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Home My WebLink AboutFND-044-20Clarington Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: November 9, 2020 Report Number: FND-044-20 Submitted By: Reviewed By: File Number: Trevor Pinn, Director of Financial Services Andrew C. Allison, CAO CL2020-21 Report Subject: Bowmanville Trail Extension Recommendations: 1. That Report FND-044-20 be received; Resolution#: GG-409-20 By-law Number: 2. That CSL Group Ltd. with a total bid amount of $1,260,376.26 (Net HST Rebate) construction costs and being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2020-21 and subject to a satisfactory reference check, be awarded the contract for the completion of the Bowmanville Trail Extension in accordance to the specifications of the bid document; 3. That total funds required for this project in the amount of $1,560,757.75 (Net HST Rebate) include $1,260,376.26 (Net HST Rebate) construction costs and other costs such as design, material testing, inspection and contract administration, permits, contingencies in the amount of $300,381.49 (Net HST Rebate), the Public Works Department advises of the following funding exceeds the approved budget allocation and additional funds of $417,296 are required. The project will be funded by as follows: Description Account Number Amount Bowmanville Valley Trail (2020 Budget) 110-32-325-83257-7401 $667,162 Erosion Protection Work (2019 & 2020 Budget) 110-32-340-83437-7401 444,300 Pedestrian Crossover (2020 Budget) 110-32-331-83245-7401 32,000 Funding Shortfall to be funded as follows- 417,296 Municipality of Clarington Report FND-044-20 Page 2 Description Account Number Amount Development Charge Reserve Fund — Roads 586-00-000-00000-7418 101,365 Development Charge Reserve Fund — Parks 584-00-000-00000-7418 174,332 Municipal Capital Works Reserve Fund 511-00-000-00000-7418 141,599 4. That all interested parties listed in Report FND-044-20 and any delegations be advised of Council's decision. Municipality of Clarington Report FND-044-20 Report Overview To request authorization from Council to award the contract for the completion of the extension of the Bowmanville Trail as detailed in tender CL2020-21. 1. Background Page 3 1.1 Tender specifications for the work required for the extension of Bowmanville Trail south of Baseline Road were prepared by the Public Works Department and provided to the Purchasing Services Division. 1.2 Tender CL2020-21 was prepared and issued by the Purchasing Services Division. The tender was posted electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyers Association's website. 2. Next Heading Name 2.1 The tender closed September 25, 2020. 2.2 Thirty-five companies downloaded the tender document. Five submissions were received by the stipulated closing time. 2.3 The Municipality contacted the thirty companies who chose not to respond to inquire as to why they chose not to submit a bid. Their responses are as follows: • One company was an association responsible for distributing the tender document to its members; • Four companies advised that after reviewing the document they were not able to take on the project due to their current workload; • Six companies downloaded as subcontractors; • Four companies felt that they were not able to quote competitively; and • Fifteen companies contacted did not respond to the Municipality's request for information. 2.4 The five bids received were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. 2.5 The bid results were forwarded to the Public Works Department for their review and consideration. Municipality of Clarington Page 4 Report FND-044-20 2.6 After review, analysis and discussions, it was mutually agreed by the Public Works Department and the Purchasing Services Division that the low bidder, CSL Group Ltd., be recommended for the award of tender CL2020-21. (see Attachment 2.) 2.7 CSL Group Ltd. has successfully completed work for the Municipality in the past, however, as the projects were small in nature references are being contacted to confirm CSL Group's ability to take on a project of this size. 3. Financial 3.1 The value of the total project cost exceeds the allocated budget from the various funding sources by $417,296. The additional funds required will be funded by as follows: Development Charge Reserve Fund — Roads $101,365 Development Charge Reserve Fund — Parks 174,332 Municipal Capital Works Reserve Fund 141,599 Total $417,296 3.2 The total funds required for this project in the amount of $1,560,757.75 (Net HST Rebate), includes construction costs of $1,260,376.26 (Net HST Rebate) and other costs such as design, material testing, inspection and contract administration, permits, contingencies in the amount of $300,381.49 (Net HST Rebate) will be funded from the following accounts: Description Account Number Amount Bowmanville Valley Trail (2020 Budget) 110-32-325-83257-7401 $667,162 Erosion Protection Work (2019 & 2020 Budget) 110-32-340-83437-7401 444,300 Pedestrian Crossover (2020 Budget) 110-32-331-83245-7401 32,000 Funding Shortfall as noted below 417,296 Development Charge Reserve Fund — Roads 586-00-000-00000-7418 101,365 Development Charge Reserve Fund — Parks 584-00-000-00000-7418 174,332 Municipal Capital Works Reserve Fund 511-00-000-00000-7418 141,599 Municipality of Clarington Report FND-044-20 4. Concurrence Page 5 This report has been reviewed by the Director of Public Works who concurs with the recommendations. 