HomeMy WebLinkAboutCOD-027-11 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 12, 2011 Resolution#: -�/ By-law#: N/A
Report#: COD-027-11 File#:
Subject: CONTRACT AWARDS DURING COUNCIL RECESS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-027-11 be received for information.
Submitted by: Reviewed by:
ari ' arano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
M M/J B/km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-027-11 PAGE 2
1. BACKGROUND
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 2011 there were two occasions that would normally
necessitate a report to Council.
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2 COMMENTS
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2.1 In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the
following contracts were awarded during the Council Recess,
Q2011-23, Supply & Delivery of One (1) Chevrolet Caprice 9C1 with Police
Package Electrical Wiring
CL2011-7, Bowmanville Creek Erosion Protection — Extension of Contract to
include Brookhill Tributary Remedial Work
A copy of the recommending Report Memos for the above noted projects are
attached as Schedule "A" and "B" respectively.
2. CONCURRENCE
Not applicable
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3. CONCLUSION
The actions taken by Staff as documented in the attached Report Memos be
provided for Councils information.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
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Staff Contact: Jerry Barber, Purchasing Manager
Attachments:
Attachment 1 - Report Memo Re: Q2011-23, Supply & Delivery of One (1) Chevrolet
Caprice
Attachment 2 - Report Memo Re: CL2011-7, Bowmanville Creek Erosion Protection —
Contract Extension
List of interested parties to be advised of Council's decision: Not Applicable
SCHEDULE "A"
Cl1� 11 REPORT MEMO
PURCHASING SERVICES
Date: August 10, 2011
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report#: PS-009-11 File#: Q2011-23
Subject: Q2011-23 — Supply & Delivery of One (1) Chevrolet Caprice 9C1 with
Police Package Electrical Wiring
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT Quantrill Chev Cadillac, Port Hope, Ontario, with a total bid price of
$40,113.79 (net of H.S.T. Rebate), being the sole responsible bidder meeting all
terms, conditions and specifications of Quotation Q2011-23, be awarded the
contract for Supply & Delivery of One (1) Chevrolet Caprice 9C1 with Police
Package Electrical Wiring, as required by the Municipality of Clarington, Fire
Department;
2. THAT the funds required in the amount of $35,000.00 be drawn from the Fleet
Replacement Fire Equipment Account 110-28-388-82824-7401 and
3. THAT the additional funds required in the amount of $5,113.79 be drawn from
the Fire Equipment Reserve Fund.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905)623-3379 F (905)623-3330
REPORT NO.: PS-009-11 PAGE 2
Reco nded b
Jerry B 'F e , Manager, Purcha ng rvices Date
Concurre ce:
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Gord Weir, Director of Emergency & Fire Services y Date
Approved by:
Nancy Taylor, Director of Financ /Tres urer ODate
Approved by:
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Frank Wu, Chief Administrative Officer Date
MM\JB\bh
cc: M. Marano, Director, Corporate Services
REPORT NO.: PS-009-11 PAGE 3
1.0 BACKGROUND
1.1 The quotation document made provision for bids with an option to trade in
an existing unit. Schedule "A" attached provides both an outright
purchase price and an after trade price.
1.2 Eight dealers were invited to bid on this requirement and one submission
was received.
2.0 ANALYSIS
2.1 After review and analysis of the bid by the Emergency & Fire Services
Department, Operations Department and Purchasing, it was mutually
agreed that the sole, compliant bidder, Quantrill Chev Cadillac, Port Hope,
Ontario, be awarded the contract for the Supply and Delivery of One (1)
Chevrolet Caprice 9C1 with Police Package Electrical Wiring. Based on
staff review the bid amount offered for the after trade option is fair and
reasonable and is recommended.
2.2 Quantrill Chev Cadillac, Port Hope, Ontario, has provided similar services
to the Municipality of Clarington in the past and the level of service has
been satisfactory.
3.0 FINANCIAL
3.1 The purchase of one (1) Chevrolet Caprice 9C1 with Police Package
Electrical Wiring is a replacement unit for the Fire Department.
3.2 The Fire Department has accepted the trade-in price of $4,000.00 for the
2005 Chevrolet Impala (ID #36).
3.3 The budget for the Chevrolet Caprice 9C1 with Police Package Electrical
Wiring is $35,000.00 in the Fleet Replacement Fire Equipment Account
110-28-388-82824-7401. The funds required to complete the purchase of
the One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring
is $40,113.79.
