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Home My WebLink AboutCOD-041-10CORPORA REPORT TE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: July 5, 2010 Resolution#: Gr PA-kS~-14 By-law#: d?t7/0"CJ 4P Reporl#: COD-041-10 Flle#: Subject: TENDER CL2010-24, PAVEMENT REHABILITATION, VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-041-10 be received; 2. THAT Coco Paving Inc., Oshawa, Ontario, with a total revised bid in the amount of $1,215,353.51 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2010-24 be awarded the contract for Pavement Rehabilitation, Various Locations, as required by the Municipality of Clarington, Engineering Department; 3. THAT the funds required in the amount of $1,500,000.00 (which includes $1,215,353.51 for tendering, design, contract administration and contingencies) be drawn from the Accounts, as follows: Account Project Budget Amount 110-32-330-83212-7401 2008 Pavement Rehabilitation $100,000.00 110-32-330-86212-7401 2009 Pavement Rehabilitation $490,000.00 110-32-330-83212-7401 2010 Pavement Rehabilitation $910.000.00 Total Funds Required $1.500.000.00 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-041-10 PAGE 2 4. THAT the By-law attached to Report COD-041-10 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 s / Nancy Ta or, B.B ., C.A., Director of FinancelTreasurer Reviewed by: (~'~ -~ Franklin Wu, Chief Administrative Officer MMIJDB1bh REPORT NO.: COD-041-10 PAGE 3 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Pavement Rehabilitation, Various Locations. 1.2 Tender CL2010-24 Pavement Rehabilitation, 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 Schedule "B" attached. 2.0 ANALYSIS 2.1 A total of two (2) submissions were received in response to the tender call. All submissions were deemed compliant. 2.2 Based on the bids submitted, the project cost is in excess of the budget amount. In order to bring the cost within the budget limit and allow for a contingency Part J - Solina Road has been deleted from the schedule of work. This change was applied consistently to all bids submitted and the bid submitted by Coco Paving Inc. remains the low compliant bid. 2.3 After further review and analysis of the compliant bids by the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Coco Paving Inc., Oshawa, Ontario be recommended for the contract for the Pavement Rehabilitation, Various Locations. A copy of the recommendation memo from the Department of Engineering is attached as Schedule "C°. 2.4 The low bidder has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 2.5 The references were contacted by AECOM and were found to be acceptable. REPORT NO.: COD-041-10 PAGE 4 2.6 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. 3.0 FINANCIAL 3.1 The total project cost is $1,215,353.51 (net of H.S.T. Rebate). The funding required for the project is outlined in the memo from Engineering Services attached as Schedule "B". 3.2 Funding for this project w Account 110-32-330-83212-7401 110-32-330-86212-7401 110-32-330-83212-7401 4.0 CONCLUSION ill be drawn from the following Engineering Accounts: Project Budget Amount 2008 Pavement Rehabilitation $100,000.00 2009 Pavement Rehabilitation $490,000.00 2010 Pavement Rehabilitation $910.000.00 Total Funds Required 1.500.000.00 4.1 To award the contract to Coco Paving Inc., Oshawa, Ontario for the Pavement Rehabilitation, Various Locations. 5.0 INPUT FROM OTHER SOURCES 5.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. 5.2 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: Concurrence: Director of Engineering REPORT NO.: COD-041-10 PAGE 5 Attachments: Schedule "A", By-law Schedule "B", Bid Tabulation Schedule "C", 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 Coco Paving Inc., Oshawa, Ontario, to enter into an agreement for Pavement Rehabilitation, 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, Coco Paving Inc., Oshawa, 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 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 G1ar.~ ~ Leading tke Way ~~ Municipality of Clarington SCHEDULE "B" BID SUMMARY Tender CL2010-24 Pavement Rehabilitation, Various Streets .BIDDER TOTAL BID (Net of HST Rebatel REVISED BID (Net of HST Rebatel Coco Paving OSHAWA, Ontario $1,349,020.71 $1,215,353.51 Miller Paving Limited MARKHAM, Ontario $1,382,093.99 " $1,257,356.79 *Calculation Error SCHEDULE "C° Leadrxg the W~~~~~~..1 MEMO TO: Jerry Barber, Purchasing M anager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: June 25, 201D RE: PAVEMENT REHABILITATION, VARIOUS LOCATIONS, CL2010.24 Our File: CPR.2010.1 The Engineering Services Department has reviewed the recommendation provided by AECOM and offers the following comments. We concur with the recommendation to award the contract to Coco Paving Inc. but due to a budget shortfall further recommend that Part J: Solina Road be deleted from the contract resulting in an amended tender amount of $1,194,333.24 exclusive of HST for the Pavement Rehabilitation program which includes 2010 and carry over from the 2009 program. The amended contract amount inclusive of net HST is $1,215,353.51. A contingency amount of approximately 10% is carried forward for the project based on previous years. With the deletion of Part J the total project costs are estimated at $1,500,000.00, including design, tender and contract administration fees as well as materials testing. The engineering department advises the following Municipal breakdown for the above referenced project with the deletion of Part J: Solina Road; Project Breakdown Total Project Value $ 1,500,000 Budget Amount 2008 Pavement Rehabilitation 110-32-330-83212-7401 2009 Pavement Rehabilitation 110-32-330-83212-7401 2010 Pavement Rehabilitation 110-32-330-83212-7401 $ 100,000.00 $ 490,000.00 $ 910,000.00 Estimated Unexpended Budget $1,500,000.00 Additional Funding Required $0 i r F ~~ ~ _ ,~;~. ~ .c. ~t~ticn SCHEDULE "C" o~~sL i.