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HomeMy WebLinkAboutCOD-024-11 Qaringt Oil REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: July 11, 2011 Resolution#: GP4-Si T (( By-law#: • Report#: COD-024-11 File#: Subject: CL2011-21, MILL STREET ROAD RECONSTRUCTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-024-11 be received; 2. THAT Kawartha Capital Construction, Peterborough, ON, with a total bid in the amount of$632,777.94 (Net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2011-21, be awarded the contract for Mill Street Road Reconstruction — Toronto Street to Clarke Street as required by the Engineering Department; 3. THAT the funds required in the amount of$772,000.00 which includes $632,777.94 for Tender, contract administration, contingencies and net HST rebate be drawn from the following account Mill Street Reconstruction capital account # 110-32-330-83362-7401; and 4. THAT the Mayor and the Clerk be authorized to execute the necessary agreement Submitted by: Reviewed by: v '" ,,,,5,,, arie Marano, H.B.Sc., C.M.O.; Franklin Wu, Director f Corporate S-rvices Chief Administrative Officer Nancy aylor, =.B.A., C.A., Director of Finance MM\JDB1sm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-3330 REPORT NO.: COD-024-11 PAGE 2 1.0 BACKGROUND AND COMMENT 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Mill Street Road Reconstruction — Toronto Street to Clarke Street as required by the Engineering Department. 1.2 Tenders were 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 the letter from AECOM Canada Ltd., Schedule "A" attached. 2.0 ANALYSIS 2.1 A total of five (5) submissions were received in response to the tender call. 2.2 After further review and analysis by the Engineering Department, AECOM Canada Ltd. and Purchasing, it was mutually agreed that the low bidder, Kawartha Capital Construction, Peterborough, ON, be recommended for the contract for the Lover's Lane Reconstruction. A copy of the recommending memos from the Department of Engineering and the consultant AECOM are attached as Schedule "A". N 2.3 Although Kawartha Capital Construction has not completed any projects for the Municipality of Clarington they have completed a number of projects of similar scope and value for the City of Peterborough and the Township of Stirling. References were checked by AECOM and all references indicated satisfaction with the work completed by Kawartha Capital Construction and would recommend them for similar projects. 2.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. REPORT NO.: COD-024-11 PAGE 3 3.0 FINANCIAL 3.1 The total project cost, including tender price of $632,777.94, design contract administration, contingencies and utilities amounts to $772,000.00 (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. Project Costs Capital Account# 110-32-330-83362-7401 Tender Price $632,777.94 Contingency $ 63,919.66 Contract Administration $ 63,091.20 Utility Relocation (estimated costs) $ 2,035.20 Landowner Compensation (estimated costs) $ 10,176.00 Combined Total Project Costs $ 772.000.00 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" of- lar� n Leading fhe Way MEMO TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: June 29, 2011 RE: Mill Street Reconstruction, Newcastle CL2011-21 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. Since there have been residential development interests in the "Port of Newcastle" dating back to 1988 the Municipality of Clarington has identified the need for improvements at the existing grade separation for the Canadian National Railway over Mill Street between Clarke Street and Toronto Street (see attached map). Initially it was envisioned that a four lane road and associated bridge structure would be required to accommodate this development but after completion of the Class Environmental Assessment (EA) and through a subsequent safety audit it was determined that minor geometric improvements and urbanization of the road along with the construction of a separate pedestrian/bicycle tunnel beside the existing grade separation provided the best solution to address the safety issues at the structure. The construction of the pedestrian tunnel will be dealt with in a separate Engineering Services Report, EGD-30-11. Prior to completing the design and tendering the work for Mill Street, a number of Public Information Centres were held dating back to 2001 through the EA process to review the various options. The most recent meeting was held with the public in March of 2007 where the recommended pedestrian tunnel and Mill Street urbanization including geometric improvements were presented. Results of this process were presented to Council through report EGD-34-07. Generally the feedback was positive regarding the proposal as most of the issues raised through the consultation process were addressed with the preferred design alternative chosen. The main concern of pedestrian safety will be addressed with the construction of the recreational trail on the west side of Mill Street including the future construction of a separate pedestrian tunnel which the Municipality of Clarington is working in cooperation with the Canadian National Railway to have completed fall pending Council approval. Upon completion of the works Mill