HomeMy WebLinkAboutCOD-053-10REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: December, 13, 2010 Resolution#: G1~/4'S~$~~~By-law#: N/A
Reporl#: COD-053-10 File:
Subject• CONTRACT AWARDS DURING COUNCIL RECESS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT Report COD-053-10 be received for information.
Submitted by: G~'~-~"
arie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
MM/JB/km
Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-053-10
PAGE 2
BACKGROUND AND COMMENT
In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the following
contracts were awarded during the Council Recess for Municipal Elections.
RFP2010-9, Consulting Services -Operations Department Master Plan
RFP2010-10, Architectural Services -Newcastle Fire Hall #2
RFP2010-8, Actuarial Services
CL2010-26, Kendal Drainage Improvements
CL2010-29, Energy Upgrades -Garnet B. Rickard Recreation Complex
A copy of the recommending memo's for the above noted Requests for Proposal and
tenders are attached as Schedule A to E respectively.
Attachments:
Schedule "A", Memo Re
Schedule 'B", Memo Re
Schedule "C", Memo Re
Schedule "D", Memo Re
Schedule "E", Memo Re
RFP2010-9, Consulting Services
RFP2010-10, Architectural Services -Newcastle Fire Hall #2
RFP2010-8, Actuarial Services
CL2010-26, Kendal Drainage Improvements
CL2010-29, Energy Upgrades -Garnet B. Rickard Recreation
Complex
ClaringtOn
Leading dhe Way
Date: Wednesday, September 29, 2010
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager Purchasing Services
SCHEDULE "A"
MEMO
TENDER NO. RFP2010-9 CONSULTING SERVICES -OPERATIONS DEPT. MASTER.
PLAN
Closing Date: Wednesday, September 14, 2010
1.0 BACKGROUND
The Operations Department requires the services of a consultant for, the
development of an Operations Master Plan to support and plan for future needs
over a 3 - 5 year period.
The Operations Department provided terms of reference and Purchasing
Services issued a Request for Proposal for the provision of the required service.
Purchasing Services invited known bidders and in order to increase competition,
the opportunity was advertised on the Municipal and the Ontario Public Buyers'
Association websites. A total of 26 documents were downloaded and five
responses were received and opened on September 15t".
In view of the upcoming. election and the resulting Council recess authorization is
requested to award the above contract in accordance with the Purchasing By-law
#2010-112, Part 2, Section 67 -Council recess Procedures.
2.0 ANALYSIS
Representatives from the Operations Department and Purchasing reviewed and
scored each proposal based on the criteria issued with the RFP. Three of the
five submissions achieved 'a score of 70% or higher. and were short-listed for
further consideration of price and the opportunity to present their proposal to the
evaluation committee.
CORPORATION OF THE. MUNICIPALITY OF CLARINGTON
40TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-3300
RFP2010-9 Page 2 of 3
SCHEDULE "A"
The following is a tabulation of the bids received and the standing of the 3
proposals evaluated.
BIDDER TOTAL BID Ranking
Net of HST Rebate
1 Covenco Ltd. $64
108.80 Highest
Don Mills ,
2 e o $62
686.70 Second
Con
rde ,
3 ROCG $76 218 24 Third
Bowmanville
4 LIDD Supply Chain Intelligence Did not qualify
Montreal
5 IDM Consultants
Oakville Did not qualify
3.0 FINANCIAL DETAILS
The estimated cost to complete this project is $64,108.80 (Net of HST Rebate).
The Operations Department confirms that the required funds are available as
follows:
Source of Funds: 110-36-130-83801-7401, 2008 Capital Budget, Operations
Department Master Plan as detailed in the DC Study
4.0 RECOMMENDED ACTION
In accordance with the Purchasing By-law, the Manager, Purchasing Services
has consulted with the requesting department and recommends the following:
The Manager, Purchasing Services be authorized to award the contract to
Covenco Ltd., Don Mills, in the amount of $64,108.80, including net taxes for the
provision of a Master Plan required by the Operations Department being the
highest rated bid received.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)6233379 F(905)623-3300
RFP2010-9 Page 3 of 3
SCHEDULE "A"
~,~~ ;~
~ Date
De t Head Date
~/ ~ ~ ~ U
Director o Fi nce Date
Approved b~
Administrative Office
cc:
M. Marano, Director of Corporate Services
40 TEMPERANCE
OF THE
ms's'--{ice ' <'^c~
Date
ONTARIO L7C 3A6
Concurrence:
~1111~°`COIl
Date: October 25, 2010 .
