HomeMy WebLinkAboutCOD-035-10Staff Report # 1
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date: June 14, 2010 Resolution#: C~2S5-~U By-law#: N/A
Report: COD-035-10 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-035-10 be received;
2. THAT staff be authorized to proceed with the soil remediation clean up at Hampton
Operations Centre;
3. THAT funds required to complete the project be drawn from funds available in the
Operations Department Fleet Reserve Account after the purchase of equipment
below budgeted amounts;
4. THAT staff report to Council on the total soil remediation costs upon completion of
the project.
Submitted by:
le arano, H.B.Sc., C.M.O
Director of Corporate Services
lof, B~'~, C.A.,
Finance/Treasurer
MMWDB1bh
Reviewed by:
nklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-035-10
1.0 BACKGROUND AND COMMENT
PAGE 2
1.1 Report COD-015-10 was approved by Council on Monday, April 26 for Tender
CL2009-41 Fuel Tank Requirements at Various Locations -Soil Remediation. A
copy of the report is attached as Schedule "A".
1.2 KLD Construction Limited, Ajax, Ontario has removed the underground fuel tanks at
Orono Operations Centre, completed the soil contamination clean-up and installed
the above ground fuel tanks.
1.3 The cost for the soil contamination clean-up at Orono Operations Centre was
$32,064.85. The estimate was $34,490.00.
1.4 KLD Construction Limited, Ajax, Ontario has removed the underground fuel tanks at
Hampton Operations Centre and is in the progress of cleaning up the soil
contamination.
2.0 ANALYSIS
2.1 Geo-Logic Incorporated has prepared the Environmental Inspection and Testing
Report Underground Storage Tank (UST) and Pump Island Removal for Hampton
Operations Centre.
2.2 The soil contamination present is greater than estimated at Hampton Operations
Centre, the extent of contamination will not be known until the second set of
laboratory test results have been completed. KLD Construction Limited under
direction of Geo-Logic Incorporated is cleaning the area where the existing
underground fuel tank was present and under the pump island which was from the
previous fuel tank.
2.3 The soil contamination present at Hampton Operations Centre under the existing
underground fuel tank has been cleaned and is being backfilled.
rw `. v
REPORT NO.: COD-035-10
PAGE 3
2.4 The contaminated area under the pump island is believed to be from the
underground fuel station from around forty years ago. The soil contamination is
indicative of aged contamination. The priority is to clean the soil contamination
present at this location as this is where the new above ground fuelling station will be
installed.
2.5 The estimated expenditure for the soil contamination clean-up at Hampton
Operations Centre is $54,000.00 to date.
2.6 In light of the above revised estimate, the area under the pump island is in the
progress of being cleaned and may exceed the approved total expenditure of
$120,000.00 approved for both locations from the General Municipal Reserve Fund.
3.0 FINANCIAL
3.1 Approval to proceed with the required soil remediation with funds being drawn from
the 2010 Operations Department Fleet Reserve Account is requested. As indicated
in COD-015-10, there is approximately $85,000.00 available.
3.2 Queries with respect to the department needs, specifications, etc. should be referred
to the Director of Operations.
4.0 CONCLUSION
4.1 Staff will provide a report to Council on completion of the projects indicating the total
funds expended as a result of soil remediation costs upon completion of the project.
REPORT NO.: COD-035-10
PAGE 4
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:
Concurrence: Director of Operations
Attachments:
Attachment 1 -Schedule "A", Report COD-015-10
SCHEDULE°A'
SCHEDULE °A"
I~ J
~j~ REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: COUNCIL
Date: April Z6, 2010 Resoiutian#: By-law#: NIA
Report: COD-015-10 File:
Subject: TENDER NO. CL2009-41, FUEL TANK REQUIREMENTS AT VARIOUS
LOCATIONS -SOIL REMEDIATION
RECOMMENDATIONS:
It i5 respectfully recommended to Council the following:
THAT Report COD-015-10 be received;
2. THAT staff be authorized fo proceed with the soil remediation clean up at Orono
Operations Centre;
3. THAT staff be authorized to proceed with the soil remedration clean up a# Hampton
Operations Centre, 'rf 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 Departrnent 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 repork tc Gauncil on the total soil remediation costs if the costs exceed
the combined value of $100,000.00.
CORPORAt10N OF THE Mi1NICIPALtTY OF C~.ARINGTON
4C TEMPERANCE STREET.. BOV'JMANVILLE. ONTARIO L?C 3A9 T BCS-923-3379
REPORT NO.: COD-01 1Q PAGE 2
Submitted by:
16t'arie Marano, H.B.Sc.. C.M.O..
