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Staff Report
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Report To: Joint Committees
Date of Meeting: April 6, 2020 Report Number: COD-010-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#: JC-027-20, C-165-20
File Number: CL2019-37 By-law Number:
Report Subject: Courtice Court — Sanitary Sewer and Watermain Construction
Recommendations:
1. That Report COD-010-20 be received;
2. That Eagleson Construction Ltd. with a total bid amount of $1,692,074.38 (Blended
HST) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2019-37 be awarded the contract for the Courtice Court —
Sanitary Sewer and Watermain Construction as required by the Engineering
Services Department;
3. That the total funds required for this project in the amount of $1,979,817.71 (Blended
HST), which includes the construction cost of $1,692,074.38 (Blended HST ) and
other costs including design, contract administration, material testing, inspection,
and contingencies in the amount of $287,743.33 (Blended HST), is in the approved
budget allocation or has been approved by Council and will be funded from the
following accounts;
Description
Account Number
Amount
Municipal Servicing (2019)
110-32-330-83212-7403
903,669
(From Participating Owners Recovery
Strategic Capital Reserve Fund
510-00-000-00000-6660
701,841
(For Non -Participants)
Engineering Services —
110-32-330-83212-7401
374,307
Pavement Rehabilitation
4. That the contract award is subject to the Municipality of Clarington executing a cost
sharing agreement with the participating landowners and receiving the funds
required to complete their portion of the work; and
Municipality of Clarington
Resort COD-010-20
Page 2
5. That all interested parties listed in Report COD-010-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report COD-010-20
Report Overview
Page 3
To request authorization from Council to award the contract for the work as required for the
sanitary sewer and watermain construction for Courtice Court.
1. Background
1.1 In 2018 Clarington staff were asked to work with the landowners in the Courtice Court
area to come up with a solution to bring Regional municipal sewer and water servicing
to their properties. Over the course of the past two years Clarington staff, Region of
Durham staff, Clarington Board of Trade staff and most of the area landowners
developed a solution that would see the landowners and the Municipality of Clarington
partner to deliver the servicing.
1.2 As a follow up to the recommendations of Report EGD-004-20, Report EGD-009-19 and
Resolution #GG-165-20 (Attachment #1) staff are reporting back on the results of
Tender CL2019-37 for the servicing of Courtice Court with sanitary sewer and water. In
addition to the servicing works, the Municipality is taking the opportunity to undertake
some pavement rehabilitation and ditch drainage improvement work within the project
limits. The details of the cost sharing arrangement with the owners and cost recovery
methods to be employed for this project were outlined in Report EGD-004-20. The
completion of this work will assist with the development of three new businesses within
the project limits as well as allowing a few of the existing businesses to expand their
operations.
1.3 Tender specifications for the construction of sanitary sewer and watermain servicing for
Courtice Court were prepared by the Engineering Services Department and provided to
the Purchasing Services Division.
1.4 Tender CL2019-37 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.
Thirty-six companies downloaded the tender document.
1.5 The Tender closed January 24, 2020.
Municipality of Clarington Page 4
Report COD-010-20
2. Analysis
2.1 Eleven submissions were received in response to the tender call.
2.2 Of the companies who downloaded the tender documents but chose not to submit
pricing:
• Three plan takers were construction associations;
• Two companies were not unable to meet our schedule due to their current
workload;
• Three companies were not able to fulfill the requirements the project;
• Three companies were suppliers or subcontractors; and
• Fourteen companies did not respond to our request for information.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment #2). All eleven submissions were deemed compliant.
2.4 The results were forwarded to the Engineering Services Department for their review and
consideration.
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,
Eagleson Construction be recommended for the award of tender CL2019-37 (see
Attachment #3).
2.6 Eagleson Construction 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 $1,979,817.71 (Blended HST),
which includes the construction cost of $1,692,074.38 (Blended HST ) and other costs
including design, contract administration, material testing, inspection, and
contingencies in the amount of $287,743.33 (Blended HST), is in the approved budget
allocation or has been approved by Council through Engineering Reports and will be
funded from the following accounts;
Description
Account Number
Amount
Municipal Servicing (2019)
110-32-330-83212-7403
903,669
(From Participating Owners Recovery
Strategic Capital Reserve Fund
510-00-000-00000-6660
701,841
(For Non -Participants)
Municipality of Clarington
Report COD-010-20
Page 5
Description
Account Number
Amount
Engineering Services —
110-32-330-83212-7401
374,307
Pavement Rehabilitation
3.2 Final execution of the award to Eagleson Construction for CL2019-37 will be contingent
the Municipality executing a cost sharing agreement and receiving the associated funds
from the participating landowners. Should there be a delay with this process staff will
negotiate an extension of the award period with Eagleson Construction.
4. Concurrence
This report has been reviewed by the Acting 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.
5. Conclusion
5.1 It is respectfully recommended that Eagleson Construction being the lowest compliant
bid be awarded the contract for the Courtice Court- Sanitary Sewer and Watermain
Construction in accordance with all the terms, conditions specifications, drawings and
addenda of tender CL2019-37.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment #1 - Resolution #GG-165-20
Attachment #2 — Bid Summary
Attachment #3 — Recommendation Memo from Engineering
Interested Parties:
List of Interested Parties available from Purchasing Services.
Municipality of Clarington Page 6
Report COD-010-20
Municipality of Clarington
CL2019-37
Courtice Court — Sanitary Sewer and Watermain Construction
BIDDER
Total Bid
(including HST)
TOTAL BID
(Blended HST)
1356594 Ontario Ltd o/a Eagleson
Construction.