Street the street will be reconstructed to a urban standard with curb and gutter, storm sewers, asphalt pavement, street lighting and streetscape enhancements. In order to facilitate the recreational trail works, pedestrian tunnel works and staging area for both the road and tunnel works the Municipality of Clarington has worked with the land owners at the southwest, northwest and northeast quadrants of the grade separation to allow temporary access as necessary to complete the work and have agreed to provide SCHEDULE"A" Mill Street Reconstruction, CL2011-21 2 June 29, 2011 compensation for this assistance through the restoration of the disturbed areas with landscaping (trees, shrubs and sod), regrading and tax relief for one year (northeast quadrant landowner only). As the full extent of the disturbance won't be known until completion of the work an estimated amount of $10,000 has been carried as part of the project costs. This should more than enough to account for any restoration on private lands and to deal with the tax relief which amounts to $634.25. With the cooperation of these land owners the project can proceed without added costs or delay that might be associated with measures used to avoid encroaching onto private properties. We concur with AECOM's recommendation to award the contract to Kawartha Construction Limited in the amount of $621,833.67, exclusive of HST, or $632,777.94 net HST, for the reconstruction of Mill Street. A detailed breakdown of Clarington's project costs is provided within AECOM's tender review letter. Due to past experiences on similar projects, a contingency amount of approximately 10% is carried forward. Therefore, including landowner compensation, tender amount and contract administration fees, the Engineering Department advises the following breakdown for the above referenced project: Project Breakdown Total Project Value $772,000 Budget Amount Mill Street 110-32-330-83362-7401 $900,000 Estimated Unexpended Budget $128,000 Additional Funding Required $0 We recommend the report to Council move forward based on the above available 2011 Capital Budget funding. 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, Ron bright, P. Eng. Ma ager, InfrastructuJandC al 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" Mill Street Reconstruction, CL2011-21 2 June 29, 2011 ffiw HIGHWAY 401 TORO1VTo S BEET aw N W 8 . S C A S 'NR z �4 5 NEWCASTLE „ MILL'STREET RECONSTRUCTION&PEDESTRIAN UNDERPASS AECOM /� COM �� V11� 513 Division Street 905 372 2121 tel Cobourg,ON,Canada K9A 5G6 905 372 3621 fax www.aecom.com July 5, 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: 60160100 Regarding: Mill Street Road Reconstruction, Newcastle Contract No. CL2011-21 (the"Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Wednesday, June 29, 2011 at 2:15p.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) (Incl. Net HST Rebate) Kawartha Capital Construction $621,833.67 $702,672.05 $632,777.94 Peterborou h, Ontario _ Behan Construction Ltd. $645,252.24 $729,135.03 $656,608.68 Cobour , Ontario _ Eagleson Construction $750,907.69 $848,525.69 $764,123.67 Millbrook, Ontario - 674.07 $952,221.70 $857,505.13 Miwel Construction Ltd. $842, Richmond Hill, Ontario Elirpa Construction and Materials $914,758.46 $1,033,677.06 $930,858.21 Limited Pickering, Ontario _ * Minor error in completing Tender Form ** Extension Error The Municipality of Clarington's Purchasing Department(the"Purchasing Department") reviewed all bids to confirm compliance with the Clarington Purchasing By-Law. Kawartha Capital Construction's submitted tender was found to have a minor error, which was reviewed by the Municipality of CL2011-21-Tender Award LellecDoc Page 2 ACOM July 5,2011 Clarington's legal counsel and found to be an acceptable bid submission. AECOM Canada Ltd. ("AECOM") has reviewed the two lowest bids and confirmed the bid values noted above. As requested by the Purchasing Department, references were checked only for the lowest bidder. Kawartha Capital Construction has completed projects of similar scope and value. References stated that Kawartha Capital Construction has completed work to specification and to their satisfaction. Project Costs Construction $ 621,833.67 Contract Administration $ 62,000.00 Utility Relocation (Est.) $ 2,000.00 Landowner Compensation (Est.) $ 10,000.00 Contingencies(Incl. Net HST) $ 63,919.66 Net HST(Excl. Contingencies) $ 12,246.67 Total Project Costs (Rounded) $ 772,000.00 Budget Amount $ 900,000.00 Under Budget Amount $ 128,000.00 With the low bid from Kawartha Capital Construction, and other associated project costs noted on the above cost schedule, the project is within budget. Should funding be available and based on the input provided by the references contacted regarding performance on previous projects, the bid in the amount of$621,833.67 (exclusive of HST)may be awarded to Kawartha Capital Construction of Peterborough, Ontario subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Kawartha Capital Construction and Behan 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. '2 Manager, Cobourg Office will.mccrae @aecom.com WM:hm Encl. cc: Mr.Ron Albright,P.Eng.,Manager of Infrastructure and Capital Works,Municipality of Clarington CL2011.21-Tender Award Le11er.Doc