Director of Corporate Services
~Nanc~y Taylor, B.B.A., C.A.,
Director of FinanceRreasurer
Reviewed by:
Franklin Wu,
Chief Administrative Officer
MMSJDBU>h
REPORT NO.: COI)-0 -14
PAGE 3
1.0 BACKGROUNQ AND COMMENT
1.1 Report COD-063-09 was approved by Council on Monday, November 2, 21)49 for
Tender GL2009-41 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 specified in
the TSSA Fuel Safety Division's °Environmental Protocols for Operating Fuel
Handling Facilities in Ontario, GAi99".
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.
Ghemical 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 fo meet current standards. Taking into consideration
the onsite soli 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-0 SO
PAGE 4
2.4 KLD Construction Limited, has provided an estimated cosf of $34,490.OD to
remediate the contaminated area at Orono Dperations Centre_ The figure is based
on 204 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 snit to
be moved and replar~. A copy of the pricing is attached as Schedule "C".
2.5 KLD Construction limited, has been given approval #o complete the removal and
disposal of the reinforced concrete stab at a value of approximately $4,000.00 at
Orono Operatons 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.
2.6 KLD Construction limited, has not commenced work at Hampton Operations Gentre.
At the present time it is unknown if soil remediation is required at the Hampton
Operations Centre. bVork 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 !n the event additional funds over $120,000.00 are required to complete the soil
remediation they wits be drawn from the 2010 Operations Department Fleet Reserve
Account using funds remaining after the purchase pf 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-0 -10
PAGE 5
3.3 The foregoing funding allocation is provided in the event the costs of the soil
remediation are high. Rt 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 wil! not commence until the-Orono project is
complete.
3.4 Queries with respect to the department needs, specifications, etc, should be referted
to the Director of Operations.
a.o caNer_ustoN
4.1 After review and analysis ofthe laboratory reports and consultant anatysis, it was
mutually agreed by Operations and Purchasing that KLD Canstruction Limited, Ajax,
Ontario be authorized to proceed immediately with-the slab removal. The soil
remediation required at Orono Operations Centre wiEl 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 w71 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 circuiated as follows:
REPORT HO.: COD•0 10
PAGE 6
Concurrence: Director of Operations
Attachments:
Attachmen# 1 -Schedule `A°, Report COD-063-09
Attachment 2 -Schedule "8", AGAT latroratories Results
Attachment 3 -Schedule "C", Orono Yard - Contamination Clean Up
Monday, November 2, 2009
COD-063-09 File #
•
~rar~~
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
Report #:
Subject:
SCHEDULE"A"
By-law #
TENDER CL2049-41, FUEL TANK REQUIREMENTS AT VARIOUS
LOCATIONS
Recommendations:
It is respedfutly .recommended that the General Purpose and Administration Commiftee
recommend to Coundl the Following:
1. THAT Report COD-063-09 be received;
2. THAT KLD Construction Limited, Ajax, ON with a total bid price of $389,085.40 (excluding
G.S.T.), being the lowest responsible bidder meeting ail terms, condAiorrs and
specifications of Tender CL2009.41, be awarded the coMrad for the Fuai Tank
RequiremeMS at Various iogNong;
3. THAT funds required in the amount of $139,185.Q0 be drawn from the Operations 2009
Capdal Budget Account 410-36-370-83677-7401 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'
MM\JDB18H
Dir ~bfCorpor Se s
arfcy y! r, B.B. .,~. .,
Director of FinancelTreasurer
Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE Ml3NiCIPALtTY OF CLARINGTON
4C TEMPERANCE STREET, BOWMANVILLE, ONTARIO L7C 3A6 T(905I623-3379 F (905)623-4169
REPORT NO.: COD-063-09 PAGE 2
1. BACKGROUND AND COMMENT
1. t 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 SheA 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 217i0t.
1.3 The inspection revealed that the underground tanks do not meet fhe code
requirements. As par the Liquid Fue! Handling Code 2007, the Hampton and
Orono Operations Centro are not in compliance with Me Technical Standards
and Safety Authority (TSSAj requirements. The Tanks are single wall Fiberglas
Reinforced plastic (FRP) and do not have drop tubes and internal ove~l! devices.
There are no monitoring wails. The piping is single wail galvanized steel which
must be upgraded to meet current standards.
1.4 PeUoieum Technical Services, our consuKant for this project, prepared a roport
which outlined the code deRciencies and provided options sa 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,
On#ario.
