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Staff Report
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Report To: General Government Committee
Date of Meeting: May 11, 2020 Report Number: COD-017-20
Submitted By: Marie Marano, Director of Corporate Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-099-20, C-233-20
File Number: CL2020-4 By-law Number:
Report Subject: Roadside Protection — Liberty Street
Recommendations:
1. That Report COD-017-20 be received;
2. That Real Landscaping Plus. Inc. with a total bid amount of $359,957.77 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-4 be awarded the contract for Roadside Protection —
Liberty Street as required by the Engineering Services Department;
3. That total funds required for this project in the amount of $406,000.00 (Net HST
Rebate), which includes the construction cost of $359,957.77(Net HST Rebate) and
other costs including material testing, permits fees and contingencies in the amount
of $46,042.23 (Net HST Rebate) is in the approved budget allocation as provided
and will be funded from the following accounts; and
Description
Account Number
Amount
Pavement Rehabilitation Program (2019)
110-32-330-83212-7401
$332,000
Roadside Protection Program (2019)
110-32-330-83338-7401
74,000
4. That all interested parties listed in Report COD-017-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report COD-017-20
Report Overview
Page 2
To request authorization from Council to award the contract for the roadside protection work
as required for Liberty Street, south of Regional Road 20. The scope of work includes but is
not limited to replacement of guide rail, replacement of culverts, paving the shoulders,
repairing asphalt road surface, ditching as well as erosion control measures. This has been
deemed essential work as it pertains to repairs and road work necessary for safety reasons.
1. Background
1.1 Tender specifications for the roadside protection work required on Liberty Street,
including drainage and roadside safety improvements such as replacement of guide rail,
replacement of culverts, paving the shoulders, repairing asphalt road surface, ditching
as well as erosion control measures were prepared by the Engineering Services
Department and provided to the Purchasing Services Division.
1.2 Tender CL2020-4 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.
Twelve companies downloaded the tender document.
1.3 The Tender closed March 27, 2020.
2. Analysis
2.1 Three 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:
• three companies downloaded as potential subcontractors for the project;
two companies were unable to meet our schedule due to their current workload;
and
• four 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 three 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-017-20
Page 3
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, Real
Landscaping Plus. Inc.be recommended for the award of tender CL2020-4 (see
Attachment 2).
2.6 Real Landscaping Plus. Inc. has not completed work for the Municipality in the past:
therefore, references were contacted. Reference checks came back satisfactory.
3. Financial
3.1 The total funds required for this project in the amount of $406,000.00 (Net HST Rebate),
which includes the construction cost of $359,957.77 (Net HST Rebate) and other costs
including material testing, permits fees and contingencies in the amount of $46,042.23
(Net HST Rebate) is in the approved budget allocation as provided and will be funded
from the following accounts;
Description
Account Number
Amount
Pavement Rehabilitation Program (2019)
110-32-330-83212-7401
$332,000
Roadside Protection Program (2019)
110-32-330-83338-7401
74,000
3.3 Queries with respect to the department needs, specifications, etc. should be referred to
the Director of Engineering Services.
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.
5. Conclusion
It is respectfully recommended that Real Landscaping Plus. Inc. being the lowest
compliant bid be awarded the contract for the Roadside Protection work as required for
Liberty Street, south of Regional Road 20, in accordance with all the terms, conditions
specifications, drawings and addenda of tender CL2020-4.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
deferguson@clarington.net.
Attachments:
Municipality of Clarington
Report COD-017-20
Attachment 1 — Bid Summary
Attachment 2 — Recommendation Memo from Engineering Services
Interested Parties:
List of Interested Parties available from Department.
Page 4
Municipality of Clarington
Report COD-017-20
Page 5
Attachment 1 to Report COD-017-20
Municipality of Clarington
CL2020-4
Roadside Protection — Liberty Street
Bid Summary
BIDDER
Total Bid
TOTAL BID
(including HST)
(Net HST Rebate)
Real Landscaping Plus Inc.
$399,717.26
$359,957.77
Coco Paving Inc.
$502,398.00
$452,424.96
Arenes Construction Ltd.
$778,182.41
$700,777.36
0 Attachment 2 to Report COD-017-20
aron
Culmooil
C14
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: Ron Albright, Acting Director of Engineering Services
Date: April 16, 2020
Subject: CL2020-4, Roadside Protection — Liberty Street
File: CSR.2020Roadside Protection.1
The Engineering Services Department has reviewed the submissions for CL2020-4 and
offers the following comments.
The work involves drainage and roadside safety improvements on Liberty St south of
Regional Rd 20, including replacement of guide rail, replacement of culverts, paving the
shoulders, repairing the asphalt road surface, ditching, and erosion control measures.
The low bidder on this contract was Real Landscaping Plus Inc. Based on references
provided, we agree with Purchasing's recommendation to award the contract to Real
Landscaping Plus Inc. We recommend award of the contract to Real Landscaping Plus
Inc. in the amount of $399,717.26 inclusive of HST, or $359,957.77, net of HST rebate.
A contingency amount of 10% is carried forward. Design, tendering, inspection and
contract administration will be completed by staff. Therefore, including other costs such
as material testing, permits, 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.: CSR.2020Roadside Protection.1
Paae 12
Construction (net of HST) (Based on Low Bid)
$359,957.77
Other costs (net of HST)
$46,042.23
Total Project Value
$406,000.00
Budget Amount:
Pavement Rehabilitation Program
$332,000.00
110-32-330-83212-7401
Roadside Protection Program
$74,000.00
110-32-330-83338-7401
Total
$406,000.00
We recommend that Purchasing move forward with the award of the contract based on
the above apportionments.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
,47AW
Ron Albright, P.Eng.
Acting Director of Engineering Services
RA/SB/cv
Pc: Trevor Pinn, Director of Finance
S. Bagshaw, Capital Works Manager
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CSR.2020Roadside Protection.1
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The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379