HomeMy WebLinkAboutFSD-041-21Clarington
Staff Report
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Report To: General Government Committee
Date of Meeting: September 27, 2021 Report Number: FSD-041-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer Andrew C.
Reviewed By: Allison, CAO By-law Number:
File Number:
Resolution#: GG-461-21
Report Subject: Award of Contracts During Council Recess
Recommendation:
1. That Report FSD-041-21 be received for information.
Municipality of Clarington
Report FSD-041-21
Report Overview
To report to Council on the contracts awarded during Council recess.
1. Background
Page 2
1.1 During periods when Council is in recess, provision has been made for the approval of
contract awards in order to continue with business as usual. During the summer recess
of 2021 there were five contract awards that would normally necessitate a report to
Council.
2. Comments
2.1 In accordance with Purchasing By -Law 2015-022 S. 73 (2), the following contracts were
awarded during the Council Recess:
PS Report#
Contract#
Description
PS-009-21
CL2021-17
2021 Pavement Rehabilitation
PS-010-21
CL2021-21
Supply and Deliver Liquid Magnesium Chloride with
Rust Inhibitor
PS-011-21
CL2021-22
Bloor Street Multi -Use Path
PS-012-21
CL2021-16
Replacement of Culverts at Multiple Locations
PS-013-21
CL2021-19
Lake Road Extension
2.2 A copy of the recommending Purchasing Services Reports for the above noted projects
are attached as Attachments.
3. Concurrence
Not Applicable.
4. Conclusion
The actions taken by Staff as documented in the attached Report Memos be provided
for Council's information.
Municipality of Clarington
Report FSD-041-21
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net
Attachments:
Attachment 1 - PS-009-21 2021 Pavement Rehabilitation
Page 3
Attachment 2 - PS-010-21 Supply and Deliver Liquid Magnesium Chloride with Rust Inhibitor
Attachment 3 - PS-011-21 Bloor Street Multi -Use Path
Attachment 4 - PS-012-21 Replacement of Culverts at Multiple Locations
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Interested Parties:
There are no interested parties to be notified of Council's decision.
Attachment 1 to FSD-041-21
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-009-21
Report Date: July 23, 2021
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2021-17
Report Subject: 2021 Pavement Rehabilitation Summer Recess Procedure
(Purchasina By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Coco Paving Inc. with a bid in the amount of $1,178,929.58 (Net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of Tender
CL2021-17 be awarded the contract for the 2021 Pavement Rehabilitation as required by
the Public Works Department; and
2. That the total funds required in the amount of $1,310,000.00 (Net HST Rebate) includes
the construction cost of $1,178,929.58 (Net HST Rebate) and other costs such as
geotechnical investigation, material testing, inspection and contract administration, permits,
and contingencies in the amount of $131,070.42 is in the approved budget allocation as
provided and will be funded from the following account:
Description
Account Number
Amount
Pavement Rehabilitation - 2021
110-36-330-83212-7401
$360,000
OCIF
110-36-330-83212-7401
950,000
Municipality of Clarington
Report Purchasing Services-009-21
1. Background
Page 2
1.1 Tender specifications for the replacement of the asphalt road surface or pavement
preservation treatments and associated repairs for various municipal locations were
prepared by the Public Works Department and provided to the Purchasing Services
Division.
1.2 Tender CL2021-17 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.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed June 25, 2021.
2.2 Fifteen companies downloaded the tender document. Three submissions were received
by the stipulated closing time.
2.3 The Municipality contacted the twelve companies who downloaded the tender
documents but did not respond to inquire as to why they chose not to submit a bid.
Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• Two companies advised that after reviewing the document they were not able to
take on the project due to their current workload;
• One company advised that after reviewing the documents they realised that the work
was outside of their scope;
• Three companies advised that they downloaded the document with the interest of
being a sub -contractor for the project; and
• Five companies contacted did not respond to the Municipality's request for
information.
2.4 The three bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
Municipality of Clarington Page 3
Report Purchasing Services-009-21
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
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, Coco Paving Inc.,
be recommended for the award of tender CL2021-17.