SCHEDULE "B"
REPORT MEMO
PURCHASING SERVICES
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report: PS-003-10 File#: RFP2010-10
Subject: RFP2010-10 ARCHITECTURAL SERVICES -NEWCASTLE FIRE HALL #2
1.0 BACKGROUND
At their meeting of May 31, 2010 Coundil approved the Rudell Road, Newcastle location
of the new Fire Hall and authorized staff to proceed with a Request for Proposal for the
services of an architect/design consultant.
The Emergency and Fire Services, Department provided terms of reference and
Purchasing Services issued a Request for Proposal for the provision of the required
service. Purchasing Services invited known bidders and in order to increase
competition, the opportunity was advertised on the Municipal and the Ontario Public
Buyers' Association websites. A total of 42 documents were downloaded and 15
responses were received and opened on August 31, 2010.
In view of the upcoming election and the resulting Council recess authorization is
requested to award the above contract in accordance with the Purchasing By-law #2010-
112, Part 2, Section 67 -Council Recess Procedures.
2.0 ANALYSIS
Representatives from the Emergency and Fire Services Department, Community
Services Department and Purchasing reviewed and scored each proposal based on the
criteria issued with the RFP; copy attached as Appendix "B". Three of the fifteen
submissions achieved a score of 70% or higher and were short-listed for further
consideration of price and the opportunity to present their proposal to the evaluation
committee. References for each short-listed bidder were checked and all were found to
be acceptable. A tabulation of bids received and the pricing for the 3short-listed
proposals is attached as Appendix "A".
SCHEDULE "B"
REPORT NO.: PS-003-10 PAGE 2
3.0 FINANCIAL DETAILS
The estimated cost to complete the design, tendering and construction management
portion of this project is $274,752.00 (Net of HST Rebate).
The Finance Department confirms that the required funds-are available as follows:
Development Charges $1,044,977.00
Ontario Power Generation $ 750,000.00
Federal Grant $ 21,000.00
Reserve Funds $2,684,023.00
Total $4,500,000.00
4.0
In accordance with the Purchasing By-law, the Manager, Purchasing Services has
consulted with the requesting department and recommends the following:
Following your approval as provided by Section 66 of By-law 2010-112, the Manager,
Purchasing Services be authorized to award the contract to ZAS Architectslnc., Toronto,
in the amount of $274,752.00 including net taxes for the provision of consulting and
architectural services required by the Emergency and Fire Services Department being
the highest rated bid received.
Concurrenc
~~~-~
Director of Emergency ire Services
' ~/
Director of Fin e
,~~~s%~>
L
to
~~ ~s%~
Date
Date
Approved bv:
Chief Administrative Officer Date
cc: M. Marano, Director of Corporate Services.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
~B~
APPENDIX "A"
ConsultantlArchitect BID AMOUNT INCL. LEED
REGISTRATION
(Net of HST Rebate)
ZAS Architects Inc.
752.00
$274
Toronto, ON ,
KNY - (Karp Namisniak Yamamoto Arch Inc.
Burlington, ON $275,006.40
Thomas Brown Architects Inc.
Toronto, ON $365,521.92
J.R. Freethy Architects
Bowmanville, ON
James Fryett Architects Ina
Elora, ON
Francesco Alaimo Architects Inc.
Woodbridge, ON
BBA-Barry-Bryan Architects (1991) Limited
Whitby, ON
Area Architects Rasch Eckler Associates Ltd.
Toronto, ON
Coolearth Architecture
Toronto, ON.
Jurecka & Associates Architects Inc.
Toronto, ON
Venerino V.P. Panici Architect Inc..
St. Catherines, ON
Ronald A. Awde Architect
Bethany, ON
Alex Rebanks Architects Inc.
Toronto, ON
Onespace Unlimited Inc:
Vaughan, ON
Greer Galloway Group Inc.
Peterborough, ON
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
SCHEDULE "B"
REPORT NO.: PS-003-10 PAGE 4
APPENDIX "B"
Item Criteria Rating Weight Actual Possible
(0 - 5) Score Score
PART A-PROPOSAL SUBMISSION
1 Staffing Qualifications 8 30
Qualified Staff with professional
affi liatiori/membership;
Experience of key professional staff
assigned to this agreement
2 Experience of Firm: 6 30
Depth of experience - (years in business).