REPORT NO.: PS-009-11 PAGE 4
3.4 The additional funds required in the amount of $5,113.79 to complete the
purchase of One (1) Chevrolet Caprice 9C1 with Police Package Electrical
Wiring are available in the Fire Equipment Reserve Fund.
3.5 In view of the Council summer recess authorization is requested to award
the above contract, in accordance with the Purchasing By-law 2010-112
Part 2, Section 67- Council Recess Procedures, with the additional funds
being drawn from the Fire Equipment Reserve Fund account.
3.6 Queries with respect to the department needs, specifications, etc. should
be referred to the Director of Emergency & Fire Services.
4.0 CONCLUSION
4.1 To award the contract to Quantrill Chev Cadillac, Port Hope, Ontario, for
Quotation Q2011-23 Supply & Delivery of One (1) Chevrolet Caprice 9C1
with Police Package Electrical Wiring.
Attachments:
Schedule "A" — Bid Tabulation
cc: M. Marano, Director, Corporate Services
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SCHEDULE "B"
ClaringMiq REPORT MEMO
PURCHASING SERVICES
Date: August 23, 2011
To: Frank Wu, Chief Administrative Officer
From: Jerry Barber, Manager, Purchasing Services
Report#: PS-011-11 File#: CL2011-7
Subject: CL2011-7— Bowmanville Creek Erosion Protection
Extension of Contract to include Brookhill Tributary
Remedial-Work
Summer Recess Procedure (Purchasing By-Law 2010-112,
Section 67
RECOMMENDATIONS
It is respectfully recommended to the Chief Administrative Officer the following:
1. THAT contract CL2011-7 Bowmanville Creek Erosion Protection awarded to
Ontario Construction Company Limited, Niagara on the Lake, be extended to
include remedial work at the Brookhill Tributary (Durham Rd. 57 and Stevens
Rd.), at the estimated cost of$58,830.51, (Net of HST Rebate) as required by
the Engineering Department;
2. THAT funds required in the amount of$62,000.00 which includes $58,830.51 for
remedial work plus permitting, administration and design, be drawn from the
Steven Road account#110-32-330-83296-7401; and
3. THAT the actions taken during summer recess be reported to Council for
information.
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905 623-3330
Recom 'ends WV:
Jerry B .F , IVianager, Purchasing Services Date
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Concurrence:
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Tony Cannella, Director of Engineering Date
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,Nancy a lor, Director of Finance Date
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Approved b '
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Fr u, Chief Administrative Officer Date
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cc: M. Marano, Director, Corporate Services
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905)623-3379 F (905)623-3330
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REPORT NO.: PS-011-11 PAGE 3
1.0 BACKGROUND AND COMMENT
.1.1 Contract CL2011-7 Bowmanville Creek Erosion was awarded to Ontario
Construction Company Limited in May, 2011, (Report COD-019-11 attached as
Schedule 'A').
1.2 Since the award of the above contract a situation has arisen at the Brookhill
Tributary, Durham Road 57 and Stevens Road, Bowmanville. It has been
determined that the tributary is experiencing erosion and if left unrepaired, the
erosion will eventually impact the embankment adjacent to Durham Road 57. A
more detailed description of the problem is outlined in the attached memo
provided by the Engineering Department, attached as Schedule '13'.
2.0 ANALYSIS !
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2.1 In order to arrest the progress of the erosion in timely manner and keep the work
within the timelines established for work on the tributary as permitted by the
Department of Fisheries and Oceans (DFO) it is recommended that the existing
agreement with Ontario Construction Company Limited be extended based on
the estimate provided. Ontario Construction Company Limited is currently
working on the Bowmanvillle Creek Erosion Protection project awarded in May of
this year.
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2.2 Engineering Services working with AECOM have approached Ontario
Construction Company Limited and secured an estimate to complete the work
recommended by Engineering at an estimated cost of $58,830.51, (Net of HST
Rebate).
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2.3 Due to the limited time remaining in the 2011 fish window (July 1 to September
15) early approval of the contract extension is key to completing the remedial
work within the time limit allowed by DFO.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON .
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-3330
c=rgri. "r.,rs t It r.•. I, I .rn 1.1-,W. .I t I::•:'F...r.
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REPORT NO.: PS-011-11 PAGE 4
2.4 Queries with respect to the department needs, specifications, etc. should be I
referred to the Director of Engineering.
