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Home My WebLink AboutCOD-005-20Clarington 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: Joint Committees Date of Meeting: April 6, 2020 Report Number: COD-005-20 Submitted By: Marie Marano, Director of Corporate Services Andrew C. Allison, Reviewed By: CAO Resolution#: JC-023-20, C-164-20 File Number: CL2020-3 By-law Number: Report Subject: North Scugog Court Reconstruction Recommendations: 1. That Report COD-005-20 be received; 2. That Nick Carchidi Excavating Ltd. with a total bid amount of $886,718.48 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2020-3 be awarded the contract for the North Scugog Court Reconstruction as required by the Engineering Services Department; 3. That the total funds required for this project in the amount of $1,023,300.00 (Net HST Rebate), which includes the construction cost of $886,718.49 (Net HST Rebate) and other costs including design, material testing, utility daylighting, inspection, contract administration, permit fees and contingencies in the amount of $136,581.51 (Net HST Rebate) is in the approved budget allocation as provided and will be funded from the following accounts; Description Account Number Amount North Scugog Court Reconstruction - Dan Sheehan Lane to Concession Rd 3 110-32-330-83358-7401 679,500. (Prior years and 2020) North Scugog Court Reconstruction - Dan Sheehan Lane to Concession Rd 3 110-32-330-83358-7402 343,800 Region of Durham Recovery 4. That the contract award be subject to the Region of Durham receiving approval for the funding required to complete their portion of work for this project; and Municipality of Clarington Page 2 Report COD-005-20 5. That all interested parties listed in Report COD-005-20 and any delegations be advised of Council's decision. Municipality of Clarington Report COD-005-20 Report Overview Attachment 1 Page 3 To request authorization from Council to award the contract for the work as required for the reconstruction of North Scugog Court. The reconstruction of the road includes but is not limited to work to sanitary sewer, watermain, storm sewer installation, road urbanization, sidewalk installation and drainage improvements. 1. Background 1.1 Tender specifications for the reconstruction of North Scugog Court including work to sanitary sewer, watermain, storm sewer installation, road urbanization, sidewalk installation, drainage improvements, etc. were prepared by the Engineering Services Department and provided to the Purchasing Services Division. 1.2 Tender CL2020-3 was prepared and issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. Twenty-three Companies downloaded the tender document. 1.3 The Tender closed February 19, 2020. 2. Analysis 2.1 Eight bids were received in response to the tender call. 2.2 Of the companies who downloaded the tender documents but chose not to submit pricing: • Two companies downloaded as potential subcontractors for the project; • Two companies were unable to meet our schedule due to their current workload; • One company decided that they were not able to quote competitively after reviewing the specifications; • One company downloaded out of interest due to the area in which the work was occurring; and • Nine companies did not respond to our request for information. 2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All eight submissions were deemed compliant. 2.4 The results were forwarded to the Engineering Services Department for their review and consideration. Municipality of Clarington Report COD-005-20 Page 4 2.5 After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Nick Carchidi Excavating Ltd.be recommended for the award of tender CL2020-3 (see Attachment 2). 2.6 Nick Carchidi Excavating Ltd. has successfully completed work for the Municipality in the past. 3. Financial 3.1 The total funds required for this project in the amount of $1,023,300.00 (Net HST Rebate), which includes the construction cost of $886,718.49 (Net HST Rebate) and other costs including design, material testing, utility daylighting, inspection and contract administration, permit fees and contingencies in the amount of $136,581.51 (Net HST Rebate) is in the approved budget allocation as provided and will be funded from the following accounts; Description Account Number Amount North Scugog Court Reconstruction - Dan Sheehan Lane to Concession Rd 3 110-32-330-83358-7401 $679,500 (prior years and 2020) North Scugog Court Reconstruction - Dan Sheehan Lane to Concession Rd 3 110-32-330-83358-7402 343,800 Region of Durham Recovery 3.2 The award is subject to the Region of Durham receiving approval for the higher than the anticipated costs for their portion of the contract which consists of the sanitary sewer main line extension and associated servicing of the new watermain services as well as 25% of the road reconstruction items. The Region of Durham will be proceeding to Regional Council with a report for the reallocation of funding to fund their portion of this project. Therefore, award of this project will be dependent on the Region of Durham obtaining approval to reallocate funds to proceed. 