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Home My WebLink AboutCOD-040-10C~l1l~°'COIl REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: July 5, 2010 Resolution#: G'I°A - ya /~ /~ By-lavv#: a?OIO-Q 4 7 Reporl#: COD-040-10 File: Subject: CL2010-5, SURFACE ASPHALT, VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-040-10 be received; 2. THAT Ashland Paving Limited, Concord, Ontario, with a total bid in the amount of $369,595.29 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2010-5, be awarded the contract for Surface Asphalt, Various Locations, as required by the Engineering Department; 3. THAT the funds required in the amount of $418,900.00 (i.e., which includes $369,595.29 for tendering and a ten percent contingency amount and materials testing) be drawn from the Engineering Department Capital Budget Accounts, as follows: Account 110-32-330-83272-7401 110-32-330-83233-7401 110-32-330-83211-7401 110-32-330-83286-7401 110-32-330-83291-7401 110-32-330-83264-7401 110-32-330-83290-7401 110-32-330-83298-7401 110-32-330-83212-7401 Project Budget Amount Beech Avenue $ 20,100.00 Hunt Street/Albert Street $ 108,700.00 Church Street (Bowmanville) $ 26,100.00 St. George Street $ 13,500.00 Elgin Street $ 70,200.00 Baldwin Street $ 44,500.00 Church Street (Newcastle) $ 44,400.00 Longworth Avenue $ 70,000.00 Ovens Road $ 21.400.00 Total Funds Required $ 418.900.00 REPORT NO.: COD-040-10 PAGE 2 4. THAT the By-law attached to Report COD-040-10 marked Schedule "A" authorizing the Mayor and the Clerk to execute the necessary agreement be approved. Submitted by: Marie Marano, H.B.Sc., C.M.O Director of Corporate Services Reviewed by: `~_._` c.~~7.(_, Franklin Wu, Chief Administrative Officer Nancy T~jvlor, B.~A., C.A., Director of Finance/Treasurer MMIJDB1bh CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-040-10 1.0 BACKGROUND AND COMMENT PAGE 3 1.1 Tender specifications were provided by the Engineering Department for the Surface Asphalt, Various Locations. 1.2 Tender CL2010-5 Surface Asphalt, Various Locations was advertised electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were reviewed and tabulated as per the memo from the Engineering Department, Schedule "B" attached. 2.0 ANALYSIS 2.1 A total of three (3) submissions were received in response to the tender call. All submissions were deemed compliant. 2.2 After further review and analysis of the compliant bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Ashland Paving Limited, Concord, Ontario be recommended for the contract for the Surface Asphalt, Various Locations. A copy of the recommendation memo from the Department of Engineering is attached as Schedule "B". 2.3 The low bidder has not provided services to the Municipality in the past. References have been checked and Ashland Paving Limited, Concord, Ontario, has completed a number of projects of similar scope and value. Ashland Paving Limited has completed work for the City of Toronto, York University and the City of Barrie. All references were satisfied with work completed by Ashland Paving Limited and would recommend them for similar projects. 2.4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. REPORT NO.: COD-040-10 3.0 FINANCIAL 3.1 3.2 4.0 4.1 5.0 PAGE 4 The total project cost is $418,900.00 (i.e., which includes $369,595.29 for tendering and a ten percent contingency amount and materials testing). The funding required for the project is outlined in the memo from Engineering Services attached as Schedule "B". Funding for this project will be drawn from the following accounts: Department and Account Number Engineering Department -Capital Budget Account 110-32-330-83272-7401 110-32-330-83233-7401 110-32-330-83211-7401 110-32-330-83286-7401 110-32-330-83291-7401 110-32-330-83264-7401 110-32-330-83290-7401 110-32-330-83298-7401 110-32-330-83212-7401 CONCLUSION Project Budget Amount Beech Avenue $ 20,100.00 Hunt Street/Albert Street $ 108,700.00 Church Street (Bowmanville) $ 26,100.00 St. George Street $ 13,500.00 Elgin Street $ 70,200.00 Baldwin Street $ 44,500.00 Church Street (Newcastle) $ 44,400.00 Longworth Avenue $ 70,000.00 Ovens Road $ 21.400.00 Total Funds Required $ 418.900 00 To award the contract to Ashland Paving Limited, Concord, Ontario for Contract CL2010-5 Surface Asphalt, Various Locations. INPUT FROM OTHER SOURCES 5.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. REPORT NO.: COD-040-10 PAGE 5 5.2 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: Concurrence: Director of Engineering Attachments: Attachment 1 -Schedule "A", By-law Attachment 2 -Schedule "B", Memo from Engineering Services Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2010- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Ashland Paving Limited, Concord, Ontario, to enter into an agreement for Surface Asphalt, Various Locations. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. 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, Ashland Paving Limited, Concord, 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 , 2010. By-law read a third time and finally passed this day of , 2010. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk SCHEDULE "B" • c~.aAa,-,.. w~ MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Design DATE: June 25, 2010 RE: SURFACE ASPHALT CONTRACT, CL2010-OS Tenders for the above project were opened aY the Municipal Offices on Thursday June 15, 2010 at 2:00 p.m. A summary of the bids as received from Purchasing is provided in the table below. BIDDER TOTAL BID TOTAL BID excludin HST includin net HST Ashland Paving Limited $363,202.92 $369,595.29 Concord, ON Coco Paving Incorporated $455,460.96 $463,477.07 Oshawa, ON Miller Paving Limited $488,997.32 $497,603.67 Whitby, ON The scope of the project deals with placing the surface lift of asphalt on recently constructed roads that have been left at base asphalt for the past few years to allow for any minor settlement which typically occurs with most road construction involving the installation of underground infrastructure within the roadway. The total project costs based on Ashland Paving Limited's low bid are shown on the attached Cost Apportionment. The estimated total project cost is $418,900.00 which includes a 10% contingency amount, materials testing and the Municipality of Clarington's net HST amount. It should be noted that the contract preparation, tendering and contract administration for this project will all be completed with Municipal Staff. The Engineering Services Departrhent has reviewed the reference check provided by your department and concurs with your recommendation to award Contract CL2D10-OS to Ashland Paving Limited in the amount of $363,202.92 (exclusive of H.S.T.) which amounts to $369,595.29 including our net HST commitment. This tendered value is lower than the capital budget allocations approved by Council. Due to past experiences on similar projects, a contingency amount of approximately 10% is carried forward. The Engineering Department advises the following breakdown for the above referenced project: Project Breakdown Total Project Value $ 418,900.00 Budget Amount Beech Avenue 110-32-330-83272-7401 $ 20,100.00 Hunt St/Albert St110-32-330-83233-7401 $ 108,700.00 Church Street (Bowmanville) 110-32-330-83211-7401 $ 26,100.00 St George Street 110-32-330-83286-7401 $ 13,500.00 Elgin Street 110-32-330-83291-7401 $ 70,200.00 Baldwin Street 110-32-330-83264-7401 $ 44,500.00 Church Street (Newcastle) 110-32-330-83290-7401 $ 44,400.00 Longworth Ave Ext 110-32-330-83205-7401 $ 70,000.00 Ovens Road 110-32-330-83212-7401 $ 21,400.00 Estimated Unexpended Budget $ 140,500.00 Additional Funding Required $0 We recommend the report to Council move forward based on the above funding allocations and as further detailed on the attached cost apportionment. Should you have any further questions, please f eel free to contact the undersigned. Regards, ~ „ Ron Albright, P. Eng. Manager, Infrastructure and Capital Works RA/ra Attachment Cc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services