~r;. wr~e25.201_i .,~ ri2!`'10.` 2 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 feel free to contact the undersigned. Regards, Ron Albright, P Manager, Infrastructure and Capital Works /dv Attachment Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services I r„ul~-i~l,"E 1~-S201~A brgnE.06 °5 .0_Pa~:enr rsl-2anah. s'a onl^caCOrS~L_,?J. ;L ~r P, ~@'C'~doc. A=COM June 25, 2010 Mr. A. S. Cannella, C.E.T. Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE,Ontario L1C3A6 Dear Sir: AECOM 513 Division Street Cabowg, ON, Canada K9A 5G8 vww.aecom.cam SCHEDULE°C" 905 372 2121 tel 905 372 3821 faz Project No: 112446 Regarding: Pavement Rehabilitation, Various Streets, Contract No. CL2010-24 (the "Contract"), Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on June 24, 2010 at 2:15 p.m. A list of the bids received is provided in the table below. All numbers are exclusive of HST. BIDDER TOTAL BID Coco Paving Inc. $1,325,688.59 Oshawa, ON Miller Paving Ltd. $1,358,189.85" Markham, ON txrensron trror The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed both bids to confirm compliance with the Clarington Purchasing By-Law and both bids were deemed compliant. AECOM Canada Ltd. ("AECOM") has reviewed both bids and confirmed the bid values noted above, Coco Paving Inc. is the lowest bidder. Its submitted tender has been reviewed and was confirmed to be compliant. The bid from Miller Paving Ltd. had an extension error in the amount of $180.00. This does not affect the bid order. Coco Paving Inc. has completed several projects for the Municipality of Clarington in recent years in which AECOM has provided Contract Administration, including CL2008-25 (2008 Asphalt Resurfacing) and CL2009-18 (Concession Roads 6 & 7, Road and Bridge Rehabilitation). Quality of work and adherence to standards was satisfactory for these projects. As requested by the Purchasing Department, references were checked only for the lowest bidder. Coco Paving Inc. has completed a number of projects of similar scope and value including work for the Region of Durham uzue - a,rt Lo- ro as. c"~.m.-cuo,au r..a.r aw.e im.,.o« SCHEDULE"C° A=COM Page 2 June 25, 2010 and Clay of Oshawa. Staff contacted at the above references stated that Coco Paving Inc. has completed the work to specification and to their satisfaction. Estimated costs for various project components, based on Coco Paving's bid, are summarized on the attached Low Bid Cost Apportionment. With the low bid from Coca Paving Inc., and other associated project costs as noted on the attached Cost Apportionment, the project is over budget by approximately $140,000.00. As a result, the Municipality of Clarington may want to consider removing the Provisional Part'J' - Solina Road section from this Contract to bring the scope of work within budget. Please note that this revision would not affect the bid order. Should funding be available, it is our opinion, based on the input provided 6y the references contacted regarding performance on previous projects, that the bid in the amount of $1,325,688.59 (exclusive of HST) maybe awarded to Coco Paving Inc. of Oshawa, Ontario, subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Coco Paving Inc. and Miller Paving Ltd., the second low bidder, until the Contract has been executed. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada Ltd. W. McCrae, P.Eng. Manager, Cobourg Office will. mccrae@aecom. com WM:cs Encl. cc: Mr. Ron Albright, P.Eng., Manager of Infrastructure and Capital Works. Municipality of Clarington nzws-pen ~e *o n a. c.,nen". cu"m-xs Imo, nw.,e te"er.oa~ 2070 Asphalt Rehabilitation SCHEDULE "C" Apportionment hosed on Low Bid ~aa CL2010-24 Revised June 24, AECOM Project # 60119175 (11 DeacrlDtlon Clarington Total 2070 Aaphak Comments instruction Coab Corrtract CL2070-24 7407 PartA Black peek Trail S 17849425 $ 17848425 Part B WiMSOr Valley Gate $ 39,556.71 $ 39,556.71 Part C Carriage Lane $ 48,327.52 $ 48,327.52 PartD Onario Street $ 183,852.50 § 183,852.50 PartE Ontario Street $ 194,130.96 $ 194,130.98 Part F HIIlsitla Orive $ 134,090.80 $ 134,090.80 PartG Hillaitle COUrt $ 35,207.50 $ 35,207.50 Part H Davls Court $ 86,614.25 $ 88,614.25 Partl Windsor Valley Place $ 724,249.65 $ 124,249.65 Part) Solina Rcad $ 131,355.35 $ 131,355.35 Part K Concession Road 8 $ 140,809.08 $ 140,809.08 Part L Price Adjustment § 26,000.00 $ 26,000.00 I Conatructlon - S 7,326,686.59 S 7,326,688.69 gn and Tentlertng AECOM Project No. 80719176 Up to May 7, 200910 May 28 2010 , $ 21,944.89 $ 21,944.89 I Design and Tendering $ 21,944.89 $ 21,944.89 tact Adminiafntlonsnd Materials Testing AECOM Protect No 60119176 Estimated Costs $ 132,600.00 $ 132,800.00 Conatructlon Atlministretlon $ 132,600.00 $ 132,600.00 total Estimated Project COafa S 1,480,233.48 S 1,480,233,48 ngencies (10°A, of Construction Costs) $ 132,568.66 § 132,568.88 Estimated Protect COets S 1,612,802.36 S 1,612,802.34 :ipal Share of the HST 17;t.tez -app0aa to rout coos ""Wales Oe"ien) $ 27 999 09 , . $ 27,999.09 Project Cost S 1,640,801.43 S 7,640,807.43 at Amount § 1,500,000.00 $ 1,500,000.00 I/Under eutlgat Amount ,,,-__, __