2.7 Coco Paving Inc. has successfully completed work for the Municipality in the past,
therefore no reference checks were completed.
3. Financial
3.1 The total funds required in the amount of $1,310,000.00 (Net HST Rebate) includes the
construction cost of $1,178,929.58 (Net HST Rebate) and other costs such as
geotechnical investigation, material testing, inspection and contract administration,
permits, and contingencies in the amount of $131,070.42 is in the approved budget
allocation as provided and will be funded from the following accounts:
Description
Account Number
Amount
Pavement Rehabilitation - 2021
110-36-330-83212-7401
$360,000
OCIF
110-36-330-83212-7401
950,000
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 Coco Paving Inc. being the lowest compliant bid be
awarded the contract for the 2021 Pavement Rehabilitation in accordance with all the
terms, conditions specifications, and drawings of tender CI-2021-17.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Report Purchasing Services-009-21
Attachment 1 — Bid Summary
Page 4
Municipality of Clarington
CL2O21-17
2021 Pavement Rehabilitation
Bid Summary
BIDDER
Total Bid
TOTAL BID
(including HST)
(Net HST Rebate)
Coco Paving Inc.
$1,309,149.39
$1,178,929.58
D.Crupi & Sons Limited
1,378,738.41
1,241,596.65
Dig -Con International Ltd.
1,665,715.82
1,500,028.69
Attachment 2 to FSD-041-21
Clarftwn
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-010-21
Report Date: August 11, 2021
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2021-21
Report Subject: Supply and Deliver Liquid Magnesium Chloride with Rust Inhibitor
Summer Recess Procedure (Purchasing By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Innovative Surface Solutions Canada with an estimated total bid amount of
$284,000 (Net HST Rebate) for the initial three-year term, being the lowest
compliant bidder meeting all terms, conditions and specifications of CL2021-21
be awarded the contract for the Supply and Delivery of Liquid Magnesium
Chloride with Rust Inhibitor as required by the Public Works Department;
2. That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works, be given the authority to extend the contract for
this service for up to two additional one-year terms; and
3. The estimated funding required for the initial three-year terms is $284,000 (Net
HST Rebate). The estimated funding required for the first -year term is $94,700
(Net HST Rebate) and is in the 2021 approved budget allocation as provided.
The estimated funding required for the second and third -year terms will be
included in future budget accounts. The funding required for the initial one-year
term will be funded from the following account:
Description
Account Number
Amount
Winter Maintenance — Misc. Op Expense
100-36-383-10300-7112
$94,700
Municipality of Clarington
Report PSD-010-21
1. Background
Page 2
1.1 Tender specifications for the Supply and Delivery of Liquid Magnesium Chloride with
Rust Inhibitor was prepared by the Public Works Department and provided to the
Purchasing Services Division. Liquid Magnesium Chloride with Rust Inhibitor is mixed
with sand and salt at all three Public Works depots and used for road de-icing
operations as required for the winter season.
1.2 Tender CL2021-21 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 15, 2021.
2.2 Four plan takers downloaded the tender document. Two submissions were received by
the stipulated closing time.
2.3 One company who downloaded the tender document but chose not to submit a bid was
a construction association and the second company did supply material that met tender
specifications.
2.4 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and all bids were deemed compliant. The results were forwarded to the
Public Works Department for their review and consideration.
2.5 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the low compliant bidder, Innovative Surface
Solutions Canada be recommended for the award of tender CL2021-21.
2.6 Innovative Surface Solutions Canada has satisfactorily provided service to the
Municipality of Clarington in the past and references did not need to be checked.