2.2 The references for KLD Construction Limited, Ajax, Ontario have been
rontacted and are satisfactory.
REPORT NO.: COD-0ti3-09 PAGE 3
3. FINANCIAt.IMPLtCATION3
3.1 The tota4 funds of $389,085.00 required for Tender CL2009111 Fuel Tank
Requirements of Various locations exceed the Operations Department budget.
3.2 Funds in the amount of $200,000.00 have been a[Iocated for the fuel station at
Depot42, in the Operations 2009 Capital Account 110-38-370-83677-7401. The
bid submission was received in the amount of $139,185.00. As this ]s a growth-
related capital project funded 90% through development charges, the cos!
savings cannot be reallocated to the other two tanks that are replacements.
3.3 Hampton and Orono Operaticns Centres were not included in the anginal budget:
As troth locations do not meet the TSSA requirements, khe 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 txing them into compliance.
3.4 it is recommended that the funding for the Hampton and Orono Operation Centre
come from the Genera[ Municipal Reserve Fund.
3.5 Queries with respect to department needs, specifications, etc., shoukf 6e referred
to the Director of Operations.
4. GONGLUSION
4.1 After review and analysis of the bids by Purchasing and Operations, it was
mutually agreed that the bid from KLD Constn~ction Limited, Ajax, Ontario be
recommended for the contract for Tender CL2009-41 Fuet Tank Requirements.
5. tNPt7T FROM OTHER SOURCES
5.1 This report has been reviewed for recammendatlon 6y the Purchasing Manager
with the appropriate departments and arculated as follows.
Concurrence: Operations Co-ordinator
Attachments: Attachment 1 -Schedule "A", Sid Summary
REPORT NO.: COD-063-09
PAGE 4
Schedule "A"
Bid Summary
Tender CL2009.t1
BiDpER Hampton S Orono Optional)-Depot 42
Operations Centre TOTAL BiO
TOTAL BID {G37 Excluded) ~
(6ST Excluded)
_
I
KLD Construction Limited j $249,900.00 $t39,185.00
i Ajax, ON ~ ~ j
~`Cannington Construction $364,030.00 , $190,175.00
i Gormely, ON ~ ~,
Canadian Tech Air Systems Inc no bid - ~ rm bid
Scarborough, ON ~
i j F
~ j
'non-compliant - no bid bond
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SCHEDULE "C"
QYOta[If)a and Cnnriacl
Member
L KLD CDirSTRCCTIO~ LTD OP A
D Petroteam Contracting
P.O_ Pwc id?2"-. (RPO Bspl;}
Ajak, Q\ LIS',[3
Y!;: vG5-33'-R7?9 Fmcc 905-A2- 7192
April 19, 2010
'Municipality of Clarington
40 "Temperance St_
Bowmanvil3e: ON
I,lC 3A6
Attn: Brigiria Harris
Re: Budget Price -Orono Yard - C. on lamination Clean L,'p
{Based on dean up area 12' wide x 25' tong x 10' deep}
As oer Unit Rates on Contract Unit Rate Quantity' Total
F,xcavation of contaminated material 10.00 200 MT Z,000AO
Backfill - rnst of material 8.45 200 MT !,610.04
Backfi3l-place and grade 8.00 2D0 MT 1,600.00
Trarisportafion and llisposal
of contaminated soil 55.20 200 M [ f [.440.00
KLD Labour Rate 55.0(1 40 hrs. 2,200.00
As nerguotedatc.April 14°x, 2030
Additional float move on Excavator 425.00
Removal and Disposal of 32' x 25'
reinforced concrete slap (north apron) 2 990 00
Replace asphalt in ] 2' x 25' area -- (4" of asphalt) 4.025.00
Envimnmental Costs - Re' Clean Uo
Approx. cost {58,600.00} ,600.00
TOTAL 534,490.00
a •r eherv v r let ? '., p xr t od afF._.nr:. n ~~,•-0n h -G,v I -t -h . v;mx.
ulo.aeef ~...r'Satme.Mfl u.A .n•-..r ... .,•r~.-._..-.. 'r~ hui ing allPo 6m•~s •utC ~. a Mre.<.¢
1,^.i'eptp[ce
Ceinpmy Famr
Ki.n t:6~3TR7.YJrN)ti i.Tfl.
Y.en Llacidxm
\utMrucd Agent{Pzax P•inn' S?sutua. ei R;~~xnutive:
- Ken L7oe%dvnr.
ti'kt.a.cr> fitit
Uw7~e<