Proven experience and successes in
providing similar services (Fire Hall
projects) to public agencies;
Proven experience in designing LEED 'I
facilities;
Capability to derive and implement best in
class methods and solutions;
Capability to provide additional resources if
and when re uired.
3 Approach to Methodology of Project Delivery 8 30
The proposed interest and approach of the
firm to meet the requirements;
Problem solvin skills. I
4 Ability to Complete Project in Accordance with 5 25
Schedule
Will current workload affect time required
for completion of our ro'ect
5 Proposal Quality: 3 15
Organization and clarify
Completeness and content
Overall presentation
Conflicts identified.
SUBTOTAL 130
1 Pricing/Cost: 6 30
Fees
Per Diem Rates
Additional Service Fees (Disbursements)
SUBTOTAL 30
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F. (905) 623-3330
SCHEDULE °B"
REPORT NO.: PS-003-10 PAGE 5
Item Criteria Rating Weight Actual Possible
0 - 5 Score . Score
2 References: (as provided in Schedule F) Pass Fail
Municipal government experience
Evidence of similar contracts and satisfied clients
Reference information complete (size of contract,
duration and location
Team concept and compatibility with owner
PART B -PROPONENT INTERVIEW
(if required)
1 Ability to Communicate 7 35
• Clear, concise communication
• Impression of proposal presentation
• Compatibility with municipal staff
• Clear expression of proposed methodology
and management approach
• Consistency with written proposal
2 OveralllmpressionlPresentation 5 25
• Were all questions clearly answered
• Creativity in past experience/projects
• Demonstrate a commitment to the project
3 Attention to ConcernslQuestions 6 30
• Did the team members understand the
questions/concerns
• The ability of the team members to address
questions/or concerns
4 Ability to Understand Requirements and
Identify Practical Solutions 5 25
• Did the team members understand the
requirements
• Did the team members demonstrate
problem solving skills with respect to short
and long term objectives and goals and
timelines
SUBTO TAL 115
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905) 623-3379 F (905) 623-3330
Date:
To:.
From:
Report:
November 1, 2010
SCHEDULE "C"
REPORT MEMO
PURCHASfNG SERVICES
Frank Wu, Chief Administrative Officer
Jerry Barber, Manager of Purchasing Services
PS-004-10
Actuarial Services
1.0. BACKGROUND
File#: RFP-2010=8
The Finance Department and Corporate Services Department. require Actuarial Services
on behalf of the Municipality of Clarington.
Specifications were provided and Purchasing Services issued a Request for Proposal
(RFP) for Actuarial Services. Purchasing Services invited known bidders and in order to
increase competition, advertised the RFP on both the Municipal and the Ontario Public
Buyers' Association's websites. Seventeen (17) firms downloaded the document and six
(6) responses were received and opened by the Senior Buyer, Purchasing Services.
In view of Council recess for Municipal Elections authorization is requested to award the
above contract in accordance with Purchasing By-Law #2010-112, Part 2, Section 67 -
Council Recess Procedures.
2.0. ANALYSIS
Representatives from the Finance Department, Corporate ..Services Department and
Purchasing Services reviewed and scored each proposal based on the criteria contained
within the RFP. Some of the areas on which-the submissions were evaluated were as
follows: Previous Experience, Municipal Experience, Key Personnel, Ability to Complete
the Project in Accordance with Schedule, eta
Upon completion of-the review by the Evaluation Team, the following four (4) firms where
shortlisted: Mercer, Morneau Sobeco, Eckler and Buck .Consultants. The pricing
envelopes for these four short-listed firms were opened. Below is the tabulation of the
pricing received from these firms:
"C"
BID AMOUNT
BIDDER LIST 3 year term
(Net HST rebate)
1 . Mercer, $ 36,124.80
Toronto, ON
2 Morneau Sobeco $ 36,633.60
Toronto, ON
3. Eckler Ltd, $ 23,710.00
Toronto, ON
4. Buck Consultants $ 76,320.00
Toronto, ON
Of the four short-listed firms, the following three firms were invited to meet with the
Evaluation Committee to further discuss their submission and tc clarify any questions:
Mercer, Morneau Sobeco and Eckler Ltd. These three firms were rated on the following
criteria for their presentations: Ability to Communicate; Attention to Concerns/Questions;
Overall Impression and the Ability to Understand Requirements and Identify a Practical.