3. Financial
3.1 The estimated funding required for the initial three-year term is $284,000 (Net HST
Rebate). The estimated funding required for the first -year term is $94,700(Net HST
Rebate) and is in the 2021 approved budget allocation as provided. The estimated
Municipality of Clarington Page 3
Report PSD-010-21
funding required for the second and third -year terms will be included in future budget
accounts. The funding required for the initial one-year term will be funded from the
following account:
Description
Account Number
Amount
Winter Maintenance — Misc. Op Expense
100-36-383-10300-7112
$94,700
3.2 Unit pricing submitted for the Supply and Delivery of Liquid Magnesium Chloride with
Rust Inhibitor is to remain firm for the first year of the contract The annual quantity is an
estimated requirement only and payment is based on the actual goods received. As the
contract is extended for additional years, the unit prices would be adjusted on the
anniversary date of the contract award by the annual percentage change in the most
recent issuance of the Consumer Price Index (CPI), All Items, Ontario as published by
Statistics Canada and the pricing will remain firm for the contract year.
3.3 The total estimated contract for three years plus two optional years is approximately
$473,500 (Net HST Rebate).
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 Innovative Surface Solutions Canada being the
lowest compliant bidder be awarded the contract for the supply and delivery of liquid
magnesium chloride per the terms and conditions of CL2021-21.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Report PSD-010-21
Attachment 1
Municipality of Clarington
Summary of Bid Results
Tender CL2021-21
Page 4
Supply and Delivery of Liquid Magnesium Chloride with Rust Inhibitor
Three -Year
Potential Five -Year
Bidder
Total Bid
Total Bid
Net HST Rebate
Net HST Rebate
Innovative Surface Solutions Canada
$283,986.72
$473,311.20
Miller Paving Limited
311,640.51
519,400.85
Clarftwn
Attachment 3 to FSD-041-21
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-011-21
Report Date: August 23, 2021
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2021-22
Report Subject: Bloor Street Multi -Use Path
Summer Recess Procedure (Purchasin
Recommendations:
-law 2015-022 S.73
It is respectfully recommended to the Chief Administrative Officer the following:
That Dig -Con International Ltd. with a bid amount of $437,086.22 (Net HST Rebate)
being the lowest bidder meeting all terms, conditions and specifications of CL2021-22 be
awarded the contract for the completion of the Bloor Street Multi -Use Path as required by
the Public Works Department;
2. That the funds required for this project in the amount of $518,862.17 (Net HST Rebate)
includes the construction cost of $437,086.22 (Net HST Rebate) and other costs such as
design, material testing, utility relocations, and contingencies in the amount of $81,775.95
is in the approved budget allocation as provided and will be funded from the following
accounts:
Description
Account Number
Amount
Pavement Rehabilitation Program
(OMCC)
110-36-330-83212-7401
$223,319.00
Pavement Rehabilitation Program
(Municipality of Clarington)
110-36-330-83212-7401
55,830.00
Region of Durham RCP Cost Sharing
110-36-330-83212-7402
239,714.00
Municipality of Clarington Page 2
Report Purchasing Services-011-21
1. Background
1.1 The Municipality of Clarington requires the services of a qualified company to complete
the construction of a 3.Om asphalt multi -use path on Bloor Street West between
Townline Road South and Prestonvale Road.
1.2 Tender specifications were prepared and provided by the Public Works Department.
1.3 Tender CL2021-22 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website and notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on August 17, 2021.
2.2 Twenty-three companies downloaded the tender document. Six submissions were
received by the stipulated closing time.
2.3 The Municipality contacted the seventeen companies who downloaded the tender
documents but did not respond to inquire as to why they chose not to submit a bid.
Their responses are as follows:
• One company was an association 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;
• Three companies advised that after reviewing the documents they realised that the
work was outside of their scope;
• Six companies advised that they downloaded the document with the interest of being
a sub -contractor for the project; and
• Three companies contacted did not respond to the Municipality's request for
information.
2.4 The six submissions received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
Municipality of Clarington Page 3
Report Purchasing Services-011-21
2.5 The bid results were forwarded to the Public Works for their review and consideration.
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, Dig -Con
International Ltd. be recommended for the award of tender CL2021-22.
2.5 Dig -Con International Ltd. has successfully worked with the Municipality in the past and
therefore no reference checks were completed.
