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Home My WebLink AboutCOD-016-12 SERVICES Clarington REPORT CORPORATE Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 25t", 2012 Resolution#: By-law#: Report#: COD-016-12 File#: Subject: TENDER CL2012-16, EROSION CONTROL RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-016-12 be received; 2. THAT R&M Construction, Acton, Ontario, with a total bid in the amount of $321,613.46 (net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2012-16 be awarded the contract for Erosion Control as required by the Municipality of Clarington, Engineering Department; and 3. THAT the funds required for the Clarington portion of the project, required in the amount of$305,000.00 (which includes $321,613.46 for tendering, design, contract administration, material testing, contingencies and net HST less Region of Durham costs) be drawn from the following Engineering Department Capital Accounts: Soper Creek Erosion Control - 2012 Capital and funds committed in Roads Contribution Reserve Fund) 110-32-340-83284-7401 .....................................................................$221,000.00 Build Canada Fund (2009) 110-32-330-83347-7401 ....................................................................$ 84,000.00 Total funds required: ...........................................................................$305,000.00 4. That the tender award be subject to the approval of the Regional Municipality of Durham; and 5. THAT the Mayor and Clerk be authorized to execute the necessary agreement. k REPORT NO.: COD-016-12 PAGE 2 Submitted by: {G Reviewed by: M'a'rie Marano, H.B.Sc., Franklin Wu, Director of Corporate Services Chief Administrative Officer LY—CL ZLX� Nancy aylor, B.B.A., C.A., Director of Finance/Treasurer MM\JDB\km REPORT NO.: COD-016-12 PAGE 3 1. BACKGROUND 1.1 Tender specifications were provided by AECOM Canada Ltd. for the Erosion Control. 1.2 Tender CL2012-16, Erosion Control 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 five (5) 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 AECOM, the Engineering Department and Purchasing, it was mutually agreed that the low bidder, R&M Construction, Acton, Ontario, be recommended for the contract for the Erosion control project. 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. 3. FINANCIAL 3.1 The total project cost of$419,000.00 represents the Region of Durham's portion with Clarington's portion amounting to $305,000.00 (net of H.S.T. Rebate). The total project cost includes $321,613.46 for tendering, design, contract administration, material testing, contingencies and net HST less Region of Durham costs. The funding and cost breakdown for this project is outlined in the memo from Engineering Services ("Attachment 1"). REPORT NO.: COD-016-12 PAGE 4 Funding for this project will be drawn from the following Engineering 2012 and 2009 Capital accounts and Soper Creek Erosion Works commitment in the Roads Contribution reserve fund: Erosion Protection Accounts: Soper Creek Erosion Control - 2012 Capital and funds committed in Roads Contribution Reserve Fund) 110-32-340-83284-7401 .....................................................................$221,000.00 Build Canada Fund (2009) 110-32-330-83347-7401 .......................................................................$84,000.00 Total funds required: ...........................................................................$305,000.00 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 R&M Construction, Acton, Ontario for the Erosion Control. 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 Cl.arington 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 ImMEMU. Leading the Way TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: June 19, 2012 RE: 2012 Erosion Control C L2012=16 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 560789 Ontario Limited (operating as R&M Construction) in the amount of $357,137.57, inclusive of HST, or $321,613.46, net HST, for the construction of erosion control measures at two locations within the Municipality. The scope of work includes the following locations: Soper Creek at Mearns Park, between the Bowmanville Zoo and Barley Mill Crescent,, east of Mearns Avenue in Bowmanville and Concession Road 7 between Langmaid Road and Regional Road 34, north of Courtice. Funding for the Soper Creek at. Mearns Park portion of the project will be shared between the Municipality of Clarington (2/3) and the Region of Durham (1/3). The Municipality's share of the costs will come from the Soper Creek Erosion Control account included in the approved 2012 budget. There is a shortfall of $21,000.00 for Clarington's share of the work, which will be funded by the Roads Contribution Reserve Fund (Soper Creek Erosion works commitment). Funding for the Concession Road 7 portion of the project will come from the unexpended funds in the Build Canada Fund (BCF) project from the 2009 budget. The proposed erosion control work is located within the limits of the original BCF project and is eligible for BCF funding. 