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2.5 In accordance with established policy an increase in work of this value requires
Council approval. However, with Council in recess for the summer it is proposed
that the Summer Recess Section (67) of the Purchasing By-law be relied upon to
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approve the addition of the work to the existing contract with an information
report to Council to follow in September.
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3.0 FINANCIAL
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3.1 The total project cost, including costing allocation is as detailed in the memo from
Engineering Services marked Schedule "B".with the required funds being be
provided from the Stevens Road Construction Project, capital account#110-32-
330-83296-7401. 1
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3.2 This matter has been reviewed with the Finance Department and the availability
of the funds has been confirmed.
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4.0 CONCLUSION
4.1 An erosion problem has been discovered at the Brookhill Tributary (Durham
Road 57 and Stevens Road) that, if left unattended, will continue to worsen and
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affect the integrity of the embankment adjacent to the roadways noted. A j
contractor is currently performing similar work in the Bowmanville Creek area and
is prepared to undertake the work immediately with completion within the time
limit established by the DFO at a reasonable price. Under the circumstance it is
recommended that we proceed with the work.
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Attachments:
Schedule "A", Report COD-019-11
Schedule "B", Memo - Engineering Services
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-3330
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Clarftwn REPORT
CORPORATE SERVICES (DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 30, 2011 Resolution#: By-law#: NIA
Report#: COD-019-11 File#:
Subject: CL2011-7 BOWMANVILLE CREEK EROSION PROTECTION
RECOMMENDATIONS:
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It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-019-11 be received;
2. THAT The Ontario Construction Company Limited, Niagara on the Lake, ON with
a total bid in the amount of$269,047.33 (net HST rebate), being the lowest.
responsible bidder meeting all terms, conditions, and specifications of Tender
CL2011-7, be awarded the contract for the Bowmanville Creek Erosion
Protection project;
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3. THAT the funds required in the amount of$384,133.67.00 (which includes
$269,047.33 tender, design, contract administration, contingencies and net HST
costs) be drawn from the following accounts: and
Bowmanville Creek Erosion Control
Account# 110-32-340-83234-7401 $330,000.00
Bridge & Culvert Repair Program
Account#110-32-330-83607-7401(2010Budget) $33,133.67
Baseline Road Structure
Account'#110-32-330-83314-7401 $21,000.00
Total Project Costs $384.133.67
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REPORT NO.: COD-019-11 PAGE 2
5. THAT the Mayor and the Clerk be authorized to execute the necessary
agreement. j
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Submitted by: G - Reviewed by:
Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
Nancy Taylor, B.B.A., C.A.,
Director of Finance
MM\JDB\km
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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40 TEMPERF NCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T(905)623-3379 i
REPORT NO.: COD-019-11 PAGE 3
1.0 BACKGROUND AND COMMENT
1.1 Tender specifications were provided by AECOM Canada Ltd. for the
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Bowmanville Creek Erosion Protection project as required by the Engineering E
Department. M
1.2 Tenders were advertised in the Daily Commercial News, as well as electronically
on the Municipal and Ontario- Public Buyer's Association websites.
Subsequently, tenders were received and tabulated as per the letter from
AECOM Canada Ltd., Sche.dule "A"attached.
2.0 ANALYSIS
2.1 A total of eleven (11) submissions were-received in response to the tender call
and all were deemed compliant.
2.2 After further review and analysis by the Engineering Department, AECOM
Canada Ltd. and Purchasing, it was mutually agreed that the low bidder, The
Ontario Construction Company Limited (OCC), Niagara on the Lake, ON, be
recommended for the contract for the Bowmanville Creek Erosion Protection
project. A copy of the recommending memos from the Department of*
Engineering and the consultant AECOM are attached as Schedule"A".
2.3 Although OCC has not completed any projects for the Municipality of Clarington
their references were checked and OCCL has completed a number of projects
of similar scope -and value for the Fram Development (Engineering by
Shoreplan Engineering), Goderich Port Management Corp. (Engineering by
B.M. Ross Engineering) and CAPREIT Partnership (Engineered by Bard &
Associates). All references were satisfied with work completed-by OCC.
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REPORT NO.: COD-019-11 PAGE 4
2.4 Queries with .respect to department needs, specifications, etc,, should be
referred to the Director of Engineering.
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3.0 FINANCIAL i
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3.1 The total project cost, including tender price of 269,047.33, design, contract
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administration, contingencies amounts to $384,133.67 (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.