3.3 The Municipality's portion of the work is within both the construction estimate and the funding which the Municipality has dedicated to this project. 4. Concurrence This report has been reviewed by the Director of Engineering Services who concurs with the recommendations, and the Director of Finance has signed off approval to the financial components of this report. Municipality of Clarington Page 5 Report COD-005-20 5. Conclusion It is respectfully recommended that Nick Carchidi Excavating Ltd. being the lowest compliant bid be awarded the contract for the North Scugog Court Reconstruction in accordance with all the terms, conditions specifications, drawings and addenda of tender CL2020-3. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Bid Summary Attachment 2 — Recommendation Memo from Engineering Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Attachment 1 Report COD-005-20 Page 6 Municipality of Clarington CL2020-3 North Scugog Court Reconstruction Bid Summary BIDDER Total Bid (including HST) TOTAL BID (Net HST Rebate) Nick Carchidi Excavating Ltd. $984,661.85 $886,718.48 Coco Paving Inc. $1,020,396.55 $918,898.70 Hard -Co Construction Ltd. $1,064,087.67 $958,243.90 Primrose Contracting Ontario Inc. $1,158,443.68 $1,043,214.42 Ratcliff Excavating & Grading Inc. $1,204,492.25" $1,084,682.58 Dufferin Construction Company $1,281,177.05 $1,153,739.62 Blackstone Paving & Construction Ltd. * $1,445,448.09* $1,301,670.77 GFL Green For Life Environmental * $1,626,443.92 $1,464,663.12 Note: * Denotes an addition error within the submission. Orin CIMMgtoll Attachment #2 - COD-005-20 Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Robert Brezina, Capital Works Engineer Date: March 5, 2020 Subject: CL2020-3 — North Scugog Ct. Reconstruction File: CRC.NorthScugogCt The Engineering Services Department has reviewed the submissions for CL2020-3 and offers the following comments. Road Limits Description North Scugog Ct. From Dan Sheehan Lane to North Reconstruction of the road Terminus (south of Concession inclusive of sanitary sewer, Road 3) watermain, and storm sewer installation, road urbanization, sidewalk installation, drainage improvements, etc. The low bidder on this contract was Nick Carchidi Excavating Ltd. Based on past experience with this contractor, we recommend award of the contract to Nick Carchidi Excavating Ltd. in the amount of $984,661.85 inclusive of HST, or $886,718.48, net of HST rebate. A total contingency amount of approximately 12.0% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 8.8% of the construction cost, so 3.2% of construction costs have been carried to bring the contingency to the required 12.0%. Therefore, including other costs such as design, material testing, utility daylighting, inspection and contract administration, permit fees, contingencies, and net HST costs, the Engineering Department advises of the following funding: Page 11 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379 File No.: CRC.NorthScuaoaCt Construction (net of HST) (Based on Low Bid) $886,718.49 Other costs (net of HST) $136,581.51 Total Project Value $1,023,300.00 Budget Amount: • North Scugog Crt. Reconstruction (Dan Sheehan Ln to $679,500.00 Conc Rd 3) 110-32-330-83358-7401 • North Scugog Crt. Reconstruction (Dan Sheehan Ln to $343,800.00 Conc Rd 3) Region of Durham Recovery* 110-32-330-83358-7402 Total $1,023,300.00 *Note that the Region of Durham Recovery costs are higher than the anticipated costs that the Region of Durham had budgeted for. As such, the Region of Durham will be required to proceed to Regional Council with a report for the reallocation of funding to fund their share of this project. Therefore, this project cannot be formally approved and awarded until such a time that Regional Council has approved a reallocation of funding to contribute the recovery portion of this project. Based on the 2011, 2016, 2019, and 2020 Budget allocations for this project as well as for continuity, cost efficiencies, and maintaining project schedule, D.G. Biddle will complete the inspection and contract administration. This is important to have the design consultant available during construction to address any changes that may be required and to provide stamped as -constructed drawings at the completion of the project. Considering all project costs, there is sufficient funding available and the Engineering Department recommends that the Purchasing Department move forward with award of the contract based on the above apportionments and once Regional approval for reallocation of funding has been received.. Should you have any further questions, please feel free to contact the undersigned. Page 12 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1C 3A6 1 905-623-3379 File No.: CRC.NorthScugogCt Regards, Robert Brezina Capital Works Engineer O Pc: Trevor Finn, Director of Finance Marie Marano, Director of Corporate Services R. 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