HomeMy WebLinkAboutCOD-009-12 Clarftwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 23, 2012 Resolution#: By-law#:
Report#: COD-009-12 File#:
Subject: TENDER CL2012-3 FLETT STREET RECONSTRUCTION
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-009-12 be received;
2. THAT Eagleson Construction, Millbrook, ON with a total bid in the amount of
$432,463.67 (Net of HST Rebate), being the lowest responsible bidder meeting
all terms, conditions, and specifications of Tender CL2012-3, be awarded the
contract for Flett Street Reconstruction as required by the Engineering
Department;
3. THAT the funds for Clarington's portion of the project, required in the amount of
$341,982.27 which includes $432,463.67 for Tender, design, contract
administration, material testing, contingencies and net HST less Regional of
Durham costs, be drawn from the following account;
Flett Street Reconstruction
Account # 110-32-330-83357-7401
Road Works & Storm Sewer $341,982.27
4. That the tender award be subject to the approval of the Regional Municipality of
Durham for Regional Infrastructure; and
5. THAT the Mayor and the Clerk be authorized to execute the necessary
agreement.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD - 009 -12
Submitted by: Reviewed by: L
rie Marano, H.B.Sc., Franklin Wu,
11 11 B :.1
C.M.O., Chief Administrative Officer
Director of Corporate
Services
Nancy Ta lor, Br,'B.A., C.A.,
Director o
Finance/Treasurer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905 - 623 -3379
REPORT NO.: COD - 009 -12 PAGE 3
1. BACKGROUND
1.1 Tender specifications were provided by AECOM Canada Ltd. for the Flett Street
Reconstruction as required by the Engineering Department.
1.2 Tenders were advertised in the Daily Commercial News, as well as electronically
on the Municipality's website and the Ontario Public Buyer's Association website.
Subsequently, tenders were received and tabulated as per the letter from
AECOM Canada Ltd., Schedule "A" attached.
2. ANALYSIS
2.1 A total of ten (10) submissions were received in response to the tender call.
2.2 After further review and analysis by the Engineering Department, AECOM
Canada Ltd. and Purchasing, it was mutually agreed that the low bidder,
Eagleson Construction, Millbrook, ON, be recommended for the contract for the
Flett Street Reconstruction. A copy of the recommending memos from the
Department of Engineering and the consultant AECOM are attached as
Schedule "A ".
2.3 Eagleson Construction has completed projects for the Municipality of Clarington
in the past and the service has been satisfactory. In addition, references were
checked and all references indicated satisfaction with the work completed by
Eagleson Construction and would recommend them for similar projects.
2.4 Queries with respect to department needs, specifications, etc., should be
referred to the Director of Engineering.
3. FINANCIAL
31 The total project cost, including tender price of $432,463.68, design contract
administration, contingencies and utilities amounts to $581,741.67 (Net of HST
REPORT NO.: COD - 009 -12
PAGE 4
Rebate). The detailed funding required for the project is outlined in the memo
from Engineering Services and the letter from AECOM Canada Ltd., marked
Attachment 1 and summarized below.
3.2 Funding for this project will be paid by the following:
Department and Account Number
Engineering Department — Capital Budget
Flett Street Reconstruction
Account # 110 -32- 330 - 83357 -7401 $380,000.00
Total Clarington Cost $341,982.27
Region of Durham Costs
Flett Street Reconstruction
Total Region of Durham Cost $239,759.39
Combined Total Project Costs $581,741.67
4. CONCURRENCE
4.1 This report has been reviewed for recommendation by the Purchasing Manager
and the Director of Engineering.
5. CONCLUSION
5.1 That the proposed contract award be approved.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Marie Marano, Director of Corporate Services
Attachments:
Attachment 1 - Memo from Engineering Services & Letter from AECOM Canada Ltd.
Attachment 2 - Project Location — Key Map
Attachment 1
Leading the Way
TO: Jerry Barber, Purchasing Manager
FROM: Ron Albright, Manager, Infrastructure and Capital Works
DATE: April 16, 2012
RE: Flett Street Reconstruction, Bowmanville
CL2012 -03
The Engineering Services Department has reviewed the recommendation provided by AECOM
Canada Ltd. ( "AECOM ") and offers the following comments.
Prior to completing the design and tendering work for Flett Street, a Public Information Centre
was held on December 14, 2011 to review the project with the public and to get their input
regarding the proposed works. For more detailed information on the PIC, please refer to Report
EGD- 006 -12.
Flett Street is currently constructed to a semi -urban cross section with asphalt gutters and storm
sewers. Upon completion of the works, the street will be reconstructed to an urban standard
with concrete curb and gutter, new storm sewers and new road structure. The surface asphalt
will be placed in 2015 under a separate contract. The Municipality of Clarington is working in
cooperation with the Region of Durham on this project and they will be replacing their sanitary
servicing on Flett Street.
We concur with AECOM's recommendation to award the contract to Eagleson Construction in
the amount of $424,983.95, exclusive of HST, or $432,463.67 net HST, for the reconstruction of
Flett Street.
