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HomeMy WebLinkAboutCOD-021-11 Uarffigt Oil REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 27, 2011 Resolution#: CM-yis-ii By-law#: N/A Report#: COD-021-11 File#: Subject: CL2011-16, STEPHENSON ROAD, STRUCTURE REPLACEMENT RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-021-11 be received; 2. THAT Elirpa Construction & Materials Limited, Pickering, ON with a total bid in the amount of $371,282.31 (net FIST rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2011-16, be awarded the contract for the Stephenson Road Structure Replacement project; 3. THAT the funds required in the amount of $474,000.00 (which includes $371,282.31 tender, design, contract administration, contingencies and net HST costs) be drawn from the Stephenson Road Structure Replacement Account # 110-32-330-83275-7401; and 4. THAT the Mayor and the Clerk be authorized to execute the necessary agreement. Submitted by: = Reviewed by:o —C- kit, Tair Marano, H.B.Sc., C.M.O., Franklin Wu, - le Direct. Hof Corpor- - e es Chief Administrative Officer /A, %i a Nancy -ylor, B :.A., C.A., Director of Finance MMIJDB1km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 REPORT NO.: COD-021-11 PAGE 2 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Stephenson Road Structure Replacement 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 three (3) 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, Elirpa Construction & Materials Limited, Pickering, ON, be recommended for the contract for the Stephenson Road Structure Replacement project. A copy of the recommending memos from the Department of Engineering and the consultant AECOM are attached as Schedule "A". 2.3 The low bidder has provided services to the Municipality in the past and has performed satisfactorily. 2.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. REPORT NO.: COD-021-11 PAGE 3 3.0 FINANCIAL 3.1 The total project cost, including tender price of $371,282.31, design, contract administration, contingencies amounts to $474,000.00 (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 Stephenson Road Structure Replacement Account# 110-32-330-83275-7401 (2009 & 2011) $474,000.00 4. INPUT FROM OTHER SOURCES 4.1 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" Claringroil Leading the way MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: June 21, 2011 RE: Stephenson Road Structure Replacement, Bowmanville CL2011-16 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. The Stephenson Road Structure (#98057) between Concession Road 1 and Lakeshore Road has been identified as a high priority for replacement in our Structures Inventory for a number of years and the Municipality now has the funding to complete the replacement. Due to the condition of the structure it was beyond rehabilitation and requires replacement. Completion of the work will require the closure of Stephenson Road for a short duration while the existing structure is removed, the precast replacement structure components are put in place and the road is reconstructed within the area of the structure replacement. In addition to a wider road platform over the structure the vertical alignment of the road will be improved to provide a smoother transition between the approaching grades to the structure, The addition of guide rail on both sides of the structure also forms part of the work. Road Closure notification will be provided in advance of the closure to advise area residents and road users of the upcoming closure. We concur with AECOM's recommendation to award the contract to Elirpa Construction and Materials Ltd. in the amount of$364,860.76, exclusive of HST, or $371,282.31 net HST, for the replacement of the Stephenson Road structure and associated works. A detailed breakdown of the Clarington's funding and project costs are provided on the Cost Apportionment provided with 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 as well as contract administration fees, the Engineering Department advises the following breakdown for the above referenced project: SCHEDULE"A" Stephenson Road Structure Replacement, CL2011-16 2 June 21, 2011 Project Breakdown Total Project Value $474,000 Budget Amount Structures Rehabilitation $515,000 110-32-330-83275-7401 (2009&2011) Estimated Unexpended Budget $41,000 Additional Funding Required $0 We recommend the report to Council move forward based on the above funding availability. Attached for your files is the recommendation provided by AECOM which includes a more detailed breakdown of estimated project costs. Should you have any further questions, please feel free to contact the undersigned. Regards, •f !kO a ir Ron Albri ht, 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 I tEngfi, =°P. 1 1 .d.Ft , ( u 6.2 1 :h x r Rd 5*.ructure I-16.2cc SCHEDULE"A" AECOMAECOM 9053722121 tel 513 Division Street 905 372 3621 fax Cobourg,Ontario K9A 5G6 www.aecom.com June 20, 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: 111574-0003 Regarding: Stephenson Road Structure Replacement Contract No. CL2011-16(the "Contract") Municipality of Clarington Tenders for the above project were opened at the Clarington Municipal Offices on Thursday,June 16, 2011 at 2:15p.m. Mist of the bids received is provided in the table below. TOT.t S* TOTAL BID j ( 1 'f) 4 tract 1S eSki Elirpa Construction & Materials Ltd. $ 364,860.76 $ 412,292.66 $ 371,282.31 Pickering, ON Hard-Co Construction Ltd. Whitby, ON $ 391,322.16 $ 442,194.04 $ 398,209.43 Comer Group Limited Concord, ON ` $ 486,308.16 $ 549,528.22 $ 494,867.18 Calculation Error 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. A calculation error was found on Comer Group Limited's submitted tender. The error was corrected by the Purchasing Department in the amount of$70,652.16(before HST). The correction does not affect the bid order. AECOM Canada Ltd. ("AECOM") has reviewed the two lowest bids and confirmed the bid values noted above. Elirpa Construction & Materials Ltd. ("Elirpa") is the lowest bidder. As requested by the Purchasing Department, references were checked only for the lowest bidder. Elirpa has completed structural projects for the Region of Durham, Town of Ajax and Region of York. References stated that Elirpa has completed work to specification and to their satisfaction. <L301 f.f 6 T,cOct Acwd Lello.Mc SCHEDULE"A" AECOM Page 2 June 20,2011 With the low bid from Elirpa, 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 $384,860.76 (exclusive of HST) may be awarded to Elirpa Construction & Materials Ltd. of Pickering, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Elirpa and Hard-Co Construction Ltd., 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. / */ • Will McCrae, P.Eng. 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