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Home My WebLink AboutCOD-056-07 Clw:illgtnn Report 1/2 REPORT CORPORATE SERVICES DEPARTMENT Report #: COD-056-07 File#_ By-law # Meeting: COUNCIL Date: December 10, 2007 Subject: Tender CL2007-43, Guide Rail Installation Recommendations: It is respectfully recommended to Council the following: 1. THAT Report COD-056-07 be received; 2. THAT Peninsula Construction Inc, Fonthill, Ontario with a total bid in the amount of $98,174.74 (excluding G.S.T.), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2007-43. be awarded the contract for the Guide Rail Installation as required by the Operations Department; 3. THAT the total funds required in the amount of $118,033.77 ($98,174.74 tender plus consulting, contingencies, emergency work and administration) be drawn as follows: a) $45,000.00 from 2007 Capital Budget for Guide Rail Installation Account # 110- 36-330-83639-7401 ; b) $39,714.95 from the 2006 Capital Budget for Asphalt Resurfacing Account # 110- 32-330-83212-7401 ; c) $33,318.82 from Municipal Capital Works Reserve Fund; and 4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to execute the ne ssary agreement be approved. Submitted By: AS. Cannel a Direc~( of Engineering Services Reviewed bY:(/) ;.....e~ ~ Franklin Wu, Chief Administrative Officer Submitted by: Submitted by: Fr 0 , MR, RRFA, Director of Operations MMlLABINnFHlkm - PAGE 2 REPORT NO.: COD-OS6-07 BACKGROUND AND COMMENT Tender specifications were provided by Totten Sims Hubicki Associates for the Guide Rail Installation within the Municipality of Clarington, as required by the Operations Department. subsequently, tenders were advertised and received as per Schedule "B" attached. The 2007 Guide Rail Installation tender included a guide rail installation that was not included in the 2007 Capital Budget. Municipal staff were out doing routine inspection on the 2006 asphalt resurfacing contract and noticed a safety concern in regards to the guide rail and the road. Staff are doing due diligence in including this guide rail installation in the 2007 tender. The total project cost of $118,033.77 including Project Administration will be funded from the 2007 Guide Rail Capital Budget in the amount of $45,000.00, $39,714.95 from the unspent funds of the 2006 project for Asphalt Resurfacing, and $33,318.82 from the unspent funds of the 2006 Guide Rail project that was transferred to the Municipal Capital Works Reserve Fund at the 2006 year end. The 2006 Asphalt Resurfacing Phase 2 project required additional funds in the amount of $595,000.00 and Council approved that the additional funds be allocated from the MOVE Ontario Funds received from the Province in 2006. At present, the 2006 Asphalt Resurfacing project is near completion and there is unspent funds of $95,000.00 which is the MOVE Ontario funds that were previously allocated. It is recommended that $39,714.95 of the unspent MOVE Ontario funds from the 2006 Asphalt resurfacing project be used for the 2007 Guide Rail project and the remaining unspent funds of $55,285.00 of the MOVE Ontario from the 2006 Asphalt resurfacing project be transferred to the capital deferred revenue account. The MOVE Ontario funds are a one time grant from the Province in 2006 for municipalities to use on its road infrastructure. The Guide Rail Installation project in the 2006 Capital Budget was completed in 2006 and the remaining funds of $35,006.00, was transferred to the Municipal Capital Works Reserve Fund in accordance with the approved report #TR-79-00, Capital Fund Accounting System. It is recommended that $33,318.82 of the unspent funds of the 2006 Guide Rail project transferred to the Municipal Capital Works Reserve Fund be used for the 2007 Guide Rail project. -- REPORT NO.: COD-056-07 PAGE 3 The low bidder has previously performed similar satisfactory work for the Municipality of Clarington in 2005 and 2006. The Director of Finance has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc., should be referred to the Director of Operations. After further review and analysis of the bids by the Operations Department, Totten Sims Hubicki Associates and Purchasing, it was mutually agreed that the low bidder, Peninsula Contracting Inc., Fonthill, Ontario, be recommended for the contract of Guide Rail Installations. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 - Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2007- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Peninsula Contracting Inc., Fonthill, Ontario, to enter into an agreement for Guide Rail Installation. 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 with the Corporation Seal, a contract between, Peninsula Contracting Inc., Fonthill, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "An form part of this By-law. By-law read a first and second time this day of ,2007. By-law read a third time and finally passed this day of ,2007. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk -- . TIH SCHEDULE -S'" engineers architects planners Totten Sims Hubicki Associates 300 Water Street Whitby, Ontario, Canada 11 N 9J2 1905} 668-9363 Fax: 1905) 668.0221 E-mail: tsh@tsh.ca WWW.tsh.ca November 26th, 2007 Municipality of Clarington 40 Temperance Street Bowmanville, Ontario LlC 3A6 Attention: Mr. J. Barber, C.P.P.O. Purchasing Manager No. Tender I. Peninsula Construction Inc., Thornhill 2. Powell (Richmond Hill Contractin Limited, Gormle 3. Atlas Fence West Inc., Mississau a The En . eer's Estimate was Note: Total Tender Amount excludes 6% GST Total Tendered Amount $98,174.74 $127,448.00 $170,901.00 $ 175,071.00 Dear Sir: Re: Guiderail Installations Tender No. CL2007-43, Municipality of Clarington TSH Project No. 42-65106 Tenders for the Municipality of Clarington Tender No. CL2007-43, were received and opened on Thursday, November 8th, 2007. The following is a summary of the three (3) tenders received: The tenders appear to be arithmetically correct and complete, complying with the general tendering requirements. Neither Powell Contracting Limited nor Atlas Fence West Inc. provided a NEER or CAD-7 rating. Peninsula Construction Inc. provided both. Peninsula Construction Inc. has done the guide rail contract for the Municipality of Clarington for the last several years. They have knowledgeable staff, proper equipment and have completed past projects on schedule and on budget. There have been no unwarranted claims for extra work. Staff are easy to work with. In this regard, we have no reason to believe that Peninsula Construction Inc., Thornhill is incapable of performing the contract works. SCHEDULE "B" . 2 Municipality ofClarington Mr. J. Barber, C.P.P.O. November 26, 2007 Total $98,174.74 $5,203.26 $4,655.77 $10,000.00 $118,033.77 All costs are exclusive of GST. The contract work was tendered in parts representing the various components of the work and includes the following: PART A-CULVERT 99125 Part A provides for the installation of approximately 255 m of steel beam guiderail, including extruder end treatments and entrance end treatments at Culvert 99125 located on Townline Road between Durham Regional Road 3 and Concession Road 9. PART B - CULVERT 99521 Part B provides for the installation of approximately 30.5 m of steel beam and thrie beam guiderail, including eccentric end treatments and additional shouldering at Culvert 99521 located on Concession Road 6 between Leask Road and Langmaid Road. PART C - CULVERT 98043 Part C provides for the installation of approximately 40 m of steel beam and thrie beam guiderail, including extruder end treatments and entrance end treatments at Culvert 98043 located on Reid Road between Concession Road 4 and Concession Road 5. The contract is open for acceptance for a period of ninety (90) days after the tender closing date of November 8th, 2007. The contract work is scheduled for completion by December 21", 2007. We recommend acceptance of the low tender and award of a contract to Peninsula Construction Inc., Thornhill. Please advise if you require additional information to supplement the above. be satisfactory, I remain, TRP/gc L:\PROJECTS\42-6\42-65'42-65106 Clarington Operations 2006 Tendering\42-65106 Clarington Operations 2006 Tendering\Culvert Guiderail\Tender Report. November 26. 2007.doc c.c. Mr. 1. Postill, C.E.T. VH -