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Staff Report
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Report To: Joint Committees
Date of Meeting: October 25, 2021 Report Number: FSD-046-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer Andrew C.
Reviewed By: Allison, CAO Resolution#: C-314-21, JC-074-21
File Number: [If applicable, enter File Number] By-law Number:
Report Subject: CL2021-18 Flett Street and Parkway Avenue Reconstruction
Recommendations:
1. That Report FSD-046-21 and any related communication items, be received;
2. That Coco Paving Inc. with a total bid amount of $701,136.73 (net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2021-18 be awarded the contract for the work required to complete the
Flett St. and Parkway Ave. Reconstruction project;
3. That GHD Limited with a total bid amount of $38,261.76 (net HST Rebate) being the
lowest compliant bidder meeting all terms, conditions and specifications of the
PQ2019-1 roster process be awarded the contract for the contract administration
and inspection portion of this project;
4. That the total funds required for this project in the amount of $830,400.00 (net HST
rebate), which includes the construction cost of $701,136.73 (net HST rebate);
contract administration and inspection cost of $38,261.76 (net HST rebate) and
other costs such as design, material testing, and contingencies in the amount of
$91,001.51 (net HST rebate) is within the approved project budget and will be
funded as follows:
Description
Account Number
Amount
Parkway Ave Area Reconstruction
110-32-330-83202-7401
$285,000
Flett St. Reconstruction and
Parkway Cres Sidewalk
110-36-330-83357-7401
470,000
Sidewalk Replacement
110-36-331-83215-7401
75,400
Municipality of Clarington Page 2
Report FSD-046-21
5. That all interested parties listed in Report FSD-046-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-046-21
Page 3
Report Overview
To request authorization from Council to award the contract for the completion of the road
reconstruction of Flett Street and Parkway Avenue as detailed in Tender CL2021-18.
1. Background
1.1 This project is for the reconstruction of Flett Street and Parkway Avenue in Bowmanville
in addition to local area sidewalk improvements. The scope of work involves:
• Reconstruction of Flett Street from Southway Drive to Parkway Crescent
including storm sewer removal and replacement, subdrain installation, removal
and reinstatement of road structure, curbs, driveway aprons and general area
restoration.
• Reconstruction of Parkway Avenue between Parkway Crescent including storm
sewer removal and replacement, subdrain installation, removal and reinstatement
of road structure, curbs, driveway aprons and general area restoration.
• Installation of sidewalk on Parkway Avenue from Liberty Street to Parkway
Crescent.
• Installation of sidewalk and roadway curb on Parkway Crescent from Parkway
Avenue to the frontage of St. Joseph Catholic Elementary School.
Reconstruction Tender
1.2 Design and tender specifications for the road reconstruction and sidewalk improvement
were prepared and provided by the Public Works Department.
1.3 Tender CL2021-18 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 September 28, 2021.
2. Analysis
2.1 Thirty-five companies downloaded the tender document. Nine submissions were
received by the stipulated closing time. One submission was received after the closing
time and was deemed non -compliant.
Municipality of Clarington Page 4
Report FSD-046-21
2.2 The Municipality contacted the twenty-six 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;
• Seven companies advised that after reviewing the document they could not take on
the project due to their current workload;
• Five companies advised that they downloaded the document with the interest of
being a sub -contractor for the project;
• Four companies advised that they downloaded the document with the interest of
being a supplier for the project; and
• Nine 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, Coco Paving Inc.,
be recommended for the award of Tender CL2021-18. (Attachment 2 Memo from Public
Works)
2.6 Coco Paving Inc. has worked with the Municipality in the past and therefore references
were not completed.
Contract Administration and Material Testing
2.7 In an effort to save costs, the sidewalk installation component of the project will be
executed independently from the road construction component and contract
administration and inspection duties will be conducted by Public Works staff. However,
due to limited staffing resources the contract administration and inspection duties of the
road reconstruction component will be conducted through GHD Limited. The Public
Works Department initiated the PQ2019-1 Engineering Consulting Services roster
process for this assignment.
2.8 Bids were requested from the following pre -qualified Consultants of AECOM, GHD
Limited and CIMA+.
Municipality of Clarington
Report FSD-046-21
Page 5
2.9 All three (3) Consultants submitted a bid. Each submission was higher than anticipated
exceeding the $30,000 limit for roster assignments. (Refer to Attachment 2 — Bid
Summary).
2.10 GHD Limited was the lowest compliant submission received.
2.11 Approval is being sought for this contract to be awarded to GHD limited as it exceeds
the $30,000 threshold of the roster. The $38,261.76 (net HST rebate) is an upset limit
and payment of the assignment will be conducted on a "time and material" basis.
3. Financial
3.1 The total funds required for this project in the amount of $830,400.00 (net HST rebate),
which includes the construction cost of $701,136.73 (net HST rebate), contract
administration and inspection cost of $38,261.76 (net HST rebate) and other costs such
as design, material testing, and contingencies in the amount of $91,001.51 (net HST
rebate) is within the approved project budget and will be funded as follows:
Description
Account Number
Amount
Parkway Ave Area Reconstruction
110-32-330-83202-7401
$285,000
Flett St. Reconstruction and
Parkway Cres Sidewalk
110-36-330-83357-7401
470,000
Sidewalk Replacement
110-36-331-83215-7401
75,400
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 bidder
meeting all terms, conditions and specifications of Tender CL2021-18 be awarded the
contract for the work required to complete the Flett Street and Parkway Avenue
Reconstruction project.
It is also recommended that the GHD Limited, being the lowest compliant bidder for the
roster call PQ2019-1 for contract administration and inspection be awarded the contract
for this work.
Municipality of Clarington
Report FSD-046-21
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@claringotn.net.
Attachments:
Attachment 1 — Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Page 6
Municipality of Clarington
Report FSD-046-21
Attachment 1 - Bid Summary
Municipality of Clarington
Page 7
CL2O21-18 — Flett Street and Parkway Avenue Reconstruction
Bid Summary
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Coco Paving Inc.
$778,581.47
$701,136.73
Nick Carchidi Excavating Ltd.
$916,182.92
$825,051.10
Hard -Co Construction Limited
$985,783.00
$887,728.12
Dufferin Construction Co.
$1,067,287.94
$961,125.85
Trisan Construction Ltd.
$1,072,450.33
$965,774.74
Blackstone Paving & Construction Ltd.
$1,147,915.70
$1,033,733.64
Elirpa Construction & Materials Ltd.
$1,382,832.79
$1,245,283.76
New Alliance Ltd.
$1,396,092.40
$1,257,224.45
Broz Excavating
Non -Compliant
Municipality of Clarington Page 8
Report FSD-046-21
Municipality of Clarington
PQ2019-1 Roster Process for Contract Administration and Inspection
as required Flett Street and Parkway Avenue Reconstruction
Bid Summary
Project:
CL2021-18 Reconstruction of Flett St. &
Parkway Ave.
Category:
3, General Consulting
Date Received:
September 29, 2021
Bids:
GHD
$37,600.00
AECOM
$37,925.00
CIMA+
$38,746.30