Solution. References were checked and all were found to be satisfactory.
Upon the completion of the evaluation Mercer, Toronto, ON was the highest ranked
company:
3.0 FINANCIAL DETAILS
Estimated cost to complete this contract (Net of HST Rebate)
2010 -Full Valuation $ 22,896.00
2011 -Extrapolation $ 6,614.40
2012 -Extrapolation $ 6,614.40
Total Contract Value for the three year period is $ 36,124.80 (net of HST Rebate).
The Finance Department confirms that the required funds are available as follows:
• Source of Funds: Unclassified Administration- Professional fees -100-21-211-00000-
7161
Annual operating budget
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
,~
SCHEDULE "C"
REPORT NO.: PS-004-10 PAGE 3
RECOMMENDED ACTION
In accordance with the Purchasing By-law, the Manager, Purchasing Services has
cgnsulted with the requesting department(s) and recommends as follows:
Following your approval as provided by Section 66 of By-law 2010-112, the Manager,
Purchasing Services be authorized to award a contract to Mercer, Toronto, ON in the
amount of $ 36,124.80, Net of HST Rebate, for the provision of Actuarial Services being
the highest ranked submission received.
~at`kier, C.P.P.O.
Purchasing Services
Apr ved by:
~Q-~
Frank Wu, M.A.O. M.
Chief Administrative Officer
~i~-!JL , ~ /O
l
Date
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Date
~~~~ ~ ~~~
Date
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Date
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
-~ ~~~~_
y,.
arie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
c~o~~on
SCHEDULE"D"
REPORT MEMO
PURCHASING SERVICES
Date: November 15, 2010
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report: PS-006-10 File#: CL2010-26
Subject: CL2010-26 Kendal Drainage Improvements
1.0 BACKGROUND
1.1 Tender specifications were provided by AECOM Canada Ltd. for the Kendal
Drainage Improvements as required by the Engineering Department.
1.2 Tenders were advertised on the Municipality's website and the Ontario Public
Buyer's Association website. Subsequently, twelve documents were issued and six
tenders were received and tabulated as per the letter from AECOM Canada Ltd.,
Schedule "A" attached. A further tabulation of bids for Parts A and B is attached as
Schedule "B"
1.3 Tenders were prepared consisting of 2 parts. Part A being Church Street and
Regional Road 9 and Part B being Regional Road 18 Provisional. Bidders were
informed that Part A could be awarded immediately and, due to budget cohstraint,
Part B could be awarded in the spring of 2011 subject to Council approval of the
2011 Capital Budget.
1.3 In view of Council recess for Municipal Elections authorization is requested to award
the above contract in accordance with Purchasing By-Law #2010-112, Part 2,
Sectioh 67 -Council Recess Procedures.
2.0 ANALYSIS
2.1 A total of six (6) submissions were received in response to the tender call and all
submissions were deemed compliant and acceptable.
2.2 After further review and analysis of the compliant bids by the Engineering
Department, AECOM Canada Ltd. and Purchasing, it was mutually agreed that the
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET; BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
SCHEDULE "D"
REPORT NO.: PS-006-10 PAGE 2
low bidder, Behan Construction Ltd., Cobourg, ON, be recommended for the
contract for the Kendal Drainage Improvements as follows:
• That Part A of the Contract be awarded immediately with work to be completed
by year end, and
• That Part B of the Contract be held until the spring of 201.1 and be awarded only
upon approval of the 2011 Capital Budget for this project.
2.3 A copy of the recommending memos from the Department of Engineering and the
consultant AECOM are attached as Schedule "A".
2.3 The low bidder has not provided services to the Municipality in the past. .However,
references have been checked and Behan Construction Ltd. has completed a
number of projects of similar scope and value. Behan Construction Ltd. has
completed work for the Town of Cobourg, the Town of Port Hope as well as the
Municipality of Trent Hills. All references were satisfied with work completed by
Behan Construction Ltd. and would recommend them for similar projects.
2.4 Queries with respect to department needs, specifications, etc.,'should be referred to
the Director of Engineering.
3.0 FINANCIAL DETAILS
3.1 The total project cost for Part A, including tender price of $103,510.01 net of GST
Rebates, design, contract administration, contingencies and utility relocates
amounts to $159,833.79. The funding required for the project is outlined in the
memo from Engineering Services and the letter from AECOM Canada Ltd., marked
Schedule "A" and confirmed below.