3. Financial
3.1 The Bloor Street Multi -Use Path project was one of eight approved projects for the
Ontario Municipal Commuters Cycling (OMCC) Program in which the Municipality
received funding for in 2018. OMCC funding can be used to cover up to 80% of eligible
costs for approved projects and the Municipality is required to fund the remaining 20%
of eligible costs and all ineligible costs, as described in the Transfer Payment
Agreement. It is anticipated that approximately $223,000 of OMCC funding will be
utilized for this project. The remaining 20% of costs, estimated to be approximately
$56,000, will be funded from the tax levy portion of the Pavement Rehabilitation
Program as shown below.
3.2 Bloor Street West between Townline Road and Prestonvale Road in Courtice is under
Regional jurisdiction (Regional Road 22). Therefore, this project falls within the cost
sharing and funding formula of the current Region of Durham Cycling Plan (RCP).
Based on the funding formula, the Region of Durham will be responsible for funding
approximately $240,000, as shown below.
3.3 The total funds required for this project in the amount of $518,862.17 (Net HST Rebate)
includes the construction cost of $437,086.22 (Net HST Rebate) and other costs such
as design, material testing, utility relocations, and contingencies in the amount of
$81,775.95 is in the approved budget allocation as provided and will be funded from the
following accounts:
Description
Account Number
Amount
Pavement Rehabilitation Program
110-36-330-83212-7401
$223,319.00
(OMCC)
Pavement Rehabilitation Program
110-36-330-83212-7401
55,830.00
(Municipality of Clarington)
Municipality of Clarington
Report Purchasinq Services-011-21
Page 4
Description
Account Number
Amount
Region of Durham RCP Cost Sharing
110-36-330-83212-7402
239,714.00
4. Concurrence
This report has been reviewed by the Director of Public Works and the Director of
Financial Services/Treasurer who concur with the recommendations.
5. Conclusion
It is respectfully recommended that Dig -Con International Ltd. being the lowest
compliant bid be awarded the contract for the replacement of culverts at multiple
locations in accordance with all the terms, conditions and specifications of tender
CL2021-22.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
CL2021-22
Bloor Street Mult-Use Path
BIDDER
Total Bid
TOTAL BID
(including HST)
(Net HST Rebate)
Dig -Con International Ltd.
$485,365.00
$437,086.22
Broz Excavating
493,377.85
444,302.04
Municipality of Clarington
Report Purchasing Services-011-21
Page 5
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Blackstone Paving and Construction Ltd.
542,142.81
488,216.39
CSL Group Ltd.
552,425.64
497,476.40
Real Landscaping Plus Inc.
572,246.83
515,325.99
Ashland Construction Group Ltd.
574,492.00
517,347.84
Attachment 4 to FSD-041-21
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-012-21
Report Date: August 23, 2021
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2021-16
Report Subject: Replacement of Culverts at Multiple Locations
Summer Recess Procedure (Purchasina By -Law 2015-022 S.73
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Nick Carchidi Excavating Ltd. with a bid amount of $1,961,838.42 (Net HST Rebate)
being the lowest bidder meeting all terms, conditions and specifications of CL2021-16 be
awarded the contract for the completion of the culvert replacements at various locations
as required by the Public Works Department;
2. That the funds required for this project in the amount of $2,463,263.67 (Net HST Rebate)
includes the construction cost of $1,961,838.42 (Net HST Rebate) and other costs such
as design, material testing, utility daylighting, permit fees, inspection and contract
administration and contingencies in the amount of $501,425.25 is in the approved budget
allocation as provided and will be funded from the following account:
Description
Account Number
Amount
Structure Rehabilitation Program
110-36-330-83275-7401
$2,463,263.67
Municipality of Clarington Page 2
Report Purchasing Services-012-21
1. Background
1.1 This request was for the replacement of culverts within the Municipality of Clarington at
the following locations:
• Culvert 095501 — Somerville Drive, between Station Street and Highway 115/35
at Orono Creek Tributary Crossing
• Culvert 098509 — Concession Road, 1 east of Lancaster Road at Bouchette Point
Creek Tributary Crossing
• Culvert 098510 — Concession Road 1 east of Elliott Road at Port Granby Creek
Tributary Crossing
• Structure 098557 — Jaynes Road, north of Lakeshore Road at Bouchette Point
Creek
• Culvert 099527 — Gibbs Road, south of Concession Road 7 at Soper Creek
Tributary Crossing
• Structure 099534 — Middle Road, north of Concession Road 7 at Bowmanville
Creek Tributary Crossing
1.2 Tender specifications were prepared and provided by the Public Works Department.
1.3 Tender CL2021-16 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website and notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on August 13, 2021.
2.2 Thirty-seven companies downloaded the tender document. Six submissions were
received by the stipulated closing time.
2.3 The Municipality contacted the thirty-one companies who downloaded the tender
documents but did not respond to inquire as to why they chose not to submit a bid.
Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
Municipality of Clarington
Report Purchasing Services-012-21
Page 3
• Six companies advised that after reviewing the document they were not able to take
on the project due to their current workload;
• Eight company advised that after reviewing the documents they realised that the
work was outside of their scope;
• Eight companies advised that they downloaded the document with the interest of
being a sub -contractor for the project; and
• 11 companies contacted did not respond to the Municipality's request for
information.
2.4 The six submissions 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 for their review and consideration.
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, Nick Carchidi
Excavating Ltd. be recommended for the award of tender CL2021-16.
2.5 Nick Carchidi Excavating Ltd. has successfully worked with the Municipality in the past
and therefore no reference checks were completed.
3. Financial
3.1 That the funds required for this project in the amount of $2,463,263.67 (Net HST
Rebate) includes the construction cost of $1,961,838.42 (Net HST Rebate) and other
costs such as design, material testing, utility daylighting, permit fees, inspection and
contract administration and contingencies in the amount of $501,425.25 is in the
approved budget allocation as provided and will be funded from the following account:
Description
Account Number
Amount
Structure Rehabilitation Program
110-36-330-83275-7401
$2,463,264.00
4. Concurrence
This report has been reviewed by the Director of Public Works and the Director of
Financial Services/Treasurer who concur with the recommendations.
Municipality of Clarington
Report Purchasinq Services-012-21
5. Conclusion
Page 4
It is respectfully recommended that Nick Carchidi Excavating Ltd. being the lowest
compliant bid be awarded the contract for the replacement of culverts at multiple
locations in accordance with all the terms, conditions and specifications of tender
CL2021-16.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - Bid Summary
Municipality of Clarington
CL2021-16
Replacement of Culverts - Multiple Locations
BIDDER
Total Bid
(Including HST)
TOTAL BID
(Net HST Rebate)
Nick Carchidi Excavating Ltd.
$2,178,535.20
$1,961,838.42
Dufferin Construction Company
2,509,669.77
2,260,035.36
Coco Paving Inc.
3,079,924.07
2,773,567.02
Trisan Construction
3,485,333.27
3,138,650.56
Dig -Con International Ltd.
3,568,575.60
3,213,612.85
Boyle Excavating Ltd.
4,708,594.17
4,240,234.89
Attachment 5 to FSD-041-21
Clarftwn
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-013-21
Report Date: August 31, 2021
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2021-19
Report Subject: Lake Road Extension
Summer Recess Procedure (Purchasing By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Montgomery MacEwen Contracting Limited with a bid amount of $1,028,089.93
(Blended HST Rate) being the lowest bidder meeting all terms, conditions and
specifications of tender CL2021-19 be awarded the contract for the Lake Road
Extension as required by the Public Works Department;
2. That the total project funds required for this project in the amount of $1,459,700.00
(Blended HST Rate) includes the construction cost of $1,028,089.93 (Blended HST
Rate) and other costs such as design, contract administration, inspection, material
testing, utility relocation, contingency and blended HST costs in the amount of
$431,610.07 (Blended HST Rate) is in the approved budget allocation as provided and
will be funded from the following account:
Description
Account Number
Amount
Lake Road Extension (Net HST)
110-32-330-83422-7401
$768,700.00
Lake Road Extension — Roads
Contribution Reserve Fund (Net HST)
110-32-330-83422-7403
148,000.00
Lake Road Extension — Developer
Recovery (Full HST)
110-32-330-83422-7403
543,000.00
Municipality of Clarington Page 2
Report Purchasing Services-013-21
3. That the final execution of the contract award and issuance of a purchase order will be
contingent on the Municipality receiving the applicable developer recovery cost share
funding up front from Mettrum (through the Road Transfer Agreement — dated October 3,
2017) and developer recovery funding from Schleiss Development Co. Ltd. for the works
under the Oceanfront Development Limited - South Bowmanville Industrial Park - 18T-
87056 — subdivision.