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3.2 Funding for this project will be drawn from the following:
Department and Account Number
Engineering Department—Capital Budget
Bowmanville Creek Erosion Control
Account# 110-32-340-83234-7401 $330,000.00 I
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Bridge & Culvert-Repair Program j
Account#110-32-330-83607-7401(2010Budget) $33,133.67 i
Baseline Road Structure
Account#110-32-330-83314-7401 $21,000.00
Total Project Costs $384,133.67,
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REPORT NO.: COD-019-11 PAGE 5 i
4. INPUT FROM OTHER SOURCES
4.1 The Director of Finance has reviewed the funding requirements and concurs with
the recommendation.
4.2 This report has been reviewed for recommendation by the Purchasing Manager,
with the appropriate departments and circulated as follows:
Concurrence: Director of Engineering
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Attachments:
Schedule "A"— Memo from Engineering Services & Letter from AECOM Canada Ltd.
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SCHEDULE"K
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I eading fhe SVay I
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MEMOi I
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TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: May 20, 2011
RE: 2011 Erosion Control Works, Bowmanville
CL2011-07
The Engineering Services Department has reviewed the recommendation provided by AECOM j
Canada Ltd. ("AECOM") and offers the following comments.
As part of the.Municipality of Clarington's ongoing efforts to address erosion Issues within lands
owned by the Municipality of Clarington, the Engineering Services department, with approval
from Central Lake Ontario Conservation, have completed designs to address 3 existing erosion
concerns as follows:
Bowmanville Creek East Bank(roughly opposite 147 Queen Street)
Bowmanville Creek East Bank at Rotary Park Pedestrian Bridge
Darlington Creek at North End of Structure 99055 at Baseline Road
The proposed works will address bank erosion Issues at these locations and help to reduce
sediment loading of the creek as well as protecting the Municipality's Infrastructure as is the
case with the Pedestrian Bridge and Structure 99055 works. Although the proposed works at
the Rotary Park pedestrian bridge will address the immediate concern of the erosion i
compromising the walking path at the east abutment of the bridge there will be additional work
required in the future to address additional erosion north of the bridge on the east bank. This
will be designed and planned for as part of future budget deliberations. I
We concur with AECOM's recommendation to award the contract to The Ontario Construction
Company Limited (OCC) in the amount of$264,394.00, exclusive of HST, or $269,047.33 net
HST, to complete the erosion remedial works at the three locations outlined above.
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A detailed breakdown of Clarington's funding for the complete project costs Is provided on the I
Cost Apportionment supporting AECOM's tender review letter.
Due to past experiences on similar projects, a contingency amount of approximately 10% Is
carried forward. Therefore, including design and tender fees, construction, as well as contract
administration fees,the Engineering Department advises the following breakdown for the above ! I
referenced project net of H.S.T.: j
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SCHEDULE"A"
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2011 Erosion Control Works.
Bowmanville 2 May 20, 2011
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Project Breakdown
Total Project Value $384,133.67
Budget Amount
Bowmanville Creek Erosion Control
110-32-340-83234-7401 (2010&2011) $330,000
Bridge and Culvert Repair Program
110-32-330-83607-7401 (2010) $200,000
Baseline Road Structure $ 21,000
110-32-330-83314-7401 2011
Estimated Unexpended Budget $166,866.33
Additional Funding Required $0
The unexpended budget-amount from the Bridge and Culvert Repair Program will be used in a
future tender this year to address additional structure needs,
We recommend the report to Council move forward based on the above apportionments.
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,
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R Albright, P. Eng,
Manager, Infrastructure and Capital 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
(';1'.S dl.;,l�+i111:'�IS1?11`ISfStS::P Ili,vilfl_('(n @I(:�:iJS�cAi F'1il(d!'lll)nill i 7(1 ((KJ3iQ:K..Uit;ir.dA/4;L•i I::i`.ic(.:•.:Jhl 0-
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SCHEDULE"A"
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A.COM AECOM
613 Divislon Street 905 372 2121 tel
Cobourg,ON,Canada K9A 6G6 905 372 3621 fax
www.aecom.com
__.._...... _...................._.................................._....
May 18,2011 .
Mr.A.S,Cannella, C.E.T.
Director, Engineering Services
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1C 3A6
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Dear Sir:
Project No: 12-29677-20
Regarding: 2011 Erosion Control Works,
Contract No.CL2011-07(the"Contract')
Municipality of Clarington
Tenders for the above project were opened at the Municipal Offices on Friday,-May 13,2011 at
2:15p.m. A list of the bids received Is provided In the table below,
S' 'rvwr7FC, ;y:•a^(i�, e�;u�:;r,'T=t:;�..iv:c Win. ,.fnv3._t-_.,_, C..r ..r�:,g..r�' ;a:'�-�•r".S' ^
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'f` Syi�.�fif• ja:?t°iif' Y�j r� ry-1''�+ _,ty_•.tik�ra:' �1=r'L")�.7��.t!2aix .'3�•+;' - S��Y"•YY;-St 'S.:..