3.2 Funding for this project will be drawn from the following amounts:
Total Project Value: $159,833.79
Kendal Drainage Improvements
Acct. # 110-32-340-83685-7401 $110,000.00
Unexpended Tax Levy Funding for High Street
Acct. # 110-32-330-83332-7401 $ 49.833.79
$159,833.79
Additional Funds Required $ 0.00
3.3 As the project cost is in excess of the estimate provided in Report EGD-21-10
requiring reallocation of unexpended funds from the High Street Project this report
will be included in an update report to Council in accordance with Purchasing By-law
# 2010-112, Part 67 (2).
SCHEDULE "D"
REPORT NO.: PS-006-10 PAGE 3
4.0 RECOMMENDED ACTION
4.1 THAT Behan Construction Ltd., Cobourg, ON with a total bid in the amount of
$103,510.01 (net HST rebate) for Part A, being the lowest responsible bidder
meeting all terms, conditions, and specifications of Tender CL2010-26, be awarded
the contract for Kendal Drainage Improvements as required by the Engineering
Department;
4.2 THAT the funds required in the amount of $159,833.79 (which includes $103,510.01
net of GST Rebates) for tendering, design contract administration and
contingencies) be drawn from the following accounts:
Kendal Drainage Improvements
# 110-32-340-83685-7401
Unexpended Tax Levy Funding for High Street
110-32-330-83332-7401
$110,000.00
$ 49,833.79
gw ~,S /O'
Date
Date
'Date
Approved bv:
~~
Frank Wu, Chief Administrative Officer
~~ / S f o
Date
Attachments:
Schedule "A" -Bid Tabulation
Schedule "B" -Memo from Engineering Services
cc: M. Marano, Director, Corporate Services
Jerry B~e>~fVl na tiger, Purchasing Services
SCHEDULE "A"
SCHEDULE "D°
7
~~ ~ ending the Wrsy
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Design
DATE: November 10, 2010
RE; Kendal Drainage Improvements, CL2010-26
OUR FILE: CED.Kendal.l
The Engineering Services Department has reviewed the recommendation provided by
AECOM and offers the following comments:
We concur with the recommendation to award Part A of the contract to Behan
Construction Ltd. Award of Part B of the contract will be subject to Council approval of
the 2011 Capital Budget sometime in early 2011. The contract amount for Part A is
$101,719.74 exclusive of taxes and the total inclusive of the HST of $13,223.57 is
$114, 943.31.
Based on the $101,719.74 award amount for Part A, Clarington's net HST obligations of
$1,79D.27 and estimated contingency amount of approximately 6% ($6,489.99) based
on the straight forward nature of the work total project construction costs are estimated
at $110,000.00, In addition to the construction related costs there were costs far design,
permit and tender preparation, relocation of 3 hydro poles and relocation of roughly 300
m of Bell fiber optic cable in order to accommodate the ditching works on Regional
Road 9. Below is a summary of the total project costs:
Part A Construction Value $101,719.74
Net HST (@1.76%) on Part A $1,790.27
Contingencies 6 489.99
Sub-Total Construction $110,000.00
Hydro One Relocation $8,684.64
Bell Relocation $32,155.41
Design, Permits and Tendering $8,171.83
Net HST (@1.76%) 861.91
TOTAL PROJECT COSTS $159,833.79
At the time that Report EGD - 21-10 was prepared the concepts and costing were of a
preliminary nature and during detailed design the need to relocate Hydro One poles and
Bell cable were identified in order to accommodate the additional ditch depth associated
with the drainage improvement proposal. These relocation costs were in excess of what
was anticipated in preliminary costing prepared for the initial concepts outlined in Report
EGD-21-10. Report EGD-21-10 was prepared to provide various alternatives to address
Kendsd Drainage Improvements
CED.I<ondal.1
SCHEDULE "A"
November 10, 2010
SCHEDULE "D"
concerns raised by Kendal residents over what they felt was excessive overland flow
drainage coming from lands west of Church Street.
In order to cover the shortfall of funding it is recommended that unexpended funds from
the High Street reconstruction account be reallocated to the Kendal drainage
improvements. The works on High Street are completed with some minor extra work
orders to be processed but based on fhe quantities completed to date, reallocation of the
Region of Durham's share of the road construction costs related to their servicirig, a
better than expected cost for gas relocation and very little contingency costs it is
estimated that approximately $75,000.00 will be unexpended from account 110-32-330-
330-83332-7401 which we recommend $49,833.79 of which be reallocated to fund the
balance of the Kendal Drainage Improvement works.
