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Home My WebLink AboutCOD-012-12 Clarbgton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 28, 2012 Resolution#: By-law#: Report#: COD-012-12 File#: Subject: TENDER CL2012-12, PAVEMENT REHABILITATION, VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-012-12 be received; 2. THAT Coco Paving Inc., Oshawa, Ontario, with a total bid in the amount of $2,018,867.52 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2012-12 be awarded the contract for Pavement Rehabilitation, Various Locations, as required by the Municipality of Clarington, Engineering Department; and 3. THAT the funds required in the amount of$2,360,000.00 (which includes $2,018,867.52 for tendering, design, contract administration and contingencies) be drawn from the following Engineering Department Capital Accounts: Pavement Rehabilitation Accounts: 110-32-330-83212-7401 (2012) .......................................................$1,483,866.00 110-32-330-83 12-7401 (2011) .......................................................$ 421,134.00 110-32-330-"12-7401 (2010) .................................................... $ 455,000.00 Submitted by: Reviewed by: arie Marano, H.B.Sc., ranklin Wu, C.M.O., Chief Administrative Officer Direfdtor of Corporate Services Nancy tayfork(B.B. ., C.A., Director of Finance/Treasurer MM\JDB\km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, SOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-012-12 PAGE 2 1. BACKGROUND 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Pavement Rehabilitation, Various Locations. 1.2 Tender CL2012-12 Pavement Rehabilitation, Various Locations was 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 "Attachment 1". 2. ANALYSIS 2.1 A total of two (2) submissions were received in response to the tender call. Both submissions were deemed compliant. 2.2 After further review and analysis of the compliant bids by AECOM, the Engineering Department and Purchasing, it was mutually agreed that the low bidder, Coco Paving Inc., Oshawa, Ontario be recommended for the contract for the Pavement Rehabilitation, Various Locations. A copy of the recommendation memo from the Department of Engineering and AECOM is appended as "Attachment 1". 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 The references were contacted by AECOM and were found to be acceptable. 2.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering. REPORT NO.: COD-012-12 PAGE 3 FINANCIAL 3.1 The total project cost is $2,360,000.00 (net of H.S.T. Rebate). The funding required for the project is outlined in the memo from Engineering Services ("Attachment 1"). 3.2 Funding for this project will be drawn from the following Engineering 2011 Capital accounts: Pavement Rehabilitation Accounts: 110-32-330-83212-7401 (2012) .......................................................$1,483,866.00 110-32-330-83212-7401 (2011) .......................................................$ 421,134.00 110-32-330-83212-7401 (2010) .......................................................$ 455,000.00 Total Available Funds ......................................................................$2,360,000.00 4. CONCURRENCE: This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendations. 5. CONCLUSION 5.1 To award the contract to Coco Paving Inc., Oshawa, Ontario for the Pavement Rehabilitation, Various Locations. CONFORMITY WITH STRATEGIC PLAN — The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability Connecting Clarington Promoting green initiatives X Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Marie Marano, Director of Corporate Services Attachments: Attachment 1 — Recommendation Memo from Engineering Services and letter from AECOM Canada Ltd. Attachment 1 MEMOLeading the Way TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: May 22, 2012 RE: 2012 Pavement Rehabilitation, Various Streets CL2012-12 The Engineering Services Department has reviewed the recommendation provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. We concur with AECOM's recommendation to award the contract to Coco Paving Inc. in the amount of $2,241,863.50, inclusive of HST, or $2,018,867.52 net HST, for the rehabilitation of various streets throughout the Municipality. A detailed breakdown of the project cost 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 5% is carried forward. Funding for the project will come from the Pavement Rehabilitation account including the current funding year and unexpended funds from previous years, as shown in the table below. Total Project Value $2,360,000.00 Budget Amount Pavement Rehabilitation, 110-32-330-83212-7401 (2012) $1,483,866.00 110-32-330-83212-7401 (2011) $421,134.00 110-32-330-83212-7401 (2010) $455,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 Attachment 1 2012 Pavement Rehabilitation Reconstruction, CL2012-12 2 IMay 22, 2012 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, Ron Albright, P. Eng. Manager, Infrastructure and Capital Works RA/sb Attachment Cc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services Attachment 1 A. AECOM 905 372 2121 tat 513 Division Street 905 372 3621 fax COBOURG,Ontario K9A 5G6 www.aecom.com May 18 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: 60263511 Regarding: 2012 