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Home My WebLink AboutCOD-026-12 Clarington REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: October 29, 2012 Resolution#: By-law#: Report#: COD-026-12 File : Subject: CL2012-29, GUIDERAIL IMPROVEMENTS, VARIOUS LOCATIONS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-026-12 be received; 2. THAT Peninsula Construction Inc., Fonthill, ON with a total bid in the amount of $328,907.76 (Net of HST Rebate), being the lowest responsible bidder meeting all terms, conditions, and specifications of Tender CL2012-29, be awarded the contract for 2012 Guiderail Improvements, Various Locations as required by the Engineering Department; 3. THAT the funds required in the amount of $403,000.00 which includes $328,907.76 for tender, design contract administration and contingencies and net HST be drawn from the following accounts: Roadside Protection Program, 110-32-330-83338-7401 $397,000.00 (2012, 2011 and 2010) Bridge Maintenance, 100-36-380-10200-7112 $ 6,000.00 Total Funds Required $403,000.00 and 4. THAT the Mayor and Clerk be authorized to execute the ne ssary agreement. Submitted by: // �'� �` °' Reviewed by: t -Z_C Warie Marano, H.B.Sc., C.M.O., Franklin Wu, Direr or of Corpo ate Services Chief Administrative � Officer Nancy T ylor, B'' .A., C.A., 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-026-12 PAGE 2 1. BACKGROUND 1.1 Tender specifications were provided by AECOM Canada Ltd. for the 2012 Guiderail Improvements, Various Locations 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., Attachment 1. 2. ANALYSIS 2.1 A total of two (2) 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, Peninsula Construction Inc., Fonthill, ON, be recommended for the contract for the 2012 Guiderail Improvements, Various Locations. A copy of the recommending memos from the Department of"Engineering and the consultant AECOM are attached as Attachment 1. 2.3 Peninsula Construction Inc., Fonthill, ON has completed similar projects for the Municipality of Clarington and they have completed a number of projects of similar scope and value for the Ministry of Transportation and City of Vaughan. All work has been completed satisfactorily. 2.4 Queries with respect to department needs, specifications, etc., should be referred to the Director of Engineering. 3. FINANCIAL 3.1 The total project cost, including tender price of $328,907.76, design contract administration, contingencies and utilities amounts to $403,000.00 (Net of HST 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: Roadside Protection Program, 110-32-330-83338-7401 $397,000.00 (2012-, 2011, 2010) Bridge Maintenance, 110-36-380-10200-7112 $ 6,000.00 Combined Total Project Cost $403,000.00 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-026-12 PAGE 3 4. CONCURRENCE 4.1 This report has been reviewed by the Purchasing Manager with the appropriate departments and circulated as follows: Concurrence: Director of Engineering 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: Jerry Barber, Manager of Purchasing Attachments: Attachment 1 - Recommendation Memo, Engineering Services & Letter from AECOM Canada Ltd. List of interested parties to be advised of Council's decision: NONE CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 ATTACHMENT"I" IN"I E M 0 Leading t7ae Way TO: Jerry Barber, Purchasing Manager FROM: Ron Albright, Manager, Infrastructure and Capital Works DATE: October 22, 2012 RE: 2012 Guiderail Improvements CL2012-29 The Engineering Services Department has