The engineering department advises the following Municipal breakdown for fhe above
referenced project for Part A only:
Project Breakdown
Total Project Value $ 159,833.79
Budget Amount
Kendal Drainage Improvements $ 110,000.00
110-32-340-83685-7401
Unexpended Taxy Levy Funding for High Street $ 49,833.79
110-32-330-83332-7401
$ 159,833.79
Additional Funding Required $ 0.00
We recommend the staff award of this contract move forward based on the above
funding allocations.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
-~
`~~~ /~
Ron Albright, P. Eng.
Manager, Infrastructure
/ra
Attachment
Capital Works
Pc: Nancy Taylor, Director of Finance
- -~ A.S. Cannella, Director of Engineering Services
LiEngAdminlfJ~FPAUS 20fOV\Ibri;tltt171 Oa 10.1(endal nrainaga Improvemrrn[s.CL'20'1016.C;ED.1<endal, t.doc
SCHEDULE"D"
SCHEDULE "A"
®~®
AECOM 9053722121 tel
61301vision Street 9053723621 Fax
Cobourg, Ontario I(9A 5G6
www.eecom.com -
November 5, 2010
Mr. A. S. Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperande Street
BOWMANVILLE, Ontario L1C 3A6
Dear Sir:
Project No: 60146.661
Regarding: Kendal Drainage Improvements,
Contract No. CL2010.28 (the "Contract"), Municipality of Clarington.
Tenders for the above project were opened at the Municipal Office on Thursday, November 4, 2010
at 2:15p.m. A list of the bids received is provided in the table below. All numbers are exclusive of
HST.
`BI4PER , ' . ' TQ7AL`BID
Behan Construction Ltd. $210,193.40
COBOURG, Ontario
Iron Trio Inc. $247,132.52
CONCORD, Ontario
Drain Bros. Excavating Ltd: $250,295.00
NORWOOD, Ontario
Hard-Co Construction Ltd. $258,000.00
WHITBY, Ontario
Ron Robinson Ltd, $278,575.16
BOWMANVILLE, Ontario
Peninsula Construction Inc. $327,557.92
FONTHILL, Ontario
6a1dga81- W ra As.eanneYa. eL2010.26 TeMerAxaN Lc1lecDOE
SCHEDULE "D°
SCHEDULE"A"
Gili_{1~.~~V/~I Pa9e2
Novemher r, 2010
The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all
bids to confine compliance with the Clarington Purchasing By-Law and all bids were deemed
compliant. AECOM Canada Ltd. ("AECOM") has reviewed the three lowest bids and confirmed the
bid values noted above. Behan Construction Ltd. is the lowest bidder. Its submitted tender has been
reviewed and was confirmed to be compliant.
As requested by the Purchasing Department, references were checked only for tho lowest bidder.
Behan Construction Ltd, has completed a number of projects of similar scope and value including
work for the Town of Cobourg, the Municipality of Port Hope, and the Municipality of Trent Hills. Staff
contacted at the above references stated that Behan Construction Ltd. has completed the work to
specification and fo their satisfaction.
Addendum 1 of the Contract noted that the Contract will be awarded based on the total tender value
for both Parts A and B. Part B shall be awarded In 2011 subject to Council approval in March of
2011. The costs associated with the Behan's bid for Part A are summarized below.
Part A Tender Value $101,719.74
HST (1.76% Non-Refundable Portion) $ 1,790.27
Continctencies $ 648999
Total $110,OD0.00
With the low bid from Behan Construction Ltd. for Part,A, and other associated project costs noted
above, the project is within budget. Should funding be available, it Is our opinion, based on the input
provided by the references contacted regarding performance on previous projects, that the bid for
Part A in tho amount of $901,719.74 (exclusive of HST) may be awarded to Behan Construction Ltd.
of Cobourg, Ontario subject to all provisions of the Clarington Purchasing Bylaw heing met:
Bid. Cheques or Bid Bonds shall be retained for Behan Construction Ltd. and Iron Trio Inc., the
second low bidder, until [he Contract has been executed.
Should you have any questions regardirig this matter, please contact the undersigned.
Sincerely,
AGCOM Canada LYd.
