HomeMy WebLinkAboutCOD-013-11f,~"jj[~ REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 9, 2011 Resolution#: ~ f A' 3 ~Oy"~~By-law#: N/A
Report: COD-013-11 File#:
Subject: TENDER NO. CL2011-12, HIGH FLOAT RESURFACING
RECOMMENDATIONS:
It is respectfully recommended to Council the following:
THAT Report COD-013-11 be received;
2. THAT Miller Paving Limited, Gormley, Ontario, with a total bid price of
$1,058,084.86 (net of H.S.T. Rebate), being the lowest responsible bidder meeting
all terms, conditions and specifications of Tender CL2011-12, be awarded the
contract for the High Float Resurfacing;
3. THAT funds in the amount of $1,216,797.59 (net of H.S.T. Rebate) which
includes $1,058,084.86 for tendering, administration, material testing and
contingencies be drawn from the Operations Department 2011 Capital Budget
Rural Road Resurfacing Account #110-36-330-83680-7401; and
4. THAT pending satisfactory pricing and service the contract be extended for a
second and thir ar.
Submitted by:
'e Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
(j .~~ ~~
Y6( Nancy Taylor, B.B.A., C.A.,
l Director of Finance/Treasurer
Reviewed by:
C~~Q ~Tw
Franklin Wu,
Chief Administrative Officer
MMWDB\bh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-013-11
PAGE2
1.0 BACKGROUND AND COMMENT
1.1. Tender specifications were provided by AECOM for the 2011 High Float
Resurfacing as required by the Operations Department.
1.2. Tenders were publicly advertised in the local paper as well as electronically.
Subsequently, three tenders were received and tabulated as per Schedule "A"
attached.
1.3 The term for the contract is one year with an option to extend the contract for a
second and third year. Contract renewal is dependent upon satisfactory
performance and pricing.
2.0 ANALYSIS
2.1 After further review and analysis of the bids by the Operations Department,
AECOM and Purchasing, it was mutually agreed that the low bidder, Miller
Paving Limited, Gormley, Ontario, be recommended for the contract for the 2011
High Float Resurfacing project. A copy of the recommendation memo from
AECOM, is attached as Schedule "B".
2.2 The recommended low bidder has previously performed satisfactory work for the
Municipality of Clarington.
2.3 For the information of Council, the average unit prices per tonne quoted for this
project represents an approximate 14% increase over the 2008 bid.
2.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Operations.
REPORT NO.: COD-013-11
PAGE 3
3.0 FINANCIAL
3.1 The total project cost of $1,216,797.59 (net of H.S.T. Rebate) is within the 2011
Capital Budget plus the carry over of unspent contingencies from 2010 will be
drawn from the Department of Operations, Rural Road Resurfacing Account
#110-36-330-83680-7401.
4.0 CONCLUSION
4.1 That the low compliant bidder, Miller Paving Limited, Gormley, Ontario, be
recommended for the contract for the 2011 High Float Resurfacing project.
5.0 INPUT FROM OTHER SOURCES
5.1 This report has been reviewed by the Purchasing Manager, wfth the appropriate
department and circulated as follows:
Concurrence: Director of Operations
Attachments:
Schedule "A", Bid Summary
Schedule "B", Recommendation Letter from AECOM
c~~l~co~
REPORT
CORPORATE SERVICES DEPARTMENT
Schedule "A"
Bid Summary
Tender CL2011-12
B~#QER 1 C)TAt. BtU Tt3T4~:BlD
(kFST Incl~cted) . (net of HSt .
Miller Paving Limited $1,174,956.65 $1,058,084.86
Gormley, ON
Royel Paving Limited $1,306.762.18 $1,176,779.82
Lindsay, ON
Duncor Enterprises $1,594,587.70* $1,435,975.62
Barrie, ON
'corrected total
SCHEDULE"B"
~___ 1~ !I ~'~
AECOM 905 372 2121 tel
513 Division Street 9053723821 fez
Cobourg, Ontario K9A 5G8
www.eecom.com
May 3, 2011 (Revision 2)
Mr. F. Horvath
Director of Operations
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, ON L1C 3A6
Dear Sir:
Project No: 60212314-2
Regarding: 2011 High Float Resurtacing Tender
Contract No. CL2011-12
Municipality of Clarington
Tenders for the above project were opened at the Clarington Municipal Offices on Tuesday, April 26,
2011. A list of the bids received is provided in the table below. All numbers are exclusive of HST.
$IDDER TOTALBID TOTAL BID"'
(HST 7acluded) (Net of HST Rebate,
1.76%
Miller Paving Limited $1,174,956.65 $1,058,084,86
Gormle , ON
Royel Paving Limited $1,306,762.18 $1,176,779.82
Lindsa , ON
Duncor Enterprises $1,594,587.70** $1,435,975.62
Barrie, ON
** Corrected Total
The Municipality of Clarington's Purchasing Department reviewed all bids. AECOM Canada Ltd. has
reviewed all bids accepted by the Purchasing Department and confirmed the bid values noted above.
The total amount entered in the bid from Duncor Enterprises contained a minor summation error of
$19.94 and the amount shown above represents the corrected total bid. This comected total did not
change the order of the bids. The bid submitted by Miller Paving Limited is the lowest bid and there
were no mathematical errors noted in their submission.
The bid bond provided by Royel Paving Limited was for $50,000.00 but the tender documents require
the bid bond to be $100,000.00 for tenders in the range of $1,000,000.01 to $2,000,000.00. The bid
bonds for Miller Paving Limited arid Duncor Enterprises were in the correct amount.
This project was tendered for the 2011 construction year with an option to extend into 2012 and 2013,
subject to satisfactory pertormance and pricing.
rmae. capon iemrconwaazott-ta trsn®un p.oou
SCHEDULE "B"
[~!"i1~11I.1
Miller Paving Limited has been successfully providing services requested in the tender documents to
the Municipality of Clarington for the past four years.
The total budget for this project is $1,222,300.00, composed of $1,160,000.00 from the 2011 program
and approximately $62,300.00 carried forward from the 2010 program. The low bid from Miller
Paving Limited is within the project budget when costs for administration, inspection, testing, and
contingencies are factored in, and allowing for the net HST commitment of 1.76°~.
The estimated costs for various project components, based on the low bid, are summarized in the
table below.
Project Costs:
Miller Paving Ltd. Bid $1,039,784.65
Tender Prep/Administration/
Ins coon 6.0% $62,387.08
Materials Testing (1.5%) $15,596.77
Contingencies (7.5%) $77,983.85
Total Costs Excluding HST $1,195,752.35
Net 1.76°k HST $21,045.24
Total Project Costs with Net HST $1,216,797.59
2011 Budget $1,160,000.00
2010 Approx. Carry Over $62,300.00
Total Adjusted Available Budget $1,222,300.00
Budget Balance $5,502.41
Based on performance on their previous work in Clarington, in our opinion, the tender in the amount
of $1,039,784.65 (exclusive of HST) could be awarded to Miller Paving Limited of Gormley, Ontario,
provided that all provisions of the Clarington Purchasing Bylaw have been met and subject to
allocation of funding by Council.
Should you have any questions regarding this matter, please contact the undersigned.
Sincerely,
AECOM Canada Ltd.
Doug Timms, P. Eng.
Senior Project Manager
doug.timms~aecom.com
OT:hm
End.
cc:
r.m., Aewn wn«cenew cuo,,.,x R+«Man anew