A detailed breakdown of the Clarington's and the Region of Durham's funding is provided on the
Cost Apportionment provided with 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 as well as contract administration
fees, the Engineering Department advises the following breakdown for the above referenced
project:
Attachment 1
Flett StiocF t
R(�GOiTstrUGtior'I, (:- 2012.03 2 April 10, 2012
Total Project Value
$341,982.27
Budget Amount
Flett Street 110 -32- 330 - 83357 -7401
(2011&2012)
$380,000.00
Estimated Unexpended Budget
$38,017.73
Additional Funding Required
$0
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.
RA /ra
Attachment
Cc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM
Nancy Taylor, Director of Finance
A.S. Cannella, Director of Engineering Services
Attachment 1
AZCOM AECOM 905 372 2121 tel.
513 Division Street 905 372 3621 fax
COBOURG, Ontario K9A 5G6
www,aecom.com
April 16, 2012
Mr. A. S. Cannella, C.E,T.
Director, Engineering Services.
The Municipality of Clarington
40 Temperance Street
BOWMANVILLE, Ontario L1C 3A6
Dear Sir:
Project No: 60215457
Regarding: Flett Street Reconstruction, Bowmanville
Contract No. CL2012 -03 (the "Contract ")
Municipality of Clarington
Tenders for the above project were opened at the Municipal Offices on Thursday, April 5, 2012 at
2:15p.m. A list of the bids received is provided in the table below.
*Calculation Error(s) - Values noted above are corrected by Clarington Purchasing Department to correct Calculation Error(s),
CL2012.03 Tender Award LeneGpoo
TOTAL i3 I D,
TOTAL BI[
T.QTAL, BID
(EXCI HST)
{Intl 13 % HSTj
(Intl, Net HST Rebate
Eagleson Construction
MILLBROOK, ON
$
424,983.95
$
480,231.86
$
432,463.67
Macklin Bros. Construction Ltd.
GRAFTON, ON
$
435,219.54
$
491,798.08
$
442,879.40
Kawartha Capital Construction
PETERBOROUGH, ON
$
449,236.20
$
507,636.91
$
457,142.76
Hard -Co Construction Ltd.
WHITBY, Ontario
$
566,170.00
$
639,772.10
$
576,134.59
Coco Paving
BOWMANVILLE, ON
$
567,175.50
$
640,908.32
$ ,
577,157.79
Cobourg Development Services
COBOURG, ON
$
575,557.36
$
650,379.82
$
585,687.17
Calder Hill Contracting Ltd.
THORNHILL, Ontario
$
656,888.70
$
742,284.23
$
668,449.94
North Key Construction
NAPANEE, ON
$
699,938.39
$
790,930.38
$
712,257.31
Bar -quip Construction
RICHMOND HILL, ON
$
781,737.13
$
883,362.96
$
795,495.70
Royel Paving Ltd.
LINDSAY, ON
$
816,924.91
$
923,125.15
$
831,302.79
*Calculation Error(s) - Values noted above are corrected by Clarington Purchasing Department to correct Calculation Error(s),
CL2012.03 Tender Award LeneGpoo
F
Attachment 1
Page 2
April 16, 2012
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. AECOM Canada Ltd. ( "AECOM ") has reviewed the two lowest bids
and confirmed the bid values noted above. Eagleson Construction ( "Eagleson ") is the lowest bidder.
Its submitted tender has been reviewed and had a calculation error in the amount of $757.55
(exclusive of HST) resulting from not revising the tender quantity of 4 ea. to 5 ea, as identified in
Addendum No. 1. Eagleson did however, acknowledge and submit receipt of Addendum No. 1 with
their bid package. This error was corrected by the Purchasing Department. This does not affect the
bid order.
As requested by the Purchasing Department, references were checked only for the lowest bidder.
Eagleson has completed projects of similar scope and value. References stated that Eagleson has
completed work to specification and to their satisfaction.
With the low bid from Eagleson, and other associated project costs noted on the attached cost
apportionment, the project is within budget, Should funding be available and based on the input
provided by the references contacted regarding performance on previous projects, we are not aware
of any reason why the Municipality would not be entitled, in its sole discretion, to accept Eagleson's
bid in the amount of $424,983.95 (exclusive of HST) and award the contract to it, subject to all
provisions of the Clarington Purchasing Bylaw being met.
Bid Cheques or Bid Bonds shall be retained for Eagleson Construction and Macklin Bros.
Construction Ltd., the second low bidder, until the Contract has been executed.
Should you have any questions regarding this matter, please contact the undersigned.
Sincerely,
AECO Canada Ltd.
rcve_
Will McCrae, P.Eng.
Associate Vice - President, East District, Water
will.mccrae @aecom.com
WM:pc
Encl.
cc: Mr. Ron Albright, P.Eng., Manager of Infrastructure and Capital Works, Municipality of Clarington
CL2012 -03 Tender Award LetlecDOc
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