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Home My WebLink AboutCOD-020-11 CI REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 13, 2011 Resolution#: d A- 4'35-/, By-law#: Report#: COD-020-11 File#: Subject: TENDER CL2011-11, PAVEMENT REHABILITATION, VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-020-11 be received; 2. THAT Coco Paving Inc., Oshawa, Ontario, with a total bid in the amount of $1,454,322.37 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2011-11 be awarded the contract for Pavement Rehabilitation, Various Locations, as required by the Municipality of Clarington, Engineering Department; 3. THAT the funds required in the amount of$1,745,000.00 (which includes $1,454,322.37 for tendering, design, contract administration and contingencies) be drawn from the 2011 Engineering Department Capital Account#110-32-330- 83212-7401, Pavement Rehabilitation account; and 4. THAT the Mayor - . the Clerk be authorized to execute the necessary agreement. Submitted by: taw Reviewed by: ___g ___ +arie Marano, H.B.Sc., C.M.O., Franklin Wu, Dire. .f Corporat- Serrv,' -s Chief Administrative Officer N. / .4 i / r,✓ Nancy Tay •r, :. . , C. , Director of Finance/Treasurer MM\JDB1km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-3330 REPORT NO.: COD-020-11 PAGE 2 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Pavement Rehabilitation, Various Locations. 1.2 Tender CL2011-11 Pavement Rehabilitation, Various Locations was 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 Schedule "A" attached. 2.0 ANALYSIS 2.1 A total of two (2) submissions were received in response to the tender call. All submissions were deemed compliant. 2.2 After further review and analysis of the compliant bids by AECOM, the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Coco Paving Inc., Oshawa, Ontario be recommended for the contract for the Pavement Rehabilitation, Various Locations. A copy of the recommendation memo from the Department of Engineering and AECOM is attached as Schedule «B» 2.3 The low bidder has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 2.4 The references were contacted by AECOM and were found to be acceptable. 2.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. REPORT NO.: COD-020-11 PAGE 3 3.0 FINANCIAL 3.1 The total project cost is $1,745,000.00 (net of H.S.T. Rebate). The funding required for the project is outlined in the memo from Engineering Services attached as Schedule "B". 3.2 Funding for this project will be drawn from the following Engineering 2011 Capital account #110-32-330-83212-7401 for 2011 Pavement Rehabilitation in the amount of $1,745,000.00. . 4.0 CONCLUSION 4.1 To award the contract to Coco Paving Inc., Oshawa, Ontario for the Pavement Rehabilitation, Various Locations. 5.0 INPUT FROM OTHER SOURCES 5.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. 5.2 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: Concurrence: Director of Engineering Attachments: Schedule "A", Bid Tabulation Schedule "B", Engineering Dept. Memo with AECOM Letter REPORT NO.: COD-020-11 PAGE 4 Leading the Way ~lunici~a-ity of C-arington SCHEDULE "A" BID SUMMARY Tender CL2O11-11 Pavement Rehabilitation, Various Streets BIDDER, TOTAL BID TOTAL BID (HST INCL. (Net of HST Rebatel Coco Paving OSHAWA, Ontario $1,614,960.97 $1,454,322.37 Miller Paving Limited MARKHAM, Ontario $1,995,613.18 $1,797,111.48 SCHEDULE "B" Leading the Way ' MENO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Design DATE: June 6, 2011 RE: PAVEMENT REHABILITATION, VARIOUS LOCATIONS, CL2011-11 OUR FILE: CPR.2011.1 The Engineering Services Department has reviewed the recommendation provided by AECOM and offers the following comments: We concur with the recommendation to award the contract to Coco Paving Inc. for the total tender amount of $1,429,169.00 exclusive of HST, or $1,454,322.37 net HST, for the Pavement Rehabilitation program . A contingency amount of approximately 10% is carried forward for the project based on previous years. Project costs are estimated at $1,745,000.00, including design, tender and contract administration fees, as well as materials testing and net HST. The engineering department advises the following Municipal breakdown for the above referenced project: Project Breakdown Total Project Value $1,745,000.00 Budget Amount 2011 Pavement Rehabilitation 110-32-330-83212-7401 $2,090,600.00 Estimated Unexpended Budget $345,600.00 Additional Funding Required $0.00 We recommend the report to Council move forward based on the above funding allocations and as further detailed on the attached cost apportionment. SCHEDULE "B" Pavernenl Rehabilila#ion Various Locations June 6. 