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Home My WebLink AboutCOD-019-11CORPORATE SERVICES REPORT DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date:. May 30, 2011 Resolution#: (~~R -yo F-// By-law#: N/A Report: COD-019-11 File#: Subject: CL2011-7 BOWMANVILLE CREEK EROSION PROTECTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-019-11 be received; 2. THAT The Ontario Construction Company Limited, Niagara on the Lake, ON with a total bid in the amount of $269,047.33 (net HST rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2011-7, be awarded the contract for the. Bowmanville Creek Erosion Protection project; 3. THAT the funds required in the amount of $384,133.67.00 (which includes $269,047.33 tender, design, contract administration, contingencies and net HST costs) be drawn from the following accounts: and Bowmanville Creek Erosion Control Account # 110-32-340-83234-7401 $330,000.00 Bridge & Culvert Repair Program Account#110-32-330-83607-7401(2010Budget) $33,133.67 Baseline Road Structure Account #110-32-330-83314-7401 $21,000.00 Total Project Costs $384.133 67 REPORT NO.: COD-019-11 PAGE 2 '~. THAT the Mayor and the Clerk be authorized to execute the necessary agreement. Submitted by: ~ _ Marie Marano, H.B.Sc., C.M.O., Director of Corporate Services (~ ~~ ~~ Uo1 Nancy Taylor, B.B.A., C.A., "ll Director of Finance Reviewed by: Franklin Wu, Chief Administrative Officer MMWDB1km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 REPORT NO.: COD-019-11 PAGE 3 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Bowmanville Creek Erosion Protection project as required by the Engineering Department. 1.2 Tenders were advertised in the Daily Commercial News, as well as electronically on the Municipal and Ontario Public Buyer's Association websites. 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 eleven (11) submissions were received in response to the tender call and all 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, The Ontario Construction Company Limited (OCC), Niagara on the Lake,-ON, be recommended for the .contract for the Bowmanville Creek Erosion Protection project. A copy of the recommending memos from the Department of Engineering and the consultant AECOM are attached as Schedule "A". 2.3 Although OCC has not completed any projects forthe Municipality of Clarington their references were checked and OCCL has completed a number of projects of similar scope and value for the Fram Development (Engineering by Shoreplan Engineering), Goderich Port Management Corp. (Engineering by B.M. Ross Engineering) and CAPREIT Partnership (Engineered by Bard & Associates). All references were satisfied with work completed by OCC. REPORT NO.: COD-019-11 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 269,047.33, design, .contract administration, contingencies amounts to $384,133.67 (Net of HST Rebate). 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 Bowmanville Creek Erosion Control Account# 110-32-340-83234-7401 Bridge & Culvert Repair Program Account#110-32-330-83607-7401(20106udget) Baseline Road Structure Account#110-32-330-83314-7401 Total Project Costs $330,000.00 $33,133.67 21 000.00 $384 133 67 REPORT NO.: COD-019-11 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" ~~~~ LeaAieg tAe Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: May 20, 2011 RE: 2011 Erosion Control Works, Bowmanville CL2011-07 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. As part of the Municipality of Clarington's ongoing efforts to address erosion issues within lands owned by the Municipality of Caarington, the Engineering Services department, with approval from Central Lake Ontario Conservation, have completed designs to address 3 existing erosion concerns as follows: Bowmanville Creek East Bank (roughly opposite 147 Queen Street) Bowmanville Creek East Bank at Rotary Park Pedestrian Bridge Darlington Creek at North End of Structure 99055 at Baseline Road The proposed works will address bank erosion issues at these locations and help to reduce sediment loading of the creek as well as protecting the Municipality's infrastructure as is the case with the Pedestrian Bridge and Structure 99055 works. Although the proposed works at the Rotary Park pedestrian bridge will address the immediate concern of the erosion compromising the walking path at the east abutment of the bridge there will be additional work required in the future to address additional erosion north of the bridge on the east bank. This will be designed and planned for as part of future budget deliberations. We concur with AECOM's recommendation to award the contract to The Ontario Construction Company Limited (OCC) in the amount of $264,394.00, exclusive of HST, or $269,047.33 net HST, to complete the erosion remedial works at the three locations outlined above. A detailed breakdown of Clarington's funding for the complete project costs is provided on the Cost Apportionment supporting 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, construction, as well as contract administration fees, the Engineering Department advises the following breakdown for the above referenced project net of H.S.T.: SCHEDULE "A" 2011 Erosion Control Works. Bowmanville May 20, 2011 Project Breakdown Total Project Value $384,133.67 Budget Amount Bowmanville Creek Erosion Control 110-32-340-83234-7401(2010&2011) $330,000 Bridge and Culvert Repair Program 110-32-330-83607-7401(2010) $200,000 Baseline Road Structure $ 21,000 110-32-330-83314-7401 (2011 Estimated Unexpended Budget $166,866.33 Additional Funding Required $0 The unexpended budget amount from the Bridge and Culvert Repair Program will be used in a future tender this year to address additional structure needs. We recommend the report to Council move Attached for your files is the recommendatio detailed breakdown of estimated project costs. feel free to contact the undersigned. forward based on the above apportionments. n provided by AECOM which includes a more Should you have any further questions, please Regards, R Albright, 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" G~s'~Tiil AECOM 573 Division Street Cobourg, ON, Canada K9A 5G6 vrxw.aecom.com May 18, 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: 12-29677-20 Regarding: 2017 Erosion Control Works, Contract No. CL2011-07 (the "Contract") Municipality of Clarington v~zan.m rawer n.av ~enarmc 905 372 2127 tel 905 372 3827 fax Tenders for the above project were opened at the Municipal Offices on Friday, May 13, 2011 at 2:15p.m. A list of the bids received is provided in the table below. SCHEDULE "A" A=COM Page 2 May 18, 2011 Ron Robinson Ltd. Bowmanville, ON $ 374,238.00 $ 422,888.94 $ 380,824.59 Hard-Co Construction Ltd. Whitby, ON $ 394,848.00 $ 446,178.24 $ 401,797.32 Elirpa Construction & Materials Limited Pickering, ON *Calculation Error $ 600,302.94 I $ 678,342.32 I $ 610,868.27 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. The Ontario Construction Company Limited (OCC) is the lowest bidder. As requested by the Purchasing Department, references were checked only for the lowest bidder. OCC has completed a number of projects of similar scope and value including work for the Fram Development (Engineering by 5horeplan Engineering), Goderich Port Management Corp. (Engineering by B.M Ross Engineering), and CAPREIT Partnership (Engineering by Bard & Associates). Engineering references stated that OCC has completed work to specification and to their satisfaction. With the low bid from OCC, 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 performance on previous projects, that the bid in the amount of $264,394.00 (exclusive of HST) may be awarded to The Ontario Construction Company Limited of Niagara on the Lake, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for OCC and R&M 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. i ~~~ '~~~ Will McCrae, P.Eng. 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