HomeMy WebLinkAboutCOD-028-11 Clarftwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 12, 2011 Resolution#: `1� By-law#:
Report#: COD-028-11 File#:
Subject: CL2011-27, ASPHALT RESURFACING, VARIOUS LOCATIONS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-028-11 be received;
2. THAT Coco Paving Limited, Bowmanville, Ontario, with a total bid in the amount
of$422,743.92 (net of H.S.T. Rebate), being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL2011-27, be
awarded the contract for Asphalt Resurfacing, Various Locations, as required by
the Engineering Department;
3. THAT the additional funds in the amount of $17,000.00 required to complete the
Old Scugog Road resurfacing project be transferred from the 2011 Pavement
Rehabilitation Account to the Old Scugog Road Account;
4. THAT the additional funds for Nash Road and Concession Road 3 be funded
from the unexpended funds from the Mearns Avenue project;
5. THAT the funds required in the amount of$478,000.00 (i.e., which includes
$422,743.92 for tendering and a ten percent contingency amount and materials
testing and the Municipality's Net HST amount) be drawn from the following
Engineering Department Capital Budget Accounts
110-32-330-83214-7401 - Nash Rd $100,000
110-32-330-83316-7401 - Old Scugog Rd. $52,000
110-32-330-83319-7401 - Conc. Rd. 3 $101,000
110-32-330-83208-7401 - Mearns Ave. $225,000
Total $478,000
REPORT NO.: COD-028-11 PAGE 2
6. THAT the Mayor and the Clerk be authorized to execute the necessary
agreement.
Submitted bv:
� ,zwlt_�
Reviewed by:
-Marie Marano, H.B.Sc., C.M.O., Franklin Wu,
Direct G of Corpora Se ' es Chief Administrative Officer
Nancy Tay r, B ., C. .,
Director of Finance/Treasurer
MM/JDB/km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-028-11 PAGE 3
BACKGROUND
1.1 Tender specifications were provided by the Engineering Department for the
Asphalt Resurfacing, Various Locations.
1.2 Tender CL2011-27 Asphalt Resurfacing, Various Locations was advertised in the
Daily Commercial News and electronically on the Municipality's website and the
Ontario Public Buyer's Association website. Subsequently, tenders were
received, reviewed and tabulated as per the memo from the Engineering
Department, Attachment 1 attached.
1.3 Attached for information is a copy of the Standard Drawings and Key Maps
(Attachment 2) indicating locations of the project.
2.0 ANALYSIS
2.1 A total of two (2) submissions were received in response to the tender call. All
submissions were deemed compliant.
2.2 After further review and analysis of the compliant bids by the Engineering
Department and Purchasing, it was mutually agreed that the low bidder, Coco
Paving Limited, Bowmanville, Ontario be recommended for the contract for the
Asphalt Resurfacing, Various Locations. A copy of the recommendation memo
from the Department of Engineering is attached as Schedule "A".
2.3 The low bidder has provided similar services to the Municipality of Clarington in
the past and the level of service has been satisfactory.
2.4 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Engineering.
3.0 FINANCIAL
3.1 The total project cost is $478,000.00 (i.e., which includes $422,743.92 for
tendering and a ten percent contingency amount and materials testing and the
Municipality's net HST).
REPORT NO.: COD-028-11 PAGE 4
3.2 Funding for this project will be drawn from the following accounts:
DC Related Tax levy
Project Related Project Total
Total Project Value $426,000 $52,000 $478,000
Budget Amount
Nash Rd 110-32-330-83214-7401 $95,000 $95,000
Old Scugog Rd.110-32-330-83316-7401 $35,000 $35,000
Conc. Rd. 3 110-32-330-83319-7401 $91,000 $91,000
Mearns Ave. 110-32-330-83208-7401 $270,000 $270,000
Total Budget Amount $456,000 $35,000 $491,000
Estimated Unexpended Funds $30,000 $0 $30,000
Additional Funds Required:
2011 Pavement Rehabilitation $17,000 $17,000
Account 110-32-330-83212-7401
3.3 The total project costs for the Nash Road and Concession Road 3 portions of this
project exceed the budgeted amounts; however, this shortfall is offset by the
Mearns Avenue component that is under budget. The additional funds of
$17,000.00 for the Old Scugog Rd. portion of the project are available in the
2011 Pavement Rehabilitations account 110-32-330-83212-7401.
4.0 COMMENT
4.1 Public tenders were invited resulting in the submission of complaint bids with the
low bid being acceptable. Therefore it is recommended that the contract be
awarded to the low compliant bidder, Coco Paving, Bowmanville.