2011 C;PR.7_01 1.1 2 Should you have any further questions, please feel free to contact the undersigned. Regards, i ,f_ ~ _ on Albright, P. Eng. Manager, Infrastruct e and Capital Works RA/ra Attachment Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services I~tEngl~.dminll"VlEI~110S'2010V~Ibrigh1~06.25 10 (~~+~ement~ehab VariousLocaUons CL1.OIO.D5 CPR 2010.1 doc ' - SCHEDULE "B" rr~ AECOM 513 D(vis(on Street 905 372 2121 tel Cobourg, ON, Canada K9A 5G6 905 372 3621 fax vJww.aecom.com ' ~ %i f June 7, 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: 112446 Regarding: Pavement Rehabilitation, Various Streets, Contract No. CL201 ~-11 (the "Contract"), Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on May 25, 2011 at 2:15 p.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) (Net HST Rebate) 614 960.97 $1,454 322.37 Coco Paving $1,429,169:00 $1, , OSHAWA, Ontario Miller Paving Limited $1,766,029.36 $1,995,613.82 $1,797,111.48 WHITBY, ON The Municipality of Clarington's Purchasing Department (the "Purchasing Department") reviewed both bids to confirm compliance with the Clarington Purchasing By-Law and both bids were deemed compliant. AECOM Canada Ltd. ("AECOM") has reviewed both bids and confirmed the bid values noted above. Coco Paving is the lowest bidder. Its submitted tender has been reviewed and was confirmed to be compliant. Coco Paving has completed several projects for the Municipality of Clarington in recent years in which AECOM has provided Contract Administration, including CL2010-18 (2010 Asphalt Rehabilitation) and CL2009-22 (Concession Road 7 and 8 Rehabilitation). Quality of work and adherence to standards was satisfactory for these projects., As requested by the Purchasing Department, references were checked only for the lowest bidder. Coco Paving has completed a number of projects of similar scope and value including work for Region of Durham, and the City of Oshawa. Staff contacted at the above references stated that Coco Paving has completed the work to specification and to their satisfaction. 112446 - Llr To A.S. Cannella - CL2o11-11 Tender Awan1 Le1lecDOC SCHEDULE "B" Page 2 June 7, 2011 With the low bid from Coco Paving, and other associated project costs noted on the attached cost apportionment, the project is within budget. Should funding be available, based on the input provided by the references contacted regarding performance on previous projects, the bid in the amount of $1,429,169.00 (exclusive of HST) may be awarded to Coco Paving of Oshawa, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Coco Paving and Miller Paving, the second low bidder, until the Contract has been executed. Should you have any questions regarding this matter, please contact the. undersigned. Sincerely, AECOM n a Ltd. F~~ ~ W. Mc rae, P.Eng. Manager, Cobourg Office wi ll. mccrae@aecom.com WM:Ip Encl. cc: Mr. Ron Albright, P.Eng., Manager of Infrastructure and Capital Works, Municipality_of Clarington ' t 12448 - Ltr To A.S. Cannella • CL2011.11 Tender Award Letter.Doc Municipality of Clarington 2011 Asphalt Rehabilitation Cost Apportionment based on Low Bid Revised June 7, 2011 Contract CL2011-11 AECOM Project # 60119175 (112446) Clarington Description Total 2011 Asphalt Comments Rehabilitation Project ID/Account Number 110-32-330-83212- _ 7401 Construction Costs Contract CL2011-11 Total Part'A': Nash Road from Trulls to George Reynolds $ 203,759.47 $ 203,759.47 Total Part'B': Nash Road from George Reynolds to Centerfield 233,884.85 $ 233,884.85 Total Part'C': Cherry Blossom from Nash Road to Briar Hill I $ 93,112.06 $ 93,112.06 Total Part'D': Cherry Blossom from Briar Hill to Cherry Blossom I $ 64,114.22 $ 64,114.22 Total Part'E': Holgate Crescent I $ 108,970.18 $ 108,970.18 Total Part'F': Second Street I $ 27,621.98 $ 27,621.98 Total Part'G': Frederick Avenue 94,887.42 $ 94,887.42 Total Part'H': Vanstone Court I $ 140,321.51 I $ 140,321.51 Total Part'I': Uptown Avenue I $ 59,494.21 I $ 59,494.21 Total Part'J': Boulton Street I $ 170,455.47 I $ 170,455.47 Total Part'K': Station Street 152,237.78 I $ 152,237.78 Total Part'L': Churchill Street 67,721.64' $ 67,721.64 Sub-Total Construction (Excl. General Items) I $ 1,416,580.79 1,416,580.79 Total Part'M': General Items $ 12,588.21 $ 12,588.21 I less 10% Holdback $ _ $ _ 1 (Total Construction ~ $ 1,429,169.00 $ 1,429,169.00 AECOM Design Protect Number ~ 112446-3 Detail Design and Approvals December 14, 2010 to April 8, 2011 $ 29,663.43 $ 29,663.43 (Total Detail Design and Approvals $ 29,663.43 $ 29,663.43 (Tendering, Contract Admin., and Materials Testing AECOM Project No 60117364 April 9, 2011 to June 1, 2012 I $ 115,000.00 $ 115,000.00 Estimated I$ - $ - Total Construction Administration ~ $ 115,000.00 $ 115,000.00 Other Costs $ - $ - - $ - Total Other Costs ~ $ $ Additional Project Costs Contingencies (Incl. 1.76% Unrecoverable HST) $ 143,468.12 $ 143,468.12 JJJJI 1.76% Unrecoverable HST on All line Items Excl. Contingencies $ 27,699.45 $ 27,699.45 Il Total Estimated Project Cost $ 1,745,000.00 $ 1,746,000.00 J IBudgetAmount $ 2,090,600.00 $ 2,090,600.00 ((Over)/UnderBudgetAmount. I 346,600.00 345,600.00 IAII costs exclude H.S.T.