5. Conclusion It is respectfully recommended that CSL Group Ltd. being the lowest compliant bid be awarded the contract for the Bowmanville Trail Extension with all the terms, conditions specifications, and drawings of tender CL2020-21. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or dferguson@clarington.net. Attachments: Attachment 1 — Bid Summary Attachment 2 — Recommendation Memo from Public Works Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report FND-044-20 Bid Summary Page 6 Attachment 1 to Report FND-044-20 CL2020-21 Bowmanville Trail Extension Bidder Total Bid (including HST) Total Bid (Net HST Rebate) CSL Group Ltd. $1,399,592.35 $1,260,376.26 M&S Architectural Concrete Ltd. $1,407,966.44 $1,267,917.39 Dufferin Construction Company $1,428,807.48 $1,286,685.39 MPS $1,809,902.34 $1,629,873.12 Blackstone Paving & Construction Ltd.. $1,916,498.98 $1,725,866.70 i Attachment 2 to Report FND-044-20 filarngoig 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: Stephen Brake, Director of Public Works Date: November 2, 2020 Subject: CL2020-21, Bowmanville Creek Trail Extension - Baseline Road to Waterfront Trail File: PA.BowmanvilleValleyTrailExt (2018) The Public Works Department has reviewed the submissions for CL2020-21 and offers the following comments. The work involves the extension of the paved Bowmanville Creek Valley trail from Baseline Road to the waterfront Trail south of the Canadian National Railway. The work includes the provision of a pedestrian crossover at Baseline Road with flashing lights, built up walkways underneath the existing bridges for the Hwy. 401 and the CNR as well as enhancements to the existing natural heritage features along the creek as well as providing fish habitat improvements. The location of the trail is as shown on the attached map. The low bidder on this contract was CSL Group Ltd. Based on references for this contractor, we recommend award of the contract to CSL Group Ltd. in the amount of $1,399,592.35 inclusive of HST, or $1,260,376.26, net of HST rebate. A contingency amount of 10% is carried forward, including the contingency items within the contract. Therefore, including other costs such as design, material testing, inspection and contract administration, permits, contingencies and net HST costs, the Public Works 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.: PA.BowmanvilleVallevTrailExt Construction (net of HST) (Based on Low Bid) $1,260,376 Other costs (net of HST) $300,382 Total Project Value $1,560,758 Budget Amount: Bowmanville Valley Trail $667,162 110-32-325-83257-7401 Erosion Protection Works 110-32-340-83437-7401 $444,300.00 Pedestrian Crossover 110-32-331-83245-7401 $32,000.00 Total $1,143,462 Funding Shortfall $417,296 It is recommended that the funding shortfall be made up with the following: Development Charge Reserve Fund — Roads $101,365 Development Charge Reserve Fund — Parks $174,332 Municipal Capital Works Reserve Fund $141,599 Total $417,296 It should be noted that just over $118,000 of the above amount was from the closure of past accounts where staff have confirmed that all work is complete, and no further expenditures are required. The details of the funding allocation have been reviewed by Financial Services staff and they concur. There are a number of reasons that the cost for this project has come in higher than the original estimate such as limited direct access to the site, working within the rail and 401 Page 12 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379 File No.: PA.BowmanvilleVallevTrailExt Paae 13 corridors, ground conditions at certain sections of the trail and working within the Bowmanville Creek and the uncertainties associated with working within a natural feature. While the costs were higher than expected this trail connection link is and will be the only safe active transportation link to our Waterfront Trail system in Bowmanville and the waterfront itself as both Liberty Street and Bowmanville Avenue crossings of the 401 do not provide dedicated facilities for either pedestrians or cyclists. It is anticipated that this will open up access to the Waterfront Trail to a wider range of users. Major improvements to these facilities to change this situation by the Province are not anticipated in the near future. 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, Stephen Brake, Director of Public Works RA/S B/cv Pc: Trevor Pinn, Director of Finance Ron Albright, Manager, Infrastructure S. Bagshaw, Capital Works Engineer, Infrastructure Page 13 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379 File No.: PA.BowmanvilleVallevTrailExt Paae 14 ¢ + Eli: 9w PARK ` a i. x CIRCLE LANEZ ST N�rPm LLSgIATHWAK MORGASO�PER M 3PRYAV�. COURT N�� CARRUTHERS DR PARK ST �RK4Y�5Y/— QU_ IRESr�mITEGtV" ' z/ w GS ' LPCOMBE DR ? ANN 5T O PARKWAYAV y E0 ROSER CR ' z,•�FIQ,?�umr PINE W U K OQmO 00 V LLD vi ST w BASELINE ROAD WEST ® BASELINE ROAD EAST z ' w ' SPICER j Ipll' 00 i o m ¢ A w w SOUARE ' U O�p,RYIEA—FREEWAY "CDDNN HIGHWAY q LAK£ z � Ray w O M EBT g�cK ROAD � m [ O O 1 a y W J4q BOWMANVILLE VALLEY TRAIL D � / fW1YIA1 � i' lLLE Page 14 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379