HomeMy WebLinkAboutTR-16-94 THE CORPORATION OF THE `!MUNICIPALITY CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# �%�
Date: APRIL 18, 1994 Res. # .,ffA -Gjq.
By-Law# 7 -cam
Report#: TR-16-94 File :
Subject: TENDER CL94-6, BOULEVARD TREE PLANTING - NEWCASTLE MEADOWS
SUBDIVISION/WILLOWBROOK GARDENS SUBDIVISION/TRULLS DELBERT
SUBDIVISION - PHASE I/EXTERNAL AREAS - VARIOUS LOCATIONS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-16-94 be received;
2 . THAT Sunland Landscape Inc. , Gormley, Ontario with a total bid
in the amount of $44,862 . 30, being the lowest responsible
bidder meeting all terms, conditions and specifications of
Tender CL94-6, be awarded the contract for Boulevard Street
Planting - Newcastle Meadows Subdivision/Willowbrook Gardens
Subdivision/Trulls Delbert Subdivision - Phase I/External
Areas - Various Locations, as required by the Department of
Public Works;
3. THAT the attached By-law, marked Schedule "A" be forwarded to
Council for approval; and
4 . THAT the required funds be provided as outlined in the body of
this report.
BACKGROUND AND CObMNT:
In accordance with Council Resolutions #GPA-201-93 (Schedule B
attached - Newcastle Meadows) , #GPA-424-93 (Schedule C attached -
Willowbrook Gardens) and #GPA-423-93 (Schedule D attached - Trulls
Delbert Subdivision) , tender specifications were provided by G.M.
Sernas and Associates Ltd. for Boulevard Tree Planting. Included
with these specifications were the 1994 requirements for Boulevard
Tree Planting as identified in the Public Works Capital Budget,
page 44 (allocation of $20,000 . 00) .
? 15
iH 1515"'i'M MPE-1.PAPER
REPORT NO. : TR-16-94 PAGE 2
TENDER CL-94-6, BOULEVARD TREE PLANTING - NEWCASTLE MEADOWS
SUBDIVISION/WILLOWBROOK GARDENS SUBDIVISION/TRULLS DELBERT
SUBDIVISION - PHASE 1/EXTERNAL AREAS - VARIOUS LOCATIONS
Subsequently, tenders were received and tabulated as follows:
BIDDER TOTAL BID AMOUNT
Sunland Landscape Inc. $44,862 . 30
Gormley, Ontario
King West Landscape $60, 133.41*
Contracting Ltd.
*Tendered amount adjusted to correct extension Error.
Based on the low bid the overall costs are summarized as follows:
By Contract - 44,862 . 30
Engineering & Resident
Supervision 5,800 .00
50,662 .30
In accordance with resolution numbers GPA-201-93 and GPA-424-93 the
irrevocable letters of credit from Newcastle Meadows Inc. , and
Ashdale Capital Corporation Ltd. (Willowbrook Gardens) in the
amount of $677,810 .48 and $1,835,055 .05 respectively were drawn
down and deposited into the Municipal bank account. Subsequent to
Resolution #GPA-423-93 the Royal Bank of Canada have agreed to
retain the letter of credit and to disperse the funds
appropriately.
The unexpended funds will be retained until the project is
completed to the satisfaction of the Director of Public Works. Any
funds owing to the Developer will be released as appropriate upon
notification from the Director of Public Works .
Partial works for the repair of deficiencies have already been
completed in each of the three subdivisions and were previously
awarded by Council through Tenders NW93-19, NW93-34 and NW93-30.
716
REPORT NO. : TR-16-94 PAGE 3
TENDER CL-94-6, BOULEVARD TREE PLANTING - NEWCASTLE MEADOWS
SUBDIVISION/WILLOWBROOK GARDENS SUBDIVISION/TRULLS DELBERT
SUBDIVISION - PHASE 1/EXTERNAL AREAS - VARIOUS LOCATIONS
The required funds will therefore be provided as follows:
Total Cost Funding
Newcastle Meadows - By Contract $11,787 . 89 Subdividers
Engineering 1,525 . 00 Deposits Account
Sub total $13,312 . 89 #2015-00001-0000
Willowbrook - By Contract $ 6,342 . 72 Subdividers
Gardens Engineering 818 . 00 Deposits Account
Sub total $ 7,160 .72 #2105-00001-0000
Trulls Delbert - By Contract $10,682 .77 Royal ,Bank of
Engineering 1,380 .00 Canada to
Sub total $12,062 . 77 disperse funds
as appropriate
External Areas - By Contract $16,048. 92 Public Works 1994
Various ' Locations Engineering 2,077 . 00 Capital Budget
Sub total $18,125 . 92 Account
#7212-88002-0520
Total - $13,312 . 89
7, 160.72
12,062 .77
18, 125 . 92
$50,662 . 30
Although the low bidder has not previously performed for the
Municipality of Clarington, they have provided satisfactory service
to the City of Barrie, the Town of Whitby and the Town of Ajax.