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q �,,. :��� ., -.a r.;a'-t'>s: .•; ?�r1,� Tt, �. '�'.�a�,� o��►�•,;��I]v'r,:st,�+,2t�;K�;-,T,,O:•Jnt L`- �__�-=�5-
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.ary i;r c'}it�n.;tc_,_{,�,�,(±. a3 rftrd`�_.��t .t.., ,'�'k v. y,., ;;a - 3�.�.. t,.S:9'+�r1 `•:�ts,.,9,, rii�.?ir,OSaki;„ t a r�i't!S3%�Fn
-:'�l�'��. l�{17.4 L�,`ll i.,.4E� S t� �C� �j'�-'}5 4�:!? $r{`:�. 3���1',:S�S s�•s�4NZ�}t' !S r _ r.. :�r��:i�`t� 5''.•}.+�r::"�•-a,.i
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iii^' ^i'�- .i•ti:�'�';,t'-'-rl., ry?�,_ ...y�m. _qti, .� r:. - E'.5.1�FliJ, :e�'�.••:�:S��+s,,�t�-,�., £� ,.1 ny. .;u;n fir.�,�-�.A,--�•nf.c•
- �`� v,k:�ti{+7.,.Y.:,_r��x`.s:t:��.Ja�siGc2txd:,i e§7�-:rfi:�C,"d�'GS71,f..�:':'1.,4�_�i..N:.y.,..}�..�rar,Ar'?., i',-'-_�_l.nyi`r_�?:.,.,._,�i.�;,�,r.C�xs?^T..•��ga
The Ontario construction Company Limited $ 264,394,00 $ 298,765,22 $ 269,047.33
Niagara on the Lake, ON
R&M Construction $ 281,574,00 $ 318,178.62 $ 286,629.70
Acton,ON
Dynex Construction Ltd, $ 318,856,00 $ 360,307.28 $ 324,467.87
Concord,ON
407043 Ontario Limited o/c Hollandla Land
&Environmental $ 323,055.00 $ 365,052.15 $ 328,740.77
Chelmford,ON
Cedarspring Landscaping Group'Limited
Ancaster,ON $ 333,058.15 $ 376,355.71 $ 338,919.97
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Draln Bros Excavating Ltd,
Norwood,ON $ 336,695.95 $ 380,466,42 $ 342,621,80
Iron Trio Inc. $ 339,415,26 $ 383,539.24 $ 346,388.97
Concord,ON
Hawkins Contracting Services
Markham,ON $ 369,403.00 $ 417,425,39 $ 375,904.49
Contlnued on Page 2
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U2011-07TendWAMML.Iter.000
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SCHEDULE"A"
A COM Page 2
May 18,2011
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"��6a x<�-c t'��:.'`�f{y,F.:��tii:r�i,q,,t- isf�• sT.:a;'{:��-�:�r�r. ,.�, -.VF,�,L, -��?;c -��y�t'•'��r�S;�."vS<it��j,rl,µ'Qy=�S'S,:^�"•�,'t`'+i ........ ..
:^;, =;r,ar`jl?1'4 {��izslj'14�,-':Ya3 = - 1{ iF.'�fhlf' 11r i P, t 0� ..yi.;0411•• r fv: ISd[lS 'R'rJ fe;1a
.�I�.+ S�tl�e�i;•I,f}.liti'34'�iF` ��E-�1u• � a; =-i` aray,�i PrsiiY r �.`s�as'��€� yF .:�fS .�.�:St�jR iE�,1.t t, a �, ,
12��.�$
Ron' on Ltd.
BowmRavin e, ON $ 374,238,00 $ 422,888.94 $ 380,824.59
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Hard-Co Construction Ltd,
Whitby, ON $ 394,848.00 $ 446,178,24 $ 401,797.32
Ellrpa Construction&Materials Limited
Plckering,ON $ 600,302.94 $ 678,342,32 $ 610,868,27
*Calculation Error
The Municipality of Clarington's Purchasing Department(the"Purchasing Department")reviewed all
bids to confirm compliance with the Clarington Purchasing By-Law. All bids were deemed compliant
by the Purchasing Department, AEC OM Canada Ltd. ("AECOM")has reviewed the two lowest bids
and confirmed the bid values noted above. The Ontario Construction Company Limited(OCC)Is the
lowest bidder,
As requested by the Purchasing Department, references were checked only for the lowest bidder, .
