be completed due to the steep gradient of the
valley wall, the presence of groundwater seepage and to support any permit application to
the Central Lake Ontario Conservation Authority. Engineering staff requested quotations for
this work from four geotechnical consultants using the established roster protocol. As the
quotations were over $30,000, staff are submitting this report to Council in accordance with
the Purchasing By-law and seek Council's approval to award the work.
1. Background
1.1 At the May 21, 2019 Council meeting, staff were directed to realign the west limit of the
Farewell Creek Trail Phase 2 to be located on the side of the valley slope as opposed to
the top of the valley as was originally proposed.
1.2 As there was concern with the stability of the slope in this location, staff require an
investigation and assessment from a qualified professional specializing in the
geotechnical field. This assessment will help determine if construction of a trail in this
location is feasible, and if so, provide recommendations for the trail's design to ensure
long-term stability and attempt to minimize our impact to the valley system.
1.3 On October 17, 2019, a request for quotation was sent by the Engineering Department
to the four consultants on our roster outlining the required work. After visiting the
location, one of the bidders requested a site meeting with staff as they had concerns
with the number of trees in the area and the ability to access the site with their
equipment due to limited access points from the street and the steep gradient of the
slope. In response, staff arranged a site meeting with all bidders on October 28, 2019.
Following the meeting, staff extended the quotation deadline to November 6, 2019 to
allow the bidders time to consider the findings from the site meeting.
Municipality of Clarington
Report EGD-018-19
Page 3
1.4 In addition to the geotechnical study, a topographical survey will need to be done to
document the bore hole locations and complete cross sections at these locations from
top of bank to creek bottom. In order to maintain consistency with the existing survey
information and Auto CADD drawings, staff have arranged for CIMA+ to complete this
work. This work would be added to their current assignment, and as such, their existing
Purchase Order (PO) would be increased by $2,880 (net HST). Funding details are
provided below and would be drawn from the current 2019 budget for the original
scoped project.
2. Quotation Results
2.1 All bids were received prior to the stipulated closing time and date.
2.2 As per the roster protocol, the Engineering Department reviewed the submissions from
the four consultants, two of which did not meet the terms of the quotation and were
therefore deemed to be non -compliant.
2.3 The following two submissions were deemed to meet the terms of the quotation and
were accepted as compliant bids:
Golder and Associates Limited $49,500 (exc.HST) $50,371.20 (net HST)
GHD $49,950 (exc.HST) $50,829.12 (net HST)
2.4 In accordance with our Purchasing By-law, and staff's experience with the consultant,
staff recommend that the low bidder, Golder and Associates Limited, be awarded the
work.
3. Financial and Budget Considerations
3.1 The funds required in the amount of $50,371.20 (net HST) will be drawn from the
following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $50,371.20
3.2 The funds required to support amending CIMA+'s current PO in the amount of $2,880
(net HST) will be drawn from the following 2019 budget account:
Farewell Creek Trail Phase 2 #110-32-325-83288-7401 $2,880.00
Municipality of Clarington Page 4
Report EGD-018-19
3.3 Should the results of this slope stability study determine that trail construction is
feasible, staff estimate this route would require an additional $450,000 (approximate),
increasing the total trail cost from the original budgeted amount of $1,000,000 to
approximately $1,450,000. This addition has been added to Engineering's 2020 Capital
Budget for Council's consideration.
4. Concurrence
This report has been reviewed by the Director of Finance and the Purchasing Manager
who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Golder Associates Limited of Whitby, Ontario, being
the lowest bidder, be awarded the contract for the Geotechnical Investigation and
Recommendations - Slope Stability and Trail Design in the amount of $50,371.20 (Net
HST Rebate).
Staff Contact: Ron Albright, Acting Director of Engineering Services, 905-623-3379, Ext. 2305
or ralbright@clarington.net
Attachments:
Not Applicable
There are no interested parties to be notified of Council's decision.