The Treasurer has reviewed the funding requirements and concurs
with the recommendation. Queries with respect to department needs,
specifications, etc . , should be referred to the Director of Public
Works .
After further review and analysis of the bids by Public Works, G.M.
Sernas and Associates Ltd. and Purchasing, it was mutually agreed
that the low bidder, Sunland Landscape Inc . , Gormley, Ontario, be
recommended for the contract for Tender CL94-6 - Boulevard Tree
Planting - Newcastle Meadows Subdivision/Willowbrook Gardens
Subdivision/Trulls Delbert Subdivision - Phase I/External Areas
Various Locations . A letter from the consultant is attached marked
Schedule "E" .
7
REPORT NO. : TR-16-94 PAGE 4
TENDER CL-94-6, BOULEVARD TREE PLANTING - NEWCASTLE MEADOWS
SUBDIVISION/WILLOWBROOK GARDENS SUBDIVISION/TRULLS DELBERT
SUBDIVISION - PHASE 1/EXTERNAL AREAS - VARIOUS LOCATIONS
Respectfully submitted, Reviewed by,
µ
Al
Marie Marano, H.BSc . ,AMCT. , W.H. Stockwell.'
Treasurer Chief Administrati Officer
, ,W- WW
Walter Evans, P.Eng.
Director of Public Works
MM*LB*ld
718
SCHEDULE "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 94-
Being a By-law to authorize a contract between
the Corporation of the Municipality of
Clarington and Sunland Landscape Inc. in
respect to Boulevard Tree Planting - Newcastle
Meadows Subdivision/Willowbrook Gardens
Subdivision/Trulls Delbert Subdivision - Phase
I/External Areas - Various Locations.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on
behalf of the Corporation of the Municipality of Clarington
with the Corporation Seal, a contract between Sunland
Landscape Inc. and said Corporation.
2. THAT this agreement attached hereto as Schedule "A" form part
of this By-law.
By-law read a first and second time this day of April, 1994.
By-law read a third time and finally passed this day of
April, 1994.
Mayor
Clerk
719
SCHEDULE "B"
G.P.&A- Minutes - 8 - March 15, 1993
PUBLIC WORKS DEPARTMENT
Newcastle Meadows Resolution#GPA-201-93
Subdivision,
�
Plan IOM-835, Moved by Councillor Hoop-
er, seconded by Councillor Dreslinslu
Completion of All
Outstanding works THAT Report WD-11-93 be received;
THAT the Director of Public Works be authorized, FORTHWITH to issue a
'Final Notification Letter' to Newcastle Meadows Inc., and their surety,
stating a completion deadline of April 30, 1993, for all outstanding works;
THAT upon expiration of the aforementioned deadline, the developer's Letter
of Credit be drawn down, in the full amount;
THAT the Director be authorized to expend said monies pursuant to all
obligations incurred or to be incurred by the Corporation of the Town of
Newcastle in accordance with the Subdivision Agreement between Newcastle
Meadows Inc., and the Corporation of the Town of Newcastle; and
THAT Newcastle Meadows Inc., the Royal Bank of Canada, National Trust
Company and Marianne Zakarow be advised of Council's decision and be
provided with a copy of Report WD-11-93.
"CARRIED"
to
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SCHEDULE "C"
July 5, 1993
G.P.&A. Minutes
PUBLIC WORKS DEPARTMENT CONT'D.