OCC has completed a number of projects of similar scope and value Including work for the Pram
Development(Engineering by Shorepian Engineering),Goderich Port Management Corp.
(Engineering by B,M Ross Engineering), and CAPkEIT Partnership(Engineering by Bard&
Associates), Engineering references stated that OCC has completed work to specification and to
their satisfaction,
With the low bid from OCC,and other associated project costs noted on the attached cost
apportionment, the project is within budget. Should funding be available, It is our opinion,based on
the Input provided by the references contacted regarding performance on previous projects,that the
bid In the amount of$264,394.00(exclusive of HST)may be awarded to The Ontario Construction i
Company Limited of Niagara on the Lake,Ontario subject to all provisions of the Clarington
Purchasing Bylaw being met.
Bid Cheques or Bid Bonds shall be retained for OCC and R&M Construction,the second low bidder,
until the Contract has been executed,
i
Should you have any questions regarding this matter,please contact the undersigned.
Sincerely, .
AECOM Canada Ltd.
Will McCrae, P,Eng,
Manager, Cobourg Office i
will.mccrae@ aecom,com
WM:pc
Encl.
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Leading the Way
MEMO
TO: Jerry Barber, Manager, Purchasing Services
FROM: A. S. Cannella, C.E.T.
Director Engineering Services
DATE: August 23, 2011
RE: BOWMANVILLE CREEK EROSION PROTECTION
EXTENSION OF CONTRACT TO INCLUDE BROOKHILL TRIBUTARY
REMEDIAL WORK
The Municipality of Clarington has been involved in erosion control works within
Bowmanville on an ongoing basis. This year we budgeted for erosion control works,
as-identified within Corporate Services report COD-019-11, at three different
locations:
• Bowmanville Creek East Bank
• Bowmanville Creek East Bank at Rotary Park Pedestrian Bridge
• Darlington Creek at North End of Structure 99055 at Baseline Road
Total'project costs, as identified within this report were estimated at a total cost of
$384,133.67.
Since awarding the contract for these works to The Ontario Construction Company
Limited a further erosion issue has been confirmed by The Department of Fisheries
and Oceans (DFO) during their annual inspection of a culvert we installed five years
ago, just west of Regional Road 57 on Stevens Road at the Brookhill Tributary
crossing. The erosion in this area is not only a concern for the DFO it is very much a
concern to the Municipality due to sediment loading of the tributary which could
eventually compromise the road structure if not addressed.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-5506
Page 2 of 2
BOWMANVILLE CREEK EROSION PROTECTION
i
EXTENSION OF CONTRACT TO INCLUDE BROOKHILL TRIBUTARY REMEDIAL
WORK
i
Knowing that the July 1 to September 15 "fish window" construction timing would
apply we have completed the design of the remedial works and applied to Central j
Lake Ontario Conservation for a work permit which should be issued in the next day
or so.
• I
Having worked with you in Purchasing closely, it has been agreed that because of the j
tight time lines and sensitive nature associated with the fish window there is not
enough.time to go through a formal quotation and award process, have the contractor
mobilize and complete the necessary work prior to the September 15 deadline. For
that reason we have approached the contractor who is in our area completing erosion
control works identified within report COD-019-11 and asked them to provide us with
a quotation for these additional works.
The Ontario Construction Company Limited has reviewed the works and responded
with a-quotation in the amount of$57,813.00 (or $58,830.51 .net HST), which will be
handled as an extra work order and funded from the Stevens Road account. I
The quotation provided by Ontario Construction has been reviewed and is deemed
reasonable based on the scope of the work required. With contract administration
($2,500) and permitting ($500) we would be looking for funding in the amount of
$61,8.30.51 or$62,000 rounded amount. With concurrence from the Director of
Finance we would suggest that this amount be funded with the unexpended funds
from the Stevens Road Account#110-32-330-83296-7401.
I am happy to provide further information and to answer any questions you may have.
i
Anthony S. Cannella z
Director of Engineering Services
ASC1jb
I
cc: Franklin Wu, CAO
Marie Marano, Director of Corporate Services
i
I
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-5506
DN:H:WP51DATA/MEMO/MEM002/