Pavement Rehabilitation,Various Streets Cgntract No. CL2012-12(the"Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, May 11, 2012 at 2:15p.m. A list of the bids received is provided in the table below. BIDpR T1�TAL SID TOTAL BID; TC7TAL 131D ( xcl kiST} (Intl 13 % HST) (Incl Net HST Rebate) Coco Paving Inc., $1,983,950.00 $2,241,863.50 $2,018,867.52 Bowmanville Miller Paving Limited, $2,238,911.09* $2,529,969.53* $2,278,315:93* Whitby *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. AECOM Canada Ltd. ("AECOM") has reviewed the two lowest bids and confirmed the bid values noted above. A calculation error was noted on Miller Paving Limited's bid. This error in the amount of$30.00 (excl. HST) in no way affects the bid order. Coco Paving Inc. is the lowest bidder. Its submitted tender has been reviewed and is found to be arithmetically correct. As requested by the Purchasing Department, references were checked only for the lowest bidder. Coco Paving Inc. has completed projects of similar scope and value. References stated that Coco Paving Inc. has completed work to specification and to their satisfaction, With the low bid from Coco Paving Inc., 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 CL2012.12 Tender Award Letter.Dac Attachment 1 JUCOM Page 2 May 18,2012 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 award the Contract to Coco Paving Inc. in the amount of$1,983,950.00 (exclusive of HST) subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Coco Paving Inc, and Miller Paving Limited, the second low bidder, until the Contract has been executed. Should you have any questions regarding this matter, please contact the undersigned. Sincerely, AECOM Canada td. Will McCrae, P.Eng. Associate Vice-President, East District, Water will.mccrae@aecom.com WM:cs encl. cc: Mr.Ron Albright,P.Eng.,Manager of Infrastructure and Capital Works,Municipality of Clarington Mr.Sean Bagshaw,P.Eng.,Capital Works Engineer,Municipality of Clarington CL2012-12 Tender Award Letlec0oe Attachment 1 Municipality of Clarington 2012 Pavement Rehabilitation,Various Streets Cost Apportionment based on Low Bid May 18,2012 Contract CL2012-12 AECOM Project#60263511 Clarington Description Total 2012 Pavement Comments Rehabilitation ProjectiD/Account Number 110.32.330.83212.7401 Construction Costs Contract CL2012-12 -- -- _ PART A':Nash Road from Rundle Road to Hells Road(Pulverize) (PROVISIONAL) $ 7.33,245.07 $ 233,245.07 PART'B':Baseline Road from Trulis Road to Prestonvale Road(Pulverize) $ 409,476.10 $ 409,476.10 PART'C:Munday Court from Stevens Road to North End Cul-de-Sac(Full Depth Asphalt Removal)(PROVISIONAL) $ 93,937.49 $ 93,937.49 PART'D:Lorraine Court from Liberty Street to West End(Partial Depth Asphalt $ 00,117.16 $ 90,117.16 Removal) PART'S':Galbraith Court from King Street E to North End Cul-de-Sac(Micro $ 06,594.04 $ 86,594.04 Surfacing)(PROVISIONAL) PART T':Concession St E From Lambs Road to Providence(Micro Surfacing) $ 126,957.24 $ 126,957.24 PART'G:Concession Street E from Providence to Bragg Road(Micro Surfacing) $ 103,892.93 $ 103,892.93 PART'H':Concession Street E from Bragg Road to Towniine,(Micro Surfacing) $ 69,584.52 $ 69,584.52 ----- ------- - --- -- - - -- - -— - -- - ----------- -------- PART T:Concession 6 from Hwy 35 to Old Kirby Road(Partial Depth $ 187,499.39 $ 187,499.39 and Pulverize) PART'J:Millson Hill Drive from Main Street to Orono Mill Street(Full Depth $ 188,275.07 $ 1$8,275.07 Asphalt Removal) PART W:Concession 7 Leskard Road to 320m West of Leskard Road(Pulverize $ 134,924,96 $ 134,924.96 PART'L':King Street and Scugog Street Intersection(Partial Depth Asphalt Rem $ 115,645.40 $ 115,645.40 PART'M:Concession Street Intersection Repairs $ 35,437.86 $ 35,437.86 PART'N.Climie Court from Galbraith Court to East End Cul-de-Sac(Micro $ 22,216,31 $ 22,216.31 Surfacing)(PROVISIONAL) PART'O':Salina Road from Hillside Drive to 200 m North of Odium Street $ 12,834.00 $ 12,834.00 (Crack Repair)(PROVISIONAL) PART'P':Provisional Items $ 57,644.72 $ 57,644.72 Sub-Total Construction(Excl.General Items) $ 1,968,282,26 $ 1,968,282.26 PART'Q':General Items $ 15,667.74 $ 15,667.74 Total Construction $ 1,983,950.00 $ 1,983,950.00 Tendering,Contract Admin.,and Materials Testing AECOM Project No 60263611 Tender Preparation and Approvals $ 26,426.82 $ 26,426.82 ---------- - --°----- ._ - ----- --- --- ------------ ------- --------- Construction Admin,and Materials Testing $ 198,395.00 $ 198,395.00 Estimate --------------- ------------- ----------------- ----- _- -..__--------- -------------------- Total Construction Administration $ 224,821.82 $ 224,821.82 Other Costs Traffic Loops @ King/Scugog $ 8,326.31 $ 8,326.31 Region of Durham Quote Permits and Approvals $ 2,000.00 $ 2,000.00 PTTW(Milson Hill,Baseline Rd.),CLOCA(Baseline Rd.) Total Other Costs $ 10,326.31 $ ----10,326.31 ---`------ - -- ------ Additional Project Costs 5%Contingencies(Intl.1.76° unrecoverable HST) $ 101,845.74 $ 101,845.74 -— -----._...----------- ----- ----- ---- --- — -- 1.76%Unrecoverable HST(excl.contingencies) $ 39,056.13 $ 39,056.13 Total Estimated Project Cost $ 2,360,000.00 $ 2,360,00D.00 BudgetAmount $ 2,360,000.00 $ 2,360,000.00 (Over)IUnder Budget Amount -�--------- --- -- - ------- ---------------- All costs exclude H.S.T.