THAT, if all outstanding Phase 1 Works are not completed by August 13,
1993 to the satisfaction of the Director of Public Works, the Treasurer is
authorized to present the Phase•1 letter of credit (P14729T06206 issued by
the Royal Bank) deposited with bhe Town (other than the letter of credit
deposited for the replacement ofIrees) for pa'y`ment at the issuing bank;
THAT the Director of Public Works and the Treasurer be authorized to
expend the monies received from the presentation of the letter of credit
referable to Phase 1 to satisfy the Owner's obligations in respect of the
completion of the construction and maintenance of the Works in accordance
with the Phase 1 Subdivision Agreement;
THAT.the Director of public Works be authorized FORTHWITH to issue a
'Final Notification Letter' to 848601 Ontario Inc. and 829633 Ontario Inc-
notifying them of their default, neglect, act or omission in completing the
construction or installation of the Works pursuant to the Phase a h Subdivision
of
Agreement with the Town such notice given Pursuant tt ���g Works all
the Phase 2 Subdivision Agreement and requiring
be completed on or before August 13, 1993;
Phase 2 Works are not completed by August 13, 1993
THAT if all outstanding the Treasurer is
to the satisfaction of the Director of Public Works,
authorized to present the Phase 2 letter of credit (P14743T06206 issued by
the Royal Bank) deposited with the Town(other than the letter of credit for
the replacement of trees) for payment at the issuing bank;
THAT the Director of Public Works and the Treasurer be authorized to
expend the monies received from the presentation of the letters of credit to
satisfy the Owner obligations gations in respect of the completion of the
construction and maintenance of the Phase 2 Works in accordance with the
Phase 2 Subdivision Agreement; and
THAT 848601 Ontario Inc., 829633 Ontario Inc., the Royal Bank of Canada,
Garvey Ferris and Mr. A. Cogo be advised of Council's decision and be
provided with a copy of Report WD-26-93,FORTHWITH.
"CARRIED"
Willowbrook Gardens Resolution #GPA-424
Subdivision, Plan
40M-1676, Moved by Councillor Hooper, seconded by Councillor Novak
Completion of All
Outstanding Works THAT Report WD 27-93 be received;
THAT the Director of Public Works be authorized FORTHWITH to issue a
'Final Notification Letter' to Ashdale Capital Corporation Ltd_ notifying it of
its default, neglect, act or omission in failing to complete the construction or
installation of the Works pursuant to the Subdivision Agreement with the
Town, such notice given pursuant to paragraph 5.17(1) of the Subdivision
Agreement, and requiring that all outstanding Works be completed on or
before August 13, 1993;
SCHEDULE "D"
G.P.& A. nutes - 4 - July 5, 1993
Mi
COMMUNITY SERVICES DEPARTMENT CONT'D.
Natural Outdoor Resolution#GPA-420-93
Ice Rinks
Moved by Councillor O'Toole, seconded by Councillor Hannah
THAT Report CS-15-93 be received; and
THAT the volunteer representative for each of the four natural ice rink
committees be advised of Council's decision and be congratulated and thanked
for their contribution.
"CARRIED"
Official Park Resolution #GPA-421-93
Openings - 1993
Moved by Councillor Scott, seconded by Councillor Novak
;U
1. THAT Report CS-16-93 be received for information.
"CARRIED"
a!h Councillor Hannah chaired this portion of the meeting.
PUBLIC WORKS DEPARTMENT
1! Amendments to Resolution#GPA-422-93
Consolidated
Traffic By-law- Moved by Councillor Hooper, seconded by Councillor O'Toole
� King Street East, _
Bowmanville THAT Report WD-25-93 be received; and
THAT the By-laws attached to Report WD-25-93 be forwarded to Council for
approval
"CARRIED"
Trulls Delbert Resolution #GPA-423-93
Subdivision, Phases
! 1 and 2, Plans Moved by Councillor Dreslinski, seconded by Councillor Scott
40M-1684 and
i I 40M-1685, THAT Report WD-26-93 be received;
Completion of All
Outstanding Works THAT the Director of Public Works be authorized FORS
to issue a'Final Notification Letter' to 848601 Ontario Inc. notifying it of its
i
default, neglect, act or omission in failing to complete the construction or
installation of the Works pursuant to the Phase 1 Subdivision Agreement
with the Town, such notice given pursuant to paragraph 5.17(1) of the
Phase 1 Subdivision Agreement, and requiring that all outstanding Works be
completed on or before August 13, 1993;
( 2-2
APR-08-94 14 : 13 FROM: GM SERNAS WHITBY ID: 19054327977 PAGE 2
G M. Sernas
April 8, 1994 QAssociates Ltd.