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 10% is carried forward. Therefore, including design and tender fees, contract administration fees, and other project costs, the Engineering Department advises the following breakdown for the above referenced project: Attachment 1 2012 Erosion Control, CL2.012-16 2 June 19, 2012 Total Project Value $305,000.00 Budget Amount Soper Creek Erosion Control, 110-32-340-83284-7401 (2012) $200,000.00 Build Canada Fund, 110-32-330-83347-7401 (2009) $84,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 Roads Contribution (Soper Creek Erosion Works) $21,000.00 We recommend the report to Council move forward based on the above apportionments. Attached for your files is the recommendation provided by AECOM which includes a more detailed breakdown of estimated project costs. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Manager, Infrastructure and Capital Works RA/sb/dv Attachment Pc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM . Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services Attachment 1 CL2012-16, 2102 EROSION CONTROL PART A: SOPER CREEK AT MEARNS PARK PART B: CONCESSION ROAD 7 T,1 I;OW L KENDALl t V 1AUN70Y+AP 1 1571 1_$��. 1 cplLaTI�EI l I S�F I4 I ' .3C WM{tiNYLLE I j I Ylll I I W �I I q r2 �: FART`4` 1 ',_•I -_ I BfIJ ELINEF[ _ .t f i 2 f 17' III tiKl I y2 I . E' nSTCE I` �"..` Ll�:= f !�vtLI.,. f�GH�`IPI AG! KEY MAP N,T.S, GE S(r C/�Attachm' R" AZXOM AECOM 513 Division Street 905 372 2121 tel Cobourg,ON,Canada K9A 5G6 905 372 3621 fax www.aecom.com I Note File E Oiscmi;With sse Answer OPtES TO JUN 1 2 2012 �eiilrn�:o free June 11, 2012 aVEET1N6 � ENGIiVCI;t m� Action Mr. A. S. Cannella, C.E.T. COMMENTS: ap Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario L1 C 3A6 Dear Sir: Project No: 60224181 Regarding: 2012 Erosion Control Works Contract No. CL2012-16 (the"Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, June 1, 2012 at 2:15p.m. A list of the bids received is provided in the table below. BIDDER TOTAL BID TOTAL BID TOTAL BID (Excl. HST) (Incl. 13 % HST) (IncL Net HST Rebate) 560789 Ontario Limited, $316,050.96 $357,137.57 $321,613.46 o/a R & M Construction ACTON, ON Hard-Co Construction Ltd. $331,349.77 $374,425.23 $337,181.53 WHITBY, ON Latitude 67 Ltd $347,130.10* $390,595.91* $353,239.59* KING CITY, ON TBG Landscape Inc. $356,014.17* $402,296.22* $362,280.02* Brooklin, ON Dynex Construction Ltd. $398,712.50 $450,545.13 $405,729.84 CONCORD, ON *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. Calculation errors were noted in the bids submitted by Latitude 67 Ltd. and TBG Landscape Inc. These errors in no way affect the bid order. CL2012-16 Tender Award Letter.Doc Attachment 1 Jot. Page 2 June 11,2012 R&M Construction 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. R&M Construction has completed projects of similar scope and value. References stated that R&M Construction has completed work to specification and to their satisfaction. 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 award the Contract to R&M Construction in the amount of $316,050.96 (exclusive of HST) subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for R&M Construction and Hard-Co 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, AECOM Canada Ltd. 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 CL2012-16 Tender Award Lette6Doc Cost Apportionment Based on Low Bid Contract CL2012-16 Municipality of Clarington/Region of Durham 2012 Erosion Control Works June 15,2012 AECOM Project#60224181 Description Total Soper Creek at Meams Park Cone.7 Fishway Comments Municipality of Clarington 110-32-340-83284 7401 Region of Durham P.O. Municipality of Clarington 110-32-330-83347-7401 Project ID/Account Number Construction Costs Contract CL2012-16 Total Part'A'-Soper Creek Erosion Control $ 237,685.00 $ 158,456.67 $ 79,228.33 $ - Total Part'B'-Cone Rd 7 Culvert Extension and Fishway $ 59,365.96 $ - $ - $ 59,365.96 Sub-Total Construction $ 297,050.96 $ 158,456.67 $ 79,228.33 $ 59,365.96 Total Part'C'-General Items $ 19,000.00 $ 10,133.33 $ 5,066.67 $ 3,800.00 Total Construction $ 316,050.96 $ 168,590.00 $ 84,295.00 $ 63,165.96 AECOM Design Project Numbers 60239651-07160224181160117366 Design,Tendering and Approvals Preliminary Design 60239651-07 30-NOV-11 to 02-MAR-12 ry 9 ( ) $3,232.68 $ 3,232.68 $ - $9,698.03 Total Paid Previously by Clarington (53,232.68 is Region's Share to be paid back to the project) Detailed Design(60224181)03-MAR-2012 to 01-JUN-2012 $ 15,513.43 $ 10,342.29 $ 5,171.14 $ - Conc.7&Fishway(60117366)03-MAR-2012 to 01-JUN-2012 $ 3,258.25 $ - $ $ 3,258.25 Total Detail Design and Approvals $ 22,004.36 $ 10,342.29 $ 8,403.82 $ 3,258.25 Construction Admin.and Materials Testing Construction Admin.,Inspection and Materials Testing $ 35,000.00 $ 17,000.00 $ 9,000.00 $ 9,000.00 Estimated Total Construction Admin.and Materials Testing $ 35,000.00 $ 17,000.00 $ 9,000.00 $ .9,000.00 Other Costs MOE PPTW Fees $ 1,500.00 $500.00 $250.00 $750.00 CLOCA Permit Fees $ 1,500.00 $ 1,000.00 $ 500.00 $ - Geotechnicallnvestigation $ 3,960.00 $ 2,640.00 $ 1,320.00 $ Golder Associates Invoice 457003 Total Other Costs $ 6,960.00 $ 4,140.00 $ 2,070.00 $ 750.00 Additional Project Costs 1.76% Unrecoverable HST $ 6,688.27 $ 3,521.27 $ 1,826.33 $ 1,340.67 10%Contingencies(inclusive of Net HST) $ 32,296.41 $ 17,406.44 $ 8,404.85 $ 6,485.12 Total Estimated Project Costs $ 419,000.00 $ 221,000.00 1 $ 114,000.00 Is 84,000.00 Budget Amount $200,000.001 $125,000.001 $84,000.00 Under/(Over)Budget Amount -$21,000.00 $11,000.00 $0.00 Mev UU D 0 n AECOM : m