W. McCrae, P.Eng.
Manager, Cobourg Office
will.mccrae r~Uaecom.cam
WM:cs
Encl.
cc: Mr, Ron FllGrigNl, P.Eng., Manager of h~fraslructure and Capllal Works, Municipality of Clarington
6VId0961-el Ta A.S.Cnar,eVU. Ll201V~161 mJm/,rmW Lellac0oc
SCHEDULE "D"
SCHEDULE"B"
THE MUNICIPALITY OF CLARINGTON
TENDER CL2010-26 KENDAL DRAINAGE IMPROVEMENTS
BID TABULATION
Bid"tl~ers Name. ~~ Pait~A `-.Part B
~'" °~'~ '~
' '"
"{ "~ Net'ofHSTRebate
N
t of HST Rebat
-
.•. e
e
Behan Construction Ltd. $103,510.01 $110,382.80
COBOURG, Ontario
Drain Bros. Excavating Ltd. $114,117.29 $140,582.90
NORWOOD, Ontario
Hard-Co Construction Ltd. $130,252.80 130,252.80
WHITBY, Ontario
Iron Trio Ina $130,863.87. $120,618.18
Concord
Ron Robinson Ltd.,
Bowmanville $145,054.80 $138,423.28,
Peninsula Construction Inc. $161,080.18 $172,242.76
FONTHILL, Ontario
SCHEDULE "E"
CIr~L1Il~b°l0Il REPORT MEMO
PURCHASING SERVICES
Date: November 29, 2010
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report: PS-007-10 File#: CL2010-29
Subject: CL2010-29 Energy Retrofit -Mechanical and Electrical Upgrade at
Garnet B. Rickard Recreation Complex
1.0 BACKGROUND
1.1 Tender specifications were provided by the consultant, Efficiency Engineering Inc.,
for the Energy Retrofit at Garnet B. Rickard Recreation Complex involving
mechanical and electrical upgrades as required by Community Services Department.
1.2 Tenders were advertised on the Municipality's website and the Ontario Public
Buyer's Association website. Subsequently, thirty- two documents were issued and
four tenders were received and tabulated as per Schedule "A" attached.
1.3 Separate pricing was requested for the inclusion of shower columns for the dressing
rooms on Pad A side. This was requested as optional pricing to determine if there
was funding available to proceed with this additional work.
1.4 In view of Council recess for Municipal Elections authorization is requested to award
the above contract in accordance with Purchasing By-Law #2010-112, Part 2,
Section 67 -Council Recess Procedures.
2.0 ANALYSIS
2.1 A total of four (4) submissions were received in response to the tender call and
three submissions were fully compliant with the fourth submission for Canadian
Tech Air Systems Inc. being non-compliant as to the completion date required for
this project.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
SCHEDULE "E"
REPORT NO.: PS-007-10 PAGE 2
2.2 After further review and analysis of the bids by the Community Services
Department, Efficiency Engineering Inc. and Purchasing, it was mutually agreed
that the low compliant bidder, Prairie Plumbing Ltd., Oshawa, ON, be
recommended for the contract for the Energy Retrofit, Mechanical & Electrical
Upgrades at Garnet B. Rickard Recreation Complex.
2.3 A copy of the recommending memo from the consultant, Efficiency Engineering Inc.
is attached as Schedule "B".
2.4 The low bidder has provided services to the Municipality in the past. Efficiency
Engineering verified references included with their tender submissions and found
that they had provided satisfactory service to the provided references.
2.5 Given the availability of funding the shower columns for the dressing rooms on Pad
A have been included in the scope of work.
2.6 Queries with respect to department needs, specifications, etc., should be referred to
the Director of Community Services.
3.0 FINANCIAL DETAILS
3.1 This project is part of the approved Building Canada Fund, Communities Component
- Intake 2 program and the mechanical and electrical upgrade portion of the Energy
Retrofit is within the allotted budget.