5.0 CONCURRENCE
5.1 This report has been reviewed by Ron Albright, Manager Infrastructure and
Capital Project Manager, Engineering Department, who concurs with the
recommendations.
5.2 Queries with respect department needs, specifications, etc., should be referred to
the Director of Engineering.
6.0 CONCLUSION
6.1 To award the contract to Coco Paving Limited, Bowmanville, Ontario for Contract
CL2011-27 Asphalt Surfacing, Various Locations.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Jerry D. Barber, C.P.P.O., Purchasing Manager
REPORT NO.: COD-028-11 PAGE 5
Attachments:
Attachment 1 - Memo from Engineering Services
Attachment 2 - Key Maps
List of interested parties to be advised of Council's decision: Not Applicable
Attachment 1
Lending the Way
MEMO
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Design
DATE: September 6, 2011
RE: SURFACE ASPHALT CONTRACT, CL2011-27
Tenders for the above project were opened at the Municipal Offices on Thursday
September 1, 2011 at 2:00 p.m. A summary of the bids as received from Purchasing is
provided in the table below.
BIDDER TOTAL BID TOTAL BID
(excluding HST T(Including n et HST
Coco Paving Incorporated $415,432.31 $422,743.92
Oshawa, ON
Miller Paving Limited $540,128.79 $549,635.05
Whitby, ON
The scope of the project deals with placing the surface lift of asphalt on recently
constructed roads that have been left at base asphalt for the past few years to allow for
any minor settlement which typically occurs with most road construction involving the
installation of underground infrastructure within the roadway.
The total project costs based on Coco Paving's low bid are shown on the attached Cost
Apportionment. The estimated total project cost is $478,000.00 which includes a 10%
contingency amount, materials testing and the Municipality of Clarington's net HST
amount. It should be noted that the contract preparation, tendering and contract
administration for this project will all be completed with Municipal Staff.
The Engineering Services Department has reviewed the reference check provided by
your department and concurs with your recommendation to award Contract CL2011-27
to Coco Paving Incorporated in the amount of$415,432.31 (exclusive of H.S.T.)which
amounts to $422,743.92 including our net HST commitment.
Due to past experiences on similar projects, a contingency amount of approximately
10% is carried forward. The Engineering Department advises-the following total project
Attachment 1
cost breakdown for the above referenced project with the various sections of the project
broken into Development Charge (DC) related or Tax Levy Related to account for the
different funding sources:
DC Related Tax Levy Total
Project Related
Project
Total Project Value $426,000 $52,000 $478,000
Budget Amount
Nash Road 110-32-330-83214-7401 $95,000 $95,000
Old Scugog Road 110-32-330-83316-7401 $351000 $35,000
Concession Road 3 110-32-330-83319-7401 $91,000 $91,000
Mearns Avenue 110-32-330-83208-7401
$270,000 $270,000
Total Budget Amount $456,000 $351000 $491,000
Estimated Unexpended Budget $30,000 $0 $30,000
Additional Funding Required $0 $17,000 $17,000
As there is a funding shortfall in-the Tax Levy related portion of the tender it is
recommended that $17,000.00 from the Tax Levy portion of unexpended funds from the
2011 Pavement Rehabilitation Account (110-32-330-83212-7401) be reallocated to
cover this shortfall. The variance in the pricing from the budget amount can be attributed
to the limited quantity of asphalt for this section as well as the narrow nature of the road
which will make traffic control more difficult for the contractor than our standard width
roads in the urban area.
We recommend the report to Council move forward based on the above funding
allocations and as further detailed on the attached cost apportionment. Should you have
any further questions, please feel free to contact the undersigned.
Regards, -
FAIbright, .R AEng.
Manager, InfrastructuYnd pit al Works
RA/ra
Attachment
Cc: Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
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