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Staff Report
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Report To: Joint Committees
Date of Meeting: October 25, 2021 Report Number: FSD-047-21
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Andrew C. Allison, CAO Resolution# : JC-075-21
File Number: CL2021-1 By-law Number:
Report Subject: Toyota Trail Connection - Soper Creek Trail to Bowmanville
Cemetery
Recommendations:
1. That Report FSD-047-21 and any related communication items, be received;
2. That CSL Group Ltd. with a total bid amount of $767,503.53 (net HST Rebate) being
the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2021-1 be awarded the contract for the work required to complete the
Toyota Trail Connection — Soper Creek Trail to Bowmanville Cemetery;
3. That the total funds required for this project in the amount of $930,600.00 (net HST
rebate), which includes the construction cost of $767,503.53 (net HST rebate); and
other costs such as survey, design, tendering, material testing, tree clearing,
inspection and contract administration, permit fees and contingencies, in the amount
of $163,096.47 (net HST rebate) will be funded by as follows:
Description
Account Number
Amount
Toyota Trail — Soper Creek Trail to Haines
110-32-325-83379-7401
$620,000
Various Erosion Protection Works
110-36-340-83437-7401
60,000
Municipal Capital Works Reserve Fund
511-00-000-00000-7418
25,060
Development Charge — Park Development
Reserve Fund
584-00-000-00000-7418
225,540
4. That all interested parties listed in Report FSD-047-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-047-21
Report Overview
Page 2
To request authorization from Council to award the contract for the extension of the Toyota
Trail from Soper Creek Trail to 200 m west of Haines Street as detailed in Tender CL2021-1.
1. Background
1.1 This project is for the connection of the Toyota trail from the existing Soper Creek Trail
to 200 m west of Haines Street. The scope of work involves the construction of the new
trail extension, benches, a pedestrian bridge along with creek bank stabilization work.
1.2 Design and tender specifications for the extension of the Toyota Trail were prepared
and provided by CIMA and the Public Works Department.
1.3 Tender CL2021-1 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 July 15, 2021.
2. Analysis
2.1 Twenty-six companies downloaded the tender document. Six 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 twenty 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;
• Six companies advised that after reviewing the document they could not take on the
project due to their current workload;
• Two companies advised that they downloaded the document with the interest of
being a sub -contractor for the project;
• One company advised that they downloaded the document with the interest of being
a supplier for the project; and
• Ten companies contacted did not respond to the Municipality's request for
information.
Municipality of Clarington
Report FSD-047-21
Page 3
2.3 The five bids received prior to the closing were reviewed and tabulated by the
Purchasing Services Division (see Attachment 1). All five 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, CSL Group Ltd
be recommended for the award of Tender CL2021-1.
2.6 CSL Group Ltd. has worked with the Municipality in the past and therefore references
were not checked.
3. Financial
3.1 The total funds required for this project in the amount of $930,600.00 (net HST rebate),
which includes the construction cost of $ 767,503.53 (net HST rebate); and other costs
such as survey, design, tendering, material testing, tree clearing, inspection and
contract administration, permit fees and contingencies, in the amount of $163,096.47
(net HST rebate) and will be funded by as follows:
Description
Account Number
Amount
Toyota Trail — Soper Creek Trail to
Haines
110-32-325-83379-7401
$620,000
Various Erosion Protection Works
110-36-340-83437-7401
60,000
Municipal Capital Works Reserve Fund
511-00-000-00000-7418
25,060
Development Charge — Park
Development Reserve Fund
584-00-000-00000-7418
225,540
3.2 Bids came in substantially higher than anticipated and as such a request is being made
to utilize funding from the Municipal Capital Works Reserve Fund as well as from the
Development Charge — Park Development Reserve Fund to cover the funding deficit for
this project. (See Attachment 2 — Memo from Public Works re Award).
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
Municipality of Clarington
Report FSD-047-21
5. Conclusion
Page 4
It is respectfully recommended that CSL Group Ltd., being the lowest compliant bidder
meeting all terms, conditions and specifications of Tender CL2021-1 be awarded the
contract for the work required to complete the extension of Toyota Trail between Soper
Creek Trail and the Bowmanville Cemetery.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
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Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report FSD-047-21
Attachment 1 — Bid Summary
Municipality of Clarington
Bid Summary
CL2021-1 Toyota Trail Connection —
Soper Creek Trail to Bowmanville Cemetery
Page 5
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
CSL Group Ltd.
$852,278.88
$767,503.53
Boyle Excavating Ltd.
880,192.17
792,640.31
M&S Architectural Concrete Ltd.
959,760.98
864,294.49
Royalcrest Paving & Contracting Ltd.
1,225,524.88
1,103,623.11
Blackstone Paving & Construction Ltd.
1,430,873.46
1,288,545.87