$1,794,236.35
$1,692,074.38
Dom -Meridian Construction Ltd.
$2,009,940.49
$1,898,102.82
Coco Paving Inc.
$2,082,975.64
$1,966,606.45
Robert B. Somerville Co. Ltd.
$2,097,740.00
$1,979,643.18
Lakeside Contracting Company Ltd.
$2,249,832.60
$2,125,293.53
Dave Boyle Excavating Ltd.
$2,257,819.97
$2,131,158.36
Nick Carchidi Excavating Limited
$2,438,710.39
$2,307,349.96
Royel Paving
$2,680,586.59
$2,533,411.42
GFL Infrastructure Group Inc.
$2,751,768.24
$2,600,667.35
614128 Ontario Ltd. o/a Trisan
Construction
$3,695,906.14
$3,479,469.566
Vics Group Inc.
$4,982,301.61
$4,704,244.40
Clarington
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Co-ordinator at 905-623-3379 ext. 2131
March 24, 2020
Honourable Caroline Mulroney
Minister of Transportation
Via Email: minister.mto@ontario.ca
Dear Minister:
Re: Servicing of Industrial Lands in South Courtice — Courtice Court
Update
File Number: PG.25.06
At a meeting held on March 23, 2020, the Council of the Municipality of Clarington
approved the following Resolution #GG-165-20:
That Report EGD-004-20 be received;
That Council approve the use of an additional $130,000 (including net HST) from
the Strategic Capital Reserve Fund to pay for the local servicing costs of the two
additional properties that declared they are unable or unwilling to participate in
the servicing costs at this time (revised total amount of $710,000 (incl. net HST));
The Mayor and Clerk be authorized to execute the agreement on the
Municipality's behalf;
That staff report back on the award of the tendered work pending execution of
the agreement between the Municipality of Clarington and the participating
landowners of Courtice Court and Progress Drive; and
That all interested parties listed in Report EGD-004-20 and any delegations be
advised of Council's decision.
Staff from the Engineering Department will be contacting you for execution of the
agreement.
Yours truly,
2d; —a
0Ju::Z_GaIIagher, B.A., Dipl.
Deputy Clerk
JG/lp
C. See Attached List of Interested Parties
R. Albright, Acting Director of Engineering
T. Pinn, Director of Finance/Treasurer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 905-623-3379 www.clarington.net
EGD-004-20
2 March 24, 2020
2535918 Ontario Inc.
Horner Chassis & Automotive
Toad Hall Construction Inc.
Waste Management of Canada
Fred & Ibi Biesenthal
Arthur Capon
Adam Davy
Alan Dunkley
John Fortugno
Brian Hastings
Mike Hubble
Carlos Lopez
Susan Nicosia
Maria Graciete Oliveira
Jose Oliveira
Michael & Debra O'Meara
Jamie & Virginia Sikora
Daisy Sohota
Interested Parties List
Clarington
Memo
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Co-ordinator at 905-623-3379 ext. 2131
To: David Ferguson, Purchasing Manager
From: Robert Brezina, Capital Works Engineer
Date: March 27, 2020
Subject: CL2019-37 — Courtice Court — Sanitary Sewer and Watermain Construction
File: CRC.CourticeCrt.1
The Engineering Services Department has reviewed the low bid by (Eagleson
Construction ) for CL2019-37 and offer the following comments.
Road
Limits
Description
Courtice Court
Western Terminus to McKnight Road
Sanitary sewer and
watermain installation,
ditching / drainage
improvements, repave
asphalt road surface
The low bidder on this contract Eagleson Construction. Based on past experience with
this contractor, we recommend the contract be awarded to Eagleson Construction in the
amount of $1,794,236.35 inclusive of HST, or $1,692,074.38 with blended HST. Note
that the costs include the 1.76% non -recoverable portion of the HST for the portion paid
for by the Municipality of Clarington for the project, and the full 13% HST for the
participating private land owner's share of the project.
A total contingency amount of approximately 5.0% of construction costs is required for
this project, based on past experience. Therefore, including other costs such as design,
contract administration, inspection, material testing, contingency and blended 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.CourticeCrt.1
Construction (blended HST) (Based on Low Bid)
$1,692,074.38
Other costs (blended HST)
$287,743.33
Total Project Cost
$1,979,817.71
Allocated Financing
Municipal Servicing (From Participating Owners Recovery)
$903,669.09
110-32-330-83212-7403 (Full H.S.T.)
Strategic Capital Reserve Fund (For Non -Participants)
510-00-000-00000-6660 (Net H.S.T.)
$701,841.15
Engineering Services — Pavement Rehabilitation
110-32-330-83212-7401 (Net H.S.T.)
$374,307.47
Total Allocated Financing
$1,979,817.71
* A more detailed breakdown to be provided to Finance to provide necessary
information for tracking of Tangible Capital Assets (TCA).
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. Final execution of the award and
issuance of the PO will be contingent the Municipality receiving the executed cost
sharing agreement and associated funds from the participating land owners. Should
there be a delay with this process staff will negotiate an extension of the award period
with Eagleson Construction. Should you have any further questions, please feel free to
contact the undersigned.
Regards,
Ron Albright, P. Eng.
Acting Director — Engineer Servicing
V-.1
Pc: Trevor Pinn, Director of Finance
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CRC.CourticeCrt.1
Marie Marano, Director of Corporate Services
Robert Brezina, Capital Works Engineer
Page 13
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379