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HomeMy WebLinkAboutEGD-018-19Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. 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.