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Staff Report
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Report To: General Government Committee
Date of Meeting: March 8, 2021 Report Number: FSD-013-21
Submitted By:
Reviewed By:
File Number:
Trevor Pinn, Director of Financial Services
Andrew C. Allison, CAO
CL2021-2
Report Subject: Farewell Creek Trail Phase 2A
Recommendations:
1. That Report FSD-013-21 be received;
Resolution#: GG-245-21
By-law Number:
2. That Ratcliff Excavating & Grading Inc. with a total bid amount of $ 1,150,694.96
(net HST Rebate) being the lowest compliant bidder meeting all terms, conditions
and specifications of Tender CL2021-2 and subject to a satisfactory reference check
be awarded the contract for the work required to complete the Farewell Creek Trail
Phase 2A project;
3. That the total funds required for this project in the amount of $1,360,100.00 (net HST
rebate), which includes the construction cost of $ 1,150,694.96 (net HST rebate) and
other costs such as material testing, utility daylighting, inspection and contract
administration, permits fees and contingencies in the amount of $209,405.04 (net
HST rebate) is within the approved project budget and will be funded by as follows:
Description
Account Number
Amount
Farewell Creek Trail Phase 2
110-32-325-83288-7401
$1,261,800
Various Erosion Protection Works
110-36-340-83437-7401
98,300
4. That all interested parties listed in Report FSD-013-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-013-21
Report Overview
Page 2
To request authorization from Council to award the contract for the completion of Phase 2A
of the extension of the Farewell Creek Trail as detailed in Tender CL2021-2
1. Background
1.1 This project is for the completion of the new trail extension for Farewell Creek Trail
including benches, two pedestrian bridges, stormwater management pond outfall culvert
crossing as well as creek bank stabilization work.
1.2 Design and tender specifications for the trail extension were prepared by CIMA and
provided by the Public Works Department.
1.3 Tender CL2021-2 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.
1.4 The tender closed on March 1, 2021.
2. Analysis
2.1 Forty-one companies downloaded the tender document. Eight submissions were
received by the stipulated closing time. One submission was received after the closing
time and was deemed non -compliant.
2.2 The Municipality contacted the thirty-two 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 is an association for distributing the tender document to its members;
• Three companies advised that after reviewing the document they could not take on
the project due to their current workload;
• Three companies advised that the work was outside of the scope which they could
complete;
• Two companies advised that they felt they could not bid competitively;
• Three companies advised that they downloaded the document with the interest of
being a sub -contractor for the project;
• One company advised that they were interested in the project however upon further
review of the specifications felt that they could not bid competitively; and
Municipality of Clarington
Report FSD-013-21
Page 3
Nineteen companies contacted did not respond to the Municipality's request for
information.
2.3 The eight bids received prior to the closing were reviewed and tabulated by the
Purchasing Services Division (see Attachment 1). All eight submissions were deemed
compliant.
2.4 The bid results were forwarded to the Public Works Department for their review and
consideration.
2.5 After review, analysis, and discussions it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, Ratcliff
Excavating & Grading Inc., be recommended for the award of Tender CL2021-2.
2.6 Ratcliff Excavating & Grading Inc. has not completed work for the Municipality in the
past and therefore references provided are being contacted.
3. Financial
3.1 The total funds required for this project in the amount of $1,360,100.00 (net HST
rebate), which includes the construction cost of $ 1,150,694.96 (net HST rebate) and
other costs such as material testing, utility daylighting, inspection and contract
administration, permits fees and contingencies in the amount of $209,405.04 (net HST
rebate) is within the approved project budget and will be funded by as follows:
Description
Account Number
Amount
Farewell Creek Trail Phase 2
110-32-325-83288-7401
$1,261,800
Various Erosion Protection Works
110-36-340-83437-7401
98,300
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Ratcliff Excavating & Grading Inc. being the lowest
compliant bid and subject to a satisfactory reference check be awarded the contract for
the construction of the Farewell Creek Trail Phase 2A in accordance with all the terms,
conditions, specifications, and drawings of Tender CL2021-2.
Municipality of Clarington
Report FSD-013-21
Staff Contact: David Ferguson, Purchasing Manger, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Page 4
Municipality of Clarington
Report FSD-013-21
Attachment 1 - Bid Summary
Page 5
Municipality of Clarington
CL2021-2 — Farewell Creek Trail Phase 2
Bid Summary
Bidder
Total Bid
(including HST)
Total bid
(Net HST Rebate)
Ratcliff Excavating & Grading Inc.
$1,277,796.09
$1,150,694.96
Elirpa Construction & Materials Limited
$1,345,135.66
$1,211,336.32
CSL Group Ltd.
$1,350,783.07
$1,216,422.00
Urgiles Brothers Excavating Inc.
$1,595,019.00
$1,436,364.01
Blackstone Paving and Construction Ltd.
$1,714,726.18
$1,544,164.38
Dynex Construction Inc.
$1,841,346.30
$1,658,189.38
39 Seven
$1,996,993.50
$1,798,354.50
DigCon International Limited
$2,251,541.95
$2,027,583.26
MS Architectural Limited
noncompliant