Municipality of Clarington
Report Purchasinq Services-013-21
1. Background
Page 3
1.1 This project is for the completion of the extension of Lake Road from the current
terminus approximately 400m east of Lambs Road to Bennett Road. The scope also
includes the paving of surface asphalt and granular shouldering on Lake Road from
Lambs Road to the current terminus 400m east of Lambs Road.
1.2 Tender specifications were prepared and provided by the Public Works Department and
D.G. Biddle and Associates Ltd.
1.3 Tender CL2021-19 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website and notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022, Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 21, 2021.
2.2 Thirty companies downloaded the tender document. Seven submissions were received
by the stipulated closing time.
2.3 The seven submissions received were reviewed and it was determined that one
submission was non -complaint as not all line item pricing on the Tender Form were
completed. The other six submissions were deemed to be compliant, and their bids
were tabulated by the Purchasing Services Division (see Attachment 1).
2.4 The bid results were forwarded to the Public Works 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 Montgomery
MacEwen Contracting Limited be recommended for the award of tender CL2021-19.
2.6 Montgomery MacEwen Contracting Limited has successfully worked with the
Municipality in the past but on a smaller contract. Reference checks were completed
and were deemed satisfactory.
Municipality of Clarington Page 4
Report Purchasing Services-013-21
2.7 The Municipality contacted the twenty-three companies who downloaded the tender
documents but did not respond to inquire as to why they chose not to submit a bid.
Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• Three company advised that after reviewing the document they were not able to take
on the project due to their current workload;
• Six companies advised that they downloaded the document with the interest of being
a sub -contractor for the project; and
• 13 companies contacted did not respond to the Municipality's request for
information.
3. Financial
3.1 The total funds required for this project in the amount of $1,459,700.00 (Blended HST
Rate) includes the construction cost of $1,028,089.93 (Blended HST Rate) and other
costs such as design, contract administration, inspection, material testing, utility
relocation, contingency and blended HST costs in the amount of $431,610.07 (Blended
HST Rate) is in the approved budget allocation as provided and will be funded from the
following account:
Description
Account Number
Amount
Lake Road Extension (Net HST)
110-32-330-83422-7401
$768,700.00
Lake Road Extension — Roads
Contribution Reserve Fund (Net HST)
110-32-330-83422-7403
148,000.00
Lake Road Extension — Developer
Recovery (Full HST)
110-32-330-83422-7403
543,000.00
3.2 Final execution of the contract award and issuance of a purchase order will be
contingent on the Municipality receiving the applicable developer recovery cost share
funding up front from Mettrum (through the Road Transfer Agreement — dated October
3, 2017) and developer recovery funding from Schleiss Development Co. Ltd. for the
works under the Oceanfront Development Limited - South Bowmanville Industrial Park -
18T-87056 — subdivision.
4. Concurrence
This report has been reviewed by the Director of Public Works and the Director of
Financial Services/Treasurer who concur with the recommendations.