(:on,ultirr�Enyinttcr�&Plannrr,
110 h,. tr,r Cs>url,Unit 11
Whitba,C)nl,rriv 11N HY/
Municipality of Clarington Tok�l)Pom, (901040 48/9
40 Temperance Street TUrnrlto kll {90,0 686 1,402
Bowmalnville, Ontario kw (14Wi)432
L1C 3A6
Attention: Mr. W. Evans, P.Eng.
Director of public Works
Dear Sir:
RE: TENDER CL08ING
BOULEVARD TREE PLANTING
NEWCASTLE MEADOWS SUBDIVIS JON
WILLONMOOA GMWRNS SUBDMSION
EXTERNAL AREAS/VARIOUS Lt1t'`,.ATIONS
MDWICIPALITY OF CLARINGTON CONTRACT CL94-6
OUR PROJACT N05--.870/88242189012
Tenders for the above noted project were received and opened on
Wednesday, April 6, 1994 at 2 :00 p.m. A summary of the two (2)
tenders received is shown on Exhibit A attached.
The Engineer's Eatimate for the tendered work (including G.S.T. and
contingencies) wad $601854 ,,75. In comparison to the Engineer's
Estimate, the lowest tender represents a decrease of approximately
$15,992.00 or 26. 3%.
We have examined the two (2) tender submissions and find them to be
complete and in compliance with general tendering roglairements.
Furthermore, we have analyzed the unit prices submitted on the two
(2) tenders and have found the unit prices bid to be reasonable
without evidence of unbalancing. A copy of our summary comparing
the two (2) tenders is also attached for your information.
The contract is OPan for acceptance for a period of 30 days after
the tender closing date of April 6, 1994. The contract work is
scheduled for completion within throe (3) weeks after the date of
Official notification to commence work.
Based upon the low tender received, that of Sunland Landscape Inc. ,
the following Is our summary of the project Cost Attributable to
the Municipality of Clarington.
Total_Projeo cast
Contract Tender Amount (incl. G.,9.T. ) $420, 147.30
Contingency Items 2 .715. 00
Total Tendered $44, 862. 30
Engineering & Resident Supervision
,total 7 2
- 1 $50, 662. 30
. . . 2/
SCHEDULE "E"
APR-OB-'34 14 : 14 FROM: GM SERMAS WHITBY ID: 19054327077 PAGE
G.M.Semas
-QAAsoclales I,td,
Municipality of Clarington ` IApw'„
Mr. W. Evans, P.Eng.
April 8, 1994
s. Page 2
The contract work includes boulevard tree planting in the Newcastle
Meadows Subdivision, the Willowbrook Gardens Subdivision, the
Trulles Delbert Subdivision phase I and at various locations within
the Municipality including Courtice, Bowmanville, Newcastle Village
and in the Townships of Clarke and Darlington.
Sunland Landscape Inc. has completed works of similar nature and
contract value. Further to a check of the references supplied by
Sunland Landscape Inc. , being the City of Barrie, the Town of
Whitby, the Town of Ajax, field inspectors from our office,' as well
as a conversation with Mr. ,john Maloney of your Public Works
Department, we are satisfied that Sunland Landscape Inc. have the
experience, personnel and equipment required to fulfil the contract
to the terms and conditions set out therein.
In addition to the checking of references, we have also confirmed
with Mr. 3os Magic, President of Sunland landscape ]fin-c. that they
have the various species and quantities of trees available from
their nursery stock. Within the next few days we will be meeting
3333 the contractor at the nursery to check the size and (-Iondition of
the tree species to be delivered to the subject areas.
Based on the above, we therefore recommend acceptance of the low
tender and award of the contract to Sunland Landscaping Inc.
subject to the roquisitey approvals.
Trusting the above is to your satisfaction, we remain
Yours very truly,
G. M. SERNAS 4 ASSOCIATES LIMITED
Darr 11 Goudey, P.Eng.
Project Manager
DGjbr
Attch.
cc: Municipality of Clarington,
Attn: Ms. L.A. Birkett, A.M.C.T. (A)
Attn: Mr. J. Maloney
G. M. Sernas & Associ. tes Limited, Attn: Mra. M. Liolios