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HomeMy WebLinkAboutCOD-011-11CORPORATE REPORT SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 18, 2011 Resolution#: 6'pl4-3a1-// By-law#: NIA Report: COD-011-11 File#: Subject: CL2011-4, HORSEY STREET RECONSTRUCTION & CARLISLE AVENUE RECONSTRUCTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-011-11 be received; 2. THAT Eagleson Construction, Millbrook, ON with a total bid in the amount of $1,219,641.03 (net HST rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2011-4, be awarded the contract for Horsey Street Reconstruction & Carlisle Avenue Reconstruction as required by the Engineering Department; 3. THAT the funds for Clarington's portion required in the amount of $841,000.00 (which includes $1,198,546.61 tender, design, contract administration, contingencies and net HST costs less Region of Durham costs) be drawn from the following accounts: Horsey Street Reconstruction Account # 110-32-330-83274-7401(2009&2010 Budgets) $451,000.00 Carlisle Avenue Reconstruction Account#110-32-330-83348-7401(2010&2011 Budgets) $390,000.00 Total Clarington Project Costs $841,000.00 4. THAT the tender award be subject to the approval of the Regional Municipality of Durham for Regional infrastructure; and REPORT NO.: COD-011-11 PAGE 2 5. THAT the Mayor and the Clerk be authorized to execute the necessary agreement. Submitted by: arie Marano, H.B.Sc., C.M.O., Directo of Corpora a Se ices Nancy T lor, B .A., C.A., Director of Finance Reviewed by: ~J ~~C{, Franklin Wu, Chief Administrative Officer MMIJDBVkm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 REPORT NO.: COD-011-11 PAGE 3 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Horsey Street Reconstruction & Carlisle Avenue Reconstruction as required by the Engineering Department. 1.2 Tenders were advertised in the Daily Commercial News, as well as electronically on the Municipality's website and the Ontario Public Buyer's Association website. Subsequently, tenders were received and tabulated as per the letter from AECOM Canada Ltd., Schedule "A" attached. 2.0 ANALYSIS 2.1 A total of five (5) submissions were received in response to the tender call and all five were deemed compliant. 2.2 After further review and analysis by the Engineering Department, AECOM Canada Ltd. and Purchasing, it was mutually agreed that the low bidder, Eagleson Construction Ltd., Millbrook, ON, be recommended for the contract for the Horsey Street Reconstruction & Carlisle Avenue Reconstruction. 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 provided services to the Municipality in the past and has performed satisfactorily. References were also checked and Eagleson Construction has completed a number of projects of similar scope and value for the Region of Durham and the Municipality of Tweed. All references were satisfied with work completed by Eagelson Construction, and would recommend them for similar projects. REPORT NO.: COD-011-11 PAGE 4 2.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. 3.0 FINANCIAL 3.1 The total project cost, including tender price of $1,219,641.03 design contract administration, contingencies and utilities amounts to $1,639,000.00 (Net of HST Rebate) and includes the Region of Durham's costs for the project. The detailed funding required for the project is outlined in the memo from Engineering Services and the letter from AECOM Canada Ltd., marked Schedule "A" and summarized below. 3.2 Funding for this project will be drawn from the following: Department and Account Number Engineering Department -Capital Budget Clarington Costs Horsey Street Reconstruction Account# 110-32-330-83274-7401(2009&2010 Budgets) $451,000.00 Carlisle Avenue Reconstruction Account #110-32-330-83348-7401(2010&2011 Budgets) $390.000.00 Total Clarington Project Costs $841.,000.00 Region of Durham Costs Horsey Street Reconstruction Sanitary Sewer Costs $229,000.00 Watermain Costs $181,000.00 Carlisle Avenue Reconstruction Sanitary Sewer Costs $187,000.00 Watermain Costs $201.000.00 Total Region of Durham Project Costs $798,000.00 Combined Total Project Costs $1,639,000.00 REPORT NO.: COD-011-11 PAGE 5 4. INPUT FROM OTHER SOURCES 4.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. 4.2 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments and circulated as follows: Concurrence: Director of Engineering Attachments: Schedule "A" -Memo from Engineering Services & Letter from AECOM Canada Ltd. SCHEDULE "A" Clar.~ngto~ teadtag etir way MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: April 11, 2011 RE: Horsey Street and Carlisle Avenue Reconstruction, Bowmanville CL2011-04 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. Since 2001 the Municipality of Clarington has had a plan in place to renew the aging infrastructure in the Old Bowmanville neighbourhood which is generally bounded by Wellington Street, Concession Street and Liberty Street. Since that time all of the streets in the neighbourhood have been reconstructed with the exception of Lovers Lane, Carlisle Avenue and Horsey Street which are scheduled for reconstruction this year. Prior to completing the design and tendering the work for Horsey Street and Carlisle Avenue, two Public Information Centres were held on March 30, 2010 and February 17, 2011 to review the projects with the public and to get their input regarding the proposed works. 