3.2 Funding for this project will be drawn from the following account:
RRC Energy Retrofit
Acct. # 110-42-421-84258-7401 $367,258.00
4.0 RECOMMENDED ACTION
4.1 THAT Prairie Plumbing Ltd., Oshawa, ON with a total bid in the amount of
$367,258.00 (net HST rebate), being the lowest responsible bidder meeting all
terms, conditions, and specifications of Tender CL2010-29, be awarded the contract
for the Energy Retrofit -Mechanical and Electrical Upgrade at Garnet B. Rickard
Recreation Complex as required by the Community Services Department;
4.2 THAT the funds required in the amount of $ 367,258.00 (net of HST Rebates) be
drawn from the following account:
RRC Energy Retrofit
Acct. # 110-42-421-84258-7401 $367,258.00
SCHEDULE "E"
REPORT NO.: PS-007-10 PAGE 3
Recommended bv:
Jerry Barbef~`.M~ag rere Purchasing Services
unity Services
A roved b
Frank Wu, Chief Administrative Officer
Attachments:
Schedule "A" -Bid Tabulation
Schedule "B" -Memo from Engineering Services
e Date .
d/~?.~ U 3 ~'~
' Date
~o~ -~~~o
Date
V ~ ~'/
Date
cc: M. Marano, Director, Corporate Services
SCHEDULE "E"
SCHEDULE"A"
THE MUNICIPALITY OF CLARINGTON
TENDER CL2010-29 ENERGY RETROFIT- MECHANCIAL & ELECTRICAL
AT GARNET B. RICKARD RECREATION COMPLEX
BID TABULATION
BIDDER TOTAL BID Bid With Option A Included
Net HST rebate (Net HST Rebate)
Prairie Plumbing and Heating
Limited $337,967.00 $367,258.00
Oshawa, ON
Canadian Tech. Air Systems
Inc. - CTAS $358,769.00 $388,769.00
Scarborou h, ON
Ferguson Electric
Cobourg, ON $447,000.00 $470,000.00
Viridian Automation Inc.
Oakville, ON $492,000.00 Option 'A' not available
~~ EFFICIENCY
1~ ENGINEERING www.ee-solutions.mm
I N C O R P O R A T E D
SCHEDULE "E"
Mechanical and Electrical Engineers specializing in building retrofit and energy management.
November 26, 2010
Corporation of the Municipality of Clarington
40 Temperance St.
eowmanville, ON
L1C 3A6
To: Sandra McKee, Senior Buyer
CC: George Acorn, Manager of Facilities
Re: Bidder Selection - CL2010-29 Enerav Retrofit Mechanical/Electrical Uoarades
ant Garnet 8. Rickard Recreation Comolex Closure date • 18 November 2010
tom
1. I recommend that Prairie Plumbing Limited be contracted for this project;
2. My selection of Prairie Plumbing Ltd was based on the following criteria:
a. Their bid was the lowest of the 4 received far this tender and met our established
budget for this work. The next lowest bid to Prairie Plumbing, from CTAS, was also
attractive but could not meet the required project completion date. The other two bids
received were over $100k higher than the Prairie Plumbing cost;
b. Their bid included all of the mandatory response requirements namely:
i. Schedule E-Tender Form (revised)-2 pages;
ii: 3 References-1 page;
iii. Contractor's Qualification Statement-2 pages;
iv. Bid Bond (in amount of $50,000) -1 page;
v. Schedule F - Agreement to Bond -1 page;
vi. Receipt of four addendums issued -8 pages
vii. WSIB Certificate of Clearance -1 page;
viii. Agreement To Performance and Labour & Material Payment Bond (in the
amount of 100%) - 1 page;
c. In the response Prairie Plumbing Ltd committed to a project completion date that met
our required date (March 31, 2011).
tiM1Ciency Engineering Inc. ph: 519 6249965 Page 2 of 6
4205heltlon Drive, Suite 263, Cambridge, ON, NIT 2H9 h: 5196249316 PS-OW-16 Energy Retroft Mechanical&Electrical6BRRC
~~EFFICIENCY
,~ ENGINEERING www.ee-solutions.com
1 N C O R P O R A T E O
SCHEDULE "E"
Mechanical and Electrical Engineers specializing in building retrofit and energy management.
3. Reference checks I conducted on behalf of the Municipality indicate that this contractor is
capable of producing high quality work. There were some concerns raised regarding their ability
to complete work on time. This will be included on my risk plan and, if properly managed by our
team, can be mitigated so that the work is done by March 31, 2011.
4. I expect that Prairie Plumbing Ltd shall be able to complete the work required to the applicable
professional standards and within the amount quoted.
5. For your consideration
~~
Andrew Epp, P.Eng, PMP
Project Manager
Efficiency Engineering
Ettidency Engineering inc. ph: 5196249965 Page3 of6
4209heldon Drive, SUite 203, Cambridge, ON, N1T2H9 fx: 5196249316 PS-00]-10 Energy Retrofit Mechanical&Electrical GBRft[