reviewed the attached tender review letter provided by AECOM Canada Ltd. ("AECOM") and offers the following comments. The scope of work involves the installation of steel beam guiderail at 9 sites within the Municipality and various minor repairs to existing guiderail at a number of other sites. The specific site locations are noted on the cost apportionment attached to the letter from AECOM. We recommend that the contract be awarded to Peninsula Construction Inc. in the amount of $365,237.58 inclusive of HST ($328,907.76 net HST). A detailed breakdown of the project costs including design and tender fees, contract administration fees and other project costs is provided on the cost apportionment attached to AECOM's tender review letter. Due to past experiences on similar projects, a contingency amount of approximately 7.5% is carried forward. Funding for the guiderail installation will come from the Roadside Protection Program account including the current funding year and unexpended funds from previous years, as shown in the table below. Funding for the various repairs will come from the Operations Department's Bridge Maintenance account. ATTACHMENT 1" "0 12 C�uiderail Improvements, 0120.12-29 2 October 22, 2012 Total Project Value $403,000.00 Budget Amount Roadside Protection Program, 110-32-330-83338-7401 $397,000.00 (2012, 2011, 2010) Bridge Maintenance, 100-36-380-10200-7112 $6,000.00 Estimated Unexpended Budget $0.00 Additional Funding Required $0.00 We recommend that staff award the contract to Peninsula Construction Inc. based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned, Regards, 1 Ron Albright, P. Eng, Manager, Infrastructure and Capital Works RA/sb/dv Attachment Pc: Will McCrae, P. Eng., Manager, Cobourg Office, AECOM Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services _ rrr- Lc;p dhnsrJ i tpltl 4h ,Ai:1'A. ...IP f r., I:Pi .I tli i, Ib 'e, rr!1=r :.1LL=,,.0 I I i u re C.i.:_Pl 'J T' J" ,sar.-I i Attachment"l /�„„„CO j AECOM 906 372 2121 W j /��4 ,r' 513 Division Street 905 372 3621 fax Cobourg,Ontario K9A 506 wwmaecom.com October 16, 2012 Mr.A. S. Cannella, C.E.T. Director, Engineering Services The Municipality of Clarington 40 Temperance Street BOWMANVILLE, Ontario L1C 3A6 Dear Sir: Project No. 60276868 Regarding: 2012 Guiderail Improvements Contract No. CL2012.29(the"Contract") Municipality of Clarington Tenders for the above project were opened at the Municipal Offices on Friday, October 12,2012 at 2:15p.m. A list of the bids received is provided in the table below, �c h m t,...�.i..Yd::,,.:L:�.}-..ate y tS3t'41-i}'•Pti.}• r•,x°i"•^s:;° iiP�•�SE:.,i ii{^�`�.:.gs:•eiu i:E.l":�c�•°}}'^°i s l�i ic}E$,mo�i•?::3 i}:t tx x�I uE�Yi!�5 s•:�$i E�'!�s'.•"}}3E��t.r S'�a:ti,'�xE s E.y"(:i lE-i��i"n 7r3':��.�I{r:°:nii:p k+„Yr t.:ltu.•i,S iii t°u�,:�c}n�n.l i 22dr'��,i wo F{E:I i��&>�t!..i}n.i!.1 3}.3+:S4 i'91'E 3S.•:tt iS^ta,t.•ai�t�,iY7{t^��»nS{jrE i s��n r!_ti(_^$,y;tSi•l!!i�{t 1nii'�n',�N°^A a'-.p�l}^S?*�,ru�a�.,:�'�I rrn,„°tsi s1 E�&�•�.,^u,s a t,,l.'��s:�hsca,i�m�.�ri a�.s.��c':}}h•x,srim^I�a•:",.r.1p r�i.i•s ai!r,�r i^t..-�i i.e,aE:��xte, z Milli 7r a alaa esn.c. i��i:n fss,�z:E•'•_Nt,,.'x•;ri:?•l�a vT.''