33 people attended the first information centre which dealt with preliminary design for Horsey Street, Carlisle Avenue and Lovers Lane and 16 people attended the second information session which provided more detailed design information. Generally the feedback was positive regarding the replacement of the aging infrastructure and the public provided some additional insight to localized issues of concern, many of which have been addressed through the final design, such as drainage, improved sidewalks, tree planting to name a few. One concern raised by area residents was that of speeding on Carlisle Avenue. This matter will be monitored post construction and if remedial measures are warranted action can be taken prior to the surface lift of asphalt being placed in 2014. Upon completion of the works Horsey Street and Carlisle Avenue will be reconstructed to an urban standard with concrete sidewalks, curb and gutter, storm sewers, asphalt pavement and street trees. In addition the Municipality of Clarington is working in cooperation with the Region of Durham on this project and they will be replacing their water and sanitary servicing on both Horsey Street and Carlisle Avenue. All of the infrastructure improvements are in keeping with the guidance for the neighbourhood as outlined in the 2001 "Old Bowmanville Neighbourhood Streetscape and Infrastructure Implementation Plan. Horsey St. & Carlisle Ave. Reconstruction 2 April 11, 2011 SCHEDULE "A" w~ ~~iiwi wnn r+cwiw s recommendation to award the contract to Eagleson Construction in the amount of $1,198,546.61, exclusive of HST, or $1,219,641.03 net HST, for the reconstruction of Horsey Street and Carlisle Avenue. A detailed breakdown of the Clarington's and the Region of Durham's funding is provided on the Cost Apportionment provided with AECOM's tender review letter. Due to past experiences on similar projects, a contingency amount of approximately 10% is carried forward. Therefore, including design and tender fees as well as contract administration fees, the Engineering Department advises the following breakdown for the above referenced project: Project Breakdown Total Project Value $841,000 Budget Amount Horsey Street Reconstruction 110-32-330-83274-7401 (2009&2010) $770,000 Carlisle Avenue Reconstruction 110-32-330-83348-7401 (2010&2011) $535,000 Estimated Unexpended Budget $464,000 Additional Funding Required $0 Due to the competitiveness of the bidding process at this time of year, the fact that the original budgets were set based on preliminary design and final works were much less complicated than originally estimated and the Region of Durham's cost sharing on the streets, these projects have come in well under budget. We recommend the report to Council move forward based on the above apportionments. Attached for. your files is the recommendation provided by AECOM which includes a more detailed breakdown of estimated project costs. Should you have any further questions, please feel free to contact the undersigned. Regards, '~ .f -. -~__z Ron Albr~, P. Eng. '/ Manager, Infrastructure and Capital Works RA/ra Attachment Cc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services SCHEDULE "A" A=COM April 8, 2011 Mr. A. S. Cannella, C.E.T. Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario L1C 3A6 Dear Sir: Project No: 12-29489 AECOM 513 GiNSion Street 905 372 2121 tel Q°b°Ur9, ON, Canada K9A 5G6 905 372 3621 fax wwa.aec°m.wm Regarding: Horsey Street and Carlisle Avenue Reconstruction, Contract No. CL2011-04 (the "Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Thursday, April 7, 2011 at 2:15p.m. A list of the bids received is provided in the table below. BIDDER .TOTAL BID TOTAL BID TOTAL BID (Excl. HST) (Incl. 13 % HST) (IncL Net HST°Rebate) Eagleson Construction $1,198,546.61 $1,354,357.67 $1,219,641.03 Millbrook, ON Hard-Co Construction $1,372,270.50 $1,550,665.67 $1,396,422.46 Whitb , ON Ron Robinson Ltd. $1,473,226.17 $1,664,745.57 $ 1,499,154.95 Bowmanville, ON Comer Group Ltd. $1,757,356.00 $1,985,81228 $ 1,788,285.47 * Concord, ON Elirpa Construction & Materials Ltd. $1,800,922.62 $2,035,042.56 $ 1,832,618.86 Pickerin , ON * EMension Error The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed all bids to confirm compliance with the Clarington Purchasing By-Law. All bids were deemed compliant by the Purchasing Department. AECOM Canada Ltd. ("AECOM") has reviewed the two lowest bids and confirmed the bid values noted above. Eagleson Construction is the lowest bidder. Its submitted tender has been reviewed and had a calculation error in the amount of $0.30 (prior to HST), which was corrected by the Purchasing Department. This does not affect the bid order. SCHEDULE "A" A~.Ct?M Page 2 April a, 2011 As requested by the Purchasing Department, references were checked only for the lowest bidder. Eagleson Construction has completed a number of projects of similar scope and value including work for the Region of Durham and the Municipality of Tweed. References stated that Eagleson Construction has completed work to specification and to their satisfaction. With the low bid from Eagleson Construction, and other associated project costs noted on the attached cost apportionment, the project is within budget. Should funding be available, it is our opinion; based on the input provided by the references contacted regarding pertormance on previous projects, that the bid in the amount of $9,998,546.69 (exclusive of HST) may be awarded to Eagleson Construction of Millbrook, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Eagleson Construction and Hard-Co Construction, 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. . }~ Will McCrae, P.Eng, Manager, Cobourg Office will. mccrae@aecom. com WM:pc Encl. cc: Mr. Ron Albright, P.Eng., Manager of Infrastructure and Capital Works, Municipality of Clarington CL.}e,.p, rsgJe N.WNt onxceoe SCHEDULE "A"