Municipality of Clarington
Report Purchasinq Services-013-21
5. Conclusion
Page 5
It is respectfully recommended that Montgomery MacEwen Contracting Limited being
the lowest compliant bid be awarded the contract for the extension of Lake Road in
accordance with all the terms, conditions, and specifications of tender CL2021-19.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Report Purchasing Services-013-21
Attachment 1 — Bid Summary
Page 6
Municipality of Clarington
CL2021-19
Lake Road Extension
BIDDER
Total Bid
(Including HST)
TOTAL BID
(Blended HST Rate)
Montgomery MacEwen Contracting
$1,093,970.26
$1,028,089.93 II
Coco Paving Inc.
$1,194,760.87
$1,122,589.03 I
Dufferin Construction Co.
$1,341,061.40
$1,260,591.09
Blackstone Paving & Construction Ltd.
$1,363,619.03
$1,281,038.53
Ashland Construction Group Ltd.
$1,539,917.67
$1,442,322.26
J. Hoover Ltd.
$1,701,158.78
$1,600,463.08
Dig -Con International Ltd.
Non -Compliant
C14rington
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: Robert Brezina, Capital Works Engineer
Date: July 28, 2021
Subject: CL2021-19 — Lake Road Extension
File: CRC.Lake Rd3.1
The Public Works Department has reviewed the submissions for CL2021-19 and offers
the following comments.
Road
Limits
Description
Lake Road
From the existing Lake Road
Construction of a new rural
Extension
terminus located approx. 400m west
road section connecting Lake
of Bennett Road to Bennett Road
Road to Bennett Road
including streetlighting,
watermain and sanitary sewer
adjustments, intersection
improvements, utility
relocations
This project is to funded in part by developer recovery funding
The low bidder on this contract was Montgomery MacEwen Contracting Limited. The
Purchasing Department is presently conducting reference checks and no concerns are
expected. However, should concerns arise during this review process, Public Works
will revisit its recommendation for contract award. Barring any concerns, we
recommend award of the contract to Montgomery MacEwen Contracting Limited in the
amount of $1,093,970.26 inclusive of HST, or $1,028,089.93 with blended HST rebate.
A total contingency amount of approximately 13.5% of construction costs is required for
this project, based on past experience. The tender includes provisional items that equal
approximately 3.5% of the construction cost, so 10.0% of construction costs have been
Page 11
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CRC.Lake Rd3.1
carried to bring the contingency to the required 13.5%. Therefore, including other costs
such as design, contract administration, inspection, material testing, utility relocation,
contingency and blended HST costs, the Public Works Department advises of the
following funding:
Construction (blended HST) (Based on Low Bid)
$1,028,089.93
Other costs (blended HST)
$431,610.07
Total Project Value
$1,459,700.00
Budget Amount:
• Lake Road Extension
$768,700.00
110-32-330-83422-7401 (Net HST)
• Lake Road Extension — Roads Contribution Reserve Fund
$148,000.00
110-32-330-83422-7401 (Net HST)
• Lake Road Extension — Developer Recovery
$543,000.00
110-32-330-83422-7403 (Full HST)
Total
$1,459,700.00
Considering all project costs, there is sufficient funding available. The Public Works
Department recommends that the Purchasing Department move forward with award of
the contract based on the above apportionments.
Final execution of the contract award and issuance of the PO will be contingent on the
Municipality receiving the applicable developer recovery cost share funding up front
from Mettrum (through the Road Transfer Agreement — dated October 3, 2017) and
developer recovery funding from Schleiss Development Co. Ltd. for the works under the
Oceanfront Development Limited - South Bowmanville Industrial Park - 18T-87056 -
subdivision.
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CRC.Lake Rd3.1
Should you have any further questions, please feel free to contact the undersigned.
Regards,
Robert Brezina
Capital Works Engineer
Cc: Trevor Pinn, Director of Finance
Stephen Brake, Director of Public Works
Kevin Heathcote, Capital Works Supervisor
The Corporation of the
40 Temperance Street, Bowmanville ON
Page 13
Municipality of Clarington
L1 C 3A6 1 905-623-3379
File No.: CRC.Lake Rd3.1
LAKE ROAD EXTENSION BOWMANVILLE
KEY MAP
N.T.S.
Page 14
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379