`•b�°r y a}'t•�}k l ilriEril2 d E;f,t 0' p�c•i tLii I' lip,seF s^ sd Ei Peninsula Construction Inc. FONTHILL, Ontario $365,237,58 $328,907.76 Powell Contracting Limited GORMLEY, Ontario $412,611.70 $371,569.62 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. Peninsula Construction 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. Peninsula Construction Inc. has completed projects of similar scope and value. Three references were contacted and each stated that Peninsula Construction Inc, 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 Peninsula Construction Inc. in the amount of CL2012.20 Tondor Award Letter•Quldereil Improvements.noo Attachment'T' AZCOM Page 2 October 16,2012 $328,907.76 (inclusive of net HST rebate)subject to all provisions of the Clarington Purchasing Bylaw being met. Bid Cheques or Bid Bonds shall be retained for Peninsula Construction Inc, and Powell Contracting 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 Ltd. Doug Timms, P.Eng. Senior Project Manager doug.timms@Etecom.com DT;cs encl. cc, Mr.Ron Albright,P,Eng.,Manager of Infrastructure and Capital Works,Municipality of Clarington(via a-mall) Mr.Sean Bagshaw,P.Eng.,Capital Works Engineer,Municipality of Clarington(via a-mall) I I I i OL2012.29 Tender Award Letter-Gvlderall Imr,mvements.um Cost Apportionment Based on LOW Bid Contract CL2012-29 Municipality of Clarington 2012 Guiderail Improvements October 16,2012 AECOM Project#60225382/60276868 Description Total Municipality of Clarington Engineering Municipality of Clarington Operations Comments Project ID/Account Number 11032330-83338-7401 100-36-380-10200-7112 Construction Costs Contract CL2012-29 Part'A': South Service Road 1.8Km W.Of Waverly Road-Structure No.99051 $ 47,037.60 $ 47,037.60 $ Part'B': Baseline Road 0.3Km W.Of Green Road-Structure No.99065 $ 39,591.40 $ 39,591.40 $ - Part'C': Baseline Road 0.5Km E.Of Holt Road-Structure No.99505 $ 28,564.95 $ 28,564.95 $ - Part'D': Baseline Road 0.1 Km E.Of Holt Road-Structure No.99063 $ 52,717.75 $ 52,717.75 $ - Part'E': Baseline Road 0.3Km W.Of Holt Road-Structure No.99059 $ 25,068.40 $ 25,068.40 $ - Part'F': Nash Road 0.6Km E.Of Green Road-Guiderail No.94074A $ 18,604.88 $ 18,604.88 $ - Part'G': Nash Road 0.06Km W.Of Maple Grove Road-Guiderail No.99069A $ 37,430.50 $ 37,430.50 $ - Part'H': King Street(Hwy 2)1.2Km E.Of Liberty Street-Structure No.94017(Provisional) $ 5,330.00 $ 2,827.50 $ 2,502.50 Part T: Morgans Road 1.OKm S.Of Conc.Road 4-Structure No.98033 $ 37,522.98 $ 36,522.98 $ 1,000.00 Part V: East Beach Road 0.3Km W.Of Lambs Road-Guiderail No.94001A $ 11,738.84 $ 11,738.84 $ - Part'K': New Hazard Markers(Various Locations) $ 2,250.00 $ - $ 2,250.00 Part'L': General Items(All Locations) $ 17,361.80 $ 17,361.80 $ Total Construction $ 323,219.10 $ 317,466.60 $ 5,752.50 Design and Tendering Design and Tendering $ 23,000.00 $ 23,000.00 $ Budget Total Design and Tendering $ 23,000.00 $ 23,000.00 $ Construction Administration and Inspection Construction Administration and Inspection $ 25,000.00 $ 25,000.00 $ Total Construction Administration and Inspection Is 25,000.00 $ 25,000.00 $ Other Costs CLOCA Standard Permit'B' Total Other Costs $ 900.00 $ 900.00 $ $ 900.00 $ 900.00 $ - Additional Project Costs 1.76%Unrecoverable HST $ 6,549.30 $ 6,448.05 $ 101.24 7.5%Contingencies Inclusive of Net HST) $ 24,331.60 $ 24,185.35 $ 146.26 Total Estimated Project Costs $ 403,000.00 $ 397,000.00 $ 6,000.00 Budget Amount $ 403,000.00 $ 397,000.00 $ 6,000.00 Under/(Over)Budget Amount Is Is Is _ All Costs Exclude HST Unless Indicated Otherwise 1 i AECOM 0 3 m ENNISKILLEN CI 3 ri 0 e SOUK, VIAPLEGROVE 1 P4 Le Bend 0—w- -A I-- it �--HIGMAY MU=NICIM ROU A�' TYRONE ......... 35 LES 31 L I Jt- KENDAL 111-Y 4 17 57 14 ORONO Q 35 T! '15 UMA 2 NEWCASTLE) i ,{ 2 d N AXOM Leading the V7ay 2012 GUIDERAIL IMPROVEMENTS CL2012-29 SITE LOCATIONS 66225382.01 1